Overview

The Inventory Module allows you to track school supplies, uniforms, books, and other assets. It helps you monitor stock levels, track usage, and manage vendor relationships.

1. Dashboard

Location: Inventory > Dashboard The dashboard gives you a quick snapshot of your inventory health:

• Total Items: Number of unique products.
• Total Value: calculated as (Stock Quantity * Price) for all items.
• Low Stock Alerts: Items that have fallen below their “Reorder Level”.
• Active Vendors: Number of suppliers you deal with.
• Recent Movements: A log of the latest stock changes.

2. Categories

Location: Inventory > Categories Before adding products, organize them into categories (e.g., “Stationery”, “Uniforms”, “Textbooks”).

• Add Category: Click “Add Category”, enter a name (required) and description.
• Delete Category: You can only delete a category if it has 0 products. This prevents accidental data loss.
• Visibility: Toggle the “eye” icon to hide a category from lists without deleting it.

3. Vendors

Location: Inventory > Vendors Manage the suppliers you purchase items from.

• Add Vendor: Record their Name, Contact Person, Phone, and Email.
• Edit/Delete: Use the action buttons to update details or remove a vendor.

4. Products

Location: Inventory > Products This is your master list of items.

• Add Product:
  • Name & Category: Essential for organization.
  • Price: The cost per unit.
  • Stock Quantity: Current amount on hand.
  • Reorder Level: When stock hits this number, it will show up in “Low Stock Alerts”.
• Edit: Update details like price or reorder level.
• Delete: Soft delete (toggle visibility) is preferred to maintain historical records of transactions.

5. Stock Movements (CRITICAL)

Location: Inventory > Stock Movements Do not manually edit a product’s quantity in the “Edit Product” page unless correcting a typo. Always use Stock Movements to change inventory levels. This creates an audit trail.

Recording a Movement

1. Select Product: Choose the item.
2. Transaction Type:
   • Stock In (+): Buying new items. You can select the Vendor here.
   • Stock Out (-): Items given to teachers/students or sold.
   • Damaged (-): Items broken or expired.
   • Customer Return (+): Items returned by a student.
3. Quantity: The amount to add or subtract.
4. Save: The system automatically updates the product’s total stock.

6. Reports

Location: Inventory > Reports

• Stock Valuation Report: Shows the total value of assets currently held.
• Filter: You can view reports for specific categories (e.g., “What is the value of all our Uniforms?”).