Keep stock of items

Use the Inventory module to keep a list of what is in your store room. You can see how much of each item is on hand, give items out to staff or students, and record when they come back.

Before you start

Set up your categories first. Go to Inventory → Categories & vendors. A category can be one of two kinds: things that get used up, and things that come back.

Add an item

1. Go to Inventory → Stock.
2. Click Add an item.
3. Type the Item name, for example Notebook A4 (pack of 10).
4. Choose the Category. Fill in the Code and Unit.
5. In Reorder at, type the lowest count you want. At or below this, the item shows as running low.
6. Under Already on the shelf, type the Qty and Cost each. This is saved as opening stock.
7. Click Save.

Issue items

1. Go to Inventory → Issue & return.
2. In Issue to, pick Who. Search by Name or admission number, or pick Which class.
3. Under Choose an item, pick the item and the quantity. Click Another item to add more.
4. Add a Note if needed, for example For the annual day.
5. Save the issue.

Take items back

1. On Issue & return, tick Only what is still out.
2. Find the issue and click Take back.
3. Click Record the return.

Correct the count

1. Open the item on the Stock page. You will see On hand now: and its History.
2. Click Correct the count.
3. Type the right number. In Why, write the reason, for example Stock take on 12 Sept; 3 broken.

Good to know

• The Stock page shows Items, Need reordering, Open orders and Out on issue.
• Tick Only what needs reordering to see items running low.
• Always give a reason when you correct a count. Changes with no reason make the register hard to trust.
• To buy new stock or ask the store room for items, see Purchase orders and requisitions.