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Stock on hand is never edited directly. Every change to a PACE or library item’s quantity is recorded as a movement, and a database trigger reconciles the on-hand count from those movement rows. Receiving a shipment and adjusting stock are the two ways an administrator or supervisor changes stock by hand. Assigning a PACE to a student is the third way stock changes, and it happens automatically.

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Who can do this

Both actions require the inventory:manage capability. In the system role bundles, administrators hold it; supervisors hold inventory:view and inventory:checkout but not inventory:manage by default, so the sidebar shows supervisors Inventory Reports, Inventory Movements, and Inventory Items only, without a Receive Stock link. A custom role can grant inventory:manage to a supervisor, but access to /admin/inventory/* is also gated at the route level to organization role administrator or supervisor, so no other role reaches these pages regardless of custom capability grants.
The Recent Shipments list on the Receive PACE Stock page checks specifically for the administrator org role, separate from the inventory:manage capability that gates the page and the receive action itself. A supervisor granted inventory:manage could submit a shipment but still be denied the Recent Shipments list.

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Receive a PACE shipment

Use this when a new shipment of PACE booklets arrives from the supplier. Go to Programs & Resources > Inventory > Receive PACE Stock (/admin/inventory/pace/receive).
1

Add a line for each PACE received

In the bulk receive form, select the PACE item, enter the quantity received, and optionally add a note (for example, supplier or invoice reference).
2

Add more rows as needed

Add or remove rows to cover every PACE in the shipment before submitting.
3

Record the shipment

Submit the form. All lines commit together in a single transaction through the bulk_receive_pace_shipment database function. Either every line posts, or none does.
4

Review Recent Shipments

The Recent Shipments panel below the form lists the last 10 purchase movements, showing PACE name and number, quantity, notes, who recorded it, and the date.
Each line in the batch posts as a purchase movement, and stock on hand increases by that line’s quantity. The per-line quantity is capped at 1,000,000. If receiving the shipment brings a previously low-stock item back above its reorder threshold, a restock-recovery notice fires for users holding inventory:manage.

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Adjust stock

Use Adjust Stock for corrections that are not a supplier shipment, such as a damaged booklet, a donation, or a recount that disagrees with the system.
1

Open the item's actions menu

Go to Programs & Resources > Inventory > Add Items (/admin/inventory/items), find the item, and choose Adjust stock from its row actions.
2

Choose how to enter the change

Pick ‘Change by (+/-)’ to enter a signed delta, or ‘Set new count’ to enter the absolute quantity. If you choose Set new count, the app computes the delta for you.
3

Enter a reason

A reason note is mandatory on every adjustment (for example, damaged, donation, or recount).
4

Confirm a negative balance if prompted

The modal shows the resulting on-hand count live. If the adjustment would take stock below zero, a confirmation dialog explains that the balance becomes a recorded stock debt before you can submit.
5

Submit

The adjustment posts as an adjustment movement, and quantity on hand is reconciled by the database trigger, never written directly.
Quantity on hand has no floor in the database. A large negative adjustment or issue is allowed and recorded as a stock debt rather than blocked, so double check the delta before submitting.

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How each posts to the ledger

ActionMovement reasonDelta signWhere it shows up
Receive PACE shipmentpurchasePositive (quantity received)Movement ledger, Recent Shipments, item history
Adjust stock, increaseadjustmentPositiveMovement ledger, item history
Adjust stock, decreaseadjustmentNegativeMovement ledger, item history, may trigger a low-stock alert
PACE assigned to a studentissueNegative (auto)Movement ledger, item history
Every posted movement, regardless of source, appears in the item’s History dialog and in the org-wide movement ledger at Programs & Resources > Inventory > Inventory Movements, where it can be filtered by item, reason, and date range and exported to CSV.

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What fires automatically

  • Low-stock alert: fires when an issue movement or a negative adjustment crosses an item’s reorder threshold from above to at or below it. It is sent in-app and by email to every user holding inventory:manage, deduplicated to one alert per item per rolling 24-hour window.
  • Restock-recovery notice: fires after a bulk receive or a positive adjustment brings a previously low item back above its reorder threshold.
  • No alert on a zero threshold: setting an item’s reorder threshold to 0 disables low-stock alerting for that item entirely.

Inventory Overview

How the movement ledger model works and where inventory lives in the sidebar.

Inventory Reports

Stock on hand, low-stock widget, burn-rate forecast, and untracked PACEs.