KSI Logiciels E-invoicing compatible
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User guide

KSI Boutique user guide

How to use the software, in the order you actually use it: from opening the store to closing the till. This guide can be read here without an account, and appears word for word inside the software, under 'Settings > User guide'.

Request a demonstration See the software page

What this guide covers

  1. Getting the shop ready: what to enter first
  2. Barcodes, QR codes and labels
  3. Selling over the counter
  4. Closing the till
  5. Keeping stock right: stocktakes and counts
  6. Receiving and transferring goods
  7. Replenishing and handling returns
  8. Building loyalty, and taking in online sales

Getting the shop ready: what to enter first

A shop is described once, then it runs. The order matters: the stores first, because everything hangs off them — tills, stock, staff; the catalogue next, because it feeds selling; the staff last, because they are assigned to stores that already exist.

  • Declare your stores: each one carries its tills, its stock and its staff.
  • Create one till per selling point, linked to the terminal that uses it.
  • Assign your staff: a role (sales assistant, store manager, stock handler), a default store, and the right to switch store or not.
  • Build the catalogue, or import it from a CSV file: every line is checked before anything is written.

Barcodes, QR codes and labels

An item can carry several codes, and that is what lets you scan both what is already printed on the packaging and what you print yourself.

  • Add as many codes to an item as you need: internal code, EAN-8, EAN-13, UPC-A, ISBN-13, Code 128, QR code, supplier code.
  • A code already in use, malformed or with a wrong check digit is refused as you type: you do not create an ambiguity without knowing it.
  • Print your label sheets from the software, for items that have no factory code.
  • When in doubt about a code, put it through the scanning screen: it tells you which item it recognises.

Selling over the counter

Selling is the most used screen of the day: it has to be fast and ask nothing unnecessary. Scan mode stays on from one item to the next, and adding to the basket always goes through the software's own selling mechanism, never a parallel path.

  • Open the till: the software checks that you are allowed to work on it, and for which store.
  • Scan or search for the item, take the payment, print the receipt or the invoice.
  • Choose the display density and fold the keypad away if you do not need it: the setting is remembered for that till.
  • Apply a promotion: the software shows the discount it is about to apply before applying it.

Closing the till

Closing is the moment you prove the day. The software compares what it expects with what you count, payment method by payment method, then seals the result.

  • Declare what you actually have in the till: cash, card, cheques.
  • Justify any cash movement outside a sale — it stays in the history with its reason.
  • Read the gaps: the expected, the declared and the difference are shown for each payment method.
  • Export the closing archive if you are asked for it: it is sealed and chained to the previous one.

Keeping stock right: stocktakes and counts

Accurate stock is not decreed, it is counted. No quantity moves until the count is confirmed: a campaign in progress never distorts the day's sales.

  • Start a stocktake per store from the assistant.
  • Count with the scanner: add what you find, or enter the actual quantity observed.
  • Enter batches and serial numbers wherever they are mandatory.
  • For sensitive areas, have two people count separately: neither sees the other's result, and discrepancies are settled with a reason before being carried over.

Receiving and transferring goods

Goods come in through supplier receipts and move through transfers. In both cases stock only changes on confirmation, never at the moment of the scan.

  • Receive a supplier order with the scanner, in several goes if needed: the outstanding quantity is recalculated on every item.
  • Enter batches, serial numbers and dates whenever the item requires them.
  • Prepare a transfer between two stores: the goods go through a transit location and are therefore never nowhere.
  • Check the arrival: received in full, or with a justified discrepancy and the shortfall left in transit.

Replenishing and handling returns

Replenishment suggests, it does not order. Returns, on the other hand, always start from an invoice: that is what stops the same item being given back twice.

  • Run a replenishment calculation: actual sales, real stock, transit and outstanding orders all feed the result.
  • Rule on every suggestion — approved, amended with a reason, or rejected — before creating the supplier orders, which stay as drafts.
  • Record a return from the invoice: only what is still returnable is offered.
  • Decide where the returned item goes: back into sellable stock, or into a set-aside location. The credit note is created and linked to the original invoice, which is not altered.

Building loyalty, and taking in online sales

Loyalty, gift cards and promotions are attached to the customer list and to invoices, not to a counter kept on the side. Orders from your online sales channels arrive in the same place as counter sales.

  • Points are earned on paid invoices, and are used starting with those expiring soonest.
  • Issue a gift card from an invoice: write down its code, it is shown only once.
  • Date your promotions and choose their target: items, item families, or a customer category.
  • Follow the orders coming from your online channels, and the journal that says what came in, what was set aside, and why.

Frequently asked questions about using the software

Does everything have to be set up before the first sale?

No. One store, one till and one member of staff are enough to take payments. Labels, loyalty, promotions and replenishment can be added as you need them.

Can we scan a code we printed ourselves?

Yes. An item accepts several codes, including the QR codes on your own labels, read in the same place as factory barcodes.

Does the software handle several stores?

Yes. Stock is tracked store by store, transfers go through a transit location, and a member of staff only works on the stores they are assigned to.

What happens if the till does not balance?

The gap is shown payment method by payment method, then archived with the closing. Nothing is erased: a correction is added to the history, it does not rewrite it.

Where do we find this guide once we are a customer?

Inside the software, under 'Settings > User guide'. It is the same documentation, updated at the same time as the product.

The simplest thing is to watch it run

The demonstration is open to everyone, with no sign-up, using a fictitious shop already full of data: you can follow this guide screen by screen, and there is nothing you can break.

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