EDUBase's published modules do not include a stock or inventory register for books, uniforms or stationery. It does bill such items as fee heads and approve purchases through Purchase Requisitions; ask sales about stock tracking.
Does EDUBase have an inventory or stock module?
No. The modules EDUBase publishes cover admissions, fees, finance, exams, attendance, HR and payroll, communication and front desk. None of them is a stock register with item lists, opening balances, issue and return entries or reorder levels.
If your office needs to know how many uniform sets or textbooks are on the shelf today, EDUBase does not currently describe a screen that answers that. The parts of the process around stock, which are billing families and approving purchases, are covered, and they are explained below.
How can books, uniforms and stationery be billed to families?
Fee Management & Challans lets you build fee plans from your own fee heads, so a head such as uniform or books can sit beside tuition and transport. A custom head can also be added to challans that already exist, which suits a one-off sale in the middle of the month.
- Fee plans and particulars: create fee heads of your own and set per-month amounts.
- Add amount to generated challans: add an extra charge or a custom head to existing challans.
- Installment challans: split a large charge, such as a full book set, across separate vouchers.
- Family-wise payment: collect for siblings together and print one receipt.
- Direct payment: take money for a one-off receipt without going through the challan list.
How are purchases of stock approved and paid for?
Buying the uniforms, books or stationery in the first place is handled by Purchase Requisitions. Staff raise a request with an itemised estimated cost, an authorised person approves the full or a smaller amount, and the cashier issues the money from a named account.
When the bill comes back, the actual spend is recorded and the difference is refunded or carried to the next requisition. Until then the advance sits against the person's name, and the Outstanding advances report shows who still holds school money.
- Request, approve and issue can be three different people.
- Payment can be by cash, cheque, transfer or online.
- Each request gets its own number.
What shows up in the books and reports?
Fee receipts post to the ledger automatically in Finance & Accounting, and expenses can be entered on the Add Expense screen. Fee Reports such as Class Wise Fee Particular Report show how much each fee head raised per class, so you can see what was billed for each head.
- This tells you money billed and collected, not units held or sold.
- Cost of stock bought is an expense or requisition entry, not a quantity record.
What should you check before deciding?
Decide whether you need a money trail or a quantity trail. If the aim is to charge for uniforms and books and to control spending on them, the existing modules fit. If the aim is a live count of items by size or title, the published modules do not provide it.
EDUBase's team adds new features and options to meet an institution's requirements as custom development. Speak to sales on +92 300 0148829 or [email protected] about whether stock tracking can be built for your school.
- List the items you stock and how they are sold: on a challan, at a counter, or issued free.
- Ask whether you need stock counts, or only billing and purchase control.
- Ask sales what custom development would involve for your case.
Stock-related tasks and how EDUBase handles them
| Task | Where it happens in EDUBase | Covered? |
|---|---|---|
| Charging families for uniforms or books | Fee Management & Challans: custom fee heads and added amounts | Yes, as billing |
| Collecting the payment | Pay or print challans, Direct payment, bank collection | Yes |
| Approving a purchase of stock | Purchase Requisitions with approval and issue | Yes |
| Settling the supplier bill | Settle with the bill in Purchase Requisitions | Yes |
| Recording the expense | Finance & Accounting: Add Expense and ledger | Yes |
| Seeing billed amount per fee head | Class Wise Fee Particular Report | Yes |
| Live stock count by item | No published screen | Not in published modules |
| Issue and return of items to students or staff | No published screen | Not in published modules |
| Reorder alerts | No published screen | Not in published modules |
Related modules
- Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
- Purchase Requisitions — Ask, approve, pay and settle school purchases, with every rupee traceable to a person.
- Finance & Accounting — Chart of accounts, journals, ledgers, trial balance, P&L and balance sheet, fed by fees and payroll.
- Fee Reports & Defaulters — Know what was billed, what was collected and who still owes, per class, family or month.