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Edustream’s Inventory and POS module covers two connected but distinct functions: keeping accurate records of everything your school owns or consumes, and running a point-of-sale terminal for on-campus retail outlets. The inventory system helps procurement and operations staff track lab equipment, furniture, stationery, and textbooks — including automated alerts when stock runs low. The POS terminal takes that inventory further by enabling cashless student wallet payments, barcode scanning, and real-time sales reporting for your tuck shop, uniform shop, bookshop, or cafeteria. This guide covers both features in full.
Inventory Management is available on the Operations plan and above. The School Retail POS is available exclusively on the Enterprise plan.

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Part 1: Inventory Management

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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.
Fixed assets are logged with a condition status (Good, Fair, Damaged) and a physical location. Consumables are tracked by quantity and trigger low-stock alerts when they fall below a threshold you define.

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Adding Items to the Asset Registry

Navigate to Operations → Inventory and click Add Item.
1

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).
2

Enter item details

Fill in the following fields:
3

Save the asset

Click Save Item. The asset appears in the Fixed Assets registry and can be updated whenever its condition or location changes.

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Updating Stock Levels

When new stock arrives or items are consumed, update the quantity in the registry to keep records accurate.
1

Find the item

Navigate to Operations → Inventory → Consumables and search for the item by name or category.
2

Click Stock Adjustment

Open the item record and click Stock Adjustment.
3

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).
4

Save the adjustment

Click Save. The new quantity is reflected immediately and the adjustment is recorded in the item’s audit history.

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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.
To subscribe additional staff to inventory alerts, go to Administration → Notifications → Inventory and add the relevant staff members.
Low-stock alerts apply only to Consumables. Fixed assets do not have quantity thresholds, as they are tracked individually rather than depleted.

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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.
Click Export to download the full registry as a CSV or PDF for annual audits, insurance submissions, or board reports.

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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.
The POS terminal transforms any campus retail outlet — tuck shop, bookshop, uniform store, or cafeteria — into a fully integrated cashless payment point. Sales automatically deduct from inventory, student wallets are debited with a simple NFC swipe, and each terminal generates its own sales report.

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Setting Up the Product Catalog

Before running any transactions, populate the product catalog with the items sold at each outlet.
1

Open the Product Catalog

Navigate to Operations → POS → Product Catalog and click Add Product.
2

Enter product details

Fill in the following information:
3

Save the product

Click Save Product. The product is now available on the POS terminal and in the barcode scanner.
Always link POS products to their corresponding inventory consumable. Without this link, sales will process correctly but stock levels in the Inventory module will not update automatically, leading to inaccurate records.

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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.
1

Log in to the POS terminal

Open the Edustream POS screen on the designated device and sign in with cashier credentials.
2

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.
Adjust quantities using the + and − buttons next to each item in the cart.
3

Select the payment method

When the cart is complete, choose how the student is paying:
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.
4

Issue the receipt

After payment is confirmed, the terminal displays a success screen and prints or displays the transaction receipt. Stock levels for linked inventory items are deducted automatically.
If a student’s wallet balance is insufficient to cover the cart total, the transaction will be declined. The student must top up their wallet through the Parent Portal or the school’s finance office before the purchase can be completed. Cashiers cannot override a declined wallet transaction.

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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.

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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.
Run the Daily Reconciliation report at the end of each trading day and compare cash totals against physical cash in the till. Discrepancies flag immediately in the report if the amounts do not match the system records.