Managing Items

This guide explains how to set up and manage items (products and services) in C-Tax. Items are the goods or services you sell and purchase.

What is an Item?

An item in C-Tax represents:

• A product you sell (e.g., “Laptop Computer”)
• A service you provide (e.g., “Consulting Service”)
• Something you purchase from suppliers

Each item has:

• A unique code
• A name and description
• A price
• A tax type (determines VAT rate)
• Classification codes (for KRA)

Viewing Your Items

1. Click Items in the sidebar
2. See a table of all items showing:

Filtering Items

Use the filter options above the table:

Adding a New Item

Step 1: Open the Registration Form

1. Go to Items in the sidebar
2. Click “Register New Item” button

A dialog will appear with the item registration form.

Step 2: Select Branch

Each item is registered per branch. If you have multiple branches, you may need to register the item separately for each.

Step 3: Enter Item Name

Step 4: Select Item Classification

Start typing to search for the correct classification. This is required by KRA for tax categorization.

Step 5: Select Tax Type

Tax Types Explained

Tip: Most items use Tax Type A (16% VAT). Consult your accountant if unsure.

Step 6: Set Unit Price (Optional)

You can change the price when creating transactions, but setting a default saves time.

Step 7: Set Units

Step 8: Optional Fields

Step 9: Register the Item

1. Review all information
2. Click “Register Item” button
3. Wait for KRA registration to complete
4. The item will appear in your items list with “Synced” status

Editing an Item

1. Go to Items
2. Find the item you want to edit
3. Click Edit or the item name
4. Make your changes
5. Click “Save”

Note: Some fields may not be editable after the item is registered with KRA.

Item Status

To change status:

1. Edit the item
2. Toggle the status
3. Save

Syncing Items with KRA

Items must be registered with KRA to be used in transactions.

Automatic Sync

• New items are typically synced automatically
• Status changes when sync completes

Manual Sync

If needed, look for a “Sync with KRA” button to manually sync items.

Sync Status

Item Best Practices

Creating Item Codes

Good codes are:

• Short but descriptive
• Consistent in format
• Easy to remember or type

Examples:

Avoid:

Setting Prices

• Set realistic default prices
• You can change prices during transactions
• Use consistent currency (KES)

Organizing Items

• Use consistent naming conventions
• Group similar items with similar codes
• Keep descriptions clear and accurate

Common Item Types

Physical Products

• Tax Type: Usually A (16% VAT)
• Quantity Unit: Pieces, boxes, kg, etc.
• Include HS codes for imports

Services

• Tax Type: Usually A (16% VAT)
• Quantity Unit: Hours, sessions, etc.
• Clear service descriptions

Exempt Items

• Tax Type: B (Exempt) or as applicable
• Follow KRA guidelines for exempt categories

Using Items in Transactions

In Sales

1. Start typing item name or code
2. Select from dropdown
3. Quantity and price fields appear
4. Adjust quantity as needed
5. Price can be modified if needed

In Purchases

Same process, but recording what you’re buying.

In Stock Movements

Select items when recording stock in/out.

Frequently Asked Questions

Can I delete an item?

Usually no. Items used in transactions must be kept for records. You can mark them as Inactive instead.

Can I change the tax type after creating?

This may require KRA re-registration. Consult your administrator.

What if I don’t know the classification code?

• Search for similar items
• Ask your accountant
• Contact KRA for guidance
• Use the general category if unsure

Can I import items in bulk?

Bulk import may be available through your administrator. Contact them for large item lists.

Why can’t I find my item in sales?

Check that:

• Item status is Active
• Item is synced with KRA
• You’re searching correctly
• You have the right branch selected

Item Reports

Item information appears in:

• Transaction details
• Receipts and invoices
• Stock reports
• Sales summaries

Next: Learn about Viewing Transactions to track your activity