KariVast documentation
Learn how to manage your accounts, stock, and workflows.
Explore comprehensive product guides for setup, purchasing, sales, inventory, accounting, and reports.
Getting Started
10 guidesGetting Started Overview
Complete 8-step onboarding roadmap to take your organization from signup to executing live purchase orders, warehouse intake, order fulfillment, and customer invoicing.
Signup & Login
Registering an organization tenant, user credentials, Supabase authentication, JWT session refresh, and accepting team email invitations.
Initial Company Setup
Configuring company legal name, registration numbers, tax identification, base valuation currency immutability, timezone, and logo branding.
Team Setup & Roles
Inviting team members, managing pending invitations, built-in system roles (Admin, Accountant, Warehouse, Purchasing, Sales), and custom granular RBAC permissions.
Navigation & Shortcuts
Mastering the KariVast interface, Cmd+K global command palette, keyboard shortcuts, customizable data tables, and unsaved changes guards.
Organization Switching
Multi-tenant architecture in KariVast, strict data isolation, seamlessly switching between subsidiaries from the header, and creating secondary organizations.
Catalog
7 guidesCatalog & Products
Master product catalog setup, 4-step ProductFormGroup wizard, unit of measure, costing method assignment, and attribute matrix generation.
Variants & Pricing
Managing product variants, individual SKU codes, barcodes, purchase costs versus selling prices, real-time gross margin indicators, and lifecycle rules.
Product Categories
Structuring catalog items into hierarchical parent-child category trees, category code rules, and departmental sales/inventory analytics.
Barcode Scanning & Label Printing
Barcode symbologies (Code-128, EAN-13, UPC-A, QR), auto-generating barcode strings, BarcodePrintPreview, and thermal/sheet label printing.
Tracking Configuration
Configuring regulatory inventory tracking across serial numbers, batch/lot codes, and expiration dates, with receiving and fulfillment enforcement.
Inventory Costing Methods
Inventory valuation rules in KariVast: FIFO cost layers, Weighted Moving Average formula, Standard Costing, and automated COGS journal entry mechanics.
Contacts
4 guidesShared Contacts
Managing dual-role trading partners that act as both customers and suppliers (contactType: BOTH), dual-permission security guards, and ledger separation.
Customer Management
Managing customer accounts, contact details, separate billing and shipping addresses, credit limits, payment terms, and account statement generation.
Supplier Management
Maintaining vendor master records, payment terms, default trading currency, tax ID, purchase order history, and supplier ledger statements.
Contact Status & History
Active versus archived contact statuses, data preservation safeguards, chronological activity audit streams, and period account statements.
Inventory
15 guidesWarehouse Locations, Zones & Bins
Structure warehouse storage topology into zones, aisles, racks, shelves, and bins with dedicated functional areas (receiving dock, bulk storage, pick face, quarantine).
Stock Availability & Balances
Four-way inventory balance monitoring: Quantity on Hand, Reserved Quantity, Available Quantity, and Incoming On-Order with reorder points and low-stock alerts.
Lots & Serials Architecture Guide
Comprehensive architectural guide comparing Standard Bulk, Batch/Lot Tracking, Serial Number Tracking, and Combined Tracking modes across warehouse and sales workflows.
Receiving Tracked Inventory (Lots & Serials)
Capture batch lot numbers, expiration dates, and unique serial numbers during dock check-in with barcode scanning, CSV uploads, and putaway bin assignment.
Fulfilling Tracked Inventory (Lots & Serials)
Operational procedures for picking, scanning, and dispatching lot-tracked and serialized goods with automated FEFO lot sorting and packing slip documentation.
Serial Number Traceability & Lifecycle
Follow a serialized item's history through receiving, reservations, shipping, transfers, and returns. Check its current location and availability before acting.
Purchasing
9 guidesPurchasing Overview
Complete Procure-to-Pay (P2P) lifecycle in KariVast covering purchase orders, warehouse goods receipt, 3-way matching, supplier bills, payments, and debit notes under perpetual inventory accounting.
Purchase Orders
Creating, approving, and managing purchase orders in KariVast, including line items, multi-currency support, order status state machine, and warehouse receipt preparation.
Receiving & Goods Receipts
Recording physical warehouse intake of inventory via Goods Receipt Notes (GRN), lot/batch tracking, serial numbers, idempotency controls, and GRNI clearing accrual journal entries.
Receipt Matching & 3-Way Matching
Automated 3-way matching between Purchase Orders, Goods Receipts, and Supplier Bills. Details quantity verification boundaries and Purchase Price Variance (PPV) accounting.
Supplier Bills
Recording vendor invoices in Accounts Payable with PO-matched lines or direct operating expenses, accounting entry simulation, tax calculation, and General Ledger posting.
Supplier Payments
Processing cash and bank disbursements to suppliers, allocating payments across open bills, managing unapplied advance prepayments, multi-currency settlement, and voiding reversals.
Sales
8 guidesSales Workflow Overview
End-to-end sales lifecycle in KariVast: Quotes, Sales Orders, Inventory Reservations, Warehouse Fulfillment, Sales Invoicing, Payments, Credit Notes, and AR Aging reconciliation.
Sales Quotes
Create commercial proposals and estimates without committing inventory or GL accounts, manage validity windows, and convert accepted quotes into sales orders with one click.
Sales Orders & Inventory Reservations
Capture commercial orders, check warehouse stock sufficiency, reserve physical stock to prevent overselling, and manage multi-warehouse order lifecycles in KariVast.
Sales Fulfillment & Shipping
Pick, pack, and dispatch sales orders with lot FEFO sorting, serial number validation, delivery note generation, and automated real-time Cost of Goods Sold (COGS) journal entries.
Sales Invoices
Create direct and fulfillment-backed sales invoices with pre-posting preview, tax groups, draft discard, and automated General Ledger revenue recognition posting.
Customer Payments & Allocations
Record bank deposits and cash receipts from customers, allocate across open sales invoices, manage unapplied advance deposits, and post balanced double-entry cash receipts.
Accounting
16 guidesChart of Accounts
Configure organization financial taxonomy across Assets, Liabilities, Equity, Revenue, and Expenses using industry templates (Retail, Manufacturing, Services) and system control accounts.
Period Close Readiness & Financial Checklist
Automated period close readiness audit scanning for unposted draft documents, unreconciled bank statements, AR/AP subledger variances, and open GRNI receipts.
Tax Rates & Tax Accounting
Configure sales tax, VAT, and GST with dedicated routing to Sales Tax Payable (2200) and Purchase Tax Receivable (1150) and statutory reporting integration.
Composite Tax Groups & Multi-Tier Rates
Bundle multiple individual tax rates into composite codes with additive or cascading compound calculations and automated split GL account postings.
Multi-Currency & Foreign Exchange (FX)
Multi-currency general ledger accounting, real-time exchange rate conversions, and automatic recognition of realized and unrealized foreign exchange gains and losses.
Bank & Cash Accounts
Manage commercial bank accounts, petty cash, merchant gateways, and credit cards with direct General Ledger cash asset account integration and multi-currency support.
Reports
24 guidesReporting & Analytics Overview
Architectural overview of KariVast enterprise reporting covering double-entry accounting reconciliation, inventory valuation, operational sales and procurement pipelines, and warehouse analytics.
Executive Dashboard & KPI Analytics
Interactive executive dashboard displaying operational metrics, revenue trends, inventory turnover, gross margin analysis, low stock alerts, and quick action navigation.
Sales Orders & Booking Pipeline Report
Revenue pipeline reporting detailing sales orders by customer, status, booking date, fulfillment progress, invoiced totals, and outstanding order backlogs.
Sales by Customer & Margin Report
Customer profitability reporting analyzing net sales revenue, cost of goods sold, gross margin percentages, order volume, and average order value per account.
Sales Tax (Output VAT) Report
Tax compliance reporting detailing output sales tax collected on customer invoices, grouped by tax jurisdiction, rate codes, and exemption certificates.
Purchase Orders Status & Pipeline Report
Procurement order pipeline analysis tracking PO lifecycle states, supplier commitments, expected delivery dates, receiving progress, and open commitments.
Administration
9 guidesCompany & Tenant Settings
Configure corporate legal entity details, statutory tax IDs, corporate branding logos, timezone, date formats, and locked functional reporting currency.
Subscription Plans & Feature Tiers
Compare Starter, Growth, and Enterprise subscription tiers, user seat capacities, warehouse limits, batch/serial tracking entitlements, and self-service upgrades.
Subscription Lifecycle & Payment Methods
Review your subscription, invoices, and payment details, and find the available actions for changing or ending your plan.
Users & Team Invitations
Provision staff accounts using secure 7-day email invitations, pre-assign roles and warehouse restrictions, track invitation states, and execute safe deactivations.
Roles & Granular Permissions
Enforce role-based access control (RBAC) and segregation of duties with built-in system roles (Owner, Admin, Accountant, Warehouse) and custom permission builders.
User Profile & Account Security
Manage personal user profiles, Argon2 password updates, TOTP two-factor authentication (2FA), backup recovery codes, and active browser session revocation.
Documents
6 guidesDocument Templates
Managing branded document templates across sales invoices, quotes, purchase orders, delivery notes, credit notes, and statements, including default assignment and duplication.
Template Builder
Visual block-based document design workspace, customizable headers, line item grids, tax summaries, Handlebars dynamic variables, and optimistic concurrency protection.
Document Numbering & Sequences
Configuring continuous, collision-free transaction numbering sequences with custom prefixes, suffixes, padding lengths, periodic resets, and atomic PostgreSQL concurrency locks.
Document Attachments
Uploading and securing supporting files on transactions, including 25MB PDFs and 10MB images, signed temporary download URLs, and tenant isolation.
Document Preview & History
Testing document templates with live source data, inspecting historical template revisions, one-click rollback, and transaction email delivery audit logs.
PDF Generation & Email Delivery
Headless Chromium PDF generation, asynchronous Redis BullMQ email delivery queues, live delivery status tracking (pending, sent, delivered, bounced), and custom SMTP setup.
Imports
7 guidesCSV Import Hub & Migration Overview
Centralized spreadsheet migration hub for Categories, Suppliers, Products, Stock, and Lots with Create Only vs Upsert modes and dry-run validation.
Importing Categories via CSV
Provision product catalog taxonomy and parent-child hierarchical trees in bulk with automatic relational resolution and duplicate detection.
Importing Suppliers via CSV
Upload vendor directories, accounts payable contact info, purchasing lead times, and remittance addresses for automated purchase order routing.
Importing Products & Variants via CSV
Import catalog items, SKUs, selling prices, unit costs, barcodes, and reorder parameters with automated subscription SKU capacity quota verification.
Importing Opening Stock Balances via CSV
Establish initial warehouse physical quantities on hand and storage bin allocations with automatic stock movement audit logging and bin validation.
Importing Batch Lots via CSV
Migrate historical batch numbers, expiration dates, unit acquisition costs, and storage bins into FEFO-enabled inventory tracking.
Troubleshooting
9 guidesTroubleshooting Ask KariVast
Diagnostic guide for the AI-powered Ask KariVast documentation assistant, covering Gemini provider configuration, subscription eligibility, rate limits, and safety guardrails.
Troubleshooting Missing Buttons & Action Permissions
Diagnosing hidden or disabled action buttons driven by RBAC permission codes, Segregation of Duties self-approval blocks, document state machines, and plan tiers.
Troubleshooting Currency & Exchange Rate Errors
Resolving ISO-4217 currency errors, exchange rate snapshot requirements, base vs foreign currency validation under Decision D05, and payment currency settlement rules.
Troubleshooting CSV Import Errors
Resolving CSV batch import failures across products, stock, and suppliers, including missing headers, duplicate SKUs, foreign key lookups, and format errors.
Troubleshooting Insufficient Stock & Reservation Failures
Diagnosing order fulfillment blocks caused by inventory reservations, bin location mismatches, zero negative inventory invariant enforcement, and quarantine holds.
Troubleshooting Financial Posting Blocked Errors
Diagnosing and resolving financial posting blocks caused by closed accounting periods, unbalanced debit/credit journals, missing default control accounts, and idempotency conflicts.
Need assistance while using KariVast?
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