KnownStock practical manual

These are editable workspace suggestions. Detected from this device. You can change every regional value later. Before recording live work, open Settings > Regional settings and confirm that it is configured. Review the country, workspace language, locale, time zone, base currency, number formats, measurement system and paper size. These values shape presentation and confirmed document snapshots; they do not alter the meaning of inventory movements. In Overview, “Set up KnownStock at your own pace” shows your workspace’s progress and highlights “Your next step”. Choose “Continue setup” to open that screen. “Hide guide” leaves the workspace available; “Open setup guide” brings it back. During the trial, the banner shows the remaining days and end date, with a direct link to “Choose plan and billing cycle”. You can continue using the app without completing the guide first.

Open Opening stock and expand Quick catalogue setup. Choose one of the standard units already available—uni, m, m2, m3, kg or l—or create another only when the item is genuinely controlled in a different unit. Check its decimal precision before use.

In the same quick setup, create at least one operational category before the first item. The protected internal fallback is not a completed catalogue category and does not count in the setup guide.

Use a stable SKU and a name the team recognises. Choose the meaningful category and base unit carefully. Presentations, barcodes and optional weight can be added after the basic record is useful.

Add the real operational stock place. Use optional locations only when the team needs to distinguish shelves, zones, vehicles or another practical subarea.

Choose the item, warehouse and optional location. Enter the physically verified quantity and the known unit cost. If cost is genuinely unknown, leave it unknown rather than entering zero.

Save the opening record as a draft. Check item, place, quantity, cost and reason. A draft has no inventory effect and can be corrected before confirmation.

Confirm once while online. Open Inventory, then the item detail, and verify that the position and movement history point back to the opening document and its place in the confirmed history.

Start in Overview and Inventory. Decide whether the work concerns physical stock, commitment, allocation, incoming supply, a count difference or a dispatch task before choosing a document.

Use Purchases, Sales, Stock operations, Counts, Replenishment, Production or Shipping. Do not choose a document merely because its wording feels familiar; use the flow whose effect matches reality.

Record the parties, warehouse, dates, lines, quantities and reason that another user needs to review. Offline-capable flows may retain a workspace-bound draft on the device.

Check what will change physically and what will change only in planning. Resolve overages, negative-stock warnings, missing cost, count conflicts or permission requirements before proceeding.

Confirmation requires an online response. KnownStock recognises a retry of the same request and prevents it from being applied twice, but the operator still reviews the intended effect before submitting.

Use the confirmed reference, status and latest activity included to see what changed and what remains pending. Partial work should leave a visible remainder rather than appearing complete.

Reopen confirmed work for reading. Use a linked return, eligible reversal, count adjustment, state change or explained regularisation instead of rewriting the confirmed record.

Select the unit in which quantity is ultimately controlled. The standard units uni, m, m2, m3, kg and l are available from the start; create another only when the operation genuinely needs it. One item has one base stock unit; packs and cases are fixed presentations of that unit, not separate current balances.

Use whole units for indivisible pieces and decimal precision only where the product definition supports a measured quantity. Do not use KnownStock for variable-weight stock or unsupported measurement variants.

Enter the SKU, operational name, type and useful description. Keep codes stable because confirmed documents and exports use them to help people identify the same record.

Create a pack, box or case only when its conversion to the base unit is fixed. Record its label, exact factor and optional gross weight.

If one case contains 12 pieces, test that 5 cases represent exactly 60 base pieces. Correct the catalogue before using the presentation in a live draft.

A confirmed document keeps the presentation description and factor used at that time. Changing a catalogue presentation later must not reinterpret an earlier movement.

Check the item and code already in the workspace. A normalised barcode or internal code cannot point to two different items, presentations or locations.

Attach an item-level code to the base item or a presentation code to the fixed pack it identifies. A location code belongs to the location, not to an item line.

Keep leading zeros and letters. Do not convert identifiers through a numeric spreadsheet column that may alter their text.

In a stock count, start the camera and scan continuously. KnownStock prefers the browser’s native detector and falls back to its bundled decoder, debounces the same code, adds one unit per accepted read, and keeps the camera active. Check the item, presentation and location, use sound or vibration as needed, and use Undo last scan to post the exact compensating observation. A scan only records count evidence; it never confirms or adjusts inventory by itself.

For multiple new items, use the public UTF-8 template. Keep exactly these headers: sku, name, description, category_code, item_type_id, base_unit_code, gross_weight_kg and barcode. Remove its example row before entering live catalogue data.

Upload the file to Import CSV. Review duplicate SKUs or barcodes, missing categories or units, invalid item types and invalid weights. This import does not create presentations, and existing items are not silently updated.

Apply the valid preview in one create-only operation. If any required row cannot be created, KnownStock leaves the catalogue unchanged instead of applying only part of the file.

Create a warehouse for every place whose inventory must be controlled separately, including a vehicle when the business treats its carried stock as a distinct responsibility.

Choose short stable warehouse and location codes that operators can read on labels, drafts and reports. Avoid reusing a retired code for another physical place.

Use optional locations for shelves, rooms, vans or zones when that detail helps receiving, picking, transfers or counts. A small stockroom may work well with only its default operational location.

Administrators see all warehouses. Assign each User to one, several or all warehouses and check that both reads and commands stay inside that authenticated scope.

Usable, quarantine and blocked are physical states. Move stock between states with a reclassification; do not create a fake warehouse solely to represent damage or inspection status.

Open Inventory and filter by item, warehouse and location. Confirm that the resulting position answers where the quantity is and which part is usable.

Create or select the supplier, choose the warehouse and enter item lines, requested quantities, presentations, expected date and optional operational prices.

Review and confirm the order to create expected incoming supply. This is a planning effect only; no physical quantity has arrived yet.

When goods arrive, create a linked receipt for the quantity physically observed. Keep damaged, missing or excess quantities visible instead of copying the full order by habit.

Check item, presentation, warehouse, location, quantity and known cost. An authorised overage or negative consequence requires the explicit reason and permission shown by the workflow.

Confirmation adds the received physical quantity and reduces the linked pending incoming amount. A partial receipt leaves the remaining order quantity open.

Create a direct purchase invoice only when it is the physical input document. An invoice derived from a confirmed receipt is documentary and must not add the same stock again.

Create and confirm the linked supplier return when stock physically leaves for the supplier. Preserve the item, quantity, source and reason.

Select the customer, warehouse and item lines. Record requested quantities, dates and optional operational prices without presenting the document as a fiscal invoice.

Confirm the sales order to create committed demand. Commitment reduces available-to-promise but does not remove physical on-hand stock.

Reserve usable stock from the permitted warehouse and location. Allocation sits inside commitment; it must not be subtracted a second time when calculating availability.

Create the linked delivery for the quantity that will genuinely leave. Review the served quantity against the remaining commitment and allocation.

Delivery confirmation removes the physical quantity and reduces the linked commitment and allocation served by that delivery. The unserved remainder remains visible.

An invoice derived from a confirmed delivery is documentary. A direct operational invoice may carry the outbound effect only when no delivery already recorded it.

Use the linked return for the physically received quantity and place it in the correct warehouse, location and state after inspection.

Use a planned two-phase transfer for dispatch and later receipt. Use an immediate internal move only when the origin and destination changes are controlled in one act.

Select permitted warehouses, optional locations and item lines. Confirm that the destination differs from the origin and that the quantities match the intended movement.

The plan records expected movement and operational responsibility. It does not remove stock from the origin before shipment.

Record what actually leaves the origin. Shipment removes that quantity from origin and places it in transit while preserving company total quantity and value.

At the destination, record the observed quantity and correct location or state. Partial receipt reduces transit only by the amount received and leaves the remainder visible.

Compare confirmed shipment, packaging, handover and destination evidence. Do not erase the transit remainder merely to make the transfer look complete.

Receive it later, return it to origin or record an authorised transit loss with a reason and evidence. Each path creates the appropriate immutable inventory facts.

Choose the warehouse and whether the count covers the whole warehouse, one item, one location or an item-location combination. Narrow scope makes responsibility and review clearer.

Use blind mode when operators should not see the expected quantity. Use visible mode when the operating method deliberately allows it.

Apply an expiring scope freeze when movements would make the observation unreliable. Coordinate warehouse work before opening the session.

Opening records the confirmed point used for comparison. The draft itself has no stock effect; the open session defines when the observation is anchored.

Enter or scan the item and use Set total or Add scan as appropriate. Blank means not observed; zero is a deliberate observation. Correct double scans before review.

Compare expected-at-opening, observed quantity and movement after opening. Recount ambiguous lines instead of approving a difference that may be caused by timing.

If policy or the configured threshold requires another person, request the second authorisation. The creator cannot bypass that control by changing the client.

Approval posts only the authorised difference and releases the scope freeze in the same controlled action. The observations and review history remain visible.

Decide whether stock is still physically present, changed condition, returned from a customer, returned to a supplier, was observed in a count or was posted by mistake.

Move usable stock to quarantine or blocked when it is still present but should not be promised. This preserves on-hand quantity while changing usable quantity.

When a controlled count found the discrepancy, review and approve the session so the difference remains connected to its scope and opening point.

Record the known delta, warehouse, location, state and reason. Obtain the required authorisation for negative stock or policy exceptions.

A customer or supplier return describes a physical inbound or outbound movement connected to its commercial source better than a generic adjustment.

Create the authorised inverse of an erroneous confirmed operation when later dependent facts do not make exact reversal unsafe. If reversal is rejected, use the correction that matches current reality.

Open the position and movement history. Confirm that physical quantity, state and operational value tell the same story after the corrective entry.

Select the warehouse and item, then set minimum, target, preferred presentation, source preference and useful lead-time context.

Review usable, committed and confirmed incoming supply. Projected quantity is calculated from those meanings; allocated is already within commitment and is not subtracted twice.

A candidate becomes actionable when projected quantity is at or below minimum. The raw need is target minus projected quantity.

If a preferred case or pack applies, KnownStock rounds the suggestion upward to that fixed conversion. Confirm that the rounded result is operationally sensible.

Select purchase, transfer or light production according to the real source. Review supplier, origin warehouse or active recipe before conversion.

When no action is needed now, record the decision instead of changing the minimum merely to clear the list.

Conversion creates the appropriate draft and links it to the recommendation context. It never confirms a purchase order, transfer or production order automatically.

Choose the result item and exact component quantities. Add fixed presentations where useful and review the quantities in base units.

Only an active recipe version can support new planning. A later recipe change creates a new version and does not rewrite confirmed production history.

Select the recipe, planned result quantity, consumption location, result location, date and notes. Saving creates a draft with no effect.

Confirmation creates component commitment and expected production result. Physical components have not yet been consumed and finished stock has not yet been received.

Review required, committed, allocated and usable component quantities before execution. Resolve shortages or an authorised exception explicitly.

Enter actual usable output, quarantine output, rejected quantity and actual component consumption. One confirmation removes the components and receives the physical result together.

Partial runs leave the outstanding plan visible. Record further runs or close the remaining quantity with the required reason when production will not continue.

Prepare the served quantities first. Shipping organises those quantities for handover; it does not decide what the customer order should serve.

Choose the carrier or manual handover route and assign each served quantity to exactly one shipment context.

Add package references and distribute shipment lines. Keep the total assigned quantity equal to the quantity intended for this handover.

KnownStock uses the frozen gross weight of the assigned items or presentations. If a required weight is unknown, the total is marked incomplete instead of treating the missing value as zero.

Enter the measured package or shipment weight separately. Actual weight does not overwrite the catalogue value used as theoretical context.

Delivery confirmation creates the single outbound inventory effect and hands over the prepared shipment context. Editing carrier or tracking details later does not move inventory again.

Record service, external reference, tracking URL, estimated or actual handover information and operational incidents manually as they become known.

Filter the item by warehouse, location and physical state. On hand answers what is physically present inside that scope.

Usable excludes physical quantity held in quarantine or blocked state. A state change can reduce usable without changing total on hand.

Committed comes from confirmed sales demand not yet fully served. It is a planning quantity, not a second physical pile.

Allocated identifies the usable quantity reserved inside commitment. It supports picking and fulfilment decisions but does not remove stock.

Confirmed purchase orders, shipped transfers and confirmed production plans create different incoming contexts. Keep the source visible when timing or responsibility matters.

Available-to-promise is usable minus commitment. Do not subtract allocation again, because allocation is already part of committed demand.

Positions and reports state the latest confirmed inventory activity included. Compare results only when their scope and confirmed point are understood.

Decide whether you need a current position, movement history, pending quantity, valuation, count review or dispatch view before selecting the report.

Apply the item, warehouse, location, date, state or status filters needed for the question. Avoid exporting a whole workspace when a narrow report is sufficient.

KnownStock calculates the complete result from confirmed facts and displays the latest inventory activity included. Wait for that complete result rather than combining values from separate screens.

Unknown cost, incomplete weight, remaining transit or unresolved count work should be visible as such. Do not convert an unknown value to zero for presentation.

Authorised users can download safe UTF-8 CSV. Formula-like text is neutralised to reduce spreadsheet execution risk; inspect types and leading zeros after opening it.

Generate the versioned local PDF using the workspace paper and regional presentation. Review pagination, filters, the confirmed reporting point and sensitive columns before sharing.

Use the result for inventory control and handoff. It is not a statutory valuation, accounting record, tax document or compliance certificate.

Use Administrator for full functional and configuration access. Use User for ordinary warehouse work with an assigned scope and optional advanced permissions.

Enter the person’s real name, required email address, profile and warehouse assignments. Every person must verify their email before access is enabled. Do not create a shared or generic operator account.

For a User, first assign only the warehouses needed for the job. Enable read-only when the person must inspect but never mutate data, and enable only the advanced exceptions required: master maintenance, cost visibility, count approval, negative-stock authorisation, reversal, revaluation or export. Hidden controls are backed by the same server-side denial, so a crafted request cannot widen access.

KnownStock sends a private, single-use link directly to the person’s email. Following it verifies that address and lets the person choose their password. The administrator cannot copy the link or set the password.

Active and pending memberships both occupy a plan place. An expired activation credential does not free the place automatically.

Reissue an expired credential to invalidate the earlier one, or cancel the pending membership when the person should no longer join.

Disable access promptly when somebody leaves. The Owner cannot be disabled or demoted until ownership has been transferred safely to another active Administrator.

Use the browser installation prompt at https://knownstock.com/app/. This installs the signed-in application, not the public website.

Before capture, confirm the workspace badge and your permitted warehouse. Your secure session determines the workspace automatically; there is no manual workspace code to enter.

Supported flows may retain their draft and retry context on the device, bound to the current authenticated workspace. Save enough context to resume after a reload.

When offline, treat displayed read data as potentially stale. Continue only with supported capture or draft work and do not assume another person’s recent confirmation is visible.

Inventory confirmation, count opening or approval and other final actions require an online response. Review the draft again after connectivity returns.

If a confirmation response was interrupted, retry the same action rather than recreating the document. KnownStock recognises the repeated request and prevents it from being applied twice.

Logging out revokes the session and clears saved workflow context. Passwords and session cookies are never stored by application JavaScript.

In Settings > Regional settings, an Administrator reviews country, workspace language, locale, IANA time zone and date/time format. Country defaults are editable suggestions and are never saved until reviewed.

Check base currency, symbol position, separators, visible decimal precision, metric or imperial measures and A4 or Letter in the live preview. The base currency becomes fixed after the first confirmed document; presentation fields can still change without rewriting earlier documents.

In Settings > Inventory policies, select whether negative stock is blocked, warned or allowed only through authorised exceptions. Explain the operational reason before allowing a command outside normal availability.

For Stock counts, use the same Inventory policies section to define when a difference requires a second person. Keep the threshold aligned with the organisation’s real separation-of-duties practice.

In Settings > My preferences, each person may inherit or override interface language, visual locale and display time zone. These choices do not change operational dates, calculations or confirmed document snapshots.

In Settings > Team & permissions, an Administrator checks profiles, advanced permissions and warehouse scope after a policy change. A visible control is not security by itself; the server-enforced access must still match each person’s work.

Prepare a safe draft or test report and inspect dates, decimals, currency, paper and exception wording. If a workspace policy changed, tell affected users what changed and which procedure to follow.

The 21-day trial uses Team 3, the smallest plan, with every version 1 feature and up to 3 active or pending members. Registering a workspace does not create a Paddle customer, checkout or subscription, and no payment card is required.

Open Plan & access. Plan & limits shows your current access, trial or paid-period dates, remaining trial days and occupied member places. Compare Team 3, Team 5 and Team 10: every plan includes the same functions and differs only by its active-or-pending member limit. Items, warehouses, locations, documents and movements have no separate commercial quota.

Choose “Monthly” or “Annual · 2 months free” above the cards. Annual pricing equals ten monthly payments and is charged once a year. Choose “Choose Team 3”, “Choose Team 5” or “Choose Team 10” to open Paddle’s secure checkout. With an existing subscription, “Switch to…” opens a financial preview before “Confirm change”. Review the final amount and applicable taxes before confirming. A pending payment can be resumed from its plan card; use “Refresh payment status” or “Cancel pending checkout” below the cards when needed. The six base prices are shown without decimal places: 39 €, 69 € and 119 € per month; 390 €, 690 € and 1,190 € per year. Thousands separators follow the regional settings, and the euro symbol follows the amount. Taxes and payment adjustments retain any required decimal places.

Paddle acts as Merchant of Record and sends the signed event. KnownStock changes effective access only after the server verifies and reconciles that event.

Use “Manage in Paddle” for payment methods, payment documents and subscription cancellation. This button appears when a Paddle customer is linked to the workspace and remains accessible to the Owner in read-only mode. Do not send card details to KnownStock support.

When Paddle first reports past due, the workspace receives the approved seven-day grace period. The banner shows the effective state while the Owner resolves payment.

After trial expiry or an ended grace period, mutation is blocked by the API. Search, reading, reports and authorised exports remain available; data is not automatically deleted.

Reactivation restores normal access after verified entitlement. A downgrade requires the Owner to reduce active or pending members first; KnownStock never deactivates people automatically.

Owners and invited members recover access through a private link under /app/. It expires 30 minutes after it is issued and can only be used once. Requesting or opening it does not change the password or close sessions. After confirming the new password, previous sessions and pending recovery links for that user are invalidated. No session is created automatically: sign in again with the new password. The other users keep their passwords, roles and permissions.

At least 10 characters with upper and lower case, a number and a symbol. !@#$%_-+=? Set the password from the secure link. Successful recovery signs out other sessions so an earlier device or credential cannot remain active.

Do not forward, publish or paste a readable token into a support message. Discard it after use or expiry.

Record the workspace name, your user identifier, the document or item reference, the action, the approximate time, the message shown and the smallest reproducible sequence.

Do not send passwords, session cookies, activation links, recovery tokens, card details, private exports or customer information that is not required to understand the issue.

When authorised, download the relevant reports or workspace export and verify that the files open. Export remains available during read-only continuity.

Cancelling a Paddle subscription ends future commercial access according to its schedule; it is not an immediate workspace deletion request.

Open Settings → My preferences and security → Delete account and data. Type DELETE exactly and choose Request account deletion. This is also available in a read-only workspace. Administrators and Users who are not the Owner cannot request it. Check the Owner’s inbox and spam folder. The link expires in 24 hours. Opening it only displays the confirmation page. Check the workspace reference and Owner’s email, read the warning and choose Delete account and data. Ignore the email if you did not request deletion.

Download and check any reports or workspace export you need before proceeding.

Before deleting this account, cancel the active subscription from Plan & access. Wait until Paddle confirms cancellation and the paid period has ended. A scheduled cancellation alone does not allow deletion.

Open Settings → My preferences and security → Delete account and data. Type DELETE exactly and choose Request account deletion. This is also available in a read-only workspace. Administrators and Users who are not the Owner cannot request it.

Check the Owner’s inbox and spam folder. The link expires in 24 hours. Opening it only displays the confirmation page.

Check the workspace reference and Owner’s email, read the warning and choose Delete account and data. Ignore the email if you did not request deletion.

The completion page confirms deletion. All workspace users lose access; the account, records, documents and active sessions are removed. The link cannot be reused.