Inventory & Assets

Inventory & Assets keeps two registers for your school. Consumables (chalk, markers, paper, toner, cleaning material, lab supplies) are counted in a store: they are received, issued to staff or departments, sometimes returned, and they run low. Assets (computers, projectors, furniture, lab equipment) are registered one by one with a tag, a person responsible for them, a warranty and a service schedule. Everything is kept per campus. Find it under New → Inventory & Assets.

1. Set up once — New → Inventory & Assets → Inventory Setup

1. Add categories (for example Stationery, Cleaning, IT Equipment, Furniture) and say whether each is for consumables, assets or both.
2. Add a store for every place stock is kept, and choose the campus it belongs to (for example “Main Store” and “Science Lab Store”). Optionally name the staff member in charge.

2. Items and stock — New → Inventory & Assets → Items and Stock

1. New item: name, category, type (consumable for counted stock, asset for a model you will register units of), unit (pcs, box, ream…) and a reorder level. Leave the code blank and one is created for you.
2. Tick an item, then use the bar above the list:
   • Receive — stock arriving in a store, with its unit cost, vendor and bill or requisition number. Use it once with the note “Opening stock” when you start.
   • Issue — stock handed to an employee, a department or anyone else.
   • Return — unused stock coming back. Pick the issue it belongs to and the quantity can never be more than what is still out.
   • Transfer — move stock from one store to another.
   • Adjust — a write-off (damaged, expired, lost) or a physical-count correction. An adjustment changes nothing until someone else approves it.
   • Ledger — the item's stock card: every movement with the running balance.
   • Print labels — shelf labels with a QR code or a barcode.
3. Rows at or below their reorder level are highlighted, and the count is shown at the top. The Movements tab lists every receipt, issue, return, transfer and adjustment.

3. The asset register — New → Inventory & Assets → Asset Register

1. New asset: name, category, campus, store and room, serial number, brand/model, condition, purchase date and cost, vendor, requisition number and warranty date. Leave the tag blank for an automatic one; enter a number of copies to register many identical items (30 chairs) in one go, each with its own tag.
2. Assign hands an asset to an employee or a department; Return records it coming back and its condition. The full custody history stays on the asset (History).
3. In repair / Back in service mark an asset out of use while it is being fixed.
4. Request disposal (sold, scrapped, donated, lost, written off) — the asset stays on the register until someone else approves the disposal.
5. Print labels prints tag labels (QR code or barcode) to stick on the assets.

4. Maintenance — New → Inventory & Assets → Asset Maintenance

Add a schedule for any asset that needs regular service (generator every 90 days, air conditioners every 180 days, fire extinguishers every 365 days). The list shows what is overdue and what is due in the next 14 days. Log work records a service or repair with its vendor and cost; logging it against a schedule moves the next due date forward automatically.

5. Approvals — New → Inventory & Assets → Inventory Approvals

Stock adjustments and asset disposals wait here. Approve or reject each one (a rejection needs a reason). The person who raised a request can never approve it themselves. An approved write-off is checked against the stock left at that moment — if the stock has already been issued, the approval is refused.

6. Reports — New → Inventory & Assets → Inventory Reports

• Low stock — items at or below their reorder level in each store, with the shortfall.
• Stock summary — quantity and value (at average cost) per store and category.
• Issue register — what was issued and returned in a period, and the net per person or department.
• Assets — counts by status, category and campus, warranties ending soon, assets in repair and overdue maintenance.

Good to know

• Stock can never go below zero, and a saved movement is never edited or deleted. A mistake is corrected with an adjustment, so the history always adds up.
• Purchases are still made through Finance → Requisitions. Receiving stock or registering an asset only records what arrived and may quote the requisition number — it does not pay anyone or post an expense.
• Staff restricted to some campuses see and work with only those campuses' stores and assets.
• An item or store that is in use cannot be deleted; deactivate it instead. An asset with any history cannot be deleted; request a disposal.

Finding enabled modules

The New menu is between General and Core. It appears only when at least one new module is enabled for your institute, and shows only enabled modules. Your user privileges still control which screens you can open. Ask EDUBase support about enabling a module.