Definition
Inventory (stocktaking) is the process of accurately counting and reconciling physical product stock with the records in your accounting system and on the sales platform. It includes receiving, recounting, verifying documents and adjusting stock levels in the merchant accounting system and on Kaspi.kz.
How inventory works: stages and mechanics
Inventory is a set of operations that ensures the actual quantity of goods matches the declared quantity. It is important to distinguish two formats: a full stocktake and cycle counting. Both formats are used by Kaspi.kz sellers depending on turnover and storage format.
- Preparation: export the item list from 1C or another accounting system, export stock levels from the Kaspi.kz seller dashboard, and prepare pick lists and barcode labels.
- Blocking or freezing sales: during a full warehouse stocktake, sellers sometimes temporarily suspend orders for certain SKUs or the whole assortment. In practice sellers try to avoid a complete stop by checking sections sequentially.
- Physical recount: counting units by batches, serial numbers, or pallets. Use data collection terminals, mobile apps with barcode scanners, or manual counts for small items.
- Document reconciliation: matching incoming invoices, acceptance reports with the marketplace warehouse, write-offs and customer returns.
- Stock adjustments: apply corrections in 1C/accounting and send updated stock to the Kaspi.kz dashboard via import/manual entry or through the API for synchronization.
- Analysis of discrepancies: identify defects, theft, scanning errors, or misconfigured reservation rules on Kaspi.kz.
Why inventory is necessary for a Kaspi.kz seller
Inventory solves concrete business problems and directly affects sales and reputation on Kaspi.kz.
- Reducing order cancellations: discrepancies in stock can lead to cancellations and penalties. A typical issue for small sellers is lack of timely stock synchronization: with 100 orders per day, 3–7 cancellations due to incorrect stock noticeably hit revenue and ratings.
- Control of inventory and cash flow: accurate accounting helps optimize purchasing: avoid holding excess stock and avoid shortages of popular SKUs.
- Compliance with platform requirements: Kaspi.kz monitors correctness of quantity information. Frequent discrepancies lead to reduced visibility of listings and platform warnings, which in turn affect conversion and placement.
Concrete examples of problems and solutions on Kaspi.kz
Below are common real-life cases sellers face on Kaspi.kz and practical ways to resolve them.
- Overselling due to delayed sync: problem — orders are placed based on outdated stock; solution — increase sync frequency, use API for near-real-time updates, or reserve stock locally until confirmation from marketplace.
- Duplicate SKUs or mismatched barcodes: problem — the same product listed under different SKUs or wrong barcodes cause counting errors; solution — normalize SKU scheme, deduplicate listings and update barcodes in 1C and Kaspi.kz.
- Incoming shipment not recorded: problem — received goods were not posted to the accounting system; solution — verify acceptance documents, post receipts immediately and resync with Kaspi.kz.
- Returns and cancellation discrepancies: problem — returned items not restored to stock; solution — establish a clear returns acceptance workflow, reconcile returns daily and automate updates to the marketplace.
- Misconfigured reservation rules: problem — items reserved for promos or bundles incorrectly; solution — audit reservation rules in Kaspi.kz, test reserved flows and correct TTLs or limits.
Practical tips for organizing inventory
- Plan windows with minimal sales: schedule full stocktakes during low-activity periods; for cycle counts, arrange short sessions during off-peak hours.
- Define clear responsibilities: assign teams for counting, data entry, document reconciliation and item verification; use pair counting for critical SKUs.
- Use labeling and zoning: mark zones and bins clearly, print barcode labels and place them on racks to speed up scanning.
- Run test counts: before a full inventory, run a pilot on a small category to check procedures and timings.
- Keep audit trails: document discrepancies with signed acceptance/reconciliation acts to have clear records for disputes with Kaspi.kz or carriers.
- Train staff: brief temporary personnel, provide quick reference sheets and enforce basic scanning rules to reduce human errors.
Technical points: import/export of stock and integration
Technical setup determines how smoothly the inventory results get to Kaspi.kz and how much manual work is needed.
- File formats: Kaspi.kz accepts CSV/XLSX exports — include SKU, barcode, name, and quantity. Ensure correct encoding (UTF-8) and consistent column order.
- API integration: use the Kaspi.kz API for automated updates if available to you. Implement batching, retry logic and handle rate limits. Test updates in a sandbox or with a small sample before full sync.
- Mapping fields: map 1C item codes to Kaspi.kz SKUs precisely; maintain a master mapping file to avoid misuploads.
- Incremental vs full import: prefer incremental updates for frequent smaller changes and full imports for one-off reconciliations. Always keep backups of previous stock exports to rollback if needed.
- AWW and third-party tools: if you use AWW or other integrations, ensure they support the required fields and check how they handle conflicts (e.g., which source is authoritative).
- Validation and dry runs: validate files against Kaspi.kz templates and perform dry runs to detect format issues, duplicate SKUs or unexpected nulls.
Checklist before and after inventory
Use this checklist to reduce risks and speed up reconciliation.
- Before:
- Export current stock from 1C and Kaspi.kz.
- Print labels and prepare scanners/terminals.
- Divide area into zones and assign teams.
- Plan communication to customers if partial blocking of sales is needed.
- Backup current data and create a rollback plan.
- During:
- Record all discrepancies with photos and signed acts.
- Scan items rather than relying on manual entry where possible.
- Log problematic SKUs for secondary verification.
- After:
- Post corrections to 1C and send updated stocks to Kaspi.kz (import or API).
- Run reconciliation reports and analyse root causes of variances.
- Adjust procurement plans and reservation rules if needed.
- Archive inventory documents and update SOPs based on lessons learned.
Conclusion
Regular and well-organized inventory is essential for maintaining sales performance and reputation on Kaspi.kz. Combining practical warehouse procedures with reliable technical integration (API, correct exports, and use of tools like AWW) reduces cancellations, improves turnover and gives a clearer picture of working capital. Start with a clear plan, test processes on a small scale and gradually scale to a full program of cycle counts and periodic full stocktakes.
Часто задаваемые вопросы
- How do I correctly prepare a stock export from 1C for inventory on Kaspi.kz?
- Export a file in CSV or XLSX format with fields: article (SKU), barcode, name, actual quantity, batch and date of receipt. Check encoding and column order to match Kaspi.kz templates, remove duplicates and omit zero-quantity positions. For large volumes, split the export by categories for easier counting.
- In what cases should I temporarily block sales on Kaspi.kz during a full stocktake?
- Blocking is reasonable for a full stocktake of a large warehouse with high oversell risk if you cannot check sections sequentially. Schedule the window during low activity and notify customers and the marketplace in advance. If possible, block specific SKUs or categories rather than the entire assortment.
- What should I do if I find discrepancies between physical stock and the Kaspi.kz dashboard?
- Document discrepancies with acts and by reconciling incoming/outgoing documents, check movements for recent days and the sales log. Apply adjustments in your accounting system (1C) and send updated stock to the Kaspi.kz dashboard via import or API. Simultaneously investigate the cause (receiving errors, returns, theft) and take corrective measures.
- Which tools should I use to speed up physical counting of goods?
- Use data collection terminals or mobile apps with barcode scanners and label printing to reduce input errors. For small volumes, set up Excel/Google Sheets templates with control totals. Always prepare charged/spare devices and short instruction sheets for operational staff.
- How to organize cycle counting for high-turnover SKUs on Kaspi.kz?
- Perform an ABC analysis and set counting frequency accordingly: daily or weekly for A-items, less often for B and C. Do sequential counts of small areas outside peak sales, log results and automatically adjust stocks via integration. This reduces the need for full stocktakes and lowers the chance of stockouts.
