Inventory & ProcurementWhat the institution owns, and where it actually is
Indents, purchase, receipt, stock and the asset register in one chain, so a laboratory knows what it has, a store knows what it is holding, and an auditor can follow an item from the order to the room it sits in.
Why
Stores
What the institution owns, and where it actually isStores, assets and purchasing — from the indent a department raises to the item on the shelf.
One record, one chain
The indent, the order, the receipt and the shelf are the same record, so nothing is copied forward by hand.
Ask the shelf first
A department can see what it already holds before raising an indent for something standing in its own store.
The counter keeps working
The store can issue and receive when the line to the office drops, and the record catches up afterwards.
Followable at audit
An auditor can follow one item from the purchase order to the room it is standing in today.
Today
A department raises an indent on a printed form that walks from desk to desk for signatures. The store keeps a stock register in one book and the accounts office keeps the value in another. Nobody is certain what the laboratory already has, so it is ordered again — and at audit, an asset is a line in a ledger that has not been seen in years.
What we did about it
We joined the chain that was always broken in the middle: the indent, the order, the receipt, the shelf and the asset register as one record, tied to the same budget the finance office is already working from.
Inside
Stores
From the indentto the shelf it stands on
Indents and approvals
Raised by the department, approved on the record, against a real budget.
Purchase and vendors
Orders, quotations and vendors held where finance can see them.
Goods received
What arrived, in what condition, checked against what was ordered.
Stock and issue
Held, issued and consumed — counted, not remembered.
The asset register
Tagged, located and depreciated, from the order to the room.
Maintenance and life
Service, repair and retirement kept against the item itself.
Verification, shelf by shelf
Count the store as it stands, and what does not match is recorded rather than quietly corrected.
Levels that speak up
A minimum held against each item, so the store knows it is running low before a laboratory does.
What changes
The store, the laboratory, and the audit desk
A department can see what it has before it asks for more. A store issues against a record rather than a memory. And an audit follows an item from the purchase order to the room it is standing in.
Store & purchase officers
One chain from indent to shelf, instead of three books.
Departments & laboratories
What is in stock, before another order is raised.
Finance & audit
An asset that can be followed from the order to the room.
A day
with it
How an indent becomes an item on a shelf
Everything is written once, at the desk where it happens, and read everywhere it is needed afterwards.
The department asks
An indent raised against a budget that is checked as it is raised.
The order is placed
Purchase run against vendors and quotations on the record.
The goods arrive
Receipt checked against the order, stock updated on acceptance.
The item is accounted for
Issued, tagged, located — and followable at audit.
Controls
Who may open the ledger and who may sign for it
The store, the laboratory and the audit desk each need a different view of the same shelf; here is how that is settled.
Who sees which shelf
A head of department sees their own indents and what their laboratory holds; the store sees every shelf it keeps.
Who issued, who received
Every receipt, issue and stock correction carries the person who made it and the day it was made.
Rates before the award
What a vendor quoted stays with the purchase committee until the award; the indenting department sees the decision, not the rates.
Approvals on the indent
The sanction that releases an indent, and the one that writes an item off, sit on the record they belong to.
The stock ledger is yours
Stock balances, purchase history and the asset register belong to the institution, and can be taken out whole, in a readable form.
The store counter keeps working
Goods can be received and issued at the back of the store with the line down; the ledger catches up after.
Works
with
One record,not one more system
Stores can be adopted on its own. It is worth more beside the rest, because a record entered once is known to all of them — nobody types the same student in twice.
Library Management
One catalogue for the shelf and the screen, and a desk that keeps up with the queue.
Explore LibMSLearning Management
Teach, set work and grade in one place — and the mark reaches the record on its own.
Explore LMSInstitutes Management
The daily record of the institution — attendance, timetables, reports and the family window.
Explore IMSExamination & Assessment
The examination season as one sealed record — papers, seating, valuation and the result.
Explore ExamsAdmissions & Enrolment CRM
Every enquiry in one pipeline — answered while the family is still deciding.
Explore AdmissionsFees, Billing & Accounting
Fees defined once, collected without a queue, and a ledger that agrees with the bank.
Explore FinanceHR & Payroll
Everyone who works here — records, attendance, leave and payslips — in one place.
Explore PeopleFleet & Routes
Routes planned from where riders live, and every bus visible to the desk and the family.
Explore TransportHostel & Residence
Rooms, mess and the night roll — the residential half of the institution, on the same record.
Explore HostelPlacements & Careers
The placement season as a record — recruiters, drives, candidates and the offer.
Explore PlacementsAlumni & Advancement
The register that keeps going after graduation — people, chapters, events and giving.
Explore AlumniAccreditation & Compliance
Accreditation and statutory returns assembled from the record the institution already keeps.
Explore ComplianceRecords & Certificates
Transcripts, certificates and verifications issued from the record — and provable afterwards.
Explore RecordsResearch & Grants
Projects, funding, scholars and output — the research record a university can actually produce.
Explore ResearchHealth & Wellbeing
The infirmary, counselling and welfare record — held carefully, and seen only by those who should.
Explore CareeOffice: Files, Notings & Approvals
Files, notings, correspondence and approvals — the office that moves without the trolley.
Explore eOfficeBoard, Committee & Meetings
Agendas, papers, minutes and the actions that follow — governance kept as a record.
Explore MeetingsInternal Quality Assurance Cell
The quality cell as it actually works — its members, its sittings, its feedback, its audits and the year's report.
Explore IQACQuestions & Answers
What gets asked before the first indent
What happens to the stock we already hold?
You count once and enter what is standing on the shelf as an opening balance, on a date you choose. Past purchases do not have to be reconstructed. The old stock register is closed on that date and kept as the record of what came before it.
Do departments have to stop raising indents on paper?
The approval has to sit on the record, so whoever signs today signs there instead of on a form that walks between desks. The indent can still be printed for the file if your office keeps one. And a store clerk can raise an indent on behalf of a department that is not working on a screen yet.
Does every asset have to be tagged before we start?
No. Stock and issue work from the day the opening balances are entered; tagging is a separate walk-round and can be done building by building, at whatever pace the store can manage. Items that already carry a departmental number keep it rather than being renumbered.
Our tendering happens outside — does that break the chain?
No, and you keep doing that part exactly as you do it now. What is recorded here is the award and the quotation it came from, so the order points back to how the item was bought. The chain that matters at audit — order, receipt, shelf — stays unbroken.
Get
started
Bring Stores to your institution
See Inventory & Procurement on your own data — we'll set up a guided demo for your team.
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