What You’ll Learn

By the end of this guide, you’ll be able to:

• Add products with complete details
• Use SKUs and barcodes effectively
• Organize products with categories
• Set pricing and initial stock
• Manage product images

---

Adding a Single Product

Step 1: Open Add Product Screen

1. Tap “Products” in the bottom navigation
2. Tap the ”+” button (top right)
3. The Add Product form opens

Step 2: Enter Basic Information

Required Fields

Field	Description	Example
Product Name	What you call the product	”Organic Green Tea 100g”
Price	Selling price to customers	50000

Optional Fields (Recommended)

Field	Description	Example
SKU	Your internal product code	”TEA-GRN-100”
Barcode	Scannable product code	”8991234567890”
Category	Product grouping	”Beverages”
Initial Stock	Current quantity	50
Description	Product details	”Premium organic tea from Sumatra”

Step 3: Add Product Image

1. Tap the camera icon or image placeholder
2. Choose source:
   • Take Photo — Use camera (mobile)
   • Choose from Gallery — Select existing photo
   • Remove — Delete current image
3. (Optional) Crop the image to focus on the product
4. Tap “Done”

💡 Best Practice: Use clear, well-lit photos with white/neutral backgrounds. Square images work best.

Step 4: Save the Product

1. Review all entered information
2. Tap “Save” (top right)
3. Success message appears

✅ Success Check: Your product now appears in the Products list!

---

Understanding Product Fields

SKU (Stock Keeping Unit)

Your internal product identifier.

Why Use SKUs?

• Track products without barcodes
• Create your own naming system
• Easier internal communication

SKU Best Practices:

Format: [CATEGORY]-[VARIANT]-[SIZE]
Examples:
- TEA-GRN-100 (Tea, Green, 100g)
- SHRT-BLU-L (Shirt, Blue, Large)
- SNCK-CHIP-50 (Snacks, Chips, 50g)

Barcode

Scannable product identifier.

Types Supported:

• UPC/EAN (retail products)
• Code 128 (internal use)
• QR Codes (flexible use)

How to Add:

1. Manual entry: Type the barcode number
2. Scan: Use camera to scan (mobile app)
3. External scanner: Use barcode scanner (web)

Note: Barcodes must be unique. If you get an error, the barcode might already be assigned to another product.

Category

Organize products into groups.

Why Categories Matter:

• Faster product finding
• Better reporting
• Cleaner organization

Creating Categories:

1. In the Category field, tap “Add New”
2. Enter category name
3. Tap “Save”

Category Examples:

• Food & Beverages
• Electronics
• Clothing
• Household
• Raw Materials

---

Bulk Adding Products

For adding multiple products quickly:

Method 1: Copy from Existing

1. Find a similar product
2. Tap “Duplicate” (three dots menu)
3. Edit the details
4. Save as new product

Method 2: Web Import (Excel/CSV)

For adding multiple products at once, use the web interface:

1. Go to web.kelola.co on your computer
2. Sign in with your Google account
3. Navigate to Products section
4. Look for the Import option
5. Download the Excel/CSV template
6. Fill in your product data following the template format
7. Upload the completed file
8. Review and confirm the import

💡 Tip: The Excel import feature is available on the web version only. Make sure your data matches the template format exactly to avoid import errors.

📖 Learn more: For a complete guide on bulk importing, see Import Products in Bulk →

---

Managing Product Details

Viewing Product Information

1. Go to Products
2. Tap any product
3. View complete details:
   • Basic info (name, SKU, barcode)
   • Current stock quantity
   • Price history
   • Transaction history
   • Product image

Editing a Product

1. Open product details
2. Tap “Edit” (top right)
3. Modify any field
4. Tap “Save”

⚠️ Important: Editing a product updates it everywhere. Previous transactions keep the original price for accurate reporting.

Deleting a Product

1. Open product details
2. Tap “Delete” (three dots menu)
3. Confirm deletion

⚠️ Warning: You can only delete products with zero stock and no transaction history. Consider archiving instead by setting stock to 0.

---

Product Organization Best Practices

Naming Conventions

Good Product Names:

• ✅ “Organic Coffee Beans - Dark Roast 250g”
• ✅ “T-Shirt Cotton - Black - Size M”
• ✅ “Wireless Mouse - Logitech M185”

Avoid:

• ❌ “Coffee” (too vague)
• ❌ “Item 1” (not descriptive)
• ❌ “New Product” (not helpful)

Category Hierarchy Tips

Keep it simple but meaningful:

Level 1: Major Categories (5-10)
  → Beverages
  → Food
  → Electronics

Level 2: Sub-grouping (if needed)
  → Beverages → Coffee & Tea
  → Beverages → Soft Drinks

Stock Management Setup

Initial Stock:

• Add current quantity when creating product
• Use Stock In for future purchases
• Use Stock Out for sales

Low Stock Alerts:

1. Go to Home screen
2. Tap the notification bell icon (shows count of low stock items)
3. View and manage low stock products
4. Set minimum stock levels when creating or editing products
5. Receive alerts when inventory falls below the threshold

Low Profit Warning: When adding or editing products, you may see a warning if the selling price results in a low profit margin. This helps you:

• Identify products that may not be profitable enough
• Adjust pricing before saving
• Make informed decisions about product pricing

If you see a low profit warning, consider:

• Increasing the selling price
• Finding lower-cost suppliers
• Accepting the margin if the product drives other sales

---

Advanced Product Features

Product Variants

For products with options (size, color, etc.):

Recommended Approach: Separate Products

• Create each variant as its own product
• Use consistent naming: “T-Shirt - Red - M”, “T-Shirt - Red - L”
• Each variant has its own SKU, barcode, and stock tracking
• This provides the most accurate inventory management

Alternative: Single Product with Notes

• Use description field to list available variants
• Track total quantity only
• Less precise but simpler for basic tracking

Bundle Products

For selling multiple items together:

1. Create a “Bundle” product with its own SKU
2. Set the bundle price
3. In the description, list component products and quantities
4. When selling, manually deduct stock from each component product

Note: Automated bundle tracking with automatic component stock deduction is not currently available. Manual stock management is required.

---

Troubleshooting

”Barcode already exists”

• Check if the product already exists in your catalog
• Ensure you’re not duplicating barcodes
• Contact support if you believe this is an error

”Cannot delete product”

• Product has stock history — use Stock Out to zero it first
• Product has transactions — cannot delete, only edit

”Product not showing in search”

• Check spelling in product name
• Try searching by SKU or barcode
• Verify product wasn’t archived

”Image upload failed”

• Check file size (max 5MB)
• Use JPG or PNG format
• Ensure stable internet connection

---

FAQ

Q: How many products can I add? A: Product limits vary by subscription plan:

• Free: 100 products
• Basic: 500 products
• Plus: 2,000 products
• Advance: Unlimited products

Q: Can I import products from Excel? A: Yes! Use the web interface at web.kelola.co for CSV import. For a detailed guide, see Import Products in Bulk →

Q: What’s the difference between SKU and Barcode? A: SKU is your internal code, barcode is the manufacturer’s scannable code. Both help identify products.

Q: Can I change a product’s barcode later? A: Yes, edit the product and update the barcode field. Ensure the new barcode isn’t already in use.

Q: How do I track product cost/pricing history? A: Kelola tracks costs through Stock In transactions. View transaction history on each product page.