What You’ll Learn

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

• Record inventory purchases and receipts
• Link stock to suppliers
• Track buying prices and costs
• Handle partial deliveries
• Manage stock in history

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What is Stock In?

Stock In records products entering your inventory. Use this when:

• ✅ Receiving goods from suppliers
• ✅ Adding initial stock for new products
• ✅ Recording returns from customers
• ✅ Correcting inventory (with notes)
• ✅ Transferring from another location

Result: Stock quantity increases, costs are tracked, records are created.

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The Stock In Interface

Kelola provides an intuitive two-panel interface:

Panel	Purpose
Left Panel	Product catalog — search and select
Right Panel	Selected items — quantities and prices
Bottom Bar	Summary and action buttons

Mobile vs. Web

Mobile App:

• Swipe between panels
• Optimized for touch
• Camera for barcode scanning

Web (web.kelola.co):

• Side-by-side panels
• Keyboard shortcuts
• USB barcode scanner support

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Step-by-Step Guide

Step 1: Access Stock In

1. Open Kelola app
2. Tap “Stock In” from main menu, OR
3. Tap ”+” button → “Stock In”

Step 2: Select Products

Method A: Browse and Tap

1. Scroll through product catalog (left panel)
2. Use category filters to narrow down
3. Tap product to add to right panel

Method B: Search

1. Tap search bar
2. Type product name
3. Tap product from results

Method C: Barcode Scan (Fastest)

1. Tap “Scan” icon
2. Scan product barcode
3. Product auto-adds to selection

💡 Pro Tip: You can add multiple products before proceeding to quantity entry.

Step 3: Enter Quantities

For each product in the right panel:

1. Tap the quantity field
2. Enter number received:
   • Use + / - buttons for small adjustments
   • Type directly for large numbers
3. Quantity updates automatically

Quantity Tips:

• Use your unit of measure (pieces, kg, boxes)
• Be consistent with how you sell
• Note: “5 boxes” vs “5 pieces” matters!

Step 4: Set Buying Prices (Optional but Recommended)

Track what you paid to calculate profit.

1. Tap the price field (shows pencil icon)
2. Enter buying price per unit
3. Tap Save

Why This Matters:

• Accurate profit calculations
• Cost of goods sold (COGS) tracking
• Price change history

Note: Viewing buying prices requires view_buying_price permission. Staff without this permission will only see selling prices.

Step 5: Select Supplier (Recommended)

Track who you bought from.

1. Tap “Choose Supplier” at top
2. Options:
   • Select existing: Search your supplier list
   • Add new: Tap ”+ New Supplier”
3. Supplier linked to transaction

Adding a New Supplier:

1. Tap ”+ New Supplier”
2. Enter:
   • Supplier name (required)
   • Phone number (optional)
   • Email (optional)
   • Address (optional)
3. Tap “Save”

Benefit: Track purchases per supplier, manage vendor relationships, simplify reordering.

Step 6: Set Transaction Date (If Needed)

Default is today. Change for:

• Recording past purchases
• Backdated bookkeeping
• Different accounting period

1. Tap date field (top right)
2. Select date from calendar
3. Select time if needed
4. Tap “Confirm”

Note: Editing dates may require owner/admin permission depending on your settings.

Step 7: Add Reference Notes

Add context for future reference:

• Invoice number: “INV-2024-00123”
• PO number: “PO-45678”
• Delivery note: “Received via FedEx”
• Condition notes: “2 items damaged”

1. Scroll to Notes field (bottom)
2. Type reference information
3. Max 200 characters

Step 8: Review and Submit

Check everything before saving:

Check	Why It Matters
Products correct?	Wrong items = inventory errors
Quantities accurate?	Affects stock levels
Prices entered?	Impacts profit calculations
Supplier selected?	Tracks vendor history
Date correct?	Affects reporting periods

Submit:

1. Review summary at bottom:
   • Total products (unique items)
   • Total quantity (all units)
   • Total buying price (if visible)
2. Tap “Submit”
3. Success confirmation appears

✅ Success Check:

• Stock quantities increased
• Transaction saved to History
• Stock Report updated
• Supplier history updated

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Special Scenarios

Partial Delivery

When supplier delivers part of your order:

1. Record only received items
2. Add note: “Partial delivery, remaining 50 units expected Jan 15”
3. Create new Stock In later for remaining items

Handling Damaged Goods

If some items arrive damaged:

Option A: Record all, note damage

1. Enter total received quantity
2. In notes: “5 units damaged, claimed with supplier”
3. Create Stock Out later for damaged items

Option B: Record only good items

1. Enter only usable quantity
2. Don’t pay for damaged items
3. Separate transaction for replacements

Multiple Supplier Delivery

If shipment contains items from multiple suppliers:

1. Create separate Stock In transactions
2. One per supplier
3. Keeps accounting clean

Returns to Stock

When customers return items:

1. Create Stock In
2. Select returned products
3. Add note: “Customer return - [Customer name] - [Reason]”
4. Optional: Link to original sale in notes

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Stock In Best Practices

For Accuracy

✅ Count before entering

• Physically count items
• Compare to delivery note
• Then enter in Kelola

✅ Check immediately

• Verify quality on arrival
• Note damages right away
• Resolve discrepancies with supplier

✅ Use reference numbers

• Always link to invoice/PO
• Easier reconciliation
• Audit trail

For Efficiency

✅ Barcode scanning

• Use for large deliveries
• Much faster than manual search
• Reduces errors

✅ Template approach

• Common orders = similar entries
• Copy patterns from history
• Train staff on typical workflows

✅ Regular timing

• Set specific receiving times
• Batch entries if possible
• Don’t let backlog build up

For Cost Tracking

✅ Always enter buying prices

• Even if similar to last time
• Prices change frequently
• Essential for profit reports

✅ Include all costs

• Product cost
• Shipping/freight
• Taxes and duties
• Full landed cost if possible

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Managing Stock In History

Viewing Past Entries

1. Go to History (bottom nav)
2. Tap Filter → Select “Stock In”
3. Apply date range if needed
4. Tap any transaction for details

Editing Stock In

When allowed (Owner/Admin):

1. Open transaction from History
2. Tap “Edit”
3. Modify fields as needed
4. Save changes

⚠️ Warning: Editing affects inventory levels and reports. Edit carefully!

Deleting Stock In

If entered by mistake:

1. Open transaction
2. Tap “Delete” (three dots menu)
3. Confirm deletion
4. Stock automatically adjusted back

Note: Deleting removes the transaction entirely. Consider editing instead if you need record retention.

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Troubleshooting

”Product not found”

• Product may not exist yet — add it first
• Check spelling in search
• Try searching by SKU/barcode

”Cannot set buying price”

• Requires view_buying_price permission
• Contact your admin/owner
• Subscription may limit this feature

”Stock not updating”

• Check internet connection
• Sync may be pending
• Pull down to refresh

”Supplier not in list”

• Add new supplier during Stock In
• Or go to Suppliers section first
• Check spelling when searching

”Duplicate transaction warning”

• Similar transaction recently created
• Verify this is a new delivery
• Check if you’re accidentally duplicating

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FAQ

Q: Can I record stock in without a supplier? A: Yes, supplier is optional. But tracking suppliers helps with vendor management and reordering.

Q: What if I don’t know the buying price? A: You can leave it blank, but your profit reports won’t be accurate. Enter estimated price or update later.

Q: Can I add products during stock in? A: Yes! If product doesn’t exist, you can create it quickly without leaving the Stock In screen.

Q: How do I handle returns to supplier? A: Use Stock Out with negative effect, or create a specific “Return to Supplier” transaction type (if available).

Q: Can I import bulk stock in from Excel? A: Yes, use the web interface at web.kelola.co for CSV import of large stock receipts.

Q: What’s the difference between Stock In and Stock Audit? A: Stock In adds inventory (receiving). Stock Audit corrects inventory to match physical count (adjusting).