ProSchool360 Inventory
Track school supplies, stationery, uniforms, and equipment. Manage purchases, sales, and stock issues. Path: Sidebar → Inventory.
Setup: Category, Store, Supplier, Unit Inventory → Category / Store / Supplier / Unit
Create these four master lists before adding products. Each has just a Name field (and contact details for Supplier).
| Master | Field(s) | Examples |
|---|---|---|
| Category | Name (Required) | Stationery, Uniform, Sports Equipment, Lab Materials, Books |
| Store | Name + Location (Required) | Main Store, Science Lab Store, Sports Room |
| Supplier | Name, Mobile, Email, Address | ABC Stationery Pvt Ltd, Sharma Uniforms |
| Unit | Name (Required) | Piece (pcs), Dozen, Kg, Liter, Pack, Box, Set, Gram |
Product Inventory → Product → Create Product
Add all items you want to track. Each product has a purchase unit and a sales unit — which can be different (e.g. buy by KG, sell by Gram).
| Field | Status | Description |
|---|---|---|
| Product Name | Required | Full product name — e.g. "Whiteboard Marker (Blue)", "School Shirt Size M". |
| Product Code | Required | Unique short code for this product — e.g. "WBM-BLU", "SHIRT-M". Used for quick lookup. |
| Product Category | Required | Select from Inventory → Category. |
| Purchase Unit | Required | Unit used when buying (e.g. KG, Pack, Box). |
| Sales Unit | Required | Unit used when selling or issuing (e.g. Gram, Piece). Can be the same as Purchase Unit. |
| Unit Ratio | Required | Conversion ratio between purchase and sales unit. Example: Purchase=KG, Sales=Gram → Ratio=1000. If both units are the same, enter 1. |
| Purchase Price | Required | Cost per purchase unit (₹). |
| Sales Price | Required | Selling price per sales unit (₹). Used in Sales vouchers. |
| Remarks | Optional | Any notes about the product. |
Product List columns: Name, Code, Category, Purchase Unit, Sale Unit, Unit Ratio, Purchase Price, Sales Price, Remarks.
Purchase Inventory → Purchase
Record purchases from suppliers. For each purchase, select products and enter quantities — stock increases automatically.
Select Supplier, Store, Purchase Date, Invoice/Bill No.
For each item: select Product → Unit Price auto-fills → enter Quantity → Discount (optional) → Total Price auto-calculated. Click Add Rows to add more items.
Net Grand Total is saved. Stock for each purchased product increases by the quantity entered.
Sales Inventory → Sales
Record sales of school products to students, parents, or others (e.g. school uniforms, books, stationery). Stock decreases when a sale is recorded. Same row-based form as Purchase — select Product, Quantity, and the Sales Price is auto-filled.
Issue Inventory → Issue → Add Issue
Issue items from the store for internal use — to a class, teacher, department, or student. No payment is collected (unlike Sales). Stock decreases when items are issued.
| Field | Status | Description |
|---|---|---|
| Role | Required | Student or Employee — who is receiving the issued items. |
| Class | If Student | Select the student's class to filter the name list. |
| Sale To (Issue To) | Required | Select the specific student or employee receiving the items. |
| Date of Issue | Required | Date of issue (defaults to today). |
| Due Date | Required | Expected return date (for returnable items like lab equipment). |
| Remarks | Optional | Purpose of issue or notes. |
| Items (rows) | Required | For each row: select Category → select Product → enter Quantity. Add Rows for multiple items. |
Issue List columns: Role, Issue To, Mobile No, Date of Issue, Due Date, Return Date, Issued By.
Frequently Asked Questions
How do I see current stock levels?
Go to Inventory → Product. The product list shows all items. For a detailed stock report with purchase/sales/issue history, go to Reports → Inventory Reports → Stock Report.
What is Unit Ratio and when should it not be 1?
Unit Ratio is needed when you buy in bulk but sell/issue in smaller units. E.g. you buy Rice in KG (Purchase Unit) and issue in Gram (Sales Unit) — Ratio = 1000. For items where purchase and sales use the same unit (e.g. both "Piece"), set Ratio = 1.