Inventory Management System

Inventory Management System (IMS) Documentation#

Table of Contents#

1. About the Module
2. Key Features
3. Prerequisites
4. Inventory Roles Description
5. IMS Administrator’s Guide
   • Stock Details
   • Issue Inventory
   • Vendor Details
   • My Issued Items
   • Indent Requests
   • Manage Pending Indents
   • Departmental Stock Request (Store-to-Store Transfer)
   • Search Issued Inventory
   • Search Student Issued Inventory
   • Reports
   • Advance Reports
   • Activity Logs
   • Bulk Upload File Logs
   • Master Settings
6. Additional Features
7. Department’s Guide
8. Dealing Assistant Guide
9. User Guide
10. Reports & Analytics
11. FAQ
12. Glossary

About the Module#

The Inventory Management System (IMS) helps track all the items and supplies used by employees and departments every day. It handles two main types of items: Consumables (like stationery or pantry supplies) and Non-Consumables (like laptops, chairs, or machinery).

The main goal of this module is to make sure we always have enough stock without over-ordering. It simplifies how items move within the organization through these key features:

• Stock Details: Keep a real-time record of all available items, their quantities, and where they are stored.
• Issue Inventory: Easily assign items to specific employees or departments and keep track of who has what.
• Indent Requests: Allow departments to raise requests for new supplies when they are running low.
• Stock Transfer Requests: Move items smoothly from one location or department to another when needed.
• Manual Stock Transfer: A feature to manually adjust or move stock between different points when a standard automated request isn’t needed.
• FSCM & Bill Tracking Link: This module is connected to the FSCM system to keep everything synced. It ensures that all * Vendor details are added to the portal so that billing and records stay accurate.

Key Features#

1. Stock Entry Tracking Every item that comes into the warehouse is recorded, making it easy to track where everything is stored.

2. Online Stock Maintenance All inventory records are kept digitally, ensuring that stock levels are always accurate and easy to manage in real time.

3. Detailed Reports for Audits The system generates various reports that make it simple to check and verify stock whenever an audit is needed.

4. Easy Stock Issuance Stores can quickly issue available items to users, and the system automatically updates the remaining balance.

5. Advanced Reporting Admins can download detailed stock reports in different formats to analyze data or keep physical records.

6. Department-Level Stock Management Each department has the flexibility to manage and maintain its own specific inventory independently.

7. Issue Record Search Admins can easily search through all past issued items using filters to track who received what and when.

8. Indent Request System Users can request new stock through their own login and track the approval status of their request in real time.

This inventory module is a helpful tool designed to meet the daily needs of Universities and Colleges, making sure all inventory tasks are handled efficiently.

↑ Back to Top

Prerequisites to Initiate the Inventory Management System#

To use the Inventory Management System effectively, Universities and Colleges need to complete these basic steps in the portal first:

• Setup Organization Structure: Define all departments, sections, and centers in the system so that items can be assigned to the right place.
• Add Employee Details: Make sure all staff members (permanent, contractual, or guest faculty) are added under their respective departments.
• Assign an IMS Admin: At least one user must be assigned the ims_admin role to manage the overall inventory, approvals, and settings.
• Create User Accounts: Set up login access for employees so they can raise requests and use the system’s features.
• Add Vendor Details (FSCM/Bill Tracking): All vendor information should be added to the portal to keep billing and stock records synced.

Note:

• These steps should be completed by the HR Admin or the person handling the main portal settings.
• Filling in accurate details is important to make sure the inventory process works without any errors.

↑ Back to Top

Inventory Roles Description#

There are five types of user roles available in the Inventory Management Module:

1. ims_admin (Inventory Admin)
   This role is assigned to the main administrative account. The Inventory Admin has full control over the module and can configure all inventory settings.

2. ims_department (Department Admin)
   This role is assigned to departmental administrative accounts. The user can manage stock entries in their respective departmental store and issue items only to employees of their department.

3. ims_user (Employee Role)
   This role is assigned to all employees within the institution/university. Employees can raise indent requests for stock items, track the real-time status of their requests, and view the stock issued to them.

4. ims_admin_view (View-Only Admin)
   This role is assigned to administrative accounts that require view-only access. Users can monitor all inventory activities but cannot perform any modifications or operational tasks.

5. ims_dealing_assistant (Stock Entry Role)
   This role is assigned to accounts responsible only for stock entry. Users can add stock to the inventory but are not permitted to perform any other inventory operations.

6. ims_indent_default_authority (Primary Authority)
   This role acts as the primary authority in the indent workflow. It is responsible for initiating and controlling the main indent approval flow.

7. ims_indent_verifier (Verification Authority – Optional)
   This is an optional intermediate role used when an additional verification layer is required before final approval. It helps validate requests for accuracy.

8. ims_indent_approver (Final Approval Authority)
   This role is the final decision-making authority in the indent workflow. Requests approved at this level are eligible for stock issue.

↑ Back to Top

IMS Administrator’s Guide (ims_admin)#

Admin’s Side Menu#

Inventory Management Dashboard#

The dashboard gives an overview of the Inventory Management of all the stocks added to the inventory.

Key Dashboard Features#

The dashboard provides a real-time summary of inventory status, spending, and usage trends. It is designed to give the ims Admin a quick operational overview without opening individual reports.

The dashboard includes the following components:

• Total Inventory
  Displays the total count of items available in the system, including both consumable and non-consumable stock.

• Total Consumable Amount
  Shows the total purchase value of all consumable items recorded in IMS.

• Total Non-Consumable Amount
  Shows the total purchase value of asset/non-consumable inventory.

• Graphical Analytics

  The dashboard provides visual charts for quick insights:

  • Top five most used items
  • Top five least used items
  • GeM vs non-GeM purchasing comparison
  • Condemnation / disposal status overview

• Recent Activity Feed
  Displays the latest actions performed in the inventory module such as stock entry, issue, approvals, and updates.

• Category-wise Inventory View
  Shows inventory distribution grouped by category.

• Top Ten Vendors
  Graphical representation of vendors based on procurement volume.

Impact on System Workflow#

• Provides instant operational visibility
• Helps monitor stock consumption trends
• Supports financial tracking
• Assists in procurement planning
• Highlights disposal and asset status
• Improves administrative decision-making

⚠ Admin Note: Dashboard data is generated from approved and active stock records only.

↑ Back to Top

Stock Details#

Stock Details is the heart of the Inventory Management System. This is the central area where the IMS Admin manages everything related to items coming into the store. Whether you are adding a single item or uploading thousands of records at once, it all happens here.

The Stock Table gives you a complete bird’s-eye view of your inventory, including where each item is stored, how much is left, and its financial value.

Stock Entry Options#

There are three ways to bring stock into the system, depending on your needs:

1. Add Stock Details: Best for manual entry of a single item or a small purchase.
2. Add Stock Details in Bulk: Use this when you have several different items to enter quickly using a single on-screen form.
3. Bulk Import Stock Details: The fastest way to upload a massive amount of data using a pre-filled Excel template.

Post-Entry Operations#

Once the stock is in the system, you can use these tools to manage it:

• Final Submit in Bulk: This is a “Check & Confirm” step. You can review all draft entries and finalize them all at once.
• Inactive Stocks: A history section where you can find items that have been archived or marked as inactive.
• Generate Stock PDF (by Bill/PO Number): Instantly create printable documents for your purchase records using the Invoice or PO number.

Stock Table Actions#

For every item in your list, you have these quick control buttons:

• View: Open the full details of the stock record (Read-only).
• Edit: Fix any mistakes before you hit the final submit button.
• Final Submit: Ensure all details are accurate and complete before proceeding with click to final submission.
• PDF/Excel: Download the specific stock record in your preferred format for offline use.
• Stock Breakdown: A very useful view that shows you exactly how much was originally bought, how much has been issued, and exactly what is left on the shelf.

Impact on System#

• The Starting Point: No item can be issued to a staff member unless it is first recorded here.
• “Live” Status: Stock only becomes available for use after you perform the Final Submission. Draft stock cannot be issued.
• Financial Accuracy: Every rupee entered here reflects directly on your main financial dashboards and audit reports.
• Audit Integrity: Once a record is finalized, it becomes a permanent part of the history. This ensures that nobody can “delete” records to hide mistakes.

Note: If stock is entered incorrectly (wrong quantity or wrong warehouse), it will cause errors in every other part of the system, including reports and issues. ⚠ Admin Warning: Always double-check your entries before the Final Submission, as this locks the record for audit purposes.

Final Submit in Bulk#

The Final Submit in Bulk feature is a huge time-saver for Admins. Instead of opening and confirming every single item one by one, you can simply use checkboxes to select multiple “Draft” records and finalize them all with a single click.

Think of this as the “Final Approval” step. Before doing this, the Admin should quickly verify that the quantities, warehouse locations, and bill amounts are 100% correct.

Impact on System#

• Activates Inventory: Items stay in “Draft” mode and are invisible to users until you perform the Final Submission. Once submitted, they become “Active” and ready to use.
• Enables Issuing: You can only issue or give out items to staff once they have been finalized here.
• Data Security: This step “locks” the record. It ensures that once stock is officially part of the inventory, it cannot be accidentally changed or deleted, keeping your audit trail clean.
• Instant Updates: The moment you click submit, your main dashboard and financial reports are updated with the new stock values.

Note: This is your last chance to fix any typos. Always do a quick review of your draft list before hitting the bulk submit button. ⚠ Admin Warning: Once records are finalized, they become permanent. Free editing is restricted after this point to maintain institutional audit rules.

Inactive Stocks#

The Inactive Stocks section acts as an archive for your inventory. It stores all the stock records that are no longer in use but need to be kept for your records.

Even if an item is not being issued anymore, it stays in the system so you can always go back and check its history or show it during an audit.

Impact on System#

• Safety Lock: Items in this list are “frozen”—they cannot be issued to any staff member, preventing old or obsolete stock from being used by mistake.
• History Keeper: It preserves the full life-story of your inventory. You don’t “delete” stock; you simply move it here to keep your active list clean.
• Audit Ready: During an audit, you can show exactly what happened to old stock, ensuring your institutional records are complete and transparent.
• Reporting: While these items don’t show up in your “Available Stock” dashboard, they still appear in historical reports when you need to look back at past years.

Note: Moving stock to ‘Inactive’ is a great way to manage seasonal items or equipment that has been retired from service. ⚠ Admin Warning: Always verify before marking stock as inactive, as this action immediately removes the items from your live inventory and stops them from being issued.

Generate Stock PDF by Bill/PO Number#

This feature allows the Admin to create a single, consolidated PDF report for all items linked to a specific Bill Number or Purchase Order (PO). Instead of looking at individual items, you get a complete summary of everything bought under one invoice.

How to use it:#

• Click the Generate PDF by Bill/PO Number button on the top right.
• Select the specific Bill Number or PO Number from the list.
• Choose a filter (All, Active, or Inactive) to decide which items to include.
• Download and save the PDF for your physical files or office records.

Impact on System#

• Official Proof: It creates a professional document that acts as institutional proof of when and what was bought.
• Easy Audits: When auditors ask for proof of a specific purchase, you can instantly give them a bill-wise PDF instead of searching through the whole system.
• Reconciliation: It helps the finance department match the items entered in the system with the actual physical bills received from vendors.
• Record Keeping: It preserves a clean digital copy of your purchase history, which is essential for long-term documentation.

Note: This is the best way to double-check that every item mentioned on a vendor’s bill has been correctly entered into your inventory. ⚠ Admin Warning: Always verify that the bill numbers were entered correctly during stock entry; otherwise, the PDF will not show the correct items.

Add Stock Details#

The Add Stock Details option is used to manually enter a single item into the inventory. This is the starting point for any new stock that arrives at your store.

How to use it:#

• Open the Form: Click the blue Add Stock Details button at the top of the page.
• Enter Details: Fill in the required fields like Item Name, Quantity, Unit (UOM), Price, and Bill Reference.
• Vendor Selection: Choose the supplier from the list. If it is a new supplier, click the Add Vendor button to register them in the FSCM (Financial Supply Chain Management) module.
• Budget Head: Select the correct Budget Head for the purchase. This is also linked to the FSCM module to track spending against your financial budget.
• Save to Draft: Click Save to create a Draft Stock Entry.
• Auto-Redirect: After saving, the system automatically takes you to the View Details page of that item.

Required Configuration: Before adding stock details, all prerequisite Master Settings must be finalized.

User Permissions: This core configuration must be performed by a Module Administrator assigned with the ims_admin role.

Linked Master Settings & FSCM Integration for Vendor & Budget Head#

The Stock Entry form is not just a standalone page; it pulls data from your Master Settings and the FSCM Module to ensure your inventory is accurate and audit-ready.

Pre-Requisite Configurations (Required Settings) to creates a stock entry#

Before filling out the Stock Entry form, ensure the following masters are configured. These settings act as the foundation for every stock record:

FSCM Integration (Vendors & Budget)#

This link connects your inventory directly with the institution’s financial rules.

• Vendor (Mandatory): By selecting a vendor from the pre-verified list (managed in the FSCM module), you ensure that every item in your store has a clear “Source of Origin.” This is vital for processing payments and handling warranty claims or returns.
• Budget Head (Optional): This acts as the financial “permission” for the purchase. Every stock entry is mapped to a specific budget, ensuring the store does not exceed its financial allocation and providing the Finance Department with real-time spending data.

1. Warehouse & Store Mapping (Mandatory)#

This determines the ownership and accessibility of the items.

• Logical Ownership: By choosing a Warehouse, you are assigning the stock to a specific department or unit (OU).
• Visibility: This mapping controls who can see the stock. For example, if items are mapped to the “Science Lab Warehouse,” they will only be visible to staff members authorized to request items from that specific lab.

Storing/Warehouse Details#

This section is where you define the physical locations where your stock is kept. Each warehouse is linked to a specific Organizational Unit (OU) (like a Department or Section), making it the official storage point for that unit.

Every item entered into the system must be linked to a warehouse. This mapping is important because it decides who can access the stock and how it shows up in your reports.

Available Actions#

• Add New Warehouse: Create a new storage point and map it to an OU.
• Bulk Import: Upload multiple warehouse locations at once using an Excel template.
• Update: Edit information for existing warehouses.
• View: Review the configured existing warehouses.
• Download Reports: Get a list of all stores and warehouses in the system..

Store Addition Form:

Storing Location Fields Description:

Defining a Storing Location (Warehouse/Store) is critical for tracking the physical movement of stock and establishing accountability for inventory management.

Impact on System#

• Stock Entry: You must select a warehouse every time you add stock; otherwise, the system won’t know where it is.
• Automatic Linking: The system uses the warehouse to automatically link stock to the right department (OU).
• Stock Deduction: When items are issued, they are automatically deducted from the specific warehouse they were taken from.
• Access Control: A Departmental warehouse keeps stock private to that unit, while a Central warehouse allows for shared access.
• Easy Reporting: You can filter your reports by warehouse to see exactly what is available in each location.
• Data Safety: Once stock is added to a warehouse, that warehouse cannot be deleted. This prevents data loss and keeps your records balanced.

Note: If warehouses are not set up correctly, you won’t be able to add stock properly, and your reports will show incomplete or wrong information. ⚠ Admin Warning: Make sure your Warehouse and OU mapping is final before you start adding real stock data.

2. Categories (Mandatory)#

This is the highest level of classification and determines the “life cycle” of the item within the system.

• Tracking Rules: It tells the system if an item is Consumable (like stationery or cleaning supplies, which are removed from inventory once used) or a Non-Consumable/Asset (like furniture or equipment, which must be tracked as institutional property even after being issued).
• Reporting Logic: Most high-level financial and audit reports are grouped by Category, making this field essential for organized record-keeping.

Category#

Categories are used to group your inventory items into two main types. This is the first step in organizing your stock:

• Consumable: Items that get used up quickly (like stationery, cleaning supplies, or pantry items).
• Non-consumable: Items that are treated as assets and last a long time (like furniture, computers, or lab equipment).

Every item must be put into one of these categories before you can add it to the system. The category you choose decides how the system tracks that item and how it appears in your reports.

Available Actions#

• Add Category: Create and define new primary inventory groups for proper classification.
• Bulk Import: Upload multiple categories at once using the prescribed Excel template to save time and ensure structured data entry.
• Download Category Report: Export the complete list of categories for review, audit, or record-keeping purposes.
• Edit: Modify existing category details such as name, code, or description.
• View: Access and review complete details of a specific category in read-only mode.

Category Addition Form:

Category Fields Description:

The Category Master is the highest level of classification in the inventory system. It determines the fundamental behavior of items, specifically how they are tracked and handled after being issued.

Impact on System#

• Item Setup: You cannot create an item or add stock without picking a category first.
• Smart Tracking: The system handles “Consumables” differently than “Assets,” so picking the right one ensures your tracking logic is correct.
• Clear Dashboards: Your main dashboard uses these categories to show you a quick summary of what you have.
• Better Planning: It helps the finance team see what is being spent on daily supplies versus long-term assets.
• Data Safety: If you deactivate a category, you won’t be able to create new items under it, but your old stock records will stay safe and keep their original mapping.

Note: If an item is put in the wrong category, your reports will show incorrect data, and tracking your expensive assets will become difficult. ⚠ Admin Warning: Try to finalize your category list before you start full-scale operations, as changing them later can make your reports look messy.

3. Sub Categories (Optional)#

This provides a deeper layer of organization within a main Category, making it easier to manage large inventories.

• Detailed Organization: While not required to save the form, it allows you to group similar items together for better clarity. For example, if your Category is Electronics, your Sub-Category could be Monitors, Keyboards, or Cables.
• Specific Filtering: Using Sub-Categories makes the system much more user-friendly. When looking for a specific item among thousands, you can filter by Sub-Category to find exactly what you need in seconds.

Sub-Category#

Sub-categories help you organize your items even further within a main Category. Each sub-category must be linked to a parent category (e.g., “Laptops” or “Printers” under the main category “IT Equipment”).

While picking a sub-category is sometimes optional, using them makes your tracking much more organized and your reports more detailed.

Available Actions#

• Add Sub-Category: Create a new sub-category and map it to a parent category.
• Bulk Import: Upload multiple sub-categories at once using the prescribed Excel template.
• Edit: Modify the sub-category name or update its parent category mapping.
• View: View sub-category details in read-only mode.
• Download Sub-Category Report: Export the complete list of sub-categories for review and reporting.

Sub-Category Addition Form:#

Sub-categories allow for a more granular organization of inventory items within a main Category. They help in refining search results and generating detailed department-specific reports.

Sub Category Fields Description#

Impact on System#

• Better Organization: It helps you break down large categories into smaller, manageable groups.
• Advanced Filtering: When you run a report, you can see exactly how many “Ballpoint Pens” you have instead of just seeing “Stationery.”
• Flexible Entry: If you are in a hurry, the system won’t block you from adding stock if a sub-category is missing, but it’s better to have one.
• Usage Insights: It helps departments understand exactly what kind of items are being used the most.
• Data Consistency: Even if you change a sub-category name later, your old stock records will still keep their original details.

Note: If you don’t use sub-categories consistently, your reports will be very general and it might be harder to find specific items in a large list. ⚠ Admin Note: Sub-categories are optional, but we highly recommend using them to keep your inventory well-organized.

4. Units Master (UOM) (Mandatory)#

This ensures that item quantities are measured and tracked consistently across the entire system.

• Standardized Measurement: By selecting a specific unit (like Kg, Nos, or Boxes), you prevent “quantity confusion.” It ensures that the storekeeper, the requester, and the auditor are all using the same scale of measurement.
• Issue Consistency: If an item is stocked in Boxes, the system uses the UOM to track whether you are issuing a whole box or individual pieces, keeping the remaining balance accurate.

Units Master#

This section is where you define how items are measured, such as Nos (Pieces), Kg, Liters, Boxes, and more.

Every item you add to the system must have a unit assigned to it. This makes sure that when you buy, issue, or check reports, the quantities always make sense. The system comes with some standard units already set up, but Admins can also create custom units if needed.

Available Actions#

• Add Unit: Create a new custom unit if the existing standard units are not sufficient.
• View: View the standard units already available in the system.
• Update/Delete: Edit or remove custom units, provided they have not been used in any stock records.

Unit Addition Form:#

The Units Master is used to define the standardized measurement units for all inventory items. Proper unit configuration ensures consistency between procurement, stock management, and issuance.

Unit Fields Description#

Impact on System#

• Standard Tracking: It ensures everyone uses the same language. For example, if one person means “1 Box” and another means “1 Piece,” the units clear up that confusion.
• Accurate Requests: When employees request items (Indent), they will know exactly how much they are asking for based on the unit.
• Stock Security: To keep your data safe, the system won’t let you change or delete a unit once it has been linked to an item. This prevents your past records from getting messed up.
• Precise Reports: All your stock calculations and audit reports depend on these units to show the correct total quantities.

Note: If units are not set up correctly, your stock levels will become confusing, and your reports might show wrong calculations. ⚠ Admin Warning: Make sure to finalize all the units you need before you start entering real stock data.

5. Tax Details (Mandatory)#

This ensures that the financial value of the stock is calculated correctly without manual errors.

• Automated Calculations: You only need to enter the Base Price of the item. The system automatically pulls the tax percentage (GST) that you defined in the Master Settings.
• Total Landed Cost: The system calculates the final price (Base Price + Tax) automatically. This ensures your financial reports and purchase records are 100% accurate and match your physical bills.

Tax Details#

This section allows you to set up the tax rates that are applied when you buy new items or enter stock into the system.

Whenever new stock is added, the system uses the tax rate you select to automatically calculate the total cost of the items.

Available Actions#

• Add Tax: Create a new tax entry by specifying the tax name and percentage (e.g., GST 18%).
• View: View tax details in read-only mode.
• Edit: Update existing tax names or percentages when rates are revised.

Tax Addition Form:#

Add Tax Details Fields Description#

Before recording stock, you must configure the applicable tax slabs. These settings are used by the system to automatically calculate the Tax Amount and Total Landed Cost during stock entry.

Impact on System#

• Stock Entry: It is a required step when adding stock so the system can track costs accurately.
• Total Value Calculation: It directly changes the final purchase value of your inventory.
• Accurate Summaries: Having the right tax data makes your financial reports and summaries reliable.
• Historical Records: If you update a tax rate today, it only affects new entries. Your old records will still show the original tax value they were saved with.
• Audit Ready: It ensures that your digital records match your actual bills, which is very helpful during audits.

Note: If tax details are not set up correctly, your stock value will be wrong, and your financial reports won’t be trustworthy. ⚠ Admin Warning: Always make sure the tax rates in the system match your institution’s official finance rules.

Stock Entry Form – Fields Description#

This section provides a detailed explanation of all fields available in the Stock Entry Form of the Inventory Management System (IMS).

Important Notes#

• Fields marked with (*) are mandatory.
• Auto-calculated fields cannot be edited manually.
• Some fields become mandatory based on toggle selection (e.g., GEM fields).

The Review & Finalization Process#

Saving the form is only the first step. To make the stock “Live,” follow this process:

1. Draft Status: After saving, the stock is in ‘Draft’ mode. It is not available for issuing to staff yet.
2. Review & Update: On the View Details page, check all information carefully. If you find a mistake, use the Update button to fix it.
3. Final Submission: Once you are sure everything is correct, click Final Submit.
4. Action Lock: Important! After Final Submission, the Update option is permanently disabled. This protects the integrity of your audit records.

Impact on System#

• Data Integrity: The “Save as Draft” step acts as a safety net to catch errors before they affect live inventory.
• Financial Control: Linking to a Budget Head ensures the institution stays within its financial limits.
• Audit Protection: Locking records after final submission ensures transparency and prevents unauthorized changes to stock history.
• Real-time Availability: Stock only appears in the “Available Balance” for users once the Final Submit is completed.

Note: Think of ‘Save’ as your personal draft and ‘Final Submit’ as the official entry into the institution’s permanent records. ⚠ Admin Warning: Carefully review the Item, Warehouse, and Price on the View Details page. You cannot change these details once you click Final Submit.

Add Stock Details In Bulk#

The Add Stock Details in Bulk feature is an optimized version of the single entry form. It uses the exact same Master Settings and Field Definitions as the single entry form but is designed to handle multiple items from the same Invoice or Purchase Order (PO) in one go.

How to Use It#

• Open the Bulk Form: Click the white Add Stock Details in Bulk button at the top of the page.
• Header Information (Single Entry): Fill in the common details that apply to the entire bill once (e.g., Bill Number, Bill Date, Vendor, and PO Number).
• Itemized Rows (Multiple Entries): Fill in the specific details (Item Name, Quantity, Price, etc.) for each item.
• Add Additional Rows: Click the green (+ Add Item) button to create a new row for every additional item listed on your physical bill.
• Save as Draft: Click Save to create multiple Draft Stock Records linked to the same bill.

Key Features & Settings#

• Shared Configurations: Just like the single entry form, this bulk form is fully integrated with the same cofiguration:
  • FSCM Module: For Vendor and Budget Head validation.
  • Master Settings: For Warehouse mapping, Tax slabs, Categories, Sub-Category and Units (UOM).
• Grid Management: * (+ Add Item): Injects a new blank row into the grid.
  • Remove Row: Deletes a specific row if it was added by mistake before saving.

Header Field Definitions (Common for All Items)#

These fields represent the overall purchase data. The values you enter here will be automatically applied to every item row in the batch.

• Purchase Order Number*: The official PO reference for the entire procurement batch.
• Bill Number*: The invoice number from the vendor’s physical bill.
• Bill Date*: The date on which the invoice was issued.
• Vendor Detail*: Select the supplier from the verified FSCM list.
• Purchased Through GEM*: Toggle Yes/No to indicate if this was a GeM portal purchase.
• Date Of Purchase*: The actual date the transaction took place.
• Buying Currency*: The currency used for the entire bill (e.g., INR).
• Upload Image / PDF: Attach a scanned copy of the bill or invoice (Max: 5 MB). This attachment will be linked to every item in the bulk entry.

Impact on System#

• Batch Efficiency: Creates multiple stock entries in a single action, ensuring that an entire invoice is recorded together.
• Bill-Wise Grouping: Maintains a logical link between different items that arrived on the same bill, making financial reconciliation much faster.
• Data Consistency: Since the header is filled only once, there is zero risk of having different Bill Dates or Vendor names for items belonging to the same invoice.
• Finalization: Even though added in bulk, each item must be reviewed and Final Submitted on the View Details page to become “Live” in the inventory.

⚠ Admin Warning: While the settings are the same as single entry, be extra careful with the Header details. A mistake in the Bill Number or Budget Head will reflect across every item in the batch.

Bulk Import Stock Details#

The Bulk Import Stock Details feature is the fastest way to onboard large volumes of inventory. It allows you to skip manual form entry by uploading an Excel sheet containing hundreds of records at once.

While data is entered via an Excel sheet, the system enforces the same Master Settings and Financial Configurations used in manual single and Bulk forms to maintain data integrity.

How to Use It#

• Open the Import Tool: Click the green Bulk Import Stock Details button at the top of the page.
• Download the Template: Click the link to download the official Excel import format. Note: Never use a custom Excel file; only the system-generated template will work.
• Fill the Data: Enter your stock information into the Excel sheet. Ensure that the Vendor names, Budget Heads, and Warehouse names match the system records exactly.
• Upload the Sheet: Once your data is ready, select the file and click Upload. The system will validate the data and process the entries.
• Review Drafts: Successfully imported items will appear as Draft Stock Entries in your inventory list.

Key Rules for Excel Import#

• Consistent Data: The Excel sheet uses the same logic as the manual forms. Ensure that mandatory fields (marked with an asterisk in the sheet) are not left blank.
• Master Settings: Data like Category, Warehouse, and Units must match the names already configured in your Master Settings. Even a small spelling difference will cause the row to fail.
• One Row = One Record: Every row in the Excel sheet represents an individual stock entry.
• Validation: Before uploading, double-check the Bill Numbers and Unit Prices to avoid large-scale financial errors.

Impact on System Workflow#

• Mass Onboarding: Instantly creates large volumes of draft stock, making it ideal for the start of a new session or after a major institutional purchase.
• Standardized Structure: Maintains a consistent inventory format by forcing data into the predefined Excel structure.
• Process Continuity: Just like manual entries, imported stock is not available for issuing immediately. It must be reviewed on the View Details page and Final Submitted to become live.
• Audit Readiness: Creates a digital trail for every item imported, ensuring that bulk-added stock is as traceable as manually-added stock.

Available Actions in Bulk Import#

• Download Template: Provides the latest structured format for data entry.
• Upload File: Submits your completed Excel sheet for system processing.
• Import Logs: (If available) Shows you which rows were successfully imported and which ones failed due to errors.

⚠ Admin Warning: Always validate your Excel data before uploading. Incorrect bulk imports can lead to massive data inconsistencies, requiring significant effort to correct after the records are created.

View Stock Details#

Click the View button against any stock record to open the detailed stock page.
This page provides complete visibility and operational control over a selected stock entry.

• Click “Click here to see item details” to expand item-level information

Available Action Buttons#

The following actions can be performed directly from the stock view page:

• Update - Update the item details before final sumit
• Final Submit – Finalizes and activates item details in the inventory
• Change Status – Activate or deactivate the stock record
• Issue Inventory – Issue items to users
• Dispose Available (Unit Wise) – Dispose stock in unit quantities
• Export to Excel – Download stock data
• Print PDF – Generate printable stock record
• Transfer Stock – Move stock between warehouses
• Generate Unique Numbers – System-generated unique item numbers

Update#

Used to modify item details before performing the Final Submit.

• Click on Update.
• Edit the required item information.
• Save the changes.

This option is available only before the item is finally submitted and activated.

Final Submit#

Used to finalize and activate the item details in the inventory.

Note: The update form is the same as the Stock Add Form.

• Click on Update.
• The stock add form will open with pre-filled item details.
• Edit the required information.
• Click Submit/Save to update the details.

This option is available only before the item is finally submitted and activated.

Change Status#

Used to activate or deactivate the stock record.

Note: Updating the status of this item will automatically apply the same status to all its associated child items.

• Click on Change Status.
• Select the required status (Active / In-Active).
• Click Submit to apply the changes.

The selected status will be updated for the item and its linked child items.

Issue Inventory#

Used to issue available stock to users from the Item View Details Page.

• Click on Issue Inventory.

• Click Submit to complete the issue process.

System Logic:#

• Real-Time Deduction: Upon issuance, the system automatically deducts the specified quantity from the Available Stock of the designated warehouse.
• Transaction Recording: Every issuance creates an immediate digital footprint, recording the transaction details, recipient information, and the updated stock balance for audit purposes.

Note: After clicking Submit, the system will create a new issue record and deduct the issued quantity from the available stock.
The issued item will then be tracked under the Issue Inventory records.

Dispose Available (Unit Wise)#

Required Configuration: Before marking disposal, all prerequisite Master Settings must be finalized.#

User Permissions: This core configuration must be performed by a Module Administrator assigned with the ims_admin role.#

• Disposable Categories:

Disposal Categories define the specific reason why an item is being removed from your active inventory. This is used when an item is no longer usable or needed.

Common examples include Scrap, Broken, Expired, E-waste, or Old/Outdated equipment.

Whenever you remove an item from the system, you must pick a disposal category. This ensures that every item taken off the shelves has a clear reason recorded against it.

Available Actions#

• Add Disposal Type: Create a new disposal category to define a reason for removing items from active inventory.
• Bulk Import: Upload multiple disposal categories at once using the prescribed Excel template.
• Update: Modify the name, description, or status (Active / In-Active) of an existing disposal category.
• View: Access and review the list of all configured disposal categories along with their details and status.

• Click on Add Disposal Type.

• Click Submit to proceed.

Impact on System#

This configuration is used only at the time of marking an item as disposed.

• Mandatory Selection: The system does not allow disposal without selecting a disposal category, ensuring no item is removed without a recorded reason.
• Audit Clarity: Every disposed item carries a clearly defined reason, strengthening audit transparency.
• Loss Analysis: Helps identify recurring patterns (e.g., frequent “Broken” items) for corrective action.
• Asset Accountability: Ensures proper authorization and documentation before removing high-value assets.
• Permanent Record: Once marked as disposed, the selected disposal category remains permanently linked to the item’s history.

Note: If you don’t set up these categories, the disposal workflow will be blocked, and you won’t be able to clean up your inventory records. ⚠ Admin Warning: Make sure these categories match your institution’s official rules for handling old or broken assets.

Used to dispose available stock in unit quantities.

• Click on Dispose Available.

• Click Submit to complete the process.

Export to Excel#

Used to download stock data in Excel format.

• Click on Export to Excel.
• A confirmation alert will appear.
• Click OK in the alert to confirm.

The system will download the stock details file in Excel format.

Print PDF#

Used to generate a printable version of the stock record.

• Click on Print PDF.

The system directly generates a PDF of the stock detail page, which can be downloaded or printed for record purposes.

Transfer Stock#

Used to move stock from one warehouse/store to another.

• Click on Transfer Stock.

• Click Submit to complete the process.

The system updates the stock in both source and destination stores accordingly.

Generate Unique Numbers#

Used to auto-generate system-based unique numbers for the item.

• Click on Generate Unique Numbers.
• A confirmation alert will appear.
• Click OK in the alert to confirm.

The system will automatically generate unique numbers based on the total quantity of the item.

Item-Level Operations#

Admins can manage item tracking and quality controls:

• Add faulty items
• Revoke faulty items
• Dispose faulty
• View disposal details
• Add serial numbers
• Add unique numbers
• View serial / unique number lists

Add Faulty Items#

From the item view page, Admins can mark specific quantities as Faulty.

• Click on Add Faulty.
• Enter the faulty quantity.
• Submit Click Submit to proceed.

The faulty quantity is separated from available stock to maintain accurate records.

Revoke Faulty Items#

If a faulty item is repaired or incorrectly marked, it can be revoked from the same page.

• Click on Revoke Faulty.
• Enter the rquantity to restore.
• Submit Click Submit to proceed.

The revoked quantity is added back to available stock.

Dispose Faulty#

Require Configuration : While disposing a faulty item, the system will require selection of a predefined Disposal Category. Ensure Disposal Categories are properly configured in the Disposal Category Setting before proceeding.
(This configuration is already explained above in the Dispose Available section.)

Faulty items that are beyond repair can be permanently disposed.

• Click on Dispose Faulty.

• Click Submit to complete the process.

Disposed quantity is deducted from faulty stock and recorded for audit tracking.

View Disposal Details#

Admins can view the disposal history directly from the item view page.

• Displays the disposed quantity.
• Shows the disposal date along with the reference number.
• Includes disposal remarks for proper record tracking.

This ensures transparency and proper record maintenance.

Add Serial Numbers#

For items requiring serial-level tracking:

• Click on Upload Serial Numbers.
• Download the sample format (if available).
• Enter the serial numbers in the Excel sheet as per the required format.
• Upload the file and submit.

Each serial number is uniquely associated with the item for precise tracking.

Add Unique Numbers#

For internal tracking purposes:

• Click on Upload Unique Numbers.
• Download the sample format (if provided).
• Enter the unique identifiers in the Excel sheet as per the required format.
• Upload the file and submit.

Useful for distinguishing similar items within the same batch.

View Serial / Unique Number Lists#

Admins can view all assigned serial and unique numbers from the item detail page.

• Filter by status (Available, Issued, Disposed).
• Track movement history.
• Monitor individual unit-level status.

Transferred Item List#

• Displays logs of all stock transfers
• Maintains movement history for audit tracking
• A Material Transfer Voucher can be generated using the blue voucher button

Stock Issuing Detail#

This section displays issued inventory records linked to the stock.

Available actions include:

• Send Reminder – Send a notification to the user for pending item returns.
• Voucher Generate – Generate the issue voucher for record and documentation purposes.
• Accept Return – Confirm and update the stock when issued items are returned.
• Discard Issue – Cancel an incorrect or mistakenly created issue record.

Accept Return#

This action is used to confirm the return of previously issued items.

• Click on Accept Return.

• Click Submit to complete the process.

Once accepted, the returned quantity is added back to available stock.

Discard Issue#

This action is used to cancel an incorrect or mistakenly created issue record.

• Click on Discard Issue.
• Select Discard Issued Items (Yes) from the dropdown.
• Enter the Reason for Discarding the Issued Items.
• Click Submit to complete the process.

Once submitted, the issue record is cancelled and the stock is adjusted accordingly.

Impact on System Workflow#

• Main place to manage item stock actions
• Issue and disposal actions are done from here
• Keeps track of items using serial numbers
• Helps in checking records and history
• Manages stock movement between warehouses
• Any wrong action will directly affect available stock

⚠ Admin Warning: Actions performed here immediately impact active stock availability.

↑ Back to Top

Issue Inventory#

The Issue Inventory section allows stock to be issued directly without creating an indent request.
This helps in quick and smooth stock distribution from the store whenever immediate issuing is required.

Stock Retention Rules – System Configuration#

Required Configuration: Stock Retention rules must be defined to control how long an item should remain assigned before it can be reissued or considered for disposal.

User Permissions: This configuration is an administrative-level setting and can only be managed by users with the ims_admin role.

The Stock Retention Rule feature helps control how often the same item can be issued to the same person.

This rule is used to prevent frequent re-issuance of the same item within a short period of time.

Admins can set a retention duration (in months) for specific items.

For example, if a 6-month retention rule is applied to a stapler, the system will check the issue history of that person before allowing a new issue. If the same item was issued within the last 6 months, the system will block the new request unless the item is returned or the retention period is completed.

This feature helps maintain fair stock distribution and reduces unnecessary repeated issuance of inventory items.

How It Works#

• When an item is issued to a person, the system starts tracking the retention period.
• The same item cannot be issued again to the same person until:
  • The item is returned, or
  • The defined retention period is completed.

This rule is automatically applied for:

• Direct Issue Inventory
• Indent Request rasise Workflow

Available Actions#

• Add Retention Rule – Create a new retention rule for an item.
• View – Check existing retention rules.
• Update – Modify retention duration or rule configuration.

Add Retention Rule#

The Stock Retention Rule feature allows Admins to define how long a specific item should remain issued to a person before it can be reissued or processed again. This helps maintain controlled inventory distribution and prevents frequent repeated issuance of the same item.

Retention Rule Fields Description#

View Retention Rules#

This section allows Admins to review existing stock retention rules.

• Click View to open rule details in read-only mode.
• Check Rule name, Category, Ttem, Retention Tenure and Status.

Update Retention Rule#

This option allows modification of an existing retention rule configuration.

• Click Update.
• The update form is the same as the Add Retention Rule form.
• Modify retention duration or other details if required.
• Click Submit to save changes.

Retention rules can be updated before they are actively used in issuance workflow.

Impact on System Workflow#

The Stock Retention Rule feature strengthens inventory discipline and ensures responsible item usage across the organization.

• Prevents repeated issuance of the same item to the same person within the defined tenure
• Enforces automatic validation during both direct issue and indent-based issuance
• Reduces unnecessary stock consumption and misuse
• Ensures fair and controlled distribution of frequently used items
• Maintains issuance history tracking for audit and accountability
• Improves stock planning and forecasting by controlling replacement cycles
• Minimizes manual monitoring, as the system automatically blocks early re-issue attempts

Retention validation is applied automatically at the time of item issuance, ensuring compliance without additional manual checks.

Require Feature Settings for Item Issuance#

These settings control additional security and tracking options during the item issuance process.

Enable Required Item Identifiers for Item Issuance#

When this option is enabled, the system will require item identification details during issuance.

• Serial Numbers or Unique Numbers must be selected if the item is identifier-tracked
• Helps maintain unit-level tracking of issued inventory
• Improves audit traceability of individual items

If disabled, items can be issued without mandatory identifier selection.

Enable or Disable OTP Based Item Issuance Provision#

When this option is enabled, OTP verification is required for item issuance confirmation.

Workflow#

• After an item is issued, the same person who received the item must take action.
• OTP is sent for verification.
• The recipient can Accept or Reject the issued item.
• This action must be completed within 3 days of issuance.

If OTP is not verified within 3 days, the system will follow the default configured behavior.

If this option is disabled, item issuance will be completed without OTP confirmation.

This feature works similarly to OTP-based stock transfer acceptance and helps ensure secure issuance authorization.

To start issuing stock:

• Click on Issue Inventory.
• Select the Category Type (Consumable / Non-Consumable).
• Choose the required Category.
• Choose the required Sub-Category.
• Click on Search to view available items.

After searching, you can issue stock using different issuing methods based on your requirement.

Available Actions#

• Issue Items Individually – Issue items one by one.
• Issue the Same Item in Bulk – Issue a single item in bulk quantity.
• Issue Multiple Items in Bulk (Qty-wise) to the Same Person – Issue different items in bulk to a single person.
• Issue Multiple Items in Bulk to Different Persons – Issue multiple items at once to multiple persons.

These flexible issuing options make daily stock operations faster and easier to manage.

Issue Items Individually#

This option is used to issue a single item to a single person.

To issue an item, click on the green Issue Item button available in the table.

This method is mainly used when controlled and item-level tracking is required for a single issuance.

Note: After clicking Submit, the system will create a new issue record and deduct the issued quantity from the available stock.
The issued item will then be tracked under the Issue Inventory records.

Issue the Same Item in Bulk#

This option is used when issuing the same item in bulk quantity.

• Select the checkboxes for records containing the same item.
• Click on Issue Same Item in Bulk (blue button).
• The system automatically merges the available quantities.
• Fill in the issue details.
• Click Issue Same Item (Bulk) to complete the process.

Used when issuing identical items together.

Note: The form fields are the same as the Issue Items Individually form.
After submission, a single issue record will be created for the merged quantity.

Issue Multiple Items in Bulk (Qty-wise) to the Same Person#

This option is used when issuing multiple different items to the same person in a single process (for example, kit-based distribution).

• Click on Bulk Issue (Qty-wise) (green button).
• The system loads all available items.
• Select the required items.
• Enter different quantities for each selected item.
• Use the (+) icon to add extra rows if needed.
• Fill in the issue details (Person Type, Person, Issued On, etc.).
• Click Submit to complete the issuance.

Note: This form allows multiple items to be issued to the same person in a single submission.
After clicking Submit, the system creates separate issue records for each item based on the entered quantities.

Issue Multiple Items in Bulk to Different Persons#

This option is used when issuing multiple items to multiple persons in a single process.
It is mainly used for departmental or batch distribution.

• Click on Bulk Issue (Multiple Employees) (light button).
• The system opens a form built using the MultipleInput widget.
• Add multiple rows to assign different items to different persons.
• Enter required details for each row.
• Click Submit to complete the issuance.

Applicable only for Employee / Administrative person types.

Note: Multiple persons and multiple items can be added dynamically in the same form.
The system creates separate issue records for each row after submission.

Impact on System Workflow#

• Reduces the available stock immediately after submission
• Creates proper issue records for tracking
• Updates stock summary and reporting data
• Links issued items with the selected person
• Enables return, reminder, and follow-up actions
• Any incorrect entry will directly affect available quantity
• Supports both single and bulk issuing operations

⚠ Admin Warning: Once stock is issued, it becomes part of the system record and audit trail. Changes or cancellations should be done carefully.

↑ Back to Top

Vendor Details#

The Vendor Details section is used to manage and verify vendor information before adding stock into the inventory.

Vendor creation and updates are handled in the FSCM module to maintain centralized vendor records across the system.
The Vendor Details menu in IMS acts as a redirect bridge to the FSCM module, ensuring that vendor data remains consistent and unified.

From this section, Admins can:

• View the list of existing vendors
• Verify vendor details before procurement entry
• Ensure correct vendor selection while adding stock

This centralized approach prevents duplicate vendor records and maintains data consistency across modules.

Available Actions#

• Add Vendor – Redirects to the FSCM module to create a new vendor record.
• Bulk Upload Vendor – Allows uploading multiple vendors at once using the provided format in the FSCM module.

Add Vendor Individually#

• Click the Add Vendor button

Note: Some fields will appear or become mandatory based on your selections (such as PFMS ID, GST availability, and Bank Account details).
Ensure all dependent mandatory fields are completed correctly before clicking Save, as incomplete or incorrect information may prevent vendor registration.

Add Vendors in Bulk#

This option allows multiple vendors to be added at once using an Excel file.

• Click on Bulk Upload Vendors.
• The system redirects to the FSCM bulk upload interface.
• Download the official Excel template.
• Fill in the vendor details as per the given format.
• Carefully follow all instructions and validation rules.
• Upload the completed Excel sheet.
• Click Submit to import vendors into the system.

Note: All field validations and conditional dependencies (such as PFMS ID, GST details, and Bank Account information) remain the same as in individual vendor creation.
Any incorrect or missing mandatory data may cause the row to fail during import.

View & Search Vendors#

This section allows Admins to search and verify vendor details before using them in procurement or stock entry.

• Use the available filters to search vendors by name, type, status, or other criteria.
• Click on the View icon to see complete vendor details.
• Vendor records are displayed in read-only mode inside IMS.

Note: Any modification to vendor details must be done through the FSCM module to maintain centralized records.

Impact on System Workflow#

• Vendor selection is required before adding stock or purchase entries
• Ensures vendor data is managed from a single centralized system (FSCM)
• Prevents duplicate or mismatched vendor records
• Links stock purchases with verified vendor details
• Helps in billing, payment processing, and reporting
• Maintains consistent data between IMS and FSCM

⚠ Admin Warning: Always verify vendor details in FSCM before using them in stock or procurement entries to avoid incorrect financial records.

↑ Back to Top

My Issued Items#

This section allows the Admin to view and track all items that have been issued to them.

From here, Admins can check issued item details and download the complete issued-items report in Excel format for record keeping and verification.

Available Actions#

• View – Open and review detailed information of the issued record.
• Issue Tag Generation – Generate issue tags for tracking issued items.
• Voucher Upload – Upload the related issue voucher for documentation purposes.

View#

Used to open and review complete details of the issued item record.

• Click on View.
• Check issued quantity, issue date, return status, and other related details.
• Verify the record for reference or audit purposes.

Issue Tag Generation#

Used to generate issue tags for tracking issued items.

• Click on Issue Tag Generation.
• The system generates printable tags for the issued items.
• Tags can be used for physical labeling and tracking.

Voucher Upload#

Used to upload the related issue voucher for documentation.

• Click on Voucher Upload.
• Upload the required voucher file.
• Submit to save the document with the issued record.

↑ Back to Top

Indent Requests#

The Indent Requests section is used to manage all stock requests raised by IMS users.

Through this section, Admins can review and take action on indents based on availability and approval workflow. Actions include approving, rejecting, partially serving, or directly issuing stock against approved requests.

Indent requests act as a formal demand process and help maintain proper tracking of stock allocation.

Indent Approval Hierarchy: System Configuration#

Required Configuration: The Indent Approval Hierarchy must be configured to establish the workflow for stock requests and approvals.

User Permissions: This setup is restricted to the Module Administrator and must be performed by a user assigned with the ims_admin role.

This section defines who can verify and approve indent requests before stock is issued.

The system uses this setup to automatically send requests to the correct authority based on:

• Department (OU)
• Item Category

Different departments and item categories can have different approval chains.
For example, a Laptop request may follow a different approval flow than a Stationery request.

Feature Settings Activation for Indents (Important)**#

Enable/Disable Indent Approval Hierarchy#

When this option is enabled, all indent requests will follow the configured multi-level approval hierarchy before stock allocation or issuance.

How It Works:#

• The Admin enables the setting from Feature Settings.
• Indent requests are routed automatically to the defined approval authority levels.
• Each approval stage follows the configured hierarchy structure.
• The indent proceeds to the next stage only after approval at the current level.

If disabled:

• Indent requests will not follow the defined hierarchy.
• The system may allow direct processing based on default configuration.

This setting activates structured approval control for all indent requests.

Enable or Disable Category Based Indent Approval Hierarchy#

When this option is enabled, indent approval hierarchy is applied based on the Item Category selected in the indent.

How It Works:#

• The Admin enables the setting from Feature Settings.
• Approval flow is determined according to the item category.
• Different categories can have different approval hierarchies.
• The system automatically routes the indent to the appropriate authority based on category mapping.

If disabled:

• Category-based approval mapping will not apply.
• The standard indent approval hierarchy (if enabled) will be followed.

This setting provides more granular control by allowing different approval structures for different item categories.

Merge Available Same Stock while Raising Indent Requests#

When this option is enabled, the system automatically merges the available quantity of the same item and displays it to the user while raising an indent request.

How It Works:#

• While creating an indent, the system checks for the same item already available in the requester’s store/department.
• The available quantity is automatically merged and shown in the item list.
• User can clearly see:
  • Available stock quantity
  • Requested quantity
• This helps the user decide whether additional quantity is actually required.

If disabled, the system will not display or merge existing available stock during indent creation.

This feature improves stock visibility, avoids duplicate requests, and promotes better internal inventory utilization.

Raise Indent Request from Other Departmental Stores Option#

When this option is enabled, users can raise indent requests to other Departmental Stores instead of being restricted to their default mapped store.

How It Works:#

• During indent creation, the user selects Store Type = Departmental.
• The user can choose another available departmental store as the source store.
• The indent will follow the defined approval hierarchy of the Indenter’s OU (Organizational Unit).
• After approval, stock will be allocated from the selected departmental store.

If disabled:

• Users can raise indent requests only to their mapped/default departmental store.
• No alternate departmental store selection will be available.

⚠ This option applies only to Departmental Store type and does not affect Central Store indents.
This setting enables controlled inter-departmental stock movement while maintaining approval governance.

Key Roles Involved#

• IMS Indent Default Authority
  The primary person responsible for the indent approval flow.

• IMS Indent Verifier (Optional)
  A middle-level authority who reviews the request before it reaches the final approver.

• IMS Indent Approver
  The final authority who approves or rejects the request before stock can be issued.

Available Actions#

• Add New Hierarchy: Create a fresh approval path for a department and category.
• View/Update: Review or make changes to an existing approval chain.
• Change Status: Turn an approval path on or off (Active/Inactive).
• Bulk Actions: Publish or update multiple approval rules at once to save time.
• Inactive Page: A separate area to see all the old or disabled approval rules.

Add New Hierarchy#

Create a new approval chain by selecting:

Important Notes#

• Default Authority can be maximum 3 persons.
• Verifier and Approver lists can be added dynamically using the Add (+) button.
• Approval flow order must be properly defined.

Remember: Approval hierarchy works only when the feature setting Indent Approval Hierarchy is enabled.

View / Update#

This option allows users to review or modify an existing approval hierarchy rule.

• View the complete hierarchy configuration in read-only mode.
• Click Update to open the hierarchy form.

Note: The Update form is the same as the Add New Hierarchy form.
Users can modify configuration details before saving changes.

Publish#

This option is used to activate and apply a hierarchy rule from the table list and view.

• Click the Publish button available in the table row.
• A confirmation alert will appear.
• Click OK to confirm publishing.

Once published, the hierarchy rule becomes active and is applied to the approval workflow.

Change Status#

This option is used to activate or deactivate an approval hierarchy rule.

• Select the Status (Active / In-Active)
• Enter Remarks
• Click Submit to update the hierarchy rule

Status change will directly affect the approval workflow linked with this hierarchy.

Bulk Actions#

• Publish In Bulk:

This option allows publishing multiple hierarchy rules at once.

• Select records using the checkboxes in the table.
• Click the Publish in Bulk button.
• A confirmation alert will appear.
• Click OK to confirm.

After confirmation, all selected hierarchy rules will be activated.

• update multiple hierarchy:.

This option allows updating approval configurations for multiple hierarchy rules at once.

• Select the Hierarchy Type first.
• The system will display the list of hierarchies based on the selected type.
• Choose hierarchy records using checkboxes.
• Modify approval chain or amount-based approval rules if required.
• If amount-based hierarchy is enabled, ensure the From Amount and To Amount ranges are valid.
• Click Submit to update the selected hierarchy rules.

Note: Changes will be applied only to the selected hierarchy records.
Approval chain updates should be verified carefully before submission.

Inactive Hierarchy Page#

This section shows all disabled or old approval hierarchy rules.

From this page, Admins can:

• View hierarchy configuration details
• Change Status to activate hierarchy again if required

This page helps in managing old or temporarily disabled approval rules.

Impact on System Workflow#

• Automatically sends indent requests to the correct approval person
• Provides department-level control over request approvals
• Stops stock from being issued without proper approval
• Keeps a record of who checked and approved each request
• Reduces manual tracking and follow-up work
• Helps control stock before issuing items
• Supports structured approval flow for inventory requests

Stock cannot be issued through indent until all required approval steps are completed.

Indent Report Export#

Admins can download indent records for audit and review purposes.

To export the report:

• Click on Export to Excel from the Indent Requests page.
• Select the Date Range.
• Select the Store Type (Central / Department).
• Click Submit / Export.

The system generates a structured Excel report based on the selected filters.

This report is useful for tracking demand trends, reviewing approvals, and maintaining records.

Indent Request Available Actions#

Each indent record in the table provides the following quick actions to manage user demands:

Indent Request – Available Actions#

Each indent record in the table provides the following quick actions to manage and process user demands:

• Request For Items
  Allows the user to raise a new indent request by selecting one or multiple items along with required quantities. This initiates the formal demand workflow.

• View
  Opens the complete indent request in read-only mode for verification and review of requested items, quantities, and status.

• Edit
  Enables modification of indent details before final submission. Items and quantities can be adjusted at this stage.

• Final Submit
  Locks the indent and forwards it to the next level in the approval workflow. After final submission, further edits are restricted.

• Demand Voucher
  Generates a printable demand document for official record and internal approval tracking.

• Issue Voucher
  Downloads the official issued stock record in Excel format once the indent has been served or issued.

Request For Items#

Allows the user to raise a new indent request by selecting one or multiple items along with required quantities.
This action initiates the formal stock demand workflow.

Action Buttons#

Workflow Note#

After clicking Submit, the system redirects to the Indent Request View page.
From there, the user can:

• Review the request
• Edit (if required)
• Perform Final Submit to move it into the approval workflow

Once Final Submit is done, editing is restricted.

View#

Opens the complete indent request in read-only mode for detailed verification.

This screen allows users and admins to:

• Review all requested items and their quantities
• Check remarks and justification provided
• View current indent status (Draft / Submitted / Approved / Rejected / Partially Served, etc.)
• Track approval or processing history (if applicable)

Edit#

Allows modification of the indent before Final Submit.

At this stage, the user can:

• Add new items to the existing indent
• Remove previously added items
• Modify the requested quantity
• Update remarks (if required)

⚠ Important:

• Store Type, Store, Category Type, and Category cannot be changed.
• Item filters are not re-applied.
• Only item-level adjustments are allowed.

Once Final Submit is done, further editing is restricted.

Action Buttons in Indent View#

The following actions can be performed directly from the Indent Request View page:

• Demand Voucher – Generates the official Indent/Demand voucher.
• Issue Voucher – Generates the Indent Issue voucher after stock allocation.
• Action Button – Used for processing individual item issuance.
• Instant Bulk Allocation – Allows the Store Admin to allocate requested quantities for multiple selected items at once by choosing the Issue/Reject status.
• Stock Approval Details/Allocate in Bulk – Enables the Store Admin to allocate multiple selected items simultaneously with specific quantities and assign Serial Numbers or Unique Numbers.

Demand Voucher#

Generates the official Indent / Demand Voucher document.

• Used for formal approval and documentation
• Can be printed or downloaded for record purposes
• Reflects the requested quantities (not issued quantities)

Issue Voucher#

Generates the Indent Issue Voucher after stock has been allocated or issued.

• Reflects actually served quantities
• Acts as the official issue record
• Useful for audit and tracking

Action Button#

Used to process individual item-level allocation.

Field Details#

After filling the details, click Submit to proceed with the allocation.

If status is Issued, stock is reduced from inventory.
If status is Reject, the requested quantity is not allocated.

Instant Bulk Allocation#

Allows the Store Admin to process multiple selected items at once without opening each item separately.

This option is useful when full requested quantities are being approved or rejected together.

Steps#

• Select multiple items using the checkboxes
• Choose the status: Issue or Reject
• If Issue is selected, the system automatically allocates the full requested quantity
• Click Submit to proceed

Important Points#

• No partial quantity entry is required in this mode
• Serial / Unique number assignment is not handled here
• Best suited for quick full approval or full rejection of selected items

If partial allocation or serial selection is required, use Allocate in Bulk instead.

Stock Approval Details/Allocate in Bulk#

Enables the Store Admin to allocate multiple selected items with controlled quantity allocation in a single action.

This option is used when partial allocation is required or when serial/unique number selection is needed for multiple items together.

Field Details (Same as Individual Action)#

The fields and behavior are the same as the Action Button (Individual Allocation):

Key Difference#

• Multiple selected items can be processed together.
• Quantity can be adjusted per item.
• Serial and Unique numbers can be assigned per item (if applicable).

After entering the details, click Submit-All to complete the allocation.

Note: Once an indent is approved and items are allocated/issued, the system automatically deducts the approved quantity from the available inventory stock.
This deduction directly impacts live stock balances and reflects immediately in inventory reports and dashboards.

Impact on System Workflow:#

The Indent Request system works as the formal process between item demand and actual stock issue.
It ensures that stock is issued only after proper request and approval.

Impact on System Workflow#

• Creates a structured demand process before stock is issued
• Connects requested items with approved authorization
• Reduces unauthorized or direct manual issuing
• Maintains a clear record of who requested, approved, and issued items
• Updates live stock availability after allocation or issue
• Supports approval flow based on hierarchy (if enabled)
• Allows partial serving of requested quantities
• Helps track pending and backlog requests
• Generates demand and issue vouchers for record keeping
• Maintains serial and unique number tracking during allocation
• Helps in reviewing usage trends and future planning

⚠ Admin Note: Since indents directly trigger stock deductions and audit logs, ensure all served quantities are verified against physical stock before final approval.

↑ Back to Top

Manage Pending Indents#

This section shows all indent requests that are waiting for approval action under the configured approval hierarchy.

Only authorized users — IMS Admin or assigned approving authorities — can access and process pending indent records based on their workflow role.

Reviewing a Pending Indent#

• Open the pending indent record from the list
• Check requester details, requested items, and quantities
• Verify information before taking action

Available Actions#

• Forward Indent – Sends the request to the next authority in the approval hierarchy
• Approve Indent – Approves the indent and allows stock allocation or issuance
• Edit Indent – Allows modification of requested quantity before final approval
• Reject – Denies the indent request with remarks

Forward Indent#

Used to send the indent request to the next authority in the approval hierarchy for further processing.

• Click Forward.

• Select Query Status – Choose No Query or Query Raised.

• Return To (Dependent on Query Status).

• Clarification Status – Choose:

  • Seek Clarification

  • Seek Clarification with Upload (if required)

  • (This field is dependent on Query Status)

• Enter Remarks.

• The system automatically shows the next approval authority based on hierarchy configuration.

• Click Submit to proceed.

If a query is raised, the workflow will be paused until clarification is provided by the selected Return To authority.

Approve Indent#

Used to approve the indent request and allow stock allocation or issuance.

• Click Approve.

• Select Query Status – Choose No Query or Query Raised.

• Return To (Dependent on Query Status).

• Clarification Status – Choose:

  • Seek Clarification

  • Seek Clarification with Upload (if required)

  • (This field is dependent on Query Status)

• Approval Date is auto-selected by the system.

• Enter Remarks if required.

• The system automatically shows the next approval authority based on hierarchy configuration.

• Click Submit to proceed.

After approval, the indent moves to the next workflow stage and stock allocation or issuance can be performed.

Edit Indent#

Allows modification of indent details before it reaches the final approval stage.

• Click Edit Indent.
• Approval authority can edit the indent at any approval stage before final approval.
• Items can be added or removed.
• Requested quantities can be modified.
• Update or add remarks if required.
• Click Save to apply changes.

Important: Editing is allowed only before final approval.
After final approval, indent details cannot be modified.

Reject#

Used to reject an indent request before final approval.

• Click Reject.
• Enter the rejection reason or remarks.
• Confirm rejection.

Approval authority can reject:

• Individual items within the indent
• Or the entire indent request

This action can be performed at any approval stage before final approval.

Once rejected, the indent request is closed and will not move further in the workflow.

Status is automatically updated based on the action taken.

Impact on System Workflow#

The approval hierarchy controls how indent requests move through the approval process.

• Makes sure requests are checked by authorized persons
• Stops stock from being issued without approval
• Keeps a record of approval actions for tracking
• Supports multi-level approval flow
• Allows partial serving of requests if configured
• Shows real-time request status to users
• Helps manage stock distribution in an organized way

⚠ Admin Note: Wrong hierarchy setup may interrupt the approval flow. Always check role and workflow configuration before enabling hierarchy settings.

↑ Back to Top

Stock Transfer Requests#

The Stock Transfer Requests section is used to manage stock movement requests between different stores, departments, or warehouses.

This feature helps in controlled inventory redistribution while keeping proper records of stock transfer transactions.

The IMS Admin reviews each transfer request and decides whether to approve or reject it based on stock availability and internal policy.

OTP Based Stock Transfer Provision (Feature Settings Configuration Require)#

This feature controls whether stock transfer acceptance requires OTP verification.

When this setting is enabled, the destination store in-charge must verify the transfer using OTP before accepting the stock.

Workflow#

• Source store initiates the stock transfer request
• Destination store receives the transfer request
• OTP is sent to the destination store authority
• Destination authority enters OTP to accept the transfer
• After OTP verification, the transfer can be finally submitted and used in the destination store/OU

If this option is disabled, stock transfer can be accepted directly without OTP verification.

Enable OTP Based Stock Transfer Provision from Feature Settings to activate this security layer.

Processing a Stock Transfer Request#

• Open the Stock Transfer Requests tab.
• Click Accept / Reject for the required transfer request.
• Select the status (Accept / Reject).

If OTP based transfer is enabled, the destination store authority must verify the request using OTP before accepting the transfer.

• Click View to review request details.
• Click Action to allocate stock for transfer.
• Enter the served quantity.
• Add serial numbers or unique numbers if applicable.
• Add remarks if required.
• Click Submit to complete the transfer process.

Stock transfer requests ensure that inventory movement between stores is properly tracked and recorded.

View#

Action#

This option is used to process stock transfer requests raised between stores or departments.

Fill in the following details:

• Status – Select Approve or Reject.
• Item – The item name is automatically fetched and is read-only.
• Serve Quantity – Enter the quantity that will be transferred.
• Serial Numbers – Select serial number(s) if the item is serial-tracked.
• Unique Numbers – Select unique number(s) if the item is uniquely tracked.
• Remarks – Add comments if required.
• Click Submit to complete the action.

Workflow Behavior#

• If the request is Approved, stock is automatically deducted from the source store.
• The same quantity is added to the destination store.
• If the request is Rejected, stock remains unchanged.

Stock transfer requests help maintain controlled inventory movement between stores.

Impact on System Workflow#

The store-to-store stock transfer system helps manage inventory movement between locations in a controlled way.

• Enables safe stock movement between stores or warehouses
• Keeps a record of every transfer action
• Updates stock balance automatically after approval
• Helps track who transferred the stock and when
• Prevents unauthorized stock shifting
• Maintains correct stock availability in both source and destination stores
• Supports internal stock distribution and logistics management

⚠ Admin Warning: Enter transfer quantities carefully during allocation. Wrong quantity entry may cause stock mismatch between physical stock and system records.

↑ Back to Top

Search Issued Inventory#

This section provides a centralized view of all issued inventory records within the system.
It enables the IMS Admin to monitor issued items, track accountability, manage returns, and maintain complete documentation related to stock issuance.

Admins can use advanced filters to quickly locate issued records based on issuer type, item details, date range, status, and other available criteria.

Master Filter Panel – Search Issued Inventory#

The Master Filter Panel is a centralized search tool available at the top of the screen.
It allows Admins to quickly locate specific issued inventory records using multiple search criteria.

This panel helps reduce manual browsing by narrowing down results based on selected filters.

How It Works:#

• Open the Filter Panel (Top section of the screen)
• Select Issuer Type
  (Employee / Administrative / Other)
• Select Person
  • Search Employee
  • Search Administrative
  • Name of the Issuing Person
  • Email of the Issuing Person
  • Mobile Number of the Issuing Person
• Click Search

The system will display issued inventory records matching the selected criteria.

The Master Filter Panel improves efficiency by enabling targeted record searches and faster audit verification.

Available Actions#

• Accept Bulk Return – This action allows the Admin to process and accept the return of multiple issued inventory items at once, updating their return status in the system.

• Download Report of Issued Items - This action allows the Admin to export selected issued inventory records into an Excel report for documentation, analysis, or audit purposes.

• View Details – Displays complete issue details including item information, issued quantity, issuer/receiver details, identifiers, and timestamps.

• Issue Tag Generation – Generates tracking/identification tags for issued items for labeling or internal tracking.

• Assign Identifiers – Add, update, or manage Serial Numbers / Unique Numbers for issued items (if applicable).

• Voucher Upload/Update – Upload/Update supporting documents such as signed issue vouchers or approval copies for audit purposes.

Accept Bulk Return#

This action allows the Admin to accept and process the return of multiple issued inventory items in bulk, updating their return status and records in the system efficiently.

How It Works:#

• Use the Select Box in the table to choose one or multiple records (only returnable items).
• Click on Accept Bulk Return after selecting the required records.
• You will be redirected to a bulk return form.
• Complete the required return details for the selected items.
• Submit the form to process and mark all selected items as returned.

Bulk Return Form – Item-wise Field Details#

* Conditional: Mandatory only if Is Faulty = Yes
* Conditional: Mandatory if the item is identifier-based (Serial / Unique Number is available)

Download Report of Issued Items#

This action allows the Admin to export selected issued inventory records into an Excel report for documentation, analysis, or audit purposes.

How It Works:#

• Use the Select Box available in the table to choose one or multiple records.
• After selecting the required records, click on Download Report of Issued Items.
• The system generates an Excel file containing the selected issued records.
• Download and save the file for reporting or compliance use.

This feature helps in:

• Preparing audit reports
• Sharing issued inventory data with management
• Maintaining offline documentation
• Performing bulk record analysis

Only the selected records will be exported. If no record is selected, the system may restrict the export action as per configuration.

View Details#

The View action opens the complete details of a selected issued record.
It provides a comprehensive summary including:

It includes:

• QR Code – Generated for quick scanning and tracking of the issued item
• Item Name and Category – Identifies the issued inventory item
• Issued Quantity – Total quantity issued
• Issuer and Receiver Details – Information about the issuing authority and the person/department who received the item
• Serial / Unique Identifiers (if applicable) – Tracks individual item-level details
• Issue Date – Date when the item was issued
• Issued Till – Validity or expected return date (if defined)
• Issue Status – Current status (Active / Closed / Overdue etc.)
• Return Status – Indicates whether the item is Returned / Partially Returned / Not Returned

This option is mainly used for verification, tracking, and audit review purposes.

Issue Tag Generation#

The Issue Tag Generation option allows the Admin to generate tracking or identification tags for issued items.

• Tags may include item details, issue reference number, or identifiers.
• Used for physical labeling of assets or inventory items.
• Helps in quick identification during audits or inspections.

This improves traceability of issued stock at the physical level.

Assign Identifiers#

The Assign Identifiers option is used when items require tracking through:

• Serial Numbers
• Unique Numbers
• Submit to proceed

Admins can add, update, or manage identifiers linked to the issued record.
This ensures accurate tracking of individual items, especially for high-value or controlled inventory.

Voucher Upload#

The Voucher Upload/Update option allows attaching supporting documents such as:

• Click on Voucher Upload.
• Upload the required voucher file.
• Submit to save the document with the issued record.

Uploaded files become part of the permanent record, ensuring documentation compliance and audit readiness.

Impact on System Workflow#

• Ensures full traceability of issued inventory
• Links issued items to responsible individuals or departments
• Supports return management and reminder tracking
• Maintains digital documentation for compliance
• Enables identifier-level tracking (Serial/Unique based items)
• Strengthens audit readiness and accountability control
• Prevents unauthorized modification of historical issue data

⚠ Admin Warning: Issued inventory records form part of the permanent audit trail. Any modification should be done strictly as per institutional policy and authorization guidelines.

Search Student Issued Inventory#

This section displays all inventory items issued specifically to students.
It provides a dedicated view for tracking student allocations separately from staff or departmental issues.

Since this section is exclusively for student-issued inventory, no Issuer Type master filter is required.
All records shown here automatically belong to student issuances.

Admins can review issued records, monitor returns, and download reports for academic or administrative tracking.

Key Features#

• Displays only Student Issued Records
• View complete issue details
• Track return status
• Manage identifiers (if applicable)
• Download selected records in Excel format
• Generate reports for audit or academic review

All other actions (View, Report Download, Identifier Management, etc.) function similarly to the general issued inventory section — but are restricted to student data only.

Impact on System Workflow#

• Separates student-issued inventory from employee/staff records
• Maintains accountability for academic assets
• Supports student return tracking and overdue monitoring
• Enables student-wise audit and reporting
• Protects institutional property issued to students
• Reduces risk of asset leakage

⚠ Admin Warning: Student-issued inventory must be monitored carefully, especially for items issued on a returnable basis, to prevent loss or untracked assets.

↑ Back to Top

Reports#

This section provides access to all analytical and operational reports generated by the Inventory Management System.

Reports help the IMS Admin monitor stock movement, issuing patterns, aging inventory, departmental usage, and audit.

All reports can be filtered, exported, and used for financial reconciliation, internal audits, and decision-making.

Available Reports#

The following reports are available in the IMS Reports section. Each report serves a specific operational and analytical purpose. (Detailed field-wise explanation will be covered separately.)

• Detailed Custom Stock Report
  Provides a highly filterable and detailed view of stock records based on selected parameters such as store, category, item, and date range.

• Department-Wise Stock Report
  Displays stock availability and distribution across departments or stores for comparative analysis.

• Custom Stock Consolidated Summary Report
  Presents summarized and aggregated stock data for management-level review and high-level insights.

• Stock Aging Summary Report
  Analyzes inventory based on aging criteria to identify slow-moving or old stock.

• Transferred Stock Report
  Shows complete records of stock transferred between stores, including movement history and status.

• Custom Issue Items Report
  Provides analytical data related to issued items, helping monitor issuance patterns and trends.

• Report on Issues per Person
  Tracks issued items user-wise, enabling accountability and individual issue history review.

• Department-Wise Items Issue Report
  Summarizes issued items at the department level for consumption analysis.

• Item-Wise Stock Breakdown Report
  Offers a detailed quantity and movement breakdown for each individual item.

Each report can be filtered and exported as per system configuration.

Detailed Custom Stock Report#

The Detailed Custom Stock Report provides a comprehensive and filter-based analytical view of stock availability and issue activity for a selected time period.

This report is primarily used for:

• Audit verification
• Procurement planning
• Stock movement tracking
• Operational performance analysis

In addition to tabular data, the report page also displays graphical data trends for better visual analysis of stock and issue patterns.

Generate the Report#

• Click Detailed Custom Stock Report – Click Me
• Apply the required filters:

All fields are mandatory for generating the Detailed Custom Stock Report.

• Click Fetch to generate the report.

The system will display:

• Detailed stock and issue records
• Summary data
• Graphical trends and visual analytics for the selected duration

#

Additional Actions#

• View List Item – Preview the complete list of stock and issue records in detailed tabular format.
• Download Stock & Issue Detail – Export the report data into a downloadable file (as per system format) for audit or reporting purposes.

Department-Wise Stock Report#

The Department-Wise Stock Report provides department-level stock visibility for administrative monitoring and control.

It helps evaluate:

• Departmental stock distribution
• Available vs active stock
• Accountability of inventory across OUs
• Department-level inventory planning

Generate the Report#

• Click Department-Wise Stock Report – Click Me

Both fields are mandatory to generate the Department-Wise Stock Report.

• Click Search to preview the report
• Export the report in CSV / Excel / PDF / Copy format

Custom Stock Consolidated Summary Report#

The Custom Stock Consolidated Summary Report provides a summarized and combined overview of inventory levels across selected stores or locations.

It displays:

• Item-wise consolidated stock
• Available quantity across selected store
• Stock movement summary
• High-level inventory position for management review

This report is useful for centralized monitoring, planning, and strategic inventory control.

Generate the Report#

• Click Custom Stock Consolidated Summary Report – Click Me

All fields are mandatory to generate the Custom Stock Consolidated Summary Report.

• Click Fetch to generate the report
• Export the report in Excel / PDF format

Stock Aging Summary Report#

This report allows the admin to track the exact age of stocks added in the Inventory Management Module along with the available quantity of each item.

Generate the Report#

• Click Stock Aging Summary Report – Click Me

All fields are mandatory to generate the Stock Aging Summary Report.

• Click Fetch to generate the report
• Export the report in Excel / PDF format

Transferred Stock Report#

This report allows the admin to track all stock items transferred between stores for monitoring and record purposes. Records can be filtered using date range and storing location to quickly find specific transfers.

Generate the Report#

• Click Transferred Stock Report – Click Me

All fields are mandatory to generate the Transferred Stock Report.

• Click Search to generate the report
• Export the report in CSV / Excel / PDF / Copy format

Custom Issue Items Report#

In this section, the IMS Admin can download the issue report by selecting the particular date of issue of the items from the inventory and the type of the item. The IMS Admin can download the report in CSV, PDF, or Excel and copy the data as well.

Generate the Report#

• Click Custom Issue Items Report – Click Me

All fields are mandatory to generate the Custom Issue Items Report.

• Click Fetch to generate the report
• Export the report in CSV / Excel / PDF / Copy format

Report on Issues per Person#

This report provides detailed information on issued items. You can fetch the report by selecting specific dates, such as filtering by month when the items were issued.

Generate the Report#

• Click Report on Issues per Person – Click Me

*If Category Type is selected, then selecting Item becomes mandatory.
Date filters are optional and can be used to narrow results by issuance period.

• Click Fetch to generate the report
• Export the report in CSV / Excel / PDF / Copy format

Department-Wise Item Issue Report#

Admin can track the issue record of stock issued to employees within the same department / OU.

Generate the Report#

• Click Department-Wise Item Issue Report – Click Me

Date range filters are optional and can be used to narrow the report period.

• Click Fetch to generate the report
• Export the report in CSV / Excel / PDF / Copy format

Item-Wise Stock Breakdown Report#

This report allows you to filter by item name and view all stock entries and issue records related to that specific item in one place.

Generate the Report#

• Click Item-Wise Stock Breakdown Report – Click Me

Both fields are mandatory to generate the Item-Wise Stock Breakdown Report.

• Click Fetch to generate the report
• Export the report in Excel / PDF format

Impact on System Workflow (All Reports)#

• Provides centralized visibility of stock availability, movement, issues, and transfers
• Strengthens inventory control through real-time analytical insights
• Supports internal and external audit compliance
• Enables accurate financial reconciliation and reporting
• Tracks stock consumption trends over time
• Identifies slow-moving, aging, and excess inventory
• Enhances department-wise accountability and monitoring
• Assists in data-driven procurement and replenishment planning
• Reduces dependency on manual data compilation
• Improves transparency across Central and Departmental stores
• Supports strategic decision-making with graphical and summarized data views

⚠ Admin Warning: All reports are generated from live system data. Any incorrect stock entry, transfer, or issue transaction will directly impact analytics, summaries, and audit records.

↑ Back to Top

Advance Reports#

This section allows the IMS Admin to download advanced inventory reports for deeper analysis, tracking, and operational needs.

The following advanced reports are available in this section:

• Available Stock Report
• Not Available Stock Report
• Disposal Stock Report
• Faulty Stock Report
• List Serial Numbers / Unique Numbers of Items
• Cumulative Stock Report by Store for Similar Categories

Available Stock Report#

This report allows the Admin to view, download, and print the list of items that have been added to inventory but are not yet issued to anyone.

Purpose:#

• Identify ready-to-issue stock
• Monitor real-time available quantity
• Assist in allocation planning

How to Download:#

• Click Launch
• Select required columns (Reference No., Item Name, Category, etc.)
• Click Export

Not Available Stock Report#

This report allows the Admin to view, download, and print the list of items that are currently not available in stock.

Purpose:#

• Identify stock shortages
• Plan procurement or replenishment
• Avoid unexpected stock-outs

How to Download:#

• Click Launch
• Select required columns
• Click Export

Disposal Stock Report#

This report displays the list of items that have been marked as disposed and are no longer part of active inventory.

Purpose:#

• Track disposed inventory
• Maintain disposal audit records
• Verify asset lifecycle closure

How to Download:#

• Click Launch
• Select required columns
• Click Export

Faulty Stocks Report#

This report shows all items marked as faulty and helps track damaged or unusable inventory.

Purpose:#

• Monitor unusable inventory
• Track repair/replacement needs
• Support maintenance records

How to Download:#

• Click Launch
• Select required columns
• Click Export

List Serial Numbers / Unique Numbers of Items#

This report allows the Admin to view, filter, download, and print serial or unique identifiers assigned to inventory items along with their status.

Purpose:#

• Track identifier-level stock
• Monitor issued vs available serial numbers
• Strengthen audit control

How to Download:#

• Click Launch
• Select required columns
• Apply filters if required
• Click Export

Cumulative Stock Report By Store For Similar Categories#

This report provides a consolidated view of stock across stores for similar item categories.

Purpose:#

• Compare stock distribution across stores
• Identify overstock/understock situations
• Assist in redistribution planning

How to Download:#

• Click Launch
• Use search filters to refine data
• Download or copy the report

Impact on System Workflow#

• Provides condition-based stock visibility
• Improves inventory monitoring accuracy
• Supports proactive stock replenishment
• Enhances lifecycle tracking (Available → Issued → Faulty/Disposed)
• Strengthens serial/unique number accountability
• Simplifies audit and compliance verification
• Enables faster operational decision-making

⚠ Admin Warning: These reports use live inventory data. Any incorrect stock update, issue, disposal, or identifier assignment will directly affect report accuracy.

↑ Back to Top

Activity Logs#

The Activity Logs section maintains a complete and system-generated audit trail of all critical actions performed within the Inventory Management Module.

It is designed to ensure transparency, accountability, and traceability across all inventory operations.

Every significant transaction or configuration change is automatically recorded by the system, without manual intervention.

What Gets Logged?#

The system captures actions such as:

• Stock addition, update and Issuance
• Stock transfers between stores
• Item issuance and returns
• Disposal and write-off actions
• Indent creation and approvals
• Approval hierarchy actions
• OTP-based confirmations (if enabled)
• Configuration and feature setting changes
• Identifier (Serial/Unique No.) assignments etc.

Each log entry generally includes:

• User Name
• Role / OU
• Action performed
• Affected module or item
• Date and timestamp
• System remarks (if applicable)

In Activity Logs#

• View system-wide activity history
• Identify which user performed a specific action
• Check exact date and time of activity
• Track workflow-level changes (approval, rejection, modification)
• Monitor stock quantity modifications
• Apply filters to search specific logs quickly
• Maintain audit transparency across departments

Impact on System Workflow#

• Ensures complete accountability for every system action
• Helps investigate discrepancies, stock mismatches, or disputes
• Strengthens audit readiness and compliance
• Prevents unauthorized or untraceable changes
• Improves governance and monitoring control
• Provides a permanent historical transaction record

⚠ Admin Warning: Activity logs are system-generated and cannot be edited or deleted. They serve as official audit records and must be treated as legally sensitive documentation.

↑ Back to Top

Bulk Upload File Logs#

The Bulk Upload File Logs section records all bulk import activities performed in the Inventory Management Module.

It helps Admins monitor uploaded files, verify processing results, and identify errors during large data imports.

Each entry captures:

• File name
• Uploaded by (User)
• Upload date & time
• Processing status (Success / Failed / Partial)
• Error details (if any)

In Bulk Upload Logs#

• View history of all bulk uploads
• Check processing status
• Identify failed or partially uploaded records
• Download error reports for correction
• Maintain audit trail of bulk data operations

Impact on System Workflow#

• Detects incorrect imports quickly
• Prevents duplicate or corrupted data
• Supports controlled error correction and re-upload
• Ensures accountability for bulk updates
• Maintains data integrity and audit compliance

⚠ Admin Warning: Always review failed or partial uploads before re-importing corrected files.

↑ Back to Top

Master Settings#

The Inventory Management System (IMS) works based on how you configure it. These settings decide how your stock is tracked, how the approval process flows, and how your final reports will look.

Setting this up correctly is very important. If the configuration is wrong, it can lead to mistakes in reports, stock levels not matching, or requests getting stuck in the approval process.

The Master Settings are divided into these key sections:

1. Store & Warehouse Details: Define the physical locations where your items are kept.
2. Tax Details: Set up the tax slabs (like GST) that apply to your purchases.
3. Categories: Group your items into main types (e.g., IT, Stationery).
4. Sub Categories: Break down categories further for better tracking (e.g., Laptop under IT).
5. Specifications: Define detailed item attributes under a category for better classification and tracking (e.g., Laptop under IT Equipment).
6. Disposal Categories: Define how old or broken items should be removed from the system.
7. Bulk Upload Management: A tool to upload large amounts of data at once using Excel sheets.
8. Units Master: Set how you count items (e.g., Pcs, Kg, Liters, Packets).
9. Email Templates: Customize the automatic emails sent for requests and approvals.
10. Feature Settings: Turn specific module features on or off based on your needs.
11. Indent Approval Hierarchy: Decide who needs to approve a stock request before it’s issued.
12. Stock Retention Rules: Set rules for how long certain items should be kept or tracked.
13. Roles and Descriptions: Define what different users (like Admin or Staff) can see and do.

⚠ Important: All settings must be configured before live stock operations begin.

↑ Back to Top

1. Storing/Warehouse Details#

This section is where you define the physical locations where your stock is kept. Each warehouse is linked to a specific Organizational Unit (OU) (like a Department or Section), making it the official storage point for that unit.

Every item entered into the system must be linked to a warehouse. This mapping is important because it decides who can access the stock and how it shows up in your reports.

What Admins can configure:#

• Store Name: A clear name for the storage area.
• Storage Area: The specific location within the campus.
• Warehouse Type: Choose whether it is Central (shared) or Departmental (unit-specific).
• Linked OU: Assigning the warehouse to the correct department.
• Linked Store Incharge: Assign a specific employee to be responsible for the warehouse.
• Status Control: You can activate or deactivate a store whenever needed.

Available Actions#

• Add New Warehouse: Create a new storage point and map it to an OU.
• Bulk Import: Upload multiple warehouse locations at once using an Excel template.
• Update: Edit information for existing warehouses.
• View: Review the configured existing warehouses.
• Download Reports: Get a list of all stores and warehouses in the system.

Store Addition Form:#

Defining a Storing Location (Warehouse/Store) is critical for tracking the physical movement of stock and establishing accountability for inventory management.

Storing Location Fields Description:#

• Click Submit to proceed.

Impact on System#

• Stock Entry: You must select a warehouse every time you add stock; otherwise, the system won’t know where it is.
• Automatic Linking: The system uses the warehouse to automatically link stock to the right department (OU).
• Stock Deduction: When items are issued, they are automatically deducted from the specific warehouse they were taken from.
• Access Control: A Departmental warehouse keeps stock private to that unit, while a Central warehouse allows for shared access.
• Easy Reporting: You can filter your reports by warehouse to see exactly what is available in each location.
• Data Safety: Once stock is added to a warehouse, that warehouse cannot be deleted. This prevents data loss and keeps your records balanced.

Note: If warehouses are not set up correctly, you won’t be able to add stock properly, and your reports will show incomplete or wrong information. ⚠ Admin Warning: Make sure your Warehouse and OU mapping is final before you start adding real stock data.

↑ Back to Top

2. Tax Details#

This section allows you to set up the tax rates that are applied when you buy new items or enter stock into the system.

Whenever new stock is added, the system uses the tax rate you select to automatically calculate the total cost of the items.

Available Actions#

• Add Tax: Create a new tax entry by specifying the tax name and percentage (e.g., GST 18%).
• View: View tax details in read-only mode.
• Edit: Update existing tax names or percentages when rates are revised.

Tax Addition Form:#

Before recording stock, you must configure the applicable tax slabs. These settings are used by the system to automatically calculate the Tax Amount and Total Landed Cost during stock entry.

Tax Details Fields Description#

• Click Submit to proceed.

Impact on System#

• Stock Entry: It is a required step when adding stock so the system can track costs accurately.
• Total Value Calculation: It directly changes the final purchase value of your inventory.
• Accurate Summaries: Having the right tax data makes your financial reports and summaries reliable.
• Historical Records: If you update a tax rate today, it only affects new entries. Your old records will still show the original tax value they were saved with.
• Audit Ready: It ensures that your digital records match your actual bills, which is very helpful during audits.

Note: If tax details are not set up correctly, your stock value will be wrong, and your financial reports won’t be trustworthy. ⚠ Admin Warning: Always make sure the tax rates in the system match your institution’s official finance rules.

↑ Back to Top

3. Categories#

Categories are used to group your inventory items into two main types. This is the first step in organizing your stock:

• Consumable: Items that get used up quickly (like stationery, cleaning supplies, or pantry items).
• Non-consumable: Items that are treated as assets and last a long time (like furniture, computers, or lab equipment).

Every item must be put into one of these categories before you can add it to the system. The category you choose decides how the system tracks that item and how it appears in your reports.

Available Actions#

• Add Category: Create and define new primary inventory groups for proper classification.
• Bulk Import: Upload multiple categories at once using the prescribed Excel template to save time and ensure structured data entry.
• Download Category Report: Export the complete list of categories for review, audit, or record-keeping purposes.
• Edit: Modify existing category details such as name, code, or description.
• View: Access and review complete details of a specific category in read-only mode.

Category Addition Form:#

The Category Master is the highest level of classification in the inventory system. It determines the fundamental behavior of items, specifically how they are tracked and handled after being issued.

Category Fields Description:#

• Click Submit to proceed.

Impact on System#

• Item Setup: You cannot create an item or add stock without picking a category first.
• Smart Tracking: The system handles “Consumables” differently than “Assets,” so picking the right one ensures your tracking logic is correct.
• Clear Dashboards: Your main dashboard uses these categories to show you a quick summary of what you have.
• Better Planning: It helps the finance team see what is being spent on daily supplies versus long-term assets.
• Data Safety: If you deactivate a category, you won’t be able to create new items under it, but your old stock records will stay safe and keep their original mapping.

Note: If an item is put in the wrong category, your reports will show incorrect data, and tracking your expensive assets will become difficult. ⚠ Admin Warning: Try to finalize your category list before you start full-scale operations, as changing them later can make your reports look messy.

↑ Back to Top

4. Sub Categories#

Sub-categories help you organize your items even further within a main Category. Each sub-category must be linked to a parent category (e.g., “Laptops” or “Printers” under the main category “IT Equipment”).

While picking a sub-category is sometimes optional, using them makes your tracking much more organized and your reports more detailed.

Available Actions#

• Add Sub-Category: Create a new sub-category and map it to a parent category.
• Bulk Import: Upload multiple sub-categories at once using the prescribed Excel template.
• Edit: Modify the sub-category name or update its parent category mapping.
• View: View sub-category details in read-only mode.
• Download Sub-Category Report: Export the complete list of sub-categories for review and reporting.

Sub-Category Addition Form:#

Sub-categories allow for a more granular organization of inventory items within a main Category. They help in refining search results and generating detailed department-specific reports.

Sub Category Fields Description#

• Click Submit to proceed.

Impact on System#

• Better Organization: It helps you break down large categories into smaller, manageable groups.
• Advanced Filtering: When you run a report, you can see exactly how many “Ballpoint Pens” you have instead of just seeing “Stationery.”
• Flexible Entry: If you are in a hurry, the system won’t block you from adding stock if a sub-category is missing, but it’s better to have one.
• Usage Insights: It helps departments understand exactly what kind of items are being used the most.
• Data Consistency: Even if you change a sub-category name later, your old stock records will still keep their original details.

Note: If you don’t use sub-categories consistently, your reports will be very general and it might be harder to find specific items in a large list. ⚠ Admin Note: Sub-categories are optional, but we highly recommend using them to keep your inventory well-organized.

↑ Back to Top

5. Specifications#

The Specifications master is linked to Category and Sub-Category and is used to define detailed attributes of items.

Specifications help standardize item classification and ensure structured data entry during stock addition.

When adding stock, the selected item will be linked to its configured specification, ensuring accurate grouping and reporting.

Available Actions#

• Add Specification: Create a new specification group and map it to a Category and Sub-Category.
• Bulk Import: Upload multiple specifications at once using the prescribed Excel template.
• View: Review configured specifications and their category mappings.
• Edit: Modify specification name or update its linked Category / Sub-Category.

Specification Addition Form:#

The Specification Addition Form is used to define and configure detailed item attributes that will be linked to categories and applied during stock entry.

Specification Fields Description#

• Click Submit to proceed.

Impact on System#

• Standardized Classification: Ensures every item is properly structured under defined categories and specifications, reducing inconsistency.
• Prevents Duplication: Minimizes duplicate or improperly defined items during stock entry.
• Improved Reporting: Enables accurate filtering and detailed reporting based on specifications.
• Audit Transparency: Maintains structured item attributes, improving traceability and audit clarity.
• Better Stock Analysis: Helps in category-wise and specification-wise tracking of inventory usage and trends.

⚠ Note: Specifications must be configured before adding stock to ensure proper item linkage.

↑ Back to Top

6. Disposable Categories#

Disposal Categories define the specific reason why an item is being removed from your active inventory. This is used when an item is no longer usable or needed.

Common examples include Scrap, Broken, Expired, E-waste, or Old/Outdated equipment.

Whenever you remove an item from the system, you must pick a disposal category. This ensures that every item taken off the shelves has a clear reason recorded against it.

Available Actions#

• Add Disposal Type: Create a new disposal category to define a reason for removing items from active inventory.
• Bulk Import: Upload multiple disposal categories at once using the prescribed Excel template.
• Update: Modify the name, description, or status (Active / In-Active) of an existing disposal category.
• View: Access and review the list of all configured disposal categories along with their details and status.

Disposal Type Addition Form:#

The Disposal Type Fields define the required details used to configure and manage standardized reasons for marking items as disposed in the system.

Disposal Type Fields Description#

• Click Submit to proceed.

Impact on System#

• Mandatory Selection: The system does not allow disposal without selecting a disposal category, ensuring no item is removed without a recorded reason.
• Audit Clarity: Every disposed item carries a clearly defined reason, strengthening audit transparency.
• Loss Analysis: Helps identify recurring patterns (e.g., frequent “Broken” items) for corrective action.
• Asset Accountability: Ensures proper authorization and documentation before removing high-value assets.
• Permanent Record: Once marked as disposed, the selected disposal category remains permanently linked to the item’s history.

Note: If you don’t set up these categories, the disposal workflow will be blocked, and you won’t be able to clean up your inventory records. ⚠ Admin Warning: Make sure these categories match your institution’s official rules for handling old or broken assets.

↑ Back to Top

7. Bulk Upload Management#

The Bulk Upload Management section is a central place where you can find all the Excel import tools for the IMS. It is built to help Admins add a huge amount of data quickly, so you don’t have to enter everything one by one manually.

You can use this feature to upload a large list of:

• Stock Details: All your current items and their quantities.
• Warehouses: Different storage locations across the campus.
• Categories & Sub-categories: Your main and secondary item groups.
• Disposal Categories: Reasons for removing items.

Note: Every upload must use the exact Excel template provided by the system to work correctly.

Impact on System#

• Saves Time: You can set up your entire inventory system in minutes instead of days.
• Standard Data: It ensures that all data is entered in the same format across the whole system.
• Instant Updates: As soon as the upload is successful, the items become live and show up in your reports and stock levels.
• Accuracy is Key: If there are mistakes in your Excel sheet, they will show up in the system too, so double-checking is very important.
• Permanent Action: Once the data is uploaded successfully, the system doesn’t have an “undo” button. Any mistakes will have to be fixed manually later.

Note: If wrong data is uploaded, your stock reports will show incorrect values, and you might have to spend a lot of time fixing it. ⚠ Admin Warning: Always check your Excel data one last time before clicking upload, and review the records immediately after the system processes them.

↑ Back to Top

8. Units Master#

This section is where you define how items are measured, such as Nos (Pieces), Kg, Liters, Boxes, and more.

Every item you add to the system must have a unit assigned to it. This makes sure that when you buy, issue, or check reports, the quantities always make sense. The system comes with some standard units already set up, but Admins can also create custom units if needed.

Available Actions#

• Add Unit: Create a new custom unit if the existing standard units are not sufficient.
• View: View the standard units already available in the system.
• Update/Delete: Edit or remove custom units, provided they have not been used in any stock records.

Unit Addition Form:#

The Units Master is used to define the standardized measurement units for all inventory items. Proper unit configuration ensures consistency between procurement, stock management, and issuance.

Unit Fields Description#

• Click Submit to proceed.

Impact on System#

• Standard Tracking: It ensures everyone uses the same language. For example, if one person means “1 Box” and another means “1 Piece,” the units clear up that confusion.
• Accurate Requests: When employees request items (Indent), they will know exactly how much they are asking for based on the unit.
• Stock Security: To keep your data safe, the system won’t let you change or delete a unit once it has been linked to an item. This prevents your past records from getting messed up.
• Precise Reports: All your stock calculations and audit reports depend on these units to show the correct total quantities.

Note: If units are not set up correctly, your stock levels will become confusing, and your reports might show wrong calculations. ⚠ Admin Warning: Make sure to finalize all the units you need before you start entering real stock data.

↑ Back to Top

9. Email Templates#

This section lets you manage the automatic emails that the system sends out. These emails are sent during important steps, like when someone requests stock, when a manager approves it, or when items are finally issued.

Admins can customize the messages to make sure they are clear and helpful for the users, while keeping the main structure of the email intact.

What Admins can do:#

• View Defaults: See how the system’s standard emails look.
• Edit Subject Lines: Change the email’s heading to make it more specific.
• Update Message Content: Change the main text of the email to suit the institution’s tone.
• Customize Notifications: Adjust the text that users see when they get a status update.

If permission is given, Department Admins can also update these details for their own units.

Impact on System#

• Better Communication: It makes sure that everyone—from employees to managers—gets notified instantly when something happens.
• Consistent Alerts: Every request or approval looks professional and contains all the necessary information.
• Transparency: Users always know the status of their requests (like “Approved” or “Pending”) without having to call or visit the store.
• Trackable History: These emails act as a record of who was notified and when.
• User Clarity: Clear messages prevent confusion. If an email is too vague, users might not know what action they need to take next.

Note: If the templates are not set up clearly, users might miss important updates or find the notifications hard to understand. ⚠ Admin Warning: Always send a test email after making changes to make sure the formatting looks good and the message is clear.

↑ Back to Top

10. Feature Settings#

The Feature Settings section gives the IMS Admin full control over how the system works. These “toggles” or switches allow you to turn specific features on or off to match how your institution operates, without needing any technical changes.

By changing these settings, you can instantly decide what users see and how they interact with the inventory—from basic requests to high-security OTP steps.

Feature Setting Controls#

Impact on System#

• Custom Workflow: You can choose exactly what information (like price or quantity) is visible to your staff.
• Security & Accuracy: Features like OTP and Unique Identifiers (Serial Numbers) make sure items don’t go missing or get assigned to the wrong person.
• Strict Records: Date restrictions and approval chains ensure that nobody can bypass the official process.
• Instant Results: Changes happen the moment you click save, allowing you to adapt the system quickly if your rules change.

Note: If these are not set up correctly, you might find that certain buttons are missing, emails aren’t going out, or approvals are being skipped. ⚠ Admin Warning: Always double-check these settings before starting a new semester or financial year to make sure the workflow is exactly how you want it.

↑ Back to Top

11. Indent Approval Hierarchy#

This section is where you decide who has the power to check and approve stock requests (Indents). The system uses this setup to send requests to the right person based on the Department (OU) and the Type of Item (Category).

You can set up different approval chains for different departments. For example, a request for a Laptop might go to a different manager than a request for Stationery.

Key Roles involved:#

• IMS Indent Default Authority: The main person responsible for the overall request flow.
• IMS Indent Verifier (Optional): A middle-level person who checks the request before it goes to the final stage.
• IMS Indent Approver: The final person who gives the “green light” to issue the stock.

Available Actions#

• Add New Hierarchy: Create a fresh approval path for a department and category.
• View/Update: Review or make changes to an existing approval chain.
• Change Status: Turn an approval path on or off (Active/Inactive).
• Bulk Actions: Publish or update multiple approval rules at once to save time.
• Inactive Page: A separate area to see all the old or disabled approval rules.

Approval Hierarchy Addition Form:#

The Indent Approval Hierarchy Fields define the configuration used to set up the approval workflow, including authority levels and routing sequence for processing indent requests.

Indent Approval Hierarchy Fields Description#

• Click Submit to proceed.

Impact on System#

• Automatic Routing: The system knows exactly whose “digital desk” a request should land on.
• Department Rules: It ensures that a Department Head only approves requests for their own staff.
• No Stuck Requests: If this is set up correctly, requests move smoothly from one person to the next without delays.
• Clear Records: It creates a history of who checked and who approved every item, which is great for keeping things honest.
• Stock Security: Items cannot be issued until the right authority says “Yes.”

Note: If the Hierarchy feature is turned on but you haven’t set up the rules here, users won’t be able to submit any requests and the whole process will stop. ⚠ Admin Warning: You must set up these approval paths for every department and item category before you let users start requesting stock.

↑ Back to Top

12. Stock Retention Rules#

Stock Retention Rules decide how long a person must keep an item before they can ask for a new one. This rule stops the same item from being issued to the same person too many times within a short period.

Admins can set this duration (in months) for specific items. For example, if you set a 6-month rule for a stapler, the system will check if that person already got one in the last 6 months.

How It Works#

• When someone gets an item, the system starts a “timer” for that person.
• The same item cannot be given to that person again unless:
  • They return the old one, OR
  • The set time period (months) is over.

This rule works automatically for:

• Direct Issues: When the store gives an item manually.
• Indent Requests: When a user tries to request an item through their login.

Available Actions#

• Add Retention Rule: Set a new time limit for an item.
• View: See the list of items that have these rules.
• Update: Change the duration or details of an existing rule.

Retention Rule Addition Form:#

The Retention Rule Fields define the configuration parameters used to control the minimum holding period of issued items before they can be requested again.

Retention Rule Fields Description#

• Click Submit to proceed.

Impact on System#

• Stops Waste: It prevents people from taking more items than they actually need.
• Fair Distribution: It ensures that stock is available for everyone, not just a few people.
• Track Ownership: It helps the system keep track of who is responsible for which item and for how long.
• Automatic Rejection: If someone tries to request an item too early, the system will automatically block it. This saves the Admin from having to manually check everyone’s history.
• Better Audits: It shows that the institution has a clear policy on how often items should be replaced.

Note: If a user tries to get an item before their time is up, the system will reject the request. Even an Admin cannot bypass this unless they change or disable the rule. ⚠ Admin Warning: Set these rules carefully so that people don’t run out of essential items, but also to make sure stock is not being misused.

↑ Back to Top

13. Roles and Descriptions#

This section explains what each role in the Inventory Management System can do. It is like a guidebook for Admins to understand the permissions and responsibilities of a role before giving it to any staff member.

By checking these descriptions, Admins can make sure that everyone has exactly the access they need for their job—no more and no less.

The role descriptions cover:

• What they can do: Their daily tasks in the system.
• What they can see: Which screens and modules they are allowed to open.
• Approval Power: Whether they can approve requests from others.
• Limits: What actions they are strictly blocked from doing.

Impact on System#

• Access Control: It decides who can see what. For example, a regular staff member won’t see the “Admin Settings” screen.
• Security: It keeps sensitive tasks (like deleting stock or changing taxes) restricted to only a few trusted people.
• Preventing Misuse: It ensures that the person requesting an item isn’t the same person approving it, which keeps the process honest.
• Better Tracking: Since every action is linked to a role, it’s easy to see who performed a specific task during an audit.
• Clean Workflow: It keeps the interface simple for users because they only see the buttons and menus that are relevant to their job.

Note: If roles are assigned incorrectly, people might be able to bypass approvals or access stock records they aren’t supposed to see. ⚠ Admin Warning: Always assign roles strictly based on the person’s actual job and your institution’s rules.

↑ Back to Top

Department’s Guide (ims_department)#

The ims_department role is designed for departmental store administrators who manage inventory at the department / OU level.

This role follows the same operational workflow as the IMS Admin, but actions are restricted strictly to the assigned department.
A Department Admin cannot perform operations outside their OU.

The central Admin manages system-wide inventory, whereas a Department Admin manages localized departmental inventory.

Scope of Access#

A Department Admin can only view, add, issue, and manage inventory belonging to their assigned Department / OU.

They cannot access or modify stock belonging to other departments or the central warehouse.

However, they are allowed to configure settings only:

• Category
• Sub-category

for their departmental workflow.

What a Department Admin can do#

The Department Admin performs almost all operational tasks similar to an IMS Admin, but limited to their OU:

• Add stock to their departmental warehouse
• View and manage departmental inventory
• Issue items to department employees
• Track issued items and returns
• Raise departmental stock requests
• Approve requests as per hierarchy (if assigned authority)
• Maintain item identifiers (serial / unique numbers)
• Manage faulty items and disposal
• Configure categories and sub-categories
• Download department-level reports and advanced reports
• View indent workflow related to their department

Restrictions of Department Role#

• Cannot access other department inventories
• Cannot access central warehouse stock
• Cannot modify global system settings
• Cannot edit master configurations (warehouses, tax, units, etc.)
• Cannot change organization-wide approval hierarchy
• Limited to OU-specific reporting
• Cannot perform system-level administration

Impact on System Workflow#

• Enables decentralized inventory management
• Departments operate independently without affecting others
• Maintains OU-level accountability
• Preserves centralized governance
• Improves operational efficiency at department level
• Protects system-wide inventory integrity
• Keeps audit trail isolated per department

⚠ Admin Note: Assign this role only to authorized departmental store managers to ensure controlled and accountable inventory management.

↑ Back to Top

Dealing Assistant Guide (ims_dealing_assistant)#

The ims_dealing_assistant role is assigned to users responsible for stock entry and record maintenance.

This role is operational in nature and focuses strictly on adding and managing stock data.
It does not include issuing rights, approval authority, transfer control, or system configuration access.

The Dealing Assistant supports the inventory workflow by ensuring accurate and timely stock entry.

Scope of Access#

A Dealing Assistant:

• Can create and manage stock records
• Can view inventory data related to their assigned store
• Cannot perform administrative, approval, or stock movement actions

This role ensures separation between data entry operations and inventory control authority.

Inventory Management Dashboard#

The dashboard provides a summarized overview of:

• Recently added stock
• Stock count status
• Activity logs (view-only)

The Dealing Assistant can review inventory summaries but cannot alter dashboard analytics or system configurations.

Stock Details (Primary Working Area)#

This is the main module used by the Dealing Assistant.

From here, they can:

• Add stock entries individually
• Add multiple stock items under a single bill
• Import stock using bulk upload templates
• View previously added stock records
• Generate stock PDFs
• Export stock data for verification

They are responsible for maintaining stock accuracy but cannot issue, transfer, or dispose stock.

Allowed Actions#

• Add new stock entries
• Edit stock records (as permitted before final processing)
• Upload stock through bulk import
• View stock details
• Export stock data
• Generate stock PDFs

Restricted Actions#

The Dealing Assistant cannot:

• Issue inventory to users
• Approve or reject indent requests
• Transfer stock between stores
• Mark stock as disposed
• Change feature settings
• Modify approval hierarchy
• Edit master configurations (warehouses, units, tax, etc.)
• Access administrative controls of other departments

Impact on System Workflow#

• Ensures structured and accurate stock entry
• Reduces administrative workload
• Maintains clear segregation of duties
• Improves audit traceability
• Prevents unauthorized stock movement
• Strengthens operational control

⚠ Admin Note: Assign this role only to authorized and trained stock entry personnel to maintain data integrity.

↑ Back to Top

User Guide (ims_user)#

The ims_user role is assigned to employees who can request and receive inventory items.

Users under this role:

• Cannot manage or modify stock
• Cannot approve indents
• Can view items issued to them
• Can raise indent requests
• Can track Indent request status

This role ensures controlled access while maintaining accountability.

My Items#

The My Items section displays all inventory items currently issued to the logged-in user.

Users can:

• View issued item details
• Check issue date and validity (Issued Till)
• View serial/unique identifiers (if applicable)
• Monitor return status

To View Issued Items#

• Click on the My Items tab
• The grid displays all issued inventory linked to the user
• Click View to open detailed item information

Indent Requests#

This section allows users to raise new item requests and monitor their approval status in real time.

Users can track whether a request is:

• Draft
• Pending Approval
• Approved
• Rejected
• Issued

To Raise an Indent Request#

• Click the Request for Items button (top right)

• Click Save Request to keep it as Draft (optional)
• Click Submit to send the request for approval

Note: Once submitted, the request automatically enters the configured approval workflow.
Users can track real-time status from the Indent Requests tab.

↑ Back to Top

Role-Based Capabilities Summary#

This summary provides a quick overview of what each role can do inside the Inventory Management System.

IMS Admin (ims_admin)#

• Full access to all stores and departments
• Configure system settings and master data
• Add, edit, and manage stock across all warehouses
• Issue inventory and manage returns
• Approve and process indent workflows
• Transfer and dispose stock
• View activity logs and audit trails
• Generate all system reports
• Manage approval hierarchy and feature settings

Department Admin (ims_department)#

• Manage inventory only for their assigned Department / OU
• Add and maintain departmental stock
• Issue items to their department users
• Track issued items and returns
• Raise departmental stock requests
• View department-specific reports
• Manage faulty and disposal entries
• Configure category and sub-category for their department

IMS User / Employee (ims_user)#

• View items issued to them
• Track personal issue history
• Raise indent requests (if enabled)
• Monitor request status in real time

View-Only Admin (ims_admin_view)#

• Read-only access to inventory data
• View reports and stock records
• Cannot modify or issue stock

Stock Entry Assistant (ims_dealing_assistant)#

• Add stock entries only
• Cannot issue, transfer, or dispose stock
• No access to system settings

Indent Approval Authorities#

• ims_indent_default_authority – Primary authority in indent workflow
• ims_indent_verifier (optional) – Intermediate verification authority
• ims_indent_approver – Final approval authority

⚠ Admin Note: Proper role assignment is critical for security, accountability, and smooth workflow execution.

↑ Back to Top

FAQ#

Frequently Asked Questions →

↑ Back to Top

Glossary#

This glossary defines key terms, roles, configurations, and workflows used across the Inventory Management System (IMS).
It provides clarity for Admins, Department Users, and Operational Staff.

User Roles & Access Levels#

ims_admin (Inventory Admin):#

Full-access system administrator responsible for global configuration, master setup, warehouse management, approval hierarchy, reporting, and institution-wide control.

ims_department (Department Admin):#

OU-level administrator responsible for managing stock, issuance, identifiers, and reports within their assigned Department / Organizational Unit only.

ims_user (Employee/User):#

End user who can view items issued to them and raise indent requests. No stock management rights.

ims_dealing_assistant (Stock Entry Role):#

Operational role focused on stock data entry and maintenance. Cannot issue stock, approve indents, or change system settings.

ims_admin_view (View-Only Admin):#

Read-only administrative role. Can monitor stock, reports, and activity logs without performing transactions.

Approval Authority (Verifier / Approver):#

Users assigned in the Indent Approval Hierarchy responsible for reviewing and approving/rejecting indent requests.

Organizational & Structural Terms#

IMS (Inventory Management System)#

Centralized module managing the full inventory lifecycle — procurement to disposal.

OU (Organizational Unit)#

Institutional division such as Department, School, Center, or Section.

Central Store#

Primary warehouse holding institution-level inventory managed by central admin.

Departmental Store#

OU-specific warehouse restricted to departmental administration.

Store Type#

Classification of warehouse during stock entry or indent (Central / Department).

Warehouse / Store#

Physical or logical location where inventory is maintained.

Inventory Classification & Stock Status#

Category:#

Primary classification of inventory items (e.g., Consumable / Non-Consumable).

Sub-Category:#

Secondary grouping under a category for granular classification.

Consumable Items:#

Items that are depleted upon use (e.g., stationery, chemicals).

Non-Consumable Items (Assets):#

Durable items with longer lifecycle (e.g., laptops, furniture).

Units Master:#

Measurement standards (Nos, Kg, Liter, Box, etc.).

Available Stock:#

Stock currently in store and ready for issuance.

Not Available Stock:#

Stock that is exhausted, fully issued, or unavailable.

Active Stock:#

Stock eligible for issue and operational use.

Inactive Stock:#

Archived or disabled stock retained for audit purposes.

Faulty Stock:#

Damaged or defective items pending repair or disposal.

Disposed Stock:#

Inventory formally removed from active records through disposal/condemnation.

Serial Number / Unique Identifier:#

Individual tracking code assigned to specific inventory units.

Stock Aging:#

Duration calculation showing how long stock has remained in inventory.

Core Operational Workflows#

Stock Entry:#

Process of adding purchased inventory into IMS with bill, vendor, tax, and quantity details.

Draft:#

Temporary saved record not yet finalized.

Final Submit:#

Action that locks the stock entry and activates it in inventory.

Indent Request:#

Digital requisition raised by a user requesting inventory items.

Indent Approval Hierarchy:#

Configurable workflow (Default Authority → Verifier → Approver) through which indent requests pass.

Category-Based Approval Hierarchy:#

Approval flow defined separately for different item categories.

Stock Issuance:#

Official allocation of inventory to a user or department.

OTP-Based Issuance:#

Security feature requiring OTP verification before completing item issuance.

Issue Voucher:#

System-generated document serving as proof of issuance.

Material Transfer:#

Movement of stock between stores or OUs.

Disposal / Condemnation:#

Formal removal of unusable or obsolete inventory from active stock.

Retention Rule:#

Policy defining the minimum holding period before the same item can be re-issued to a user.

Reports & Monitoring#

Standard Reports:#

Operational and analytical reports such as stock summary, issue reports, transfer reports, and aging analysis.

Advanced Reports:#

Specialized reports showing Available Stock, Faulty Stock, Disposal Stock, Serial Number Lists, etc.

Cumulative Stock Report:#

Consolidated view of stock across stores for similar categories.

Department-Wise Report:#

Stock or issue data grouped by Organizational Unit.

Item-Wise Breakdown:#

Detailed stock and issue history for a specific item.

Governance, Security & Audit#

Activity Logs:#

Permanent, system-generated, non-editable audit trail recording all actions.

Bulk Upload / Import:#

Feature allowing large-scale data import via structured templates.

Bulk Upload Logs:#

Record of file imports including success, failure, and error details.

Feature Settings:#

Administrative configuration controls that enable or disable system functionalities (e.g., Approval Hierarchy, OTP Issuance, Retention Rules).

Live Data Reports:#

Reports generated from real-time system transactions.

Audit Trail:#

Complete historical record of system transactions for compliance and verification.

External & Integration Terms#

Vendor:#

Supplier entity providing goods to the institution.

FSCM Integration:#

Integration with Finance & Supply Chain Management for synchronized vendor and procurement data.

GeM (Government e-Marketplace):#

Government procurement portal; IMS tracks GeM and Non-GeM purchases for reporting.

⚠ Note: Proper understanding of these terms is essential for maintaining data integrity and ensuring smooth workflow execution within the Samarth IMS.

↑ Back to Top

Workflow Diagrams#

Activity Diagram#

↑ Back to Top

Edit this page