Buy right, store right, account for every item

Stationery, uniforms, lab chemicals, sports kit, housekeeping supplies…

A school buys hundreds of items a year from dozens of suppliers. Without a system, requests come by word of mouth, quotations are compared on paper, nobody knows what is in the store, and the auditor finds purchase bills that never matched a receipt.

SSMS runs procurement with checks at every step. A department raises a purchase request, which is approved. The store office sends a request for quotation to suppliers, records their quotations and compares them — lowest per item or overall, with notes. An approved purchase order is printed and sent; goods are received against it (partially if needed, with rejections), and the supplier's invoice is posted to the books with GST and TDS.

The stock ledger keeps every movement with moving-average cost. Items are issued to departments, transferred between stores and adjusted with reasons; reorder alerts warn before the store runs out; and a stock audit compares counts with the books and posts the variance.