Manual/ Products, Services & Stock

Products, Services & Stock

Build the catalogue of everything you sell. Products are physical items with stock levels; services are jobs you charge for (haircuts, repairs, consulting). Both must exist in the catalogue before you can record a sale.

On this page

  1. Products vs. services
  2. Set up your categories
  3. Add a product
  4. Edit or remove a product
  5. Add a service
  6. Import products from Excel
  7. Import services from Excel
  8. Four ways to record stock
  9. Add stock as it arrives
  10. Adjust, spoilt & transfer
  11. Low-stock alerts
  12. Stock on hand

Products vs. services

  • Product — a physical item with a quantity. Selling one decreases stock; receiving more increases it. Examples: a bottle of soda, a bag of cement, a phone charger.
  • Service — work you perform. There's no stock count. Examples: a haircut, an oil change, hourly consulting.

If something is half-and-half (e.g. a phone repair that uses spare parts), set up the service for the labour and the parts as separate products.

Together, your products and services are your catalogue. You find both under Settings & Management → Catalog.

Set up your categories

Categories group what you sell, like aisles in a shop. They make items quick to find, and the till and your reports group items the same way. Products and services each have their own categories.

  1. Open Settings & Management → Product Categories and tap Add Category.
  2. Type the category name (e.g. "Drinks") and a short description of what goes in it.
  3. Save. The category is now in the list when you add a product.
  4. For services, open Settings & Management → Service Categories, tap Add Category, name it, describe it and save.
Tip You can also make a category while you add a product or service. Tap New next to the Category field.

Add a product

Add Product form with name, category, prices, stock and branch fields
Add Product form — name, category, prices, opening stock and which branches stock it.
  1. Open Settings & Management → Products and tap Add product.
  2. Type the product name the way it appears on your shelf (e.g. "Coca-Cola 500ml").
  3. Pick a category (e.g. Drinks) so similar items stay together.
  4. Enter the cost price (what you pay) and the selling price (what customers pay). PesaScope shows your margin on each one.
  5. Under How many do you have?, type how many you have right now. This is your opening stock.
  6. Set a Low Stock Alert Limit so the app warns you when the item runs low.
  7. Tap Create product. The product is ready to sell.
Tip Cost and selling price are kept separate so that profit reports work. If you don't know the cost yet, leave it as zero — you can update it any time.

The opening stock you type here goes to your own branch. Have more than one branch? Tap the Add Stock icon on the product in the Products list to set how many each branch has.

Edit or remove a product

Open Settings & Management → Products and find the product. Then:

  • Tap the pencil icon to change the name, prices, category or low-stock limit, then tap Save changes.
  • Tap the bin icon to delete it. It goes from your lists but stays on past sales.

Add a service

  1. Open Settings & Management → Services and tap Add service.
  2. Type the service name (e.g. "Haircut", "Oil change").
  3. Pick a category (Grooming, Mechanical, Consulting…).
  4. Enter the price you usually charge. You can change it on each job if the work is bigger or smaller than usual.
  5. Add a short description if it helps your staff.
  6. Tap Create service. Your staff can now pick it when they record a service.

Import products and opening stock from Excel

Have a long product list? Load it in one go, with how many you have in each branch.

  1. Open Settings & Management → Products and tap Import Excel.
  2. Tap Download Template. It is made for your business, with one stock column for each branch.
  3. Fill in one row per product: name, category, prices and how many you have in each branch. Save the file.
  4. Tap Next, then Choose Excel file.
  5. Tap Preview. PesaScope checks every row before anything is saved.
  6. All rows look right? Tap Confirm & Save. Your products and stock are in.
Good to know If a product name is already in your list, the import updates that product. Stock numbers replace the current count at that branch. An empty stock cell leaves that branch as it is. New categories are made for you.

Import services from Excel

  1. Open Settings & Management → Services and tap Import Excel.
  2. Tap Download Template.
  3. Fill in one row per service: its name, price and category. Save the sheet.
  4. Tap Next, then Choose Excel file.
  5. Tap Preview to check every row.
  6. Tap Confirm & Save. Your services are ready to record.

A service name that is already in your list gets updated with the new price and category.

Four ways to record your stock

Pick whichever suits how you already keep your stock. All four land in the same place, and you can mix them.

  1. Type in quantities. Count your shelf, then open Type in quantities from the stock step of your dashboard setup checklist. Type how many you have of each product, check the branch, and save. Every number is saved at once.
  2. Add Stock. New stock came in for one item? Open Stock and tap Add Stock. See Add stock as it arrives.
  3. Record a purchase. Goods from a supplier? Record a purchase. Stock goes up, and you see what you paid or still owe. See Record a purchase.
  4. Import from Excel. A long list? Use the Products import. See Import products and opening stock.
Keeping stock in a book? Send us a photo of it on WhatsApp and we will help you load your first items.

Add stock as it arrives

When new stock arrives, record it so the count stays accurate.

Stock-in form listing products with quantities and supplier
Recording a delivery — pick products, enter quantities, optionally link to a supplier.
  1. Open Stock and tap Add Stock.
  2. Choose the product.
  3. Type how many arrived.
  4. Pick the branch the stock went to.
  5. Tap Add Stock. The count goes up straight away.
Bought from a supplier? Use Record Purchase instead. It adds the stock and records what you paid, so you don't enter it twice.

Correct stock: adjust, spoilt and transfer

Stock changes outside a sale or purchase need a correction. Open Stock and pick the button that fits.

Adjust: your shelf count is different

  1. Tap Adjust and choose the product and branch.
  2. Under New quantity on hand, type the number you actually counted. Stock is set to this number, not increased by it.
  3. Type the reason, then tap Adjust Stock. The count now matches your shelf.

Spoilt: goods that expired or broke

  1. Tap Spoilt and choose the product and how many.
  2. Type what happened as the reason.
  3. Tap Record Spoilt. Spoilt goods show as a loss in your reports.

Transfer: move stock to another branch

  1. Tap Transfer and choose the product and how many.
  2. Choose the From branch and the To branch.
  3. Tap Transfer Stock. One branch goes down, the other goes up.

Every change is kept with the date. Expand a product on the Stock page to see its recent movements.

Low-stock alerts

If you set a Low Stock Alert Limit on a product, the app warns you when stock drops to it:

  • The product shows as Low stock on the Stock and Products pages, and the count at the top of each page goes up.
  • You get a low-stock alert in Notifications.
  • Reports → Needs Restocking gives you a buying list of everything that is low.

Stock on hand

Stock on Hand report showing products, quantities and total value
Stock on Hand — every product with current quantity and value at cost.

Open Stock to see:

  • Every product in each branch with its current quantity. Expand one to see its value at cost and recent movements.
  • Filter by branch.
  • Tap Export to download the list for your own records.

For the full history of what came in and went out, open Reports → Stock Movements. You can download it as CSV or PDF.

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