Managing stock on Kaspi means showing in the seller cabinet exactly the quantity you physically have and can definitely ship to the customer, and reordering before the product runs out: at the moment when stock falls to sales during lead time plus safety stock. One kind of mistake gives you cancellations caused by you and an empty product card. The other leaves money sitting on a shelf for months. Below: how Kaspi handles stock and preorders, the formulas for reorder point and inventory cost, and the buffer rule that people rarely write about.
In short
- A customer cannot add more to the cart than the stock quantity you specified, and Kaspi cancels excess orders automatically without hurting your metrics. But if the cabinet says 12 units and the shelf has 7, you will have to cancel the eighth order yourself — and that is your cancellation.
- Reorder point = daily sales × lead time + safety stock. Safety stock is calculated from the worst sales day and the longest delivery, not from averages.
- Inventory costs money even when nothing happens: in the hypothetical example, one extra month of stock adds 120 ₸ to the cost of each unit sold.
- A preorder on Kaspi is up to 30 calendar days and only through a price list. Change the price or stock manually in the product card, and the preorder is cancelled.
- If stock is updated once an hour and the product sells several units per hour, the seller cabinet should show less than you have in the warehouse.
How Kaspi handles stock
What the customer sees
If product availability in a warehouse is not specified, the card with your offer is not shown to customers: Kaspi directly names this as the first reason why a listed product is not visible to anyone (Kaspi Guide, q3502, updated Jun 15, 2026). Warehouses are specified for each product in the Kaspi Pay app or in the web cabinet, either card by card or through a price list.
What happens when there are more orders than product
To the direct question “can a customer order more than I have in stock,” Kaspi answers: no, they cannot add more than the stock balance to the cart. And if more orders still come in than there is product, the extra ones are cancelled automatically, the customer receives a message, and your quality metrics are not affected (q3745).
The nuance is that “in stock” for Kaspi means the number you specified. The protection works only if orders exceed that number. If the cabinet says 12 and there are actually 7 on the shelf, the system will calmly accept the eighth order, and you will cancel it with the reason “product not in stock” (q2263). For Kaspi Delivery, this is possible only before the order is handed over for delivery.
Why this hurts your metrics
Kaspi rules prohibit listing products for sale if they are not in stock, except for preorders (operating rules, clause 1.10, updated Sep 30, 2026). Cancellations caused by you must be below 3% (q2920), and among the tips on keeping the “Excellent Seller” status, Kaspi separately writes: specify the quantity of product in the warehouse (q4036). With 100 orders per month, three extra cancellations because of incorrect stock already breach the requirement. How to get out of that hole is covered in the article what to do if your Kaspi shop is blocked.
Synchronization buffer: cabinet stock should lag behind
Stock on Kaspi can be updated manually, through a price list, or by automatic XML upload. Kaspi pulls XML once every 60 minutes if there are changes in it; the detailed setup is covered in the article how to automate prices on Kaspi. A manually uploaded Excel price list updates the catalog within 15 minutes (q3346), but someone still has to upload it. That means up to an hour can pass between a sale in another channel and the stock update on Kaspi — and with manual work, any amount of time.
As long as you sell two units a week, this does not matter. But imagine a Friday evening: the product is at the top, three orders an hour, and at the same time it is being bought in your showroom and on Halyk Market. Your accounting system knows there are two units left, while Kaspi still shows five for another 50 minutes. During that time three orders come in, and you will cancel one of them.
The rule is simple:
Buffer = hourly sales across all channels × hours until stock updates on Kaspi
Upload real stock minus this buffer to Kaspi. A real-life example: at the Friday peak, the product sells three units an hour, and XML updates once an hour — the buffer is three units. There are three on the shelf, but the cabinet already shows zero. Yes, you will miss one or two sales this way. But you will not get a cancellation that then hangs in your metrics for a month.
How much to keep: reorder point and safety stock
Formulas
Three numbers for each fast-moving SKU: average daily sales, lead time from ordering from the supplier to product arriving at your warehouse, and the spread of both.
Reorder point = Average daily sales × Average lead time + Safety stock
Safety stock = Maximum daily sales × Maximum lead time − Average daily sales × Average lead time
This safety stock formula is simple, with no statistics: it answers the question “what happens if the worst sales day and the longest delivery coincide.” For products with steady demand, it gives a conservative buffer; for seasonal products, it may be too small, so before the season it should be recalculated.
Example
The numbers below are made up for the calculation (a hypothetical example, not a client case), but they are close to reality. A wireless mouse sells 4 units a day, up to 6 on a good day. A supplier from Almaty usually delivers within a week. Once a truck got delayed and it took 10 days — those 10 days are what we use in the calculation.
| Metric | Calculation | Result |
|---|---|---|
| Sales during average lead time | 4 units × 7 days | 28 units |
| Worst-case scenario | 6 units × 10 days | 60 units |
| Safety stock | 60 − 28 | 32 units |
| Reorder point | 28 + 32 | 60 units |
| Order size for 30 days of sales | 4 units × 30 | 120 units |
When there are 60 mice left in the warehouse, you order the next batch instead of waiting until there are ten. If lead time increases — for example, the supplier switches to another route — recalculate the reorder point the same day.
What inventory costs and what an empty shelf costs
Money in the warehouse
Inventory is purchase cost paid in advance. While the product is sitting there, that money is not working; and if it was borrowed, it also costs interest. Let’s calculate on the same mouse with a purchase cost of 6,000 ₸ and the assumption that money costs you 2% per month — this is a hypothetical opportunity cost, use your own number.
| Stock | Units in warehouse | Money in product | Cost of money per month | Per unit sold (120 per month) |
|---|---|---|---|---|
| for 30 days | 120 | 720,000 ₸ | 14,400 ₸ | 120 ₸ |
| for 60 days | 240 | 1,440,000 ₸ | 28,800 ₸ | 240 ₸ |
The second month of stock adds 120 ₸ to the cost of each unit. If the mouse makes 1,500 ₸ net profit, that is 8% of profit that nobody sees in the sales report. Inventory turnover in days is calculated like this:
Turnover, days = Stock in warehouse ÷ Average daily sales
Empty shelf
Now the opposite situation. The mice ran out on Tuesday, and the batch arrives in a week. All week your offer is absent from the card, and customers buy from the neighbor. Roughly: 4 × 7 × 1,500 ₸ net — 42,000 ₸ that will not happen. A separate question is whether you return to your old place in the card when the product appears. Kaspi writes nothing about this; stock history is not named in the official list of factors. I would not guess: I would record the position before the pause and a couple of days after.
Where the boundary is
With the mouse, there is not much to argue about. 14,400 ₸ for an extra month versus 42,000 ₸ for a week without product — the stock pays back almost threefold. But a case for a rare phone model that sells once a week is a different story. A week without it costs one sale. A box of one hundred units freezes money for half a year. Two or three units on the shelf and a reorder after the last one is more honest.
Preorder: when the product is not here yet
If a product is purchased to order, it can be sold before it arrives at the warehouse — that is a preorder (q3346, updated Aug 13, 2026). The rules are strict, and almost every one of them breaks automation somewhere.
| Kaspi rule | What it means in practice |
|---|---|
| Set only through a price list: in Excel, the preorder row; in XML, the preorder parameter in availability | You cannot set up a preorder in the app or product card |
| Maximum period is 30 calendar days | A shipment from a distant source with long customs clearance cannot be covered by preorder |
| The period is the same for all warehouses in one city | Different warehouses in one city cannot have different periods |
| Manual price or stock change in the product card cancels the preorder | If the price is changed manually, the preorder drops |
| You need to mark «Прибыл» ("Arrived") before the planned arrival date, otherwise the order is cancelled automatically | Supplier delay turns into a cancellation |
The processing flow is described separately (q3349): confirm the order in the «Новые» ("New") section, and when the product has arrived, click «Прибыл» ("Arrived") before the planned arrival date — it is one day before the handover date. For Kaspi Delivery, the button is in the «Предзаказ» ("Preorder") section. Miss it, and the order is cancelled.
Preorder is good for products you buy to order from a supplier with a predictable lead time, and for new products where you want to collect demand before the batch arrives. It works poorly where lead time moves around: every day the supplier is late is a cancellation risk, and for a small shop one such cancellation weighs a lot.
Several warehouses and sales channels
Warehouses on Kaspi
Stock is specified for each warehouse. An Excel price list is unavailable if you have different prices or preorder periods by city, more than 5 warehouses, or warehouses with names other than PP1–PP5 (q2961, updated Mar 12, 2026). In such cases, XML is the remaining option. Also take Kaspi Delivery timings into account: within a city it delivers in about one day on average, to regional cities in two to three days, and to district centers in five to six (q2291). Delivery speed is one of the seller-ranking factors, so stock in the customer’s city also helps your position in the card.
Kaspi plus other channels
If the same product is sold on Halyk Market, in retail or on Instagram, the stock is shared, while updates in the channels arrive at different times. Two things matter here. First, one source of truth: stock comes from your accounting system and is not edited manually in every cabinet. Second, the synchronization buffer from the section above, calculated from total sales across all channels.
How to split your assortment by stock rules
Nobody will calculate safety stock for each of 300 SKUs, and you do not need to. Export profit by product for the last 90 days, sort descending, and cut the list into three parts.
| Group | Share of profit | Stock rule | How often to recalculate |
|---|---|---|---|
| A | first products generating about 70% of profit | safety stock by formula, synchronization buffer, daily control | once a week |
| B | next ~20% of profit | reorder point by averages, stock for 2–4 weeks | once every two weeks |
| C | the remainder | minimum stock, reorder after the fact or preorder | once a month |
Why 70 and 20? That is how ABC analysis is commonly done, nothing more; cut by your own numbers. How many items end up in A depends on the shop — five for some, forty for others. Spend your daily ten minutes on them, and check the C tail once a month.
Common mistakes
- Stock “by eye.” You entered 12, but there are 7 on the shelf. With 100 orders per month, the third such cancellation means “below 3%” no longer applies to you.
- Reordering “when there’s not much left.” Ten mice at 4 sales a day is two and a half days. The batch takes a week to arrive. You can do the rest of the math.
- Safety stock from average numbers. On an average day with average delivery, nothing breaks; you do not need a buffer there.
- Two months “just in case.” Plus 120 ₸ to every unit sold, and you will not see it in any sales report.
- Manual price edit on a product in preorder. Kaspi will cancel the preorder. If someone or something changes the price outside the price list, check this before launch.
- One stock balance for three channels without a buffer. A customer buys in the showroom now; Kaspi finds out in an hour.
- «Прибыл» ("Arrived") on the last evening. The planned arrival date is one day before the handover date. Did not click it — the order is cancelled automatically.
Checklist
Once a week, for about forty minutes:
- For each group A SKU: average and maximum daily sales, normal and longest lead time for the quarter.
- Reorder point and safety stock are recorded in the accounting system. Not in the buyer’s head.
- Stock on Kaspi, Halyk Market and in retail comes from one accounting system; nobody edits it manually in the cabinets.
- The synchronization buffer is recalculated from total sales across all channels during the peak hour.
- Turnover in days: everything sitting longer than two planned cycles goes to clearance or is removed.
- For products in preorder, price and stock are changed only through the price list.
- The «Прибыл» ("Arrived") button has a specific person responsible for it, and that person sees the planned dates.
And one thing outside the list. Once a month, compare two amounts: how much you lost on days without product and how much you paid for excess stock. If the first is noticeably larger than the second, your stock is too small; if the opposite is true, it is too large. This is better than any rule like “keep stock for N days.”
How to automate it
How much to buy and when is something you decide together with your accounting system; a bot is not an adviser here. It is useful on the other side: while the product is in stock, a dumping bot (repricing bot) can hold its price in the card. The SaleScout Kaspi bot checks prices every 20 seconds, puts you at the top of the card, does not go below the minimum price you set, and raises the price when a competitor goes up or leaves; Halyk Market is supported too. Keep the preorder rule from the section above in mind. You can try the bot free for 7 days, no card required.
FAQ
What happens if customers order more product on Kaspi than I have in stock?
A customer cannot add more to the cart than the quantity shown in your stock balance. If there are still more orders than the specified stock balance, Kaspi cancels the extra ones automatically, and this does not affect quality metrics. But if the stock balance in the cabinet itself is wrong, you will have to cancel, and that cancellation is yours.
How do I calculate when to reorder a product for Kaspi?
Use the reorder point: average daily sales × average lead time + safety stock. Safety stock is maximum daily sales × maximum lead time minus average sales × average lead time. In the hypothetical example with 4 sales a day and delivery in 7–10 days, you need to reorder when there are 60 units in the warehouse.
Can I sell a product on Kaspi if it is not in stock?
Only as a preorder. Kaspi rules prohibit listing products for sale if they are not in stock, except for preorders. A preorder is set through a price list, the period is up to 30 calendar days, and it is the same for all warehouses in one city.
Why was my preorder on Kaspi cancelled?
Most often for one of two reasons. Either the price or stock was changed manually in the product card — then the preorder is cancelled, and data must be updated through the price list. Or nobody clicked «Прибыл» ("Arrived") before the planned arrival date, which is one day before the handover date — then the order is cancelled automatically.
How often is stock updated on Kaspi through XML?
Once every 60 minutes, if something in the file has changed. Because of that hour, a fast-moving product that also sells in retail or on Halyk Market is better uploaded with a buffer: real stock minus hourly sales across all channels multiplied by the hours until update.
How much product should I keep in stock for Kaspi?
There is no universal norm. A fast-moving product needs enough to last until the next batch under the worst delivery scenario, plus the batch itself for the cycle. A slow mover needs a couple of units. In the hypothetical example, the second month of stock makes each unit sold 120 ₸ more expensive; if a week without product costs you more, the stock is justified.
Does being out of stock affect my position in the Kaspi card?
While there is no stock, your offer is simply not visible in the card. Kaspi does not disclose what happens to your place after replenishment: its list of factors includes bonuses, price, rating, reviews and delivery speed, but says nothing about stock history. The most reliable approach is to record the position before the pause and after it, then compare for yourself.
Sources
All links checked Oct 16, 2026. The sources are in Russian; original titles are given with English translations.
- Kaspi Guide for partners. «Мой товар выставлен на продажу, но не отображается покупателям. Почему?» ("My product is listed for sale but is not shown to customers. Why?") — https://guide.kaspi.kz/partner/ru/shop/goods/general/q3502 (updated Jun 15, 2026)
- Kaspi Guide. «Покупатель сможет заказать больше товаров, чем есть у меня в наличии?» ("Can a customer order more products than I have in stock?") — https://guide.kaspi.kz/partner/ru/shop/orders/q3745 (updated Dec 27, 2024)
- Kaspi Guide. «Как отменить заказ?» ("How do I cancel an order?") — https://guide.kaspi.kz/partner/ru/shop/orders/q2263 (updated Jun 15, 2026)
- Kaspi Guide. «Какие правила работы с Магазином на Kaspi.kz?» ("What are the rules for working with the Kaspi.kz Store?") — https://guide.kaspi.kz/partner/ru/shop/conditions/q1342 (updated Sep 30, 2026)
- Kaspi Guide. «Почему меня отключили от Магазина на Kaspi.kz?» ("Why was I disconnected from the Kaspi.kz Store?") — https://guide.kaspi.kz/partner/ru/shop/conditions/q2920 (updated Oct 13, 2026)
- Kaspi Guide. «Как сохранить статус „Отличный продавец“?» ("How do I keep the 'Excellent Seller' status?") — https://guide.kaspi.kz/partner/ru/shop/quality_index/general/q4036 (updated Feb 5, 2026)
- Kaspi Guide. «Что такое предзаказ товара?» ("What is a product preorder?") — https://guide.kaspi.kz/partner/ru/shop/goods/general/q3346 (updated Aug 13, 2026); «Как обработать предзаказ?» ("How do I process a preorder?") — https://guide.kaspi.kz/partner/ru/shop/orders/q3349 (updated Jun 16, 2026)
- Kaspi Guide. «Что такое прайс-лист?» ("What is a price list?") — https://guide.kaspi.kz/partner/ru/shop/goods/general/q2961 (updated Mar 12, 2026)
- Kaspi Guide. «Как располагаются продавцы в карточке товара?» ("How are sellers ranked in a product card?") — https://guide.kaspi.kz/partner/ru/shop/goods/general/q3190 (updated Jun 15, 2026)
- Kaspi Guide. «Какие сроки у Kaspi Доставки?» ("What are the delivery times for Kaspi Delivery?") — https://guide.kaspi.kz/partner/ru/shop/delivery/shipping/q2291 (updated Jul 31, 2024)
Bota, SaleScout analyst
This article is for information only and does not replace calculations by your accountant. SaleScout is our company's product. Kaspi and Kaspi.kz are trademarks of Kaspi.kz JSC; SaleScout is not affiliated with Kaspi.
