Inventory management

Manage inventory in school in simple way. This module can be used to manage and track distribution of books, clothes and special gifts

School systems have a vast amount of inventory to administer. The sheer amount of computers, projectors, cleaning equipment, textbooks, desks and other materials in just one school can be staggering. For inventory managers responsible, keeping track on all of these materials can be a tedious task.

Old inventory management techniques involving manually checking materials in and out using paper records are inefficient, inaccurate, and unmanageable in larger schools

CHALLENGES TO MANAGING SCHOOL ASSETS

Textbooks – Keeping track of potentially thousands of textbooks issued to students is often a logistical nightmare. A quick system for checking books in and out at the beginning and end of a school year or semester will help you keep a better track of how many books they have and how many they need.
Manual tracking of data – Even though we’re in the 21st century, many school districts still rely on written paper records for tracking school inventory. These records are subject to quite a bit of human error and can be easily lost or improperly sorted. Also, this information is difficult to collate and analyse. An electronic system of asset management is more convenient, accurate, and easy to examine for inconsistencies, trends, or problems.
Theft. All too often, school system equipment is stolen by somebody inside or outside school who has access to school. Better tracking for school inventory can help school systems more quickly identify potential theft problems.
Obsolescence and Lifecycle Management– Computers and other equipment may be replaced by newer models, but the current models may still have some life in them and could be used in administrative or office settings. Also, many obsolete electronics are shelved in warehouses and never disposed of properly. By keeping better track of obsolete equipment, schools can better direct resources and make use of obsolete, but still functional equipment.

The Stppeify inventory management system can help schools keep tabs on their inventory.

Highly customizable – School Administrators can track equipment based on a variety of fields such as classroom assignment, school assignment, student assignment, serial number, incoming inventory/outgoing inventory statuses, and condition. We can even track stock status, history, out entry and much more.
Cloud storage – Data from the inventory management system is stored in the cloud, giving administrators easy access anytime, anywhere. Cloud storage also means no need for software upgrades and more security.
Rapid incoming/outgoing - Items can be quickly checked in and out to students. The transaction is logged and available, so that the assets can be tracked down and checked anytime. The tags are easy to attach to equipment, and checking items in and out is also simple.
Self service reporting - Stppeify allows users to quickly create their own custom reports.

HOW TO CREATE INVENTORY CODES FOR ITEMS

Create a code for each Stock item in the inventory. It is simple and takes two information fields - code and description. This has to be done first.

Login to stppeify as Admin
Go to Options dropdown in the navigation bar
Select Inventory and Choose Inventory code
You can use Excel format to load the inventory items in bulk
To create one, You can click on the Add button
Give Inventory ID, Inventory Description , Applicable for(Which Class)
Say Insert to Add

HOW TO CREATE PACK DEFINITION

It is understood that a student may be given a pack of books with accessories. So this allows defining a pack of books as a group. Any number can be defined.

Login to stppeify as Admin
Go to Options dropdown in the navigation bar
Select Inventory and Choose Pack Definition
Give check as I to Insert
Keep the Internal code as blank, define pack ID, Describe the pack,
Give Code, Keep the code desc as blank
Mention the number of quantity
In the below screenshot, There are four books(1 quantity) added to one pack which has the pack ID P01.

HOW TO LOAD INCOMING INVENTORY

All stocks coming in should be recorded using this. This is in excel format and can be loaded as transactions. One stock can have multiple transactions. It stores Inventory Code, In stock quantity, rate and date when the stock came in.

Login to stppeify as Admin
Go to Options dropdown in the navigation bar
Select Inventory and Choose Incoming Inventory
Give check as I to Insert
Keep the Internal code as blank, define Code, Keep Desc as blank
Mention quantity, Enter Incoming date, Enter Rate per piece, Give comment

HOW TO LOAD OUTGOING INVENTORY

All stocks that go out can be recorded using excel sheet entry. Here the input is code, quantity and to whom it was given the student Id. This can be used to write off stock as well.

Login to stppeify as Admin
Go to Options dropdown in the navigation bar
Select Inventory and Choose Outgoing Inventory
Give check as I to Insert
Keep the Internal code as blank, define Code, Keep Desc as blank
Mention quantity, Enter Outgoing date, To which Student it is going(Student ID and Student Name), Enter Comment

HOW TO CHECK STOCK STATUS

All stocks that go out can be recorded using excel sheet entry. Here the input is code, quantity and to whom it was given the student Id. This can be used to write off stock as well.

Login to stppeify as Admin
Go to Options dropdown in the navigation bar
Select Inventory and Choose Stock Status
Click on Run report and say Yes, do it to check stock status

HOW TO RECONCILE STOCK

It is a batch job that takes Incoming stock data and Outgoing stock data to create a master record for each stock. In value/qty, out value/qty. This needs to run for accurate master stock reporting.

Login to stppeify as Admin
Go to Options dropdown in the navigation bar
Select Inventory and Choose Reconcile Stock
This needs to run for accurate master stock reporting

OUT ENTRY

This is a form type entry for giving to a student. Pack can be used to define what is to be given. Or individual entries can also be made. Once entries are made and transaction completed. It creates entries on Outgoing Inventory.

Login to stppeify as Admin
Go to Options dropdown in the navigation bar
Select Inventory and Out Entry

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