What are groups (categories) in the Kigo system?

Groups (categories) are used to organise items and services into logical units. Every item and every service must belong to exactly one group. Groups enable:

• Logical organisation of the assortment (e.g. Food, Beverages, Electronics, Repair Services...).
• Automatic discount on all items/services in the group when creating an invoice or quote.
• Minimum margin restriction – protects margin when granting discounts.
• Group CPD code automatically assigned to items without their own CPD code.
• Legal note printed on the invoice for line items from that group.
• Filtering items and services by group on all lists and reports.

Form fields for adding/editing a group

The form for adding or editing a group contains the following fields:

• Name – required field, up to 255 characters. The group name displayed in drop-down menus for items and services, and in table columns. We recommend short and clear names (e.g. "Food", "Beverages", "Electronics").
• Status (Active/Inactive) – required field. Inactive groups are not visible in drop-down menus when entering new items (but existing items remain in them). Inactive groups are marked with a special colour in the table.
• Group item discount (%) – optional, numeric percentage. Discount automatically applied to all items/services within this group when creating an invoice or quote. E.g. if you enter 10, all items from this group automatically get a 10% discount on the invoice.
• Minimum margin (%) – optional, numeric percentage. Defines the minimum margin that items/services must have when granting a discount on the invoice. This prevents employees from giving too large a discount that would result in selling below cost price. An empty field means no restriction.
• Group CPD code – optional, format xx.xx.xx (e.g. 10.20.30). This CPD code is automatically assigned to all items and services within the group that do not already have their own CPD code. When you change the group CPD code the system updates all items in the group that do not have their own CPD code.
• Description – optional, free text. Internal group description shown as a hint when selecting the group on the item/service form. E.g. "Food items with standard VAT rate".
• Legal note – optional, free text (a few lines). Additional legal note that will be automatically printed on the invoice/quote if the document contains at least one item from this group. Used for special tax notes, warnings or legal obligations.

How does the group discount work?

The group discount is applied automatically on invoices and quotes:

• When you add an item from a group that has a 10% discount, the system automatically applies the 10% discount to that item.
• The group discount can be manually overridden on the invoice itself – it is not mandatory.
• If a minimum margin is defined, the system will not allow a discount that would bring the margin below the minimum percentage.
• The group discount affects the final price, not the item's purchase price.

Group list and search

The groups list page displays a table with the following columns:

• Name – group name, can be filtered by typing in the field above the column.
• Group discount – percentage discount automatically applied to items in the group.
• Max. discount – minimum margin as a percentage (displayed as maximum discount). If not defined, "-" is shown.
• CPD code – group CPD code.
• Status – Active or Inactive. Can be filtered from the drop-down (All/Active/Inactive).

To search use the field above the table which searches by name or description. On mobile view the columns are more compact – name, status, discount and max. discount are shown in one row.

Adding a new group

To add a new group:

• Click the New group tab in the navigation above the list.
• Enter at least the Name (required field).
• Optionally fill in the discount, minimum margin, CPD code, description and legal note.
• Status is set to Active by default.
• Click Add to save.

Group connections to other modules

Groups are used in many places throughout the system:

• Items and services – every item/service must belong to one group. The group is selected from the drop-down on the item/service form.
• Invoices and quotes – the group discount is automatically applied to line items. The group legal note is printed at the bottom of the invoice.
• Stock status – items can be filtered by group on the stock status page.
• Reports – many reports support filtering by group (turnover, margins, stock).
• Price list – the price list print can be filtered by group.
• Bulk price change – price changes can be applied to an entire group at once.

Export and print

• Save as Excel – export the group list to XLS format. The export respects current filters (name, status).
• Print A4 – prepares the table for printing in A4 format.

Special system groups

Kigo automatically creates certain special groups for internal purposes:

• SERVICE-M – group for margin services. VAT is calculated only on the price difference. Hidden in drop-down menus for items.
• PASS-THROUGH – group for pass-through items with a zero VAT rate. When you select this group VAT is automatically set to 0%.
• AUTO and AUTO-M – groups for vehicles. Hidden in drop-down menus for regular items.

Tips and best practices

• Create groups according to your assortment – e.g. by department, product type or service type.
• Use group discounts for automatic promotions – it is easier to set a discount on a group than on each item individually.
• Use minimum margin to protect against excessive discounts – especially useful if employees give discounts at the register.
• The group CPD code saves you time – set it on the group instead of on each item individually.
• Use inactive groups for seasonal categories – deactivate the group outside the season instead of deleting it.
• Use the legal note for groups with special VAT treatment (e.g. exemptions, zero rate).