Books & Supplies tutorial
Step-by-step guide for uniforms, textbooks, and stationery — catalogue, stock, counter sales, and reports. Start with Foundation, then inventory and counter paths. All amounts in GHS. App links open in a new tab when you sign in.
Foundation
What the shop is for and how it differs from school-fee collection.
Foundation · Start here
Books & Supplies hub
The shop workspace for uniforms, textbooks, stationery, and other items you sell to students — separate from termly school fees.
Real scenario
Sunrise Academy opens Books & Supplies before resumption week. The bursar sees 8 low-stock badges on exercise books and sends a purchase order the same day.
Worked example (GHS)
Hub KPIs · 142 active items · Stock value GHS 28,400 · Link to materials counter ready
How it works
Catalogue holds items and stock levels. The materials counter records sales against students. Amounts are in GHS. Fee invoices stay on the fee cashier.
Key fields — what each one means
KPI cards
Quick totals — items in catalogue, low-stock count, stock value, recent sales.
Example: 142 items · 8 low stock · Stock value GHS 28,400 · 23 sales this week
Catalogue tab
Browse, search, add, receive, and adjust inventory.
Example: Grid view of JHS Maths textbook · GHS 45.00 · 120 on hand
Sales tab
Recent counter sales with sale numbers and totals.
Example: MS-2026-0041 · Kwame Mensah · GHS 95.00 · PAID
Quick actions
Jump to counter, add item, or fee cashier without hunting the menu.
Example: Open materials counter · Add new item · Fee cashier
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materialsFoundation · Foundation
Fee cashier vs materials counter
Two dedicated workspaces — one for school fees, one for books and supplies — so busy registration days stay organised.
Read these first
Real scenario
On registration day, Lane A handles fee balances while Lane B sells uniform sets. Each lane uses its own screen but both sessions roll into the same daily close.
Worked example (GHS)
Fees → Fee cashier · Books & uniforms → Materials counter · Same GHS session rules
How it works
Fee cashier posts against fee invoices only. Materials counter sells catalogue items and can charge the student account or take payment now. Both can share the same cashier session totals for daily close.
Key fields — what each one means
Fee cashier
Find student → confirm → collect fee payment (cash, MoMo, bank, cheque).
Example: /dashboard/finance/cashier · Term 1 invoice GHS 1,330.00
Materials counter
Build a cart of books/uniforms → checkout for a student.
Example: /dashboard/finance/materials/sell · 2 textbooks + 1 PE kit = GHS 185.00
Why split
Faster queues, clearer receipts, and stock counts stay tied to product sales.
Example: Front desk lane A = fees · Lane B = uniforms & books
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/cashierFoundation · Foundation
Catalogue browse & search
Your master list of everything the school sells — with codes, categories, prices, and quantity on hand.
Read these first
Real scenario
Storekeeper filters low stock only and exports a shopping list for the bookshop supplier before Monday.
Worked example (GHS)
Filter: Low stock · 8 items · Top row: Exercise Book A4 · 18 left · reorder 25
How it works
Search or filter low stock. Switch grid/table view. Edit, receive stock, or adjust from each row. Only active items appear at the counter.
Key fields — what each one means
Item code
Short unique code for stock-taking and receipts.
Example: TXT-MATH-JHS · UNI-PE-KG · STN-EX-A4
Sell price
What parents pay at the counter in GHS.
Example: JHS Maths Workbook · Sell GHS 45.00
Unit cost
What the school paid suppliers — used for stock value and margin.
Example: Unit cost GHS 32.00 · Margin GHS 13.00 per copy
Qty on hand
Physical count available to sell — decreases when you sell, increases on receive.
Example: 120 copies on hand before resumption rush
Low stock flag
Turns on when qty on hand is at or below reorder level.
Example: Reorder at 25 · On hand 18 → 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/materialsInventory
Catalogue items, receive deliveries, adjust stock, and watch reorder levels.
Inventory · Inventory
Add a catalogue item
Create a new product — name, category, sell price, cost, opening quantity, and when to warn you to reorder.
Read these first
Real scenario
A new publisher edition arrives. Bursar adds TXT-MATH-JHS-2 at GHS 48.00 with 150 copies on hand and reorder 20.
Worked example (GHS)
New item · Books · Sell GHS 48.00 · Cost GHS 34.00 · 150 on hand · Reorder 20
How it works
Saving creates the material record. Opening qty on hand counts as stock immediately. You need MATERIALS_MANAGE permission to add or edit.
Key fields — what each one means
Name & code
Display name and stock code staff recognise.
Example: Name: JHS Mathematics Workbook · Code: TXT-MATH-JHS
Category
Books, Uniforms, Stationery, Electronics, Sports, Laboratory, Arts & Crafts, Hygiene, IT Devices, Printing, ID Cards, Food & Snacks, or Other — helps reports and browsing.
Example: Category: Books · PE kit → Uniforms · Calculator → Electronics
Sell price (GHS)
Counter price parents pay.
Example: Sell GHS 45.00
Unit cost (GHS)
Supplier cost per unit for stock valuation.
Example: Cost GHS 32.00
Opening qty & reorder
Starting stock and threshold for low-stock alerts.
Example: Qty 200 · Reorder level 30
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materialsInventory · Inventory
Receive a delivery
Record stock arriving from a supplier — increases quantity on hand and updates average cost.
Read these first
Real scenario
500 A4 exercise books arrive. Storekeeper receives +500 at GHS 2.80 each. On-hand jumps from 18 to 518 and the low-stock flag clears.
Worked example (GHS)
Receive · STN-EX-A4 · +500 · Cost GHS 2.80 · New on hand 518
How it works
Enter quantity received and optional unit cost for this batch. Optionally mark supplier paid now if cash left the office. Stock value rises on the hub KPIs.
Key fields — what each one means
Quantity received
Units added to on-hand count.
Example: +500 exercise books from Accra Book Depot
Batch unit cost
Cost for this delivery — may differ from last order.
Example: GHS 2.80 per book this shipment (was GHS 2.60)
Paid now
Tick if you paid the supplier immediately — for your own records.
Example: Paid GHS 1,400 cash to driver on delivery
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materialsInventory · Inventory
Stock adjustment
Fix counts after damage, loss, or stock-take — without pretending a sale happened.
Read these first
Real scenario
After stock-take, 12 textbooks are unsellable. Storekeeper adjusts −12 with reason “water damage” — on hand drops but no student is charged.
Worked example (GHS)
Adjust TXT-MATH-JHS · −12 · Reason: water damage · On hand 108
How it works
Enter a positive or negative delta with a reason. Clasra updates qty on hand and keeps an audit trail. Use adjustments, not fake sales, for write-offs.
Key fields — what each one means
Delta (+ / −)
How many units to add or remove.
Example: −12 water-damaged textbooks after rain in store
Reason
Required narrative for auditors and managers.
Example: Damaged in storage · Term 1 stock-take variance
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materialsInventory · Inventory
Low stock & reorder
Reorder level tells Clasra when to flag an item before you run out during a busy week.
Read these first
Real scenario
Three days before resumption, 8 items are low. Bursar shares the filtered list with procurement — all received before Monday.
Worked example (GHS)
Low stock: STN-EX-A4 · 18/25 · Order 500 more before registration
How it works
When qty on hand ≤ reorder level, the item shows a low-stock badge on the hub and in the catalogue filter. Restock with Receive stock.
Key fields — what each one means
Reorder level
Minimum comfortable quantity before you order more.
Example: PE kits: reorder 10 · sell fast at resumption
Low stock filter
Catalogue view showing only items needing attention.
Example: 8 items flagged · exercise books, pens, socks
Stock value
Total GHS value of on-hand inventory (qty × cost).
Example: Hub shows Stock value GHS 28,400 after receive
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materialsCounter sales
Open a session, sell to students, and take cash, MoMo, or bank payment.
Counter sales · Counter sales
Materials counter (POS)
The point-of-sale screen — open a cashier session, then sell catalogue items to students.
Read these first
Real scenario
Uniform lane opens “Resumption — uniforms” session at 7:30am. First sale posts at 7:45 after parents queue.
Worked example (GHS)
Open session · Sell items · Session total rises · Close when lane ends
How it works
Same session model as fee collection: open session → sell → payments count toward session totals → close feeds daily close. Requires MATERIALS_SELL permission.
Key fields — what each one means
Open session
Start a counter shift before the first sale.
Example: Session: Front desk — books · OPEN
Day lock
If bursary day is locked, counter cannot post until supervisor reopens.
Example: Daily close locked 28 Feb → counter blocked until reopen
Session totals
Running GHS total and payment count for this shift.
Example: GHS 4,850.00 collected · 31 sales
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materials/sellCounter sales · Counter sales
Sell flow (student → cart → checkout)
Find the student, add items to the cart, confirm quantities, then complete the sale.
Read these first
Real scenario
Parent buys two workbooks and socks for Ama. Cashier searches student, adds three lines, confirms, and posts — stock drops automatically.
Worked example (GHS)
Ama Owusu · Cart GHS 115.00 · MS-2026-0042 · Stock −2 workbooks, −1 socks
How it works
Search student by name or admission number. Add materials from catalogue search. Cart shows line totals in GHS. Checkout creates a sale record and reduces stock.
Key fields — what each one means
Find student
Every sale is tied to a student profile for records and optional credit.
Example: Search “Ama” → Ama Owusu · JHS 2A
Cart lines
Item, quantity, unit price, line total.
Example: 2× Maths workbook GHS 45 · 1× PE socks GHS 25 = GHS 115
Confirm student
Verify identity before checkout — same discipline as fee cashier.
Example: Confirm Ama Owusu · JHS 2A before posting
Sale number
Unique reference on sales history and receipts.
Example: MS-2026-0042 · Total GHS 115.00
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materials/sellCounter sales · Counter sales
Payment at the counter
Take cash, MoMo, or bank payment when the parent pays now — with references where required.
Read these first
Real scenario
Parent pays GHS 115 via MoMo. Cashier enters reference, posts sale PAID, and hands a receipt — session MoMo total increases.
Worked example (GHS)
Pay now · MoMo · GHS 115.00 · Ref MTN-884422 · Sale PAID
How it works
Pay now posts a payment in GHS and marks the sale PAID. MoMo and bank need a reference. Sale links to the active cashier session for daily close.
Key fields — what each one means
Cash
Immediate cash in drawer — no reference needed.
Example: GHS 115.00 cash · counted in session close
MoMo
Mobile money — enter transaction reference.
Example: MoMo ref MTN-884422 · GHS 115.00
Bank
Bank transfer or deposit — reference required.
Example: Bank ref DEP-20260228 · GHS 115.00
Payer details
Optional guardian name and phone on the receipt.
Example: Payer: Mrs Owusu · 024XXXXXXX
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materials/sellCounter sales · Counter sales
Sell on student account (pay later)
Let trusted parents take books now and pay later — the amount sits on the student’s materials balance.
Read these first
Real scenario
A parent collects books today but will MoMo tomorrow. Cashier sells on account — stock updates, sale stays PENDING until bursar collects.
Worked example (GHS)
Credit sale · Ama Owusu · GHS 220.00 · PENDING · Stock reduced
How it works
Turn off Pay now at checkout. Clasra records a credit sale linked to the student. Collect later via fee cashier or a follow-up payment — stock still decreases when you sell.
Key fields — what each one means
Pay now off
Checkout without immediate payment — creates a credit sale.
Example: Uniform set GHS 220 · Pay now unchecked
Credit sale status
Shows as pending until payment is collected.
Example: MS-2026-0043 · PENDING · GHS 220.00
Stock still moves
Items leave inventory even when payment is deferred.
Example: PE kit qty −1 · parent pays next week
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materials/sellReports & controls
Sales history, stock value, and how materials tie into daily close.
Reports & controls · Reports & controls
Sales history
Review recent counter sales — sale number, student, total, status, and date.
Read these first
Real scenario
Bursar reviews Friday sales tab — 23 PAID, 2 PENDING credit sales to chase on Monday.
Worked example (GHS)
Sales tab · 23 PAID · 2 PENDING · Total week GHS 6,840
How it works
Open Sales history. Filter by date or status, search a sale number, and print the ledger with KPIs.
Key fields — what each one means
Sale number
Unique ID for the transaction.
Example: MS-2026-0041
Status
PAID = collected · PENDING = credit sale awaiting payment.
Example: PAID · MoMo · GHS 95.00
Student
Who received the items.
Example: Kwame Mensah · JHS 1B
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materials/historyReports & controls · Reports & controls
Stock & sales summary
Hub KPIs and reports for stock value, item counts, and sales totals — management view in GHS.
Read these first
Real scenario
Principal asks for inventory value before board meeting. Bursar reads stock value KPI and low-stock count from the hub.
Worked example (GHS)
142 items · Value GHS 28,400 · 8 low stock · Sales week GHS 6,840
How it works
Stock summary uses qty × unit cost. Sales summary aggregates counter totals for the period Clasra loads. Use after receive and before ordering.
Key fields — what each one means
Items in catalogue
Active products you can sell.
Example: 142 active items
Stock value
Total inventory value at cost.
Example: GHS 28,400 stock on hand
Sales summary
Counter revenue snapshot on the hub.
Example: Week sales GHS 6,840 · 47 transactions
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/materialsReports & controls · Reports & controls
Daily close & day lock
End-of-day control — fee and materials sessions roll up here. Locked days block new counter posts.
Read these first
Real scenario
After resumption Saturday, supervisor closes both fee and materials sessions, locks the day, and reconciles MoMo against the provider statement.
Worked example (GHS)
2 sessions · Materials GHS 4,850 · Day locked · No further counter posts
How it works
Cashiers close sessions with declared totals. Supervisor runs daily close and locks the Accra business day. Both fee cashier and materials counter respect the lock.
Key fields — what each one means
Session totals
Per-shift collections by method in GHS.
Example: Materials lane · Cash GHS 2,100 · MoMo GHS 2,750
Day lock
No new payments or material sales until reopened with reason.
Example: 28 Feb locked 16:10 · reopen only by supervisor
Variance
Declared vs system — explain non-zero differences.
Example: Declared GHS 4,850 · System GHS 4,850 · Variance 0
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/daily-close