Inventory Management System
The full store cycle - purchase vouchers with your own numbering, goods receipt, issuance to staff, returns with settlement, physical verification, supplier ledgers, and budget control by item category.
How the Vawsum Inventory Management System works
From purchase voucher to physical verification, in one cycle.
School stores run on trust and a register. Somebody buys, somebody receives, somebody issues, and at the end of the year the physical count and the book disagree by an amount nobody can explain. The gap is rarely dishonesty - it is that purchase, receipt, issuance and return are recorded in four different places by four different people, if they are recorded at all. Vawsum runs the whole cycle as one flow. Masters and items are defined first, then a purchase voucher is raised against a supplier, and goods are received against that voucher through a goods receipt note - so what was ordered, what arrived and what was invoiced are the same record rather than three. Voucher numbering follows a format the school decides, which matters when an existing accounting practice already has a convention the auditor expects. Consumption is recorded as issuance to staff and departments, so stock reduces because something was actually taken rather than because someone adjusted a figure. Returns are handled properly in both directions, with purchase returns to a supplier and sales returns settled rather than written off in a note. Physical verification is supported as a reconciliation against recorded stock, so the annual count produces a variance you can investigate instead of a new opening balance. Suppliers carry their own ledgers, budget control caps spend by item category over a date range before the money is committed, and where a trust runs several campuses, inter-school transfer moves stock between them properly recorded. Items leaving the premises link to a gate pass, so nothing walks out unnoticed.
Benefits
The count and the book agree, and the variance is explainable
Features
Designed basis inputs from 1000+ institutions
Frequently asked questions
If you have any doubts about our Inventory Management System beside these, feel free to reach out to us
1. What does the full inventory cycle cover?
Masters and items, purchase voucher, goods receipt note, issuance to staff and departments, returns, stock reconciliation and reporting. All of it runs as one connected flow rather than as separate registers kept by different people.
2. Can we keep our own voucher number format?
Yes. Purchase and sale voucher numbering is configurable, so an existing accounting convention your auditor already expects is preserved rather than replaced by the software’s own scheme.
3. How is stock reduced when something is used?
Through issuance to staff and departments, recorded as consumption. Stock reduces because something was genuinely taken, not because a figure was adjusted to match what is on the shelf.
4. How do we handle goods returned to a supplier?
As a purchase return with settlement. Goods returned by a buyer are handled as a sales return in the same way, so returns are reconciled rather than written off in a note.
5. Does it support physical stock verification?
Yes. Stock reconciliation compares the physical count against recorded stock, so the annual verification produces a variance the institution can investigate rather than quietly becoming the new opening balance.
6. Can we cap what a department spends?
Yes. Expense budget control configures a budget against an item category for a specific date range, so spend is capped at the point of commitment rather than questioned once the term is over.
7. Do suppliers have their own ledgers?
Yes. Each supplier carries a ledger of purchases, returns and settlement, so what is owed to whom is answered from the system rather than from a file of invoices on a desk.
8. What reports does the module produce?
Stock level and expiry reports are the two that matter most day to day – what is running low and what is approaching its shelf life, which is critical for laboratory chemicals and infirmary supplies. Stock movement, supplier ledger and reconciliation reports are also available.
9. We run several schools under one trust. Can we move stock between them?
Yes. Inter-school transfer moves inventory and shares assets between campuses with the movement recorded, so a surplus at one school answers a shortage at another rather than triggering a fresh purchase.
10. What happens when stock leaves the premises?
It is linked to a gate pass, so items going out for an event, a repair or another campus are recorded at the gate rather than noticed missing at the next count.
11. What is the difference between Inventory and Asset Management?
Inventory covers consumables – things bought, issued and used up. Asset Management covers what the institution keeps and accounts for over time, such as projectors, furniture and laboratory equipment. Both run in the same platform and items can move between stores in either.
12. Will we know before something runs out?
Yes. Set minimum and maximum stock levels per item and the system alerts you when stock falls below the reorder level, so restocking is anticipated rather than triggered by the person who found the shelf empty.
13. Can we run more than one store in the same school?
Yes. Stock is tracked across multiple stores within the same school in real time, with transfers between locations recorded, so the laboratory store and the general store are not two disconnected registers.
14. Can we see how stock moved over a period?
Yes. The movement report traces each item from opening balance to closing balance, so a change over a term is explained line by line rather than presented as two figures that do not reconcile.
15. Can we see what an item cost us previously?
Yes. Historical purchase price is tracked per item over time, so a supplier quoting a higher rate is negotiated with from the record rather than from an impression that prices have risen.
16. Is there an audit trail on stock changes?
Yes. Every change records who updated the stock and when. That protects the store keeper as much as the institution, because a variance at verification has a trail behind it rather than an accusation.
17. Does stock update automatically when items are issued?
Yes. Stock levels update automatically when items are issued or sold to students, and stock values can be integrated with financial data for budgeting and forecasting.
18. How long does it take to go live?
We can configure the system in a few hours if we have all the data.