Store keeper guide · SchoolPilot Help Center

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This interactive guide works best with JavaScript turned on. Here is the text version (5 flows, 23 steps).

1. Inventory items & low stock

Inventory overview — Inventory → Overview: Low stock items below their reorder level, stock value by category and recent movements. Create purchase turns the low-stock list into a purchase order.
Items — Items lists every item with SKU, category, unit, stock on hand, reorder level, cost and sale price. Filter by category, shop items or low stock; print Barcode labels.
Item history — Open an item to see every purchase, issue, sale and adjustment that changed its stock.

New purchase — Click New purchase. Choose the supplier, date and bill number.
Items received — Search each item, enter the quantity and unit cost; Add line for more items. Totals update as you type.
Bill summary and payment — Add a discount or tax, choose how it was paid (cash, bank, credit…) and how much was paid now — the rest becomes the supplier's balance.
Save — Click Save purchase. Stock goes up, the goods received note (GRN) can be printed and the purchase is posted to Accounts.
Purchase saved — The purchase page shows the items, totals and payment status.

Issue items — Click Issue items. Choose whether it goes to a staff member or a department, the date and purpose.
Items — Add each item and quantity — you are warned if you try to issue more than is in stock.
Issue — Click Issue items. Stock goes down and a slip can be printed for the receiver to sign.
Issued — The issue is recorded against the staff member — handy at the end of the year.

Open the shop — Click Open shop (menu: Inventory → Shop (POS)). Search, scan a barcode or tap a category.
Tap products to add them — Tap a product to add it to the cart; tap again for more. Stock left is shown on each tile.
Customer and payment — Sell to a walk-in customer or pick a Student. Choose cash, card or wallet; for cash, type the amount received to see the change.
Charge — Click Charge. The sale is saved, stock goes down and the income is posted to Accounts.
Sale completed — The sale number, total and change to return are shown. Click Print receipt, or New sale for the next customer. Sales & daily totals shows today's takings.
The shop receipt — The receipt lists every item with quantities and prices, the payment and the change — sized for an 80 mm thermal printer or A5 (set in Settings → Modules → Inventory & Shop).

Fixed assets overview — Fixed Assets → Overview: value by category, status, items due for service and warranties ending.
Asset register — Asset register lists each asset with its tag, category, location, custodian, condition and book value.
An asset's record — Open an asset to check out to a staff member, log maintenance, change status or dispose of it — with a full history.
Depreciation — Reports → Depreciation shows cost, accumulated depreciation and book value by category; post the year's depreciation to Accounts in one click.
QR labels — QR labels prints A4 label sheets for a location, a category or selected assets — scan a label to open the asset's record.