Khaos Control

Smart software for mail order businesses

Manage your entire organisation with a single system

We love Khaos Control, it’s perfect for many SMEs looking for a smart way to manage purchasing, stock, warehouse, accounts, CRM and order fulfilment in an efficient and simple way. It’s core benefits include:-

  • Automated emails
  • Advanced stock control
  • Fast and flexible order processing
  • Sophisticated pick/pack/despatch

Khaos Control was developed by Keystone Software who offer rock-solid systems, intelligent and diligent support and have enabled us to deliver incredibly powerful and cost effective eCommerce systems using Dijon our bespoke PHP and MySQL ecommerce platform.

Khaos Control is designed for multi-channel retailers with a particular emphasis on  mail order. We’ve then extended this functionality by building a feature-rich front end, that works seamlessly with all of the core Khaos Control features.

Situations where Khaos Control can help.

These are just some of the areas where Khaos Control excels. For a complete list of features click here.

  • You have orders coming from a range of sources, e.g. retail, mail order and Internet (your own site and other channels)
  • You need stock and sales data at your fingertips when purchasing
  • You want to automatically raise purchase orders for a range of suppliers based on sales.
  • You want to offer a broad range of product-specific promotions
  • You  have multiple warehouses
  • You want to manage stock with barcodes
  • You want to track movement of stock between warehouse locations
  • Your have suppliers and customers in multiple countries, trading in multiple currencies
  • You have more than one brand that you trade under
  • You need to integrate all of your systems into your website
  • You have multiple shipping zones and prices

How do we use Khaos Control?

Khaos Control makes the vast majority of its functionality available through an API, enabling the seamless integration of other systems. This has allowed us to build a powerful web platform with full content management system and smart eCommerce functionality, using common web technologies like PHP and MySQL.

Khaos Control, PHP and MySQL integration

Keystone software offer there own web solution – but also open up the Khaos API to other applications to give users far more control over their website.

Khaos Control features


  • Fast sales order processing
  • Quotations and pro-forma invoicing
  • Customer returns and refunds processing
  • Back order management and stock assignment
  • Picking, packing and despatch controls
  • Integrated EPOS module
  • Web order import and web site integration
  • Automatic email generation (order shipped, etc)
  • Catalogues request processing
  • Credit card (pre-) authorisation & charging
  • Postcode lookup facilities (PAF)
  • Automatic courier integration
  • Size, colour, style (variants) matrix and drop down menus
  • Gift personalisation
  • Kits, bill of materials and multi-level components
  • Scheduled orders, continuities and subscriptions (optional module)

Pricing & Promotions

  • Multiple price lists (optionally based upon quantity breaks)
  • Pricing based on discounts or mark-ups
  • Special offers items
  • BOGOF (buy one get one free)
  • Product suggestions and product bars
  • Reward points
  • Telesales Prompts
  • Keycode campaigns and analysis
  • Catalogue coding and pricing
  • Upsell / cross-sell


  • Analysis: bestselling products
  • Analysis: best customers
  • Analysis: orders generated
  • Analysis: order values / dates
  • Sales, cost of sale, profit and margin
  • Agent commission reporting
  • Customer product analysis
  • Charting
  • Sales Frequency Analysis
  • Customer Lifetime Value
  • Analysis: frequent buyers / non-buyers
  • Analysis: sales channel
  • Analysis: keycode / keycode type
  • List manager to merge / diff analysis results
  • Mailing list output
  • Catalogue / keycode take-up response / effectiveness
  • Campaign profitability


  • Integrated stock control and reordering
  • Multi site, depot or branch
  • Sophisticated stock control
  • Full warehouse control (optional module)
  • Picking locations with replenishment requests
  • Fast stock look-up facilities
  • Build and relationships
  • Pack and relationships
  • Four-element size / colour / style matrices
  • Audit trails
  • Reorder levels and demand history
  • Serial numbering
  • Bar coding
  • Adjustments / stock take
  • Product analysis
  • Reorder planning

CRM (Customer Relationship Management)

  • Custom letters
  • Ad-hoc direct emails
  • Report emails – send an invoice direct via email
  • Communication log
  • Customer complaints management
  • Prospect management
  • Notes: customer, invoice/picking/courier
  • Customer comments and complaints tracking
  • Actions, appointments and reminders
  • Graphical diary

Integrated Financials

  • Aged debtors / creditors
  • Sales & purchase ledgers
  • Nominal ledger
  • Cash book & bank reconciliation
  • VAT, EC sales list & Intrastat
  • Trial Balance, Profit & Loss, Balance Sheet
  • Budgets and variance reports
  • Management reports
  • Stock valuation / cost of sales
  • Journal templates, fixed and variable
  • Recurring journals / accruals / prepayments
  • Multi-currency, periodic and spot exchange rates


  • Purchase ordering
  • Direct emailing to suppliers
  • Drop ship
  • On order listings
  • Goods-in / QC
  • Supplier returns / repairs
  • Recommended reordering – standard
  • Recommended reordering – based on historical sales
  • Consignments (importation)


  • Multiple International websites from one back-office
  • Multi currency
  • Intrastat reporting
  • EC-Sales reporting
  • US Harmonisation codes
  • Separate EU Country VAT registers


  • System wide drill-down
  • User security & access controls
  • User “look and feel” customisation
  • Intuitive manuals and online help
  • eCommerce enabled