Inventory Management is available on the Operations plan and above. The School Retail POS is available exclusively on the Enterprise plan.
Part 1: Inventory Management
Understanding Asset Categories
Edustream splits inventory into two categories that behave differently in the system:Fixed Assets
Long-lived items tracked individually for condition and location. Examples: lab equipment, classroom projectors, desks and chairs, visual aids, and computers.
Consumables
Items tracked by quantity that deplete over time. Examples: exercise books, pens, printed textbooks, cleaning supplies, and uniforms.
Adding Items to the Asset Registry
Navigate to Operations → Inventory and click Add Item.- Add a Fixed Asset
- Add a Consumable
Select the item category
Set the item type to Fixed Asset and choose a category from the list (e.g., Lab Equipment, Furniture, AV Equipment).
Enter item details
Fill in the following fields:
| Field | Description |
|---|---|
| Item Name | A clear, specific name (e.g., Compound Microscope – Biology Lab). |
| Quantity | The number of identical units being logged. |
| Condition | Select Good, Fair, or Damaged for the initial record. |
| Location | The room, block, or department where the item is stored or used. |
| Date Acquired | When the school purchased or received the item. |
| Notes | Any additional remarks, such as serial numbers or warranty expiry. |
Updating Stock Levels
When new stock arrives or items are consumed, update the quantity in the registry to keep records accurate.Find the item
Navigate to Operations → Inventory → Consumables and search for the item by name or category.
Enter the adjustment
Select Add Stock (for new deliveries) or Deduct Stock (for issued or used items), enter the quantity, and optionally add a note describing the reason for the adjustment (e.g., Issued to JSS 3 students — Term 2).
Low-Stock Alerts
Edustream monitors consumable quantities in real time. When any item’s quantity drops to or below its defined threshold:- An in-app notification appears on the Operations Admin dashboard.
- An email alert is sent to all staff subscribed to inventory notifications.
- The item is flagged with a red Low Stock badge in the Consumables list.
Low-stock alerts apply only to Consumables. Fixed assets do not have quantity thresholds, as they are tracked individually rather than depleted.
Viewing the Full Asset Registry
Navigate to Operations → Inventory → Asset Registry for a complete view of all logged items. Use the filters to narrow by:- Category — e.g., view only Lab Equipment or Furniture.
- Condition — identify all Damaged items that may need replacement.
- Location — audit everything in a specific classroom or department.
Part 2: School Retail POS
The School Retail POS is available exclusively on the Enterprise plan. If you are on the Operations plan, you will see the Inventory module but the POS terminal and product catalog will not be accessible.
Setting Up the Product Catalog
Before running any transactions, populate the product catalog with the items sold at each outlet.Enter product details
Fill in the following information:
| Field | Description |
|---|---|
| Product Name | The item name displayed on the POS screen and receipt (e.g., Chin Chin – Small Pack). |
| Category | Organise products by outlet or type (e.g., Tuck Shop, Uniform, Textbooks). |
| Price | The selling price per unit. |
| Barcode | Scan or manually enter the barcode if the product has one. |
| Linked Inventory Item | Link to the corresponding consumable in the Inventory module so sales automatically deduct stock. |
| Payment Methods | Select which payment methods are accepted: Student Wallet, Cash, or Both. |
Processing a Sale at the POS Terminal
The POS terminal is accessed via a dedicated cashier login. Cashiers do not have access to any other area of Edustream.Log in to the POS terminal
Open the Edustream POS screen on the designated device and sign in with cashier credentials.
Add items to the cart
Add products to the transaction using either of these methods:
- Barcode Scan — hold the barcode scanner over the item’s barcode. The product is added to the cart automatically.
- Manual Search — type the product name in the search bar and click the item to add it to the cart.
Select the payment method
When the cart is complete, choose how the student is paying:
- Student Wallet (NFC)
- Cash
Select Wallet Payment, then ask the student to tap their NFC-enabled student card or device on the reader. The student’s wallet balance is displayed. If the balance is sufficient, click Confirm to deduct the amount and complete the sale.
Student Wallet Management
Student wallets are loaded by parents or the finance office and used exclusively for on-campus POS purchases.- Parents can top up their child’s wallet from the Parent Portal → Wallet → Add Funds, paying via the school’s configured payment gateway.
- Finance staff can manually credit a wallet from Finance → Student Wallets → Select Student → Add Credit, for cases such as refunds or administrative adjustments.
- Wallet balance is displayed on the POS terminal when an NFC payment is initiated, so cashiers can inform students if funds are low.
Viewing Sales Reports
Each POS terminal generates its own sales log. Administrators can review and export transaction data for reconciliation and stock auditing. Navigate to Operations → POS → Sales Reports.Per-Terminal Report
View total sales, number of transactions, and revenue broken down by payment method for a selected terminal and date range.
Product Performance
See which products sold the most units and generated the highest revenue across all terminals in a given period.
Stock Deduction Log
A line-by-line log showing every inventory deduction triggered by a POS sale, linked to the corresponding transaction record.
Daily Reconciliation
A summary report of each day’s cash and wallet totals per terminal, exportable as a PDF for cashier sign-off.