Inventory and assets

The inventory area covers two kinds of things: assets you keep and track one by one, such as laptops, projectors and furniture, and stock you use up, such as paper and markers. It also handles requisitions, where staff ask for items and the store issues them.

Before you start

• Decide your categories (for example IT, Furniture, Stationery) and your locations (rooms, labs, the store).
• Collect supplier names and contact details if you want to record where items came from.
• You need permission for inventory assets, consumables and requisitions. Categories, locations and suppliers are managed separately.

If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.

Steps

Set up the catalogue

1. Go to Inventory & Assets > Catalog.
2. Under Categories, click Add New Category for each category.
3. Under Locations, click Add New Location for each room or store.
4. Under Suppliers, click Add New Supplier and enter the name, contact person and mobile.

Register an asset

1. Go to Inventory & Assets > Assets and click Add New Asset.
2. Enter the Asset Name, category, Brand, Model, Serial No., Location, Purchase Date, Purchase Value and Warranty Expiry. Save.
3. Use Print Label to tag the item.
4. To give it to someone or move it, click Assign / Transfer and choose who or where it goes.
5. When it comes back, use Return to Store. If it breaks, use Log Maintenance. When it is written off, use Dispose and give a reason.

Track stationery and stock

1. Go to Inventory & Assets > Stationery / Stock and click Add Stock Item.
2. Enter the Item Name, Unit (for example ream, pc or box) and the Reorder Level. Save.
3. When a delivery arrives, use Stock In and enter the quantity received, cost per unit and supplier.
4. To correct a count, use Adjust Stock and give a reason. Stock Ledger shows every movement.

Handle a requisition

1. Go to Inventory & Assets > Requisitions and click New Requisition.
2. Choose the destination, add each item and quantity with Add Item, add a purpose note, and Submit.
3. The approver opens it with View Items and clicks Approve or Reject.
4. The store clicks Issue Stock. The stock balance goes down by the issued amount.

Good to know

• Items at or below their reorder level are flagged as low stock, so you can buy before you run out.
• Disposed assets stay on record for audit. They are not deleted.
• If your institution also runs a shop or canteen, items for sale are handled in Point of Sale, not here.

Common questions

Should a box of markers be an asset?

No. Anything used up belongs in Stationery / Stock. Use Assets for items you need to find again by tag or serial number.

For an overview, see Inventory.