The Inventory module contains all of the items in the Awana Ministry Supply Catalog. It helps track the quantity of items in stock. If re-order levels are set, items will be added to an order when the stock gets low. The Order form makes it easy to build and track supply orders. When a shipment is received, marking the items as received in the Order form replenishes the Inventory Quantities in Stock. Below is an example with links to related topics. See additional information in the Inventory Module.

Example Scenario

With the inventory set up and Inventory Tracking preferences set, here's what happens:

When an award is triggered, the award item's Quantity in Stock is reduced. The item's new quantity in stock is now low enough to trigger it being added to an order. If there is not currently an open order, a new order is created and the item is added. When a new handbook is assigned, the quantity in stock for the book is reduced by one. If the new quantity in stock matches the re-order level, the book is added to the open order. This process happens for every award that is generated, book or uniform that is assigned or Fee that is manually entered.

After club, open and review the Order under Inventory > Orders. Add additional items and adjust the quantities if needed. Place the order, using one the following:

Then, change the Order Status to Submitted so it can no longer be modified. When the supply order arrives, reopen the Order and set the status to Received. This causes check boxes to appear in the Line Items grid. Mark each item as received as the shipment is verified. Marking items as received increases the item's Quantity in Stock by the appropriate amount. After all items are marked as received, the Awana Order Number and Invoice fields are updated, and all work on the Order is complete, change the Status to Closed.