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Mart

All the information you need to manage inventory and make sales at the tuck shop and store.

Store

Written by BenIyke, Kunle O. Daramola

Updated 2 years ago

How to Set up the Store

The following are steps to set up the store:

Step 1: Log in to the school portal and navigate to Mart on the main menu
Step 2: Click Store (a submenu of Mart)
Step 3: Click Setting (a sub-menu of Store)
Step 4: Fill in all *required fields
Step 5: Click Save

Note

Things to take note of while filling all *required fields:

Enable or Disable Bank Transaction Link

If Bank Transaction Link is Enabled:

Click Select to choose from the list of Income Categories
Click Select to choose from the list of Expense Categories
Click Select to choose from the list of Expense Tags

How to Create an Item Category

Follow the steps below to create a category:

Step 1: Click Category (a submenu of Store)
Step 2: Click the CREATE CATEGORY button in the top right corner of the page
Step 3: Fill in all fields
Step 4: Click ADD MORE, and do the same as in Step 3. Do this for all categories of items
Step 5: Click Save

Note

Things to take note of while filling *required fields:

Name: Fill this field with a name or a category of similar items. (An example is School Uniform. This can be a category for Boy's Uniform, Girl's Uniform, etc. Another is Notebooks which can be a category for 40-leave, 60-leave and 80-leave notebooks.)
Description: Give a brief detail or information on this category or items that belong to this category

How to Add Items

Follow the steps below to add items:

Step 1: Click Items (a sub-menu of Store)
Step 2: Click the ADD ITEM button in the top right corner of the page
Step 3: Fill in all fields, especially the required fields
Step 4: Click ADD MORE, and do the same as in Step 3. Do this for all items to be entered in
Step 5: Click Save

Note

Things to take note of while filling all fields:

Name: Fill this field with the exact name of the item. (For example, 80-Leave Notebook, not just Notebook)
Category: Click Select to choose from the list of categories (For example, Notebook will be a category that 80-Leave Notebooks belong)
Reorder level: This is for inventory or stock control. Fill this field with a number (or quantity) that the system can use to notify the store manager to restock the store when the quantity in storage is below that number (or amount)
Description: Give a brief detail or information on the item (This is optional)

Click the EDIT button attached to any item to make any corrections. However, the system will not allow the removal of any item on which a transaction has been done.

How to Approve a Newly Purchased Store Item

Below are steps to approve purchased items:

Step 1: Log in to the school portal and navigate to Mart on the main menu
Step 2: Click Store (a submenu of Mart)
Step 3: Click Approve Purchase (a submenu of Store). This gives access to a detailed list of items registered as New Arrivals but needs approval to be added to the stock of items that can be sold
Step 4: Click the square box at the top of the list to select all items on the list. If the intention is to approve only one item on the list, then click the square box attached to the item to check or select it
Step 5: Click the green purchase approval icon in the top right corner of the page. (The system will ask you to confirm your intention to approve the purchase)
Step 6: Click Approve

How to Stock Up on Store Items

Below are steps to stock up on items in the store:

Step 1: Log in to the school portal and navigate to Mart on the main menu
Step 2: Click Store (a submenu of Mart)
Step 3: Click New Arrival (a sub-menu of Store)
Step 4: Click the ADD NEW ARRIVAL button in the top right corner of the page
Step 5: Fill in all the fields, especially the required fields. Click ADD MORE to add multiple items at a go.
Step 6: Click Save.

Note

Things to take note of while filling the required fields:

Item: Click Select to choose from the list of items already registered or catalogued in the system
Quantity: Fill in the quantity or the total number of that particular item
Unit Price: Fill in the exact price of a single item
Selling Price: This allows for price control. When the unit price of an item has gone up or down in the general market, the price of the item can be changed here. The selling price set on new arrivals becomes the current selling price of an item

Fill in any additional information on the item. (This is optional).

How to Add a Store Cashier

Below are steps to add a cashier:

Step 1: Log in to the school portal and then navigate to Mart on the main menu.
Step 2: Click Store (a submenu of Mart).
Step 3: Click Cashier (a submenu of Store).
Step 4: Click the ADD CASHIER button in the top right corner of the page.
Step 5: Click the cashier field to select from a list of staff the individuals to be assigned the role of a cashier.
Step 6: Click Save

Note

Multiple individuals can be selected as cashiers. The number of cashiers depends on the school policy.

How to Order from the Store

Below are the steps to place an order:

Step 1: Log in to the school portal and navigate to Mart on the main menu
Step 2: Click Store (a submenu of Mart)
Step 3: Click Order (a submenu of Store). As a parent or a student, Click the MANAGE ORDER button attached to the child you would like to place an order for.
Step 4: Click the PLACE ORDER button in the top right corner of the page
Step 5: Fill in all *required fields. Select an item of choice and input the quantity to be purchased. (Multiple items can be selected using the ADD MORE button)
Step 6: Click Save
Step 7: Click the CHECK OUT button to complete the order. This should be done after confirming the details of the item(s). The system will generate an order code for the item and a feedback message saying, 'Your order has been placed, awaiting approval.'

Note

The wallet must have sufficient balance to make a successful or complete transaction. In the case of insufficient balance, the system will not complete the transaction but will indicate this by stating the current balance (as against the total cost of the item(s)) as shown below.

Tip

To delete or remove an item from an ordered list,

Click the checkbox attached to the item ordered
Click the red delete icon button in the top right corner

How to Order on behalf of a Student

Below are steps to place an order on behalf of a student:

Step 1: Log in to the school portal and navigate to Mart on the main menu
Step 2: Click Store (a submenu of Mart)
Step 3: Click External Sale (a submenu of Store).
Step 4: Click the RECORD button in the top right corner of the page
Step 5: Fill in all the *required fields. Click the empty Date Issued field to select a date from the pop-up calendar. Click the empty Student field to select a student of choice from the drop-down list of students. Click Select to choose an item from the drop-down list of items, and input a quantity. (Multiple items can be selected using the ADD MORE button).
Step 6: Click Save.

Tip

To delete an ordered item, click the small square box attached to it to select the item and then click the red delete icon in the top right corner of the page. To select all ordered items on the list, click the small square box on top of the list to select all and then click the red delete icon in the top right corner of the page.
To filter information to an old or past record of orders, click the small calendar icon (sales calendar) in the top right corner of the page, click the empty field to select a date from the pop-up calendar and then click PROCEED.

How to Make Store Sales

Making sales involves the approval of existing orders or a list of orders.

Below are the steps to make sales or approve an order:

Step 1: Log in to the school portal and then navigate to Mart on the main menu.
Step 2: Click Store (a submenu of Mart).
Step 3: Click Sales (a submenu of Store).
Step 4: Click the MAKE A SALE button in the top right corner of the page.
Step 5: Click the empty field to see an order code or a drop-down list of order codes each having a date and the name of the individual who placed the order
Step 6: Select an order code (The system displays more information about the order code selected)
Step 7: Click Save.

Note

Only the assigned cashier can make sales or approve an order
All orders approved are immediately viewable under the sales record by the cashier and other individuals who have access to Sales on the system

How to Access Past Sales Records

Below are steps to access records of past sales:

Step 1: Log in to the school portal and then navigate to Mart on the main menu.
Step 2: Click Store (a submenu of Mart).
Step 3: Click Sales (a submenu of Store).
Step 4: Click the sales calendar button in the top right corner (just above the sales record list)
Step 5: Click the empty date field to choose a date from the calendar.
Step 6: Click PROCEED.

How to Request a Refund

Below are steps to request a refund:

Step 1: Log in to the school portal and then navigate to Mart on the main menu
Step 2: Click Store (A submenu of Mart)
Step 3: Click Refund (A submenu of Store)
Step 4: Click the NEW REQUEST button in the top right corner of the page
Step 5: Fill in all the *required fields. Click the upper empty field to select an Order Code, and then state the reason for the refund in the empty field below
Step 6: Click Save.

Note

The refund is subject to the approval of an assigned individual or the administrator. The refund remains pending until the administrator or the individual assigned to this role approves the refund.

How to Approve a Refund Request

Below are steps to approve a request for a refund:

Step 1: Click Approve Refund (A submenu of Store)
Step 2: Click the square box attached to the Order Code to select it. To select all Order Codes on the list together, click the checkbox at the top of the list for a refund
Step 3: Click the green refund approval icon in the top right corner of the page. The system will ask you to confirm your intention to approve the refund
Step 4: Click Approve

How to Review the Store Stock

Below are the steps to Access and review stock:

Step 1: Log in to the school portal and then navigate to Mart on the main menu.
Step 2: Click Store (a submenu of Mart)
Step 3: Click Stock (a submenu of Store)

This opens to a page that indicates the total inventory (total number of items in stock) and total amount in valuation, total types (unique) of items in stock and total types (unique) items with low re-oreder level and needs to be topped up or restocked. Below this is a tabular list of all item types in stock, each with the total units (Quantity Available) in stock and the cost and selling prices of each item types.

Note

Click the FILTER BY button in the top right corner of the page to streamline item information to available options.

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