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The school shop (POS)

The School Shop is EduPrime’s point of sale for uniforms, books, stationery and other items. It can take cash on the spot or post the purchase straight to the student’s fee account so it appears on the family statement. This page covers selling, account posting, and the basics of keeping stock accurate.

Where to find it — App drawer → School Shop → Configuration → POS Configs.
School shop point of sale
The School Shop POS – sell uniforms and books, then settle in cash or post to the student account.

Selling an item

Open the School Shop from the app drawer and start a session.

  1. Scan or select the product (e.g. Sweater – Size 8, Maths Textbook Grade 5).
  2. Set the quantity; the line total updates.
  3. Choose the customer: a walk-in, or a specific student if it should hit their account.
  4. Take payment – cash, card, mobile money – or choose Post to student account.
  5. Finish the sale; a receipt prints or is sent by SMS.
Tip — Always select the student before posting to account. A uniform posted to a walk-in instead of the child cannot later be linked to a statement without a manual correction.

Posting to the student account

Posting to account means the parent does not pay cash at the counter – the charge is added to the family’s fee balance and collected with the rest of the fees.

  1. At payment, choose Post to student account.
  2. EduPrime creates a charge on the selected student and updates the family statement.
  3. The item appears as a normal line the parent can pay through any rail.
Important — Posting to account increases what the family owes – treat it like extending credit. Set a school policy on who may authorise account sales and for what value, otherwise statements balloon with shop charges the parents never agreed to.
SettlementEffect on statementStock
Cash / mobile money at counterNo change – paid on the spotReduced
Post to student accountCharge added to family balanceReduced

Stock basics

The shop tracks inventory so you know what to reorder and can spot shrinkage.

  • Each product has a quantity on hand that drops with every sale.
  • Record deliveries when new uniform or book stock arrives so quantities rise.
  • Run a periodic stock count and adjust for differences, with a reason recorded.
  • Set reorder points so popular sizes do not run out mid-term.
Tip — Count uniform stock at the start and end of each term. Uniforms are the most-stolen and most-miscounted shop item; a termly count keeps your stock figure honest and your reorders accurate.

Reconciling shop takings

At the end of each session, close it and reconcile the till: cash counted should equal cash sales, and account-posted sales should reconcile to the charges that hit student statements. Shop income posts to its own account so it never muddles tuition collections, and the finance reports can show shop revenue separately from fees.

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