Stores and inventory

What the school holds, what has been issued, and what needs reordering.

Issuing stock

Issued against a person or a department, so the stock figure means something. An issue that is not recorded is a discrepancy somebody will chase later.

Work orders

Faults reported by staff — see Facilities — become work orders, and the parts they consume come from here. That link is what makes "we spent this on maintenance" answerable.

Paying for a purchase order

Receiving an order records that the goods arrived. It does not record that the vendor was paid. When the school pays, choose Record payment… on the order and give the date on the bank statement and the reference. The order then reads Paid, and the cash position counts it in that month.

Only someone who can raise purchase orders can record their payment. The storekeeper who receives the goods cannot. An order with no priced lines has nothing to pay.

If a payment comes back, such as a returned cheque, choose Came back… on the order and give the date and the reason. The order reads Not paid again and can be paid again. The first payment and its return both stay on record, each in its own month.

Who can run it

Delegatable, like the library and the hostel. The storekeeper does not need to be an administrator.