Stationary Registry

The Stationary Registry page provides a unified dashboard and process flow for managing the intake and outtake of the institution’s physical stationary stocks (e.g., passbooks, deposit books, checkbooks). Using a robust modal interface, it enables users to seamlessly log new stationary stock entries into a defined GL inventory account, or record the sale/issuance of these items, instantly calculating totals and maintaining an active ledger.

PURPOSE

  • Manage both the receiving and selling of bulk physical stationary assets within the branch.
  • Standardize the method of binding new stationary items to specific General Ledger Income and Stock accounts.
  • Ensure that the total value of stationary issues is automatically calculated to prevent data entry discrepancies.
  • Provide a clean, unified dashboard to view, audit, and update past stationary transactions.

STEP-BY-STEP GUIDE

Step 1 — Accessing the Module

  1. Navigate to the Back Office Module and locate the Stationary Register Page.
  2. Click on Stationary Registry to open the main dashboard.
  3. The dashboard displays a table of existing stationary transactions.

Step 2 — Setting up a New Stationary Item (If the stationary item you wish to register does not yet exist in the system, you must configure it first).

  1. Click the orange Add Stationary Registry button at the top right of the dashboard.
  1. In the “Stationary Item Details” section, click the dark options button (...) next to the Stationary Item dropdown. This opens the Stationary Item Setup overlay.
  1. Under Stationary Item Information:
    • Enter the name of the new item in the Stationary Item text box (e.g., “Standard Savings Passbook”).
    • Define the default Unit Price for the item.
  1. Under Account Configuration:
    • Select the correct GL Income A/C from the dropdown list. This account will register revenue generated from sales.
    • For the Stationary Stock A/C, click the dark options button (...) to open the ‘Find Account’ overlay and bind the correct inventory control GL account.
  2. Click the blue Save button at the bottom of the overlay to register the new item. You can now close this overlay.

Step 3 — Processing a Stationary Registry Entry (Sales/Received)

  1. On the main dashboard, click the orange  Add Stationary Registry button to open the main processing modal.
  2. Under the Transaction Details section:
    • The Transaction Date prepopulates with today’s date.
    • Choose the Entry Type from the dropdown: “Received” (adding stock) or “Sales” (issuing to a customer).
  3. Under the Stationary Item Details section:
    • Select the desired product from the Stationary Item dropdown.
    • The Unit Price field will automatically populate based on the item selected.
    • Enter the Quantity. The system will automatically calculate and display the Total cost.
  4. Under the Account Details section:
    • Verify the prepopulated A/C to Debit and Account to Credit fields based on the teller logged in and the item configured.
    • Type a clear reason for the transaction in the Entry Description box (e.g., “Issuance of 5 passbooks to branch A”).
  5. Click the primary Save button. Confirm the prompt to authorize the transaction. A success message will appear and the table will update.

Step 4 — Editing an Existing Registry Entry

  1. To modify or review an entry, locate it in the main dashboard table and click the blue SELECT button.
  2. The modal will emerge, populated with the transaction’s existing data in read-only mode.
  3. To unlock the fields, click the grey Edit button at the bottom of the modal.
  4. The Quantity and Entry Description fields will become editable. Adjust the values as necessary.
  5. Click the light blue Update button (which replaces the Save button) to commit your changes.

KEY NOTES

  • Auto-Calculations: The “Total” block in the main processing modal is locked and completely dependent on the “Quantity” and “Unit Price”, preventing mathematical errors.
  • Nested Overlays: The system utilizes nested modals. When mapping a new item to an inventory account (Stationary Stock A/C), a secondary lookup modal is triggered above the setup screen. Be sure to return directly to the main setup screen to save.
  • State Locks: For safety, when a previous record is selected for review, the inputs are completely disabled. Providing a barrier against accidental edits without specifically clicking the grey Edit button.