Registering and editing products

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

Products are added from Add product on the “Stock” tab.

What to enter

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

Field	What goes in it
Product name	Required. The name shown on screen.
SKU	A code that identifies the product. Not case-sensitive.
Unit	“pcs,” “box,” “kg” and so on.
Standard cost	The fixed cost used with standard costing.
Minimum / maximum stock alert	The thresholds for running low or holding too much. → Stock alerts
Expiring 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 product.
Product fields	Your company’s own fields (colour, size, person in charge…).

Purchase and sale prices don’t go on the product

Prices are entered per transaction — a purchase unit price on inbound, a sale unit price on outbound. Prices change every time you buy, so this reflects reality better.

The only price stored on the product is the “standard cost” used with standard costing. → Costing method

Should I use SKUs?

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

The duplicate rules depend on whether you use them:

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

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

Barcode rules

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

Copying similar products

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

Open the product you want to base it on.
Choose Copy and create from the “⋮” menu.
A pre-filled registration screen opens. Change what differs and press “Register.”

Carried over: product name, SKU, unit, standard cost, minimum/maximum stock, expiring alert, image, barcodes, product fields.
Not carried over: stock and history. It’s a new product, so stock starts at 0.
Product name, SKU and barcode can’t be duplicated. Registering as-is shows “A product with the same name already exists,” so change them before you save.
Nothing is created until you press “Register.” Backing out adds nothing.

Editing and deleting

Edit — from “Edit” on the product’s detail screen.
Delete — choose Delete from the “⋮” menu at the top right of the detail screen. Administrators and members can do this; viewers can’t. → Members
- The product 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 a product is simply no longer used, leaving it alone does no harm.
- What you deleted can still be reviewed under “Deleted products” (below).

Reviewing deleted products

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

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

In the list

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

On the detail screen

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

What you can’t do is edit, copy, delete or add a transaction. Treat it as a read-only screen for looking things up.

How the figures behave

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

When does the stock count change?

Registering a product 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 product’s stock count is their total.

Registering many at once

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

When something goes wrong

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