Inventory tutorial
Step-by-step guide for procurement and stock controls — suppliers, purchase orders, goods received, vendor bills with three-way match, the materials counter, credit notes, stocktake, and valuation. Start with Setup, then procurement and counter paths. All amounts in GHS. App links open in a new tab when you sign in.
Setup
Accounting wiring, catalogue, and suppliers — the foundations before any PO or sale.
Setup · Start here
Inventory hub
The inventory workspace covers everything you buy, receive, sell, and count — separate from termly school fees. This guide walks you through the full procurement-to-valuation loop in 10 steps.
Real scenario
Sunrise Academy opens Inventory before resumption. Bursar Mrs. Adjei plans to add a supplier, raise a PO for 200 Maths workbooks, receive them, link the vendor bill, sell one at the counter, then count the shelf and reconcile valuation.
Worked example (GHS)
Hub · 3 items · Stock value GHS 8,250 · 0 low stock · 10-step walkthrough ready
How it works
Inventory hub links catalogue, suppliers, purchase orders, goods received, vendor bills, the materials counter, credit notes, stocktake, and valuation. Amounts are in GHS. Stock movements and ledger entries stay tied to your tenant (school).
Key fields — what each one means
Hub tiles
Jump points to suppliers, purchase orders, goods received, vendor bills, counter, credit notes, stocktake, and valuation.
Example: Suppliers · POs · GRN · Vendor bills · Counter · Credit notes · Stocktake · Valuation
Stock value KPI
Total GHS value of on-hand inventory at weighted average cost.
Example: Stock value GHS 8,250 · 325 units across 3 items
Low stock flags
Items at or below reorder level — order before resumption rush.
Example: Exercise books 18 left · reorder 25 → low stock badge
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materials/inventorySetup · Setup
Accounting settings for materials
Turn on materials auto-sync and pick the inventory, revenue, COGS, and shrinkage accounts before any stock moves. This is what makes the ledger post automatically on receive, sale, return, and stocktake.
Read these first
Real scenario
Mrs. Adjei opens Accounting settings and turns materials auto-sync on. She confirms 1300, 4100, 5200, and 5210 are seeded. From now on, every receive and sale writes to the ledger without her touching journals.
Worked example (GHS)
Settings · Materials auto-sync ON · 1300 / 4100 / 5200 / 5210 wired
How it works
Open Accounting → Settings → Materials integration. Toggle auto-sync on. Confirm inventory (1300), materials revenue (4100), COGS (5200), and shrinkage (5210) accounts. Save. Without this, stock still moves but no journal posts.
Key fields — what each one means
Auto-sync materials sales
When on, receive, sale, credit note, and stocktake post journals automatically.
Example: Auto-sync ON → receive posts Dr 1300 / Cr 2000
Inventory account (1300)
Asset account that holds stock value at cost.
Example: 1300 Inventory · GHS 6,800 after receiving 200 workbooks
Shrinkage account (5210)
Expense account for missing units found at stocktake.
Example: 5210 Inventory Shrinkage · GHS 35 for 7 missing exercise books
Revenue (4100) & COGS (5200)
P&L accounts posted on every counter sale.
Example: Sell GHS 40 → Cr 4100 GHS 40 · Dr 5200 GHS 34
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/settingsSetup · Setup
Suppliers (vendor master)
Suppliers is your vendor master — the people you buy books, uniforms, and stationery from. No ledger entry is posted here. It is the address book for purchase orders and vendor bills.
Read these first
Real scenario
Mrs. Adjei adds Accra Book Depot as a supplier. She will reuse this exact record on the PO and on the bill so the three-way match can link them later.
Worked example (GHS)
Suppliers · Accra Book Depot · No journal · Ready for PO and bill
How it works
Add a supplier with name, contact, and optional tax ID. The same supplier record must be used on the PO and on the vendor bill — Clasra blocks the link if the ids differ, even if the names match.
Key fields — what each one means
Supplier name
Display name used on POs and bills.
Example: Accra Book Depot
Contact & phone
Used by procurement to follow up on deliveries.
Example: Kwame · 024XXXXXXX · accrabook@example.com
No GL impact
Creating a supplier never posts a journal.
Example: Add supplier → stock and ledger unchanged
Same record rule
PO and bill must point at the same supplier id to link.
Example: PO MR-2026-00001 and bill VB-00002 both use Accra Book Depot
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materials/vendorsProcurement
Raise a purchase order, receive stock, and link the vendor bill with three-way match.
Procurement · Procurement
Purchase order (requisition)
A purchase order (PO) — called a requisition in Clasra — is your internal request to buy stock from a supplier. It moves DRAFT → submitted → approved. No ledger entry posts here either.
Read these first
Real scenario
Mrs. Adjei raises MR-2026-00001 for 200 Maths workbooks at GHS 34 each (GHS 6,800 total) from Accra Book Depot. She submits it. The head of accounts approves it. Stock and ledger are still unchanged.
Worked example (GHS)
MR-2026-00001 · Accra Book Depot · 200 × GHS 34 = GHS 6,800 · APPROVED
How it works
Open Requisitions → New. Pick the supplier, add lines (material, quantity, unit cost). Save as DRAFT. Click Submit to send for approval. An approver clicks Approve. Only approved POs can be received against.
Key fields — what each one means
Requisition number
PO reference used on the GRN and vendor bill link.
Example: MR-2026-00001 · 200 Maths workbooks @ GHS 34
Status flow
DRAFT → submitted → approved → received (after GRN).
Example: DRAFT saved → Submit → Approve → Receive outstanding
Lines
Material, quantity, unit cost — drives expected cost total.
Example: JHS Maths Workbook × 200 @ GHS 34 = GHS 6,800
No GL on approve
Approving a PO never posts a journal — only receiving does.
Example: Approve MR-2026-00001 → ledger unchanged
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materials/requisitionsProcurement · Procurement
Goods received (GRN)
Goods received notes (GRN) record stock arriving against an approved PO. This is the first step that actually moves stock and posts a ledger entry — Dr Inventory / Cr Accounts Payable.
Read these first
Real scenario
200 workbooks arrive from Accra Book Depot. Mrs. Adjei opens MR-2026-00001, clicks Receive outstanding, leaves Paid now unticked. Stock jumps to 200 and the ledger posts Dr 1300 / Cr 2000 for GHS 6,800.
Worked example (GHS)
GRN · +200 · Stock 200 · Dr 1300 GHS 6,800 / Cr 2000 GHS 6,800
How it works
Open the approved requisition → click Receive outstanding. Enter the quantity that arrived (and optional batch cost). Tick Paid now only if cash left the office immediately — most schools leave it unticked (credit from supplier). Stock rises and the journal posts.
Key fields — what each one means
Receive outstanding
Records the GRN against the PO and updates qty on hand.
Example: Receive 200 of 200 → on hand 0 → 200
Paid now
Untick (default) → Cr 2000 AP. Tick → Cr 1000 Cash / 1100 Bank.
Example: Paid now OFF → Dr 1300 GHS 6,800 / Cr 2000 GHS 6,800
GRN movement
RECEIPT movement logged with qty, unit cost, and total cost.
Example: RECEIPT · +200 · GHS 34 · GHS 6,800
GL failure safe
If the journal fails, stock still updates — fix the GL later, do not receive twice.
Example: Stock 200 but 1300 unchanged → re-run journal, not the receive
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materials/requisitionsProcurement · Procurement
Vendor bills & three-way match
Vendor bills are the supplier’s invoices. Posting a bill books expense + AP. Linking a bill to a PO runs a three-way match (PO vs GRN vs bill) and flags variances — but linking itself does not post another journal.
Read these first
Real scenario
Mrs. Adjei creates VB-00002 for GHS 900 from Accra Book Depot (same supplier as MR-2026-00001). She posts it. On Inventory → Vendor bills she clicks Link to PO, picks MR-2026-00001, and Compute & link. Clasra flags QTY_VARIANCE because the bill qty is 1 and GRN is 200.
Worked example (GHS)
VB-00002 · GHS 900 · POSTED · Linked to MR-2026-00001 · QTY_VARIANCE
How it works
Create the bill in Accounting → Vendor bills with the same supplier as the PO. Post it (Dr expense / Cr AP). Then open Inventory → Vendor bills → Link to PO → pick the requisition → Compute & link. Match status shows MATCHED, QTY_VARIANCE, PRICE_VARIANCE, or UNMATCHED.
Key fields — what each one means
Bill number (VB-)
Clasra’s own sequential bill number.
Example: VB-00002
Vendor invoice #
The supplier’s invoice number you typed.
Example: A3466 (or INV-ABD-7781)
Post journal
Dr line expense (5100 default) / Cr 2000 AP for the bill total.
Example: Post VB-00002 GHS 900 → Dr 5100 900 / Cr 2000 900
Three-way match
PO qty/price vs GRN qty vs bill qty/total. Variances flag, never block.
Example: Bill qty 1 vs GRN 200 → QTY_VARIANCE
Link ≠ post
Linking a bill to a PO does not post another journal.
Example: Link VB-00002 to MR-2026-00001 → no new journal
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materials/vendor-billsCounter & returns
Sell to a student at the materials counter, then reverse a sale with a credit note.
Counter & returns · Counter & returns
Materials counter (sell)
The materials counter is the point of sale for books, uniforms, and stationery. Open a cashier session, pick a student, add items to the cart, and complete the sale. Revenue, COGS, and inventory all move at once.
Read these first
Real scenario
A parent buys 1 Maths workbook at GHS 40 (cost GHS 34). Mrs. Adjei opens the counter, picks Ama Owusu, adds 1 workbook, pays Cash, and clicks Collect. Stock drops to 199; cash rises GHS 40; revenue GHS 40; COGS GHS 34; inventory GHS 34.
Worked example (GHS)
MS-00012 · 1 × workbook GHS 40 · PAID · Stock 199 · Dr 1000 40 / Cr 4100 40
How it works
Open Materials point of sale. If the page asks, open a cashier session. Search a student (2+ characters), confirm them. Add items from the catalogue. Keep Pay now on and pick Cash (or MoMo/Bank). Click Collect. Stock drops; revenue, COGS, and inventory post.
Key fields — what each one means
Open session
Pay-now sales need an OPEN cashier session.
Example: Open counter session → OPEN · GHS 0.00
Pay now vs charge
Pay now posts cash/bank + revenue + COGS. Charge posts AR + revenue + COGS.
Example: Pay now Cash GHS 40 → Dr 1000 40 / Cr 4100 40 + Dr 5200 34 / Cr 1300 34
Stock drop
Qty on hand falls by the sold quantity at sale time.
Example: Sell 1 workbook → on hand 200 → 199
Day lock
If the bursary day is locked, the counter cannot post.
Example: Day locked → reopen from Daily Close to sell again
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materials/sellCounter & returns · Counter & returns
Credit notes (returns)
A credit note reverses a sale — usually a parent returning a book. Stock comes back on the shelf and revenue/COGS reverse. It is not the same as ‘charge account’ on the counter.
Read these first
Real scenario
The parent returns the workbook from MS-00012. Mrs. Adjei issues a credit note for qty 1 with reason “wrong title”. Stock returns to 200; revenue and COGS reverse. The till is not touched — the parent’s account balance is adjusted instead.
Worked example (GHS)
CN-MS-00012 · +1 workbook · Stock 200 · Dr 4100 40 / Cr 1200 40 + Dr 1300 34 / Cr 5200 34
How it works
Open Credit notes → New credit note. Search by sale number (e.g. MS-00012). Tick the line to return, set the return qty, type a reason. Click Issue credit note. Stock rises; revenue debited; AR credited; inventory debited; COGS credited.
Key fields — what each one means
Sale number
The credit note ties to one sale — search by MS- number.
Example: MS-00012 · 1 Maths workbook
Return qty
How many units of that line come back to the shelf.
Example: Return 1 of 1 → on hand 199 → 200
Reason (required)
Narrative for auditors — why the sale is being reversed.
Example: Wrong title — parent returned workbook
Reversal journal
Dr 4100 / Cr 1200 AR for revenue; Dr 1300 / Cr 5200 for cost.
Example: Reverse GHS 40 revenue and GHS 34 cost
Not cash refund
The journal credits AR, not Cash — a real cash refund needs a separate cash-out.
Example: AR down GHS 40 · Cash unchanged
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materials/credit-notesStock controls
Count the shelf on stocktake, post shrinkage, and reconcile valuation to the GL.
Stock controls · Stock controls
Stocktake & shrinkage
Stocktake is a physical shelf count. Counted vs expected posts a variance: missing books become shrinkage (Dr 5210 / Cr 1300); surplus books absorb into inventory (Dr 1300 / Cr 5210). A perfect count posts nothing.
Read these first
Real scenario
Mrs. Adjei counts 3 items. Exercise books expected 177, counted 170 (−7 at GHS 5 each = GHS 35). She saves, then closes. On hand drops to 170 and Clasra posts Dr 5210 GHS 35 / Cr 1300 GHS 35. The other two items match — no journal for them.
Worked example (GHS)
Stocktake 001 · CLOSED · 1 variance · Dr 5210 GHS 35 / Cr 1300 GHS 35
How it works
Open Stocktake → Start new stocktake. Enter counted qty per line. Save counts first, then Close & post. A net negative variance posts Dr 5210 / Cr 1300 for the cost of missing units. A net positive posts Dr 1300 / Cr 5210. Zero variance = no journal.
Key fields — what each one means
Expected vs counted
Expected = system qty. Counted = what you physically see.
Example: Exercise books expected 177 · counted 170 → variance −7
Save counts
Save before Close so unsaved numbers are not treated as no variance.
Example: Save counts → then Close & post
Close & post
Adjusts on-hand to counted and posts the shrinkage journal.
Example: Close → on hand 170 · Dr 5210 GHS 35 / Cr 1300 GHS 35
Cancel
Throws the session away — no stock change, no journal.
Example: Cancel → session CANCELLED · ledger unchanged
Idempotent
Closing the same stocktake twice never double-posts.
Example: Re-close → no second journal
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materials/stocktakeStock controls · Stock controls
Inventory valuation
Inventory valuation is a read-only report that reconciles shelf value (qty × unit cost) against the inventory GL account (1300) on the trial balance. Matched means the books agree with the ledger.
Read these first
Real scenario
After the stocktake, Mrs. Adjei opens valuation. Stock value GHS 8,250 matches 1300 on the trial balance. The page shows Matched. She closes it — no journal was posted, the report just confirmed the books are clean.
Worked example (GHS)
Stock GHS 8,250 · GL 1300 GHS 8,250 · Variance GHS 0 · Matched
How it works
Open Inventory valuation. Three cards: stock value per books, inventory GL balance, and variance. If variance is GHS 0 → Matched. Any non-zero variance → Investigate. Nothing is posted from this page — it only reads.
Key fields — what each one means
Stock value (per books)
Sum of qty on hand × unit cost across active materials.
Example: 325 units × weighted cost = GHS 8,250
Inventory GL balance
Trial balance balance of account 1300.
Example: 1300 Inventory · GHS 8,250
Variance
Stock value − GL balance. Zero = Matched.
Example: GHS 0.00 · Matched
Value by category
Stock value grouped by Uniforms, Books, Other, etc.
Example: Uniforms GHS 4,400 · Books GHS 3,000 · Other GHS 850
No post
This page never writes a journal — it only reports.
Example: Investigate → fix in journals, not here
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materials/valuation