What are items in the Kigo system?

Items (goods) are physical products tracked in the warehouse and sold via invoices. Unlike services, items have a stock quantity that is automatically updated upon goods receipt, sale and stocktaking. Every item belongs to one group (category) and has a unique reference code.

The item entry form is divided into 4 tabs: Basic, Additional, Web and Bill of Materials. Each tab contains different fields described in detail below.

Tab: Basic – form fields

This tab contains the most important item data:

• Group (category) – required field. Select the group the item belongs to from the drop-down. A group description is shown below the field (if available). Groups such as SERVICE-M, PASS-THROUGH, AUTO and AUTO-M are hidden as they are reserved for special types.
• Item type – required field. Choose a type: Goods (standard item) or Product (item with bill of materials). The type determines which additional options are available (e.g. the Bill of Materials tab is only active for the Product type).
• Name – required field, up to 255 characters. The item name displayed on invoices, item lists and search results.
• Reference code – required field, unique. Internal item code. When entering a new item the system automatically checks whether an item with the same code already exists. Duplicates are not allowed.
• CPD code – optional field in format xx.xx.xx (e.g. 10.20.30). Used for product classification according to the CPD standard. If the item does not have its own CPD code it can be inherited from the group.
• Barcode – optional field, up to 128 characters. Enter the barcode manually or click the icon next to the field to auto-generate a 15-digit numeric barcode. On mobile devices a Scan button is available for scanning barcodes with the camera.
• Unit of measure – required field. Select a unit: pcs, kg, l, m, m2, m3, pair, hour, etc. The unit determines how the item is measured on invoices and in the warehouse.
• Legal note (tax category) – optional. Select a legal note from the drop-down that will be printed on the invoice next to this item (e.g. for exempt items, zero-rate VAT, etc.).

Tab: Basic – Prices section

The prices section is located within the Basic tab and contains all fields for calculating the final retail price:

• Quantity – displayed only if the warehouse is not active. If the warehouse is active, quantity is managed exclusively through goods receipts and cannot be changed manually.
• Purchase price (PP) – the price at which you purchased the item, excluding VAT and margin. For existing items the Average PP calculated from all goods receipts is shown below the field.
• Margin % – margin percentage added to the purchase price. Changing this field automatically recalculates Margin EUR and vice versa.
• Margin EUR – absolute margin amount in currency. Linked to Margin % – changing one automatically updates the other.
• WP (wholesale price) – calculated automatically: WP = Purchase price. This field is read-only.
• Tax % (VAT %) – VAT rate. For new items it is automatically set to the default rate (usually 25%). For pass-through items (PPMV) it is automatically set to 0%.
• Tax EUR (VAT) – automatically calculated VAT amount. Read-only field.
• Deposit fee (PET) – deposit fee for packaging. Available only if the PET option is enabled in system settings.
• RP (retail price) – final selling price including VAT. Calculated as: RP = PP + Margin + VAT + PET. You can enter the RP manually and the system will automatically recalculate PP, margin and VAT in reverse.

Tab: Additional

The Additional tab contains supplementary data and item descriptions:

• Consignment – section visible only if consignment is enabled in settings:
  • Supplier – select a supplier from the list of active suppliers.
  • Consignment (Yes/No) – mark whether the item is on consignment. Consignment items have special treatment in the warehouse and reports. This field can only be edited for new items or those that can be deleted.
• Ratios and packaging – section for defining alternative units of measure:
  • Unit ratio – conversion ratio between the base and relational unit (e.g. 1 box = 12 pcs, enter 12).
  • Relational unit – select the secondary unit of measure.
  • Price per relational unit – automatically calculated RP per relational unit. Read-only field.
  • Packaging (pcs) – number of pieces per package. Used for calculating the deposit fee per unit.
  • Deposit fee per unit – automatically calculated PET fee per piece. Read-only field.
• Descriptions – section for text data:
  • Description – free text, item description for internal use.
  • Country of origin – select a country from the drop-down.
  • Declaration – free text for product declaration data.

Tab: Web

The Web tab is available only for users with a Premium plan. It is used for integrating items with web stores (Shopify, WooCommerce):

• Web title (www_title) – item name displayed in the web store. May differ from the internal name. Click the icon to copy the internal name into this field.
• Visible on web (www_visible) – Yes/No toggle determining whether the item appears in the web store. When you save an item linked to the WooCommerce shop with No, the question What should happen in the web shop? opens with the choices Hide it in the shop, Set stock to 0 and Change nothing.
• Web description (www_description) – rich text editor with formatting for a detailed web store description. Supports HTML formatting.
• Apply description to all – checkbox that copies the web description to all items with the same web title. Useful for grouped products (e.g. different sizes of the same item).
• Manufacturer/Brand – select or add a new manufacturer/brand. The field supports search and on-the-fly creation of new entries.
• Attributes (1-5) – up to 5 name-value pairs for additional characteristics (e.g. Colour: Red, Size: XL). Support search and on-the-fly creation of new attributes.
• Group code (www_group) – used for grouping variants of the same product in the web store.

Tab: Bill of Materials

The Bill of Materials tab is available only for items of type Product. Bills of materials define which raw materials the product consists of:

• For a new item, bills of materials are not available until the item is saved as type Product.
• If the item is not of type Product the tab is disabled and displays a message to change the type.
• Click Add bill of materials to open a modal where you can search for and add materials (raw ingredients) that go into the product.
• For each entry you define the quantity of material required to produce one unit of the product.

Item list and search

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

• Reference – internal item reference. In advanced view the CPD code is also shown below the reference.
• Name – item name. On mobile devices the reference and quantity are also shown in brackets.
• Barcode – visible only in advanced view. Displays the barcode number and an SVG barcode image for printing.
• Category – name of the group the item belongs to. Can be filtered from the drop-down.
• Stock – current warehouse quantity. If you have multiple warehouses it shows stock at the branch / total.
• Reserved – reserved quantity (visible if reservations are enabled).
• Incoming – incoming quantity (visible if incoming tracking is enabled).
• Unit – item unit of measure.
• PP – purchase price (visible in advanced view).
• Margin – margin percentage (visible in advanced view).
• WP – wholesale price.
• Dep.Fee – deposit fee (visible in advanced view).
• VAT % – VAT rate (visible in advanced view).
• VAT – VAT amount (visible in advanced view).
• RP – retail price, always visible.

To search use the search field above the table. It searches by reference, name or barcode. On mobile devices a Scan button is available for barcode scanning.

Advanced options and export

• Show more columns – click for advanced view displaying additional columns: PP, Margin, Barcode, VAT %, VAT, Dep.Fee.
• Export to Excel – export data to Excel format (XLS). The export respects current filters (e.g. selected category).
• Export to CSV – export data to CSV format for import into other systems.
• Print Price List – prepares the table for printing in landscape format. Hides unnecessary elements and shows only data suitable for print.

Archiving and activating items

Items are not permanently deleted but rather archived. Archived items are not visible in the regular list and cannot be added to invoices.

• To archive, open the item and click the Archive button (red button at the bottom of the form). The system will ask for confirmation.
• To access archived items click the Archive tab in the navigation above the list.
• From the archive you can restore an item by clicking Activate (orange button at the bottom of the form).
• Deleting an item (Delete button) is only possible if the item has not been used in any document (invoice, goods receipt, quote, etc.).

Tips and best practices

• Use groups to organise items by type (e.g. Food, Beverages, Electronics...). Each group can have its own discount and minimum margin.
• If you use multiple warehouses the quantity on the list shows stock at your branch / total stock.
• The barcode does not have to be unique in the system, but we recommend using unique barcodes for easier scanning.
• An item's price can be changed manually on the form, but the next goods receipt for that item will automatically update the purchase price to the new receipt price.
• For bulk price changes use the price change function at the group level (available in group settings).
• The last modification date and time are shown below the form.