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First steps

Set up KLARA Inventory

About 30 minutes

It's worth the effort: KLARA will save you a lot of time in the future.
Chapter 1 Inventory: Set up
  
Chapter 1

Inventory: Set up

Let's get started!

Note: 
If you have already done one of the following steps, just skip it.

Please have the following information to hand.

  • VAT details, bank details, details of the financial year and legal form, opening balance sheet, initial value of your stock (if applicable).

  • Information about your stock and how it is categorised.

  • Details of your article number, name, unit and price. 

  • Inventory-specific details: Minimum quantity, average costs, manufacturer, supplier, etc.

1. Set up accounting

Want to manage your inventory on a value basis as well (stock accounting)? Then you need to set up Accounting first. You will find all the relevant information in our guide.

To synchronize the stock with the material expense, add the store account to your opening balance sheet.

Good to know

1.You can add different store accounts to your accounting system, e.g. main store, secondary store, etc.

2. You can enter the initial value of your store in the balance sheet manually.

2. Create stores

Define the names of the stores, e.g. shop, main store, external storage facility. Within the individual stores you can define a number of storage bins that enable you to organise your goods in a particular way. If you have decided to run stock accounting as well, you should link the stores to the respective account in your accounting system.

Good to know

Prepare labels with the storage bins you have defined and categorize the areas of your store. It is very important that you and your staff can clearly identify the different areas of the store so that they find the goods easily as soon as they are needed.

3. Enter the articles

Add the information about the articles you are selling and have in stock. Follow our guide on making the basic settings for your articles: Setting up articles

Information required: General details of your articles, images and basic information

Good to know

1. If you have a lot of articles, the best solution is to use KLARA's bulk import function. Download our Excel template, fill it in and then upload it again.

2. Once you have made the basic settings for your articles, it is important that you continue with the specific information for your inventory. Please make sure that you return to this page.

4. Take an inventory of articles

To ensure your articles appear in your inventory, enable the "This article will be used in inventory" function for the corresponding articles.

Then enter the inventory-specific details.

Additional details
- Indicate whether articles will be managed by quantity or value as well
- Serial number, if relevant

Store details
- Define the default store
- Define the bin within the default store

Stock level
- Define the minimum stock level
(if articles reach +- 10% of the defined minimum quantity, you will get a reorder reminder in the "This needs your attention" box on the Inventory dashboard

Supplier details
- Original article numbers and designation of the supplier (multiple suppliers can be defined for a single article).

Good to know

As soon as you have bought new goods and added them to the stock, the moving average price will be automatically recalculated and updated.

Did you already know?

KLARA Inventory goes hand in hand:

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KLARA Accounting

This way you automatically see which invoices have already been paid. Save time and work with KLARA even more efficiently!

KLARA Accounting
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KLARA Online Shop

Create your online store in minutes ans sell online easily – no technical knowledge required.

KLARA Online Shop
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KLARA POS

Serve your customers in no time. Thanks to the synchronisation with KLARA Accounting you have an overview of your turnover.

KLARA POS
    
Chapter 2

Inventory: Work

Let's get started!

Note: 
If you have already done one of the following steps, just skip it.

1. Take an inventory

Once you have set up the store and your articles, proceed with taking an inventory.

Already got your stock? Go through all the articles, add them to the stock using the "Add to stock" function and fill in the rest of the information. Enter the number of articles you have in stock. The purchase price corresponds to the average price you paid per unit.

- If you previously used an inventory system, transfer the number of items of the article and the average price paid out of the old system.

- If you previously just managed the inventory manually and in no particular detail, you should estimate the average price. From now on KLARA will use this initial value as a basis for calculating the moving average price automatically.

Don't have any stock yet? You can enter articles step by step as soon as they are delivered by your supplier (see step 2: Enter the delivery note).

Good to know

Additional costs: These are the costs you pay for shipping and any customs duties for the goods. You can add them to the storage costs as a percentage value. This means they will also be included in the total costs of your goods (material expense).

2. Enter a delivery note

As soon as you receive a delivery from a supplier, add the goods to your stock. To do so, click on "Add to stock" on the main Inventory dashboard.

To get going quickly, you can search for the name of the article or of the supplier. Then enter the information on the number of articles received, the price per article and the storage details. And that's it – all done.

Good to know

If you have received a delivery note which does not indicate any price, that's not a problem. You can enter the costs per unit later. Transactions that do not have a purchase price land in the "This needs your attention" box on the Inventory dashboard.

3. Reservation and removal from the inventory

As soon as articles are sold via Online Shop, POS or Order Management, the corresponding units are removed from the stock.

Reservations: If the article is in the quotation stage (this also applies for confirmations of order in the Online Shop), the article is reserved and so already removed from the available stock.

Removal from the inventory: As soon as an invoice is created, the article is permanently removed from the stock. The same applies for sales through KLARA POS.

Good to know

You can use the Inventory dashboard to reserve articles directly, remove them from stock, return them to stock, relocate them and record faulty goods. See the "Change stock" box.

Do you need support?

Our KLARA coach is there for you! As a professional in his field, he will help and support you. Be it with the setup, other questions or uncertainties!

Jetzt Coach buchen

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