> ## Documentation Index
> Fetch the complete documentation index at: https://help.edustream.ng/llms.txt
> Use this file to discover all available pages before exploring further.

# School Inventory Tracking and Retail POS Management

> Track fixed assets and consumables, receive low-stock alerts, and run a cashless POS terminal for your tuck shop, bookshop, or cafeteria.

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.

<Info>
  **Inventory Management** is available on the **Operations plan and above**. The **School Retail POS** is available exclusively on the **Enterprise plan**.
</Info>

***

## Part 1: Inventory Management

### Understanding Asset Categories

Edustream splits inventory into two categories that behave differently in the system:

<CardGroup cols={2}>
  <Card title="Fixed Assets" icon="computer">
    Long-lived items tracked individually for condition and location. Examples: lab equipment, classroom projectors, desks and chairs, visual aids, and computers.
  </Card>

  <Card title="Consumables" icon="boxes-stacking">
    Items tracked by quantity that deplete over time. Examples: exercise books, pens, printed textbooks, cleaning supplies, and uniforms.
  </Card>
</CardGroup>

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.

***

### Adding Items to the Asset Registry

Navigate to **Operations → Inventory** and click **Add Item**.

<Tabs>
  <Tab title="Add a Fixed Asset">
    <Steps>
      <Step title="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*).
      </Step>

      <Step title="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.  |
      </Step>

      <Step title="Save the asset">
        Click **Save Item**. The asset appears in the Fixed Assets registry and can be updated whenever its condition or location changes.
      </Step>
    </Steps>
  </Tab>

  <Tab title="Add a Consumable">
    <Steps>
      <Step title="Select the item category">
        Set the item type to **Consumable** and choose a category (e.g., *Stationery*, *Textbooks*, *Uniforms*).
      </Step>

      <Step title="Enter item details">
        Fill in the item name, current quantity on hand, and unit of measure (e.g., *pieces*, *reams*, *sets*).
      </Step>

      <Step title="Set the low-stock threshold">
        Enter a number in the **Low Stock Alert Threshold** field. When the quantity on hand falls to or below this number, Edustream sends an alert to the Operations Admin and any staff subscribed to inventory notifications.
      </Step>

      <Step title="Save the consumable">
        Click **Save Item**. The item appears in the Consumables registry with its current quantity and alert threshold clearly shown.
      </Step>
    </Steps>
  </Tab>
</Tabs>

***

### Updating Stock Levels

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

<Steps>
  <Step title="Find the item">
    Navigate to **Operations → Inventory → Consumables** and search for the item by name or category.
  </Step>

  <Step title="Click Stock Adjustment">
    Open the item record and click **Stock Adjustment**.
  </Step>

  <Step title="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*).
  </Step>

  <Step title="Save the adjustment">
    Click **Save**. The new quantity is reflected immediately and the adjustment is recorded in the item's audit history.
  </Step>
</Steps>

***

### 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.

<Note>
  Low-stock alerts apply only to **Consumables**. Fixed assets do not have quantity thresholds, as they are tracked individually rather than depleted.
</Note>

***

### 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.

***

## Part 2: School Retail POS

<Note>
  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.
</Note>

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.

***

### Setting Up the Product Catalog

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

<Steps>
  <Step title="Open the Product Catalog">
    Navigate to **Operations → POS → Product Catalog** and click **Add Product**.
  </Step>

  <Step title="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*.                   |
  </Step>

  <Step title="Save the product">
    Click **Save Product**. The product is now available on the POS terminal and in the barcode scanner.
  </Step>
</Steps>

<Tip>
  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.
</Tip>

***

### 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.

<Steps>
  <Step title="Log in to the POS terminal">
    Open the Edustream POS screen on the designated device and sign in with cashier credentials.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Select the payment method">
    When the cart is complete, choose how the student is paying:

    <Tabs>
      <Tab title="Student Wallet (NFC)">
        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.
      </Tab>

      <Tab title="Cash">
        Select **Cash Payment**, enter the amount tendered by the student, and click **Confirm**. The terminal displays the change due. Cash transactions are recorded in the sales log for reconciliation.
      </Tab>
    </Tabs>
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Warning>
  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.
</Warning>

***

### 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**.

<CardGroup cols={2}>
  <Card title="Per-Terminal Report" icon="cash-register">
    View total sales, number of transactions, and revenue broken down by payment method for a selected terminal and date range.
  </Card>

  <Card title="Product Performance" icon="chart-bar">
    See which products sold the most units and generated the highest revenue across all terminals in a given period.
  </Card>

  <Card title="Stock Deduction Log" icon="boxes-stacking">
    A line-by-line log showing every inventory deduction triggered by a POS sale, linked to the corresponding transaction record.
  </Card>

  <Card title="Daily Reconciliation" icon="file-invoice">
    A summary report of each day's cash and wallet totals per terminal, exportable as a PDF for cashier sign-off.
  </Card>
</CardGroup>

<Tip>
  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.
</Tip>