If your school sells items such as course books, uniforms or exam materials, you can now link them to the fees you charge. When you add the fee to a student, the item comes out of stock automatically, so your inventory count stays accurate without anyone updating it by hand.
This feature is in beta. You will see a BETA label next to it in the app. It is ready to use and we would love your feedback, but we are still improving it, so please keep an eye on your stock numbers to begin with rather than relying on them straight away.
What this gives you
A selling price on each inventory item, separate from what you paid for it.
Fees that fill themselves in when you pick an item, so you are not retyping names and prices.
Stock that goes down on its own when you charge a student for an item.
A full history of every stock change, so you can always see where your numbers came from.
Step 1: Add a selling price to your items
Each item now has two prices. This keeps your own costs separate from what families pay.
Cost is what you paid for the item.
Selling price is what you charge a student for one of them.
Go to School management.
Open the School inventory tab.
Click an item to open it, then click Edit.
Enter the Selling price.
Click Save changes.
The selling price is optional. If you leave it blank, you can still link the item to a fee and simply type the amount yourself.
Step 2: Link an item when you add a fee
Go to the student's profile.
Open the Fees tab.
Click Add fee.
Choose the item from Linked inventory item, just under the template selector. Each item shows how many you have left, for example "Course book (12 in stock)", so you can check before you sell one.
The description and amount fill in from the item. Change either one if you need to.
Click Save changes.
If an item shows no number, its quantity has not been filled in yet. You can still sell it, and you can add the quantity later by editing the item.
That is it. The fee is added to the student and one of that item comes out of stock.
If you tick Save this fee as a template, the linked item is remembered too. Next time you pick that template, the item is already selected for you.
How the stock count works
Stock goes down by one for each student you add the fee to. Charge three students for a book and the count drops by three.
A monthly fee only takes one from stock, when you first add it. It does not take another one each month.
Editing a fee later does not change stock again. Correcting an amount or a description is safe.
Student credit does not affect stock. Only fees do.
Stock is only taken when you add the fee from the student's Fees tab.
Where to see how much stock you have
The current count appears in four places.
The inventory list, in the Quantity column. Best for scanning everything at once. Click the column heading to sort by it and bring your lowest items to the top.
The item's own page, in the Details card next to Cost and Selling price.
The fee window, beside each item name in the list, so you can check stock at the moment you are charging for it.
The stock history on the item page, which shows how the count got to where it is.
See the full stock history
Every change to an item's stock is recorded, so you can always see how you arrived at the current number.
Go to School management, then School inventory.
Click the item to open it.
Scroll down to the Stock history card.
Each line shows the date, what happened, how many went in or out, a short note, and who did it. Sales made through a fee show the fee they came from.
If you delete the fee
If a fee was added by mistake, deleting it puts the item back into stock. The confirmation message tells you exactly what will be returned before you confirm, for example "1 unit of Course book will be returned to stock."
The return is added to the stock history as its own line, so both the sale and the return stay visible.
Troubleshooting
No item list in the fee window? Your school has no inventory items yet. Add one in School management, then School inventory.
The amount did not fill in? That item has no selling price set, and a note under the amount says so. Type the amount into the fee, or edit the item and add a selling price for next time.
The amount is there but the description is not? Anything you have already typed is kept. Clear the field first if you want it filled in for you.
Stock did not change? Check that an item was chosen in Linked inventory item before saving. A fee with no item linked does not touch stock.
Stock shows a minus number? This is allowed on purpose, so you are never blocked from charging a student. It usually means the count was behind. Edit the item and set the correct quantity.
No number showing next to an item in the fee window? That item has no quantity saved yet. Edit the item and enter one, and the number will appear from then on.
Linking your inventory to your fees means your stock levels look after themselves. Charge the fee as you always have, and the count stays right.