Question 1

How do I log in?

Accepted Answer

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.

Question 2

What roles are available?

Accepted Answer

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.

Question 3

How do I change my password?

Accepted Answer

Go to My Profile from the sidebar menu and use the Change Password section to update your credentials.

Question 4

Can I use this on mobile devices?

Accepted Answer

Yes, the application is fully responsive and works on tablets and smartphones through your web browser. No app installation required.

Question 5

Is there a free trial?

Accepted Answer

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.

Question 6

How long does setup take?

Accepted Answer

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.

Question 7

How do I add a new product?

Accepted Answer

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.

Question 8

How does barcode lookup work?

Accepted Answer

Go to Barcode Lookup and enter or scan a barcode. The system will find matching products and show their stock levels across all warehouses.

Question 9

How are stock levels calculated?

Accepted Answer

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.

Question 10

What triggers a low stock alert?

Accepted Answer

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.

Question 11

How do I import products from CSV?

Accepted Answer

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.

Question 12

Can I track expiring stock?

Accepted Answer

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.

Question 13

Does VasKem support multiple units of measure?

Accepted Answer

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.

Question 14

How do I receive goods?

Accepted Answer

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.

Question 15

How do I dispatch orders?

Accepted Answer

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.

Question 16

What is a stock take?

Accepted Answer

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.

Question 17

How do stock transfers work?

Accepted Answer

Use Stock Operations to transfer stock between warehouses. Select source and destination warehouses, add products and quantities, then process the transfer.

Question 18

What are bin locations?

Accepted Answer

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.

Question 19

Can I manage multiple warehouses?

Accepted Answer

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.

Question 20

How does the picking list feature work?

Accepted Answer

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.

Question 21

What logistics features does VasKem offer?

Accepted Answer

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.

Question 22

Does VasKem integrate with Cartrack?

Accepted Answer

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.

Question 23

Can I track delivery routes?

Accepted Answer

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.

Question 24

How do I manage vehicles and drivers?

Accepted Answer

Navigate to Fleet and 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.

Question 25

How do I create an invoice?

Accepted Answer

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.

Question 26

How do I record a payment?

Accepted Answer

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.

Question 27

How do quotations work?

Accepted Answer

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.

Question 28

Can I convert a quotation to an invoice?

Accepted Answer

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.

Question 29

Does VasKem calculate VAT/tax automatically?

Accepted Answer

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.

Question 30

What is the POS integration?

Accepted Answer

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.

Question 31

How do I record a POS transaction?

Accepted Answer

Go to POS Integration, click New Transaction, enter the amounts and payment method, then complete. The dashboard shows today's summary statistics.

Question 32

Can I void a transaction?

Accepted Answer

Yes. Click the Void button on any completed transaction. Voided transactions remain in the history for audit purposes but are excluded from sales totals.

Question 33

What reports are available?

Accepted Answer

The system provides stock valuation reports, movement history, expiring stock alerts, low stock alerts, and audit logs. Visit the Reports section for full analytics.

Question 34

Can I export data?

Accepted Answer

Yes. Most pages have an Export CSV button that downloads the current data as a CSV file compatible with Excel and other spreadsheet applications.

Question 35

What is the audit log?

Accepted Answer

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.

Question 36

How much does VasKem cost?

Accepted Answer

There is no fixed price list — every quote is custom to your business. Pricing depends on the number of users and warehouses you need, the modules you switch on, integrations, and your support level. Every account includes a free 14-day trial. Visit the pricing page to request a quote.

Question 37

Is VasKem cheaper than other WMS systems?

Accepted Answer

Customers consistently find VasKem more cost-effective than legacy WMS platforms because we tailor the quote to exactly what you use — no setup fees, no hardware, no lengthy implementation projects, and no rigid tiers that force you to overpay for features you don't need.

Question 38

Can I switch plans?

Accepted Answer

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.

Question 39

How does VasKem compare to spreadsheet-based inventory?

Accepted Answer

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.

Question 40

Is VasKem suitable for small businesses?

Accepted Answer

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.

Question 41

Can VasKem handle large warehouses?

Accepted Answer

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.

Question 42

What makes VasKem different from other WMS software?

Accepted Answer

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.

Question 43

How is my data secured?

Accepted Answer

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.

Question 44

Who can manage users?

Accepted Answer

Only users with the Administrator role can create, edit, or deactivate user accounts from the User Management page.

Question 45

What happens if I forget my password?

Accepted Answer

Contact your organization's administrator to reset your password. They can update it from the User Management page.

Question 46

Is my data backed up?

Accepted Answer

Yes. VasKem includes automatic data backup capabilities. Administrators can also create manual backups and download them from the Backups page in the Admin section.

Question 47

Can different users have different permissions?

Accepted Answer

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.

Frequently Asked
Questions

Getting Started

Products & Inventory

Warehouse Operations

Logistics & Fleet Tracking

Invoicing & Quotations

POS Integration

Reports & Data

Pricing & Plans

Comparisons

Account & Security

Still have questions?

Frequently AskedQuestions