Products and Variants

Use a product for the item you sell, such as a karate uniform. Add a variant for each option that needs its own price, stock count, or supplier, such as each uniform size.

Before you start

Decide whether the item has one sellable option or several.
Add any suppliers you want to assign to products.
Decide whether you need to count stock or record pickup. You can turn on inventory and fulfillment for physical products, and leave it off for services or items that do not need a handover.

Create a product

Open Shop, then select Products.
Select New Product.
Choose Single Product if you sell one option, or Multiple Variants if options need separate stock or prices. To sell several existing products together, use Bundle instead.
Enter a product name. Add a category, supplier, and description if useful.
Choose whether to turn on Track Inventory / Fulfillment. Turn it on for physical items that need stock tracking or pickup.
Choose whether the product can be sold when stock is empty. Inherit from school uses your school’s default. Yes allows overselling; No blocks sales when stock is unavailable.
Select Create Product.

For a single product, enter its price, SKU, cost, supplier, and initial stock on the same form. For a product with multiple variants, enter a Default Price if variants should share a price. After creating the product, choose its options and combinations as described below.

Tax Override (%) lets you save a product-specific tax percentage. Leave it blank to use the invoice’s default rate, or enter 0 for a zero-rate product. Review tax on the invoice before finishing a sale.

Set up sizes, colors, and other options

Open a product and select Manage Options.
Select Add Option. Enter a name such as Color.
Enter values separated by commas, such as Red, Blue, then select Add Values.
Add another option, such as Size, with the values you sell.
In Choose Combinations, check only the combinations you sell. Use Select Row and Clear Row to change a whole row.
Review New Combinations. Enter each combination’s SKU, price, cost, supplier, and initial stock as needed.
Select Save Options and Variants.

For example, add sizes 2, 3, 4, 5, 6, 7, then check sizes 4 to 7 for Red and 2 to 7 for Blue. This creates ten variants. Red sizes 2 and 3 are not added.

With more than two options, use the additional dropdowns to choose which part of the grid to view. Selections stay selected when you switch views. Defaults above the grid apply when you check a new combination; you can adjust individual rows before saving.

Large grids have Next Rows and Next Columns controls. Select Visible Row selects only the combinations on the current page. Your other selections stay selected when you change pages.

Existing combinations are marked Existing. Clearing a row does not delete them. To correct stock later, use an inventory adjustment rather than entering initial stock again.

Add options to an existing product

Open Manage Options, define the options, then use Existing Variants to assign each existing item to its combination. For example, assign an old variant named White Size 2 to Color: White and Size: 2.

Assign every existing variant before saving. Kanri keeps its stock, SKU, prices, supplier, and sales history. Existing invoices keep the names and prices recorded at the time of sale.

You can rename and reorder options and values. Saved choices cannot be reassigned to a different physical item, and values already used by a variant cannot be removed. Add a new combination instead.

Choose the right product structure

Use one product with multiple variants when customers see the options as versions of the same item. For example, Karate Uniform can have Size 2, Size 3, and Size 4 variants. Each variant can have its own SKU, stock count, cost, and supplier. Use separate products when the items have different names or are managed independently.

Field	How to use it
Price	The amount charged for the variant. If a variant has no separate price, it can use the product’s price.
Cost of Goods	What your school pays for the item. Keep this current if you use the shop margin report.
SKU	Your stock-keeping code, if you use one. It helps distinguish similar options.
Initial Stock	The starting quantity on hand when you create the variant. For later corrections or deliveries, use an inventory adjustment or purchase order instead.
Supplier	The usual supplier for this product or variant. A variant-specific supplier takes priority when preparing an order.

The Track Inventory / Fulfillment setting controls whether Kanri tracks stock and a handover for the product. If you turn it off, Kanri does not ask staff to reserve or hand over that item. The Allow Overselling setting controls whether a tracked product can be sold when stock is unavailable. Inherit from school follows the school’s default behavior.

Organize products

Open Products to search and filter the catalogue. Select a product to see its details and variants. Use categories such as Uniforms, Belts, or Equipment to group related items.

To create a category, open Product Categories, select New Category, enter a name, and select Create Category. Choose the category when you create or edit a product.

On a product page, select Edit Product to update its details, category, default price, or tax override. Use Manage Options to add combinations. Products without structured options can still use New Variant to add a named variant. Edit a variant to change its price, SKU, cost, or supplier. For products with options, its name comes from the chosen values. To remove an item, use its delete action. Kanri may prevent deletion when a variant is already used in a sale or purchase order.

Kanri also prevents deleting a variant fixed in a live bundle, or the last available variant of a component whose choice is made when selling. Remove or replace that bundle component first.

The variant’s Price is what you charge when adding it to an invoice. Cost of Goods is your purchase cost and helps calculate shop margins. Tax is reviewed on the invoice line when you create a sale, so check the invoice before you finish it.

Archive products and variants

Archive a product when you no longer want it in the active catalogue but need to keep its sales and purchase history. Archiving a product also archives its active variants. You can archive one variant without archiving its product.

Archived products and variants are hidden from the catalogue by default. Select Show archived to find them. Use the restore control to return an archived product or variant to the active catalogue. Restoring a product also restores only the variants archived with it; variants archived separately stay archived.

Archiving does not delete product configuration or historical records. Existing invoices and purchase orders continue to show their saved items, but archived products and variants are not offered for new sales, orders, or bundle components. Use the delete action only when you intend to remove an item and Kanri allows it.

Create a product bundle

A bundle sells several products together with a saved pack price. For example, a Karate Starter Kit can include one uniform and two belts. Staff can choose the uniform’s size when selling the kit without creating a separate kit for every size.

You need permission to manage products. Create the included products and their variants first; a bundle cannot contain another bundle.

Open Shop → Products, then select New Product.
Choose Bundle.
Enter its name and Bundle Price. Add a description or category if useful.
Select Create Bundle.
In Add Component, choose a Product.
Choose a Variant if the kit always contains that exact item. Leave it empty as Choose when selling if staff should select the size or other option when creating the invoice.
Enter the Quantity, then select Add Component.
Repeat for every included product.

The bundle page shows Bundle Price, Bought Separately, and Savings. When a component’s variant is chosen at sale time, the comparison can be a range because different variants can have different prices.

Example: a starter kit with a size choice

Suppose a uniform costs $60 and a belt costs $10. Create a $70 kit containing:

Component	Variant choice	Quantity
Karate Uniform	Choose when selling	1
White Belt	Fixed white-belt variant	2

With those prices, the separate items total $80 and the kit provides a $10 discount before tax. When selling it, staff choose the uniform size and check the actual price and savings shown for that selection.

The kit has no separate stock count. Inventory, overselling rules, cost, tax, and fulfillment follow the individual components. Buying stock for kits means ordering the component variants, not the bundle.

Use Edit Bundle to change its details or price. Remove a component with its delete control, then add a replacement if needed. Changes do not rewrite saved invoices. To change the components or choices on a draft invoice, remove that bundle group and add it again.

See Add a bundle to an invoice for selling steps.

Sell a one-off pack without creating a bundle

For an occasional pack, you can still add each product variant as a separate line on an invoice and enter a discount yourself. Unlike a saved bundle, these lines are edited independently.

Import products

If you have a QuickBooks Online products and services export:

Open Products and select Import from QuickBooks.
Upload the QuickBooks products and services CSV.
Check the preview. It shows how many rows were found, how many new products will be created, and how many existing names will be skipped.
Select the Import button, which shows how many products will be created.
Review the imported catalogue and add any separate sizes or options and supplier assignments before using it in sales.

Kanri imports the item name, category, price, description, SKU, cost, and quantity on hand. It creates one product and one default variant per row, and uses the QuickBooks item type to decide whether the product needs fulfillment.