What this module is for
Track stock items, stores, vendors, inventory movements, requests, fixed assets, documents, assignments, maintenance, and reports.
Prerequisites
- Inventory permissions assigned
- Categories, units, stores, locations, and vendors configured
- Items or assets created before transactions
Main screens
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 checkpoints
- 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.
Field guidance
Define categories and units before item creation so reports and movement quantities remain consistent.
Stores track stock movement. Locations identify physical asset placement or stock storage.
Use item code, type, unit, category, tracking mode, reorder level, and status to control stock behavior.
Choose Stock In, Issue, Return, Transfer, or Adjustment based on the real operation being recorded.
Track fixed assets separately from consumable stock, including documents, custodians, maintenance, and lifecycle state.
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.
Recommended next steps
Screenshot plan
Final public screenshots will use synthetic QA data only. Sensitive values such as names, phone numbers, emails, admission numbers, document numbers, credentials, cookies, tokens, and internal IDs must be removed or redacted.
Important safety notes
Use normal Schoolixa workflows
Public docs explain user workflows only. They do not expose internal IDs, direct database operations, credentials, provider prompts, or private system configuration. Permission visibility in the interface does not replace server-side permission checks.