Stock items, assets and issue records against the staff and students who hold them, with the supplier and purchase history behind each one.
Book a demoSomebody asks how many working laptops the school has. The answer is a guess, because the purchase records are with accounts, the equipment is in three rooms, and whoever borrowed one last term may still have it.
At audit time an asset register is assembled from invoices and memory, which takes a week and is wrong by the time it is finished.
When items are recorded once and issued against a person, both questions are a filter rather than an investigation.
Grouped by the job it does rather than listed as one long set of features.
What you hold, where it is held and how much is left, across stores and campuses.
Equipment tracked individually with condition and location, rather than as a quantity in a category.
Issued against a staff member or student, so "who has it" has an answer rather than a guess.
Purchase history per item and per supplier, which is what makes a replacement decision defensible.
Movement between stores, departments and campuses recorded rather than assumed.
Visible before a store runs out rather than when somebody needs something and it is gone.
A comparison against what the system says rather than an inventory built from nothing.
What is broken, what was written off and when, so the register reflects reality.
Holdings by campus or department, and spend by category, posting to accounting against the right head.
The laptop nobody returned. Borrowed last term by somebody who has left. Without an issue record against a person, it is simply gone and nobody can say when.
The asset register built at audit. Assembled from invoices and memory in the week before the auditor arrives, and out of date by the time it is printed.
The store that ran out. Nobody knew stock was low because low is a number somebody has to check rather than a state the system reports.
The item that exists twice. Purchased by two departments, recorded in two lists, counted twice in the total and found once in the building.
These are the cases worth testing in a demo. Bring the messiest one you have.
The same records, presented differently depending on the job.
Records stock, issues and returns items, manages suppliers and runs the stocktake.
See what is issued to them, which removes most of the argument at return time.
Purchase and disposal posting against the right head, without a second entry.
What the institution owns, where, and what it is spending on replacing it.
Items are issued against the same staff and student records the rest of the institution uses, so a leaver's outstanding items are visible as part of their exit rather than discovered later.
Purchases post to accounting against the head they belong to. Library stock and hostel inventory use the same underlying records rather than parallel lists.
That is why the asset register is current rather than assembled.
The parts of the institution this touches most.
What it cost to produce and how much of it you trusted. That comparison usually makes the case on its own.
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