Products & Catalog

Managing your product catalogue, pricing and units

Product Types

StockedPhysical goods whose inventory is tracked in the system. Stock levels increase when goods are received and decrease when invoiced. Examples: sugar, cement, clothing.

Non-StockedItems sold but not tracked in inventory. Useful for services, one-off purchases, or items you don't want to track. Examples: installation fee, delivery charge.

BundleA combination of multiple products sold as a single item. Bundle pricing is set independently of its components.

Creating a Product

Go to Products → New Product. Fill in the following fields:

Field	Description	Required
Name	The full product name shown on invoices and documents	Yes
SKU	Stock Keeping Unit — unique identifier. Can be auto-generated or entered manually	Yes
Barcode	EAN/UPC barcode for scanning. Optional but useful for POS workflows	No
Type	Stocked, Non-stocked, or Bundle	Yes
Category	Product category for filtering and reporting. Categories can be nested	No
Brand	Brand or manufacturer name	No
Tax Profile	VATable (16% VAT), Exempt (0%), or Zero-rated (0%). Affects invoice tax calculations	Yes
Base UoM	The unit used to track stock (e.g., Piece, Kilogram, Litre). This is the core unit	Yes
Purchase UoM	The unit used when buying (e.g., Carton). If different from base UoM, enter a conversion factor	No
Sales UoM	The unit used when selling (e.g., Dozen). If different from base UoM, enter a conversion factor	No
Reorder Level	Minimum stock level before a reorder is needed. The system flags low-stock items in red	No
Reorder Qty	Suggested order quantity when stock hits the reorder level	No
Status	Active (visible and sellable), Draft (not yet available), or Discontinued	Yes

Units of Measure & Conversions

If your purchase or sales unit differs from your base unit, you must define a conversion factor. For example: if you buy in Cartons (1 Carton = 12 Pieces), set Purchase UoM = Carton with a factor of 12. StockPulse will automatically convert quantities when receiving or invoicing.

Important: Stock is always stored and tracked in the Base UoM. All conversions happen at the point of transaction, not in storage.

Manage shared UoM conversions at Settings → Units of Measure.

Default Units

StockPulse ships with a set of physical and service-based units ready to use:

Physical Units

Piece (pc), Dozen (dz), Kilogram (kg), Gram (g), Liter (L), Milliliter (ml), Meter (m), Centimeter (cm), Carton (ctn), Pack (pk), Box (box), Bag (bag), Sack (sck), Bale (bale)

Service Units

Hour (hr), Day (day), Week (wk), Session (sess), Project (proj), Monthly (mo), Fixed Fee (fee)

Service businesses: Use service units like Hour, Session, or Fixed Fee as the base UoM for non-stocked products. This lets you invoice for time-based work or flat-rate services using the same invoicing and reporting tools.

Pricing & Price Lists

StockPulse supports multiple price lists (e.g., Retail, Wholesale, Distributor). Each product can have a different price per price list. You can also define volume tiers — different prices for different minimum quantities.

Go to Settings → Price Lists to create your price lists
Set the default price list — this is used for new customers unless overridden
On each product, set the price per price list
Assign a specific price list to individual customers in their profile

Tip: When creating an invoice, the system automatically pulls the correct price based on the customer's assigned price list. The price can be overridden per line item.

Product Variants

Variants let you track different versions of the same product (e.g., Size: S/M/L, Color: Red/Blue) without creating separate products. Each variant has its own SKU, barcode, and can have its own prices.

To add variants, open a product and use the Variants tab. Define variant attributes (e.g., Size, Color), then add individual combinations.

Tax Profiles

VATable

Standard rate 16% VAT is added to the selling price when invoiced.

Exempt

No VAT charged. For goods/services legally exempt under Kenyan tax law.

Zero-rated

VAT applies at 0%. Used for goods that qualify for zero rating (e.g., certain food items, exports).