Overview
One list of everything the school keeps, with the stock on hand in each store, the level you reorder at, and whether it is in stock, low or out. Stock is never typed as a number: it is the sum of every movement in and out, so it can't drift from its history. Nothing is deleted: an item you stop keeping is retired, a mistake is undone by an entry that reverses it, and every delivery and transfer keeps its number.
Adding items
Add item: the name (A4 paper, 75 gsm), category, what it is counted in (reams, boxes, packs, pcs), the reorder level, where it is kept, an optional code, the branch if it belongs to one, and how many you have now (recorded as the opening count, in the store you pick). Things you sell to families also get a price, and can be shown in the online store.
Stores and transfers
Every school has a Main store. Add others in Stores & settings: a storeroom, a science lab store, or a Shop that families order from. Each can belong to one school. The Stock tab shows each item's count per store; pick a store to see just its shelves.
Move between stores moves several items at once, never more than the store holds, under one transfer number (TRF/2026-27/00002). A store can be closed once it's empty and has no orders waiting; it stays on record.
Receiving, issuing and counting
- In: stock received, with the supplier and the cost per unit.
- Out: stock issued, and to whom (Class 9 A, exam cell). You can't issue more than you have; you're told how many are left.
- Count: type what is actually on the shelf. The difference from the book figure is recorded as a correction, so the next count starts true.
With more than one store, you pick which store each entry is for. If two people issue the last box at the same moment, one gets it and the other is told there isn't enough; stock never goes below zero.
Suppliers and purchase orders
- Add supplier on the Purchases tab: name, contact, phone, email, GSTIN (checked for its 15-character shape) and address.
- New purchase order: the supplier, the store it's delivered to, an expected date, and each item with its quantity and cost. It's saved as a numbered draft (PO/2026-27/00004) that you can still edit.
- Mark as ordered once it's sent to the supplier.
- Receive when goods arrive: enter how many of each came. A part delivery leaves the rest open; you can never receive more than was ordered. Each delivery is a goods received note (GRN/2026-27/00007), with the supplier's bill number, and adds stock to the store.
- Close an order whose rest won't come, or Cancel one where nothing arrived, with a reason. It's kept.
Receive without an order records a delivery that had no purchase order. Goods received downloads every delivery line as a CSV.
Purchases into Accounts
When you receive stock with a cost per unit, or a delivery against a purchase order, tick Also record it as an expense in Accounts and choose the expense category and how you paid. The total (quantity times cost) goes into Accounts as an expense, dated the day you received it, against the item's branch. It then counts in that month's profit and loss with nothing typed twice.
Running low
An item at or below its reorder level shows Low; at zero, Out of stock. Tick Low and out only to see just those: that is your shopping list. Stop stocking an item you no longer keep to take it off the list and out of the store without losing its history; Stock it again brings it back.
History and undo
The clock button on an item shows every movement, newest first, with the store, a running balance, who it went to or came from, and whether it is in Accounts. Undo the latest entry puts right a mistake typed by hand (in, out or a count) by adding an entry that reverses it; both stay in the history. Deliveries, transfers and sales are put right through their own documents instead. Undoing a purchase doesn't touch its expense: put that right in Accounts too if it was a mistake.
The stock register
Export downloads every item with its stock in each store, the total, reorder level, status and price as a CSV.
Questions
Can I track furniture and computers? Yes, as items counted in pcs, with where they're kept. There is no depreciation schedule.
Uniforms we sell to students? Give them a price and sell them through the school store: at the desk, as a kit for a whole class, or online to parents. The money goes on the child's fee account.
Can we pay suppliers from here? Not yet. A delivery can be logged as an expense in Accounts; there's no supplier ledger of what's owed.