Inventory & Asset Management
Track physical assets, manage stock operations, process purchase orders, and assign items to users or departments.
Inventory Module Tabs
Tab 1: Items
The central catalog of all physical assets and consumables:
- Navigate to Inventory in the sidebar.
- Click "Add Item".
- Enter:
- Name — e.g., "Student Chair", "Chemistry Lab Kit"
- SKU — Optional stock-keeping unit code
- Category — Furniture, Electronics, Lab Equipment, etc.
- Location — Where the item is stored
- Quantity — Current stock count
- Min Stock — Minimum threshold for low-stock alerts
- Unit Cost — Cost per unit
- Click Save.
The Items tab shows a filterable DataTable with columns for name, SKU, category, quantity, min stock, and status indicators.
Low Stock Alerts
When an item's quantity falls below its minimum stock threshold, a banner alert appears at the top of the Inventory page. Low-stock items are also surfaced as a KPI card on the main Dashboard.
Tab 2: Stock In / Out
Record all stock movements to maintain accurate inventory levels:
| Operation | Description |
|---|---|
| Stock In | Increase stock when new items arrive (e.g., from a vendor delivery) |
| Stock Out | Decrease stock when items are consumed or disposed |
| Transfer | Move items from one storage location to another |
| Adjustment | Manual stock corrections (e.g., after a physical audit) |
Each transaction records the item, quantity, operation type, reference number, and notes. A full Transaction Log provides an audit trail of all stock movements.
Tab 3: Assignments
Issue items directly to specific users or departments and track returns:
- Click "Issue Item".
- Select the Item, Quantity, and the Assignee (user or department name).
- Click Issue. The stock is decremented automatically.
From the assignments list you can:
- Return — Process a return; stock is re-added
- Mark as Lost — Write off the item without returning to stock
Tab 4: Purchase Orders
A multi-stage procurement pipeline for ordering new inventory:
| Stage | Action | Who |
|---|---|---|
| Draft | Create the PO with vendor, items, and quantities | Any Admin |
| Submitted | Submit for approval | Creator |
| Approved | Approve the purchase order | Senior Admin |
| Received | Mark items as received — stock is auto-incremented | Receiving Admin |
| Closed | Close the PO after verification | Any Admin |
Auto Stock-In on Receipt
When a Purchase Order is marked as "Received", the system automatically creates Stock-In transactions for each line item, incrementing the item's available quantity.
Tab 5: Settings
Configure the reference data used across the inventory module:
- Categories — Furniture, Electronics, Stationery, Sports Equipment, Lab Equipment, Books, etc. Default categories are seeded when the school is created.
- Locations — Define storage locations (e.g., "Main Store", "Science Lab", "Sports Room").
- Vendors — Maintain a vendor directory with name, contact, email, and address for Purchase Orders.
Dashboard KPIs
The School Admin Dashboard includes three inventory stat cards:
- Total Items — Number of distinct inventory items tracked
- Low Stock Items — Items below their minimum stock threshold
- Pending POs — Purchase Orders awaiting approval or receipt