KasiStock Demo workspace

Retailer guide

From shelf count to supplier order

Follow this guide in order the first time you use KasiStock. It explains what to prepare, what to check, and when a purchasing decision becomes final.

Start with evidenceAbout 15–25 minutes for a prepared first order
KasiStock supports your decision; it does not replace it.

AI reads shelf images and supplier documents. Verified calculations protect the budget. You confirm uncertain information and approve every purchase.

01

Prepare before you begin

Reliable recommendations start with complete, current information.

Have these ready

  • A clear shelf or stockroom photograph
  • Current supplier catalogues or price lists
  • Recent sales history in CSV format
  • The maximum cash available for this restock
  • Local context such as payday, weather, school holidays or community events

Set a responsible budget

Protect rent, salaries, electricity, transport, debt payments and other obligations first. The amount entered in KasiStock is a strict ceiling, not a spending target.

A small unallocated reserve is useful for delivery charges, invoice differences and emergency purchases.

EvidenceAccepted fileWhat it provides
Shelf or stockroomJPEG, PNG, WebPVisible products, pack sizes and estimated quantities
Supplier listPDF, JPEG, PNG, WebPOffers, prices, case quantities and promotions
Sales historyCSVSales velocity, revenue and reporting period
02

Capture and upload evidence

Clear photographs reduce uncertainty and shorten the review.

  1. Photograph straight on.Keep the camera level, include the complete shelf section and avoid glare.
  2. Make labels readable.Move close enough to capture brands, variants and pack sizes. Use more than one image for a large area.
  3. Count hidden stock.Record closed cartons, back-room stock, damaged items and products hidden behind others separately.
  4. Upload each evidence type.Open Evidence, select Shelf image, Supplier list or Sales CSV, choose the file and run extraction.
Open EvidencePrepared demo data is available if you want to practise without uploading files.
03

Verify every extracted value

Model output becomes usable evidence only after a person checks it.

High confidence

Check the value against the source and accept it only when it is correct.

Needs review

Inspect the product, pack size, quantity or price and correct the uncertain field.

Insufficient evidence

Upload a clearer source, enter a supported value manually, or mark it unknown.

Check before accepting

  • Product name, brand and variant
  • Barcode where available
  • Package size and selling unit
  • Visible and back-room stock quantity
  • Supplier price, case quantity and minimum order
  • Promotion dates, VAT and delivery conditions

When in doubt, leave it unresolved. An unknown value is safer than using the wrong stock count or supplier price.

04

Confirm product matches

Shelf, sales and supplier descriptions must refer to the same real product.

1Barcode
2Governed alias
3Exact name
4Suggested candidate
5Human confirmation

Compare brand, product type, flavour or variant, package size, unit of measurement, selling unit and case quantity. A 2 litre bottle and a six-pack of 2 litre bottles are related, but they are not the same purchasing unit.

No model-created identity is automatic. Barcode and governed exact rules can be accepted safely. Suggested or fuzzy matches require your confirmation.

05

Build and review the restock plan

KasiStock calculates from accepted evidence and stays inside the approved cash limit.

Days of coverCurrent stock ÷ average daily salesShows how long existing stock may last.
Reorder needTarget stock − current stockAdjusted for demand, safety stock and pack sizes.
Effective unit costCase price ÷ units per caseAllows fair supplier comparison.
  1. Open Restock plan.Load accepted evidence and resolve any remaining product matches.
  2. Enter the maximum budget.The optimiser cannot approve a plan above this amount.
  3. Build the plan.Review current stock, sales velocity, reorder need, supplier and effective unit cost.
  4. Apply shop knowledge.Consider storage space, expiry, incoming deliveries, payday demand, local events and supplier reliability.
  5. Adjust whole packs.Reduce or increase within the displayed demand ceiling and budget.
Open Restock planLeaving some cash unallocated is acceptable.
06

Review and approve the final order

Approval is consequential. Complete the final check before creating supplier orders.

Final approval check

  • Every product identity is correct
  • Stock quantities and supplier prices are current
  • Case quantities and minimums are understood
  • The total remains within budget
  • Fulfilment method, address and requested date are correct
  • No unresolved warnings remain
  • The approving person is authorised
What approval records

The accepted evidence, confirmed mappings, calculations, final quantities, budget, supplier allocation, approving person and approval time are bound into an immutable record.

A locked draft must be unlocked and signed again if quantities change. Never use an earlier approval for a modified order.

07

Download, send and follow up

Each supplier receives only the purchase order intended for them.

  1. Download every supplier PDF.Check supplier details, product quantities, prices, totals, date and collection or delivery method.
  2. Copy the matching message.Attach the correct PDF and ask the supplier to confirm availability and the final invoice total.
  3. Wait for confirmation.An order is not accepted until the supplier confirms it.
  4. Recalculate material changes.If price, pack size, availability or substitution changes, update the evidence and create a revised order.
  5. Keep the records.Save the approved purchase order, supplier confirmation and final invoice for reconciliation.
08

Troubleshooting

Use the safest recovery action instead of bypassing a warning.

A shelf product is not identified

Take a closer photo with better light, photograph the item separately, or enter the details manually.

The visible quantity is wrong

Correct the quantity during evidence review. Do not accept the estimate unchanged.

A supplier item is matched incorrectly

Reject or correct the match. Compare the brand, variant, size, barcode and selling unit.

A product is missing from the plan

Check its stock level, sales history, product match, supplier evidence, pack size and budget priority.

The supplier changed the price

Update the supplier evidence and calculate a new plan before approval.

The invoice differs from the order

Compare quantities, substitutions, pack sizes, VAT, delivery charges and promotion conditions before payment.

Use every restock day

Four-part daily checklist

Before analysis
  • Photograph shelves
  • Count hidden stock
  • Get current prices
  • Export recent sales
  • Confirm available cash
During review
  • Check names and sizes
  • Check quantities
  • Check case prices
  • Check VAT and promotions
  • Resolve uncertain matches
Before approval
  • Confirm quantities
  • Check total and reserve
  • Confirm fulfilment
  • Clear warnings
  • Approve only when satisfied
After approval
  • Check each PDF
  • Send to correct supplier
  • Get confirmation
  • Save order and invoice