Your first order. Your next delivery. Every step connected.
See how KariVast ERP connects a purchase and a sale across Purchasing, Warehouse, Sales, and Finance. Follow each step to understand what changes in your stock and accounts.
Get ready for your first real transaction.
Choose a plan that fits your team and warehouse needs, then complete your company, accounting, and warehouse setup. Agree on who creates, receives, reviews, and posts documents so each person knows their part.
Set up your company and accounts
Confirm your company details and currency, then review the chart of accounts and tax settings with the person responsible for your books. If you are moving from another system, agree on a starting date and prepare opening balances for review.
Map your warehouses and stock
Add your warehouses and the zones, shelves, and bins your team uses. Set up products and variants with recognizable codes. Decide which items need lot or serial tracking before recording their opening stock or first receipt.
Add trading partners and invite your team
Create customer and supplier records, then invite colleagues with access suited to their responsibilities. Use the available CSV templates for supported imports, and check a small sample before importing the rest.
Check your first purchase and sale
Start with a small transaction your team can verify. Check the document details, stock movements, and resulting balances together. Use the guides or Ask Kari when you need help understanding a screen or the next step.
Turn a supplier quote into received goods and a settled bill.
Imagine ordering ten units and receiving eight today. Purchasing needs to know what is still coming, the warehouse needs to know what it can store, and Finance needs to know what the supplier has actually billed. KariVast keeps those answers connected without treating them as the same event.
- 01 · Purchasing
Start from the supplier’s quote
Enter the order yourself, or upload a supplier quote as a PDF or supported image when scanning is enabled. Review extracted supplier details, items, quantities, and prices beside the original. Resolve unmatched products and flagged values before saving.
What changes: You have a reviewed starting point for the order.
- 02 · Purchasing
Create and send the purchase order
Check the supplier, currency, quantities, unit costs, taxes, and expected delivery date. Create the draft, then send the order through the supported document workflow and update its status as the supplier confirms it.
What changes: The order records what you agreed to buy. Stock and supplier balances have not yet increased.
- 03 · Warehouse
Receive the goods you accept
Choose the receiving warehouse and bin, then enter the quantity that actually arrived. Record the required lot and serial details. If you ordered ten units and accepted eight, receive eight and leave the remaining two outstanding.
What changes: Received stock is recorded at the selected location; undelivered quantities stay visible.
- 04 · Finance
Review and post the supplier bill
Compare the supplier’s bill with the order and accepted receipts. Investigate quantity, price, and tax differences before posting. Posting makes the bill part of the amount you owe; it does not receive the same goods again.
What changes: The posted bill appears in the supplier’s outstanding balance.
- 05 · Finance
Record and apply the supplier payment
After paying the supplier through your bank or other payment method, record and post the payment in KariVast. Apply it to the bills it settles and check any unapplied amount. Recording a payment here does not transfer money to the supplier.
What changes: Applied payments reduce the outstanding bills, leaving a clear view of what remains due.
Example: ten ordered, eight accepted
This sample follows an order for ten identical units. The supplier delivers eight and bills for those eight. Each action has a separate record, so the remaining two stay open while Finance settles the bill for the accepted goods.
| Event | Stock and cost | What remains or is owed |
|---|---|---|
| Purchase order confirmed | No stock received yet | 10 units still due from the supplier |
| 8 units accepted into the warehouse | 8 units recorded at the receiving location | 2 units still due; receipt value enters inventory and the receiving accrual |
| Bill for the 8 accepted units posted | No second stock receipt | Matched receipt accrual clears; supplier payable is recorded |
| Supplier payment recorded and applied | No stock movement | The amount due on that bill falls by the amount applied |
See the receiving guide and supplier bill guide for the actual checks and posting steps.
Quote scanning requires an active subscription, scanning enabled for your organization, and access to create purchase orders. See supported files and the review workflow.
Follow the purchasing guideAnswer what was promised, shipped, billed, and paid.
A customer may ask for a delivery date, then later ask why an invoice remains open. Sales, warehouse, and Finance each see a different part of that story. Following the order from reservation to payment lets your team give a precise answer without guessing from one status.
- 01 · Sales
Agree on what the customer is buying
Prepare a quote and convert it to a sales order once accepted, or create the order directly. Check the customer, products, quantities, prices, currency, and shipping warehouse.
What changes: Your team has an order to fulfill. A quote alone does not reserve stock.
- 02 · Sales and warehouse
Reserve available stock
Check availability in the warehouse that will ship the order, then reserve the units you can supply. For tracked items, review the allocated lot or serial details before picking.
What changes: Reserved units are set aside for this order while remaining in the warehouse.
- 03 · Warehouse
Record what you ship today
Pick and confirm the quantity leaving the warehouse, with the correct lot or serial details. Add carrier and tracking information when available. If you can send only part of the order, fulfill that quantity and leave the rest for later.
What changes: Shipped stock and its cost are recorded; unshipped quantities remain outstanding.
- 04 · Finance
Review and post the customer invoice
Create the invoice from the supported order or shipment flow, or review the draft prepared by fulfillment. Check quantities, prices, taxes, and the document date before posting.
What changes: The posted invoice records sales and the amount the customer owes. A draft is still awaiting review.
- 05 · Finance
Record the money received
Once the customer’s payment arrives, record and post it against the appropriate cash or bank account. Apply it to the correct invoices and check any remainder. KariVast records the payment; it does not collect money from the customer’s bank.
What changes: Applied payments reduce the invoice balance, so your team can see what is still unpaid.
Example: ten ordered, six shipped
Assume ten units are available to reserve, but only six are packed for the first delivery. Finance creates and posts an invoice for the six shipped units, then records the customer's payment when it arrives. The other four remain to be shipped.
| Event | Stock and cost | What remains or is owed |
|---|---|---|
| Sales order for 10 units reserved | 10 units committed if available | No shipment or customer balance yet |
| 6 units shipped | 6 units leave stock; their cost is recorded | 4 units remain outstanding on the order |
| Invoice for the 6 shipped units posted | No second stock movement | Sales and customer receivable are recorded |
| Customer payment recorded and applied | No stock movement | The amount due on that invoice falls by the amount applied |
See the shipping guide and invoice guide for partial shipments and billing.
Keep the record honest when reality differs from the plan.
Partial deliveries, short shipments, and unexplained balances are ordinary parts of running a business. Record what actually happened, then follow the remaining work from the source transaction.
Goods need to move to another location
Record a bin relocation when goods move within one warehouse. For a move between warehouses, create a stock transfer, record dispatch, and receive the goods at the destination. Stock in transit is not yet available to pick at the receiving site.
A customer returns goods or an amount needs correcting
Use the supported customer credit note or supplier debit note workflow. Identify whether you are adjusting an amount or also returning goods, and review the quantity, location, and tracking details for a physical return.
A delivery is short
Receive the accepted quantity and leave the balance open on the purchase order. Purchasing can follow up with the supplier; Finance can see that a bill should be checked against what actually arrived.
Only part of an order can ship
Ship the units in the box today and leave the rest outstanding. The customer gets an honest update, and the warehouse does not remove stock that is still on its shelves.
A payment does not clear an invoice or bill
Check whether the payment was posted and applied to the correct document. A recorded payment can still have an unapplied amount, so the balance may remain open until the allocation is corrected.
The shelf count and report disagree
Trace recent receipts, shipments, and transfers before changing a stock balance. A physical count and reviewed stock take help explain the difference without hiding the transaction that caused it.
Check the period before you close the books.
The daily work creates the evidence for a month-end review. Finance can compare posted amounts with customer, supplier, bank, and inventory records, then trace a difference back to the receipt, shipment, invoice, bill, payment, or journal that explains it.
- Open the general ledger when an account balance needs an explanation; follow an unusual line to its source document.
- Import a bank statement, review suggested matches, and investigate lines that remain unmatched.
- Compare customer and supplier balances with the posted invoices, bills, payments, and credits behind them.
- Reconcile inventory valuation with the ledger at the same cutoff, using movements and counts to explain differences.
- Read the period close checklist before locking or closing the books, so unfinished work is visible to the team.
Compare reports for the same company, period, and currency. Review draft documents and resolve the issues shown on the period checklist before locking or closing the books.
Ask Kari when you need the next step explained.
You can ask for guidance while working in the app, then follow the answer back to the guide or record that supports it.
- 01 · Ask
Describe the task or question
Open Ask Kari from the app. Try “How do I receive a partial purchase order?” Include the screen or document type you are working with so the guidance has useful context.
What changes: Kari can explain the workflow using the documentation knowledge base.
- 02 · Explore
Add the details that matter
When live-data assistance is enabled, ask about records your role can access, such as low-stock items or profit and loss. Specify the product, warehouse, or reporting period. Open the full conversation page for more room to review supported tables, charts, and diagrams.
What changes: The question is tied to a clear scope and the information you are allowed to view.
- 03 · Review
Check the source and take the next step
Follow the cited guide or supporting record, check the date and currency, and ask a follow-up if needed. Make any stock or accounting changes from the appropriate transaction screen using your normal review process.
What changes: Kari provides guidance; your team remains responsible for business actions.
AI answers require an active subscription and available question capacity. Live-data assistance must be enabled and respects your permissions. Kari does not post invoices, move stock, or make payments. The documentation guides remain available when asking is unavailable.
Explore Ask KariSee how this would work for your team.
Start with the guide for your first purchase or sale, compare plans, or talk with us about the handoffs your team wants to improve.