Stores and budget
Track store stock, teacher requisitions, purchase orders, and budget spend versus plan.
Who does what
| Role | Responsibility |
|---|---|
| TEACHER | Submits Request materials |
| FINANCE | Approves Requisitions, posts Stock movements, POs/GRNs, runs budget periods/lines/expenses/variance |
| ADMIN | Oversees Stores & Budget |
| SECRETARY | May request materials when enabled |
End-to-end
Stores path
- Teacher Request materials
- Finance Requisitions (approve with location)
- Stock movements issue, or Purchase orders + Goods receipts when stock is short
- Watch Low stock and stocktakes
Budget path
- Budget periods - open period
- Budget lines - plan amounts
- Budget expenses - post spend
- Budget variance - review plan vs actual
Screens
| Screen | Roles | Id |
|---|---|---|
| Stores & Budget | ADMIN | adminStoresBudget |
| Request materials | TEACHER, ADMIN, SECRETARY | teacherRequestMaterials |
| Stores | FINANCE, ADMIN | financeStoresDashboard |
| Store items | FINANCE, ADMIN | financeStoresItems |
| Store locations | FINANCE, ADMIN | financeStoresLocations |
| Stock movements | FINANCE, ADMIN | financeStoresMovements |
| Low stock | FINANCE, ADMIN | financeStoresLowStock |
| Requisitions | FINANCE, ADMIN | financeStoresRequisitions |
| Suppliers | FINANCE, ADMIN | financeStoresSuppliers |
| Purchase orders | FINANCE, ADMIN | financeStoresPurchaseOrders |
| Goods receipts | FINANCE, ADMIN | financeStoresGoodsReceipts |
| Fixed assets | FINANCE, ADMIN | financeStoresAssets |
| Stocktakes | FINANCE, ADMIN | financeStoresStocktakes |
| Budget | FINANCE, ADMIN | financeBudgetDashboard |
| Budget periods | FINANCE, ADMIN | financeBudgetPeriods |
| Budget lines | FINANCE, ADMIN | financeBudgetLines |
| Budget expenses | FINANCE, ADMIN | financeBudgetExpenses |
| Budget variance | FINANCE, ADMIN | financeBudgetVariance |
Common mistakes
- Issuing stock below zero
- Approving requisitions without a store location
- Expenses outside an open budget period
- Closing a teacher request before the movement posts
- Posting expenses to the wrong budget line