Registering and editing items

Inventory management starts with registering items. Here’s how to add and edit them, plus a few habits that save trouble later.

Items are added from the + button at the bottom right of the “Stock” tab.

What to enter

Only the item name is required. Everything else can wait until you need it.

Field What goes in it
Item name Required. The name shown on screen.
SKU A code that identifies the item. Not case-sensitive.
Unit “pcs,” “box,” “kg” and so on.
Standard Cost The fixed cost used with Standard Cost.
Min Stock / Max Stock The thresholds for running low or holding too much. → Stock alerts
Expiry Alert How many days before the expiry date to flag stock. Shown only when Expiry is in use.
Image Take a photo or pick one from your library. Shown in the list too.
Barcode You can register several per item.
Item Fields Your company’s own fields (colour, size, person in charge…).

Unit costs and selling prices don’t go on the item

Prices are entered per transaction — a unit cost on Stock In, a selling price on Stock Out. Prices change every time you buy, so this reflects reality better.

The only price stored on the item is the “Standard Cost” used with the Standard Cost method. → Costing method

Should I use SKUs?

Yes, if you can. They keep similar items apart and act as the key when importing a file.

The duplicate rules depend on whether you use them:

  • No SKU — the item name must be unique within the company.
  • With SKU — the SKU must be unique; item names may repeat.

So with SKUs you can register “T-shirt (white)” and “T-shirt (black)” under the same name as separate items.

Barcode rules

  • You can register several barcodes per item — a JAN code and your own code, for example.
  • The same barcode can’t be used on two items within the company.
  • No barcode on the item? Add it on the Print Labels screen and an EAN-13 is generated for you.

Copying similar items

When you’re adding many near-identical items — different colours or sizes — copy one.

  1. Open the item you want to base it on.
  2. Choose Duplicate from the “☰” menu.
  3. A pre-filled registration screen opens. Change what differs and press “Create.”
  • Carried over: item name, SKU, unit, standard cost, min/max stock, expiry alert, image, barcodes, item fields.
  • Not carried over: stock and history. It’s a new item, so stock starts at 0.
  • Item name, SKU and barcode can’t be duplicated. Registering as-is shows “An item with the same name already exists,” so change them before you save.
  • Nothing is created until you press “Create.” Backing out adds nothing.

Editing and deleting

  • Edit — from “Edit” on the item’s detail screen.
  • Delete — choose Delete from the “☰” menu at the top right of the detail screen. Admins and Members can do this; Viewers can’t. → Members
    • The item disappears from lists and search, but stays in past transaction history. What you shipped last month is still on record.
    • There’s no undo. If an item is simply no longer used, leaving it alone does no harm.
    • What you deleted can still be reviewed under “Deleted Items” (below).

Reviewing deleted items

“Which item was that Stock In for again?” — even a deleted item’s details and transaction history stay available.

Open “More” → “Deleted Items”. There is no role restriction: everyone can view it.

In the list

  • Alongside item name, SKU and stock quantity, each row shows the deleted date. The default order is newest deleted date first.
  • Search — by item name, SKU and text item fields (partial match), and by lot (exact match). Barcodes can’t be searched — they’re removed on deletion.
  • Sort — item name / SKU / stock quantity / deleted date / created date, plus any item field with “Show in Sort” turned on.

On the detail screen

Tap a row to open “Deleted Item Information.” Item details, stock quantity, the stock breakdown and the transaction history all read the same as a live item, with the deleted date at the end.

What you can’t do is edit, duplicate, delete or add a transaction (“Transaction”). Treat it as a read-only screen for looking things up.

How the figures behave

  • Even if a deleted item still holds stock, it is excluded from the stock list, the stock total and the inventory value.
  • It stays in the per-item totals in reports as past activity, shown with a strikethrough.
  • There’s no restore. To use the item again, register it afresh.

When does the stock count change?

Registering an item leaves stock at 0. Stock moves the moment a transaction is completed — saving it as “Scheduled” changes nothing.

When location, lot or expiry is in use, stock is recorded per combination and the item’s stock count is their total.

Registering many at once

With dozens of items, importing an Excel or CSV file is faster. KuraPro matches on SKU (or item name if there’s no SKU) and updates existing items or creates new ones. → CSV, Excel, label printing and images

When something goes wrong

Message What to do
Item name or SKU is required. Enter an item name (or SKU).
An item with the same name already exists. Use a different name, or add an SKU to tell them apart.
An item with the same SKU already exists. Use a different SKU, or leave it blank.
An item with the same barcode already exists. That barcode is on another item. Use a different one.
Item limit exceeded. You’ve hit your plan’s limit. → Plan