Concepts & how it works
This page explains the words you'll see often in KURAPRO and how the data connects. Grasping the big picture first makes each feature easier to understand.
The overall relationship
- Inside a company (organization), you register products, clients and members.
- When you record a task (inbound, outbound, adjustment, stocktaking), the stock count increases or decreases.
- Stock is counted per combination of a product and its stock fields (location, lot, expiry).
- Based on completed tasks, reports tally the data and stock alerts notify you of shortages and overstock.
Company (organization)
- In KURAPRO, data is separated per company (organization).
- Members of the same company share (view/edit) that company's products, stock, tasks and so on.
- Company settings (company info, plan, negative stock, costing method, stock fields, etc.) can be changed only by an administrator. → Company settings
Members and permissions
Users who use the same company are called members. There are two permission levels.
| Permission | What they can do |
|---|---|
| Administrator | All operations (including company settings, member management, deleting products, and payment/plan management) |
| General member | Day-to-day work (registering and editing products, stock, tasks, clients, etc.) |
For details, see Member management.
Products
Items that are the subject of inventory management.
- Main fields: product name (required), SKU, unit, standard cost, minimum/maximum stock, image, barcode, custom fields.
- Purchase price and sale price are not registered on the product. Enter them as the unit price of each task (inbound = purchase unit price / outbound = sale unit price).
- Duplicate rule: if there is no SKU, the product name cannot be duplicated within the company; if there is an SKU, the SKU cannot be duplicated.
For details, see Managing products.
Stock and stock fields (location, lot, expiry)
Stock represents "how many you have right now" for each product.
- Stock is counted separately per combination of a product plus the enabled stock fields (location, lot, expiry).
- Stock fields are all disabled by default, in which case you manage only the quantity per product.
- Enabling only the fields you need lets you do things like "manage the same product separately by lot or expiry."
| Stock field | Meaning | Example |
|---|---|---|
| Location | The name of the place where stock is kept (free text) | Warehouse A, Tokyo Store, Shelf 1-1 |
| Lot | An identifier such as a manufacturing number | LOT-20260601 |
| Expiry | A date such as a use-by or best-before date | 2026-12-31 |
There is no separate master registration; you record them directly when entering a task. For details, see Stock fields (location, lot, expiry).
Clients
Counterparties such as suppliers and customers.
- Use: selectable in inbound and outbound tasks (not required).
- Registering them makes it easier to record and search "where it was purchased from / sold to." → Managing clients
Tasks (inbound, outbound, adjustment, stocktaking)
Operations that move stock are called tasks. There are four types.
| Type | Description |
|---|---|
| Inbound | Increases stock (purchasing, accepting returns, etc.). You can enter a purchase unit price. |
| Outbound | Decreases stock (selling, disposal, etc.). You can enter a sale unit price. |
| Adjustment | Records the change directly (increase/decrease). For rounding adjustments, gains/losses, etc. |
| Stocktaking | Enter the actual stock count; the difference is calculated automatically to match the stock. |
About the removal of the "Transfer" task
The "Transfer" task in older versions has been removed. To move stock across locations, record the increase/decrease with Adjustment.
Plan and completion
A task has two states.
- Plan (scheduled task): a task to do later. Registering it does not change stock counts.
- Completed (task history): an executed task. It is reflected in stock counts.
Registering as a "plan" and then "completing" it after execution updates the stock. This is a recommended workflow that helps prevent input mistakes. For details, see Tasks.
Costing method
Choose the method for calculating asset value and gross profit, per company.
- Moving-average costing: automatically calculates the average cost from inbound purchase prices.
- Standard costing: uses a fixed standard cost set per product.
- No costing: manages only quantity, without managing amounts or gross profit.
For details, see Cost & gross profit.
Stock alerts
A mechanism that tells you when stock is "too low / too high."
- Setup: enter a minimum stock and maximum stock per product (either one alone is fine).
- Judgment: judged by the product's total stock count. Below the minimum is "short," above the maximum is "excess."
- Check: list them with the "Alerts only" filter on the "Stock" screen. → Stock alerts
Reports
Tallied data for a specified period.
- Metrics: inbound count, outbound count, inbound amount, outbound amount, gross profit.
- Views: by date, by product.
- Scope: only completed inbound and outbound tasks (plans, adjustments and stocktaking are not included). → Reports
Custom fields
A mechanism to freely add company-specific fields to products and tasks.
- Add and edit product fields and task fields from their respective settings screens.
- Types include text, multi-line text, number and date (barcode is also available for tasks).
- Stock fields (location, lot, expiry) are not freely added; you enable and use them from the three available options. → Custom fields