Product · School Inventory Software
Inventory and assets for school operations
Inventory and asset tracking with stock levels, issuance logs, low-stock alerts, and vendor purchase alignment. Schoolyi ties school stock to procurement.
https://inventory.schoolyi.com · Schoolyi - Cloud School Management System (SMS)
Spreadsheets hide who has what
Lab technician buys kits in September; by March nobody knows which cupboard holds the voltmeters.
Textbook rooms issue class sets verbally; replacements bill surprises finance at year end.
Inventory module logs every movement with person or department accountable.
Item catalog and categories
Define categories - science, IT, art, PE - with SKU or internal codes finance recognises.
Textbooks link ISBN; equipment links asset tag barcode.
Initial stock take during holidays sets baseline quantities before daily issuance.
Issuance to staff and departments
Issue consumables to department heads; assign durable assets to staff with acceptance log.
Student textbook issue can tie to student ID for return at leaver processing.
Bulk issue at term start speeds distribution day queues.
Low-stock alerts before exam week
Reorder point triggers email to procurement when graph paper stacks run low before mocks.
Avoid emergency courier spends because someone noticed empty shelf night before exam.
Reports by category inform next year budget bids with usage data.
Vendor purchase alignment
Link purchase orders and vendor bills to stock receipts when finance module enabled.
Three-way match - PO, receipt, invoice - catches duplicate orders estates placed twice.
Trust-level procurement sees spend by campus when multi-site inventory centralised.
Audit-friendly movement log
Trustees asking about laptop programme want serial numbers and custodian history.
Write-offs document damaged items with approver - not silent quantity adjustments.
Year-end stock take compares system quantity to shelf count with variance report.
Start with high-value categories
Pilot IT assets or textbook room before cataloguing every stationery SKU.
Train department heads on return workflow - issuance without returns drifts quantities.
Expand to lab chemicals only after basic process stable and HSE labels sorted offline.
Platform module
See capabilities and outcomes
Screenshots, highlights, and team workflows on the main Schoolyi site.
View module- Role-based access - teachers, finance, admissions, and families see scoped workspaces
- One academic calendar drives attendance, exams, fees, and leave
- Phased rollout: admissions, roster, and fees first - expand when teams are ready
Guides
Learn more about school inventory software
Guide
Getting started with school inventory software
A practical primer for school leaders evaluating school inventory software - scope, stakeholders, and what to demo first.
Read guideGuide
Implementing school inventory software without a rip-and-replace project
How phased rollout keeps inventory live while teams adopt Schoolyi module by module.
Read guideGuide
School Inventory Software readiness checklist
Use this checklist before you sign or before go-live week for school inventory software.
Read guide
Frequently asked questions
Common questions about school inventory software with Schoolyi - Cloud School Management System (SMS).
Can inventory link to vendor bills?+
When procurement module is active, receipts align with purchase orders and vendor AP for finance reconciliation.
Do students return textbooks through the system?+
Issue and return against student ID tracks outstanding copies at leaver processing.
Are barcodes or asset tags supported?+
Item records store asset tags and barcodes for scanner workflows at store room desk.
Can departments request stock online?+
Request queues let HoDs ask stores with approval before issue - reduces walk-in arguments at peak times.
How does library differ from inventory?+
Library module handles book circulation and reading programmes. Inventory covers broader stock and assets including lab and IT kit.
What reports help budget planning?+
Usage by category, variance after stock take, and low-stock history inform next year departmental budgets.
Related hubs
Explore more Schoolyi subdomains
vendors.schoolyi.com
Vendor bills beside school finance
Track vendor bills linked to purchase orders, budgets, and approvals. School finance AP beside fee income.
Visit hublibrary.schoolyi.com
Library circulation tied to student ID
Library catalog, issue and return, fines, and reading history tied to student roster IDs. Schoolyi links circulation to fees when schools choose.
Visit hubbudgets.schoolyi.com
Budgets and cash flow for school finance
Term budgets, actuals vs plan, and cash-flow views for school finance. Tie expenses to fee income and vendor AP.
Visit hub
See school inventory software in a live SMS walkthrough
We show how this capability fits your cloud school management system - and which teams should go live first.
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