Manage inventory, maintain stock items

Tutorial: In the CashCtrl inventory, items, services and fixed assets are managed and assigned to their own categories. Each item can be managed as a stock item. The articles are imported via CSV or Excel file.


  1. Importing articles or services
  2. Mapping: assigning the columns
  3. Using items as stock items
  4. Assign revenue account and expense account to an item category
  5. Set minimum / maximum stock
  6. Set stock change for status
  7. Evaluations
Screenshot import of articles

1. Importing articles or services

Add articles via Add Import articles and in the appearing dialog either drag and drop the file into the window or upload / select it via Upload file.

CashCtrl recognizes the file and the next step can be executed. The uploaded file is automatically stored in the file manager (PRO) after the import.

Confirm with Next

Screenshot of the import dialog for articles

2. Mapping: Assigning the columns

In the following dialog the columns from the file are mapped to the fields in CashCtrl.

Here it is also possible to configure the custom fields and possibly create new ones.

The next dialog then shows an overview and the confirmation that the articles can be imported.

Screenshot mapping of the columns to import

3. Use item as a stock item

Any item can be managed as a stock item. This means that the article will have a stock. To create a stock item, the "Stock item" box is checked in the "Stock" tab.

The inventory can be adjusted by purchase and sales invoices, as well as manually. The stock itself, i.e. the inventory, does not have any effect on the accounting yet, only the documents with which stock items are sold.

Screenshot of the stock tab of an item where the check mark can be set for stock items.

4. Assign revenue account and expense account to a category of items.

It is recommended to arrange items and services into categories. Expense and income accounts are assigned to the categories. This way, items and services on an invoice will be automatically settled to these accounts.

The value added tax/sales tax is also settled automatically if the tax rate has been stored in the expense/income account.

Go to the sales tax tutorial

Screenshot of the article category edit dialog

5. Set minimum / maximum stock

By setting a minimum and maximum stock level of an item, the stock level is displayed in green or red in the inventory overview. With the filter "Only articles to restock" red marked articles can be displayed.

In CashCtrl FREE and CashCtrl PRO the stock levels are set differently. Detailed instructions can be found in the forum or the documentation.

Go to adjust stock levels (FREE) tutorial

Screenshot of the inventory with an item edit dialog

6. Set stock change for status

By default, the stock level for a sale in CashCtrl PRO is influenced by the "Delivered" status of a delivery note. If the sale is to be made without delivery bills, this can also be set accordingly via a status of the invoice category.

More information in the CashCtrl FREE tutorial

Screenshot of the order category Settings, where the status for influencing the stock level can be configured.

7. Evaluation of articles

In the reports module of CashCtrl, various evaluation options are available for the sales in real time. These are automatically updated after each sale.

Go to reports tutorial

Screenshot evaluation report after top item sales