Inventory Management
One register for everything the school owns — from a projector to a box of gloves — with procurement, maintenance, depreciation and disposal attached to each item rather than to a spreadsheet.
What this module is
Most schools cannot answer three questions about their own property: what do we own, where is it, and what is it worth now. The asset list is a spreadsheet a bursar built four years ago; the store cupboard is counted when something runs out; the generator gets serviced when it stops. None of that is negligence — it is what happens when the register, the purchase orders, the repair history and the accounts live in four different places and none of them knows about the others.
Inventory Management is one register with the whole lifecycle attached. An asset enters through a purchase order, carries its own location, custodian and condition, accrues maintenance tasks and depreciation against its purchase cost, and leaves through a disposal that records what the school got for it. A consumable enters the same way and is drawn down against a reorder point instead. Because it is one register, the question "what is the ICT suite worth" has an answer that was calculated rather than guessed.
The module divides into seven surfaces — catalogue, assets, stock control, procurement, maintenance, valuation and disposal — and its **scoped** half, which is the part most buyers do not expect: the clinic, the library and the hostel each get their own slice of the same register, so the nurse manages clinic stock without ever seeing the school's asset list. What follows walks the business manager through all seven, then shows the same pages from the storekeeper's side.
What you get
An asset register that survives the bursar
Every item carries its tag, serial number, category, location, purchase date and cost. When the person who knew where everything was leaves, the knowledge does not leave with them.
Procurement with an approval trail
A requirement becomes a purchase order, the order gets approved, a PO is issued, goods are received and inspected, and any discrepancy is recorded against the order. The trail is the audit.
Book value that is calculated, not estimated
Each asset can carry a depreciation schedule — method, useful life, salvage value — and monthly runs post against it, with a journal you can export for the accounts.
Repairs stop being a memory exercise
Work orders carry a due date, a technician or contractor, parts, labour and downtime. Overdue maintenance shows as a number rather than as a broken projector on the morning of an inspection.
Stocktakes that reconcile
A physical count is a session with entries and a variance, not a clipboard. The difference between what was counted and what the register expected becomes an adjustment with a reason.
Clinic, library and hostel stock stay separated
Module-scoped inventory gives each of those modules its own stock without exposing the wider register — enforced at the data layer, not just hidden in the UI.
Procurement spend reaches the finance ledger
When a purchase order is delivered or closed, its total posts to the school-wide finance ledger as an expense against the vendor — so what the school spent on equipment sits beside what it collected in fees.
How Inventory Management actually works
Everything below is the real application, running live on this page with sample school data — not screenshots. Each screen is the same one your team would use.
Business manager / school admin
The business manager owns the module: they decide what is tracked, approve what is bought, and answer for what it is all worth. These seven screens are the asset lifecycle in order — acquire, hold, maintain, value, retire.
Start from the register
The catalogue is every capital asset the school owns, filterable by category and status. It is the screen that answers "do we already have one of those" before a purchase request is raised.
Open a single asset
The asset view is where one item's whole history lives — where it is, who holds it, what has been done to it, and what documents came with it.
Control the consumables
Assets are counted once and tracked; consumables are counted continuously. Stock control is the second half of the register: what is on hand, what is below its reorder point, and what the last count actually found.
Buy things properly
Procurement is the front door to the register. A requirement is raised, evaluated against vendors, approved, and turned into a purchase order — and everything that arrives arrives against that order.
Keep it working
Maintenance is work orders against real assets. The screen separates what is overdue from what is merely due, which is the distinction that decides whether the generator starts.
Value what you own
This is the screen that turns a register into an accounting input. Each asset can carry a depreciation schedule, and runs against those schedules produce the figures — and the journal — the accounts need.
Retire it on the record
Disposal is where most asset registers quietly become wrong — the item leaves the building and stays on the list forever. Here it is a request with a valuation, an approval, an execution and a financial outcome.
Storekeeper & facilities staff
The person who actually opens the store cupboard is rarely the person who owns the module. There is no separate storekeeper app: Musa signs in as himself, and because his role grants Inventory, the same school-portal pages appear in his sidebar — scoped to this module and nothing else. That is the whole of the staff-facing story, and it is deliberately short.
The register, in his own sidebar
The same asset screen the business manager uses, reached by a member of staff whose role grants the module. No shared bursar login, no second system, no exported spreadsheet emailed round.
Raise what needs buying
Requests come from the person who noticed the shortage. Raising a requirement here puts it in the same pipeline the approver reads, rather than in a WhatsApp message that gets scrolled past.
Log the fault, close the job
Day-to-day maintenance is store-room work: something breaks, a work order opens, a contractor attends, the job closes with its parts and labour recorded. Putting it with the person who does it is why the history stays accurate.
How it connects to the rest of the platform
Locations, staff and roles come from the base platform
Custodians are the school's own staff records and rooms are the school's own rooms, so an asset assigned to the ICT suite or to a named technician resolves against people and places that already exist.
Procurement spend posts to the finance ledgerrequires School Fees & Finance
When a purchase order reaches delivered or closed, its total is written to the school-wide finance ledger as an expense against the vendor. Where School Fees & Finance is switched on, equipment spend sits in the same ledger as fee income.
Clinic stock is scoped inventoryrequires Health & Clinic Management
The clinic's medicines and consumables are inventory records owned by the clinic module. The nurse manages them from the clinic, and the separation is enforced in the service layer — a clinic-scoped request cannot reach a school asset.
Library equipment, the same wayrequires Library Management
The library gets its own scoped slice of the register for equipment and supplies, without the librarian needing access to the school's asset list.
Hostel stock, the same way againrequires Hostel Management
Boarding-house consumables are scoped to the hostel module, so house staff order and count their own stock inside the module they already work in.
Common questions
Does this replace our accounting system?+
No, and it is not meant to. It maintains the asset register and calculates depreciation, then hands the accounts a journal per run — with debit and credit lines and a reference — to post. Procurement spend also lands in the platform's own finance ledger, which is where you would compare it against fee income.
Can we track consumables as well as equipment?+
Yes. The module models them separately on purpose: assets are individually identified, depreciated and eventually disposed of; items are counted, drawn down and reordered against a reorder point. Both live in the same register and both go through the same procurement pipeline.
Can the school nurse or the librarian manage their own stock without seeing everything else?+
Yes. Clinic, library and hostel stock are module-scoped records. Those modules expose their own endpoints over the same register, and the scoping is enforced at the data layer — a scoped request for another module's record is treated as not found, rather than merely hidden.
Do we need barcode scanners?+
Assets and items can carry a QR tag or barcode value, and a physical count session records a scan code against each entry. There is no scanning app yet, so in practice today counts and issue are done by searching the register; the tag fields are there for when the hardware arrives.
How does a purchase actually get approved?+
A purchase order moves through explicit statuses — submitted, budget approval, procurement approval, PO issued, delivered, closed — and each transition records who made it. The approving staff member is stored on the order, so the trail exists without a separate approvals product.
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