How to set up and distribute school materials
Prepare a product for a class and session, find a student, and check its delivery status.
Use this guide when your school needs to hand out books, uniforms, kits, or other class materials. The work starts with the academic session and class, then moves through product setup and student delivery.
Prerequisites
You need access to Product List, Product Cost, Class-wise Product, and Distribution under Material Distribution. An institution administrator with Academic Rules access may need to create the session and class before a store or inventory officer starts this guide.
Before you begin:
- Confirm the academic session, campus, class, and section exist. See Setting up campuses, classes, sections, and subjects.
- Decide the product type, item name, quantity, and prices.
- Have the student's ID ready. You need at least four digits to search.
1. Add the product
Go to Material Distribution > Configuration > Product List.
- Choose the Product Type.
- Select Add New.
- Enter the Item Name (Brand Name) and product type.
- Select Save.
2. Set the price for the session
Go to Material Distribution > Configuration > Product Cost.
- Choose the Academic Session and Product Type.
- Select Add New.
- Choose the product.
- Enter its Face Value, Purchase Price, and Selling Price.
- Select Save.
The cost belongs to the selected academic session. Check the session before you save so the item does not appear under the wrong year.
3. Assign the product to a class
Go to Material Distribution > Configuration > Class-wise Product.
- Choose the class, session, and product type.
- Select Add Product.
- Choose the product and enter the quantity.
- Check the selling price and total.
- Select Save.
The product must be assigned to the student's class for the current session. Otherwise, the Distribution page shows No materials for this student.
4. Find the student and review the item
Go to Material Distribution > Distribution.
- Enter at least four digits of the student ID in Search Student.
- Choose the matching student.
- Check the campus, class, section, and roll shown under Student Information.
- Review the material, amount, payment status, and delivery status under Student Material Distribution Information.
If the page shows No materials for this student, first confirm the student's class and current session. Then check the class-wise product assignment.
5. Deliver the material
Open the row's action menu and choose Deliver. Before you confirm, check the student, item, quantity, selling price, and total amount.
This guide stops before the confirmation because the saved delivery state and its connection to payment records are not yet documented. Follow your institution's approved delivery process before confirming the action.
6. Check the result
Open Material Distribution > Report > Payment Status to check payment records.
- Select Filter.
- Choose the Session, Payment status, and Date range.
- Narrow the report by campus, class, section, or material type when needed.
- Select Search.
Open Material Distribution > Report > Delivery Status to check delivery records.
- Select Filter.
- Choose the Session, Delivery status, and Date range.
- Narrow the report by campus, class, or section when needed.
- Select Search.
Payment Status and Delivery Status are separate reports. Check both when you need to confirm the full record.
FAQ
Why does the student have no materials?
Check that the product has a cost for the current session and is assigned to the student's class. Also confirm the student's class and session are correct.
Why can I not find the student?
Enter at least four digits of the student ID, then choose a result from the list.
Which session should I choose?
Use the session tied to the student's current class assignment. A cost or class assignment under another session does not appear as a current material.
Where can I check whether an item was delivered?
Open Material Distribution > Report > Delivery Status. Choose the session, status, and date range, then run the report.