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Inventory

The Inventory module helps you track school supplies, stationery, sports equipment, lab materials, and any other physical items. You can log stock additions (Stock In) and usage or distribution (Stock Out), and always know the current available quantity of each item.

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Setting Up Item Categories

Before adding items, create categories to organise your inventory:
  1. Go to Operations → Inventory → Categories
  2. Click Add Category
  3. Name it (e.g., Stationery, Lab Equipment, Sports Equipment, Furniture, Cleaning Supplies, Books)
  4. Save
Categories make it easy to filter and report on specific types of items.

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Adding Inventory Items

  1. Go to Operations → Inventory → Items
  2. Click Add Item
  3. Fill in:
    • Item Name (e.g., A4 Printing Paper, Whiteboard Marker, Cricket Bat)
    • Category — select the category
    • Unit — the unit of measurement (e.g., Ream, Piece, Box, Kg, Litre)
    • Current Stock — enter the opening stock quantity when setting up
    • Minimum Stock Level — the quantity below which a low-stock alert is triggered (e.g., 5)
    • Unit Price (₹) — cost per unit, for valuation reports
  4. Click Save Item
Set a minimum stock level for critical items so you get alerts before you run out. For example, set A4 paper minimum to 10 reams so you know to reorder before the stock gets too low.

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Recording Stock In (Adding Stock)

When you receive new stock — after a purchase or donation:
  1. Go to Operations → Inventory
  2. Click Stock In
  3. Fill in:
    • Item — search and select the item
    • Quantity — how many units received
    • Date — date of receipt
    • Supplier / Source (optional)
    • Invoice / Bill Number (optional)
    • Remarks (optional)
  4. Click Save
The item’s current stock quantity increases by the entered amount.

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Recording Stock Out (Using or Distributing Stock)

When items are consumed, distributed, or issued:
  1. Go to Operations → Inventory
  2. Click Stock Out
  3. Fill in:
    • Item — select the item
    • Quantity — how many units used/issued
    • Date — date of issue
    • Purpose / Given To — (e.g., “Distributed to Class 5”, “Used for Annual Day”, “Lab practical”)
    • Remarks (optional)
  4. Click Save
The item’s current stock decreases by the entered amount.
You cannot record a Stock Out quantity greater than the current available stock. If stock shows as 0, you must first record a Stock In before issuing more.

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Viewing Current Stock Levels

  1. Go to Operations → Inventory → Items
  2. The items list shows each item’s current stock, unit, and minimum level
  3. Items below the minimum stock level are highlighted in red/orange
  4. Use the Category filter to see only one category at a time

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Stock History for an Item

To see the complete stock movement history for a specific item:
  1. Go to Inventory → Items
  2. Click on the item name
  3. The item detail page shows:
    • Current stock quantity
    • A chronological log of all Stock In and Stock Out transactions
    • Date, quantity change, purpose, and who recorded it

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Low Stock Alerts

When an item’s stock falls below its minimum level:
  • A badge appears on the Inventory menu item in the sidebar
  • The item is highlighted on the Items list
  • An optional email notification is sent to the School Admin (configure this in Settings → Notifications → Low Stock Alert)

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Inventory Reports

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Stock Summary Report

A snapshot of all items with current stock, minimum level, and value (quantity × unit price).

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Stock Movement Report

All Stock In and Stock Out transactions within a date range. Useful for monthly reconciliation and audit.

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Low Stock Report

All items currently at or below their minimum stock level — helps you create your reorder list. Go to Inventory → Reports to access these. All reports export to Excel or PDF.

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Frequently Asked Questions

Can I track which staff member recorded a stock movement? Yes. Every Stock In and Stock Out entry records the user who created it and the timestamp. This is visible in the item’s stock history. Can I manage stationery issued to students here? Yes. Use Stock Out with “Purpose = Issued to students” or a specific class name. This gives you a record of what was distributed and when. Is there a purchase order or vendor management feature? Not currently. Inventory is focused on stock tracking (in/out). For purchase orders and vendor management, contact support about custom requirements. Can I track expiry dates for lab chemicals or perishable supplies? Not currently in the standard Inventory module. You can add expiry information in the Remarks field as a workaround and filter by it in your Stock Summary export.