Every item your school stocks — from library books to cleaning supplies — lives in the inventory as a Product. Elimu Bora tracks the current quantity for each product, records every stock change automatically, and alerts you when a product is running low. This page walks you through setting up products, understanding stock movements, and acting on low-stock alerts.Documentation Index
Fetch the complete documentation index at: https://elimuborasolutionsco.mintlify.app/llms.txt
Use this file to discover all available pages before exploring further.
Product catalogue
A product is any trackable item in your school’s inventory. Each product has a unique identity and the settings the system needs to manage it intelligently.| Field | What it means |
|---|---|
| SKU | A unique stock-keeping unit code you assign to the product (e.g. STAT-001) |
| Name | Descriptive name shown throughout the system |
| Category | Groups similar items together (see below) |
| Unit of measure | How the item is counted — pieces, boxes, litres, reams, etc. |
| Unit price | Standard cost per unit in KES |
| Reorder level | The quantity at which the system raises a low-stock alert |
| Reorder quantity | The recommended amount to order when restocking |
Product categories
Every product belongs to one of the following categories:| Category | Typical items |
|---|---|
| Library Books | Textbooks, reference books, fiction |
| Kitchen Food | Dry goods, perishables, cooking ingredients |
| Kitchen Equipment | Pots, utensils, serving equipment |
| Stationery | Pens, exercise books, chalk, printer paper |
| Cleaning | Detergents, mops, bin liners |
| Medical | First-aid supplies, medication, bandages |
| Sports | Balls, jerseys, sports equipment |
| Other | Items that do not fit the above categories |
Adding a new product
Open the product catalogue
In the left navigation, go to Inventory > Products, then click New product in the top right.
Enter the basic details
Fill in the product Name and SKU. The SKU must be unique across your catalogue — use a consistent convention such as
CLEAN-001 or MED-003 so products are easy to identify.Add an optional description if additional context would help procurement staff.Set the category and unit of measure
Choose the appropriate Category from the list and enter the Unit of measure (for example, pieces, litres, or reams).
Link a supplier and set the unit price
Select the default Supplier from the dropdown if one exists, then enter the standard Unit Price in KES. You can create a supplier first at Inventory > Suppliers > New supplier if needed.
Configure stock management settings
Enter the Reorder level — the minimum quantity before an alert fires — and the Reorder quantity, which is the amount you normally order to replenish stock.
Set your reorder level carefully. If it is too low, alerts will only fire when stock is nearly exhausted. A good starting point is two to four weeks’ worth of typical consumption, giving you enough lead time to place and receive an order.
Stock levels
Each product has a single stock level — the current quantity on hand. You can see the current quantity on the Products list and on any individual product’s detail page. Stock levels are never edited directly. They change automatically whenever a purchase is marked as received, a requisition is fulfilled, or a manual adjustment is recorded. This keeps the stock count accurate and the audit trail complete.Inventory movements
Every change to a product’s stock quantity creates an inventory movement record automatically. You do not need to enter these manually — they are created by the system whenever stock changes. Each movement captures:- The movement type (see below)
- The number of units moved
- A before and after snapshot of the stock quantity
- Who performed or triggered the action
- The source record — for example, the purchase order or requisition that caused the change
Movement types
Purchase
Purchase
Stock received from a supplier. Created automatically when a purchase order is marked Received. This is the most common way stock increases.
Issue
Issue
Stock given to a staff member, teacher, or other recipient. Created when a stock requisition is fulfilled.
Return
Return
Items returned to the store, increasing the stock count. Useful when issued items come back unused.
Adjustment
Adjustment
A manual correction to the stock count — for example, after a physical stocktake reveals a discrepancy. Adjustments are logged with the user who made the change.
Wastage
Wastage
Items written off due to damage, expiry, or loss. Reduces the stock count and records the reason for the reduction.
Low-stock alerts
When a product’s stock level falls below its reorder level, the system automatically creates a low-stock alert. You do not need to check stock levels manually — the system monitors this for you. Procurement staff receive both an email notification and an in-app notification when an alert is triggered. The system also runs a daily sweep each morning to catch any alerts that may have been missed.Alert lifecycle
| Status | What it means |
|---|---|
| Active | Alert has been raised; action is required |
| Acknowledged | A procurement staff member has seen the alert and is working on it |
| Resolved | Stock has been replenished and the alert is closed |