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Stock and sales

Track stock at every branch, sell from a simple till, and see sales, profit and what is running low.

Open Stock and sales

Set up

  1. 1Name your business, choose its currency and name your first branch. Add more shops, and store rooms or warehouses, in Settings.
  2. 2In Settings, add people to each branch as a manager or a cashier. They must be in your workspace first: invite them in Settings, Team.
  3. 3Owners and admins work at every branch and are the only ones who see costs and profit.

Add your products

  1. 1In Stock, choose Add a product: its name, selling price, what you pay for it, and how it is sold (each, kg, litre, carton).
  2. 2Add the barcode to sell it by scanning. Turn off Count it in stock for services and things made to order.
  3. 3Enter how many you have at each branch now, and Low at: the count at which it shows as running low there.

Sell at the till

  1. 1Open Sell. Tap a product or scan its barcode; a USB or Bluetooth scanner works, since it types the code and Enter.
  2. 2Each product shows how many are at this branch, marked when low or out, so you know before the customer does.
  3. 3Change how many with + and −. Managers can change a price, give a discount on a line or on the whole sale.
  4. 4Charge, then take cash, card, bank transfer or mobile money, or split between them. Cash shows the change to give.
  5. 5To sell on credit, add the customer and finish with part or none paid. What they owe shows in Customers.
  6. 6Print the receipt, or send its link on WhatsApp or by any app.

Keep stock right

  1. 1Open a product in Stock and choose Receive when stock arrives. Enter what you paid; the cost is averaged with what you have, so profit stays right.
  2. 2Choose Count to set the count to what is really there, with why (damaged, expired, a recount). Every change is kept in the product's history with who, why and the count after.
  3. 3Running low shows on your home page, in Overview and at the till.

Move stock between branches

  1. 1In Transfers, choose Send stock: from where, to where and how many. It leaves at once.
  2. 2At the other branch, open the transfer, count what arrived and choose Receive. A shortfall is kept on the transfer and in the history.
  3. 3Cancel a transfer that has not arrived to put the stock back where it was.

Mistakes, money owed and the numbers

  1. 1A manager can void a sale from Sales, with why. It stays in your records, marked voided, and its stock goes back.
  2. 2In Customers, see who owes you. Open a sale to take a payment, or send a WhatsApp reminder.
  3. 3Overview shows sales, how people paid, best sellers, each branch, what is owed and running low; owners also see profit and stock value at cost.

Returns and refunds

  1. 1Open the sale in Sales and choose Return items. Enter how many of each came back; you can never return more than was sold.
  2. 2Leave Put back in stock on for things you can sell again, off for damaged ones.
  3. 3For a sale on credit, what comes back is taken off what the customer owes first; only the rest is paid back, by the way you choose.
  4. 4Returns come off the day's sales, the cash in the till and profit, and show on the receipt.

Buying from suppliers

  1. 1In Buying, add your suppliers. On a product, choose its usual supplier and, per branch, Order up to: how many to have after a delivery.
  2. 2Choose New order and Add what is running low: everything low at that branch (from that supplier) is added, with how many to order.
  3. 3Place the order, then send it to the supplier as a link on WhatsApp or by email; they can open and print it.
  4. 4When a delivery comes, choose Receive a delivery and change any line that came short. It goes into stock at the order's cost, averaged with what you have. Receive the rest when it comes, or close the order if no more is coming.

Counting stock

  1. 1In Stock, Counts, choose Start a count for everything or one category. Turn on Blind count so counters do not see what the records say.
  2. 2Count shelf by shelf on any phone; each number saves as you go. Find a product by name or by scanning its barcode.
  3. 3Selling can carry on while you count: when you apply the count, only the difference you found is applied, so those sales are not lost.
  4. 4Applying shows what was short or over, and its value at cost. Each change is in the product's history.

The cash in the till

  1. 1In Sell, choose Open the till and enter the float in the drawer.
  2. 2Choose Pay out when cash leaves the drawer for fuel, a delivery or a small purchase. It is recorded as an expense.
  3. 3At the end, choose Close the till and enter the cash you counted. You see straight away whether it is right, over or short, and why it should be what it is.
  4. 4Every closed till is listed in Money, Tills.

Expenses, reports and exports

  1. 1In Money, Expenses, add rent, wages, utilities and other costs for each branch, so profit is what the business really made.
  2. 2Money, Reports shows any period, or days you choose: sales after returns, and for owners gross profit, expenses and profit, for each branch, each day and each product.
  3. 3Download sales or stock as CSV to open in Excel or Google Sheets.
  4. 4Import products from a CSV in Stock: check what each column is, see what will be added, updated and skipped, then import.

Sizes, colours and other options

  1. 1In Stock, choose Add a product, then Sold in sizes, colours or other options. Name up to three options and type their values, such as S, M, L.
  2. 2Every combination is listed with one price to start with. Change the price of any one, add its barcode and how many are at each branch, and turn off the ones you do not sell.
  3. 3At the till it is one tile; tap it to choose the size and colour. Scanning a variant's barcode adds it straight away.
  4. 4To add a new colour or size later, open any variant and choose Add sizes, colours or other values.

Loyalty points

  1. 1In Settings, turn on Loyalty points and choose how much earns a point and what a point takes off.
  2. 2Add the customer to a sale and they earn points on what they pay. On credit, they earn the rest as they pay it off.
  3. 3To spend points, choose Points when charging. Points never give change. A refund takes back the points it earned; a void undoes everything.
  4. 4Customers see their points on every receipt; you see each customer's points and history in Customers.

When the internet drops

  1. 1First, on a device you or your business own, choose Make this device ready on the till (or Settings, This device). ToolkitDeck then opens and reloads with no internet, and can be installed like an app.
  2. 2Keep selling. Search and scanning use the products kept on the device. Refunds, payments on what customers owe, expenses, receiving and counting stock, and transfers work too.
  3. 3Everything done offline is kept on the device and recorded, dated when it was done, as soon as the connection is back, from whichever screen is open. The bar at the top counts what is waiting.
  4. 4Something the server could not accept stays in that bar with the reason, to try again or discard. Signing out waits until everything is sent.

Statements, Books and automations

  1. 1In Customers, open someone who owes you to copy their statement link or send it on WhatsApp: it lists each sale still to pay.
  2. 2In Settings, Send to Books, choose your books and the account each way of paying goes into. Then send any days from Money, Reports, or turn on Send every night.
  3. 3In Automations, start from A product runs low, A customer buys or A till closes over or short: for example, thank customers the day after they buy, with your review link.

Good to know

Stuck? Write to [email protected] and a person replies, usually within one working day.