CampusAlly

Inventory & Asset Management System

Automate your Procure-to-Pay cycle. A GFR-compliant system to manage Purchase Orders, track Fixed Assets, and handle Annual Stock Verification effortlessly.

Streamlining University Procurement

30% Procurement Cost Saved
100% Asset Traceability
Zero Audit Discrepancies
5,000+ Vendors Managed

Procurement & Purchase

Purchase Requisition

Smart Procurement Workflow

Replace paper files with a digital approval chain. Adhere to GFR norms automatically.

  • Indent/Requisition: Departments raise purchase requests which are routed to the Principal/Registrar for budget approval.
  • Vendor Quotations: Invite and compare quotes (L1, L2, L3) side-by-side to select the best vendor.
  • Purchase Orders: Generate digital POs with T&C instantly and email them to vendors.
Goods Received Note

GRN & Stock Entry

Ensure what you ordered is exactly what you received.

  • Quality Check: Record "Accepted" vs "Rejected" quantities upon delivery before stock entry.
  • Stock Register: Auto-update the Central Stock Register and Departmental Sub-Stock immediately upon GRN approval.
  • Invoice Mapping: Link Vendor Invoices to GRNs for seamless payment processing by Accounts.

Fixed Asset Management

Barcode Asset Tagging

Asset Tagging & Tracking

Know exactly where every computer, microscope, and projector is located.

  • Barcoding/QR: Generate unique asset tags (Asset ID) for every item during stock entry.
  • Location Mapping: Track assets by Room No, Lab Name, or Block (e.g., "Computer Lab 1 - System 04").
  • Transfers: Manage Inter-Departmental transfers (e.g., Moving a printer from Admin to Library) with digital gate passes.
Depreciation Calculation

Asset Lifecycle & Depreciation

Automate year-end financial activities for your fixed assets.

  • Depreciation: Auto-calculate value reduction using Straight Line or WDV methods for balance sheets.
  • AMC & Warranty: Track warranty expiry dates and Annual Maintenance Contracts with auto-alerts.
  • Write-Off: Workflow for scrapping obsolete items (e.g., E-Waste) with proper administrative approval.

Stores & Consumables

Lab Consumables

Consumables & Lab Chemicals

Manage items that get "consumed" like stationery, chemicals, and chalk.

  • Issue & Return: Issue consumables to staff/faculty and track consumption patterns.
  • Re-Order Levels: Set minimum stock thresholds (e.g., "Alert if A4 Paper < 10 Reams").
  • Expiry Tracking: Monitor shelf-life of chemicals in Chemistry/Bio-tech labs to prevent usage of expired goods.
Stock Verification

Annual Stock Verification

Make the year-end audit painless and accurate.

  • Mobile Audit: Scan assets via the mobile app to mark them as "Verified" physically.
  • Discrepancy Report: Auto-generate a report of "Missing" or "Damaged" assets post-audit.
  • Audit Trail: Maintain a digital history of verifications for external auditors.

Store Officer FAQs

Can we create Rate Contracts?

Yes. You can define Rate Contracts (RC) with preferred vendors for recurring items (like stationery) to bypass the quotation process for every small purchase.

Does it support GeM (Government e-Marketplace)?

While direct API integration depends on GeM access, our system allows you to record GeM Order IDs and upload GeM invoices to keep your internal records synchronized.

How are broken items handled?

You can move items to a "Repair/Maintenance" status. The system tracks the item as "Out for Repair," logs the repair cost, and returns it to stock once fixed.

Stop The Leakage.

Gain 100% visibility over your campus assets.

Hostel Inventory • Library Assets • Lab Equipment