Inventory keeps count of the school’s stock and supplies: uniforms, exercise books, chalk, cleaning materials and anything you sell or hand out. You can see what you have, where it is kept, and what is running low.
- Where Operations → Inventory
- Who can use it Anyone whose role includes Inventory.
Add an item
- Click Add Item.
- Enter the Name, for example JHS exercise books (80 leaves), and choose a Category such as Stationery or Uniforms.
- Enter the Quantity you have now and, if you like, a Unit such as pcs, boxes or sets.
- Add a Location (Store Room) and pick its Condition: Good, Fair, Poor or Damaged.
- If the school sells it, enter the Sale Price per Unit, for example GHS 6.00.
- Set a Reorder Level: the quantity at which you want to buy more, for example 50.
- Choose a Campus if you have more than one, add any Notes, and click Save Item.
Only the name is required.
Update stock
Click the pencil icon on an item, change the Quantity or other details, and click Save Item. Use this after a stock count, or when items are handed out.
Some stock changes happen on their own:
- A sale recorded in Sales takes the items sold off the quantity.
- Receiving a purchase in Procurement adds to it.
To remove an item completely, click the bin icon and confirm.
Low stock
The Low Stock (at/below reorder level) box at the top counts items whose quantity has fallen to their reorder level or below. Items with no reorder level count as low at 5 or fewer.
The school office can also get a daily text message about low stock. Switch on the Low stock alerts automation in Settings. The text only covers items that have a reorder level set.
Tip: Set a reorder level on everything you buy regularly, so the alerts are useful and the low-stock count means something.
Several campuses
If your school has more than one campus, a list appears next to Add Item. Choose a campus to see only its stock, or All Campuses to see everything. The boxes at the top follow your choice.
Good to know
- Inventory is for things you count and use up. Furniture, computers, vehicles and other long-lasting items with a tag belong in Fixed Assets.
- Stock has no buying cost here, so Inventory does not affect the school’s books. Spending on stock is recorded in Expenses or Procurement.
- There is no history of quantity changes; the screen shows today’s count only.