ERP features for purchasing, inventory, sales, and accounting.
From a delivery arriving at the warehouse to a payment appearing in the books, KariVast helps each team see what happened and what needs attention next.
Follow the whole job, not only the document.
An order is a commitment; a delivery is a physical event; a bill or invoice is a financial one. Keeping those milestones distinct gives customers, suppliers, warehouse staff, and Finance a clearer answer when quantities or balances do not agree.
Purchase what you need, receive what arrived
Create a purchase order with the supplier, items, quantities, and prices. When the truck arrives, choose the destination warehouse and receive only the accepted quantity; the rest stays outstanding for later. The receipt tells the warehouse what it can store and Finance what arrived before the bill.
Scan a supplier quote into an order draft
Use a supplier’s PDF or photo to prepare the purchase order. Review extracted details and suggested catalog matches, compare them with the source, and create a draft when the quantities and costs are ready.
Explore supplier quote scanningCompare the supplier bill with the delivery
Bring the supplier’s invoice into the same purchase trail as the order and receipts. Where matching is available, compare ordered, received, and billed quantities before posting. A price difference or short delivery can then be investigated from the actual records instead of disappearing into a payable balance.
Turn a customer offer into an order
Prepare a quote with the items and prices discussed with the customer. When the offer is accepted, create the sales order and confirm the warehouse that will ship it. The quote does not reserve stock, so check availability again before promising a dispatch date.
Reserve, pick, and ship the right quantity
Set available stock aside for a sales order, then record the units the warehouse actually packs. A partial shipment leaves the remainder outstanding. For tracked goods, compare the lot or serial on the box with the order allocation before confirming the shipment and recording its inventory cost.
Bill and collect in separate steps
A shipment can lead to a draft invoice, but Finance reviews and posts it before the customer balance is recorded. When money arrives, record a customer payment and apply it to the right invoice. Keeping shipment, invoice, and payment separate makes it easier to answer what was sent, billed, and paid.
Handle a credit without losing the stock trail
Use a customer credit note or supplier debit note when an amount needs correcting. If goods physically return or leave, record their quantity, condition, location, and tracking details as part of the supported return flow. A price-only credit should not put units back on a shelf.
Warehouse inventory, lot tracking, and serial traceability.
A company-wide stock total cannot tell a picker which shelf to visit or whether a unit is already promised to another customer. KariVast keeps quantity, location, tracking identity, and cost close to the movements that changed them.
Products people can identify
Keep products and variants distinct with their own stock keeping codes, prices, costs, categories, and barcodes. This helps a buyer order the right version and a picker find the unit the customer expects. Decide on lot or serial tracking before the first movement so identities can be recorded consistently.
Available stock, not just a shelf total
See what is on hand, what has been reserved for orders, and what remains available in a chosen warehouse. A unit held at another site or set aside for someone else should not be promised for today’s shipment. Check the location and tracking status before reserving it.
Locations that match the warehouse floor
Organize a warehouse into zones, shelves, and bins so receiving staff, pickers, and counters use the same physical map. When goods move between bins, record the relocation as well as moving the box. The total stock stays in the warehouse, but the next person knows where to find it.
Trace a batch or one exact unit
Capture a lot number for a batch, a serial number for an individual unit, or both where the product requires it. The same identity follows receiving, movement, and fulfillment. If a customer reports a problem or a lot is recalled, your team can follow its recorded path instead of guessing which goods were involved.
Transfers and counts with a custody trail
A transfer records goods leaving one warehouse and being received at another; stock in transit is not yet ready to pick at the destination. Stock takes let staff count a defined area, review variances, and apply approved changes. Both processes help explain a difference between the system and the floor.
Quantity changes and inventory value
Open movement history to see whether a balance changed because of a receipt, shipment, transfer, return, or adjustment. Inventory valuation shows the recorded cost of remaining goods. Finance can compare that value with the ledger at the same cutoff and trace a surprising amount back to the movement that created it.
Accounting, invoicing, and financial reporting.
When Finance is asked why a customer still owes money or why profit changed, a total is only the starting point. KariVast keeps the invoice, bill, payment, and journal connected so the team can follow the work that produced the number.
Customer invoices and what is still owed
Create and review an invoice before posting it to the customer balance. When a payment arrives, record it and apply the amount to the right invoice; an unapplied payment can leave that invoice looking overdue. Use receivables aging to see which balances need attention and open the source document before contacting a customer.
Supplier bills and what you owe
Keep the supplier bill alongside the purchase order and accepted receipts. Finance can compare quantities and prices before posting the payable, then record and apply a payment when money actually leaves the business. An order or receipt alone does not mean the supplier has been paid.
Accounts and journals you can trace
Set up the accounts your business uses for inventory, sales, tax, customer balances, and supplier balances. Open the general ledger to see the posted entries behind a figure, or prepare a manual journal for accounting work that has no operational document. Check the source and date before posting a correction.
A clearer start and a more controlled close
Bring in approved opening balances when you move your books to KariVast. As a period ends, use its checklist to find draft documents and reconciliation work still waiting for attention. Locking or closing a period limits later posting, so Finance can review the evidence before making that change.
Know the effect before posting
Accounting previews show the proposed debits and credits for supported transactions before they become part of the ledger. They give Finance a chance to spot a missing account, unexpected tax amount, or wrong document date. A balanced entry can still be mapped incorrectly, so compare the preview with the business event.
Reconcile the bank with recorded activity
Import a bank statement and compare its lines with posted payments and journals. Suggested matches can save time, but the reviewer can still check the amount, direction, date, and reference. Keep unmatched items visible until you know whether a payment is missing, duplicated, or recorded in another period.
Reports you can explain
Review profit and loss, balance sheet, cash flow, trial balance, and general ledger reports from posted activity. Use the same cutoff and currency when comparing them, then follow an unusual figure back to its account and source document. That makes a report useful for a decision, not just a download.
Make the details on every document dependable.
The name on an invoice, the tax treatment on a line, and the number on a purchase order may seem small until someone needs to reconcile or dispute them. Set these rules deliberately and preview the result before sending a document outside the business.
Tax settings for the transactions you make
Maintain the tax rates your business needs, and use tax groups where your configured mode supports them. Review a representative bill or invoice before posting it to see the actual tax calculation. Your finance or tax adviser still decides which treatment applies to a transaction.
Numbers and layouts your team can follow
Set numbering rules for supported document types and manage templates for the information recipients need to see. Preview a sample with long names, several lines, and totals before changing the default. A template controls presentation; the underlying transaction still controls the amounts.
PDFs and emails from the source record
Generate a PDF for a supported record and email quotes, invoices, and purchase orders from their own pages. Check the recipient, dates, items, and total in the preview before sending. The document history helps your team see what was produced or shared when a customer asks about a version.
Help each person do their part with confidence.
A new system works best when the right records and the right people are ready together. Bring in approved data, give colleagues access to the tasks they perform, and check a small real example before rolling the process out more widely.
Roles for the work people actually do
Invite colleagues and assign access for their responsibilities, such as receiving goods, approving purchases, posting invoices, or reviewing reports. A feature included in a plan is not automatically available to every user. After an invitation is accepted, confirm the person can reach the actions their job requires.
Imports you can inspect before committing
Use the available CSV templates to bring in categories, suppliers, products, opening stock, and lots. Validate a small sample, fix the cited rows, and inspect the records created before loading a larger file. This helps avoid turning one spreadsheet mistake into hundreds of catalog or stock corrections.
From supplier quote to purchase order, with less retyping.
Start with the document your supplier sent. Upload a quote, let KariVast extract the details, and review the suggested order beside the original. Your buyer can spend more time checking what to purchase and less time copying line items into a form.
- Upload the quote
- Review the extracted details
- Create the purchase order draft
Start with a PDF or photo
Upload a text PDF, scanned quote, or photo from the purchase order screen. KariVast reads the document and prepares its contents for review, so your supplier can keep using the quote format they already send.
Bring the order details into the form
Extract supplier information, item descriptions and codes, quantities, and unit prices. Currency and the stated delivery date can also populate the form when found. Review and correct the suggestions before saving.
Match the quote to your catalog
Review suggested suppliers and product variants against your existing records. Unmatched items are marked for attention so you can select the correct variant and check that the quoted pack or unit agrees with the quantity you plan to order.
Keep the original in view
Use the side-by-side workspace to compare the source quote with the editable order. Resize the document and form panes on desktop, or switch between them on smaller screens while checking a description, quantity, or price.
Focus on details that need checking
Review warnings for missing values, fractional quantities, or differences between extracted quantities, prices, and stated totals. Correct the affected lines and check tax settings against the source before creating the order.
Create a draft when you are ready
The scan prepares information for your review. You choose when to create the purchase order draft, with the supplier, items, quantities, and costs you checked. Sending the order, receiving goods, and recording the supplier bill remain separate steps.
Supports PDFs up to 25 MB and 5 pages, plus JPEG, PNG, and WebP images up to 10 MB. Scanning must be enabled for your organization and requires an active subscription and permission to create purchase orders.
Explore purchase orders and quote scanningAsk Kari: an AI assistant for inventory and accounting.
Ask a question in your own words and get help understanding KariVast. From receiving your first delivery to reviewing a financial report, Kari brings product guidance into the conversation. When live-data assistance is enabled, you can also ask about the company records your role allows you to see.
- How do I receive a partial purchase order?
- Which items are below their reorder level?
- What is our profit and loss this month?
AI answers require an active subscription and are subject to usage limits. Live company-data answers also depend on assistant availability, enabled features, and your permissions. You can explore the KariVast guides at any time.
Learn the next step
Ask how a KariVast workflow works, what a document status means, or where to begin. Kari uses the documentation knowledge base and links to relevant guides so you can read the steps in context.
Ask about stock and orders
With live-data assistance enabled, explore stock availability, low-stock items, expiring lots, and order status. Include a product, warehouse, or order reference to help Kari find the records you mean.
Understand your business numbers
Ask about sales, customer balances, supplier payables, or profit and loss using the financial information available to your role. Name the period you want to review, then follow the answer back to its supporting records or report.
See the answer clearly
Supported answers can include metric cards, tables, charts, or workflow diagrams. Open the full conversation page for more space to explore a result and review its sources.
Help where you are working
Open the floating assistant for a quick question or move to the dedicated Ask Kari page for a closer look. Continue with a follow-up question while keeping the task you are working on in view.
Your access still applies
Company-data questions respect your role and available features. Kari helps you read and understand records; it does not post invoices, move stock, or change your books. Your team stays in control of the next action.
Make room for the team and stock you manage.
Compare the current plans and limits for users, warehouses, and product variants on the pricing page.