Frequently Asked Questions
Getting Started
Navigate to the login page and enter your email and password. If you don't have an account, contact your administrator to create one for you.
The system supports Administrator, Warehouse Manager, Stock Counter, Finance, and Read-Only Viewer roles. Each role has specific permissions that control which features are accessible.
Go to My Profile from the sidebar menu and use the Change Password section to update your credentials.
Yes, the application is fully responsive and works on tablets and smartphones through your web browser. No app installation required.
Yes! VasKem offers a free 14-day trial with full access to every feature. No credit card required. Simply register an account and start managing your warehouse immediately.
VasKem is cloud-based so there's no installation required. You can sign up, import your products via CSV, configure your warehouses, and start tracking inventory within minutes — not weeks or months.
Products & Inventory
Navigate to Products, click New Product, fill in the details (SKU, name, prices, dimensions), and click Create. You can also import products in bulk using CSV import.
Go to Barcode Lookup and enter or scan a barcode. The system will find matching products and show their stock levels across all warehouses.
Stock levels are automatically updated when you process goods receipts (stock in), dispatch orders (stock out), stock adjustments, and transfers. The Stock Levels page shows real-time quantities.
When a product's total quantity falls below its configured Reorder Point, it appears on the Low Stock Alerts page. Set reorder points on each product's settings.
On the Products page, click Import CSV. The CSV file should have columns: SKU, Name, Description, Barcode, Category, UnitOfMeasure, CostPrice, SellingPrice. The first row must be headers.
Yes. VasKem monitors product expiry dates and flags items approaching expiration on the Expiring Stock page. This is especially useful for food, pharmaceutical, and perishable goods warehouses.
Yes. Each product can have its own unit of measure (e.g., kg, litres, units, boxes, pallets). This ensures accurate stock counting across different product types.
Warehouse Operations
Go to Goods Receipt, create a new receipt linked to a warehouse and optionally a purchase order, add line items with quantities, then submit. Stock levels update automatically.
Navigate to Dispatch Orders, create a new dispatch linked to a customer and warehouse, add items, and process. This reduces stock from the selected warehouse.
A stock take is a physical inventory count. Create one from Stock Takes, add the counted quantities for each product, and submit. The system will highlight variances between expected and actual quantities.
Use Stock Operations to transfer stock between warehouses. Select source and destination warehouses, add products and quantities, then process the transfer.
Bin locations are specific storage spots within a warehouse (e.g., Aisle A, Shelf 3, Bin 5). Assign products to bins for precise inventory tracking via the Bin Locations page.
Absolutely. VasKem supports unlimited warehouses (depending on your plan). Each warehouse can have its own bin locations, stock balances, and operations. Transfer stock between warehouses with a few clicks.
When you create a dispatch order, VasKem can generate a picking list that tells warehouse staff exactly which products to pick, from which bin locations, and in what quantities — reducing errors and speeding up fulfilment.
Logistics & Fleet Tracking
VasKem includes a full logistics management module for vehicle fleet management, driver tracking, shipment creation with multi-stop routes, and real-time GPS vehicle tracking integration.
Yes. VasKem integrates with Cartrack for automatic GPS vehicle position updates. Connect your Cartrack account and VasKem will display live vehicle positions on your logistics dashboard.
Yes. Create shipments with multiple delivery stops, assign vehicles and drivers, and track the status of each stop from pending to delivered. Get full visibility of your delivery operations.
Navigate to Fleet & Shipments to add vehicles (with registration, make, model, and service dates) and drivers (with licence details and contact info). Assign drivers to vehicles and vehicles to shipments.
Invoicing & Quotations
Go to Invoices, click New Invoice, select a customer, set dates and tax rate, then create. Add line items with descriptions, quantities, and prices. Mark as Sent when ready.
Open an invoice and click Record Payment. Enter the amount received. The system automatically updates the status to Partially Paid or Paid based on the balance.
Create quotations from the Quotations page. When a customer accepts, click Accept then Convert to Invoice to automatically create an invoice with all line items copied over.
Yes. Once a quotation is in Accepted status, click the Convert to Invoice button. A new invoice is automatically created with all the quotation's line items and amounts.
Yes. Set the tax rate when creating an invoice or quotation (e.g., 15% VAT for South Africa), and VasKem automatically calculates tax amounts, subtotals, and totals for every line item.
POS Integration
The POS (Point of Sale) module allows you to record sales transactions from in-store or counter sales. It supports cash, card, bank transfer, and mobile payments.
Go to POS Integration, click New Transaction, enter the amounts and payment method, then complete. The dashboard shows today's summary statistics.
Yes. Click the Void button on any completed transaction. Voided transactions remain in the history for audit purposes but are excluded from sales totals.
Reports & Data
The system provides stock valuation reports, movement history, expiring stock alerts, low stock alerts, and audit logs. Visit the Reports section for full analytics.
Yes. Most pages have an Export CSV button that downloads the current data as a CSV file compatible with Excel and other spreadsheet applications.
The Audit Log records all significant actions performed in the system — who did what and when. Administrators can view the full audit trail from the Admin section.
Pricing & Plans
VasKem offers plans starting from R499/month for small warehouses up to R3,999/month for enterprise operations. Every plan includes a free 14-day trial. Visit our pricing page for full details.
VasKem is designed to be affordable and accessible. Unlike traditional warehouse management systems that cost thousands per month plus setup fees, VasKem starts at R499/month with no implementation costs, no hardware requirements, and no long-term contracts.
Yes. You can upgrade or downgrade your plan at any time. Changes take effect at the start of your next billing cycle. No penalties for switching.
Comparisons
Spreadsheets are error-prone, can't update in real time, and lack access control. VasKem gives you live stock updates, multi-user access with permissions, barcode scanning, automated alerts, and a full audit trail — all things spreadsheets can't do.
Absolutely. VasKem's Starter plan is specifically designed for small warehouses with 1–3 users. You get core inventory tracking, barcode scanning, goods receipt, dispatch, and CSV export at an affordable monthly price.
Yes. VasKem's Enterprise plan supports unlimited users and warehouses, GPS fleet tracking, API integrations, and dedicated support. The multi-tenant architecture is designed to scale with your business.
VasKem is an all-in-one platform — not just inventory tracking. It includes dispatch management, logistics fleet tracking, invoicing, quotations, POS, CRM, and reporting. Most competitors require separate systems for each of these. Plus, VasKem is cloud-based with no hardware requirements and no setup fees.
Account & Security
The system uses tenant isolation (each organization's data is completely separate), encrypted passwords, cookie-based authentication with HTTPS, and data protection keys for token security.
Only users with the Administrator role can create, edit, or deactivate user accounts from the User Management page.
Contact your organization's administrator to reset your password. They can update it from the User Management page.
Yes. VasKem includes automatic data backup capabilities. Administrators can also create manual backups and download them from the Backups page in the Admin section.
Yes. VasKem uses role-based access control with granular permissions. Administrators can assign roles (Administrator, Warehouse Manager, Stock Counter, Finance, Viewer) that control exactly which features each user can access.