# Kelola.co Help Center — English

> Complete English help-center documentation optimized for LLM retrieval.
> Content updated through: 2026-07-29
> Discovery index: https://help.kelola.co/llms.txt

## Overview

Kelola.co is a technology platform designed to simplify and streamline business operations for micro, small, and medium enterprises (MSMEs). With user-friendly features and a focus on operational efficiency, Kelola.co empowers businesses to manage their inventory, finances, and team collaboration effortlessly.

- [Read the maintained overview article](https://help.kelola.co/en/about/what-is-kelola/): A technology platform for managing SME operations

## Getting Started

### [Quick Start Guide](https://help.kelola.co/en/getting-started/quick-start-guide/)

> Get up and running with Kelola in under 5 minutes. Learn the basics of adding products, managing stock, and recording your first sale.
>
> Canonical source: [https://help.kelola.co/en/getting-started/quick-start-guide/](https://help.kelola.co/en/getting-started/quick-start-guide/)
> Last updated: 2026-02-15

#### ⚡ What You'll Learn

By the end of this guide, you'll be able to:
- Add your first product to Kelola
- Record a stock purchase (stock in)
- Record your first sale (stock out)
- Check your inventory levels

#### 📋 Before You Start

Make sure you have:
- [ ] Downloaded the Kelola app (iOS or Android)
- [ ] Created an account or logged in
- [ ] Created your first business (or joined one)

> **New to Kelola?** Download the app from the [App Store](https://go.kelola.co/ios) or [Google Play](https://go.kelola.co/android).

---

#### Step 1: Add Your First Product

Products are the foundation of your inventory. Let's add one now.

1. **Open the Kelola app** and tap **"Products"** at the bottom
2. Tap the **"+"** button in the top right corner
3. Enter your product details:
   - **Product Name** (required): e.g., "Organic Coffee Beans 250g"
   - **SKU/Barcode** (optional): Your product code or scan a barcode
   - **Category** (optional): e.g., "Beverages"
   - **Price** (required): Selling price to customers
   - **Initial Stock** (optional): Current quantity on hand
   - **Stock Alert** (optional): Minimum stock level to trigger alerts
4. **Tap "Save"** — your product is now in the system!

> **💡 Tip:** You can add a product photo by tapping the camera icon. This helps staff identify products quickly.
>
> **🚀 Need to add many products at once?** Use the **bulk import** feature on the web version! Learn how to [Import Products in Bulk →](https://help.kelola.co/en/products/importing-products-bulk/)

---

#### Step 2: Record Stock In (Purchase)

Now let's record inventory coming into your business.

1. From the main menu, tap **"Stock In"**
2. You'll see a two-panel screen:
   - **Left side**: Your product catalog
   - **Right side**: Items you're adding to stock
3. **Find your product** by scrolling or using the search bar
4. **Tap the product** to add it to the right panel
5. **Enter the quantity** received (e.g., 50 units)
6. (Optional) **Set the buying price** — what you paid per unit
7. (Optional) **Select a supplier** — who you bought from
8. Tap **"Submit"** at the bottom

✅ **Success Check:** Your product stock has increased! You can verify this by going to Products and checking the quantity.

---

#### Step 3: Record a Sale (Stock Out)

Let's record your first sale.

1. From the main menu, tap **"Stock Out"**
2. **Find and tap** the product you want to sell
3. **Enter the quantity** being sold (e.g., 2 units)
4. (Optional) **Select a customer** — track who bought it
5. (Optional) **Set the selling price** — defaults to your set price
6. (Optional) **Add notes** — e.g., "Cash payment"
7. Tap **"Submit"**

✅ **Success Check:** Your inventory has decreased and a transaction record was created!

---

#### Step 4: Check Your Dashboard

See your business at a glance.

1. Tap **"Home"** at the bottom of the screen
2. View your **today's summary**:
   - Total sales
   - Items sold
   - Low stock alerts
3. Scroll down to see **recent transactions**

---

#### 🎉 Congratulations!

You've just completed the core workflow of Kelola:
```
Add Product → Stock In → Stock Out → View Dashboard
```

This cycle covers 90% of daily business operations.

#### 🚀 What's Next?

Choose your path:

**For Business Owners:**
- [Add More Products →](https://help.kelola.co/en/products/adding-products/)
- [Import Products in Bulk →](https://help.kelola.co/en/products/importing-products-bulk/)
- [Set Up Staff Access →](https://help.kelola.co/en/staff/understanding-roles/)
- [Financial Reports →](https://help.kelola.co/en/report/accounting-report/)

**For Daily Operations:**
- [Record Stock In with Suppliers →](https://help.kelola.co/en/stock/record-stock-in/)
- [Manage Customer Data →](https://help.kelola.co/en/customers/adding-customers/)
- [Handle Returns →](https://help.kelola.co/en/sales/handling-returns/)

**For Advanced Users:**
- [Set Up Barcode Scanning →](https://help.kelola.co/en/barcode/scanning-barcodes/)
- [Create Product Catalogs →](https://help.kelola.co/en/catalog/creating-catalogs/)
- [Configure Stock Alerts →](https://help.kelola.co/en/stock/managing-stock-alerts/)

---

#### ❓ Quick FAQ

**Q: Can I use Kelola on multiple devices?**
A: Yes! Your data syncs automatically across all devices. Just log in with the same account.

**Q: What if I make a mistake in stock entry?**
A: Go to **History**, find the transaction, and tap to edit or delete (owner permission required).

**Q: Do I need internet to use Kelola?**
A: You need internet to sync data, but many features work offline and sync when reconnected.

**Q: Is there a limit to how many products I can add?**
A: Free plans have limits. Check your subscription in **Account → Subscription**.

---

#### Need More Help?

- 📧 Email: support@kelola.co
- 💬 In-app: Menu → Contact Us
- 🌐 Website: [kelola.co](https://kelola.co)

---

### [App Navigation Guide](https://help.kelola.co/en/getting-started/app-navigation/)

> Learn your way around the Kelola app. Understand the main menu, navigation patterns, and where to find every feature.
>
> Canonical source: [https://help.kelola.co/en/getting-started/app-navigation/](https://help.kelola.co/en/getting-started/app-navigation/)
> Last updated: 2026-07-29

#### What You'll Learn

After reading this guide, you'll know:
- The main sections of the Kelola app
- How to navigate between features
- Where to find specific functions
- Keyboard shortcuts (web version)

---

#### Main Navigation Structure

Kelola uses a **bottom navigation bar** with 4 main sections for quick access to core features:

| Icon | Section | Purpose |
|------|---------|---------|
| 🏠 **Home** | Dashboard | Overview of today's activity, quick actions, and reports |
| 📦 **Products** | Inventory | Manage products, categories, and view stock levels |
| 📋 **History** | Transactions | View and search all transaction records |
| ☰ **More** | Settings | Profile, subscription, staff, and additional features |

##### Home Screen Quick Actions

The Home screen provides quick access buttons to common operations:

- **Stock In** - Record inventory purchases from suppliers
- **Stock Out** - Record sales or inventory usage
- **Audit** - Perform stock counts and adjustments
- **Staff** - Manage team members (owner only)
- **Expenses** - Record business expenditures
- **Contacts** - Manage customers and suppliers
- **Transfer** - Transfer stock between locations

---

#### Home Dashboard

Your business command center.

##### What You See
- **Today's Summary**: Sales count, revenue, items sold
- **Low Stock Alerts**: Products running low
- **Recent Activity**: Latest transactions
- **Quick Actions**: Shortcuts to common tasks

##### Actions Available
- Tap any metric for detailed view
- Pull down to refresh data
- Tap alerts to take action

---

#### Products Section

Manage your entire product catalog.

##### Product List View
- **Search bar**: Find products instantly
- **Filter options**: By category, stock level, status
- **Sort options**: Name, price, stock quantity
- **Grid/List toggle**: Change display mode

##### Product Actions
Tap any product to:
- View/edit details
- Check transaction history
- Adjust stock
- Share product info

---

#### Quick Actions from Home Screen

Access common operations directly from the Home screen:

| Action | Icon | Use When... |
|--------|------|-------------|
| **Stock In** | 📥 | Receiving inventory from suppliers |
| **Stock Out** | 📤 | Making a sale or using inventory |
| **Audit** | 🔍 | Counting physical inventory |
| **Transfer** | 🔄 | Moving stock between locations |
| **Staff** | 👥 | Managing team members (owner only) |
| **Expenses** | 💸 | Recording business spending |
| **Contacts** | 👤 | Managing customers and suppliers |

> **💡 Pro Tip:** The available actions depend on your role and permissions. Staff members may see fewer options based on their access level.

---

#### History Section

Complete transaction log and search.

##### Search & Filter
- **Search by**: Product name, customer, transaction ID
- **Filter by**: Date range, transaction type, staff member
- **Sort by**: Date, amount, product name

##### Transaction Types
| Type | Icon | Description |
|------|------|-------------|
| Stock In | 📥 | Inventory received |
| Stock Out | 📤 | Sales or usage |
| Stock Audit | 🔍 | Inventory adjustments |
| Expense | 💸 | Business expenses |
| Transfer | 🔄 | Between businesses |

---

#### More Section (Account)

Access settings, additional features, and business management.

##### Menu Items

###### Business Settings
- **Switch Business**: Change between multiple businesses or create a new one
- **Business Profile**: Edit business name, logo, and currency
- **Staff Management**: Invite and manage team members (owner only)
- **Subscription**: View your current plan and upgrade options

###### Additional Features
- **Computer Version**: Access Kelola via web browser (web.kelola.co)
- **Online Catalog**: Create and share digital product catalogs (subscription required)
- **Print Barcode**: Generate and print barcode labels for products
- **POS (Point of Sale)**: Quick sales mode with cart interface (tablet optimized, landscape only)

###### Settings
- **Product Categories**: Manage product categories
- **Expense Categories**: Manage expense categories
- **Language**: Change app language (20+ languages supported)
- **Payment Methods**: Configure payment methods for transactions
- **Subscription Management**: Manage web-based subscriptions (if applicable)

###### Support & Info
- **Tutorial**: Access help documentation at help.kelola.co
- **Email**: Contact support via email
- **Terms of Service**: View terms and conditions
- **Privacy Policy**: View privacy policy
- **Feedback**: Submit suggestions or feedback

---

#### Feature-Specific Navigation

##### Stock Management Pages
When in Stock In/Out/Audit:
- **Left panel**: Product catalog (search & select)
- **Right panel**: Selected items
- **Bottom bar**: Summary and submit button

##### Report Pages
- **Date selector**: Choose report period
- **Chart view**: Visual data representation
- **Table view**: Detailed numbers
- **Export button**: Download as PDF/Excel

---

#### Web vs. Mobile Navigation

##### Mobile App (iOS/Android)
- Bottom tab navigation with 4 main sections
- Pull-to-refresh on scrollable screens
- Tap and hold for additional options
- Swipe gestures for navigation

##### Tablet App (Android Tablet)
- Adaptive layout with master-detail panels
- Two-column view for History, Products, and other sections
- POS mode runs in landscape only
- Compact UI scaling for better use of screen space
- Printer selection uses bottom sheet interface

##### Web Version (web.kelola.co)
- Access via any modern web browser
- Optimized for desktop and laptop use
- Larger workspace for managing inventory
- Same features as mobile app

**Note:** Keyboard shortcuts are not currently available in the web version.

---

#### Navigation Best Practices

##### For Speed
1. **Use the search bar** — fastest way to find products
2. **Use quick actions** from the Home screen for common tasks
3. **Save frequently used filters** in History for quick access

##### For Accuracy
1. **Check the header title** — confirms where you are
2. **Review summary before submitting** — prevents errors
3. **Use breadcrumbs** — understand your navigation path

##### Common Navigation Patterns

```
Finding a Product:
Home → Products → Search → Tap Product

Recording a Sale:
Home → Stock Out → Select Products → Submit

Checking Reports:
Home → View Reports → Select Report Type → Set Date Range

Inviting Staff:
More → Staff → Invite → Enter Phone Number

Adding Expense:
Home → Expenses → Add Expense
```

---

#### Troubleshooting Navigation

##### "I can't find a feature"
- Check your **permissions** — some features require owner/admin access
- Look in **Account → More** — additional options
- Use **search** — works across most sections

##### "The screen looks different"
- You might be on a **different plan** — some features are premium
- Check your **role** — staff see simplified interfaces
- Update the app — you might be on an old version

##### "Navigation is slow"
- Check your **internet connection**
- Close and reopen the app
- Clear cache in Account → Settings → Clear Cache

#### Recently Moved and Added Navigation

- **Stock drafts:** On Home, use the draft icon and number badge inside the Stock card to resume saved Stock In, Stock Out, Audit, or Transfer forms.
- **Stock settings:** Owners can find **Allow Negative Stock** and **Auto-adjust average cost on Stock In** under **More → Settings**.
- **Onboarding language:** The Join Business screen shows the current language as a flag and name. Tap it to change language before joining.
- **Return workflow:** Open a Stock In or Stock Out record in **History** and tap **Create Return** when your access and transaction status allow it.

## Products

### [Bulk Import Products with Excel](https://help.kelola.co/en/products/importing-products-bulk/)

> Learn how to import multiple products at once using Excel or CSV files, saving time when adding products one by one
>
> Canonical source: [https://help.kelola.co/en/products/importing-products-bulk/](https://help.kelola.co/en/products/importing-products-bulk/)
> Last updated: 2026-02-16

#### What You'll Learn

After completing this guide, you'll be able to:
- Bulk import products using Excel/CSV files
- Use the paste from Excel feature directly
- Set up multiple wholesale price tiers
- Avoid common import errors

---

#### Prerequisites

Bulk product import is only available on the **web version**

**What you need:**
- A Kelola account that's logged in
- An Excel (.xlsx) or CSV file with product data
- Required product data: name, SKU, initial stock

---

#### Accessing the Product Import Page

##### Step 1: Open the Products Page

1. Open your browser and go to **[web.kelola.co](https://web.kelola.co)**
2. Log in with your Google account
3. From the left menu, select **"Products"**

##### Step 2: Open the Import Page

1. On the product list page, look for the **"Import Products"** or **"Import"** button
2. Click the button to open the product import page

> **💡 Tip:** The import button is located near the "+" button for adding new products

---

#### Preparing Data in Excel

##### Supported Data Structure

| # | Column | Required | Description | Example |
|---|--------|----------|-------------|---------|
| 1 | Product Name | ✅ Required | Product name max 100 characters | "Organic Green Tea 100g" |
| 2 | Category | ❌ Optional | Product group | "Beverages" |
| 3 | SKU | ✅ Required | Internal product code | "TEA-GRN-100" |
| 4 | Initial Stock | ✅ Required | Current inventory count | 50 |
| 5 | Expiry Date | ❌ Optional | Product expiration date (DD-MM-YYYY) | 31-12-2026 |
| 6 | Description | ❌ Optional | Product details | "Premium organic tea" |
| 7 | Buying Price | ❌ Optional | Purchase cost | 25000 |
| 8 | Selling Price | ✅ Required | Retail price | 50000 |

##### Wholesale Prices (Optional)

You can add up to 5 wholesale price columns:

| Column | Description | Example |
|--------|-------------|---------|
| Wholesale Price 1 | Price for wholesale tier 1 | 40000 |
| Wholesale Price 2 | Price for wholesale tier 2 | 38000 |
| Wholesale Price 3 | Price for wholesale tier 3 | 35000 |

##### Sample Excel File

```
| Product Name | Category | SKU        | Stock | Expiry Date | Description        | Buying Price | Selling Price |
|--------------|----------|------------|------|-------------|-------------------|---------------|---------------|
| Green Tea    | Beverages| TEA-GRN-100| 50   | 31-12-2026  | Organic tea       | 25000         | 50000         |
| Black Coffee | Beverages| COF-BLK-250| 30   | 30-06-2026  | Dark roast coffee | 45000         | 80000         |
| Orange Juice | Beverages| JUC-ORA-1L | 100  |             | 100% fresh orange | 15000         | 25000         |
```

---

#### Method 1: Paste Data from Excel Directly

The most convenient method is to copy data from Excel and paste into the table:

##### Pasting Steps

1. Open the product import page in Kelola
2. Open your Excel file with product data
3. Select the cells containing data (including table headers)
4. Copy the data (Ctrl+C or Cmd+C)
5. Click on the first cell in the Kelola table (Product Name column)
6. Paste the data (Ctrl+V or Cmd+V)

The system will automatically add new rows and arrange the data correctly!

> **⚠️ Note:** Make sure the column order in Excel matches the order in the Kelola table

---

#### Method 2: Fill Data in the Table

If you prefer to enter data one field at a time:

##### Adding New Rows

1. Click the **"+"** or **"Add Row"** button to add a new row
2. Fill in the data in each column in order

##### Using Tab and Enter Keys

- **Tab**: Move to the next column (right)
- **Shift+Tab**: Move back to the previous column (left)
- **Enter**: Move to the next row (down)
- **Arrow Keys**: Move around between cells

##### Adding Wholesale Prices

1. Click the **"+"** button in the wholesale price header column
2. Set the column name (e.g., "Wholesale 10 pcs")
3. Enter prices for each product

---

#### Validating and Saving

##### Data Validation

Before saving, the system will validate:

- ✅ Product name does not exceed 100 characters
- ✅ SKU is not empty
- ✅ Initial stock is not empty
- ✅ Prices are valid numbers (if provided)

##### Common Errors

| Error | Cause | Solution |
|-------|-------|----------|
| "SKU Required" | SKU field is empty | Fill in SKU for all products |
| "Stock Required" | Stock field is empty | Enter initial stock quantity |
| "Name Too Long" | Name exceeds 100 characters | Shorten the name |
| "Invalid Price" | Letters in price field | Enter only numbers |

##### Saving

1. Review all data one more time
2. Click **"Save Products"**
3. Wait for the upload to complete
4. A confirmation message will appear when done

✅ **Check Success:** All products will now appear in your product list!

---

#### Tips and Best Practices

##### Preparing Your File

1. **Use the standard template** - Download the template from Kelola to ensure correct column order
2. **Validate data first** - Clean your data before importing, remove empty rows
3. **Back up your data** - Keep your Excel file as a backup

##### Avoiding Issues

- **Don't use special symbols** in product names, such as `"|"`, `"\"`, `"/"`
- **SKU must be unique** - The system will reject if SKU already exists
- **Check date format** - Use DD-MM-YYYY format

##### Limits

- Maximum **5 wholesale price columns**
- Product name **maximum 100 characters**
- No limit on rows to import (depends on your subscription plan)

---

#### Troubleshooting

##### "Import Failed"

1. Check that all required data is complete
2. Look at the error message for each row
3. Fix the errors and try again

##### "Duplicate SKU"

- Change the SKU to be unique from existing products
- Or edit the existing product instead

##### "Data Incorrect After Paste"

- Check the column order in Excel
- Try pasting one row at a time instead of multiple rows at once

---

#### FAQ

**Q: How many products can I import at once?**
A: There's no specific limit, but it depends on your subscription plan

**Q: Can I update existing products with import?**
A: No, import only adds new products. To update, edit the existing products instead

**Q: What if I don't have an SKU?**
A: SKU is required - you need to create your own, such as a 5-digit product code

**Q: Can I import from CSV files?**
A: Yes, the system supports both Excel (.xlsx) and CSV

---

#### Summary

Bulk importing products with Excel saves significant time, especially when you need to add hundreds of products. Try this feature when starting your business or updating your product catalog!

If you have more questions, contact support anytime

---

### [Adding and Managing Products](https://help.kelola.co/en/products/adding-products/)

> Complete guide to adding products to Kelola. Learn about SKUs, barcodes, categories, pricing, and best practices for organizing your inventory.
>
> Canonical source: [https://help.kelola.co/en/products/adding-products/](https://help.kelola.co/en/products/adding-products/)
> Last updated: 2026-06-06

#### 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, including decimals when enabled | 50 or 12.5 |
| **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 →](https://help.kelola.co/en/products/importing-products-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 decimals for products measured by weight, length, volume, or partial units when decimal quantity is enabled for your business
- Use Stock In for future purchases
- Use Stock Out for sales

**Decimal Quantities:**
Kelola supports decimal stock quantities for businesses that sell or receive partial units. This is useful for products such as fabric, rice, coffee beans, liquids, ingredients, or bulk goods.

Examples:
- 0.5 kg coffee beans
- 1.25 meters fabric
- 2.75 liters cleaning liquid

> **Tip:** Keep product units consistent. If you sell rice in kilograms, record Stock In and Stock Out in kilograms too.

**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 →](https://help.kelola.co/en/products/importing-products-bulk/)

**Q: Can I use decimal stock quantities?**
A: Yes, when decimal quantity is enabled for your business. Use decimals for products sold by weight, length, volume, or partial units.

**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.

---

### [Organizing Product Categories](https://help.kelola.co/en/products/organizing-categories/)

> Best practices for organizing your products with categories. Learn how to create, manage, and optimize your product catalog structure for better inventory management.
>
> Canonical source: [https://help.kelola.co/en/products/organizing-categories/](https://help.kelola.co/en/products/organizing-categories/)
> Last updated: 2026-02-15

#### What You'll Learn

By the end of this guide, you'll be able to:
- Create an effective category structure
- Organize products for easy finding
- Use categories for better reporting
- Apply best practices for category naming

---

#### Why Categories Matter

Categories help you:
- **Find products faster** - Filter by category
- **Analyze performance** - Reports by category
- **Stay organized** - Logical product grouping
- **Manage inventory** - Category-level stock views

---

#### Creating Categories

##### When Adding a Product

1. In the **Category** field, tap **Add New**
2. Enter category name
3. Tap **Save**
4. Category is assigned to the product

##### Managing Categories

1. Go to **More** → **Settings** → **Product Categories**
2. View all existing categories
3. Tap **+** to add new categories
4. Tap on any category to edit or delete
5. Assign categories to products when adding or editing them

---

#### Category Structure Best Practices

##### Keep It Simple

**Recommended:** 5-10 main categories

```
✅ Good:
- Beverages
- Food
- Electronics
- Clothing
- Home & Garden
```

```
❌ Too Complex:
- Cold Beverages - Non-Alcoholic - Carbonated
- Cold Beverages - Non-Alcoholic - Non-Carbonated
- Hot Beverages - Coffee - Espresso Based
- Hot Beverages - Coffee - Drip Coffee
```

##### Use Clear Names

**Good Names:**
- ✅ "Beverages"
- ✅ "Snack Foods"
- ✅ "Household Items"

**Avoid:**
- ❌ "Miscellaneous"
- ❌ "Other"
- ❌ "Stuff"

##### Consistent Naming

Use consistent style:
- All plural: "Beverages", "Snacks", "Electronics"
- Or all singular: "Beverage", "Snack", "Electronic"
- Avoid mixing: "Beverage" vs "Snacks"

---

#### Category Examples by Business Type

##### Restaurant/Cafe

```
- Hot Drinks
- Cold Drinks
- Main Courses
- Appetizers
- Desserts
- Specials
```

##### Retail Store

```
- Electronics
- Clothing
- Accessories
- Home Goods
- Health & Beauty
- Clearance
```

##### Wholesale/Distributor

```
- Raw Materials
- Finished Goods
- Packaging
- Office Supplies
- Equipment
```

---

#### Managing Categories

##### Editing Categories

1. Go to **More** → **Settings** → **Product Categories**
2. Tap on the category you want to edit
3. Change the category name
4. Save changes

> **Note:** Changing a category name updates it for all products using that category.

##### Moving Products Between Categories

1. Open product details
2. Tap **Edit**
3. Change category
4. Save

##### Deleting Categories

Categories are automatically removed when:
- No products use the category
- All products are moved to other categories

---

#### Using Categories Effectively

##### In Product List

- Filter products by category
- Sort within categories
- Quick category switching

##### In Reports

- Sales by category
- Stock by category
- Profit margins by category

##### In Stock Operations

- Filter stock in/out by category
- Category-based stock counts
- Reorder by category

---

#### Category Naming Tips

##### Use Customer-Facing Names

Name categories as customers would search:
- ✅ "Coffee" not "Hot Beverage Category 1"
- ✅ "Phone Cases" not "ACC-PH-001"

##### Avoid Abbreviations

- ✅ "Electronics"
- ❌ "ELEC"

##### Consider Search

Think about how staff will search:
- Is "Soda" under "Beverages" or "Soft Drinks"?
- Will everyone know where to find items?

---

#### Common Mistakes to Avoid

##### ❌ Too Many Categories

Having 50+ categories makes finding harder, not easier.

**Solution:** Consolidate similar categories.

##### ❌ Uncategorized Products

Products with no category are harder to find.

**Solution:** Require category on all products.

##### ❌ Overlapping Categories

A product shouldn't fit in multiple categories.

**Example Problem:**
- "Snacks" and "Chips" - where does potato chips go?

**Solution:** Use distinct categories.

##### ❌ Inconsistent Updates

Creating new categories for one-off items.

**Solution:** Use "General" or "Other" for rare items.

---

#### Advanced Tips

##### Category Codes

For large inventories, add codes:
- BEV-001 (Beverages)
- FOO-001 (Food)

##### Color Coding

Some businesses use colors:
- Red tags = Food
- Blue tags = Drinks
- Green tags = Supplies

##### Seasonal Categories

Create temporary categories:
- "Summer Specials"
- "Holiday Items"
- Move products back after season

---

#### FAQ

**Q: Can a product be in multiple categories?**
A: Kelola supports one category per product. Use clear names that capture the product type.

**Q: How many categories should I have?**
A: Start with 5-10 main categories. Add more only if needed.

**Q: Can I change category names later?**
A: Yes, editing a category updates all products using it.

**Q: Do categories affect reporting?**
A: Yes, you can filter and analyze by category.

**Q: Should I use sub-categories?**
A: Kelola doesn't support sub-categories. Use clear main category names instead.

---

### [Using Barcodes and SKUs](https://help.kelola.co/en/products/using-barcode-sku/)

> Complete guide to using barcodes and SKUs in Kelola. Learn the differences, how to assign them, and best practices for efficient inventory tracking.
>
> Canonical source: [https://help.kelola.co/en/products/using-barcode-sku/](https://help.kelola.co/en/products/using-barcode-sku/)
> Last updated: 2026-07-29

#### What You'll Learn

By the end of this guide, you'll be able to:
- Understand the difference between barcodes and SKUs
- Assign and manage SKUs effectively
- Use barcodes for quick product lookup
- Implement best practices for tracking

---

#### Barcode vs SKU: What's the Difference?

| Feature | Barcode | SKU |
|---------|---------|-----|
| **Format** | Numbers (scannable) | Alphanumeric code |
| **Source** | Manufacturer/Global | Internal/Your business |
| **Uniqueness** | Globally unique | Unique to your business |
| **Scanning** | Yes - with scanner | No - manual entry |
| **Best For** | Fast checkout | Internal organization |

---

#### What is a Barcode?

Barcodes are machine-readable codes used worldwide.

##### Types Supported

**EAN/UPC:**
- 8, 12, or 13 digits
- Found on retail products
- Example: `8991234567890`

**Code 128:**
- Variable length
- Letters and numbers
- Good for internal use

**QR Codes:**
- 2D format
- Can store more data
- Growing popularity

##### Where Barcodes Come From

- **Manufacturer printed** - On packaged goods
- **Self-generated** - Print your own labels
- **Retailer assigned** - Some businesses create their own

---

#### What is an SKU?

SKU = Stock Keeping Unit

Your internal product identifier.

##### SKU Format Examples

```
Simple:        PROD001, PROD002
Category:      BEV-COF-001 (Beverage - Coffee)
Variant:       SHIRT-BLU-L (Shirt - Blue - Large)
Hybrid:        2024-ELC-056
```

##### SKU Best Practices

**Keep It Short:**
- ✅ `TEA-001` (7 characters)
- ❌ `BEVERAGE-TEA-GREEN-100G-2024-001` (too long)

**Use Consistent Format:**
```
Format: [CATEGORY]-[VARIANT]-[NUMBER]
Examples:
- BEV-COF-001
- BEV-TEA-001
- FOD-SNA-001
```

**Make It Readable:**
- Staff should understand the code
- Avoid random numbers only
- Use meaningful abbreviations

---

#### Adding Barcodes to Products

##### Method 1: Manual Entry

1. Go to **Products** → Add/Edit
2. Find **Barcode** field
3. Type barcode number
4. Save

##### Method 2: Scan with Camera

1. In product form, tap barcode field
2. Select **Scan**
3. Point camera at barcode
4. Auto-fills the field

##### Method 3: USB Scanner (Web)

1. Use web version (web.kelola.co)
2. Connect USB barcode scanner
3. Click barcode field
4. Scan product

---

#### Adding SKUs to Products

##### Creating SKU System

**Step 1: Decide Format**
```
Options:
- Category-Number: BEV-001
- Category-Variant-Number: BEV-GRN-001
- Year-Category-Number: 24-BEV-001
```

**Step 2: Assign Sequentially**
- Start at 001
- Increase by 1 for each product
- Don't reuse old SKUs

**Step 3: Document Your System**
- Write down your format
- Train staff on the system
- Be consistent

##### Entering SKUs

1. Open product details
2. Find **SKU** field
3. Enter code
4. Save

> **Tip:** SKUs must be unique. Kelola will warn if you try to use a duplicate.

---

#### Using Barcodes in Daily Operations

##### Stock In (Purchases)

1. Open **Stock In**
2. Tap **Scan**
3. Scan product barcode
4. Product auto-adds to list
5. Enter quantity

**Speed Benefit:**
- Without barcode: Search → Select (10 seconds)
- With barcode: Scan (2 seconds)

##### Stock Out (Sales)

1. Open **Stock Out**
2. Tap **Scan**
3. Scan each item customer buys
4. Items add automatically

**For Multiple Items:**
- Scan same barcode multiple times for quantity
- Or scan once and edit quantity

##### Stock Lookup

1. Go to **Products**
2. Use search bar
3. Scan or type barcode/SKU
4. Find product instantly

---

#### Barcode and SKU Best Practices

##### For New Products

✅ **Assign SKU immediately**
- Don't wait until later
- Easier when adding product

✅ **Add barcode if available**
- Check packaging
- Use manufacturer barcode

✅ **Be consistent**
- Same format for all SKUs
- Same process every time

##### For Existing Products

✅ **Backfill missing SKUs**
- Set aside time to update
- Prioritize popular products

✅ **Print barcode labels**
- For products without barcodes
- Use consistent label format

##### For Operations

✅ **Train staff**
- Everyone should understand SKUs
- Practice scanning

✅ **Label shelves**
- Show SKU or barcode locations
- Easier stock counting

---

#### Generating Barcodes

##### When to Generate Your Own

- Products without manufacturer barcodes
- Internal products
- Repackaged goods

##### How to Generate

**Option 1: Kelola Web**
- Some versions support label printing
- Check web.kelola.co

**Option 2: Third-Party Tools**
- Online barcode generators
- Label printing software
- Design tools (Canva, etc.)

**Option 3: Professional Services**
- Printing companies
- Label suppliers
- POS equipment vendors

##### Barcode Label Format

**Standard Size:**
- 50mm × 25mm (common)
- 40mm × 20mm (small)
- 80mm × 50mm (large)

**Include on Label:**
- Barcode
- Product name
- SKU
- Price (optional)

---

#### Troubleshooting

##### "Barcode not scanning"

**Check:**
- Camera lens is clean
- Good lighting
- Barcode not damaged
- Correct barcode type

**Try:**
- Manual entry
- Different angle
- Better lighting

##### "SKU already exists"

**Solution:**
- Use different SKU
- Check existing product
- May be duplicate entry

##### "Barcode already assigned"

**Solution:**
- Verify if same product
- May need to merge products
- Contact support if error

---

#### FAQ

**Q: Do I need both barcode and SKU?**
A: Not required, but recommended. SKU is mandatory for organization, barcode is optional but speeds up operations.

**Q: Can I change a barcode later?**
A: Yes, but be careful if you've already printed labels or shared the barcode.

**Q: What if my supplier changes barcodes?**
A: Update in Kelola. You can also keep old barcode in notes.

**Q: Can two products have the same barcode?**
A: No, barcodes must be unique per product.

**Q: Should I include price in SKU?**
A: No, prices change. Keep SKUs price-independent.

**Q: Can SKUs have letters?**
A: Yes, SKUs can be alphanumeric (letters and numbers).

**Q: How long should SKUs be?**
A: 6-12 characters is ideal. Keep them short but meaningful.

#### Preview and Download a Barcode from an SKU

Open a product detail to see a scannable barcode generated from its SKU. Tap **Download** to save the barcode image to the device gallery.

The preview uses the SKU value, so confirm it is correct before printing or sharing. Some barcode formats require specific numeric lengths; use Code 128 for general alphanumeric SKUs.

## Stock Management

### [Understanding Stock Flow](https://help.kelola.co/en/stock/understanding-stock-flow/)

> Complete guide to understanding how inventory moves through your business. Learn when to use Stock In, Stock Out, Stock Audit, and transfers for accurate inventory control.
>
> Canonical source: [https://help.kelola.co/en/stock/understanding-stock-flow/](https://help.kelola.co/en/stock/understanding-stock-flow/)
> Last updated: 2026-07-29

#### What You'll Learn

By the end of this guide, you'll be able to:
- Understand how inventory moves in Kelola
- Know the difference between Stock In, Stock Out, and Stock Audit
- Track stock in, out, and adjustments
- See how transactions affect stock levels
- Manage stock transfers between locations
- Choose the right operation for each situation

---

#### The Stock Flow Cycle

Inventory in Kelola follows a simple lifecycle:

```
Stock In → Inventory → Stock Out
(Purchases)          (Sales)
```

##### Stock In (Adding Inventory)

**When to use:**
- Buying from suppliers
- Receiving deliveries
- Manufacturing/production
- Returns from customers

**Result:** Stock quantity increases

##### Inventory (Holding)

**What happens:**
- Stock sits in inventory
- Available for sale
- Tracked in real-time
- Alerts when low

##### Stock Out (Removing Inventory)

**When to use:**
- Selling to customers
- Internal use
- Damage/loss
- Returns to suppliers

**Result:** Stock quantity decreases

---

#### The Three Stock Operations

Kelola provides three ways to manage inventory:

| Operation | Icon | Purpose | Stock Effect |
|-----------|------|---------|--------------|
| **Stock In** | 📥 | Add inventory | Increases quantity |
| **Stock Out** | 📤 | Remove inventory | Decreases quantity |
| **Stock Audit** | 🔍 | Correct inventory | Adjusts to match reality |

---

#### Stock In: Adding Inventory

##### What It Does

Stock In records products **entering** your inventory.

**Stock change:** ⬆️ Quantity increases

##### When to Use Stock In

| Scenario | Example |
|----------|---------|
| **Purchasing from suppliers** | Received 100 units from vendor |
| **Customer returns** | Customer brought back 5 items |
| **Production completion** | Manufactured 50 new units |
| **Transfer from location** | Received stock from Store B |

**Note:** For found items or discrepancies, use Stock Audit instead (see Common Mistakes below).

##### What Gets Recorded

- Product(s) added
- Quantity received
- Buying price (cost)
- Supplier (optional)
- Date
- Notes

##### Example Workflow

```
Purchase Order → Delivery Received → Stock In Recorded → Inventory Updated
```

**Result:**
- Before: Coffee Beans = 50 units
- Stock In: +100 units
- After: Coffee Beans = 150 units

---

#### Stock Out: Removing Inventory

##### What It Does

Stock Out records products **leaving** your inventory.

**Stock change:** ⬇️ Quantity decreases

##### When to Use Stock Out

| Scenario | Example |
|----------|---------|
| **Sales to customers** | Sold 3 units to customer |
| **Internal use** | Used 10 units for production |
| **Samples given** | Gave 2 units as free samples |
| **Transfer to location** | Sent stock to Store B |
| **Returns to supplier** | Sent 20 defective units back |

**Note:** For damaged goods or losses discovered during counts, use Stock Audit instead (see Common Mistakes below).

##### What Gets Recorded

- Product(s) removed
- Quantity sold/used
- Selling price (revenue)
- Customer (optional)
- Payment status
- Date
- Notes

##### Example Workflow

```
Customer Order → Items Picked → Stock Out Recorded → Inventory Updated
```

**Result:**
- Before: Coffee Beans = 150 units
- Stock Out: -3 units
- After: Coffee Beans = 147 units

---

#### Stock Audit: Correcting Inventory

##### What It Does

Stock Audit adjusts inventory to match **physical count**. Use when system and reality don't match.

**Stock change:** ⬆️⬇️ Adjusts up or down to match actual

##### When to Use Stock Audit

| Scenario | Why Audit |
|----------|-----------|
| **Periodic stock count** | Monthly/quarterly inventory check |
| **Discrepancy found** | System says 100, shelf has 95 |
| **After stock loss** | Theft, damage, expiration discovered |
| **System errors** | Wrong entry discovered later |
| **Year-end closing** | Annual inventory verification |
| **Found extra stock** | Discovered units not recorded |
| **Initial setup** | Recording opening inventory |

##### Audit vs. Stock In/Out

| Situation | Use This | Why |
|-----------|----------|-----|
| Bought from supplier | Stock In | Normal business flow |
| Sold to customer | Stock Out | Normal business flow |
| Counted 95, system says 100 | Stock Audit | Correction needed |
| Found 5 extra units | Stock Audit | Adjust to reality |
| 3 units damaged during count | Stock Audit | Correction, not a sale |

##### What Gets Recorded

- Product audited
- Physical quantity counted
- System quantity (auto-filled)
- Adjustment amount
- Reason for adjustment
- Date
- Notes

##### Example Workflow

```
Physical Count → Compare to System → Record Discrepancy → Audit Adjustment
```

**Result:**
- System shows: Coffee Beans = 147 units
- Physical count: 145 units
- Audit: -2 units adjustment
- After: Coffee Beans = 145 units (matches reality)

---

#### Stock Transfer

**Purpose:** Move stock between businesses/locations

**When to Use:**
- Multiple store locations
- Warehouse to store
- Between business units

**What Happens:**
- Decrease at source
- Increase at destination
- Tracked as transfer

---

#### Comparison Table

| Aspect | Stock In | Stock Out | Stock Audit |
|--------|----------|-----------|-------------|
| **Purpose** | Add inventory | Remove inventory | Correct inventory |
| **Direction** | Inward | Outward | Adjustment |
| **Normal use** | Purchases | Sales | Corrections |
| **Financial impact** | Cost recorded | Revenue recorded | Adjustment recorded |
| **Supplier link** | Yes | No | No |
| **Customer link** | No | Yes | No |
| **Frequency** | Daily | Daily | Weekly/Monthly |
| **Who uses** | All staff | All staff | Admin/Owner |

---

#### Decision Flowchart

##### Which Operation Do I Need?

```
Did inventory physically arrive from outside?
├── YES → Did you pay for it?
│   ├── YES → STOCK IN (purchase)
│   └── NO → STOCK IN (return to stock)
└── NO → Did inventory physically leave?
    ├── YES → Was it sold?
    │   ├── YES → STOCK OUT (sale)
    │   └── NO → STOCK OUT (loss/use)
    └── NO → Does system match physical count?
        ├── YES → No action needed
        └── NO → STOCK AUDIT (adjustment)
```

---

#### How Stock Levels Change

##### Example Transaction Flow

**Starting Point:**
```
Product: Coffee Beans
Current Stock: 50 units
```

**Day 1: Stock In (Purchase)**
```
Receive: 100 units
New Stock: 50 + 100 = 150 units
```

**Day 2: Stock Out (Sale)**
```
Sell: 30 units
New Stock: 150 - 30 = 120 units
```

**Day 3: Stock Out (Sale)**
```
Sell: 20 units
New Stock: 120 - 20 = 100 units
```

**Day 4: Stock Audit (Adjustment)**
```
Physical count: 98 units
System shows: 100 units
Adjust: -2 units (damage)
New Stock: 100 - 2 = 98 units
```

##### Viewing Stock History

Every change is tracked:
1. Go to **History**
2. Filter by product
3. See all transactions
4. View who made changes

---

#### Understanding the Stock Equation

```
Starting Stock
+ Stock In (purchases, returns)
- Stock Out (sales, usage)
+/- Adjustments (audit)
= Current Stock
```

##### Real Example

```
January 1: Starting stock = 100 units

January 5: Stock In +50 units
January 10: Stock Out -30 units
January 15: Stock Out -20 units
January 20: Adjustment -5 (damaged)
January 25: Stock In +40 units

February 1: Current stock = ?

100 + 50 - 30 - 20 - 5 + 40 = 135 units
```

---

#### Common Mistakes

##### ❌ Wrong: Using Stock In for Found Items

**Mistake:**
- Found 5 extra units
- Recorded as Stock In

**Problem:**
- Appears as purchase in reports
- Distorts buying costs
- Messes up supplier history

**✅ Correct:**
- Use Stock Audit
- Add note: "Found during stock count"

##### ❌ Wrong: Using Stock Out for Damaged Goods

**Mistake:**
- 3 units damaged
- Recorded as Stock Out with $0

**Problem:**
- Appears as sale in reports
- Affects revenue numbers
- Wrong financial data

**✅ Correct:**
- Use Stock Audit (decrease)
- Add note: "Damaged goods - unsellable"
- Or use dedicated "Damage/Loss" reason

##### ❌ Wrong: Multiple Audits for Small Corrections

**Mistake:**
- Found discrepancy
- Audited immediately
- Found another issue
- Audited again same day

**Problem:**
- Clutters transaction history
- Hard to track
- Looks unprofessional

**✅ Correct:**
- Complete full physical count first
- Record all discrepancies
- Single audit for all corrections

---

#### Stock Flow Best Practices

##### Record Immediately

✅ **Enter transactions promptly**
- Record purchases when received
- Record sales when made
- Don't backlog entries

**Why:** Accurate real-time stock levels

##### Be Accurate

✅ **Double-check quantities**
- Count physical stock
- Verify before submitting
- Review before saving

**Why:** Prevents inventory discrepancies

##### Use Notes

✅ **Add context**
- Why stock changed
- Reference numbers
- Special circumstances

**Why:** Audit trail and clarity

##### Regular Audits

✅ **Physical counts**
- Monthly or quarterly
- Compare to system
- Adjust as needed

**Why:** Catch errors early

##### For Stock In

✅ **Always link to supplier**
- Better purchase tracking
- Vendor performance data
- Reorder history

✅ **Record immediately**
- Don't let deliveries pile up
- Same day as receipt
- While unpacking

✅ **Check quantities**
- Verify against delivery note
- Note discrepancies
- Photo damaged items

##### For Stock Out

✅ **Always link to customer**
- Purchase history
- Debt tracking
- Customer analytics

✅ **Record before delivery**
- Prevents forgotten sales
- Accurate real-time stock
- Better customer service

✅ **Note payment method**
- Cash flow tracking
- Reconciliation aid
- Audit trail

##### For Stock Audit

✅ **Do regularly**
- Monthly: Fast-moving items
- Quarterly: All inventory
- Annually: Full audit

✅ **Count when closed**
- No transactions during count
- More accurate
- Less disruption

✅ **Document reasons**
- Why adjustment needed
- Who authorized
- Prevent recurrence

✅ **Investigate discrepancies**
- Don't just adjust
- Find root cause
- Fix process if needed

---

#### Common Stock Scenarios

##### Scenario 1: Normal Sale

```
Customer buys 5 units
↓
Record Stock Out
↓
Stock decreases by 5
↓
Sale recorded in reports
```

##### Scenario 2: Customer Return

```
Customer returns 2 units
↓
Record Stock In (Return)
↓
Stock increases by 2
↓
Refund or store credit issued
```

##### Scenario 3: Damaged Goods

```
Find 3 damaged units
↓
Record Stock Audit (Negative)
↓
Stock decreases by 3
↓
Add note: "Damaged - water spill"
```

##### Scenario 4: Supplier Return

```
Return 10 defective units to supplier
↓
Record Stock Out (Return to Supplier)
↓
Stock decreases by 10
↓
Credit received from supplier
```

---

#### Stock Alerts and Monitoring

##### Low Stock Alerts

Set minimum levels:
1. Go to **Stock Alerts**
2. Set minimum quantity per product
3. Get notified when stock runs low

##### High Stock Alerts

Avoid overstocking:
- Set maximum levels
- Monitor slow-moving items
- Adjust purchasing

---

#### Stock Flow Reports

##### Stock Movement Report

See all changes:
- Date/time
- Type (in/out/adjustment)
- Quantity
- Staff who recorded

##### Current Stock Report

Snapshot of inventory:
- Current quantities
- Total value
- By category
- By location

##### Stock History

Timeline view:
- All transactions
- Trend over time
- Seasonal patterns

##### Integration with Reports

**Stock In affects:**
- Inventory valuation (increases)
- Purchase reports
- Supplier performance
- Cost of goods available

**Stock Out affects:**
- Revenue reports
- Customer purchase history
- Sales analytics
- Inventory valuation (decreases)

**Stock Audit affects:**
- Inventory accuracy
- Loss/theft tracking
- Shrinkage reports
- Correction history

---

#### Troubleshooting Stock Issues

##### "Stock doesn't match physical count"

**Possible Causes:**
- Missing transactions
- Wrong quantities entered
- Returns not recorded
- Theft/damage not logged

**Solution:**
1. Count physical stock
2. Review all transactions
3. Make adjustment
4. Investigate discrepancies

##### "Negative stock showing"

**Cause:**
- Selling more than recorded
- Data entry errors

**Solution:**
- Check recent sales
- Verify purchase records
- Adjust if needed

##### "Can't record stock out"

**Cause:**
- No stock available
- Product out of stock

**Solution:**
- Check current stock
- Record stock in first
- Or check if wrong product

##### "Can't choose Stock Audit"

**Cause:** Permission restricted

**Solution:**
- Only Admin/Owner can audit
- Staff need `stock_audit` permission
- Contact business owner

##### "Audit shows wrong adjustment"

**Check:**
- Physical count accuracy
- Pending transactions
- Unit of measure (box vs unit)

##### "Stock In/Out not changing inventory"

**Check:**
- Transaction submitted (not draft)
- Sync completed
- Correct product selected
- No error messages

---

#### FAQ

**Q: What happens to stock when I delete a transaction?**
A: Stock is adjusted back. Deleting a sale adds stock back. Deleting a purchase removes stock.

**Q: Can I have negative stock?**
A: Kelola can be configured to allow or prevent negative stock. Check your settings.

**Q: How do I track stock across multiple locations?**
A: Use different businesses for each location, or use Stock Transfer between them.

**Q: What's the difference between Stock Out and Stock Audit?**
A: Stock Out is for sales/usage. Stock Audit is for corrections and adjustments.

**Q: Can I undo a Stock In/Out/Audit?**
A: Yes, go to History, find the transaction, and delete it. Stock reverts automatically.

**Q: What's the difference between Stock Out and Stock Audit (decrease)?**
A: Stock Out is normal business (sales). Audit is correction when things don't match.

**Q: Should I use Stock In for opening inventory?**
A: Yes, for initial setup. Record your starting stock as Stock In with notes "Opening inventory".

**Q: Can I edit past stock transactions?**
A: Yes, with proper permissions. Editing changes stock levels automatically.

**Q: How often should I do physical stock counts?**
A: A-items (fast movers): weekly. B-items: monthly. C-items: quarterly. Full audit: annually.

**Q: Can I audit multiple products at once?**
A: Yes, Stock Audit allows selecting multiple products for batch auditing.

**Q: Do I need to audit if I use Kelola perfectly?**
A: Still recommended. Physical counts catch: theft, damage, expiration, system errors.

#### Drafts and Owner Stock Settings

Stock In, Stock Out, Audit, and Transfer forms can be saved as local drafts. A draft does not affect stock or reports until submitted. See [Saving and Resuming Stock Drafts](https://help.kelola.co/en/stock/using-stock-drafts/).

Owners can open **More → Settings** to control **Allow Negative Stock** and **Auto-adjust average cost on Stock In**. The average-cost option recalculates the running buying price as a weighted average after each Stock In.

---

### [Managing Stock Alerts and Low Inventory](https://help.kelola.co/en/stock/managing-stock-alerts/)

> Complete guide to setting up and managing stock alerts in Kelola. Learn to configure low stock thresholds, receive notifications, and prevent stockouts.
>
> Canonical source: [https://help.kelola.co/en/stock/managing-stock-alerts/](https://help.kelola.co/en/stock/managing-stock-alerts/)
> Last updated: 2026-02-15

#### What You'll Learn

By the end of this guide, you'll be able to:
- Set up low stock alerts for products
- Configure notification preferences
- Respond to stock alerts
- Prevent stockouts
- Manage reorder processes

---

#### What Are Stock Alerts?

**Stock Alerts** notify you when product inventory falls below a set threshold. This helps you:
- 🔔 Never run out of popular items
- 📦 Reorder inventory on time
- 💰 Avoid lost sales from stockouts
- 📊 Plan purchasing better

---

#### Setting Up Stock Alerts

##### Method 1: Per Product

Set alert while adding or editing a product:

1. Go to **Products**
2. Select a product
3. Tap **"Edit"**
4. Find **"Low Stock Alert"** field
5. Enter minimum quantity:
   - **For fast-moving items**: Higher threshold (e.g., 50 units)
   - **For slow-moving items**: Lower threshold (e.g., 5 units)
   - **For critical items**: Safety stock level (e.g., 100 units)
6. Tap **"Save"**

##### Method 2: Bulk Setup

Set alerts for multiple products:

1. Go to **Home** screen
2. Tap the **notification bell** icon (shows low stock count)
3. View all products with low stock
4. Tap any product row
5. Enter alert threshold
6. Save
7. Continue to next product

##### Method 3: During Stock In

Quick set while receiving inventory:

1. After Stock In, product page shows
2. Tap **"Set Alert"**
3. Enter threshold based on:
   - How fast item sells
   - Supplier lead time
   - Storage capacity
4. Save

---

#### Choosing Alert Thresholds

##### Factors to Consider

| Factor | Impact on Threshold |
|--------|---------------------|
| **Sales velocity** | Fast sellers need higher alerts |
| **Supplier lead time** | Longer delivery = higher alert |
| **Seasonality** | Increase before busy periods |
| **Storage cost** | Limited space = lower thresholds |
| **Product importance** | Critical items = higher safety stock |

##### Recommended Formulas

**Basic calculation:**
```
Alert Threshold = (Daily Sales × Lead Time Days) + Safety Stock

Example:
- Sell 10 units/day
- 7 days lead time
- 20 units safety stock
- Alert at: (10 × 7) + 20 = 90 units
```

**Conservative approach:**
```
Alert Threshold = (Daily Sales × Lead Time × 1.5) + Safety Stock
```

##### Examples by Product Type

| Product Type | Daily Sales | Lead Time | Alert Threshold |
|--------------|-------------|-----------|-----------------|
| Bestseller | 50 | 5 days | 300 units |
| Regular item | 10 | 7 days | 90 units |
| Slow mover | 2 | 14 days | 40 units |
| Seasonal | Varies | 10 days | 200 units (peak) |

---

#### Viewing Stock Alerts

##### Stock Alert Dashboard

Access from Home screen:

1. Tap the **notification bell** icon on the Home screen (shows count of low stock items)
2. View the Stock Alert list
3. See products below their minimum threshold
4. Tap any product to update stock or change alert settings

##### Alert List Features

Each row shows:
| Column | Information |
|--------|-------------|
| Product | Name and image |
| Current Stock | Actual quantity |
| Alert At | Threshold set |
| Status | How urgent |

**Sorting options:**
- By stock level (lowest first)
- By product name
- By category
- By alert status

##### Home Dashboard Alerts

Quick view from Home:
- Badge on menu icon
- Notification dot
- Summary card: "3 items low stock"

Tap to go directly to Stock Alert page.

---

#### Notification Settings

##### In-App Notifications

Always enabled:
- Badge counts
- Dashboard alerts
- In-app banners

##### Push Notifications

Configure in **Account → Notifications**:

1. Go to Account settings
2. Tap **"Notifications"**
3. Toggle **"Stock Alerts"**
4. Set urgency level:
   - **All alerts** — Every threshold breach
   - **Critical only** — Most urgent items
   - **Daily digest** — Once per day summary

##### Email Notifications

Available on premium plans:

- Daily stock status email
- Weekly low stock summary
- Immediate alerts for critical items

Configure in web dashboard.

---

#### Responding to Alerts

##### When You Get an Alert

**Immediate actions:**

1. **Check current stock**
   - Verify physical count
   - Check for pending orders
   - Confirm alert is accurate

2. **Assess urgency**
   - How fast does this sell?
   - How long to replenish?
   - Can customers wait?

3. **Take action**
   - Order from supplier
   - Transfer from another location
   - Update threshold if wrong

##### Creating a Purchase Order

From Stock Alert:

1. Find product in alert list
2. Tap product
3. View current stock and threshold
4. Tap **"Order Stock"** (if integrated)
5. Or note quantity needed
6. Contact supplier

##### Marking Alerts as Reviewed

After taking action:

1. In Stock Alert list
2. Swipe left on product
3. Tap **"Mark Reviewed"**
4. Alert temporarily cleared
5. Reappears if stock remains low

---

#### Best Practices

##### Setting Thresholds

✅ **Review regularly**
- Monthly threshold review
- Adjust for seasonality
- Update for sales trends

✅ **Differentiate products**
- A-items (top 20%): Higher safety stock
- B-items (middle 30%): Moderate alerts
- C-items (bottom 50%): Lower priority

✅ **Consider lead times**
- Local suppliers: Lower thresholds
- International: Higher thresholds
- Unreliable suppliers: Extra buffer

##### Managing Alerts

✅ **Daily review habit**
- Check alerts every morning
- Prioritize critical items
- Plan purchasing accordingly

✅ **Don't ignore alerts**
- Address within 24 hours
- Escalate if supplier issues
- Document reasons for delays

✅ **Communicate with team**
- Share alert status
- Coordinate purchases
- Train staff to report low stock

##### Preventing Stockouts

✅ **Safety stock formula**
```
Safety Stock = (Max Daily Sales × Max Lead Time) - (Avg Daily Sales × Avg Lead Time)
```

✅ **Reorder point**
```
Reorder Point = (Avg Daily Sales × Lead Time) + Safety Stock
```

---

#### Advanced Features

##### Auto-Reorder (If Available)

Some integrations support:
- Automatic PO generation
- Supplier email notifications
- Reorder quantity suggestions

Contact support to set up.

##### Multi-Location Alerts

For businesses with multiple locations:

- Set alerts per location
- Transfer stock between locations
- Consolidated alert dashboard

##### Seasonal Adjustments

Before busy seasons:

1. Increase alert thresholds
2. Increase safety stock
3. Pre-order inventory
4. Monitor more frequently

After season:

1. Reduce thresholds
2. Clear excess stock
3. Review what sold

---

#### Troubleshooting

##### "Not receiving alerts"

**Check:**
- Notifications enabled in settings
- Alert thresholds actually set
- Product stock below threshold
- App notifications allowed (phone settings)

**Try:**
- Toggle notifications off and on
- Restart app
- Check phone notification settings

##### "Too many alerts"

**Solutions:**
- Raise thresholds for non-critical items
- Use daily digest instead of immediate
- Focus alerts on A-items only
- Disable alerts for slow movers

##### "Alert threshold keeps changing"

**Possible causes:**
- Multiple staff editing
- Sync issues
- App bugs

**Fix:**
- Verify only authorized staff change thresholds
- Check last updated by
- Contact support if persistent

##### "Wrong stock level shown"

**Check:**
- Unsynced transactions
- Pending stock operations
- Multi-device sync issues

**Fix:**
- Pull down to refresh
- Check internet connection
- Force sync in settings

---

#### FAQ

**Q: How many products can have alerts?**
A: Unlimited! Set alerts for as many products as you need.

**Q: Can I set different alerts for different locations?**
A: Yes, each business location has independent alert settings.

**Q: Do alerts work offline?**
A: Alerts calculate based on last synced data. Sync when online for accuracy.

**Q: Can staff receive alerts too?**
A: Yes, if they have appropriate permissions and notifications enabled.

**Q: What's the difference between alert and reorder point?**
A: Alert notifies you. Reorder point is when you should place an order (usually same number).

**Q: Can I export alert data?**
A: Yes, use Stock Report and filter by low stock items.

**Q: Do alerts consider pending stock in?**
A: Currently alerts show current stock only. Check pending orders separately.

---

### [Recording Stock In (Purchases)](https://help.kelola.co/en/stock/record-stock-in/)

> Complete guide to recording incoming inventory and purchases in Kelola. Learn how to add stock, track supplier information, manage costs, and handle receiving workflows.
>
> Canonical source: [https://help.kelola.co/en/stock/record-stock-in/](https://help.kelola.co/en/stock/record-stock-in/)
> Last updated: 2026-07-29

#### 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

---

#### 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.

---

#### 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

---

#### 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)
- Use decimal quantities for partial units, such as 1.5 kg or 2.25 meters, when decimal quantity is enabled for your business
- 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

---

#### 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

---

#### 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

✅ **Review average cost setting**
- Business settings may include **Auto-adjust average cost on stock-in**
- When enabled, Kelola recalculates the running buying price as a weighted average after each Stock In
- Use this when you want stock cost to follow the average purchase cost over time

✅ **Include all costs**
- Product cost
- Shipping/freight
- Taxes and duties
- Full landed cost if possible

---

#### 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.

---

#### 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

---

#### 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: Can I record decimal quantities in Stock In?**
A: Yes, when decimal quantity is enabled for your business. This is useful for products bought by weight, length, volume, or partial units.

**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).

#### Drafts and Purchase Returns

- Tap **Save Draft** to keep an unfinished Stock In. Resume it from the draft badge on the Home stock card. Review the transaction date after restoring because drafts do not restore that field.
- To return goods to a supplier, open the original Stock In from **History** and choose **Create Return**. Purchase returns can be created even when the purchase is unpaid or partially paid.

See [Saving and Resuming Stock Drafts](https://help.kelola.co/en/stock/using-stock-drafts/) and [Handling Returns and Refunds](https://help.kelola.co/en/sales/handling-returns/).

---

### [Recording Stock Out (Sales & Usage)](https://help.kelola.co/en/stock/record-stock-out/)

> Complete guide to recording sales, managing outgoing inventory, and tracking customer payments in Kelola. Learn about payment statuses, partial payments, and sales workflows.
>
> Canonical source: [https://help.kelola.co/en/stock/record-stock-out/](https://help.kelola.co/en/stock/record-stock-out/)
> Last updated: 2026-07-29

#### What You'll Learn

By the end of this guide, you'll be able to:
- Record sales and reduce inventory
- Handle different payment scenarios (paid, partial, unpaid)
- Track customer purchases and credit
- Process returns and adjustments
- Manage sales history

---

#### What is Stock Out?

**Stock Out** records products leaving your inventory. Use this when:
- ✅ Selling to customers
- ✅ Using materials for production
- ✅ Giving samples or free items
- ✅ Transferring to another location
- ✅ Recording damage/loss (with notes)

**Result:** Stock quantity decreases, sales recorded, payments tracked.

---

#### Recording a Sale

##### Step 1: Access Stock Out

1. Open Kelola app
2. Tap **"Stock Out"** from main menu, OR
3. Tap **"+"** button → **"Stock Out"**

##### Step 2: Select Products to Sell

**Find and add products:**

1. **Browse catalog** (left panel) — scroll or use categories
2. **Search** — type product name in search bar
3. **Scan barcode** — tap scan icon and scan product

**Adding products:**
- Tap product to add to selection
- Product appears in right panel
- Add multiple products for one transaction

##### Step 3: Set Selling Quantities

For each selected product:

1. Tap the **quantity field**
2. Enter amount being sold:
   - Use **+ / -** for adjustments
   - Or type directly
   - Use decimals for partial units, such as 0.5 kg or 1.25 meters, when decimal quantity is enabled
3. Verify available stock shown

> **💡 Tip:** Stock Out won't let you sell more than available inventory. Check stock levels if you can't enter desired quantity.

##### Step 4: Set Selling Prices

Prices default to your product's set price, but you can modify:

1. Tap the **price field**
2. Enter new selling price if needed:
   - **Discounts**: Lower price for promotions
   - **Premium**: Higher price for special orders
   - **Custom**: Different price per customer
3. Tap **Save**

> **Note:** Price changes here apply to this transaction only. To permanently change a product's price, edit the product.

##### Step 5: Select Customer (Recommended)

Link the sale to a customer for tracking:

1. Tap **"Customer"** field
2. Choose option:
   - **Existing customer**: Search and select
   - **New customer**: Tap "+ Add New"
3. Customer linked to transaction

**Why Add Customers:**
- Track purchase history
- Monitor credit/debt
- Identify top customers
- Send receipts easily

##### Step 6: Set Payment Status

Choose how the customer paid:

| Status | Use When | Result |
|--------|----------|--------|
| **Paid** | Customer paid full amount | No debt recorded |
| **Partial** | Customer paid part now | Balance tracked as receivable |
| **Unpaid** | Will pay later | Full amount as receivable |

**To set:**
1. Tap **"Payment Status"**
2. Select appropriate status
3. If Partial: Enter amount received
4. Tap **Confirm**

##### Step 7: Complete Transaction Details

**Set date:**
- Default: Today
- Tap to change for past sales

**Add notes:**
- Payment method: "Cash", "Credit Card"
- Reference: "Invoice #12345"
- Special instructions: "Deliver to warehouse"

##### Step 8: Review and Submit

Check before saving:
- ✅ Products and quantities correct
- ✅ Prices as intended
- ✅ Customer selected (if applicable)
- ✅ Payment status correct
- ✅ Total amount matches expectation

Tap **"Submit"** to complete.

✅ **Success Check:**
- Stock reduced automatically
- Transaction saved to History
- Receivables updated (if applicable)
- Receipt available to print/share

---

#### Payment Scenarios Explained

##### Full Payment (Paid)

**When to use:**
- Cash sales
- Card payments
- Any immediate full payment

**What happens:**
- Transaction marked complete
- No outstanding balance
- Full amount recorded as revenue
- No follow-up needed

##### Overpayment and Change

If a customer pays more than the total:

1. Enter the actual amount received
2. Kelola calculates the change due
3. The receipt can show both cash received and change

This is useful for cash sales where the cashier enters the banknote amount received from the customer.

##### Partial Payment

**When to use:**
- Customer pays deposit
- Installment payments
- Split payment (cash + card)

**Recording partial payment:**
1. Select **"Partial"**
2. Enter amount received (e.g., 50,000 of 100,000)
3. Submit
4. Remaining 50,000 tracked as receivable

**Recording additional payment:**
1. Go to **History**
2. Find original transaction
3. Tap **"Add Payment"**
4. Enter new payment amount
5. Save

> **Note:** Continue until balance reaches zero.

##### Unpaid (Credit Sale)

**When to use:**
- Invoice-based sales
- Trusted customer credit
- Pay-later arrangements

**What happens:**
- Full amount recorded as receivable
- Customer debt tracked
- Appears in Receivables Report
- Payment reminder needed

**Best practices:**
- Set payment terms with customer
- Regular follow-up
- Monitor Receivables Report weekly
- Record payment as soon as received

---

#### Special Sale Scenarios

##### Selling with Barcode Scanner

**For fast retail checkout:**

1. In Stock Out, tap **"Scan"**
2. Scan each product barcode
3. Products auto-add with quantity 1
4. Adjust quantities if needed
5. Scan next item or finish

> **Pro tip:** Keep scan button pressed for continuous scanning.

##### Bulk Sales

**Selling large quantities:**

1. Select product
2. Enter total quantity (e.g., 500 units)
3. Verify price per unit
4. Add notes about bulk discount
5. Submit

##### Free Samples / Promotional Items

**Recording non-revenue stock out:**

1. Select product
2. Set quantity
3. Set price to **0** (zero)
4. In notes: "Free sample - [Customer name]"
5. Submit

> **Result:** Stock reduces, no revenue recorded.

##### Internal Use

**Using inventory for business operations:**

1. Record Stock Out
2. Set customer as "Internal" or your business name
3. In notes: "Used for [purpose]"
4. Price can be at cost or market value

##### Additional Fees

If your business uses service charges, tax, delivery fees, or other extra charges, add them through **Additional Fee** during checkout.

Learn more in [Additional Fees in Sales](https://help.kelola.co/en/sales/additional-fees/).

---

#### Post-Sale Actions

##### Print Receipt

Immediately after sale:
1. Tap **"Print Receipt"**
2. Select printer (if multiple)
3. Receipt prints automatically

##### Share Invoice

Send digital copy:
1. Tap **"Share"**
2. Choose format:
   - **PDF**: Send via email/WhatsApp
   - **WhatsApp**: Direct message
   - **Email**: With invoice attachment
3. Select/send to customer

##### View in History

All sales recorded in **History**:
1. Tap **History** (bottom nav)
2. Filter by **"Stock Out"**
3. Search by customer, product, or date
4. Tap any transaction for details

---

#### Managing Sales History

##### Editing a Sale

**When allowed (permissions required):**

1. Go to **History**
2. Find and open transaction
3. Tap **"Edit"**
4. Modify fields as needed
5. Save changes

> **⚠️ Warning:** Editing affects inventory and financial records. Edit carefully!

##### Processing Returns

**When customer returns items:**

1. Go to **History**
2. Find original sale
3. Tap **"Return"**
4. Select items being returned
5. Enter return quantity
6. Choose:
   - **Refund**: Cash/credit back
   - **Store credit**: For future purchase
   - **Exchange**: Swap for different item
7. Submit

> **Result:** Stock increases, financial records adjusted.

##### Deleting a Sale

**If entered by mistake:**

1. Open transaction in History
2. Tap **"Delete"** (three dots)
3. Confirm deletion
4. Stock restored automatically

> **Note:** Deleting removes record entirely. Consider editing or creating return instead for audit trail.

---

#### Sales Best Practices

##### For Accuracy

✅ **Double-check before submitting**
- Wrong product = unhappy customer
- Wrong quantity = inventory error
- Wrong price = profit loss

✅ **Attach customers to sales**
- Enables debt tracking
- Builds customer history
- Simplifies receipts

✅ **Record immediately**
- Don't batch entries
- Reduces forgotten sales
- Keeps reports accurate

##### For Customer Service

✅ **Send digital receipts**
- WhatsApp preferred
- Professional image
- Proof of purchase

✅ **Note special requests**
- Delivery instructions
- Preferred payment method
- Future order requests

✅ **Follow up on credit sales**
- Check Receivables Report weekly
- Friendly payment reminders
- Clear payment terms

##### For Efficiency

✅ **Use barcode scanning**
- Fast checkout
- Accurate product selection
- Reduces errors

✅ **Learn keyboard shortcuts (web)**
- `Ctrl + K`: Quick search
- `Enter`: Confirm/submit
- Arrow keys: Navigate

✅ **Prepare common scenarios**
- Set up frequent customers
- Know product locations
- Have receipt paper ready

---

#### Troubleshooting

##### "Insufficient stock" error
- Current stock less than requested quantity
- Check Products for actual stock level
- May need to record Stock In first
- Check for pending/unsubmitted transactions

##### "Product not found"
- Product may be archived
- Check spelling in search
- Try scanning barcode
- Verify product exists in catalog

##### "Cannot edit transaction"
- Stock transactions older than 30 days cannot be backdated, edited, or deleted
- Requires owner/admin permission
- Contact manager for assistance
- Create adjustment transaction instead

##### "Payment status can't be changed"
- Some statuses locked after submission
- Add new payment instead of changing old
- Owner may need to override

##### "Receipt won't print"
- Check Bluetooth connection
- Verify printer has paper
- Restart printer and retry
- Check printer settings in Account

---

#### FAQ

**Q: Can I split payment between cash and card?**
A: Record as Partial payment. In notes, write: "Cash: 50000, Card: 50000". For detailed tracking, create custom payment method.

**Q: What if customer pays more than the total?**
A: Enter the actual amount received. Kelola calculates the change due and can show cash received/change on the receipt.

**Q: Can I apply discounts to the whole transaction?**
A: Currently, apply discounts per product by editing the selling price. Transaction-level discounts coming in future updates.

**Q: How do I handle tips/gratuities?**
A: Add as separate "Tip" product, or include in transaction notes. For detailed tracking, create income category for tips.

**Q: Can I save an incomplete sale?**
A: Yes. Tap **Save Draft**, then resume it from the draft badge on the Home stock card.

**Q: How do I find all sales to a specific customer?**
A: Go to History, filter by customer name, or go to Customers, select customer, view transaction history.

#### Debt Warnings, Drafts, and Returns

- If the selected customer has unpaid or partially paid transactions, Kelola shows a non-blocking warning with the outstanding transaction count. You can continue, but review the balance before extending more credit.
- An unfinished Stock Out can be saved with **Save Draft**. It does not change stock until submitted.
- To process a customer return, open the original fully paid Stock Out from **History** and choose **Create Return**. Do not create a separate Stock In.

See [Saving and Resuming Stock Drafts](https://help.kelola.co/en/stock/using-stock-drafts/) and [Handling Returns and Refunds](https://help.kelola.co/en/sales/handling-returns/).

---

### [Saving and Resuming Stock Drafts](https://help.kelola.co/en/stock/using-stock-drafts/)

> Save unfinished Stock In, Stock Out, Audit, or Transfer forms and resume them later.
>
> Canonical source: [https://help.kelola.co/en/stock/using-stock-drafts/](https://help.kelola.co/en/stock/using-stock-drafts/)
> Last updated: 2026-07-29

#### When to Use a Draft

Use a stock draft when a transaction is not ready to submit—for example, while counting products, waiting for supplier details, or checking a customer's order.

Drafts are available for:

- Stock In
- Stock Out
- Stock Audit
- Stock Transfer

Drafts are saved locally on the device and are separated by business. Do not treat a draft as a completed transaction: it does not change stock or reports until submitted.

#### Save a Draft

1. Start a Stock In, Stock Out, Audit, or Transfer
2. Select products and enter the available details
3. Tap **Save Draft**
4. Return to Home

Kelola saves the selected products, quantities, prices, notes, fees, custom fields, contact or destination, and initial-payment information that applies to the form.

#### Resume a Draft

1. On **Home**, find the Stock card
2. Tap the draft icon with its number badge
3. Select a draft from the list
4. Review and complete the restored fields
5. Submit the transaction

The draft list shows the stock type, product count, summary or note, and last-updated time.

#### Remove a Draft

A submitted transaction removes only the draft that was used. Resetting the active form also removes that active draft.

Review a draft before deleting or resetting it. Local drafts may not be recoverable after removal, app-data clearing, or device replacement.

#### Important Notes

- Opening a normal stock action starts a clean form
- Rotating a tablet may temporarily retain form state, but it does not create a saved draft unless you tap **Save Draft**
- The transaction date is not restored from a draft; review the date before submitting
- Drafts do not sync as completed transactions to other devices

#### Related Guides

- [Recording Stock In](https://help.kelola.co/en/stock/record-stock-in/)
- [Recording Stock Out](https://help.kelola.co/en/stock/record-stock-out/)
- [Understanding Stock Flow](https://help.kelola.co/en/stock/understanding-stock-flow/)
- [Stock Transfer](https://help.kelola.co/en/stock/stock-transfer/)

---

### [Edit or Delete Records](https://help.kelola.co/en/stock/delete-or-edit-record/)

> Guide to modifying or deleting transaction history in Kelola.co
>
> Canonical source: [https://help.kelola.co/en/stock/delete-or-edit-record/](https://help.kelola.co/en/stock/delete-or-edit-record/)
> Last updated: 2026-06-06

#### Edit or Delete Records

Kelola.co provides features to edit or delete transaction records when data entry errors occur. This helps maintain accurate inventory and financial records.

#### 30-Day Stock Transaction Lock

Stock transactions older than **30 days** cannot be backdated, edited, or deleted. This lock protects historical inventory and financial reports from accidental changes.

If you need to correct an older record, create a new adjustment transaction or contact the business owner/admin for the best accounting approach.

#### Who Can Edit or Delete

**Owner accounts only** - Only the business owner can edit or delete transaction records. Staff members cannot modify historical transactions.

#### How to Edit a Transaction

1. **Open the Kelola.co app**
2. Tap **"History"** from the bottom navigation
3. Find and tap the transaction you want to modify
4. Tap **"Edit"** (pencil icon)
5. Modify the necessary fields:
   - Product quantities
   - Prices
   - Customer/Supplier
   - Notes
6. Review the changes
7. Tap **"Save"** to confirm

**Important:** Editing a transaction automatically updates stock levels and all related reports.

> **Note:** Stock transactions older than 30 days cannot be edited or backdated.

#### How to Delete a Transaction

1. **Open the Kelola.co app**
2. Tap **"History"** from the bottom navigation
3. Find the transaction you want to delete
4. Tap the **three dots menu** (⋮)
5. Select **"Delete"**
6. Confirm the deletion

**Warning:** Deleted transactions cannot be recovered. Stock levels will be automatically adjusted to reverse the transaction's effect.

> **Note:** Stock transactions older than 30 days cannot be deleted.

#### When to Edit vs Delete

**Edit when:**
- Minor corrections needed (wrong quantity, price, or notes)
- Customer/Supplier information needs updating
- Date needs adjustment

**Delete when:**
- The transaction was completely erroneous
- Duplicate entry
- Test transaction that shouldn't be in records

#### Best Practices

✅ **Act quickly** - Edit/delete as soon as you notice the error
✅ **Add notes** - Document why the change was made
✅ **Review before saving** - Double-check all changes
✅ **Inform your team** - Let relevant staff know about significant corrections

#### Limitations

- Only the Owner account can edit/delete transactions
- Stock transactions older than 30 days cannot be backdated, edited, or deleted
- Bulk editing is not available - edit one transaction at a time
- Deleted transactions cannot be restored

---

### [Stock Transfer Between Businesses](https://help.kelola.co/en/stock/stock-transfer/)

> Transfer inventory seamlessly between your businesses, warehouses, or branches with automatic product mapping
>
> Canonical source: [https://help.kelola.co/en/stock/stock-transfer/](https://help.kelola.co/en/stock/stock-transfer/)
> Last updated: 2026-03-28

#### What is Stock Transfer?

The **Stock Transfer** feature allows you to move inventory between businesses within your Kelola account. This is perfect for businesses that operate multiple locations, such as:

- **Multi-branch retail stores** – Transfer stock from headquarters to branch outlets
- **Warehouse operations** – Move products from central warehouse to retail locations
- **Franchise businesses** – Distribute inventory across franchise partners
- **Consolidation needs** – Combine stock from closing branches to active ones

#### How Stock Transfer Works

When you transfer stock between businesses, Kelola handles everything automatically:

##### Automatic Product Creation
If the product doesn't exist in the destination business, Kelola will **automatically create it** with all the original product details copied over.

##### Smart SKU Mapping
If the product already exists in the destination business, Kelola **automatically matches** them using the SKU code and updates the stock quantity accordingly.

##### Synchronized Records
Both businesses will have complete transfer records, making it easy to track inventory movement across your entire operation.

#### How to Transfer Stock

Follow these simple steps to transfer stock between your businesses:

##### Step 1: Access Stock Transfer
1. Log in to your Kelola.co account
2. From the main dashboard, tap **"Stock Transfer"**
3. The Stock Transfer option is located alongside Stock In, Stock Out, and Audit features

##### Step 2: Select Destination Business
1. Choose the **destination business** from your list of businesses
2. This is the business that will receive the transferred stock

##### Step 3: Select Products to Transfer
1. Tap **"Select Product"** to choose which items to transfer
2. Enter the **quantity** for each product you want to transfer
3. You can transfer multiple products in a single transfer

##### Step 4: Complete the Transfer
1. Review the transfer details
2. Add any notes if needed (optional)
3. Tap **"Save"** to complete the transfer

##### Step 5: Automatic Updates
Once saved:
- Stock is **deducted** from the source business
- Stock is **added** to the destination business
- Transfer record is saved in both businesses' history

#### Important Notes

##### Before Transferring
- Ensure both businesses are active in your account
- Verify you have sufficient stock in the source business
- Make sure products have unique SKUs for accurate mapping

##### SKU Best Practices
For seamless automatic product mapping, we recommend:
- Using consistent SKU codes across all your businesses
- Avoiding duplicate SKUs within the same business
- Keeping SKU formats simple and standardized

##### Transfer Limitations
- You can only transfer between businesses within the same Kelola account
- Transferred products maintain their original details (name, SKU, unit, etc.)
- Stock values are calculated based on each business's own cost settings

#### Managing Transfer History

All transfers are recorded and can be viewed in:
- **Transfer History** – Complete list of all transfers
- **Stock Reports** – Includes transfer activities in calculations
- **Product Details** – Shows transfer history per product

To view transfer history:
1. Go to **History** from the main menu
2. Select **Transfer** filter to see only transfer records
3. Tap any record to view complete transfer details

##### Deleting a Transfer

If you need to remove a transfer record:

1. Go to **History** from the main menu
2. Select **Transfer** filter
3. Find the transfer you want to delete
4. Tap the transfer to open details
5. Tap the **delete icon** or menu option
6. Confirm deletion in the dialog

> **Note:** Deleting a transfer will reverse the stock changes in both the source and destination businesses. Ensure this is intentional before proceeding.

#### Need Help?

If you encounter any issues with stock transfers or have questions about managing multiple businesses, please contact our support team through the **Contact Us** button in the Kelola app.

## Sales

### [Recording Sales and Transactions](https://help.kelola.co/en/sales/recording-sales/)

> Sales in Kelola are recorded through Stock Out. Use this guide as a quick starting point, then follow the complete Stock Out walkthrough.
>
> Canonical source: [https://help.kelola.co/en/sales/recording-sales/](https://help.kelola.co/en/sales/recording-sales/)
> Last updated: 2026-07-29

#### What You'll Learn

By the end of this guide, you'll be able to:
- Understand why sales use Stock Out
- Record a sale with the correct payment status
- Know where to find full Stock Out instructions
- Continue to related sales workflows

---

#### Sales and Stock Out Are the Same Flow

In Kelola, a sale is recorded using **Stock Out**.
That means when you sell an item:

- Stock quantity decreases
- Revenue is recorded
- Payment status (paid/partial/unpaid) is tracked
- Customer debt (if any) appears in receivables

So practically, **"Record Sale" = "Create Stock Out transaction."**

---

#### Quick Steps to Record a Sale

1. Open **Stock Out** from Home or quick actions
2. Add products and quantities
3. Set selling prices (if needed)
4. Select customer (recommended)
5. Set payment status: **Paid**, **Partial**, or **Unpaid**
6. Review and tap **Submit**

✅ **Result:** inventory updates automatically and transaction history is saved.

---

#### Full Guide

For complete instructions (barcode flow, payment scenarios, bulk sales, internal usage, troubleshooting), use:

- **[Recording Stock Out (Sales & Usage)](https://help.kelola.co/en/stock/record-stock-out/)**

---

#### Related Sales Workflows

- **Transaction management:** [Managing Transaction History](https://help.kelola.co/en/sales/managing-transactions/)
- **Returns and refunds:** [Handling Returns and Refunds](https://help.kelola.co/en/sales/handling-returns/)

#### Customer Debt Warning

After you select a customer in POS or Stock Out, Kelola checks for unpaid and partially paid transactions. If any exist, a warning shows their count. It does not block checkout; use it as a prompt to review the customer's receivables before allowing more credit.

---

### [Additional Fees in Sales](https://help.kelola.co/en/sales/additional-fees/)

> Add service charges, delivery fees, tax, or tips to a sale without confusing your receipts or profit reports.
>
> Canonical source: [https://help.kelola.co/en/sales/additional-fees/](https://help.kelola.co/en/sales/additional-fees/)
> Last updated: 2026-06-06

Some sales need more than **product price × quantity**.

Maybe you charge a small delivery fee, add a service charge for dine-in orders, collect VAT, or let customers leave a tip. **Additional Fees** are made for those extra amounts, so your customer sees a clear total and your reports still show what your business really earned.

---

#### What Additional Fees Are For

Use Additional Fees when the charge belongs to the **whole sale**, not to one specific product.

✅ Good examples:
- **Delivery fee** for an order sent by courier
- **Service charge** for a cafe, salon, or restaurant
- **Packaging fee** for takeaway orders
- **Tip or gratuity**
- **VAT, tax, or another pass-through fee**

💡 If the charge is part of the product price, edit the product price instead. If it should appear as its own line on the customer bill, use Additional Fees.

> Each business can set up to **3 additional fees**, so choose names that are broad and reusable.

---

#### Set Up a Fee

##### On Mobile

1. Open **Settings**
2. Tap **Additional Fee**
3. Tap **Add Additional Fee**
4. Give the fee a clear name, such as **Service Charge** or **Delivery Fee**
5. Choose **fixed amount** or **percentage**
6. Save

##### On Web

1. Open **Settings**
2. Go to **Additional Fees**
3. Click **New Additional Fee**
4. Enter the fee name
5. Choose the value type
6. Choose whether the fee should be included in profit
7. Save

---

#### Fixed Amount or Percentage

| Type | Best For | Example |
|------|----------|---------|
| **Fixed amount** | Delivery, packaging, handling | Every delivery order adds 10,000 |
| **Percentage** | Service charge, VAT, percentage tax | 5% service charge from the subtotal after discount |

💡 Percentage fees are calculated from the sale subtotal after discount, not from the final total after other fees.

---

#### Should the Fee Count as Profit?

This setting matters because it changes how your profit report looks.

| Fee Type | Include in Profit? | Why |
|----------|--------------------|-----|
| **Service charge** | Usually yes | The business keeps it |
| **Packaging fee** | Usually yes | It is part of your selling income |
| **Tip** | Depends on your business policy | Some businesses treat tips separately |
| **VAT / tax** | Usually no | You collect it and pass it on |
| **Courier pass-through fee** | Usually no | The money belongs to another party |

Use **Include in Profit** like this:
- Turn it **on** for fees your business keeps
- Turn it **off** for taxes or pass-through charges

⚠️ If you are not sure, ask whoever handles your bookkeeping or tax reporting. This one setting can change how profit appears in Kelola.

---

#### Add a Fee During Checkout

When recording a sale in **POS** or **Stock Out**:

1. Open **Additional Fee**
2. Choose the fee you want to add
3. Enter the amount, or let Kelola calculate the percentage
4. Check the final total before submitting
5. Save the transaction

🧾 The customer total includes the selected fees, and the receipt shows them clearly.

---

#### After the Sale Is Saved

Additional Fees can appear in:
- **Transaction detail**
- **History**
- **Thermal receipts**
- **A4 invoices**
- **Financial reports**, depending on **Include in Profit**

If you later delete an Additional Fee from Settings, old transactions do not change. Kelola keeps the saved fee value on past receipts and reports so your old records stay consistent.

---

#### Staff Access

Owners can decide which staff members are allowed to **use** or **manage** Additional Fees.

If a cashier cannot see any fees during checkout, check:
- The fee has already been created in **Settings**
- The staff member has permission to use it

This is useful when cashiers need to apply a service charge at checkout, but only owners or admins should create and edit fee rules.

---

#### Practical Tips

✅ Use names customers understand. **Delivery Fee** is clearer than **Fee 1**.

✅ Keep taxes separate from business income. If you collect a fee only to pass it to another party, leave **Include in Profit** off.

✅ Avoid one-off fee names. Since each business has up to 3 fees, choose names you can use again.

---

#### FAQ

**Q: How many additional fees can I create?**
A: Up to **3 additional fees** per business.

**Q: Can I use both fixed and percentage fees?**
A: Yes. Each fee can be set as a fixed amount or a percentage.

**Q: Do additional fees always affect profit?**
A: No. They only affect profit when **Include in Profit** is enabled.

**Q: What happens if I delete a fee later?**
A: Past transactions keep the fee values that were already saved.

**Q: Can staff manage additional fees?**
A: Only if the owner grants the related permissions.

---

### [Managing Transaction History](https://help.kelola.co/en/sales/managing-transactions/)

> Complete guide to finding, filtering, editing, and managing all your business transactions in Kelola. Learn search techniques, export methods, and transaction workflows.
>
> Canonical source: [https://help.kelola.co/en/sales/managing-transactions/](https://help.kelola.co/en/sales/managing-transactions/)
> Last updated: 2026-07-29

#### What You'll Learn

By the end of this guide, you'll be able to:
- Find any transaction quickly
- Filter and sort transaction history
- Edit and correct transactions
- Export transaction data
- Understand transaction details

---

#### Understanding Transaction History

The **History** section is your complete business activity log. Every stock movement is recorded here:

| Transaction Type | When It Appears |
|------------------|-----------------|
| **Stock In** | Inventory received |
| **Stock Out** | Sales made |
| **Stock Audit** | Inventory adjustments |
| **Transfer** | Between businesses |
| **Expense** | Business spending |

---

#### Accessing Transaction History

1. Tap **"History"** in bottom navigation
2. View list of all transactions (newest first)
3. Default shows last 30 days

---

#### Finding Specific Transactions

##### Quick Search

Fastest way to find a transaction:

1. Tap **search bar** at top
2. Type any of:
   - Product name ("Coffee Beans")
   - Customer name ("John Smith")
   - Transaction ID (if known)
   - Amount ("50000")
3. Results filter instantly

##### Advanced Filtering

Tap **"Filter"** to narrow results:

**By Transaction Type:**
- Stock In only
- Stock Out only
- Stock Audit
- All types

**By Date Range:**
- Today
- Yesterday
- Last 7 days
- Last 30 days
- Custom range (pick start and end dates)

**By Payment Status:**
- Paid
- Partial
- Unpaid
- All

**By Customer:**
- Select specific customer
- Or search customer name

**By Staff Member:**
- Transactions by specific employee
- Useful for auditing

##### Sorting Results

Change sort order:

- **Newest first** (default)
- **Oldest first**
- **Highest amount**
- **Lowest amount**
- **By customer name**

---

#### Viewing Transaction Details

##### Transaction Card

Each transaction shows:
- **Type icon** (in/out/audit/expense)
- **Date and time**
- **Customer name** (if applicable)
- **Product summary**
- **Total amount**
- **Payment status badge**

##### Detailed View

Tap any transaction to see:

**Header Information:**
- Transaction ID
- Date and time
- Staff who created it
- Transaction type

**Product Details:**
- List of all products
- Quantities
- Unit prices
- Subtotals

**Financial Summary:**
- Total amount
- Amount paid
- Balance due (if any)
- Payment method

**Additional Info:**
- Customer details
- Notes
- Supplier (for Stock In)
- Reference numbers

##### Actions from Detail View

Available actions (vary by permissions):
- **Edit** — Modify transaction
- **Delete** — Remove transaction
- **Print** — Print receipt/invoice
- **Share** — Send via WhatsApp/email
- **Duplicate** — Copy for new transaction
- **Return** — Process return/refund

---

#### Editing Transactions

##### When You Can Edit

Editing allowed for:
- Recent stock transactions within the 30-day edit window
- Your own transactions (if permission enabled)
- Any transaction (owner/admin with full permissions)

> **Note:** Stock transactions older than **30 days** cannot be backdated, edited, or deleted.

##### What You Can Edit

| Field | Editable? | Notes |
|-------|-----------|-------|
| Product quantities | ✅ Yes | Affects stock |
| Prices | ✅ Yes | Affects revenue |
| Customer | ✅ Yes | Updates linkage |
| Payment status | ✅ Yes | Updates receivables |
| Notes | ✅ Yes | No system impact |
| Date | ⚠️ Limited | May need admin |
| Staff | ❌ No | Creator preserved |

##### How to Edit

1. Open transaction detail
2. Tap **"Edit"** (top right)
3. Modify fields as needed
4. Review changes
5. Tap **"Save"**

> **⚠️ Important:** Editing affects:
> - Inventory levels (stock recalculated)
> - Financial reports (revenue updated)
> - Customer balances (receivables adjusted)
>
> Edit carefully and document reason in notes.

---

#### Deleting Transactions

##### When to Delete vs. Edit

**Delete when:**
- Completely wrong transaction
- Duplicate entry
- Test transaction

**Edit when:**
- Minor correction needed
- Amount slightly wrong
- Customer wrong

##### How to Delete

1. Open transaction detail
2. Tap three dots menu
3. Select **"Delete"**
4. Confirm deletion
5. (Optional) Enter reason for audit log

> **⚠️ Warning:**
> - Deletion is permanent
> - Stock levels restored
> - Financial records adjusted
> - Action may be logged

##### Recovery

Deleted transactions:
- Cannot be recovered by users
- May be recoverable by support (contact within 30 days)
- Consider exporting data before major deletions

---

#### Exporting Transaction Data

##### Export Options

**For accounting:**
1. Apply filters (date range, type)
2. Tap **"Export"**
3. Select format:
   - **Excel/CSV** — For spreadsheets
   - **PDF** — For records
   - **JSON** — For developers
4. Choose fields to include
5. Download file

##### Export Fields Available

- Transaction ID
- Date and time
- Type (In/Out/Audit)
- Products (with quantities)
- Customer name
- Total amount
- Payment status
- Payment method
- Staff member
- Notes

##### Scheduled Exports

**For regular reporting:**

Some plans support:
- Weekly email exports
- Monthly automated reports
- API access for integration

Contact support to set up.

---

#### Transaction Workflows

##### Daily Reconciliation

**End-of-day routine:**

1. Go to History
2. Filter "Today"
3. Review all transactions:
   - Verify amounts match cash register
   - Check for missing entries
   - Note any discrepancies
4. Export for records
5. Resolve any issues

##### Weekly Review

**Business health check:**

1. Filter "Last 7 days"
2. Sort by amount (high to low)
3. Review:
   - Top sales
   - Unusual transactions
   - Pending payments
4. Follow up on receivables

##### Monthly Reporting

**Financial summary:**

1. Set custom date range (month)
2. Export all transactions
3. Import to accounting software
4. Reconcile with bank statements

---

#### Troubleshooting Common Issues

##### "Transaction not found"
- Check date range in filters
- Try different search terms
- Verify transaction wasn't deleted
- Check if viewing correct business (multi-business users)

##### "Can't edit transaction"
- Stock transactions older than 30 days are locked
- Insufficient permissions
- Transaction already exported to accounting (locked)
- Contact owner/admin for assistance

##### "Duplicate transactions"
- Search for similar amounts/dates
- Delete the incorrect one
- Add note explaining correction
- Review process to prevent future duplicates

##### "Wrong customer attached"
- Edit transaction to change customer
- Or delete and recreate
- Customer history updates automatically

##### "Export not working"
- Check internet connection
- Reduce date range (try smaller chunks)
- Clear app cache
- Try different format

---

#### FAQ

**Q: How long is transaction history kept?**
A: Forever! Kelola retains all transaction history as long as your account is active.

**Q: Can I see transactions from all my businesses?**
A: No, History is per-business. Switch businesses in Account menu to see other locations.

**Q: Can staff see all transactions or only their own?**
A: Depends on permissions. Staff with `view_all_transactions` can see everything; otherwise only their own.

**Q: How do I find a transaction from months ago?**
A: Use custom date range filter, or search by customer/product name.

**Q: Can I bulk delete transactions?**
A: Not recommended. Bulk deletion is restricted. Contact support if absolutely necessary.

**Q: What's the difference between Delete and Return?**
A: Delete removes the transaction completely. Return creates a reversal transaction while keeping original record.

**Q: Can I attach files to transactions?**
A: Stock transactions do not have general file attachments. Expenses support one receipt or proof attachment; see the Expense guide.

#### Current Filters and Excel Export

History can filter by transaction type, date, staff, supplier, customer, payment method, and payment status. The Filter button shows the number of active filters, and the app restores saved filter choices when you return to History until you reset them.

When you tap **Download Excel**, Kelola applies the same active staff, supplier, customer, payment-method, payment-status, date, and transaction-type filters to the exported file.

Returns appear in the original Stock In/Out detail and as return records with their own **View Receipt** action. See [Handling Returns and Refunds](https://help.kelola.co/en/sales/handling-returns/).

---

### [Handling Returns and Refunds](https://help.kelola.co/en/sales/handling-returns/)

> Create sales and purchase returns, record refunds, choose stock conditions, and print return receipts in Kelola.
>
> Canonical source: [https://help.kelola.co/en/sales/handling-returns/](https://help.kelola.co/en/sales/handling-returns/)
> Last updated: 2026-07-29

#### What Kelola Returns Do

Kelola has a dedicated return workflow for completed **Stock Out** sales and **Stock In** purchases. A return stays linked to the original transaction, updates the relevant reports, and appears in the transaction's return history.

Use:

- **Sales Return** when a customer sends goods back
- **Purchase Return** when you send goods back to a supplier

Do not create a separate Stock In, Stock Out, or Audit entry for a normal return.

#### Before You Start

- Open the original transaction from **History**
- Staff need permission to create stock returns
- A sales transaction must be fully paid before a sales return can be created
- A purchase return can be created even when the original purchase is unpaid or partially paid
- You cannot return more than the remaining returnable quantity

If **Create Return** is missing, ask the business owner to check your permissions and whether returns are enabled for the business.

#### Create a Sales Return

1. Open **History**
2. Select the original **Stock Out** transaction
3. Tap **Create Return**
4. Enter the quantity returned for each product
5. Choose the stock condition:
   - **Good condition** — the product returns to available stock
   - **Damaged/defective** — the product does not return to stock and its cost is recorded as a loss/expense
   - **Mixed** — split the returned quantity between good and damaged units
6. Choose a return reason, such as defective, wrong item, changed mind, overstock, or other
7. Review the **Refund to customer** amount
8. Add a note when needed
9. Tap **Create Return**

The refund cannot exceed the lower of the returned goods' value and the original transaction total. Use the full-refund action when you want Kelola to fill the maximum available amount.

#### Create a Purchase Return

1. Open **History**
2. Select the original **Stock In** transaction
3. Tap **Create Return**
4. Enter the quantities being returned to the supplier
5. Review **Refund from supplier**
6. Add a note
7. Tap **Create Return**

The returned quantities are removed from stock and the purchase-side reports are updated.

#### View Return History

Open the original transaction to see **Return History**. Each entry shows:

- Sales or purchase return type
- Returned quantities
- Damaged quantities and stock conditions for sales returns
- Return reason and notes
- Refund amount

Return records cannot be edited or deleted from the transaction detail. If an entry is wrong, contact Kelola support before creating compensating records.

#### Print a Return Receipt

1. Open the original transaction or a return entry from **History**
2. Tap **View Receipt**
3. Review the document title and returned items
4. Print or share the receipt

Kelola labels return documents as **Return Receipt**. Return receipts are available as thermal receipts; A4 output may not be available for every return type.

#### How Reports Change

For a sales return:

- The refund reduces sales
- Good items return to stock
- Damaged items stay out of stock and their cost is treated as a loss/expense
- Profit, customer, and eligible combined reports are updated

For a purchase return:

- Returned items leave stock
- Purchase totals and supplier-linked transaction history are updated

#### Troubleshooting

##### Create Return is not visible

- Confirm you opened a Stock In or Stock Out transaction, not another return
- Ask the owner to grant stock-return permission
- Confirm the return feature is enabled for the business

##### The sale cannot be returned

Sales marked **Unpaid** or **Partial** must be settled first. Record the remaining payment, then reopen the transaction.

##### The quantity is limited

Kelola subtracts quantities already returned. Only the remaining quantity can be selected.

##### The refund is reduced

The maximum refund is limited to the returned goods' value or the original transaction total, whichever is lower.

#### Related Guides

- [Managing Transaction History](https://help.kelola.co/en/sales/managing-transactions/)
- [Printing Receipts and Invoices](https://help.kelola.co/en/sales/print-invoice/)
- [Recording Stock Out](https://help.kelola.co/en/stock/record-stock-out/)
- [Recording Stock In](https://help.kelola.co/en/stock/record-stock-in/)

---

### [Printing and Sharing Invoices](https://help.kelola.co/en/sales/print-invoice/)

> Complete guide to printing receipts and sharing invoices. Learn about printer setup, invoice configuration, A4 PDF invoices, and thermal receipt printing.
>
> Canonical source: [https://help.kelola.co/en/sales/print-invoice/](https://help.kelola.co/en/sales/print-invoice/)
> Last updated: 2026-07-29

#### What You'll Learn

By the end of this guide, you'll be able to:
- Set up and connect Bluetooth thermal printers
- Configure invoice appearance and content
- Print thermal receipts (58mm and 80mm)
- Generate and share A4 PDF invoices
- Customize receipt footer and branding
- Save printer preferences, adjust receipt font, and open a connected cash drawer automatically

---

#### Invoice Types

Kelola provides two types of invoices for different use cases:

| Type | Best For | Format | Sharing |
|------|----------|--------|---------|
| **Thermal Receipt** | Quick customer receipts, retail POS | 58mm or 80mm thermal paper | Bluetooth printer |
| **A4 Invoice** | Formal invoices, accounting records | A4 PDF | Share as PDF |

---

#### Supported Printers

##### Thermal Receipt Printers

Kelola supports Bluetooth thermal printers that use ESC/POS commands:

**Paper Sizes:**
- **58mm** (2 inches) - Compact receipts
- **80mm** (3 inches) - Standard retail receipts

**Printer Requirements:**
- Bluetooth connectivity
- ESC/POS command support
- Thermal printing technology
- **VIP Subscription** - Printer connectivity requires an active VIP subscription

**Recommended Printers:**
- Portable Bluetooth thermal printers
- POS/cashier printers commonly used in restaurants and retail
- Available on marketplaces starting from ~$15 USD

> **Note:** USB and network (Wi-Fi/LAN) printers are not currently supported for mobile apps.
>
> **Subscription Note:** Printer connectivity requires an active subscription. Free plans may have limited printing features.

---

#### Connecting Your Printer

##### Step 1: Pair the Printer

1. Turn on your Bluetooth thermal printer
2. On your device, go to **Settings → Bluetooth**
3. Search for and pair with your printer
4. Ensure the printer appears in paired devices

##### Step 2: Grant Permissions

Kelola requires these permissions to print:
- **Bluetooth** - To discover and connect to printers
- **Location** - Required by Android for Bluetooth scanning
- **Storage** - To process receipt images

##### Step 3: Print Your First Receipt

1. Open any completed **Stock Out (Sales)** transaction
2. Tap **View Invoice**
3. Select the **Receipt (Struk)** tab
4. Tap **Print**
5. Select your paired printer from the list
6. Choose paper size (58mm or 80mm)
7. The receipt will print automatically

##### Printer Settings

Use **Settings → Printer Settings** to manage your receipt printer:

| Setting | What it Does |
|---------|--------------|
| **Printer** | Save a paired Bluetooth printer and paper size |
| **Auto Open Cash Drawer** | Opens the cash drawer when a receipt is printed, if the drawer is connected to the printer |
| **Receipt Settings** | Opens receipt appearance settings such as footer, logo, and receipt font |

> **Note:** Cash drawer opening requires a compatible cash drawer connected to the receipt printer.

---

#### Invoice Configuration

Customize how your receipts and invoices appear to customers.

##### Accessing Invoice Settings

1. Open any transaction's invoice view
2. Tap **Invoice Settings** (Pengaturan Struk)
3. Adjust the options below
4. Tap **Save**

##### Configuration Options

| Setting | Description | Default |
|---------|-------------|---------|
| **Hide Customer Address** | Remove customer address from receipt | Off |
| **Hide Business Logo** | Remove your business logo | Off |
| **Hide Kelola Footer** | Remove "Created by kelola.co" text | Off |
| **Logo Position** | Place logo at top or bottom | Bottom |
| **Footer Text** | Add custom message (max 200 chars) | Empty |
| **Receipt Font** | Adjust receipt font size and family | Default |

##### Logo Position Options

**Top Position:**
- Logo and business name appear at the top of the receipt
- Professional look for formal receipts

**Bottom Position (Default):**
- Logo appears after the transaction details
- Common for retail POS receipts

##### Custom Footer Ideas

- "Thank you for your business!"
- "Follow us on Instagram @yourbusiness"
- "Returns accepted within 7 days with receipt"
- Your business hours or contact info

---

#### Thermal Receipt Features

##### What's Included

**Header:**
- Business logo and name
- Customer name
- Transaction date and time
- "RECEIPT" label

**Item Details:**
- Product names (sorted alphabetically)
- Quantity × Unit price
- Line item totals

**Financial Summary:**
- Subtotal
- Surcharge (if any)
- Additional fees (if any)
- Discount (if any)
- **Total amount**
- Cash received and change, when the customer overpays
- Paid amount (if partial payment)
- Remaining balance (if unpaid)

**Footer:**
- Payment method
- Staff name who processed the sale
- Transaction notes
- Custom footer text
- Kelola branding (optional)

##### Paper Size Differences

| Feature | 58mm | 80mm |
|---------|------|------|
| Text size | Smaller | Standard |
| Product name width | Narrower | Wider |
| Best for | Compact spaces | Standard retail |

![Sample printed receipt result from Kelola](https://help.kelola.co/assets/features/invoice.webp)
*Example thermal receipt output from a completed transaction.*

---

#### A4 PDF Invoice

Generate professional A4 invoices for formal transactions or accounting records.

##### Features

**Professional Layout:**
- Clean, structured A4 format
- Invoice number and issue date
- From/To party details
- Itemized table with columns

**Business Information:**
- Your business name and address
- Business logo
- Customer name and address

**Financial Details:**
- Itemized product list with quantities
- Unit prices and line totals
- Subtotal, surcharge, discount
- **Final total**
- Payment status (paid/partial/unpaid)

**Bank Details Section:**
- Bank name
- Account number
- Account holder name
- Routing number / Sort code / BSB / IBAN
- Currency information

**Additional Features:**
- Notes section
- Multi-language support (auto-detected)
- RTL (Right-to-Left) support for Arabic
- Multi-page for long invoices

##### Sharing A4 Invoices

1. Open the transaction's invoice view
2. Select the **Invoice (Faktur)** tab
3. Wait for the PDF to generate
4. Tap **Share**
5. Choose your sharing method (WhatsApp, Email, etc.)

> **Note:** A4 invoice generation requires an internet connection for font loading.

---

#### Sharing Receipts

##### Share as Image

For quick sharing via messaging apps:

1. Open the receipt view
2. Tap **Share**
3. The receipt is captured as a PNG image
4. Select your sharing app

**Best for:**
- WhatsApp/Telegram messages
- Email attachments
- Social media

##### Share A4 PDF

For formal documentation:

1. Open the Invoice (Faktur) tab
2. Wait for PDF generation
3. Tap **Share**
4. PDF includes your business details and bank info

**Best for:**
- Accounting records
- Customer invoices
- Tax documentation

---

#### Troubleshooting

##### Printer Not Found

**Check:**
- Printer is powered on
- Bluetooth is enabled on your device
- Printer is paired in device settings
- Location permission is granted (Android)

**Solution:**
1. Refresh the printer list
2. Re-pair the printer in device settings
3. Restart the Kelola app

##### Print Quality Issues

**Faded text:**
- Check thermal paper quality
- Ensure paper is loaded correctly
- Clean printer head

**Cut off text:**
- Select correct paper size (58mm vs 80mm)
- Check paper width matches setting

##### Cannot Print

**On Android:**
- Grant all requested permissions
- Enable location services
- Verify you have an active VIP subscription
- Try selecting the printer again

**On iOS:**
- Enable Bluetooth in Settings
- Ensure printer supports iOS Bluetooth
- Try selecting the printer again

##### A4 Invoice Won't Generate

- Check internet connection
- Try reloading the tab
- Contact support if fonts fail to load

---

#### Best Practices

##### For Retail Businesses

1. **Use 80mm printers** for standard retail receipts
2. **Enable logo** for brand recognition
3. **Add custom footer** with social media or thank you message
4. **Print immediately** after each sale

##### For Service Businesses

1. **Use A4 invoices** for formal billing
2. **Fill in bank details** for easy customer payments
3. **Include notes** for service descriptions
4. **Share PDF** via email for records

##### Receipt Management

- Print duplicate receipts for high-value transactions
- Share digital copies for customer records
- Use invoice numbers for tracking (shown on A4)

---

#### FAQ

**Q: Can I use a USB printer?**
A: Currently, only Bluetooth thermal printers are supported for mobile printing. Use the web version (web.kelola.co) for USB printer support.

**Q: Can I print from the web version?**
A: Yes, the web version supports printing to any connected printer using your browser's print function.

**Q: How do I change the invoice number format?**
A: Invoice numbers are auto-generated. Contact support for custom formatting requests.

**Q: Can I add my tax ID to invoices?**
A: Tax ID can be added to your business profile. It will appear on A4 invoices automatically.

**Q: Why does printing require location permission?**
A: Android requires location permission for Bluetooth device discovery. Kelola does not track your location.

**Q: Can I print in different languages?**
A: Receipts automatically use your app's language setting. A4 invoices support multiple languages including Arabic (RTL), Thai, Chinese, and more.

**Q: What if my printer isn't listed?**
A: Ensure it's paired in device Bluetooth settings first. If still not listed, your printer may not support the ESC/POS standard.

#### Return Receipts

Open a sales or purchase return from **History** and tap **View Receipt**. Kelola identifies it as a **Return Receipt** and includes returned quantities and the relevant condition details. Purchase and return receipts use thermal output; A4 output may not be available for these document types.

## Customers

### [Customer Management Guide](https://help.kelola.co/en/customers/adding-customers/)

> Complete guide to managing customers in Kelola. Learn how to add customers, track purchase history, manage credit/debt, and build customer relationships.
>
> Canonical source: [https://help.kelola.co/en/customers/adding-customers/](https://help.kelola.co/en/customers/adding-customers/)
> Last updated: 2026-07-29

#### What You'll Learn

By the end of this guide, you'll be able to:
- Add and manage customer records
- Track customer purchase history
- Monitor customer credit and debt
- Identify top customers
- Export customer data

---

#### Why Customer Management Matters

**Benefits of tracking customers:**
- 📊 Know who your best customers are
- 💰 Track who owes you money
- 📈 Understand buying patterns
- 🎯 Personalize service
- 📧 Send receipts and promotions
- 🏆 Build loyalty programs

---

#### Adding a New Customer

##### During a Sale (Quickest Method)

While recording a Stock Out transaction:

1. In the **Customer** field, tap **"+ Add New"**
2. Enter customer information:
   - **Name** (required)
   - **Phone** (recommended)
   - **Email** (optional)
   - **Address** (optional)
3. Tap **"Save"**
4. Customer auto-selected for current sale

##### From Contacts Section

1. Go to **Home** screen
2. Tap **"Contacts"** from the quick actions menu
3. Select **"Customers"** tab
4. Tap **"+"** button (top right)
5. Fill in customer details
6. Tap **"Save"**

##### What Information to Collect

**Essential (always collect):**
- Full name
- Phone number

**Recommended (helps business):**
- Email address
- Physical address
- Business/company name

**Optional (for segmentation):**
- Customer category (VIP, Wholesale, Retail)
- Notes (preferences, special requirements)
- Birth date (for birthday promotions)

---

#### Customer Information Management

##### Viewing Customer Details

1. Go to **Home** → **Contacts** → **Customers**
2. Tap customer name
3. View complete profile:
   - Contact information
   - Total purchase amount
   - Number of transactions
   - Current balance (if any)
   - Transaction history

##### Editing Customer Information

1. Open customer details
2. Tap **"Edit"** (top right)
3. Update fields as needed
4. Tap **"Save"**

> **Note:** Updating customer info updates all past transactions linked to them.

##### Deleting a Customer

1. Open customer details
2. Tap **"Delete"** (three dots menu)
3. Confirm deletion

> **⚠️ Warning:** You can only delete customers with **no transaction history**. For customers with past purchases, keep the record for accounting purposes.

---

#### Understanding Customer Data

##### Customer Summary Card

Each customer profile shows:

| Metric | What It Tells You |
|--------|-------------------|
| **Total Spent** | Lifetime value of customer |
| **Transaction Count** | Purchase frequency |
| **Average Order** | Typical transaction size |
| **Current Balance** | Outstanding debt (if any) |
| **First Purchase** | When they became customer |
| **Last Purchase** | Recency of activity |

##### Transaction History

View all customer purchases:

1. Open customer profile
2. Scroll to **Transaction History**
3. See list of all purchases:
   - Date
   - Products bought
   - Amount spent
   - Payment status

**Actions from history:**
- Tap transaction for details
- Print receipt again
- Add payment (if unpaid)
- View invoice

---

#### Managing Customer Debt (Receivables)

##### Identifying Customers with Balance

**Method 1: Customer List**
1. Go to **Home** → **Contacts** → **Customers**
2. Look for balance indicator
3. Filter by "Has Balance" if available

**Method 2: Receivables Report**
1. Go to **Reports → Receivables**
2. View all customers with outstanding amounts
3. See total owed per customer

##### Recording Customer Payments

When customer pays outstanding balance:

1. Go to **Customers**
2. Select customer
3. Tap **"Add Payment"**
4. Enter:
   - Amount received
   - Payment method
   - Date
   - Notes (optional)
5. Tap **"Save"**

> **Result:** Balance reduced, payment recorded, customer notified (if enabled).

##### Viewing Payment History

Track all payments from a customer:

1. Open customer profile
2. Go to **Payment History** tab
3. See:
   - Payment dates
   - Amounts received
   - Payment methods
   - Related transactions

---

#### Customer Categories and Segmentation

##### Creating Customer Types

Organize customers for better management:

**Common categories:**
- **Retail** — Individual consumers
- **Wholesale** — Bulk buyers, resellers
- **VIP** — High-value customers
- **Corporate** — Business clients
- **Member** — Loyalty program members

**How to categorize:**
1. Edit customer profile
2. Select or create **Category**
3. Save

##### Using Categories

**Filtering:**
- View only Wholesale customers
- See VIP customers
- Filter reports by category

**Pricing:**
- Different price lists per category
- Wholesale vs retail pricing
- Member discounts

**Communication:**
- Targeted promotions
- Category-specific offers
- Bulk messaging

---

#### Finding and Searching Customers

##### Quick Search

From Customers list:
1. Go to **Home** → **Contacts** → **Customers**
2. Tap **search bar**
3. Type:
   - Customer name
   - Phone number
   - Email address
4. Results filter instantly

##### Advanced Filtering

Filter customers by:
- **Has balance** — Customers who owe money
- **No transactions** — Inactive customers
- **High value** — Top spenders
- **Recent activity** — Active customers
- **Category** — Customer type

##### Sorting Options

Sort customer list by:
- Name (A-Z)
- Total spent (high to low)
- Recent activity
- Date added
- Outstanding balance

---

#### Customer Reports and Analytics

##### Customer Report

Access comprehensive customer data:

1. Go to **Reports → Customers**
2. Set date range
3. View:
   - Total customers
   - New customers
   - Top customers by spend
   - Average customer value
   - Purchase frequency

##### Exporting Customer Data

**Export to spreadsheet:**

1. Go to **Customers**
2. Tap **"Export"** (three dots)
3. Choose format:
   - CSV (for Excel)
   - PDF (for printing)
4. Select fields to include
5. Download file

**Use cases:**
- Email marketing lists
- Accounting records
- Analysis in Excel
- Backup data

---

#### Best Practices

##### Data Collection

✅ **Always collect phone number**
- Primary contact method
- WhatsApp receipts
- Payment reminders

✅ **Ask for email**
- Digital receipts
- Marketing (with permission)
- Formal communications

✅ **Verify spelling**
- Correct names for professionalism
- Accurate record-keeping
- Proper communication

##### Privacy and Compliance

✅ **Get consent**
- Ask before adding to marketing lists
- Respect opt-out requests
- Follow local data protection laws

✅ **Secure data**
- Don't share customer lists
- Limit staff access appropriately
- Regular data backups

##### Relationship Building

✅ **Note preferences**
- Favorite products
- Special requirements
- Communication preferences

✅ **Track important dates**
- First purchase anniversary
- Birthdays (for promotions)
- Business milestones

✅ **Regular follow-up**
- Inactive customers
- Payment reminders
- Satisfaction check-ins

---

#### Troubleshooting

##### "Customer already exists"
- Search for existing record
- May have slightly different name
- Merge duplicates if found

##### "Cannot delete customer"
- Customer has transaction history
- Kelola prevents deletion for accounting integrity
- Archive instead by adding "[Inactive]" to name

##### "Customer not showing in search"
- Check spelling variations
- Try searching by phone number
- Verify customer wasn't deleted

##### "Wrong balance shown"
- Check for unsynced transactions
- Pull down to refresh
- Contact support if discrepancy persists

---

#### FAQ

**Q: Can a customer have multiple phone numbers?**
A: Currently, one primary phone per customer. Add additional numbers in notes field.

**Q: How do I merge duplicate customers?**
A: Manually transfer transaction notes to the correct record, then add "[DUPLICATE - see [correct name]]" to the duplicate and avoid using it.

**Q: Can customers see their own data?**
A: No, Kelola doesn't have a customer portal. They only receive receipts you send them.

**Q: Is there a limit to how many customers I can add?**
A: Limits depend on your subscription plan. Free plans typically allow 100-500 customers.

**Q: Can I import customers from Excel?**
A: Yes! Use the web interface at web.kelola.co for CSV import of customer lists.

**Q: How do I send bulk messages to customers?**
A: Export customer list, then use WhatsApp Business or email marketing tools. Direct bulk messaging coming in future updates.

#### Customer Categories and Debt Warnings

You can assign up to two categories to a customer from the add/edit form. Use the category filter above the customer list to show one or more groups.

Staff need **Manage Customer Categories** access to add, rename, or remove categories. A removed category remains visible on existing customer records and in historical filters, but it cannot be assigned again.

When you select a customer with unpaid or partially paid transactions in POS or Stock Out, Kelola shows a warning with the outstanding transaction count. The warning does not block the sale; review the customer's balance in the Receivables Report before extending more credit.

## Staff Management

### [Understanding Staff Management](https://help.kelola.co/en/staff/what-is-staff/)

> Key benefits of Kelola.co's staff management features for business owners
>
> Canonical source: [https://help.kelola.co/en/staff/what-is-staff/](https://help.kelola.co/en/staff/what-is-staff/)
> Last updated: 2026-02-15

#### What is Staff Management?

Staff Management in Kelola allows business owners to invite team members, assign permissions, and monitor activities. This feature enables collaborative work while maintaining control over sensitive business data.

#### Key Benefits of Kelola.co's Staff Management

##### Efficient Team Management
Business owners can invite staff members and grant access based on their specific roles and responsibilities. Add up to:
- **Free Plan**: 1 staff member (owner only)
- **Basic Plan**: 3 staff members
- **Plus Plan**: 5 staff members
- **Advance Plan**: Unlimited staff members

##### Role-Based Access Control
Business owners can set different access permissions for each staff member according to their duties:

**Available Permissions:**
- **Product Management** - Add, edit, delete products
- **Stock Operations** - Stock in, stock out, audit, transfer
- **Transaction Access** - View and edit transaction history
- **Report Access** - View accounting, stock, customer, and receivables reports
- **Contact Management** - Manage customers and suppliers
- **Expense Management** - Record and track business expenses

**Example:** Warehouse staff can only access inventory management and cannot access financial data or reports.

##### Real-Time Monitoring
Business owners can monitor staff activities in real-time through the **History** feature:
- Inventory updates (who added/edited products)
- Sales transactions (who recorded sales)
- Stock movements (who performed stock in/out)
- All activities are timestamped and attributed to staff members

##### Comprehensive Reporting
Track staff performance through:
- Transaction history by staff member
- Activity logs in the History section
- Filter reports by specific staff members
- Monitor productivity and accuracy

#### How Staff Management Works

##### For Business Owners
1. **Invite Staff** - Send invitations via SMS with join codes
2. **Set Permissions** - Toggle specific access rights for each staff member
3. **Monitor Activity** - Track all actions through History
4. **Manage Team** - Add, remove, or update staff as needed

##### For Staff Members
1. **Receive Invitation** - Get SMS with download link and join code
2. **Install App** - Download Kelola from the invitation link
3. **Join Business** - Enter the join code after signing in
4. **Start Working** - Access features based on assigned permissions

#### Security Features

- **Permission-Based Access** - Staff only see what they're authorized to access
- **Activity Tracking** - All actions are logged and traceable
- **No Data Sharing** - Each business's data is isolated and secure
- **Owner Control** - Only the owner can invite/remove staff and change permissions

#### Best Practices

✅ **Start with minimal permissions** - Add more access as staff proves trustworthy
✅ **Regular reviews** - Check staff activity and permissions periodically
✅ **Remove promptly** - Delete staff access immediately when they leave
✅ **Train properly** - Ensure staff understand their responsibilities and limitations

#### Getting Started

Ready to add staff to your business?
→ [Learn how to invite staff →](https://help.kelola.co/en/staff/invite-staff/)

Want to understand permission levels?
→ [View detailed roles guide →](https://help.kelola.co/en/staff/understanding-roles/)

---

### [Understanding User Roles and Permissions](https://help.kelola.co/en/staff/understanding-roles/)

> Complete guide to Kelola's permission system. Learn about Owner and Staff roles, what each can do, and how to set up access control for your team.
>
> Canonical source: [https://help.kelola.co/en/staff/understanding-roles/](https://help.kelola.co/en/staff/understanding-roles/)
> Last updated: 2026-07-29

#### What You'll Learn

By the end of this guide, you'll understand:
- The two user roles in Kelola
- What each role can and cannot do
- How permissions work for staff members
- Best practices for team access control

---

#### User Roles Overview

Kelola has two built-in roles:

| Role | Best For | Access Level |
|------|----------|--------------|
| **Owner** | Business owners, founders | Full access |
| **Staff** | Employees, cashiers, workers | Limited access based on permissions |

---

#### Owner Role

##### Who Should Be Owner
- Business founder/owner
- Primary account holder
- Person responsible for business operations

##### Capabilities

###### ✅ Full Access To:
- **Business Settings**
  - Edit business information
  - Change subscription plan
  - Manage all payment methods
  - Switch between multiple businesses

- **Staff Management**
  - Invite new staff
  - Remove staff members
  - Set staff permissions
  - View staff list

- **Product Management**
  - Add/edit/delete all products
  - Manage categories
  - Set buying prices (cost)
  - Import products via web

- **Financial Data**
  - View complete financial reports
  - See buying prices and profit margins
  - Access accounting reports
  - View receivables reports

- **Transaction Control**
  - Edit transactions
  - Delete transactions
  - View all transaction history

- **Additional Features**
  - Create online catalogs
  - Print barcode labels
  - Manage stock alerts
  - Access web version

##### Staff Limit by Plan
- **Free**: 1 staff member
- **Basic**: 3 staff members
- **Plus**: 5 staff members
- **Advance**: Unlimited staff members

---

#### Staff Role

##### Who Should Be Staff
- Sales associates
- Cashiers
- Warehouse workers
- Part-time employees
- Any team member who needs limited access

##### How Staff Permissions Work

Staff members receive permissions set by the Owner. Each staff member can have different permissions based on their responsibilities.

###### Available Permissions

**Product Permissions:**
- View products
- Add products
- Edit products
- Delete products

**Stock Permissions:**
- Stock in (record purchases)
- Stock out (record sales)
- Stock audit/adjustment
- Stock transfer

**Transaction Permissions:**
- View transaction history
- Edit transactions

**Report Permissions:**
- View accounting reports
- View stock reports
- View customer reports
- View receivables reports

**Contact Permissions:**
- Manage customers
- Manage suppliers

**Other Permissions:**
- Manage expenses
- Invite other staff (rarely granted)
- Change business profile

##### Default Staff Access

When invited, staff typically have access to:
- Record stock in/out
- View products
- View transaction history
- Manage customers (if enabled)

##### What Staff Cannot Do (by default):
- Delete transactions (unless granted permission)
- View buying prices (unless granted permission)
- Access financial reports (unless granted permission)
- Invite other staff (unless granted permission)
- Change business settings
- Manage subscriptions
- Create online catalogs

---

#### Setting Up Staff Permissions

##### When Inviting Staff

1. Go to **Home** → **Staff** (owner only)
2. Tap **"+"** to invite new staff
3. Enter staff phone number
4. Set permissions by toggling switches:
   - Can add products
   - Can edit products
   - Can delete products
   - Can stock in
   - Can stock out
   - Can view reports
   - etc.
5. Send invitation

Staff receives:
- SMS with download link
- Join code for your business
- Instructions to get started

##### Editing Staff Permissions

1. Go to **Home** → **Staff**
2. Tap on staff member
3. Toggle permissions on/off
4. Save changes

> **💡 Best Practice:** Start with minimal permissions and add more as needed. It's easier to grant access than to remove it.

---

#### Role Assignment Best Practices

##### For Small Teams (1-5 people)
```
Owner: 1 person (business owner)
Staff: 1-4 people (employees with appropriate permissions)
```

##### For Medium Teams (5-15 people)
```
Owner: 1 person
Staff: 4-14 people with varied permissions:
- Some with full operational access
- Some with limited access (cashiers only)
- Some with reporting access (managers)
```

---

#### Security Considerations

##### Best Practices

1. **Principle of Least Privilege**
   - Give minimum access needed for the job
   - Regularly review permissions
   - Remove access when staff leave

2. **Separation of Duties**
   - Different people for sales and inventory counting
   - Owner review for financial reports
   - Multiple eyes on stock adjustments

3. **Activity Monitoring**
   - Check History regularly
   - Review transaction edits
   - Monitor unusual patterns

##### Red Flags to Watch

| Warning Sign | Action |
|--------------|--------|
| Frequent transaction edits | Review with staff member |
| Access outside work hours | Verify if legitimate |
| Unusual stock adjustments | Investigate immediately |

---

#### Managing Staff Access

##### Inviting Staff

1. Go to **Home** → **Staff**
2. Tap **"+"** button
3. Enter phone number
4. Set permissions
5. Send invitation

##### Removing Staff

1. Go to **Home** → **Staff**
2. Find staff member
3. Tap **"Remove"**
4. Confirm removal

> **⚠️ Important:** Removed staff immediately lose access. Their transaction history remains for records.

##### Changing Permissions

1. Select staff member
2. Toggle permissions on/off
3. Save changes

Permissions update immediately.

---

#### Common Permission Scenarios

##### Scenario 1: Cashier/Sales Person
**Need:** Can sell but not see costs
**Setup:**
- Can stock out
- Can view products
- Can add customers
- Cannot view buying price
- Cannot edit transactions
- Cannot access reports

##### Scenario 2: Inventory Manager
**Need:** Manage stock but not financials
**Setup:**
- Can stock in/out/audit
- Can add/edit products
- Can view stock reports
- Cannot view buying price (optional)
- Cannot view accounting reports

##### Scenario 3: Manager/Supervisor
**Need:** Run operations and view reports
**Setup:**
- All stock permissions
- Product management
- View all reports
- Cannot invite staff
- Cannot change subscription

##### Scenario 4: Accountant/Bookkeeper
**Need:** See data but not operate
**Setup:**
- View all transactions
- Access all reports
- View buying prices
- Cannot create transactions
- Cannot edit products

---

#### Troubleshooting

##### "Staff can't see products"
- Check if they have permission to view products
- Verify they're logged into correct business
- Check if products are in stock

##### "Staff can't record sales"
- Ensure "Stock Out" permission is enabled
- Check if they've reached staff limits (subscription)
- Verify stock is available

##### "Staff sees wrong prices"
- They're seeing buying price instead of selling price
- Remove permission to view buying prices
- Staff should only see selling price

##### "Can't invite more staff"
- Check your subscription plan's staff limit
- Free: 1 staff, Basic: 3 staff, Plus: 5 staff, Advance: unlimited
- Upgrade subscription if needed

---

#### FAQ

**Q: Can I have multiple Owners?**
A: No, each business has one Owner who created it. However, you can grant extensive permissions to staff members to act as managers.

**Q: Can Staff see each other's transactions?**
A: Yes, all staff can view the complete transaction history in the History section, depending on their permissions.

**Q: What happens when I downgrade subscription?**
A: Staff limits apply. If you have more staff than your new plan allows, excess staff will lose access until you upgrade or remove users.

**Q: Can Staff use the web version?**
A: Yes, staff can log in at web.kelola.co with the same permissions as the mobile app.

**Q: How do I know what a staff member can do?**
A: Go to Home → Staff, select the user, and view their permission list.

**Q: Can Staff invite other staff?**
A: Only if you grant them the specific permission to invite staff. Most businesses restrict this to the Owner only.

**Q: How many staff can I add?**
A: Depends on your subscription:
- Free: 1 staff
- Basic: 3 staff
- Plus: 5 staff
- Advance: Unlimited staff

---

#### Staff Limits by Subscription Plan

| Plan | Staff Limit | Product Limit | Catalog Limit |
|------|-------------|---------------|---------------|
| Free | 1 | 100 | 1 |
| Basic | 3 | 500 | 3 |
| Plus | 5 | 2,000 | 5 |
| Advance | Unlimited | Unlimited | Unlimited |

#### Granular Financial and Category Permissions

**Financial Report** is a parent permission. Owners can grant these sub-accesses separately:

- Sales data
- Receivables
- Purchases
- Expenses
- Assets
- Profit
- Download report
- Filter by staff

Removing the parent Financial Report permission also removes its sub-accesses. Staff only see report sections granted to them; owners retain full access.

Customer and supplier category management also have separate permissions. Staff can still view assigned categories without permission to create, rename, or remove them.

---

### [Inviting Staff Members](https://help.kelola.co/en/staff/invite-staff/)

> Step-by-step guide to inviting team members to your Kelola business. Learn about invitation codes, permissions, and onboarding staff.
>
> Canonical source: [https://help.kelola.co/en/staff/invite-staff/](https://help.kelola.co/en/staff/invite-staff/)
> Last updated: 2026-02-15

#### What You'll Learn

By the end of this guide, you'll be able to:
- Invite staff members to your business
- Choose appropriate permission levels
- Send invitations
- Troubleshoot invitation issues
- Onboard new team members

---

#### Before You Invite Staff

##### Prerequisites

- You must be the **Owner**
- Your subscription supports the number of staff (check your plan limits)
- Staff member has a phone number
- You have not reached your staff limit

##### Staff Limits by Plan

| Plan | Staff Limit |
|------|-------------|
| Free | 1 staff |
| Basic | 3 staff |
| Plus | 5 staff |
| Advance | Unlimited |

##### Plan the Permission Level

**Ask yourself:**
- What will this person do daily?
- What data should they see?
- What should they NOT access?

**Quick Reference:**
| Permission Level | Typical Use |
|-----------------|-------------|
| **Minimal** | Can only record sales, view products |
| **Standard** | Can manage stock, add products, view reports |
| **Extended** | Can manage customers, suppliers, expenses |

> **💡 Best Practice:** Start with fewer permissions. You can always add more later.

---

#### Step-by-Step Invitation

##### Step 1: Access Staff Management

1. Open Kelola app
2. From **Home** screen, tap **"Staff"** (Owner only)
3. View current team list

##### Step 2: Start Invitation

1. Tap **"+"** button (top right)
2. Invitation form opens

##### Step 3: Enter Staff Information

**Required:**
| Field | Description |
|-------|-------------|
| **Phone Number** | Staff member's mobile number (for SMS invitation) |

**Optional - Set Permissions:**
Before sending, you can toggle permissions:
- Can add products
- Can edit products
- Can delete products
- Can view buying price
- Can stock in
- Can stock out
- Can audit stock
- Can transfer stock
- Can view transaction history
- Can edit transactions
- Can view reports (accounting, stock, customers, receivables)
- Can manage customers
- Can manage suppliers
- Can manage expenses
- Can invite staff (rarely given)
- Can change business profile

##### Step 4: Send Invitation

1. After setting permissions, tap **"Invite"**
2. Staff receives SMS with:
   - Download link for the app
   - Join code
   - Instructions

##### Step 5: Confirmation

After sending:
- Staff appears in your staff list
- Status shows they haven't joined yet
- You'll see them in the list once they join

---

#### What Staff Receive

##### SMS Message

Staff receives a text message with:
- Invitation to join your business
- Download link for the app
- Join code
- Instructions to enter the code after installing

##### What Staff Needs to Do

1. **Download the app** from the link
2. **Install and open** Kelola
3. **Sign in** with their Google account
4. **Tap "Join Business"** (or similar option)
5. **Enter the join code** from the SMS
6. **Start using** the app with the permissions you set

---

#### Managing Staff

##### Viewing Staff List

In Home → Staff:
- See all invited and joined staff
- View their phone numbers
- See their permission settings

##### Resending Invitations

If staff didn't receive the SMS:

1. Find staff in the list
2. Tap on their name
3. Tap **"Invite"** again
4. A new SMS will be sent

**Note:** Each invitation generates a new code. Old codes may still work if not expired.

##### Removing Staff

If you invited someone by mistake or they haven't joined:

1. Find staff in list
2. Tap **"Remove"**
3. Confirm removal
4. They will be removed from your business

> **Important:** Once removed, they cannot rejoin with the same phone number immediately.

---

#### After Staff Joins

##### Notification

When staff successfully joins:
- They appear in your staff list
- You can see they have active access
- Their transactions will start appearing in History

##### Verify Setup

When staff joins:

1. Check they appear in the staff list
2. Verify their permissions are correct
3. Test that they can perform their required tasks
4. Welcome them and provide training

##### Adjusting Permissions

**If access needs change:**

1. Go to Home → Staff
2. Select staff member
3. Toggle specific permissions on/off
4. Changes save automatically

> **Changes take effect immediately.** Staff may need to restart the app to see permission changes.

---

#### Troubleshooting Invitations

##### "Code not working"

**Causes:**
- Code expired
- Already used
- Invitation cancelled
- Typo in code

**Solutions:**
- Send a new invitation
- Verify code entry (no spaces)
- Ensure they're using the most recent code

##### "Staff already in another business"

**Issue:** Staff account linked to different business

**Solutions:**
- Staff can join multiple businesses
- They should use "Join Business" in their existing Kelola account
- They don't need to create a new account

##### "Invitation not received"

**Check:**
- Correct phone number
- Phone has signal
- SMS not blocked

**Try:**
- Resend the invitation
- Check if phone number is correct
- Try a different phone number if available

##### "Cannot invite more staff"

**Issue:** Subscription limit reached

**Solutions:**
- Check your plan's staff limit
- Remove inactive staff first
- Upgrade subscription if needed

**Staff Limits:**
- Free: 1 staff (including yourself = 1 total)
- Basic: 3 staff
- Plus: 5 staff
- Advance: Unlimited

##### "Permission denied" error

**Cause:** Only Owner can invite staff

**Solution:**
- Only the business owner can invite staff
- Staff cannot invite other staff unless specifically given that permission
- The owner must send all invitations

---

#### Staff Onboarding Checklist

##### Before First Day

- [ ] Send invitation
- [ ] Confirm correct phone number
- [ ] Set appropriate permissions
- [ ] Prepare device (if company phone)
- [ ] Schedule training time

##### First Day Training

**Show them:**
- [ ] How to login (Google Sign-In)
- [ ] How to join the business (enter code)
- [ ] Where to find products
- [ ] How to record sales (Stock Out)
- [ ] How to record purchases (Stock In)
- [ ] Who to ask for help

**Explain:**
- [ ] Their role and responsibilities
- [ ] What they can/can't access
- [ ] Daily closing procedures
- [ ] How to handle mistakes

##### First Week

- [ ] Check they're recording transactions correctly
- [ ] Review any mistakes gently
- [ ] Answer questions
- [ ] Adjust permissions if needed

---

#### Best Practices

##### Security

✅ **Verify identity**
- Confirm phone number is correct
- Speak to person before inviting
- Don't send codes to unknown numbers

✅ **Principle of least privilege**
- Start with minimum access needed
- Add permissions as they prove trustworthy
- Regular permission audits

✅ **Remove promptly**
- Remove access immediately when staff leaves
- Don't wait for subscription renewal
- Prevent unauthorized access

##### Organization

✅ **Use real names**
- Full names (not nicknames)
- Easy to identify in History
- Professional records

✅ **Document roles**
- Keep list of who has what permissions
- Update when roles change
- Review regularly

---

#### FAQ

**Q: How many staff can I invite?**
A: Depends on your plan:
- Free: 1 staff
- Basic: 3 staff
- Plus: 5 staff
- Advance: Unlimited

**Q: Can one person be staff in multiple businesses?**
A: Yes! Staff can join multiple Kelola businesses with the same Google account.

**Q: Do staff need their own subscription?**
A: No, staff access is included in the owner's subscription.

**Q: Can I see what staff are doing?**
A: Yes, view History to see all transactions created by each staff member.

**Q: What if staff can't join?**
A: Check:
- They downloaded the correct app
- They're using Google Sign-In
- They're entering the code correctly
- Try sending a new invitation

**Q: Can I transfer ownership to staff?**
A: Currently, ownership transfer is not available in the app. Contact support for assistance.

**Q: Do invitation codes expire?**
A: Yes, codes expire after a period if not used. Send a new invitation if needed.

**Q: Can staff see my financial data?**
A: Only if you give them permission. By default, staff cannot see buying prices or profit margins.

**Q: How do I know if staff joined successfully?**
A: They will appear in your Home → Staff list as an active member.

---

### [Managing Team Members](https://help.kelola.co/en/staff/managing-team/)

> Guide to managing staff after they've joined. Learn to update permissions, monitor activity, and maintain team efficiency.
>
> Canonical source: [https://help.kelola.co/en/staff/managing-team/](https://help.kelola.co/en/staff/managing-team/)
> Last updated: 2026-02-15

#### What You'll Learn

By the end of this guide, you'll be able to:
- View and update staff permissions
- Monitor team activity through History
- Handle staff departures
- Troubleshoot access issues

---

#### Accessing Staff Management

##### Viewing Your Team

1. Go to **Home** screen
2. Tap **"Staff"** from the quick actions menu (Owner only)
3. View all team members

##### Understanding the Staff List

Each entry shows:
| Element | Meaning |
|---------|---------|
| **Name** | Staff member's name |
| **Phone** | Staff member's phone number |
| **Status** | Active/Inactive |

---

#### Viewing Staff Details

##### Individual Profile

Tap any staff member to see:

**Basic Information:**
- Full name
- Phone number
- Join date

**Permissions:**
- Current access levels
- What actions they can perform

---

#### Updating Permissions

##### When to Update

**Add permissions when:**
- Staff takes on more responsibility
- Proven trustworthy
- Needs additional access for their role

**Remove permissions when:**
- Role changes
- Security concerns
- Mistakes made that require limited access

##### How to Change Permissions

1. Go to **Home** → **Staff**
2. Select staff member
3. Toggle specific permissions on/off:

| Category | Options |
|----------|---------|
| **Products** | Can add, Can edit, Can delete, Can view buying price |
| **Stock** | Can stock in, Can stock out, Can audit, Can transfer |
| **Transactions** | Can view history, Can edit transactions |
| **Reports** | Can view accounting, Can view stock, Can view customers, Can view receivables |
| **Contacts** | Can manage customers, Can manage suppliers |
| **Other** | Can manage expenses, Can invite staff, Can change business profile |

4. Changes save automatically

> **Changes take effect immediately.** Staff sees new permissions on their next action.

---

#### Monitoring Team Activity

##### Using History

Track staff activity through the History feature:

1. Go to **History** from bottom navigation
2. View all transactions
3. Each transaction shows which staff member created it
4. Use filters to see specific staff member's activity

##### What You Can Track

- Transactions created (Stock In, Stock Out, Audit)
- Products added or edited
- Customer/supplier records created
- Time of activity

##### Staff Activity Patterns

Review regularly for:
- Unusual activity times
- High error rates
- Training needs
- Performance recognition

---

#### Handling Staff Departures

##### When Staff Leaves

**Immediate actions:**

1. **Remove the Staff Member**
   - Go to Home → Staff
   - Find the staff member
   - Tap **"Remove"**
   - Confirm removal
   - Access immediately blocked

2. **Review Recent Activity**
   - Check History for their last transactions
   - Verify nothing pending
   - Note any issues

3. **Handover Check**
   - Outstanding receivables they managed
   - Ongoing customer issues
   - Inventory they were tracking

> **⚠️ Important:** Once removed, staff cannot be re-added with the same phone number immediately. They would need to be invited again with a different number or after a waiting period.

##### Why Remove Instead of Disable

**Kelola does not have a "disable" feature.** When you remove staff:
- They cannot login
- They don't count toward your subscription limit
- Their transaction history remains in the system
- Historical reports still show their activity

##### Re-adding Staff

If staff returns:

1. Invite them again using the same process
2. Set up new permissions
3. They'll receive a new invitation code

---

#### Team Management Best Practices

##### Regular Reviews

**Monthly:**
- Review staff activity through History
- Check for permission adjustments needed
- Verify no unauthorized access

**Quarterly:**
- Permission audit — remove unnecessary access
- Review staff list — remove inactive members
- Training needs assessment

##### Security Maintenance

✅ **Regular audits**
- Review who has access
- Remove ex-staff promptly
- Check permission levels are appropriate

✅ **Device management**
- Ensure staff log out on shared devices
- Remove access immediately when staff leaves
- Monitor for unusual login patterns

##### Communication

✅ **Permission changes**
- Inform staff when access changes
- Explain why adjustments were made
- Offer training if needed

✅ **Role expectations**
- Clear job descriptions
- Defined permissions align with role
- Regular feedback

---

#### Troubleshooting

##### "Staff can't login"

**Check:**
- They were not removed from the business
- Using correct phone number
- App updated to latest version
- Internet connection

**Try:**
- Reinstall app
- Contact support if persistent

##### "Staff sees wrong business"

**Cause:** Multi-business account, wrong selection

**Fix:**
1. Staff should check they're in the correct business
2. Use "Switch Business" in More menu if needed

##### "Permissions not working"

**Check:**
- Changes saved successfully
- Staff restarted app
- No conflicting permissions
- Subscription active (affects staff limits)

**Try:**
- Toggle permission off and on
- Log out and back in

##### "Can't invite more staff"

**Cause:** Staff limit reached for your subscription plan

**Solution:**
- Free: 1 staff max
- Basic: 3 staff max
- Plus: 5 staff max
- Advance: Unlimited

Upgrade subscription or remove inactive staff.

##### "Staff report shows wrong data"

**Check:**
- Correct date range in History filters
- Right staff member selected
- Transactions properly attributed
- Sync complete (pull down to refresh)

---

#### FAQ

**Q: Can I see what staff are doing in real-time?**
A: Activity appears in History shortly after actions. Not truly real-time but near real-time.

**Q: Can staff see they're being monitored?**
A: Staff know their transactions are recorded in History. Activity reports are Owner only.

**Q: What happens to transactions if I remove a staff member?**
A: Transactions remain in History and show the staff member's name at the time of the transaction.

**Q: Can staff work offline?**
A: Yes, but activity syncs when online. Check History when they're back online.

**Q: How do I know if staff shared their login?**
A: Look for: simultaneous activity from different locations, unusual activity patterns. Each staff should have their own account.

**Q: Can I limit staff to specific time windows?**
A: Not currently. Monitor through History and address issues directly.

**Q: What if staff loses their phone?**
A: Remove their account immediately from Home → Staff. Re-invite them when they have a new device.

**Q: How many staff can I have?**
A: Depends on your plan:
- Free: 1 staff
- Basic: 3 staff
- Plus: 5 staff
- Advance: Unlimited staff

---

### [How Staff Can Join a Business](https://help.kelola.co/en/staff/join-business/)

> Guide for staff members to join a business and start collaborating.
>
> Canonical source: [https://help.kelola.co/en/staff/join-business/](https://help.kelola.co/en/staff/join-business/)
> Last updated: 2026-07-29

#### For New Users

##### 1. Get a Staff Invitation Code

To join a business, you need an invitation code from the business owner. The owner will:
- Send you an SMS with the invitation code
- Or provide the code directly to you

**Important:** The invitation code is unique and can only be used once.

##### 2. Download and Install Kelola

1. Download the Kelola app:
   - **Android**: [Google Play Store](https://go.kelola.co/android)
   - **iOS**: [App Store](https://go.kelola.co/ios)
2. Install the app on your device
3. Open the app

##### 3. Create Your Account

Kelola uses Google Sign-In for account creation:

1. Tap **"Continue with Google"**
2. Select your Google account
3. Allow Kelola to access basic account information
4. Your account is now created

**Note:** You must use a Google account to sign up. Email/password registration is not available.

##### 4. Join the Business

After signing in:

1. You'll see the option **"Join Business"** on the welcome screen
2. Tap **"Join Business"**
3. Enter the invitation code provided by the business owner
   - The code is case-sensitive
   - Enter it exactly as provided
4. Tap **"Submit"** or **"Join"**

##### 5. Start Working

Once you successfully join:

- You'll be taken to the business dashboard
- You can start using the app based on your permissions
- Your activities will be tracked under your account

**What you can do depends on the permissions set by the owner:**
- Record sales (Stock Out)
- Record purchases (Stock In)
- View products
- Manage customers
- And more (based on your access level)

---

#### For Existing Users

If you already have a Kelola account and want to join an additional business:

##### Method 1: From the Home Screen

1. Open Kelola app
2. Make sure you're logged in
3. Look for **"Join Business"** option on the home screen
4. Enter the invitation code
5. Tap **"Join"**

##### Method 2: Switch Between Businesses

If you're already part of one business and want to switch:

1. Go to **More** (bottom navigation)
2. Tap **"Switch Business"**
3. You'll see a list of businesses you're part of
4. Select the business you want to work with

**Note:** You can be a member of multiple businesses with the same Kelola account.

---

#### Troubleshooting

##### "Invalid Code" Error

**Possible causes:**
- Code entered incorrectly (check for typos)
- Code has expired
- Code was already used
- Wrong case (codes are case-sensitive)

**Solutions:**
- Double-check the code with the business owner
- Ask the owner to send a new invitation
- Make sure you're entering all characters correctly

##### "Code Already Used" Error

This means:
- The code has already been redeemed
- Ask the business owner to send a fresh invitation

##### Can't Find "Join Business" Option

**Try:**
- Logging out and logging back in
- Closing and reopening the app
- Checking if you're already logged into a business

##### Joined Wrong Business

If you accidentally joined the wrong business:
1. Contact that business owner to remove you
2. Ask the correct business owner for a new invitation
3. Join the correct business

---

#### After Joining

##### What to Expect

- You'll see the business name at the top of the app
- Your permissions are set by the business owner
- You can only perform actions you're authorized to do
- Your activity is recorded and visible to the owner

##### Getting Help

If you have issues:
- Contact the business owner who invited you
- Check the Help Center at help.kelola.co
- Contact Kelola support through the app

---

#### FAQ

**Q: Can I join multiple businesses?**
A: Yes! You can be a staff member in multiple businesses using the same Kelola account.

**Q: Do I need to pay to join a business?**
A: No, staff access is included in the business owner's subscription.

**Q: What if I forget which business I'm in?**
A: The business name is displayed at the top of the Home screen.

**Q: Can I leave a business?**
A: Yes, but you'll need to ask the business owner to remove you from their staff list.

**Q: What happens to my data if I leave?**
A: Your transaction history remains with the business for record-keeping purposes.

**Q: Can I use Kelola without joining a business?**
A: No, you need to either create your own business or join an existing one to use Kelola.

#### Change Language Before Joining

The join-business screen shows the current language as a flag and language name. Tap it to choose another supported language before entering an invitation code. The welcome and join screens update immediately, making it easier for staff to complete onboarding in their preferred language.

## Business Reports

### [Understanding Business Reports](https://help.kelola.co/en/report/understanding-reports/)

> Complete guide to Kelola's reporting system. Learn about financial reports, stock reports, customer analytics, and how to interpret data for better business decisions.
>
> Canonical source: [https://help.kelola.co/en/report/understanding-reports/](https://help.kelola.co/en/report/understanding-reports/)
> Last updated: 2026-06-06

#### What You'll Learn

By the end of this guide, you'll be able to:
- Navigate all report types in Kelola
- Understand financial performance metrics
- Analyze stock movements and trends
- Generate customer insights
- Export and share reports

---

#### Reports Overview

Kelola provides comprehensive reporting to help you understand your business performance. Reports are organized into categories:

| Report Category | Purpose | Key Metrics |
|-----------------|---------|-------------|
| **Financial** | Track revenue, profit, expenses | Sales, profit margin, trends |
| **Stock** | Monitor inventory levels | Stock movements, low stock alerts |
| **Customers** | Analyze customer behavior | Purchase history, top customers |
| **Receivables** | Track unpaid balances | Outstanding debts, payment status |
| **Holistic** | Combine multiple paid businesses | Group sales, profit, purchases, expenses |

---

#### Accessing Reports

##### Navigation

1. Go to **Home** screen
2. Tap **"View Reports"** (Lihat Laporan)
3. Select the specific report you want to view:
   - Stock Report
   - Accounting Report
   - Receivables Report
   - Customer Report
   - Expense Report
   - Holistic Report, for eligible multi-business owners
4. Set date range and filters
5. View or export the report

**Note:** Some reports require a subscription (Basic, Plus, or Advance plan). Free users have limited access to reports.

##### Common Report Controls

**Date Range Selector:**
- Today
- Last 7 days
- This month
- Last month
- Custom range

**Export Options:**
- PDF - For sharing/printing
- Excel/CSV - For analysis
- View on screen - Quick review

---

#### Financial Reports

##### Financial Summary Report

Your complete business financial overview.

**What's Included:**
- Total sales revenue
- Total purchases (stock in)
- Gross profit calculation
- Expense summary
- Net profit

**How to Read:**
```
Sales Revenue:     $10,000
Purchase Costs:    -$6,000
Gross Profit:       $4,000
Expenses:          -$1,000
Net Profit:         $3,000
```

**Time Periods:**
- Daily breakdown
- Weekly summary
- Monthly view
- Yearly comparison

##### Sales by Product Report

Identify your best and worst performing products.

**Metrics:**
- Units sold
- Revenue per product
- Profit margin
- Compare periods

**Use Cases:**
- Stock purchasing decisions
- Promotion planning
- Product discontinuation

##### Sales Trends

Visual charts showing business performance over time.

**Chart Types:**
- Line graph - Sales over time
- Bar chart - Compare periods
- Pie chart - Category breakdown

---

#### Stock Reports

##### Stock Movement Report

Track all inventory changes.

**What's Tracked:**
- Stock in (purchases)
- Stock out (sales)
- Adjustments
- Current levels

**Key Insights:**
- Fast-moving products
- Slow-moving inventory
- Reorder timing

##### Low Stock Alert

Prevent stockouts with automatic alerts.

**How It Works:**
1. Set minimum stock levels per product
2. Kelola monitors quantities
3. Get alerts when stock is low
4. Reorder before running out

**Setting Alerts:**
1. Go to **Stock Alerts**
2. Select product
3. Set minimum quantity
4. Save

##### Stock Valuation

Know the value of your inventory.

**Calculations:**
- Quantity on hand × Cost price
- Total inventory value
- Value by category

---

#### Customer Reports

##### Customer List Report

Complete customer database with purchase history.

**Information Included:**
- Customer name and contact
- Total purchases
- Total amount spent
- Last purchase date
- Outstanding balance

##### Top Customers Report

Identify your most valuable customers.

**Ranked By:**
- Total purchase amount
- Number of transactions
- Average order value

**Benefits:**
- VIP customer recognition
- Targeted promotions
- Loyalty programs

##### Customer Purchase History

Detailed view of individual customer activity.

**View:**
- All transactions
- Products purchased
- Payment patterns
- Returns history

---

#### Receivables Report

##### Outstanding Balances

Track who owes you money.

**Report Shows:**
- Customer name
- Total outstanding amount
- Days overdue
- Last payment date

##### Payment Status Tracking

Monitor partial payments and credit.

**Statuses:**
- **Paid** - Fully paid
- **Partial** - Part paid, balance due
- **Unpaid** - Nothing paid yet
- **Overdue** - Past payment terms

---

#### Expense Reports

##### Expense Summary

Track all business spending.

**Categories:**
- Rent
- Utilities
- Salaries
- Supplies
- Marketing
- Other

**Analysis:**
- Total expenses by category
- Trend over time
- Percentage of revenue

##### Expense Trends

Identify spending patterns.

**Questions Answered:**
- Are expenses increasing?
- Which category grew most?
- Seasonal variations?

---

#### Holistic Report

The **Holistic Report** combines financial data from multiple paid businesses into one owner view.

Use it when you manage more than one business and want to compare performance without switching business workspaces.

**Requirements:**
- At least 2 paid businesses
- Same currency across included businesses
- Owner access

**What's Included:**
- Combined financial summary
- Breakdown by business
- Period details
- Excel download

Learn more in [Holistic Report](https://help.kelola.co/en/report/holistic-report/).

---

#### Using Reports for Decision Making

##### Daily Operations

**Morning Routine:**
1. Check yesterday's sales
2. Review low stock alerts
3. Follow up on overdue payments

##### Weekly Planning

**Weekly Review:**
1. Top selling products
2. Customer activity
3. Expense tracking
4. Stock levels

##### Monthly Strategy

**Monthly Analysis:**
1. Profit and loss summary
2. Compare to previous month
3. Identify trends
4. Adjust purchasing

##### Quarterly Business Review

**Strategic Decisions:**
1. Product line evaluation
2. Customer retention analysis
3. Profitability by category
4. Growth opportunities

---

#### Exporting and Sharing Reports

##### Export Formats

**PDF:**
- Professional format
- Easy to share
- Print-ready

**Excel/CSV:**
- Data analysis
- Custom calculations
- Import to other systems

##### Sharing Options

1. **Email** - Send directly from Kelola
2. **Download** - Save to device
3. **Print** - Physical copy
4. **Cloud storage** - Upload to Google Drive, Dropbox

---

#### Best Practices

##### For Accuracy

✅ **Regular review**
- Check reports weekly
- Verify data matches reality
- Spot discrepancies early

✅ **Consistent categorization**
- Use same expense categories
- Consistent product categorization
- Accurate customer records

✅ **Timely data entry**
- Record transactions promptly
- Don't backlog entries
- Daily reconciliation

##### For Insights

✅ **Compare periods**
- Month-over-month
- Year-over-year
- Seasonal comparisons

✅ **Set benchmarks**
- Target profit margins
- Sales goals
- Stock turnover rates

✅ **Act on insights**
- Adjust inventory
- Focus on profitable products
- Address customer issues

---

#### Troubleshooting

##### "Report data doesn't match"
- Check date range is correct
- Verify all transactions are recorded
- Check for pending/sync issues

##### "Can't export report"
- Check internet connection
- Try different format
- Contact support if persistent

##### "Report loading slowly"
- Reduce date range
- Apply filters before loading
- Try during off-peak hours

##### "Missing transactions"
- Check if transactions are in correct date range
- Verify staff recorded transactions
- Check for deleted transactions

---

#### FAQ

**Q: How often are reports updated?**
A: Reports update in real-time as transactions are recorded.

**Q: Can I customize report date ranges?**
A: Yes, most reports allow custom date ranges from any period.

**Q: Who can access reports?**
A: Depends on permissions set by the Owner. Staff can view reports if they have been granted permission to view accounting reports, stock reports, customer reports, or receivables reports.

**Q: Can I schedule automated reports?**
A: Currently, reports are generated on-demand. Scheduled reports may be available in future updates.

**Q: How far back does report data go?**
A: Reports include all historical data since you started using Kelola.

**Q: Can I compare multiple locations?**
A: Yes, eligible owners can use the Holistic Report to compare multiple paid businesses with the same currency. You can also switch between businesses to view each location separately.

**Q: What's the difference between gross and net profit?**
A: Gross profit = Sales - Cost of goods. Net profit = Gross profit - All expenses.

---

### [Holistic Report](https://help.kelola.co/en/report/holistic-report/)

> See the combined financial picture across multiple paid businesses, without switching between locations one by one.
>
> Canonical source: [https://help.kelola.co/en/report/holistic-report/](https://help.kelola.co/en/report/holistic-report/)
> Last updated: 2026-06-06

When you run more than one business, checking reports one location at a time can get tiring fast.

One store may look healthy on its own, while another is quietly dragging down the group. **Holistic Report** helps owners see the bigger picture in one place.

---

#### What You Can Use It For

📊 Use Holistic Report when you want to answer questions like:

- **How much did all businesses sell this month?**
- **Which business brings in the most paid sales?**
- **Are purchases or expenses rising across the group?**
- **Which location needs attention before month-end?**

It is especially useful for monthly owner reviews, partner updates, and quick checks before you make business decisions.

---

#### Who Can Use It

Holistic Report is built for owners who manage multiple subscribed businesses.

| Requirement | What It Means |
|-------------|---------------|
| **Owner access** | You must be the owner of the businesses |
| **At least 2 paid businesses** | Free businesses are not included |
| **Same currency** | Kelola only combines businesses using the same currency |
| **Active subscription** | Included businesses must have active subscriptions |

⚠️ Kelola does not combine businesses with different currencies, because the totals would be misleading without currency conversion.

If you do not meet the requirements yet, Kelola will show a message explaining what is missing.

---

#### Open the Report

On web:

1. Go to **web.kelola.co**
2. Open the **business selection** page
3. Click **Holistic Report**
4. Choose the reporting period
5. Review the combined summary and the breakdown by business

The mobile app may also show a Holistic Report entry when your account is eligible.

---

#### How to Read It

Start with the **combined summary**. This tells you how the group is doing overall:
- Sales
- Paid sales
- Purchases
- Expenses
- Profit

Then look at the **business breakdown**. This is where the report becomes practical.

You may notice patterns like:
- One location sells a lot but collects payment slowly
- Purchases are rising faster than sales
- Expenses are concentrated in one business
- A smaller branch is more profitable than expected

💡 Treat this report like a monthly owner check-in. It helps you decide where to look next, not just what to send to accounting.

---

#### Download to Excel

For bookkeeping or deeper review:

1. Open **Holistic Report**
2. Set the date range
3. Click **Download**
4. Kelola downloads the report as an Excel file

📁 The Excel file is useful for monthly reporting, owner meetings, accountant review, or sharing numbers with partners.

---

#### If a Business Looks Missing

Check whether:
- You are the **owner** of that business
- The business has an **active paid subscription**
- The business uses the **same currency** as the other businesses

If your businesses use different currencies, review them separately from each business workspace.

---

#### FAQ

**Q: Can staff view Holistic Report?**
A: Holistic Report is designed for owners managing multiple paid businesses.

**Q: Are free businesses included?**
A: No. The report only includes subscribed businesses.

**Q: Can I combine businesses with different currencies?**
A: No. All included businesses must use the same currency.

**Q: Can I export Holistic Report?**
A: Yes. Use **Download** to export the selected period to Excel.

---

### [Financial Reports](https://help.kelola.co/en/report/accounting-report/)

> Comprehensive guide to understanding your business financial performance with sales, profit, expense tracking and visual analytics
>
> Canonical source: [https://help.kelola.co/en/report/accounting-report/](https://help.kelola.co/en/report/accounting-report/)
> Last updated: 2026-07-29

#### What is the Financial Report?

The **Financial Report** provides a complete overview of your business financial performance. It consolidates data from sales, purchases, expenses, and profits into an easy-to-read dashboard with visual charts and detailed transaction tables.

#### Why Use Financial Reports?

Financial reports help you:
- **Monitor business health** – Track revenue, costs, and profitability
- **Identify trends** – See patterns in sales and expenses over time
- **Make informed decisions** – Use data to guide business strategies
- **Simplify accounting** – Export data for tax reporting and bookkeeping
- **Track unpaid sales** – Monitor outstanding customer payments

#### Financial Report Dashboard

The dashboard consists of several key components:

##### 1. Financial Chart
A visual bar chart displaying:
- **Sales** – Total sales value (including unpaid)
- **Paid Sales** – Sales that have been paid
- **Purchases** – Total purchase costs (Stock In)
- **Expenses** – Business expenses recorded
- **Profit** – Net profit calculation

> **Tip:** Hover over chart bars to see exact values for each period.

##### 2. Summary Cards

Key metrics displayed as summary cards:

| Card | Description |
|------|-------------|
| **Total Sales** | Sum of all sales (paid + unpaid) in the selected period |
| **Paid Sales** | Sales that have been fully paid by customers |
| **Total Purchases** | Cost of all stock purchases (buying price × quantity) |
| **Total Expenses** | Sum of all recorded business expenses |
| **Total Profit** | Paid Sales − Purchases − Expenses, including eligible additional fees |
| **Assets Value** | Current value of all inventory (buying price × current stock) |
| **Lifetime Unpaid Sales** | Total outstanding receivables from all time |

> **Note:** Some metrics require permission to view capital prices. If you see "-", you may not have access to view buying prices.

##### 3. Transaction Report Table

A detailed breakdown by date showing:
- **Date** – The date/day/week/month of transactions
- **Sales** – Total sales for that period
- **Paid Sales** – Amount received from customers (with payment method breakdown)
- **Purchases** – Stock purchase costs
- **Expenses** – Business expenses
- **Profit** – Net profit for that period

Click on any row to see more details, or click the arrow next to Paid Sales to view payment methods used.

#### How to View Financial Reports

##### Step 1: Access Financial Reports
1. Open Kelola app
2. From **Home** screen, tap **"View Reports"** (Lihat Laporan)
3. Select **"Financial Report"** (Laporan Keuangan)

**Note:** Financial Report access requires permission and may require a paid subscription.

##### Step 2: Set Date Range
Use the **date picker** to select your analysis period:
- **Quick presets** – Last 7 days, 30 days, this month, last month, etc.
- **Custom range** – Select specific start and end dates

> **Note:** Free accounts may have limitations on historical data range. Upgrade to access older data.

##### Step 3: Choose Time Frame
Select how data is grouped using the **Time Frame** dropdown:

| Time Frame | Best For | Description |
|------------|----------|-------------|
| **Day** | Short-term analysis | Daily breakdown of transactions |
| **Week** | Weekly trends | 7-day grouped summaries |
| **Month** | Monthly reporting | Monthly aggregated data |
| **Year** | Long-term view | Yearly summaries |

> **Tip:** The time frame auto-adjusts based on your date range. Longer periods default to Month or Year view.

##### Step 4: Filter by Staff (Optional)
Use the **Staff Filter** to:
- View transactions by specific staff members
- Analyze individual performance
- Compare sales between team members

Select one or multiple staff from the dropdown. Clear filters to see all transactions.

#### Understanding Key Metrics

##### Sales vs. Paid Sales
- **Sales** = Total value of all Stock Out transactions
- **Paid Sales** = Portion of sales that customers have actually paid
- **Unpaid Sales** = Sales − Paid Sales (appears in Receivables Report)

Example:
- You sell $1,000 of products
- Customer pays $600 immediately
- Customer owes $400 (unpaid)
- Sales = $1,000 | Paid Sales = $600

##### Profit Calculation
```
Profit = Paid Sales − Purchases − Expenses
```

Additional Fees can affect profit depending on their setting:
- Fees with **Include in Profit** enabled count toward profit
- Fees with **Include in Profit** disabled are treated as pass-through amounts and are excluded from profit

**Example:**
- Paid Sales: $5,000
- Purchases: $2,000
- Expenses: $500
- **Profit: $2,500**

##### Assets Value
This represents the current value of your inventory:
```
Assets Value = Current Stock × Buying Price
```

This helps you understand the total capital tied up in inventory.

##### Lifetime Unpaid Sales
The total amount customers owe you from all time, not just the selected period. This is your total accounts receivable.

#### Downloading Financial Reports

Export detailed financial data to Excel:

1. Set your desired filters (date range, time frame, staff)
2. Click the **"Download"** button at the top right
3. The Excel file will include:
   - Date
   - Sales amount
   - Paid sales amount
   - Purchases
   - Expenses
   - Profit
   - Payment methods breakdown

> **Tip:** Download reports monthly for accounting records and tax preparation.

#### Analyzing Your Financial Data

##### Weekly Trend Analysis
Select "Week" as time frame to:
- Identify your best and worst performing weeks
- Spot seasonal patterns
- Plan inventory and staffing

##### Monthly Comparison
Select "Month" to:
- Compare month-over-month growth
- Identify seasonal trends
- Set monthly targets

##### Day-by-Day Tracking
Select "Day" for detailed analysis:
- See daily sales patterns
- Identify peak business days
- Track daily expenses

#### Common Use Cases

##### Track Business Growth
1. Set date range to last 6 months
2. Select "Month" time frame
3. Compare month-over-month sales and profit trends

##### Monitor Cash Flow
1. Check "Paid Sales" vs "Sales" to see collection rate
2. Review "Lifetime Unpaid Sales" to track receivables
3. Compare incoming (Paid Sales) vs outgoing (Purchases + Expenses)

##### Optimize Inventory
1. Compare "Assets Value" with "Sales"
2. High assets value + low sales = potential overstock
3. Use with Stock Report to optimize inventory levels

##### Staff Performance Review
1. Filter by individual staff members
2. Compare their sales figures
3. Identify top performers and training needs

#### Tips for Accurate Reporting

##### Record Transactions Promptly
- Enter Stock In, Stock Out, and Expenses on the same day
- Delays in recording affect accuracy of time-based reports

##### Use Consistent Buying Prices
- Set accurate buying prices when receiving stock
- This ensures correct profit calculations

##### Categorize Expenses Properly
- Use appropriate expense categories
- This helps separate operational costs for better analysis

##### Regular Review Schedule
- **Daily** – Check sales and cash position
- **Weekly** – Review trends and adjust operations
- **Monthly** – Full financial review and reporting

#### How Financial Data is Calculated

##### Data Sources
The Financial Report combines data from:
- **Stock Out** → Sales and Paid Sales
- **Stock In** → Purchases
- **Expenses** → Business expenses
- **Product Catalog** → Buying prices for profit calculation

##### Real-Time Updates
Financial data updates in real-time as you:
- Record new sales (Stock Out)
- Receive inventory (Stock In)
- Add expenses
- Record customer payments

##### Data Delay Notice
There may be a slight delay (few minutes) for data to fully sync across all reports due to processing.

#### Related Features

- **[Stock Report](https://help.kelola.co/en/report/stock-report/)** – View inventory movements and valuations
- **[Expense Report](https://help.kelola.co/en/report/expense/)** – Detailed expense breakdown by category
- **[Receivables Report](https://help.kelola.co/en/report/receivables-report/)** – Track unpaid customer invoices
- **[Customer Report](https://help.kelola.co/en/report/customers-report/)** – Individual customer purchase history

#### Need Help?

If you have questions about financial reports or need help interpreting your data, please contact our support team through the **Contact Us** button in the Kelola app.

#### Staff Access

Owners can grant the Financial Report and choose access to Sales, Receivables, Purchases, Expenses, Assets, Profit, report download, and filtering by staff. If a staff member cannot see a section or download action, the owner should review these sub-permissions.

---

### [Stock Report](https://help.kelola.co/en/report/stock-report/)

> Comprehensive inventory tracking with product-level details, stock movements, profit analysis, and downloadable reports
>
> Canonical source: [https://help.kelola.co/en/report/stock-report/](https://help.kelola.co/en/report/stock-report/)
> Last updated: 2026-02-14

#### What is the Stock Report?

The **Stock Report** provides detailed insights into your inventory movements and performance. It shows you exactly how much stock has come in, gone out, and the profitability of each product during a specific time period.

#### Why Use Stock Reports?

Stock reports help you:
- **Track inventory flow** – Monitor stock in, out, and current levels
- **Identify best-selling products** – See which products have high stock out volumes
- **Analyze product profitability** – Understand which products generate the most profit
- **Optimize stock levels** – Identify slow-moving vs fast-moving inventory
- **Staff performance** – Track which staff members handle the most stock transactions

#### Stock Report Dashboard

The dashboard consists of:

##### Summary Cards

| Card | Description |
|------|-------------|
| **Total Products** | Total number of products in your catalog |
| **Total Product Quantity** | Sum of all units currently in stock across all products |

##### Product Details Table

A comprehensive list showing for each product:

| Column | Description |
|--------|-------------|
| **Product Name** | Product name with image, category, and SKU |
| **Stock In** | Total units received during the selected period |
| **Stock Out** | Total units sold/outgoing during the period |
| **Profit** | Profit generated from this product (requires permission) |
| **Current Stock** | Latest available stock quantity |

> **Note:** Profit data requires permission to view capital prices. If you see "-", you may not have access.

#### How to View Stock Reports

##### Step 1: Access Stock Reports
1. Open Kelola app
2. From **Home** screen, tap **"View Reports"** (Lihat Laporan)
3. Select **"Stock Report"** (Laporan Stok)

**Note:** Access to reports requires permission. If you don't see the report option, contact your business owner.

##### Step 2: Set Date Range
Use the **date picker** to select your analysis period:
- **Quick presets** – Last 7 days, 30 days, this month, last month, etc.
- **Custom range** – Select specific start and end dates

The report will show stock movements that occurred within this date range.

##### Step 3: Filter by Staff (Optional)
Use the **Staff Filter** to:
- View stock transactions by specific staff members
- Analyze individual staff performance
- Track who handled specific stock movements

Select one or multiple staff from the dropdown.

**Subscription Required:** Stock Report access requires a paid subscription (Basic, Plus, or Advance plan). Free plan users have limited or no access to detailed reports.

#### Understanding the Product Table

##### Product Information
Each row shows:
- **Product Image** – Thumbnail of the product
- **Product Name** – Click to see full name if truncated
- **Category** – Product category
- **SKU** – Product SKU code

##### Stock In
Total quantity received through:
- Stock In transactions (purchases from suppliers)
- Stock Transfers from other businesses
- Stock Audit adjustments (positive)

##### Stock Out
Total quantity outgoing through:
- Stock Out transactions (sales to customers)
- Stock Transfers to other businesses
- Stock Audit adjustments (negative)

##### Profit Calculation
```
Product Profit = (Stock Out × Selling Price) − (Stock Out × Buying Price)
```

Or simplified:
```
Profit = Stock Out Quantity × (Selling Price − Buying Price)
```

This shows the gross profit for each product during the selected period.

##### Current Stock
The latest available quantity for each product, reflecting all transactions up to now (not just the selected date range).

#### Sorting the Report

Click on column headers to sort:

| Sort By | Description |
|---------|-------------|
| **Name** | Alphabetical order by product name |
| **Stock In** | Highest to lowest incoming quantities |
| **Stock Out** | Highest to lowest outgoing quantities |
| **Profit** | Highest to lowest profit (if accessible) |

Click again to reverse the sort order (ascending/descending).

#### Analyzing Your Stock Data

##### Identify Fast-Moving Products
Sort by **Stock Out** (descending) to see:
- Your best-selling products
- Products that need frequent restocking
- Top performers by volume

##### Identify Slow-Moving Products
Sort by **Stock Out** (ascending) to see:
- Products with low sales volume
- Potential dead stock
- Items that may need promotions

##### Track Purchase Patterns
Sort by **Stock In** to see:
- Which products you restock most frequently
- Products with high purchasing activity
- Seasonal stocking patterns

##### Profitability Analysis
Sort by **Profit** (if accessible) to see:
- Your most profitable products
- High-margin vs high-volume products
- Products contributing most to bottom line

#### Downloading Stock Reports

Export detailed stock data to Excel:

1. Apply desired filters (date range, staff)
2. Set your preferred sorting
3. Click the **"Download"** button at the top right
4. The Excel file will include:
   - Product name
   - Category
   - SKU
   - Stock In quantity
   - Stock Out quantity
   - Profit (if accessible)
   - Current stock quantity

> **Tip:** Download reports regularly to track inventory trends over time.

#### Common Use Cases

##### Weekly Inventory Review
1. Set date range to "Last 7 Days"
2. Review Stock In to see what was received
3. Review Stock Out to see what sold
4. Identify products needing reorder

##### Monthly Performance Analysis
1. Set date range to current month
2. Sort by Profit to see top performers
3. Identify products with high Stock In but low Stock Out (overstocking)
4. Plan purchasing strategy for next month

##### Staff Performance Review
1. Filter by individual staff member
2. Compare Stock In/Out volumes
3. Identify training needs or top performers

##### Seasonal Analysis
1. Set date range to previous season (e.g., last December)
2. Compare with current period
3. Identify seasonal trends
4. Plan inventory for upcoming season

#### Tips for Accurate Stock Reporting

##### Record All Transactions
- Ensure all Stock In, Stock Out, and Audit transactions are recorded
- Missing transactions will affect report accuracy

##### Set Accurate Prices
- Keep buying prices updated for accurate profit calculations
- Set correct selling prices for revenue tracking

##### Use Consistent Units
- Ensure product units are consistent (pieces, kg, liters, etc.)
- Mixed units can cause confusion in quantity reporting

##### Regular Audits
- Perform stock audits periodically to correct discrepancies
- Adjust stock quantities to match physical counts

#### Understanding Stock Movements

##### Stock In Sources
Stock In quantities come from:
- **Purchase Orders** – Buying from suppliers
- **Returns** – Customer returns (if recorded as Stock In)
- **Transfers** – Stock received from other business locations
- **Audits** – Positive adjustments from stock counts

##### Stock Out Destinations
Stock Out quantities go to:
- **Sales** – Sold to customers
- **Transfers** – Sent to other business locations
- **Damages/Losses** – Recorded through Stock Audit
- **Internal Use** – Used for business operations

##### Deleted Products
If you see "Product Deleted" in the report:
- The product was removed from your catalog
- Historical data is preserved for reporting
- SKU and category may show as "Info Not Found"

#### How Stock Data is Calculated

##### Real-Time Updates
Stock movements are recorded in real-time as you:
- Record Stock In transactions
- Process Stock Out sales
- Perform Stock Audits
- Transfer stock between businesses

##### Data Sources
The report combines data from:
- **Stock In transactions** → Incoming quantities
- **Stock Out transactions** → Outgoing quantities
- **Product Catalog** → Current stock levels, prices, details
- **Stock Audits** → Adjustments to quantities

##### Date Range Impact
- **Stock In/Out** – Shows only transactions within the selected date range
- **Current Stock** – Shows latest quantity regardless of date range (real-time)
- **Profit** – Calculated based on transactions within the date range

#### Related Features

- **[Financial Report](https://help.kelola.co/en/report/accounting-report/)** – Overall business financial performance
- **[Stock In](https://help.kelola.co/en/stock/record-stock-in/)** – Record incoming inventory
- **[Stock Out](https://help.kelola.co/en/stock/record-stock-out/)** – Record sales and outgoing stock
- **[Stock Transfer](https://help.kelola.co/en/stock/stock-transfer/)** – Move stock between businesses
- **[Product List](https://help.kelola.co/en/barcode/scanning-barcodes/)** – Manage your product catalog

#### Need Help?

If you have questions about stock reports or need help analyzing your inventory data, please contact our support team through the **Contact Us** button in the Kelola app.

---

### [Customer Reports](https://help.kelola.co/en/report/customers-report/)

> Guide to viewing and downloading customer reports in Kelola.co
>
> Canonical source: [https://help.kelola.co/en/report/customers-report/](https://help.kelola.co/en/report/customers-report/)
> Last updated: 2026-02-15

#### Customer Reports

The customer reporting feature in Kelola.co provides insights and analysis of purchases made by your buyers and customers.

#### What You'll Learn

By the end of this guide, you'll be able to:
- View customer purchase reports
- Analyze customer spending patterns
- Download customer data
- Identify top customers

#### Accessing Customer Reports

1. **Open the Kelola.co app**
2. From **Home** screen, tap **"View Reports"** (Lihat Laporan)
3. Select **"Customer Report"** (Laporan Pembeli)
4. Set your desired time period
5. Kelola.co will display customer transaction data

**Note:** Customer Report access requires permission and may require a paid subscription.

#### What's Included

The Customer Report shows:
- **Customer name** and contact information
- **Total transactions** - Number of purchases made
- **Total sales** - Total amount spent by each customer
- **Profit** - Profit generated from each customer (if accessible)
- **Last purchase** - Date of most recent transaction

#### Using the Report

##### View Customer Details
Tap on any customer to see:
- Complete purchase history
- Individual transaction details
- Payment status (paid, partial, unpaid)

##### Sort and Filter
- Sort by total sales (highest to lowest)
- Sort by transaction count
- Filter by date range
- Filter by specific customers

##### Download Reports
1. Set your desired filters and date range
2. Tap **"Download"** button
3. The customer report will download in Excel format
4. Use for analysis, marketing, or accounting

#### Benefits

- **Identify top customers** - See who spends the most
- **Track customer loyalty** - Monitor repeat purchases
- **Analyze buying patterns** - Understand customer preferences
- **Targeted marketing** - Use data for promotions
- **Credit management** - Track unpaid balances

#### Related Reports

- **[Receivables Report](https://help.kelola.co/en/report/receivables-report/)** - Track unpaid customer balances
- **[Financial Report](https://help.kelola.co/en/report/accounting-report/)** - Overall business financial performance
- **[Stock Report](https://help.kelola.co/en/report/stock-report/)** - Inventory movements and valuations

#### FAQ

**Q: Who can access customer reports?**
A: Staff with "readCustomerReport" permission can view this report. Contact your business owner for access.

**Q: Can I export customer data?**
A: Yes, tap the Download button to export to Excel format.

**Q: How far back does the data go?**
A: Reports include all historical data since you started using Kelola, subject to your subscription plan's date range limits.

**Q: Can I see individual transactions per customer?**
A: Yes, tap on any customer in the report to see their detailed transaction history.

---

### [Receivables Report](https://help.kelola.co/en/report/receivables-report/)

> Track and manage customer unpaid transactions with automatic balance calculations
>
> Canonical source: [https://help.kelola.co/en/report/receivables-report/](https://help.kelola.co/en/report/receivables-report/)
> Last updated: 2026-07-29

#### What is Receivables Report?

The **Receivables Report** helps you track all outstanding payments from your customers. It automatically calculates unpaid balances from stock out transactions, giving you a clear overview of who owes you money and how much.

This feature is essential for businesses that:
- Sell on credit or partial payment terms
- Need to follow up on outstanding invoices
- Want to monitor customer payment history
- Require accurate cash flow forecasting

#### How Receivables Work

When you record a stock out (sale), Kelola automatically tracks the payment status:

##### Automatic Balance Calculation
- **Full Payment** – Transaction is marked as paid, no balance remains
- **Partial Payment** – The remaining amount automatically appears in the Receivables Report
- **No Payment** – The full transaction amount is recorded as receivable

##### Real-Time Updates
The Receivables Report updates instantly whenever you:
- Record a new stock out with partial/unpaid amount
- Receive a payment from a customer
- Adjust payment amounts on existing transactions

#### How to View Receivables Report

Follow these steps to access your receivables:

##### Step 1: Access Reports
1. Open the Kelola.co app
2. From **Home** screen, tap **"View Reports"** (Lihat Laporan)
3. Select **"Receivables Report"** (Laporan Piutang)

**Note:** Receivables Report access requires permission and may require a paid subscription.

##### Step 2: View Receivables Report
1. Tap **"Receivables Report"** from the reports list
2. The report displays all customers with outstanding balances

##### Step 3: Understand the Report
Each entry in the Receivables Report shows:
- **Customer Name** – Who owes the payment
- **Total Outstanding** – Total unpaid amount across all transactions
- **Transaction Count** – Number of unpaid transactions
- **Last Transaction Date** – Most recent sale date

##### Step 4: View Customer Details
Tap on any customer to see:
- Complete list of unpaid transactions
- Individual transaction amounts
- Original transaction dates
- Amount already paid vs. remaining balance

#### Managing Receivables

##### Recording Payments
When a customer pays their outstanding balance:

1. Go to the **Receivables Report**
2. Tap on the customer name
3. Select the specific transaction they are paying
4. Tap **"Record Payment"**
5. Enter the payment amount (can be partial or full)
6. Select payment date and method
7. Save – the balance will update automatically

##### Following Up on Overdue Payments
Use the Receivables Report to:
- Identify customers with long-outstanding balances
- Export the report for accounting or collection purposes
- Plan your cash flow based on expected collections

#### Best Practices for Managing Receivables

##### Set Clear Payment Terms
- Establish payment terms before making sales
- Communicate due dates clearly to customers
- Consider offering early payment discounts

##### Regular Monitoring
- Check the Receivables Report weekly
- Follow up promptly on overdue accounts
- Keep detailed notes on payment agreements

##### Accurate Recording
- Always record payments immediately when received
- Use partial payment feature correctly to maintain accurate balances
- Review and reconcile receivables regularly

#### Related Features

##### Stock Out with Payment Options
The Receivables Report works directly with the [Stock Out](https://help.kelola.co/en/stock/record-stock-out/) feature. Learn more about recording sales with full or partial payment options in the Stock Out guide.

##### Customer Reports
View complete customer transaction history and payment patterns in the [Customer Report](https://help.kelola.co/en/report/customers-report/).

#### Need Help?

If you have questions about managing receivables or recording payments, please contact our support team through the **Contact Us** button in the Kelola app.

#### Warning During a New Sale

Selecting a customer with unpaid or partially paid transactions in POS or Stock Out shows the number of outstanding transactions. The warning does not block the sale. Open this Receivables Report to review the balance and record payments.

---

### [Expense Management Guide](https://help.kelola.co/en/report/expense/)

> Complete guide to tracking, categorizing, and managing business expenses in Kelola. Learn to record expenses, create categories, analyze spending, and export reports.
>
> Canonical source: [https://help.kelola.co/en/report/expense/](https://help.kelola.co/en/report/expense/)
> Last updated: 2026-07-29

#### What You'll Learn

By the end of this guide, you'll be able to:
- Record business expenses quickly
- Attach a receipt or proof of payment
- Organize expenses with categories
- Track spending patterns
- Export expense reports
- Analyze expenses for better budgeting

---

#### Why Track Expenses?

**Benefits of expense tracking:**
- 📊 **Financial clarity** — Know exactly where money goes
- 💰 **Profit accuracy** — True profit = Revenue - Expenses
- 📋 **Tax preparation** — Organized records for filing
- 🎯 **Budget planning** — Identify spending patterns
- ✂️ **Cost reduction** — Find areas to cut

---

#### Expense Dashboard Overview

The Expenses section shows:

##### Visual Components

| Component | What It Shows |
|-----------|---------------|
| **Pie Chart** | Spending breakdown by category |
| **Category Legend** | Color-coded list with amounts |
| **Total Expenses** | Sum for selected period |
| **Expense List** | Chronological transaction log |

---

#### Recording an Expense

##### Step 1: Access Expenses

1. Tap **"Expense"** from main menu
2. View current month's expenses

##### Step 2: Add New Expense

1. Tap **"+"** button (bottom right)
2. Fill in expense details:

**Required Fields:**
| Field | Description | Example |
|-------|-------------|---------|
| **Amount** | How much spent | 250000 |
| **Category** | Type of expense | "Office Supplies" |

**Optional Fields:**
| Field | Description | Example |
|-------|-------------|---------|
| **Notes** | Details about expense | "Printer paper, A4 size" |
| **Date** | When expense occurred | Today or past date |
| **Attachment** | One receipt or proof file | JPG, PNG, or PDF |

##### Step 3: Save

Choose save option:
- **"Save"** — Record and close
- **"Save & Add More"** — Record and add another (for batch entry)

> **💡 Quick Save:** Press `Ctrl + Enter` (web) to save quickly.

---

#### Attach a Receipt or Proof

The mobile app can store one attachment with each expense.

1. Open a new or existing expense
2. In **Attachment**, choose an image or PDF
3. Wait for the upload to finish
4. Save the expense

Supported files:

- JPG, JPEG, PNG, or PDF
- Maximum file size: 10 MB
- One attachment per expense

The expense cannot be saved while the attachment is uploading or after an upload failure. Retry the upload or remove the failed file first.

Tap an attachment thumbnail from the expense list to open it. Images open in a zoomable viewer and PDFs open in an in-app viewer. From the viewer you can download, share, or delete the attachment. Deleting the attachment does not delete the expense itself.

---

#### Expense Categories

##### Creating Categories

Organize expenses into meaningful groups:

1. In Add Expense, tap Category dropdown
2. Tap **"+ New Category"**
3. Enter category name
4. Tap **Save**

##### Recommended Category Structure

**Common Business Expenses:**
```
📁 Operating Expenses
  ├── Rent & Utilities
  ├── Office Supplies
  ├── Maintenance & Repairs
  └── Insurance

📁 Employee Costs
  ├── Salaries & Wages
  ├── Benefits
  └── Training

📁 Sales & Marketing
  ├── Advertising
  ├── Promotions
  └── Travel & Entertainment

📁 Administrative
  ├── Professional Services
  ├── Software & Subscriptions
  └── Legal & Accounting

📁 Cost of Goods Sold
  ├── Raw Materials
  ├── Packaging
  └── Shipping
```

##### Category Best Practices

✅ **Be specific but not excessive**
- Good: "Marketing - Digital"
- Too vague: "Miscellaneous"
- Too specific: "Facebook Ad Campaign March 2024"

✅ **Use consistently**
- Same expense type = same category
- Train all staff on categories
- Review monthly for consistency

✅ **Limit number of categories**
- Aim for 5-10 main categories
- Too many = analysis paralysis
- Too few = lack of insight

---

#### Managing Expense Records

##### Viewing Expense History

**Default view:**
- Current month expenses
- Grouped by date
- Newest first

**Navigation:**
- Scroll to see older entries
- Tap month selector to change period
- Use search to find specific expenses

##### Editing an Expense

**When you need to correct:**

1. Find expense in list
2. Tap **edit icon** (pencil)
3. Modify fields
4. Tap **"Update"**

> **Note:** Editing affects financial reports. Document reason if significant change.

##### Deleting an Expense

**For incorrect entries:**

1. Find expense in list
2. Tap **delete icon** (trash)
3. Confirm deletion

> **⚠️ Warning:** Deletion is permanent and affects profit calculations.

---

#### Filtering and Analysis

##### Date Filtering

**Preset periods:**
- Today
- This week
- This month
- Last month
- This quarter
- Custom range

**To filter:**
1. Tap **date selector** at top
2. Choose preset or custom
3. View filtered results

##### Category Filtering

**View specific expense types:**

1. Tap **category dropdown**
2. Select category
3. See only that category's expenses

**Use cases:**
- "How much on marketing this month?"
- "Compare utilities across months"
- "Track one-time vs recurring costs"

##### Understanding the Pie Chart

**How to read:**
- **Largest slice** = Biggest expense category
- **Color coding** = Consistent across views
- **Hover/tap** = See exact amount

**Analysis tips:**
- Review monthly for trends
- Watch for unexpected growth
- Compare to revenue percentage

---

#### Expense Reports and Export

##### Exporting to Excel

**For accounting and analysis:**

1. Apply desired filters
2. Tap **"Download"** (top right)
3. Choose format: **Excel/CSV**
4. File includes:
   - Date
   - Category
   - Notes
   - Amount
   - Running total

##### Scheduled Reports

**Automated reporting (premium plans):**
- Weekly expense summaries
- Monthly category breakdowns
- Email delivery
- PDF formatting

Contact support to configure.

---

#### Expense Tracking Best Practices

##### Daily Habits

✅ **Record immediately**
- Don't let receipts pile up
- 2 minutes now vs 30 minutes later
- Better accuracy

✅ **Keep receipts**
- Photo for digital backup
- Note reference number
- Required for taxes

✅ **Be descriptive**
- "Lunch with client - ABC Corp"
- Not just "Meal"
- Future you will thank you

##### Weekly Review

✅ **Check spending**
- Review dashboard
- Compare to budget
- Spot anomalies

✅ **Categorize consistently**
- Fix miscategorized items
- Train new staff
- Update category list

##### Monthly Analysis

✅ **Download reports**
- Export for records
- Share with accountant
- Year-over-year comparison

✅ **Budget review**
- Actual vs planned
- Adjust next month's budget
- Identify cost-saving opportunities

---

#### Integration with Financial Reports

##### How Expenses Affect Your Business

**In Financial Reports:**
- Deducted from revenue
- Calculates true profit
- Tracks by period

**In Accounting:**
- Organized by category
- Date-based reporting
- Tax-deductible tracking

**In Cash Flow:**
- Money leaving business
- Impact on bank balance
- Forecasting input

---

#### Common Expense Scenarios

##### Recurring Monthly Expenses

**Rent, utilities, subscriptions:**

1. Record on same date each month
2. Use consistent category
3. Add reference (invoice #)
4. Set calendar reminder

##### One-time Purchases

**Equipment, furniture:**

1. Record full amount
2. Category: "Capital Expenses"
3. Note: Description and purpose
4. Keep receipt long-term

##### Reimbursable Expenses

**Staff-paid, business-reimbursed:**

1. Staff records expense
2. Notes: "Reimbursable - [Staff name]"
3. Reimbursement recorded separately
4. Or use "Employee Reimbursement" category

##### Mixed Personal/Business

**When lines blur:**

1. Record only business portion
2. Notes: "Business use - 50%"
3. Keep documentation
4. Consult accountant

---

#### Troubleshooting

##### "Category not available"
- Create new category on the fly
- Check spelling of existing
- Categories are business-specific

##### "Cannot edit expense"
- Check permissions (owner/admin)
- May be locked after period close
- Contact support if error persists

##### "Wrong total showing"
- Check date range filter
- Verify no categories hidden
- Refresh data (pull down)

##### "Export file empty"
- Check filters applied
- Try larger date range
- Verify file downloaded completely

---

#### FAQ

**Q: What's the difference between Expense and Stock In?**
A: Stock In records inventory purchases (becomes assets). Expense records operational costs (immediate deduction).

**Q: Can I split one payment across categories?**
A: Currently, create separate expense entries. One payment = multiple expense records.

**Q: How do I handle refunds or returns?**
A: Record as negative expense, or create "Refund" category with negative amount.

**Q: Can I attach receipts to expenses?**
A: Yes. Attach one JPG, PNG, or PDF up to 10 MB. You can preview, download, share, replace, or delete it later.

**Q: Are expenses shared across multiple businesses?**
A: No, expenses are per-business. Switch businesses to see respective expenses.

**Q: Can I set expense budgets or limits?**
A: Budgeting features coming in future updates. Currently track and analyze manually.

## Subscription

### [How to Upgrade](https://help.kelola.co/en/subscription/how-to-upgrade/)

> Choose a Kelola plan and upgrade through the payment option available for your business.
>
> Canonical source: [https://help.kelola.co/en/subscription/how-to-upgrade/](https://help.kelola.co/en/subscription/how-to-upgrade/)
> Last updated: 2026-07-29

#### Before You Upgrade

Kelola subscriptions apply per business. If you manage multiple businesses, each business can have its own plan.

Available prices, billing periods, limits, and payment providers depend on your platform, country, currency, and current subscription. Treat the plan page inside the app as the current source of truth.

#### Upgrade a Business

1. Switch to the business you want to upgrade
2. Open **More**
3. Tap **View Subscription Plans**
4. Select **Basic**, **Plus**, or **Advanced**
5. Select an available billing period
6. Review the price, plan limits, and renewal information
7. Tap **Subscribe Now** or the displayed upgrade action
8. Complete payment using the provider shown

The new access normally becomes available after the payment provider confirms the transaction. Close and reopen the subscription page if the plan does not refresh immediately.

#### Payment Providers

Kelola may route payment through:

- **Google Play** on Android
- **App Store** on iPhone or iPad
- **QRIS/Brick** for eligible IDR businesses
- **Paddle** for eligible direct subscriptions

Do not start a separate subscription outside Kelola's upgrade flow. The app uses the selected business and provider response to keep the subscription linked to the correct business.

#### Upgrade Rules

- An app-store upgrade must move to an eligible higher-priced plan
- QRIS upgrades can apply unused value from the current plan on a prorated basis
- Paddle upgrades and billing-period changes can be prorated
- Availability can differ by provider; the app only shows valid choices
- Staff should ask the business owner to manage subscriptions

For cancellation, renewal, downgrade, and provider-specific rules, read [Managing Subscriptions and Payments](https://help.kelola.co/en/subscription/managing-subscriptions-and-payments/).

#### If Payment Does Not Activate the Plan

1. Confirm the payment completed in the payment provider
2. Check the internet connection
3. Reopen **View Subscription Plans**
4. Make sure you are viewing the business that was upgraded
5. Contact Kelola support with the business name, provider, transaction ID, and payment time

Do not purchase the same plan repeatedly while confirmation is pending.

#### Related Guides

- [Managing Subscriptions and Payments](https://help.kelola.co/en/subscription/managing-subscriptions-and-payments/)
- [Managing Multiple Businesses](https://help.kelola.co/en/multi-business/creating-businesses/)

---

### [Managing Subscriptions and Payments](https://help.kelola.co/en/subscription/managing-subscriptions-and-payments/)

> Understand renewal, cancellation, upgrades, downgrades, and payment-provider rules for Kelola subscriptions.
>
> Canonical source: [https://help.kelola.co/en/subscription/managing-subscriptions-and-payments/](https://help.kelola.co/en/subscription/managing-subscriptions-and-payments/)
> Last updated: 2026-07-29

#### Start With the Original Provider

Open **More → View Subscription Plans** and check the provider associated with the current business. Subscription actions differ between Google Play, the App Store, QRIS/Brick, and Paddle.

Subscriptions apply per business, not to every business in the owner's account.

#### Google Play

- Purchase and upgrade from the Kelola app on Android
- Eligible upgrades move to a higher-priced plan
- Google Play subscriptions renew automatically while payment succeeds
- To move to a lower plan, cancel the active subscription in Google Play, keep using it until the paid period ends, then subscribe to the lower plan from Kelola
- Do not change to another plan directly in Google Play; use Google Play only to cancel unless Kelola tells you otherwise

#### App Store

- Purchase and upgrade from Kelola on iPhone or iPad
- Eligible upgrades move to a higher-priced plan
- App Store subscriptions renew automatically while payment succeeds
- For a lower plan, cancel in App Store subscriptions, wait until the paid period ends, then select the new plan in Kelola
- Do not change plans directly in the App Store unless Kelola directs you to do so

#### QRIS / Brick

- Scan the QRIS code with an eligible e-wallet or mobile-banking app
- Verify the amount before confirming payment
- You can download the QRIS image when paying on the same phone
- Activation happens after the payment provider confirms the transaction
- QRIS subscriptions do **not** renew automatically
- An upgrade can apply unused plan value on a prorated basis
- To downgrade, wait for the current QRIS period to end and then buy the lower plan

Keep the transaction ID until the subscription is active.

#### Paddle

- Start plan changes from Kelola
- Upgrades and billing-period changes can be charged on a prorated basis
- A downgrade normally takes effect in the next billing period; there is no automatic refund for the unused current period
- Paddle subscriptions renew automatically while the saved payment method succeeds
- Use **Manage Subscription** in Kelola to change payment details or cancel

#### Cancellation

Cancellation normally stops the next renewal. Access remains active until the end of the paid period.

Always cancel through the original provider:

- Google Play subscription settings
- App Store subscription settings
- Kelola's subscription-management action for Paddle
- No cancellation is needed for QRIS because it does not auto-renew

#### Refunds and Failed Payments

App-store refunds follow the store's rules. For QRIS or Paddle issues, contact Kelola support. Include:

- Business name
- Payment provider
- Transaction or order ID
- Date and amount
- Screenshot or receipt when available

If an automatic renewal fails, update the provider's payment method and reopen Kelola after the payment is resolved.

#### Related Guide

- [How to Upgrade](https://help.kelola.co/en/subscription/how-to-upgrade/)

## Product Catalogs

### [Creating and Managing Product Catalogs](https://help.kelola.co/en/catalog/creating-catalogs/)

> Create a simple online shop window for selected products, share it with customers, and let them continue the order through WhatsApp.
>
> Canonical source: [https://help.kelola.co/en/catalog/creating-catalogs/](https://help.kelola.co/en/catalog/creating-catalogs/)
> Last updated: 2026-07-29

An online catalog is like a small shop window you can send to customers.

They open a link, browse the products you chose, and contact you if they want to order. It is useful when you do not need a full online store, but still want something cleaner than sending product photos one by one in chat.

---

#### Good Uses for Catalogs

Use a catalog when you want to share a focused product list:

- 🆕 **New arrivals** for the month
- 🎁 **Seasonal promos** or limited offers
- 💼 **Wholesale lists** for resellers
- 👤 **A shortlist for one customer**
- 🔗 **A link in your Instagram bio or WhatsApp message**

> Online Catalog requires an active paid subscription and the right access in the business.

---

#### Create a Catalog

##### On Mobile

1. Open **More → Online Catalog**
2. Tap **Add** or the **+** button
3. Enter the catalog details
4. Choose products
5. Save

##### On Web

1. Go to **web.kelola.co**
2. Open **Catalog**
3. Click **Create Catalog**
4. Enter the catalog details
5. Save

💡 Give the catalog a name your team will recognize. **New Arrivals - June** is easier to manage later than **Catalog 1**.

---

#### Write a Welcome Message

The welcome message is the first small note customers see. Keep it friendly and useful.

Good examples:
- **"Welcome! Chat us on WhatsApp if you want to order."**
- **"These are our latest products for this month."**
- **"Prices are valid while stock lasts."**

⚠️ Avoid putting links in the welcome message. Kelola blocks URLs there so the catalog stays clean and safe for customers.

---

#### Choose the Products

You can include **all products** or choose only certain products.

For most customer-facing catalogs, selected products work better. A focused catalog is easier to browse, especially when the customer opens it from WhatsApp on a phone.

Before sharing, check:
- ✅ Product names are clear
- ✅ Important products have photos
- ✅ Prices are up to date
- ✅ Out-of-stock products are not featured unless you still want inquiries

---

#### Choose Which Prices to Show

Catalogs can show different price information depending on your settings.

| Price Setting | When to Use It |
|---------------|----------------|
| **Selling price** | Normal customer catalog |
| **Cost price** | Internal team use or trusted wholesale discussion |
| **Both prices** | Internal comparison or special business use |
| **No price** | When customers should ask before ordering |

⚠️ Be careful with **cost price**. Only show it to people who are supposed to see your buying price.

---

#### Enable WhatsApp Checkout

Turn on **WhatsApp Checkout** if you want customers to continue the order conversation directly from the catalog.

1. Enable **WhatsApp Checkout**
2. Enter the WhatsApp number customers should contact
3. Save the catalog
4. Share the catalog link

📱 Customers can browse first, then message you through WhatsApp.

> WhatsApp Checkout is not a full e-commerce checkout. Payment, delivery, and order confirmation still happen between you and the customer.

---

#### Share the Catalog

After saving, open the catalog from the list and use the **share** or **copy link** action.

You can share it through:
- **WhatsApp**
- **Instagram bio**
- **Social media**
- **SMS**
- **Email**

💡 If you are sending it to one customer, add a short personal message before the link. It usually feels better than sending only the URL.

---

#### Edit or Delete a Catalog

Edit a catalog when products, prices, or the welcome message need to change.

1. Open **Online Catalog** or **Catalog**
2. Select the catalog
3. Choose **Edit**
4. Update the details
5. Save

✅ Shared links update after you save changes.

Delete a catalog when it is no longer relevant, such as an old promotion or a private list that should not stay online.

---

#### Check Catalog Views

Kelola shows simple catalog analytics:

| Metric | What It Tells You |
|--------|-------------------|
| **Views today** | Whether today's sharing is working |
| **Views in the last 30 days** | Whether the catalog still gets attention |

Use the numbers as a signal:

- High views but few messages? Review the products, photos, prices, or welcome message.
- Low views? Try sharing again with a clearer message.

---

#### Common Issues

##### I Can't Create a Catalog

Check that your business has an **active paid subscription**, that you have access to manage catalogs, and that you have not reached your plan's catalog limit.

##### The Welcome Message Will Not Save

Remove any URL from the message and keep it within the character limit.

##### WhatsApp Checkout Will Not Turn On

Make sure the WhatsApp number is filled in correctly. Include the country code when needed.

##### Products Are Missing

Check that the products still exist, that they were selected for this catalog, and that your product data has synced.

---

#### FAQ

**Q: Can customers buy directly from the catalog?**
A: They can browse and continue through WhatsApp when WhatsApp Checkout is enabled. Payment and order confirmation still happen outside the catalog.

**Q: Can I show only selected products?**
A: Yes. You can choose specific products or include all products.

**Q: Can I hide prices?**
A: Yes. Use the price visibility settings to control what customers see.

**Q: Can I see who viewed my catalog?**
A: Kelola shows view counts, such as today and the last 30 days. It does not show individual visitor identities.

**Q: Do product changes update the catalog?**
A: Catalogs use your current product data. Review shared catalogs after changing important product details or prices.

#### Filter Products by Category

While choosing catalog products:

1. Open **All Categories**
2. Select one or more categories
3. Optionally enter a search term
4. Select individual products or use **Select All**

When a category filter is active, **Select All** applies only to products matching the active categories and search term. Changing the filter cancels an in-progress bulk selection and refreshes the product scope.

## Barcode

### [Using Barcode Scanner in Kelola](https://help.kelola.co/en/barcode/scanning-barcodes/)

> Complete guide to using barcode scanning in Kelola. Learn to scan products for sales, stock management, and quick product lookup.
>
> Canonical source: [https://help.kelola.co/en/barcode/scanning-barcodes/](https://help.kelola.co/en/barcode/scanning-barcodes/)
> Last updated: 2026-02-15

#### What You'll Learn

By the end of this guide, you'll be able to:
- Scan barcodes with your mobile device
- Use barcode scanning for sales
- Scan for stock operations
- Troubleshoot scanning issues
- Set up barcode workflows

---

#### Barcode Scanning Overview

**What You Can Do:**
- 📱 **Mobile scanning** — Use phone camera
- 🔍 **Product lookup** — Find products instantly
- ⚡ **Fast sales** — Quick checkout
- 📦 **Inventory management** — Rapid stock entry
- 🏷️ **Product verification** — Confirm correct item

---

#### Supported Barcode Types

Kelola supports common barcode formats:

| Type | Format | Use Case |
|------|--------|----------|
| **EAN-13** | 13 digits | Retail products globally |
| **UPC-A** | 12 digits | North American retail |
| **Code 128** | Alphanumeric | Internal codes, shipping |
| **Code 39** | Alphanumeric | Industrial, defense |
| **QR Code** | 2D | URLs, information |

---

#### Mobile App Scanning

##### Using Camera Scanner

**For sales and stock:**

1. Open **Stock Out** (or Stock In)
2. Tap **"Scan"** icon (camera)
3. Point camera at barcode
4. Hold steady until beep
5. Product auto-adds to list

**Tips for success:**
- ✅ Good lighting
- ✅ Steady hands
- ✅ Clear barcode (not wrinkled)
- ✅ Close enough to fill frame
- ❌ Avoid glare/shadows

##### Scanning Multiple Items

**Rapid scanning mode:**

1. Keep scan screen open
2. Scan first item
3. Immediately scan next
4. Items accumulate in list
5. Tap "Done" when finished

> **Pro tip:** Practice the rhythm — scan, move, scan, move.

##### Manual Entry Fallback

**When scanning fails:**

1. Tap **"Enter Manually"**
2. Type barcode number
3. Tap **"Search"**
4. Select product

---

#### Web Scanner (USB)

##### Setup

**For desktop/laptop:**

1. Connect USB barcode scanner
2. Wait for driver installation
3. Scanner acts as keyboard input
4. No additional software needed

![USB hardware barcode scanner used with Kelola web](https://help.kelola.co/assets/features/barcode-scanner.webp)
*Example of a USB hardware barcode scanner.*

##### Using Web Scanner

**On web.kelola.co:**

1. Open Stock In/Out
2. Click **"Scan Barcode"** button
3. Scanner beeps, product appears
4. Quantity defaults to 1
5. Adjust if needed
6. Scan next item

##### Scanner Configuration

**Most scanners work out-of-box.** If issues:

1. Ensure scanner in "HID keyboard" mode
2. Check suffix settings (should send Enter)
3. Verify barcode type enabled
4. Test in text editor first

---

#### Scanning Workflows

##### Fast Checkout (Retail)

**Scenario:** Customer with multiple items

```
1. Open Stock Out
2. Tap Scan
3. Scan each item rapidly
4. Review list
5. Select customer (optional)
6. Submit sale
7. Print receipt
```

**Time saved:** 50-70% vs manual search

##### Receiving Inventory

**Scenario:** Large delivery from supplier

```
1. Open Stock In
2. Tap Scan
3. Scan each item as unloaded
4. Verify quantities match delivery note
5. Submit stock in
6. Organize on shelves
```

**Benefits:**
- Real-time inventory update
- No paperwork backlog
- Immediate discrepancy detection

##### Stock Audit

**Scenario:** Monthly inventory count

```
1. Open Stock Audit
2. Tap Scan
3. Scan each item on shelf
4. System shows expected quantity
5. Enter actual count
6. Move to next item
```

**Accuracy:** Eliminates manual entry errors

---

#### Barcode Best Practices

##### Product Setup

✅ **Assign unique barcodes**
- One barcode per SKU
- No duplicates
- Consistent format

✅ **Print quality labels**
- Clear, high-contrast
- Proper size (min 1.5cm width)
- Durable material
- Proper placement

✅ **Test before use**
- Scan new barcodes
- Verify correct product
- Check all scanner types

##### Daily Operations

✅ **Scanner hygiene**
- Clean camera lens regularly
- Wipe scanner window
- Check for damage

✅ **Lighting matters**
- Avoid direct glare
- Ensure adequate light
- Adjust angle if needed

✅ **Backup plan**
- Know manual entry process
- Keep product list accessible
- Train all staff

---

#### Troubleshooting

##### "Barcode not scanning"

**Common causes:**

| Issue | Solution |
|-------|----------|
| Poor lighting | Move to brighter area |
| Blurry barcode | Hold camera steadier |
| Damaged barcode | Enter manually |
| Wrong barcode type | Check format support |
| Glare/reflection | Adjust angle |
| Too far/close | Find optimal distance |

##### "Wrong product found"

**Check:**
- Barcode assigned to correct product
- No duplicate barcodes in system
- Scanner reading complete code

**Fix:**
1. Verify product barcode in system
2. Reassign if wrong
3. Check for duplicates

##### "Scanner not working (web)"

**Check:**
- USB connection secure
- Scanner powered on
- Correct mode (keyboard emulation)
- Cursor in scan field

**Try:**
- Different USB port
- Restart browser
- Test in notepad

##### "Slow scanning"

**Improvements:**
- Clean camera lens
- Better lighting
- Update app
- Restart device
- Check internet (for lookup)

---

#### Advanced Tips

##### Bulk Barcode Import

**Setting up many products:**

1. Prepare CSV with: Product Name, Barcode, Price
2. Use web import tool
3. Upload file
4. Verify mappings
5. Import

##### Barcode Printing

**Create your own barcodes:**

- Use barcode generator software
- Print on label sheets
- Apply to products
- Scan to verify

##### Custom Barcodes

**For products without manufacturer codes:**

1. Generate unique codes
2. Use internal SKU format
3. Print and apply labels
4. Scan in Kelola

---

#### FAQ

**Q: Do I need a special device to scan?**
A: No! Use your smartphone camera. USB scanners are optional for high-volume.

**Q: Can I scan without internet?**
A: Product lookup requires internet. Barcode scanning works offline if product cached.

**Q: What if a product has no barcode?**
A: Create and print your own barcode label, or use manual search.

**Q: Can I scan multiple barcodes at once?**
A: No, scan one at a time. But you can scan rapidly in sequence.

**Q: Do barcodes work across all my devices?**
A: Yes! Barcodes are tied to products, accessible on mobile and web.

**Q: Can customers scan my product barcodes?**
A: Only if they have access to your Kelola system. For customer scanning, use catalogs.

---

### [Printing Barcode Labels](https://help.kelola.co/en/barcode/printing-barcode-labels/)

> Guide to printing barcode labels for your products. Learn about label formats, printer setup, and best practices for professional product labeling.
>
> Canonical source: [https://help.kelola.co/en/barcode/printing-barcode-labels/](https://help.kelola.co/en/barcode/printing-barcode-labels/)
> Last updated: 2026-07-29

#### What You'll Learn

By the end of this guide, you'll be able to:
- Generate barcode labels for products
- Choose the right label format
- Set up label printers
- Apply professional labeling standards

---

#### When to Print Barcode Labels

##### Products Without Barcodes

Print labels for:
- Raw materials
- Repackaged goods
- Handmade items
- Fresh produce
- Bulk items

##### Internal Tracking

Use your own barcodes for:
- Better inventory control
- Faster checkout
- Reduced errors
- Professional appearance

---

#### Label Information

##### What to Include on Labels

**Essential:**
- Barcode (scannable)
- Product name
- SKU

**Recommended:**
- Price
- Date printed
- Batch/lot number

**Optional:**
- Company logo
- Product description
- Expiry date

##### Label Size Options

| Size | Use Case | Printer Type |
|------|----------|--------------|
| 30mm × 20mm | Small items | Desktop label printer |
| 50mm × 25mm | Standard products | Desktop label printer |
| 80mm × 50mm | Large items, pallets | Industrial printer |
| Continuous roll | Variable lengths | Roll-fed printer |

---

#### Generating Barcodes

##### Using Kelola Mobile App

Kelola supports barcode label printing via Bluetooth thermal printers:

1. Go to **More** → **Print Barcode** (Cetak Barcode)
2. Select products you want to print labels for
3. Choose label template (58mm or 80mm)
4. Select your Bluetooth thermal printer
5. Print labels

**Requirements:**
- Bluetooth thermal printer (ESC/POS compatible)
- 58mm or 80mm thermal paper
- Printer paired with your device

**Note:** Label printing is done through the mobile app, not the web version.

##### Using Third-Party Tools

**Online Generators:**
- Free barcode generators
- Enter code, download image
- Print on standard labels

**Software Options:**
- Microsoft Word (label templates)
- Adobe Illustrator
- Canva
- Dedicated label software

##### Professional Services

**Label Printing Companies:**
- Bulk printing
- Pre-printed labels
- Various materials

**POS Suppliers:**
- Label printers
- Label rolls
- Technical support

---

#### Label Printer Setup

##### Types of Label Printers

**Desktop Thermal Printers:**
- Cost: $100-300
- Good for: Small business
- Labels: Up to 4 inches wide

**Industrial Printers:**
- Cost: $500-2000+
- Good for: High volume
- Labels: Larger formats

**Standard Printer + Labels:**
- Use regular laser/inkjet
- Buy label sheets (A4)
- Print multiple per sheet

##### Printer Recommendations

**Popular Brands:**
- Zebra
- Dymo
- Brother
- Rollo
- TSC

**Key Features:**
- Thermal printing (no ink)
- USB/Bluetooth connectivity
- Various label sizes
- Reliable feed mechanism

---

#### Label Design Best Practices

##### Barcode Placement

✅ **Clear space around barcode**
- 5mm margin minimum
- No text overlapping
- Clean, unwrinkled surface

✅ **Proper sizing**
- Not too small (hard to scan)
- Not too large (wastes space)
- Test scan before mass printing

##### Text and Fonts

**Product Name:**
- Clear, readable font
- Large enough to read
- Shortened if needed

**SKU:**
- Below or beside barcode
- Same font family
- Consistent placement

**Price:**
- Prominent but not dominant
- Currency symbol included
- Easy to update

##### Label Material

**Paper Labels:**
- Cheapest option
- Good for dry environments
- May peel in humidity

**Synthetic/Polyester:**
- Water-resistant
- Durable
- Better for retail

**Direct Thermal:**
- No ribbon needed
- Fades over time
- Good for short-term

**Thermal Transfer:**
- Requires ribbon
- Longer lasting
- Better for permanent labels

---

#### Printing Process

##### Step-by-Step

1. **Prepare Product List**
   - Export from Kelola
   - Or create manually
   - Include: Name, SKU, Barcode, Price

2. **Design Template**
   - Choose label size
   - Design layout
   - Test with one label

3. **Generate Barcodes**
   - Use barcode font or generator
   - Ensure correct format (EAN, Code 128)
   - Verify scannability

4. **Print Test Page**
   - Print one sheet
   - Check alignment
   - Test barcode scanning
   - Adjust if needed

5. **Mass Print**
   - Load label paper
   - Print batch
   - Check quality

6. **Apply Labels**
   - Clean product surface
   - Apply straight
   - Press firmly
   - Avoid bubbles

---

#### Label Templates

##### Standard Layout

```
+------------------+
|  [BARCODE]       |
|  123456789012    |
|                  |
|  Product Name    |
|  SKU: ABC-001    |
|  $19.99          |
+------------------+
```

##### Minimal Layout

```
+------------------+
|  [BARCODE]       |
|  Product         |
+------------------+
```

##### Detailed Layout

```
+------------------+
|     [LOGO]       |
|  [BARCODE]       |
|  Product Name    |
|  SKU: ABC-001    |
|  Batch: 2024-A   |
|  Exp: 12/2025    |
|  $19.99          |
+------------------+
```

---

#### Common Issues and Solutions

##### Barcodes Won't Scan

**Check:**
- Print quality (not faded)
- Size (not too small)
- Contrast (dark on light)
- No smudges or damage

**Fix:**
- Increase print darkness
- Larger barcode size
- Better printer resolution
- Clean scanner lens

##### Labels Won't Stick

**Check:**
- Surface is clean
- Not too cold/hot
- Right adhesive type

**Fix:**
- Clean surface before applying
- Use appropriate adhesive
- Consider environment

##### Printer Jams

**Check:**
- Label roll loaded correctly
- Tension settings
- Paper guides aligned

**Fix:**
- Reload labels
- Adjust settings
- Clean rollers

---

#### Cost Considerations

##### DIY Printing

**Costs:**
- Printer: $100-300
- Labels: $0.02-0.10 each
- Time: Your labor

**Best for:**
- Small quantities
- Frequent changes
- Custom labels

##### Professional Printing

**Costs:**
- Setup fee: $50-100
- Per label: $0.05-0.20
- Minimum orders

**Best for:**
- Large quantities
- Consistent designs
- Special materials

---

#### Best Practices

##### Design Consistency

✅ **Use same format for all labels**
- Same size
- Same layout
- Same information

##### Regular Updates

✅ **Reprint when needed**
- Price changes
- Product updates
- Damaged labels

##### Quality Control

✅ **Test before full run**
- Print sample
- Test scan
- Check appearance

##### Storage

✅ **Store labels properly**
- Cool, dry place
- Away from sunlight
- Flat (not curled)

---

#### FAQ

**Q: Can I print barcodes from the Kelola mobile app?**
A: Yes! The mobile app supports printing barcode labels via Bluetooth thermal printers. Go to More → Print Barcode.

**Q: What barcode format should I use?**
A: Code 128 is versatile for internal use. EAN-13 for retail products.

**Q: Do I need special software?**
A: Not necessarily. You can use Word templates or online generators.

**Q: How durable are printed labels?**
A: Paper labels last months. Synthetic labels last years. Thermal labels may fade.

**Q: Can I use a regular printer?**
A: Yes, with label sheets. Dedicated label printers are more efficient for volume.

**Q: What if I make a mistake on a label?**
A: Reprint and replace. Don't try to correct handwritten - looks unprofessional.

#### Current Mobile Preview and Download Flow

Kelola can preview real, scannable barcode labels before printing. Choose a template and supported format, review the SKU, price visibility, and quantity, then:

- Tap **Print** for a connected supported printer
- Tap **Download** to create a PDF containing the requested label quantities
- From a single product detail, tap **Download** on the barcode preview to save an image to the gallery

Code 128 supports general alphanumeric SKUs. EAN-13 requires a suitable numeric SKU, while Code 39 supports a more limited character set.

## Multi-Business

### [Managing Multiple Businesses](https://help.kelola.co/en/multi-business/creating-businesses/)

> Complete guide to creating, switching between, and managing multiple business locations in Kelola. Learn about transfers, consolidated reporting, and multi-location workflows.
>
> Canonical source: [https://help.kelola.co/en/multi-business/creating-businesses/](https://help.kelola.co/en/multi-business/creating-businesses/)
> Last updated: 2026-02-15

#### What You'll Learn

By the end of this guide, you'll be able to:
- Create multiple business locations
- Switch between businesses
- Transfer stock between locations
- Understand consolidated reporting
- Manage teams across locations

---

#### Multi-Business Overview

**Use multiple businesses for:**
- 🏪 **Multiple store locations** — Branch management
- 🏭 **Different business lines** — Retail + wholesale
- 🌐 **Regional operations** — City/country separation
- 👥 **Partnership separation** — Distinct entities

---

#### Creating a New Business

##### Step 1: Access Business Management

1. Go to **More** (bottom right)
2. Tap **"Switch Business"** (Pindah Bisnis)
3. View current businesses
4. Tap **"Create New Business"**

##### Step 2: Business Details

**Enter business information:**

| Field | Description | Example |
|-------|-------------|---------|
| **Business Name** | Public name | "Kelola Store - Downtown" |
| **Business Type** | Category | Retail, Wholesale, etc. |
| **Address** | Location | Full address |
| **Currency** | Operating currency | IDR, USD, etc. |
| **Phone** | Contact number | Business phone |

##### Step 3: Configure Settings

**Set business-specific options:**

- **Tax settings** — Different rates per location
- **Receipt header** — Location-specific branding
- **Printer settings** — Local printer connection
- **Payment methods** — Accepted locally

##### Step 4: Create Business

1. Review details
2. Tap **"Create"**
3. New business created
4. Automatically switched to new business

> **Note:** Each business has separate:
> - Products and inventory
> - Staff and permissions
> - Transactions and reports
> - Subscription (or part of plan)

---

#### Switching Between Businesses

##### Quick Switch

**From any screen:**

1. Tap **business name** at top of screen
2. Business selector dropdown appears
3. Tap business to switch to
4. App reloads with new business data

##### From More Menu

1. Go to **More**
2. Tap **"Switch Business"**
3. See list of all businesses
4. Tap to switch

##### Visual Indicators

**Know which business you're in:**
- Business name in header
- Different color theme (if set)
- Logo display
- Location indicator

---

#### Stock Transfer Between Businesses

##### When to Transfer

**Move inventory between locations:**

- Stock balancing (one has excess, one needs)
- Central warehouse to stores
- Inter-store transfers
- Returns to main location

##### How to Transfer

**Step-by-step:**

1. Go to **Stock → Transfer**
2. Select **Source** (from) business
3. Select **Destination** (to) business
4. Select products to transfer
5. Enter quantities
6. Add notes (optional)
7. Submit transfer

##### Transfer Process

**What happens:**

1. **Source business** — Stock decreases
2. **Transfer record** — Created in both
3. **Destination business** — Stock increases
4. **History updated** — Both locations show transfer

**Timeline:**
- Immediate if both online
- Queued if destination offline (syncs when online)

##### Tracking Transfers

**View transfer history:**

1. Go to **History**
2. Filter by **"Transfer"** type
3. See:
   - From/To locations
   - Products moved
   - Quantities
   - Date/time
   - Status

##### Transfer Best Practices

✅ **Plan ahead**
- Check destination capacity
- Verify source availability
- Schedule during low-traffic

✅ **Document properly**
- Note transfer reason
- Reference PO or request
- Track delivery

✅ **Confirm receipt**
- Destination verifies arrival
- Check quantities
- Report discrepancies

---

#### Managing Teams Across Locations

##### Staff Per Business

**Separate teams:**

- Staff assigned to specific business
- Permissions set per location
- Activity tracked per business
- Reports segmented

##### Moving Staff Between Locations

**When staff transfers:**

1. Disable at original location
2. Invite to new location
3. Set appropriate permissions
4. Update records

> **Note:** Staff can be active in multiple businesses simultaneously.

##### Cross-Location Reporting

**Owner/Admin view:**

- See all business summary
- Compare performance
- Consolidated financials
- Staff across locations

---

#### Consolidated Reporting

##### Business Overview

**For owners with multiple businesses:**

Each business operates independently with separate:
- Products and inventory
- Staff and permissions
- Transactions and reports
- Subscription limits

Use the **Switch Business** feature to move between businesses.

##### Comparative Reports

**Compare locations:**

| Report | What It Shows |
|--------|---------------|
| **Sales by Location** | Which store performs best |
| **Inventory Value** | Stock value per location |
| **Staff Performance** | Productivity by team |
| **Profit Margins** | Location profitability |

##### Consolidated Export

**For accounting:**

1. Select date range
2. Choose "All Businesses" or specific
3. Export combined report
4. Includes business identifier

---

#### Subscription and Billing

##### Plan Options

**Multi-business plans:**

| Plan | Businesses Included |
|------|---------------------|
| Free | 1 business |
| Basic | 1 business |
| Plus | Up to 3 businesses |
| Advanced | Unlimited businesses |

##### Billing Structure

**Options:**

- **Per-business billing** — Each location separate subscription
- **Consolidated billing** — One invoice, all locations (enterprise)

Contact sales for custom arrangements.

---

#### Best Practices

##### Setup Phase

✅ **Consistent naming**
- "[Brand] - [Location]" format
- Clear distinction
- Easy identification

✅ **Standardized processes**
- Same product naming
- Consistent categories
- Unified pricing strategy

✅ **Proper training**
- Staff know how to switch
- Understand transfer process
- Clear on permissions

##### Daily Operations

✅ **Regular transfers**
- Schedule stock movements
- Balance inventory
- Prevent stockouts

✅ **Cross-location communication**
- Share best practices
- Coordinate promotions
- Manage transfers

✅ **Central oversight**
- Owner reviews all locations
- Regular consolidated reports
- Standard policies

---

#### Troubleshooting

##### "Can't create more businesses"

**Cause:** Subscription limit reached

**Solutions:**
- Upgrade plan
- Archive unused business
- Contact sales

##### "Stock transfer failed"

**Check:**
- Both businesses online
- Sufficient stock at source
- Proper permissions
- No sync issues

##### "Wrong business data showing"

**Fix:**
- Check which business selected
- Tap business name to switch
- Clear app cache
- Restart app

##### "Staff can't access multiple locations"

**Check:**
- Staff invited to each business separately
- Permissions set per location
- Account same (email/phone)

---

#### FAQ

**Q: How many businesses can I create?**
A: Depends on plan. Free/Basic: 1, Plus: 3, Advanced: Unlimited.

**Q: Can I have different currencies per business?**
A: Yes! Each business sets its own currency during creation.

**Q: Do products sync between businesses?**
A: No, each business has independent product catalog. Use transfers for stock movement.

**Q: Can I transfer stock to any business?**
A: Only businesses you own or have admin access to.

**Q: Do reports combine all businesses?**
A: By default, reports are per-business. Use Business Overview for consolidated view.

**Q: Can customers see all my locations?**
A: Only if you share multiple catalog links. Each business is separate.

**Q: What if I sell a business location?**
A: Can transfer ownership to new owner. Contact support for assistance.

## Suppliers

### [Supplier Management Guide](https://help.kelola.co/en/suppliers/adding-suppliers/)

> Complete guide to managing suppliers in Kelola. Learn to add vendors, track purchase history, manage relationships, and streamline your procurement process.
>
> Canonical source: [https://help.kelola.co/en/suppliers/adding-suppliers/](https://help.kelola.co/en/suppliers/adding-suppliers/)
> Last updated: 2026-07-29

#### What You'll Learn

By the end of this guide, you'll be able to:
- Add and manage supplier records
- Link suppliers to purchases
- Track purchase history per vendor
- Evaluate supplier performance
- Streamline reordering

---

#### Why Manage Suppliers?

**Benefits of supplier tracking:**
- 📊 Know who you buy from most
- 💰 Track spending per vendor
- 📈 Negotiate better terms
- 🔄 Simplify reordering
- 📋 Maintain contact records

---

#### Adding a Supplier

##### During Stock In

**Quickest method** — while recording a purchase:

1. In Stock In, tap **"Choose Supplier"**
2. Tap **"+ Add New Supplier"**
3. Enter supplier information:
   - **Name** (required)
   - **Phone** (optional)
   - **Email** (optional)
   - **Address** (optional)
4. Tap **"Save"**
5. Supplier auto-selected for this purchase

##### From Contacts Section

1. Go to **Home** screen
2. Tap **"Contacts"** from the quick actions menu
3. Select **"Suppliers"** tab
4. Tap **"+"** button
5. Fill in supplier details
6. Tap **"Save"**

##### Supplier Information to Collect

**Essential:**
- Company name
- Contact person
- Phone number

**Recommended:**
- Email address
- Physical address
- Payment terms

**Optional:**
- Tax ID
- Bank details
- Lead time
- Notes

---

#### Managing Supplier Details

##### Viewing Supplier Profile

1. Go to **Home** → **Contacts** → **Suppliers**
2. Tap supplier name
3. View:
   - Contact information
   - Total purchase amount
   - Number of orders
   - Purchase history

##### Editing Supplier Information

1. Open supplier profile
2. Tap **"Edit"**
3. Update fields
4. Tap **"Save"**

##### Supplier Purchase History

Track all purchases from a supplier:

1. Open supplier profile
2. Scroll to **Purchase History**
3. See:
   - Date of each purchase
   - Products bought
   - Quantities
   - Total amounts

---

#### Linking Suppliers to Purchases

##### Automatic Linking

When you select a supplier during Stock In:
- Purchase linked to supplier
- Appears in their history
- Counts toward their totals

##### Benefits of Linking

| Benefit | How It Helps |
|---------|--------------|
| **Spending tracking** | Know how much per vendor |
| **Order history** | See what you bought when |
| **Price comparison** | Compare costs over time |
| **Reorder ease** | Quick reference for restocking |

---

#### Supplier Reports

##### Viewing Supplier Performance

**In Reports section:**

1. Go to **Reports → Suppliers**
2. View metrics:
   - Total spending per supplier
   - Number of orders
   - Average order value
   - Purchase frequency

##### Top Suppliers

Identify your most important vendors:

1. Sort by total spent
2. See who you rely on most
3. Prioritize relationships
4. Negotiate better terms

---

#### Use Cases by Industry

Different businesses use supplier management in various ways:

- **Retail**: Track which suppliers provide which products
- **Manufacturing**: Monitor raw material suppliers
- **Distribution**: Manage multiple vendor relationships
- **Service**: Track service providers and contractors

---

#### Best Practices

##### Supplier Setup

✅ **Complete information**
- Full contact details
- Multiple contact methods
- Clear payment terms

✅ **Consistent naming**
- Use official company names
- Avoid abbreviations
- Keep it professional

✅ **Regular updates**
- Update when contacts change
- Review annually
- Remove inactive suppliers

##### Purchase Tracking

✅ **Always link purchases**
- Select supplier for every Stock In
- Improves reporting accuracy
- Simplifies future reference

✅ **Add reference numbers**
- PO numbers
- Invoice numbers
- Delivery note numbers

---

#### Troubleshooting

##### "Supplier not in list"
- Use search function
- Check spelling
- Add new if needed

##### "Cannot delete supplier"
- Has purchase history
- Archive instead of delete
- Keep for records

---

#### FAQ

**Q: How many suppliers can I add?**
A: Unlimited on all plans.

**Q: Can a supplier also be a customer?**
A: Yes, create both records separately.

**Q: Can I export supplier data?**
A: Yes, use export function in Suppliers section.

---

#### Privacy & Security

Supplier data is stored securely and accessible only to authorized staff members with appropriate permissions.

#### Supplier Categories

Assign up to two categories to each supplier from the add/edit form. Use the category filter above the supplier list to find one or more groups quickly.

Staff need **Manage Supplier Categories** access to add, rename, or remove categories. A removed category stays visible on existing supplier records and in historical filters, but it cannot be assigned to new or updated suppliers.

## Payment Methods

### [Payment Methods Guide](https://help.kelola.co/en/payment-methods/adding-payment-methods/)

> Complete guide to managing payment methods in Kelola. Learn to add custom payment types, track payment methods in reports, and configure payment options.
>
> Canonical source: [https://help.kelola.co/en/payment-methods/adding-payment-methods/](https://help.kelola.co/en/payment-methods/adding-payment-methods/)
> Last updated: 2026-02-15

#### What You'll Learn

By the end of this guide, you'll be able to:
- Add custom payment methods
- Configure payment options
- Track sales by payment type
- Set default payment methods

---

#### Understanding Payment Methods

**Default payment methods:**
- 💵 Cash
- 💳 Credit/Debit Card
- 🏦 Bank Transfer
- 📱 E-Wallet (GoPay, OVO, etc.)

**Custom payment methods you can add:**
- Installment/Credit
- Vouchers
- Points/Loyalty
- Crypto
- Any type you need

---

#### Adding a Payment Method

##### Step 1: Access Payment Settings

1. Go to **More** → **Settings** (Pengaturan)
2. Tap **"Payment Methods"** (Metode Pembayaran)
3. View existing methods
4. Tap **"+"** to add new payment method

##### Step 2: Configure Method

**Enter details:**

| Field | Description | Example |
|-------|-------------|---------|
| **Name** | Display name | "GoPay" |
| **Type** | Category | E-Wallet |
| **Active** | Enable/Disable | ON |

##### Step 3: Save

1. Review settings
2. Tap **"Save"**
3. Method appears in sales screen

---

#### Using Payment Methods

##### During Sales

**Select payment method:**

1. Record Stock Out (sale)
2. Before submitting, tap **"Payment Method"**
3. Select from list
4. Complete transaction

##### Multiple Payment Methods

**For split payments:**

1. Select **"Multiple"** or **"Split"**
2. Enter amount for first method
3. Select method
4. Add second payment
5. Continue until total reached

---

#### Payment Method Reports

##### Viewing by Payment Type

**Track payment preferences:**

1. Go to **Reports → Sales**
2. Filter by **"Payment Method"**
3. See breakdown:
   - Cash sales total
   - Card sales total
   - E-wallet sales total
   - Other methods

##### Reconciliation

**Match payments to bank deposits:**

- Cash = Physical cash count
- Card = Bank statement
- Transfer = Bank statement
- E-wallet = App statement

---

#### Best Practices

✅ **Keep it simple**
- Don't add too many methods
- Focus on what customers use
- Remove unused methods

✅ **Train staff**
- Ensure correct selection
- Know when to use "Multiple"
- Handle errors gracefully

✅ **Reconcile daily**
- Match methods to actual deposits
- Investigate discrepancies
- Keep accurate records

---

#### Troubleshooting

##### "Payment method not showing"
- Check if active
- Verify not hidden
- Restart app

##### "Wrong total in reports"
- Check split payment entries
- Verify method selections
- Review transaction history

---

#### FAQ

**Q: How many payment methods can I add?**
A: Unlimited, but keep it manageable.

**Q: Can I rename default methods?**
A: Yes, edit any payment method name.

**Q: Do payment methods affect inventory?**
A: No, they only track how customers pay.

## Account

### [Account and Profile Management](https://help.kelola.co/en/account/managing-profile/)

> Complete guide to managing your Kelola account settings. Learn to update profile, change language, and manage business settings.
>
> Canonical source: [https://help.kelola.co/en/account/managing-profile/](https://help.kelola.co/en/account/managing-profile/)
> Last updated: 2026-06-06

#### What You'll Learn

By the end of this guide, you'll be able to:
- View your account information
- Change app language
- Manage business settings
- Switch between businesses
- Access support and information

---

#### Accessing Account Settings

1. Tap **"More"** (bottom right navigation)
2. View your account menu
3. Access various settings and options

---

#### Account Information

##### Viewing Your Profile

Your account information is displayed at the top:
- **Name** — Your Google account name
- **Email** — Your Google account email
- **Business Name** — Current active business
- **Subscription Plan** — Current plan (Free, Basic, Plus, Advance)

**Note:** Since Kelola uses Google Sign-In, your profile information comes from your Google account. To change your name or photo, update your Google account settings.

---

#### Language Settings

##### Changing App Language

Kelola supports multiple languages:

1. Go to **More** → **Settings** (Pengaturan)
2. Tap **"Change Language"** (Ganti Bahasa)
3. Select from available languages:
   - English
   - Bahasa Indonesia
   - Malaysia (Malay)
   - ประเทศไทย (Thai)
   - Việt Nam (Vietnamese)
   - العربية (Arabic)
   - Tagalog (Filipino)
   - Español (Spanish)
   - 简体中文 (Chinese Simplified)
   - 繁體中文 (Chinese Traditional)
   - Français (French)
   - Português (Portuguese)
   - Türkçe (Turkish)
   - Italiano (Italian)
   - বাংলা (Bengali)
   - Deutsch (German)
   - हिन्दी (Hindi)
   - 日本語 (Japanese)
   - 한국어 (Korean)
   - Русский (Russian)
   - اردو (Urdu)
4. App immediately switches to the selected language

---

#### Business Management

##### Switching Between Businesses

If you're part of multiple businesses:

1. Go to **More** → **Switch Business** (Pindah Bisnis)
2. View list of businesses you have access to
3. Tap the business you want to switch to
4. App reloads with the selected business data

##### Creating a New Business

1. Go to **More** → **Switch Business**
2. Tap **"Create New Business"**
3. Enter business details
4. Set up your new business

---

#### Settings Menu

##### Accessing Settings

1. Go to **More** → **Settings** (Pengaturan)

##### Available Settings

**Product Categories (Kategori Barang):**
- View and manage product categories
- Add new categories
- Edit or delete existing categories

**Expense Categories (Kategori Pengeluaran):**
- View and manage expense categories
- Add new categories for business expenses
- Organize expense tracking

**Payment Methods (Metode Pembayaran):**
- View available payment methods
- Configure payment options for transactions
- Set up default payment methods

**Change Language (Ganti Bahasa):**
- Switch app language
- 20+ languages supported

---

#### Additional Menu Options

##### Computer Version

Access Kelola on your computer:

1. Go to **More**
2. Tap **"Computer Version"** (Versi Komputer)
3. View instructions to access web.kelola.co
4. Use the same Google account to login on web

##### Online Catalog

Create and share product catalogs (subscription required):

1. Go to **More**
2. Tap **"Online Catalog"** (Katalog Online)
3. Create and manage digital catalogs
4. Share with customers

**Note:** This feature requires Basic, Plus, or Advance subscription.

##### Print Barcode

Generate and print barcode labels:

1. Go to **More**
2. Tap **"Print Barcode"** (Cetak Barcode)
3. Select products
4. Choose barcode format
5. Print or share labels

---

#### Support and Information

##### Tutorial

Access help documentation:

1. Go to **More**
2. Tap **"Tutorial"**
3. Visit help.kelola.co
4. Browse help articles and guides

##### Contact Support

Get help from Kelola team:

1. Go to **More**
2. Tap **"Email"**
3. Send email to support team
4. Describe your issue or question

##### Legal Information

**Terms of Service:**
- View terms and conditions
- Understand usage policies

**Privacy Policy:**
- View privacy policy at kelola.co/privacy
- Understand data usage and protection

##### Feedback

Submit suggestions or report issues:

1. Go to **More**
2. Tap **"Feedback"**
3. Share your thoughts
4. Help improve Kelola

---

#### Account Limitations

##### What You Cannot Change in Kelola

Since Kelola uses Google Sign-In:
- **Name** — Change in your Google account
- **Email** — Change in your Google account
- **Profile Photo** — Change in your Google account
- **Password** — Managed through Google

##### To Update Google Account Information:

1. Go to your Google Account settings (myaccount.google.com)
2. Update personal information
3. Changes will reflect in Kelola on next login

---

#### Logging Out

##### Sign Out of Kelola

1. Go to **More**
2. Scroll to bottom
3. Tap **"Logout"**
4. Confirm logout

**Note:** Logging out removes local data. You'll need to login again to access your businesses.

---

#### Best Practices

✅ **Keep Google account secure**
- Use strong password for Google
- Enable 2FA on Google account
- Don't share your Google login

✅ **Regular language check**
- Verify app is in your preferred language
- Change if needed for different users

✅ **Organize categories**
- Set up product categories early
- Create expense categories
- Keep consistent naming

✅ **Know your subscription**
- Check your plan limits regularly
- Upgrade when approaching limits
- Understand what's included

---

#### Troubleshooting

##### "Can't switch business"
- Check internet connection
- Verify you have access to multiple businesses
- Restart the app

##### "Language not changing"
- Close and reopen the app
- Check if language file is downloaded
- Try selecting language again

##### "Settings not saving"
- Check internet connection
- Ensure you have permission (Owner)
- Try again after restarting app

##### "Can't access Online Catalog"
- Verify subscription plan (requires paid plan)
- Check if feature is enabled
- Contact support if issues persist

---

#### FAQ

**Q: Can I change my email in Kelola?**
A: No, Kelola uses your Google account email. To change it, update your Google account.

**Q: How do I reset my password?**
A: Kelola uses Google Sign-In. Reset your Google account password if needed.

**Q: Can I have multiple Kelola accounts?**
A: You can use different Google accounts, but one account can join multiple businesses.

**Q: What happens if I delete my Google account?**
A: You'll lose access to Kelola. Make sure to transfer business ownership before deleting Google account.

**Q: Can I change my business name?**
A: Yes, go to More → Switch Business → Edit Business Profile.

**Q: How do I delete my Kelola account?**
A: Contact support for account deletion. Business data may be retained for legal purposes.

**Q: Can staff access account settings?**
A: Staff can access language settings and view information, but cannot change business settings or subscription.

**Q: Why can't I see some menu options?**
A: Some features require Owner permissions or paid subscriptions. Check your role and plan.

## Troubleshooting

### [Troubleshooting Common Issues](https://help.kelola.co/en/troubleshooting/common-issues/)

> Solutions to common Kelola problems. Find fixes for login issues, sync problems, errors, and performance issues.
>
> Canonical source: [https://help.kelola.co/en/troubleshooting/common-issues/](https://help.kelola.co/en/troubleshooting/common-issues/)
> Last updated: 2026-03-28

#### What You'll Learn

Quick fixes for common Kelola issues:
- Login and authentication problems
- Sync and data issues
- App performance
- Error messages

---

#### Login Issues

##### "Can't Log In"

**Check:**
1. Internet connection
2. Correct email/phone
3. Correct password (case-sensitive)
4. Account not disabled

**Try:**
- Reset password
- Clear app cache
- Reinstall app

##### "Account Locked"

**Cause:** Too many failed attempts

**Fix:**
1. Wait 30 minutes
2. Try again
3. Or reset password

##### "Session Expired"

**Fix:**
1. Log in again
2. Check "Remember me"
3. Ensure stable internet

---

#### Sync Issues

##### "Data Not Syncing"

**Symptoms:**
- Changes not appearing
- Old data showing
- "Pending sync" message

**Solutions:**

1. **Pull down to refresh**
   - On any list screen
   - Forces sync

2. **Check internet**
   - WiFi or mobile data on
   - Stable connection
   - Try different network

3. **Force close and reopen**
   - Close app completely
   - Reopen
   - Wait for sync

4. **Reinstall app**
   - Uninstall and reinstall Kelola
   - Sign in again with your Google account

##### "Transaction Not Saving"

**Check:**
- All required fields filled
- Internet connected
- Not in airplane mode
- Sufficient storage

**Try:**
- Save again
- Check for error messages
- Contact support if persistent

---

#### App Performance

##### "App Running Slow"

**Solutions:**

1. **Close other apps**
   - Free up RAM
   - Reduce load

2. **Reinstall app**
   - Uninstall and reinstall Kelola
   - Sign in again with your Google account

3. **Update app**
   - Get latest version
   - Bug fixes included

4. **Restart device**
   - Fresh start
   - Clears memory

##### "App Crashing"

**Try:**
1. Update to latest version
2. Restart device
3. Clear app data (re-login required)
4. Reinstall app

**Report:**
- Send crash report if prompted
- Note what you were doing
- Contact support

---

#### Common Error Messages

##### "Network Error"

**Causes:**
- No internet
- Server maintenance
- Firewall blocking

**Fix:**
- Check connection
- Try again later
- Use different network

##### "Permission Denied"

**Causes:**
- Insufficient role
- Feature restricted
- Subscription limitation

**Fix:**
- Contact admin/owner
- Check subscription
- Request access

##### "Server Error (500)"

**This is our problem, not yours!**

**Do:**
- Try again in a few minutes
- Check status page
- Contact support

**Don't:**
- Keep retrying rapidly
- Delete data
- Panic

##### "Product Not Found"

**Check:**
- Spelling correct
- Product not archived
- In correct business
- Search with barcode

---

#### Specific Feature Issues

##### Printer Not Working

**Check:**
- Bluetooth on
- Printer paired
- Paper loaded
- Power on
- Active subscription (VIP may be required for certain features)

**Try:**
- Re-pair printer
- Test print from settings
- Restart printer

##### Tablet UI Issues

**Screen layout looks different:**
- Kelola automatically adapts to tablet screens
- Some screens use a two-panel master-detail layout
- POS mode is landscape-only on tablets
- Update the app to the latest version

**Features missing on tablet:**
- Printer selection may appear in a bottom sheet instead of a dialog
- Some screens have adjusted spacing and sizing
- Contact support if a feature seems unavailable

##### Barcode Not Scanning

**Check:**
- Good lighting
- Clear barcode
- Camera permission granted
- Correct barcode type

**Try:**
- Manual entry
- Clean camera lens
- Different angle

##### Notifications Not Receiving

**Check:**
- Notifications enabled in app
- Phone notification settings
- Not in Do Not Disturb
- App updated

**Try:**
- Toggle notifications off/on
- Reinstall app
- Check phone settings

---

#### Data Issues

##### "Wrong Stock Quantity"

**Check:**
- Pending transactions
- Recent edits
- Transfer status
- Audit records

**Fix:**
- Verify with physical count
- Stock audit if needed
- Check transaction history

##### "Missing Transactions"

**Check:**
- Correct date range
- Correct business selected
- Filters cleared
- Not deleted

**Find:**
- Use search
- Check all transaction types
- Export and check

---

#### Still Need Help?

If issues persist:

📧 **Email:** support@kelola.co
💬 **In-app:** Account → Contact Us
🌐 **Help Center:** help.kelola.co

**When contacting support, include:**
- What you were doing
- Error message (screenshot)
- Device type
- App version

---

#### Quick Fixes Checklist

Before contacting support, try:

- [ ] Restart app
- [ ] Check internet
- [ ] Update app
- [ ] Clear cache
- [ ] Restart device
- [ ] Check permissions
- [ ] Verify account status

## About Kelola

### [About Kelola.co](https://help.kelola.co/en/about/what-is-kelola/)

> A technology platform for managing SME operations
>
> Canonical source: [https://help.kelola.co/en/about/what-is-kelola/](https://help.kelola.co/en/about/what-is-kelola/)
> Last updated: 2026-02-14

**Kelola.co** is a technology platform designed to simplify and streamline business operations for micro, small, and medium enterprises (MSMEs). With user-friendly features and a focus on operational efficiency, Kelola.co empowers businesses to manage their inventory, finances, and team collaboration effortlessly.

---

#### **Why Choose Kelola.co?**

##### **1. Comprehensive Features for MSME Operations**
- **Inventory & Stock Management**
  Monitor your stock in real-time and receive alerts to avoid running out of essential items. Track stock movements including stock in, stock out, transfers, and audits.

- **Financial Reports**
  Generate detailed financial reports including accounting reports, stock reports, customer reports, and receivables reports (subscription required).

- **Expense Management**
  Track and categorize business expenses to maintain better control over your finances.

- **Staff Management**
  Add team members and assign custom access levels based on their roles. Staff limits vary by subscription plan (Free: 1 staff, Basic: 3 staff, Plus: 5 staff, Advance: unlimited).

- **Barcode Support**
  Print barcode labels for your products and use the built-in barcode scanner for quick product identification.

- **Online Catalog**
  Create and share digital product catalogs with your customers (subscription required).

##### **2. Accessible Across Multiple Devices**
Stay connected to your business operations anytime, anywhere, through:
- Android smartphones
- iPhones
- Desktop computers (via web browser at web.kelola.co)

##### **3. Designed for Diverse Industries**
Kelola.co is versatile and caters to various business sectors, including:
- Retail and General Stores
- Healthcare
- Electronics
- Manufacturing
- Logistics
- Agriculture
- Cosmetics

##### **4. Free to Use**
Kelola.co offers a free plan that eliminates the need for expensive software, providing an affordable digitalization solution for small businesses. Upgrade to a paid subscription for additional features and higher limits.

---

#### **How Kelola.co Benefits Your Business**
- **Boost Operational Efficiency**
  Save time and resources with an intuitive system that simplifies day-to-day management.

- **Reduce Losses**
  Avoid overstocking or running out of inventory with intelligent stock tracking and alerts.

- **Drive Business Growth**
  Focus on scaling your business while Kelola.co handles the operational complexities.

---

#### **Start Transforming Your Business Today!**
Take the first step toward smarter, more efficient business management with **Kelola.co**. Download the app for free and experience its benefits for yourself!

[Learn More at Kelola.co](https://kelola.co)

---

### [Data Security](https://help.kelola.co/en/about/data-security/)

> Secure and reliable cloud-based data storage system at Kelola.co
>
> Canonical source: [https://help.kelola.co/en/about/data-security/](https://help.kelola.co/en/about/data-security/)
> Last updated: 2026-02-14

Kelola.co utilizes a modern and secure cloud-based data storage system. Every piece of data you enter - from inventory records, sales transactions, to customer and supplier information - is automatically stored on our protected servers, not just on your device.

#### Key Benefits of Our Cloud System

- **Data Accessibility**: Access your business information from any device (Android, iOS, or Web)
- **Automatic Backups**: Regular automated backups protect your data
- **Device Independence**: Your data remains secure even if devices are lost or damaged
- **Real-time Sync**: Data synchronizes across all your devices instantly

#### Security Measures

We implement industry-standard security measures to protect your data:

- **Encryption**: Data is encrypted in transit using TLS/SSL protocols
- **Access Controls**: Authentication mechanisms ensure only authorized users can access your data
- **Regular Security Audits**: We conduct vulnerability assessments and security reviews
- **Employee Training**: Our team is trained on data protection and privacy best practices

#### Your Privacy

As an independent platform, Kelola.co has no affiliations with banks, fintech companies, or financial institutions. We are fully committed to protecting your privacy:

- Your business information will never be sold to third parties
- We do not share your data except with trusted service providers who help us operate our services
- You can request data deletion at any time
- We comply with GDPR, CCPA, and other applicable privacy regulations

For complete details, please review our [Privacy Policy](https://kelola.co/privacy).

---

### [How to Download Kelola.co App](https://help.kelola.co/en/about/how-to-download/)

> Complete guide on how to download and install Kelola.co app on Android, iOS, and Web
>
> Canonical source: [https://help.kelola.co/en/about/how-to-download/](https://help.kelola.co/en/about/how-to-download/)
> Last updated: 2026-02-14

To download the Kelola.co app, you can follow these steps. The app is available for Android and iOS devices, or can be accessed through a web browser.

#### How to Download Kelola.co App on Android

1. Open Google Play Store on your Android device
2. Search for "Kelola.co"
3. Select the app and tap "Install"
4. Once installed, open the app and sign in with your Google account
5. Choose "Create Business" if you don't have a business yet or "Join Business" to join an existing business

#### How to Download Kelola.co App on iOS

1. Open App Store on your device
2. Search for "Kelola.co"
3. Select the app and tap "Get" to install
4. Once installed, open the app and sign in with your Google account
5. Choose "Create Business" if you don't have a business yet or "Join Business" to join an existing business

#### Accessing via Website

You can use your laptop or PC to access Kelola via web browser:

1. Open your browser (Chrome, Safari, Firefox, etc.) and visit [web.kelola.co](https://web.kelola.co)
2. Sign in by clicking "Continue with Google"
3. Choose "Create Business" if you don't have a business yet or "Join Business" to join an existing business

#### Quick Links

- **Android**: [go.kelola.co/android](https://go.kelola.co/android)
- **iOS**: [go.kelola.co/ios](https://go.kelola.co/ios)
- **Web**: [web.kelola.co](https://web.kelola.co)

## English FAQ Guides

- [Quick Start Guide](https://help.kelola.co/en/getting-started/quick-start-guide/): Get up and running with Kelola in under 5 minutes. Learn the basics of adding products, managing stock, and recording your first sale.
- [Bulk Import Products with Excel](https://help.kelola.co/en/products/importing-products-bulk/): Learn how to import multiple products at once using Excel or CSV files, saving time when adding products one by one
- [Adding and Managing Products](https://help.kelola.co/en/products/adding-products/): Complete guide to adding products to Kelola. Learn about SKUs, barcodes, categories, pricing, and best practices for organizing your inventory.
- [Organizing Product Categories](https://help.kelola.co/en/products/organizing-categories/): Best practices for organizing your products with categories. Learn how to create, manage, and optimize your product catalog structure for better inventory management.
- [Using Barcodes and SKUs](https://help.kelola.co/en/products/using-barcode-sku/): Complete guide to using barcodes and SKUs in Kelola. Learn the differences, how to assign them, and best practices for efficient inventory tracking.
- [Understanding Stock Flow](https://help.kelola.co/en/stock/understanding-stock-flow/): Complete guide to understanding how inventory moves through your business. Learn when to use Stock In, Stock Out, Stock Audit, and transfers for accurate inventory control.
- [Managing Stock Alerts and Low Inventory](https://help.kelola.co/en/stock/managing-stock-alerts/): Complete guide to setting up and managing stock alerts in Kelola. Learn to configure low stock thresholds, receive notifications, and prevent stockouts.
- [Recording Stock In (Purchases)](https://help.kelola.co/en/stock/record-stock-in/): Complete guide to recording incoming inventory and purchases in Kelola. Learn how to add stock, track supplier information, manage costs, and handle receiving workflows.
- [Recording Stock Out (Sales & Usage)](https://help.kelola.co/en/stock/record-stock-out/): Complete guide to recording sales, managing outgoing inventory, and tracking customer payments in Kelola. Learn about payment statuses, partial payments, and sales workflows.
- [Additional Fees in Sales](https://help.kelola.co/en/sales/additional-fees/): Add service charges, delivery fees, tax, or tips to a sale without confusing your receipts or profit reports.
- [Managing Transaction History](https://help.kelola.co/en/sales/managing-transactions/): Complete guide to finding, filtering, editing, and managing all your business transactions in Kelola. Learn search techniques, export methods, and transaction workflows.
- [Printing and Sharing Invoices](https://help.kelola.co/en/sales/print-invoice/): Complete guide to printing receipts and sharing invoices. Learn about printer setup, invoice configuration, A4 PDF invoices, and thermal receipt printing.
- [Customer Management Guide](https://help.kelola.co/en/customers/adding-customers/): Complete guide to managing customers in Kelola. Learn how to add customers, track purchase history, manage credit/debt, and build customer relationships.
- [Understanding User Roles and Permissions](https://help.kelola.co/en/staff/understanding-roles/): Complete guide to Kelola's permission system. Learn about Owner and Staff roles, what each can do, and how to set up access control for your team.
- [Inviting Staff Members](https://help.kelola.co/en/staff/invite-staff/): Step-by-step guide to inviting team members to your Kelola business. Learn about invitation codes, permissions, and onboarding staff.
- [Managing Team Members](https://help.kelola.co/en/staff/managing-team/): Guide to managing staff after they've joined. Learn to update permissions, monitor activity, and maintain team efficiency.
- [How Staff Can Join a Business](https://help.kelola.co/en/staff/join-business/): Guide for staff members to join a business and start collaborating.
- [Understanding Business Reports](https://help.kelola.co/en/report/understanding-reports/): Complete guide to Kelola's reporting system. Learn about financial reports, stock reports, customer analytics, and how to interpret data for better business decisions.
- [Holistic Report](https://help.kelola.co/en/report/holistic-report/): See the combined financial picture across multiple paid businesses, without switching between locations one by one.
- [Customer Reports](https://help.kelola.co/en/report/customers-report/): Guide to viewing and downloading customer reports in Kelola.co
- [Expense Management Guide](https://help.kelola.co/en/report/expense/): Complete guide to tracking, categorizing, and managing business expenses in Kelola. Learn to record expenses, create categories, analyze spending, and export reports.
- [Creating and Managing Product Catalogs](https://help.kelola.co/en/catalog/creating-catalogs/): Create a simple online shop window for selected products, share it with customers, and let them continue the order through WhatsApp.
- [Using Barcode Scanner in Kelola](https://help.kelola.co/en/barcode/scanning-barcodes/): Complete guide to using barcode scanning in Kelola. Learn to scan products for sales, stock management, and quick product lookup.
- [Printing Barcode Labels](https://help.kelola.co/en/barcode/printing-barcode-labels/): Guide to printing barcode labels for your products. Learn about label formats, printer setup, and best practices for professional product labeling.
- [Managing Multiple Businesses](https://help.kelola.co/en/multi-business/creating-businesses/): Complete guide to creating, switching between, and managing multiple business locations in Kelola. Learn about transfers, consolidated reporting, and multi-location workflows.
- [Supplier Management Guide](https://help.kelola.co/en/suppliers/adding-suppliers/): Complete guide to managing suppliers in Kelola. Learn to add vendors, track purchase history, manage relationships, and streamline your procurement process.
- [Payment Methods Guide](https://help.kelola.co/en/payment-methods/adding-payment-methods/): Complete guide to managing payment methods in Kelola. Learn to add custom payment types, track payment methods in reports, and configure payment options.
- [Account and Profile Management](https://help.kelola.co/en/account/managing-profile/): Complete guide to managing your Kelola account settings. Learn to update profile, change language, and manage business settings.

---

This export is generated from the maintained Kelola Help Center articles. For the latest canonical pages, visit https://help.kelola.co/en/.