Inventory Module — User Manual

Overview

The Inventory module tracks the physical receipt, issuance, and accountability of items procured by the organization. It connects directly to Disbursement Vouchers and Purchase Orders — items received from those documents are recorded here and tracked until issued to custodians.

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Access

Role	Access Level
ADMIN	Full access to all tabs
INVENTORY_PROPERTY_CUSTODIAN	Limited view — lands on Receiving tab; Item Catalog is hidden

• Navigation path: Sidebar → Inventory

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Item Classifications

Every inventory item falls into one of three classes, which determines how it is tracked and what document is generated on issuance:

Classification	Description	Issuance Document
INVENTORY	Consumable supplies	No formal accountability document
SEP	Semi-Expendable Property (useful life 1–5 years)	ICS — Inventory Custodian Slip
PPE	Property, Plant and Equipment (useful life 5+ years)	PAR — Property Acknowledgement Receipt

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Module Tabs

The Inventory module is a single page with tabbed sections:

1. Item Catalog
2. Receiving
3. Issuance
4. Stock Card / Ledger
5. SEP Registry
6. PPE Registry
7. MR Custodians

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Tab 1: Item Catalog

Lists all items that have been configured for inventory tracking. Items come from the Item Directory (set up in Admin → Directories → Item Templates).

What is shown

For each item:

• Item name and unit
• Classification (INVENTORY, SEP, or PPE)
• Useful life (in years)
• Useful life band (SHORT_LIVED, MEDIUM_LIVED, LONG_LIVED)
• Current stock balance

Useful Life Bands

Band	Years
SHORT_LIVED	1–3 years
MEDIUM_LIVED	3–5 years
LONG_LIVED	5 or more years

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Tab 2: Receiving

Records the physical receipt of items from a DV or PO into stock.

Receiving from a Disbursement Voucher

1. Click Receive from DV.
2. Select the DV from the list of eligible DVs (DVs that have items not yet fully received).
3. Select which line items to receive.
4. Set the received quantity for each item.
5. Set the classification (INVENTORY, SEP, or PPE) for each item.
6. Set the unit cost.
7. Click Save.

The system records a RECEIVE movement and updates the stock balance.

Receiving from a Purchase Order

1. Click Receive from PO.
2. Select the PO from the list of eligible POs.
3. Follow the same steps as DV receiving above.

What happens after receiving

• Stock balance increases for each item received.
• A stock movement record is created with reference type DV or PO.
• A snapshot of the classification rules at the time of receipt is saved (immutable for audit).

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Tab 3: Issuance

Issues items from stock to individual custodians, generating the appropriate accountability document (ICS or PAR).

Issuing an Item

1. Click Issue Item.
2. Fill in the issuance form:

Field	Description
Item	Select the item to issue
Quantity	How many units to issue
Custodian	The user receiving custody (selected from system users)
Office	The office the custodian belongs to
Document Type	Auto-filled based on classification: ICS for SEP, PAR for PPE
Document Number	The ICS or PAR document reference number
Useful Life Band	Confirm or override the useful life band for this issuance

3. Click Save.

After issuance

• Stock balance decreases.
• An Accountability Record is created (see SEP Registry and PPE Registry tabs).
• The system records an ISSUE movement linked to the custodian and document.

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Tab 4: Stock Card / Ledger

A chronological movement history for a single item — equivalent to the traditional government stock card.

Using the Stock Card

1. Select an item from the dropdown.
2. The ledger shows all movements for that item in order:

Column	Description
Date	Date of the movement
Type	RECEIVE, ISSUE, or ADJUSTMENT
Reference	DV number, PO number, or "Manual"
Quantity In	Units added to stock
Quantity Out	Units removed from stock
Balance	Running stock balance
Unit Cost	Cost per unit at this movement
Total Cost	Quantity × Unit Cost

Stock adjustments

If the physical count differs from the system balance, an ADJUSTMENT movement can be recorded to correct the balance. Only ADMIN can perform manual adjustments.

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Tab 5: SEP Registry

Lists all Semi-Expendable Property accountability records — one record per item per custodian.

Viewing the SEP Registry

Filter by:

• Status: ACTIVE (item is with the custodian), RETURNED (item returned to stock), DISPOSED (item disposed of)
• Custodian
• Office

Each record shows:

• Item name
• Custodian name and office
• ICS document number
• Issue date
• Expected return (if applicable)
• Status

What happens when a SEP item is returned

Contact the Inventory Custodian or Admin to update the accountability record status to RETURNED and record a return movement.

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Tab 6: PPE Registry

Lists all Property, Plant and Equipment accountability records. Same structure as the SEP Registry.

Filter by Status: ACTIVE, RETURNED, DISPOSED.

Each record shows:

• Item name
• Custodian name and office
• PAR document number
• Issue date
• Status

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Tab 7: MR Custodians

Memorandum Receipt (MR) custodian list — tracks which users hold formal custody of which items under MR documents.

This tab is used for viewing and managing custodian assignments. Contact your Admin to update MR assignments.

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Stock Movement Types Reference

Type	Description
RECEIVE	Items added to stock (from DV, PO, or manual)
ISSUE	Items removed from stock (issued to custodian)
ADJUSTMENT	Manual correction of stock balance

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Reference Types (Source of a Movement)

Reference Type	Description
DV	Movement originated from a Disbursement Voucher
PO	Movement originated from a Purchase Order
PR	Movement originated from a Purchase Request
MANUAL	Manually entered movement (adjustment or initial stock load)

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Common Tasks Quick Reference

Task	Where
View all items and current stock	Inventory → Item Catalog tab
Receive items from a DV	Inventory → Receiving tab → Receive from DV
Receive items from a PO	Inventory → Receiving tab → Receive from PO
Issue items to a custodian	Inventory → Issuance tab → Issue Item
View movement history for an item	Inventory → Stock Card tab → select item
View all SEP accountability records	Inventory → SEP Registry tab
View all PPE accountability records	Inventory → PPE Registry tab
View MR custodians	Inventory → MR Custodians tab