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Documentation Index

Fetch the complete documentation index at: https://help.elimuboraerp.com/llms.txt

Use this file to discover all available pages before exploring further.

The Inventory module helps you maintain full visibility of your school’s physical assets and consumable supplies. From tracking textbook distributions to managing laboratory equipment, Elimu Bora ensures your store remains organized and accountable.

Product Registry

Define the items you track in your school store.

Stock Movements

Record additions, deductions, and transfers of stock.

Staff Requisitions

Manage internal requests for supplies and equipment.

Low Stock Alerts

Set threshold levels and get notified when items run low.

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Product Registry

Before tracking stock, you must define the “Products” or assets in your school’s catalog.
1

Add a Product

Go to Inventory → Products and click New Product.
2

Categorize Your Items

Assign the product to a category (e.g., Stationery, Uniforms, Lab Equipment, Food Supplies). This helps in organized reporting.
3

Define Units of Measure

Specify how the item is counted (e.g., Pieces, Liters, Cartons, Pairs).
4

Set Initial Stock

(Optional) Enter the current quantity on hand if you are migrating from a manual system.
[Insert screenshot: Product creation form showing category, unit of measure, and initial stock fields]

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Stock Movements

Track every time an item enters or leaves the store to maintain an accurate audit trail.
When new supplies arrive from a supplier:
  1. Navigate to the Product and open the Movements tab.
  2. Select Inbound / Purchase.
  3. Enter the quantity added and any reference numbers (e.g., Delivery Note or LPO number).
  4. The system automatically updates the “Stock on Hand” total.
Every stock movement is tagged with the user who performed the action, ensuring accountability for storekeepers and administrators.

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Staff Requisitions

Stock Requisitions allow staff members to request items directly from the system, replacing paper-based requisition forms.
1

Submit a Request

Staff members go to Store → Requisitions and select the items they need.
2

Approval Workflow

The Storekeeper or Administrator receives a notification to Approve or Reject the request based on current stock availability.
3

Fulfillment

Once approved, the items are marked as “Issued,” and the system automatically creates the corresponding stock movement to deduct the quantity from the store.
[Insert screenshot: Requisition list showing statuses: Pending Approval, Approved, Issued, and Rejected]

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Low Stock Alerts

Never run out of essential supplies by setting up automated alerts.
  • Threshold Levels: Set a “Minimum Stock” level for critical items (e.g., 50 reams of Exam Papers).
  • Automated Notifications: When stock falls below the threshold, the system flags the item on the Low Stock Dashboard and can send an email alert to the Procurement Officer.

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FAQs & Troubleshooting

Use the Stock Adjustment movement type and select “Damage” or “Expiry” as the reason. Add a note explaining the loss for auditing purposes.
Yes. While consumables (like chalk) move frequently, fixed assets can be tracked as “Serialized Products” with a quantity of 1, allowing you to track their location and assignment.
Perform a Stock Take to reconcile physical counts with the system. You can then use the Reconciliation action to adjust the system totals to match your physical findings.