The store
Every item’s stock, each delivery and everything given out.
Stores and fixed assets
Stock and equipment, accounted for.
Supplies received and given out so the store’s stock adds up, and a register of the school’s fixed assets with labels to stick on them.
Questions? WhatsApp +256 783 204 665
At a glance
Low and out of stock
A reorder level for each item, and the lists of what is running out.
Fixed assets
Each asset with its code, category, value, warranty and who holds it.
Labels
A label for each asset with a QR code and a barcode, printed as a PDF.
The store
Stock that adds up
Record each delivery with its supplier, price and date, and each issue out of the store. Stock can never go below zero.
- Items of a service, such as uniforms or books, handed out to the students billed for them.
- The store’s worth and its low and out-of-stock items, on its own dashboard.
- Suppliers shared with the school’s spending records.
- Last term’s stock archived, so the new term starts clean.
| Item | In store | Reorder at | Status |
|---|---|---|---|
| Exercise books (96 pages) | 1,240 | 300 | In stock |
| Chalk (boxes) | 18 | 20 | Low |
| Maize flour (kg) | 0 | 200 | Out |
Stock worth UGX 6.8mEvery delivery and every issue recorded; stock never goes below zero
Batches
Fixed assets
Every desk, laptop and microscope
Each asset gets a code from its category and year, and a record of what it cost, what it is worth and who holds it.
- Serial number, warranty and maintenance date, on each asset.
- Active, damaged, lost or disposed; a disposed asset takes no more checks.
- Checks that record its value as it rises or falls over the years.
- Labels with a QR code and a barcode, printed as a PDF to stick on each asset.
| Code | Asset | Held by | Status |
|---|---|---|---|
| SPS-ICT-2026-0007 | Projector | Mr Okot | Active |
| SPS-FUR-2025-0112 | Library table | Librarian | Active |
| SPS-LAB-2024-0031 | Microscope | Science lab | Damaged |
Labels with a QR code and barcodePrinted for every asset, to stick on it
PDFWho does what
- Store keeper
- Records deliveries and issues, and keeps the fixed assets register.
- Purchaser and bursar
- Can do the same.
- School administrator
- Everything above.
Each member of staff signs in as themselves; their role decides what they can change and what they can only look at.
Not there yet
- Depreciation is not worked out by itself: a check records the asset’s value when you look at it.
- Assets are kept by who holds them, not by room or building.
Questions
What schools ask us
Can stock go negative by mistake?
No. An issue larger than what is in the store is refused.
What does the QR code on a label hold?
Only the asset’s code. Scanning it shows the code; nothing about the school is public.
Can we hand out uniforms to the students who paid for them?
Yes. Items linked to a service are handed out to the students billed for that service, and the store’s stock goes down.
Read on
More about School Dynamics
Put your store in it.
Add your items and their stock during the 30-day trial. Questions first? WhatsApp +256 783 204 665 or call +256 414 581 765.