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

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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!

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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

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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

1. Go to web.kelola.co on computer
2. Navigate to Products → Import
3. Download the CSV template
4. Fill in your products
5. Upload the file

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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.

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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 Stock Alert from main menu
2. Set minimum quantity per product
3. Get notified when stock runs low

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Advanced Product Features

Product Variants

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

Option 1: Separate Products

• Create each variant as its own product
• Use consistent naming: “T-Shirt - Red - M”, “T-Shirt - Red - L”

Option 2: Single Product with Notes

• Use description field for variants
• Track total quantity only

Bundle Products

For selling multiple items together:

1. Create a “Bundle” product
2. Set price for the bundle
3. In notes, list component products
4. When selling, manually deduct component stock

Note: Automated bundle tracking coming in future updates.

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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

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FAQ

Q: How many products can I add? A: Depends on your plan. Free plan allows up to 100 products. Premium plans offer unlimited products.

Q: Can I import products from Excel? A: Yes! Use the web interface at web.kelola.co for CSV import.

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.