Campus Operations

Inventory & Assets

Track stock items, stores, vendors, inventory movements, requests, fixed assets, documents, assignments, maintenance, and reports.

Audience: Store managers, asset managers, admins, and permitted staff
Last reviewed: September 2, 2026

Overview

Track stock items, stores, vendors, inventory movements, requests, fixed assets, documents, assignments, maintenance, and reports.

Before you start

Inventory permissions assigned
Categories, units, stores, locations, and vendors configured
Items or assets created before transactions

Main screens

Inventory Dashboard Setup Items Stock In Stock Issue Stock Return Stock Transfer Stock Adjustment Requests Assets Documents Assignments Maintenance Reports

Step-by-step workflows

Prepare inventory setup

Create categories and units.
Create locations and stores.
Create vendors where purchase/source tracking is needed.
Add inventory items and define tracking/reorder details.

Record a stock workflow

Open the relevant stock page such as Stock In, Issue, Return, Transfer, or Adjustment.
Create the transaction through the normal modal form.
Review quantities and locations.
Post, approve, receive, cancel, or return according to the workflow status.

Manage assets

Create an asset in the Asset Register.
Upload asset documents when needed.
Assign the asset to a student, staff member, department, or location.
Use return, transfer, maintenance, retire, or dispose actions as the asset lifecycle changes.

Operational detail

Permission requirements

Inventory setup, items, stock movements, requests, assets, assignments, maintenance, and reports use separate permissions.
Stock lifecycle actions such as post, approve, receive, cancel, and return are server-side protected.
Asset assignment and disposal require explicit authority because they change custodianship and lifecycle state.

Category and unit

Define categories and units before item creation so reports and movement quantities remain consistent.

Store and location

Stores track stock movement. Locations identify physical asset placement or stock storage.

Inventory item

Use item code, type, unit, category, tracking mode, reorder level, and status to control stock behavior.

Stock movement

Choose Stock In, Issue, Return, Transfer, or Adjustment based on the real operation being recorded.

Asset register

Track fixed assets separately from consumable stock, including documents, custodians, maintenance, and lifecycle state.

Maintenance

Use maintenance records to track repairs, service status, cost, and asset availability.

Validation and system feedback

Quantity changes must reference valid items, stores, locations, and lifecycle state.
Duplicate transaction submissions should not create duplicate stock ledger impact.
Asset documents must use supported upload formats and remain scoped to the asset.
Stock and asset reports read from canonical movement and lifecycle records.

Common mistakes to avoid

Creating stock transactions before setup records exist.
Using stock adjustment to replace issue, return, or transfer workflows.
Mixing fixed assets and consumable inventory under the wrong item type.
Ignoring low-stock reports until requests or purchase planning becomes urgent.

Safe use

Keep documentation and support privacy-safe

These guides explain normal user workflows only. Do not share passwords, OTPs, tokens, cookies, private student identifiers, payment details, raw internal IDs, provider configuration, or stack traces in support messages or screenshots.

Creating stock transactions before setup records exist.
Using stock adjustment to replace issue, return, or transfer workflows.
Mixing fixed assets and consumable inventory under the wrong item type.
Ignoring low-stock reports until requests or purchase planning becomes urgent.