Stores
Keep the item list, receive deliveries, handle requisitions from request to issue, and count the stock.
Stores pages are under Stores in the left menu of the staff portal, and the overview is under System administration → Stores overview. If you only request items, the lesson Request items from the store is the one for you. Values are in Ghana cedis (GH₵).
- 1
The Stores overview
The Stores overview shows the value of stock, what is running low, requisitions waiting for approval or issue, and the latest stock movements.
4 min - 2
Look up store items
Store Items lists everything the Council keeps in stock, with what is on hand, the reorder level, the cost and the value. Open an item to see its batches and full history.
4 min - 3
Add a new item
Add an item to the store: its code, name, category and unit, the reorder level, whether to track batches and expiry dates, and any opening stock.
5 min - 4
Item categories and units of measure
Keep the list of item categories (for example Stationery, Cleaning materials) and units of measure (for example ream, box, piece) that items use.
3 min - 5
Receive goods (GRN) and reverse a receipt
Record every delivery as a goods received note (GRN). Stock goes up straight away. If a receipt was wrong, reverse it.
6 min - 6
Request items from the store
Ask the store for items with a requisition. Your supervisor approves it, then the store manager, and the store issues the items.
5 min - 7
Approve requisitions
Supervisors approve their staff's requisitions first; then the store manager approves them for issue. Either can reduce quantities or reject with a reason.
4 min - 8
Issue items and the Stock Issued list
Hand out approved items against a requisition, all at once or in parts. Every issue is listed under Stock Issued, and can be reversed if it was wrong.
5 min - 9
Run a stock take
Count what is on the shelves, compare it with what the portal expects, give reasons for any difference, and post the differences to stock.
6 min