Storekeepers, asset custodians and authorised approvers

Inventory & stores

Before you start: Create item records and storage locations before posting stock movements. Confirm units, quantities and values.

Open Inventory & stores

Actions depend on your school’s enabled modules, your permissions and the record’s current status.

Find your way around

Items · Locations · Movements · Stock-take · Reports · Assets. Select these tabs inside the module; scroll the tab row sideways on a phone.

Inventory & stores module heading and available primary action in ZivoERP — Actual local ZivoERP interface, 14 September 2026. Navigation overview cropped to the module header; school records are outside the image. Select the image to enlarge it.

1. Set up items and locations

Open Items and Add item with its code, name, unit and stock settings.
Enable expiry tracking where appropriate.
Open Locations and Add location with its type and responsible person.
Review the item and location records before receiving stock.

What to check: Inventory movements can use the intended item units and storage locations.

2. Receive and issue stock

Choose Receive stock (GRN).
Select the receiving location, supplier/reference and item quantities; enter cost and expiry information when requested.
Review and Post receipt.
For outgoing stock, choose Issue stock and enter the source, quantities, recipient and purpose.
Review and Post issue, then check Movements and the remaining balance.

What to check: Each receipt or issue is a posted stock movement with the correct quantity and location.

3. Transfer stock between locations

Choose Transfer stock and select From and To locations.
Enter the items, quantities and required reason.
Select Send transfer.
The receiving officer checks the delivered items and uses the available confirmation action.
Review the transfer status and both location balances.

What to check: The transfer is confirmed after receipt; sending and receiving are separate steps where the workflow requires them.

4. Perform a stock-take and review exceptions

Open Stock-take and select the location or scope.
Record counted quantities against the listed items.
Review variances and provide the requested adjustment reason.
Have the authorised person Post adjustment and confirm.
Use Reports to review low stock, reorder needs and expiry watch.

What to check: Approved count differences update inventory and remain traceable through movements.

5. Maintain the asset register

Open Assets and Register asset.
Enter identifying details, acquisition date/cost, location, custodian and depreciation settings where applicable.
Save and inspect the asset record.
Use Transfer to change custody/location; use the permitted disposal action with the required details at end of life.
Review the register and recorded history after each change.

What to check: The asset record identifies its location, value basis and lifecycle status.

1. Set up items and locations

Open Items and Add item with its code, name, unit and stock settings.

Enable expiry tracking where appropriate.

Open Locations and Add location with its type and responsible person.

Review the item and location records before receiving stock.

What to check: Inventory movements can use the intended item units and storage locations.

2. Receive and issue stock

Choose Receive stock (GRN).

Select the receiving location, supplier/reference and item quantities; enter cost and expiry information when requested.

Review and Post receipt.

For outgoing stock, choose Issue stock and enter the source, quantities, recipient and purpose.

Review and Post issue, then check Movements and the remaining balance.

What to check: Each receipt or issue is a posted stock movement with the correct quantity and location.

3. Transfer stock between locations

Choose Transfer stock and select From and To locations.

Enter the items, quantities and required reason.

Select Send transfer.

The receiving officer checks the delivered items and uses the available confirmation action.

Review the transfer status and both location balances.

What to check: The transfer is confirmed after receipt; sending and receiving are separate steps where the workflow requires them.

4. Perform a stock-take and review exceptions

Open Stock-take and select the location or scope.

Record counted quantities against the listed items.

Review variances and provide the requested adjustment reason.

Have the authorised person Post adjustment and confirm.

Use Reports to review low stock, reorder needs and expiry watch.

What to check: Approved count differences update inventory and remain traceable through movements.

5. Maintain the asset register

Open Assets and Register asset.

Enter identifying details, acquisition date/cost, location, custodian and depreciation settings where applicable.

Save and inspect the asset record.

Use Transfer to change custody/location; use the permitted disposal action with the required details at end of life.

Review the register and recorded history after each change.

What to check: The asset record identifies its location, value basis and lifecycle status.