Stock, procurement and fixed assets

Inventory & Procurement covers everything the school owns and buys: day-to-day stock, the paperwork behind purchases, and the asset register.

Stock & inventory

Items and locations

Open Inventory & Procurement → Stock & Inventory → Inventory Items. Each item carries:

• Name, SKU, barcode and category (categories can be created inline)
• Item type and unit of measure (pieces, boxes, litres)
• Current quantity and average unit cost
• Reorder level — the point at which the item needs restocking
• Received date, saleable flag and sale price where the school sells items

Items are held at locations, so the same item can exist in the storeroom and the lab.

Issuing stock

Open Inventory & Procurement → Stock & Inventory → Issuance when something leaves the store. Choose the item, location and batch, enter the quantity, and record who received it (staff, department or student). Returnable items can carry an expected return date and condition.

Stock adjustments

Open Inventory & Procurement → Stock & Inventory → Stock Adjustments for a stock count or correction. An adjustment compares the system quantity with the physical quantity for each item, calculates the variance, and asks for a reason. This is the honest way to fix counts — never edit quantities directly.

Procurement

The Procurement group follows a clear chain:

1. Procurement requests

Procurement Requests let staff ask for what they need. A request has a request number, requester, urgency, department, purpose, and line items with quantities, estimated unit costs and specifications. It also captures the requester's and officer's names/signatures.

Click Approve on a pending request, choose (or create) the preferred supplier, and the system can move straight to an order.

2. Purchase orders

Purchase Orders are what you send to the supplier: order number, supplier, order date, expected delivery date and priced line items. Use Print to produce a PDF for the supplier.

When the order is confirmed, click Approve and choose the bank account to deduct from. The goods are now expected against this order.

3. Goods received

When a delivery arrives, open Goods Received and record it against the purchase order. For each line you can capture:

• quantity ordered, previously received and outstanding
• quantity accepted and quantity rejected
• batch number and expiry date

Use Compare GRN on the purchase order to see how the delivery measured up. Received quantities update stock automatically, including the average cost.

Suppliers

Suppliers holds your vendors: name, contact person, phone, email, address, tax/VAT number and opening balance. You can create a supplier inline while approving a procurement request.

Fixed assets

High-value items are tracked separately under the Fixed Assets group:

• Fixed Assets — asset number, name, serial, purchase cost, salvage value, current value, useful life and depreciation method. Assets can be assigned to a custodian and location.
• Asset Maintenance — maintenance schedules and history with pending/overdue states.

This register feeds insurance schedules, audits and staff asset assignments.

Reorder levels are only useful if you maintain them. Set them per item and check the list before month-end buying.