Help & Documentation
Welcome to the GIA Stationery Checkout system help center. Find detailed guides, FAQs, and troubleshooting tips to help you use the system effectively.
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Getting Started
System Overview
The GIA Stationery Checkout system is designed to streamline the management and distribution of stationery items within Georgetown International Academy. The system provides an easy-to-use interface for managing inventory, processing checkouts, tracking transactions, and generating reports.
Inventory Management
Track stationery items with real-time stock updates
Self-Checkout
Simple barcode scanning for quick transactions
Reporting & Analytics
Comprehensive reports for data-driven decisions
User Roles
The system has two primary user roles with different permissions:
Admin
Administrators have full access to all system features:
- Manage inventory (add, edit, delete items)
- Process self-checkout transactions
- View all transaction history
- Generate and view reports
- Manage users (add, edit, delete users)
- Adjust credit for users
- Process refund requests
- Approve/reject credit requests
- Manage stock levels and adjustments
Teacher
Teachers have limited access focused on checkout operations:
- Process self-checkout transactions
- View personal transaction history
- View personal credit balance
- Request credit increases
- Request refunds for previous transactions
- Update personal profile information
First Login
To access the system, you need an account created by an administrator. The system supports both username/password login and Google OAuth authentication.
Login Screen
Navigate to the login page and enter your credentials or click the "Login with Google" button if Google authentication is enabled.
Password Reset
If you forget your password, ask an administrator to reset it for you. Currently, the system does not support self-service password reset.
Dashboard
After logging in, you'll be directed to the dashboard where you can see your credit balance and quick access to frequently used functions.
Key Features
Dashboard
The dashboard provides a quick overview of the system status and your personal information:
- Credit Balance: Your current available credit for purchases
- Recent Transactions: Your most recent checkout activities
- Quick Access: Shortcuts to frequently used functions
- System Statistics: For administrators, overall system metrics
Administrators can also see low stock alerts and pending approval requests directly on their dashboard.
Inventory Management
The inventory management module allows administrators to:
- Add New Items: Create new inventory entries with barcodes, prices, and stock levels
- Edit Items: Update existing item information
- Upload Images: Add product images for visual identification
- Adjust Stock: Increase or write off stock with reason tracking
- Bulk Operations: Upload CSVs for batch inventory updates
- Record Purchases: Document new inventory purchases with cost tracking
- Low Stock Alerts: Receive notifications when items are running low
Self-Checkout
The self-checkout feature allows users to quickly obtain stationery items:
- Barcode Scanning: Use a barcode scanner or manually enter codes
- Item Search: Find items by name if barcode is unavailable
- Multiple Items: Add multiple items to a single transaction
- Credit Deduction: Automatic credit balance updates
- Receipt Generation: Detailed transaction receipt
- Quick Access Items: Buttons for frequently used items
Transactions
The transactions module allows tracking of all checkout activities:
- Transaction History: View your past checkout activities
- Transaction Details: See itemized breakdown of each transaction
- Filtering: Filter transactions by date or transaction ID
- Request Refunds: Submit refund requests for previous transactions
Administrators can view transactions for all users in the system.
Reports
The reporting module provides administrators with data-driven insights:
- Inventory Reports: Current stock levels and value
- Transaction Reports: Checkout activities by date range
- User Credit Reports: Credit balances and usage
- Department Reports: Usage by department
- Stock Adjustment Reports: Track stock increases and write-offs
- Refund Reports: Track refund requests and processing
- Visual Charts: Graphical representation of data
- CSV Export: Download report data for further analysis
User Management
Administrators can manage system users with these capabilities:
- Add Users: Create new user accounts
- Edit Users: Update user information and roles
- Delete Users: Remove users from the system
- Reset Passwords: Change user passwords when needed
- Adjust Credit: Modify user credit balances
- Department Assignment: Associate users with school departments
Credit System
The credit system manages budget allocation for stationery purchases:
- Credit Balance: Predefined limit for stationery expenses
- Automatic Deduction: Credit used during checkout
- Credit Requests: Teachers can request additional credit
- Request Approval: Administrators can approve/reject requests
- Manual Adjustments: Administrators can directly adjust balances
- Low Credit Warnings: Notifications when balance is low
Refunds
The refund system allows for returning items and credit adjustments:
- Refund Requests: Users can request refunds for previous transactions
- Item Selection: Choose specific items to refund
- Reason Documentation: Provide explanation for refund
- Admin Approval: Administrators review and process requests
- Automatic Credit Return: Credit balance restored upon approval
- Stock Adjustment: Returned items added back to inventory
Tutorials
Adding Inventory Items
Access Inventory
Navigate to the Inventory section from the main navigation or dashboard.
Add New Item
Click the "Add New Item" button to open the item form.
Fill Item Details
Enter the product name, barcode, price, and initial stock count.
Upload Image
Optionally, upload a product image by clicking "Choose File" and selecting an image.
Save Item
Click "Save" to add the item to inventory. The item will now appear in the inventory list and be available for checkout.
Using Barcodes
Barcode Scanner Setup
The system supports both physical barcode scanners (USB) and camera-based scanning. Connect your USB scanner or enable camera permissions when prompted.
Scanning in Inventory
When adding inventory items, you can scan a barcode to automatically populate the barcode field.
Scanning for Checkout
In the Self-Checkout screen, scan items to add them to your cart. The system will automatically recognize the item and add it to your transaction.
Manual Entry
If scanning isn't working, you can manually type the barcode number into the barcode field.
Quick Access Items
Frequently used items can be accessed via Quick Access buttons on the checkout screen, which automatically enter the barcode.
Self-Checkout Process
Start Checkout
Navigate to the Self-Checkout section from the main navigation or dashboard.
Add Items
Scan the barcode or enter it manually, then specify the quantity and click "Add to Cart".
Review Cart
Review the items in your cart, make any necessary adjustments to quantities, or remove items.
Complete Transaction
Click "Complete Checkout" to finalize the transaction. Your credit balance will be automatically updated.
Confirmation
A confirmation screen will appear with transaction details. You can return to the checkout screen for another transaction if needed.
Requesting Additional Credit
Check Balance
View your current credit balance on the dashboard or profile page.
Request Credit
Navigate to "Request Credit" from the dashboard or credit section.
Submit Request
Enter the amount of additional credit needed and provide a reason for the request.
Wait for Approval
An administrator will review your request and either approve or reject it.
Notification
You'll receive a notification when your request has been processed. If approved, your credit balance will be updated automatically.
Bulk Operations (Admin)
Access Bulk Section
Navigate to the Inventory section and look for "Bulk Upload" or "Bulk Edit" options.
Download Template
Download the CSV template file to see the required format.
Prepare CSV
Fill out the template with your inventory data, following the format guidelines.
Upload File
Upload your completed CSV file using the file upload field.
Review and Confirm
Review any validation messages or errors, make corrections if needed, and confirm the upload to process the changes.
Frequently Asked Questions
If your barcode scanner isn't working, try these troubleshooting steps:
- Check that the scanner is properly connected to your computer
- Verify that your browser has camera permissions enabled (for camera-based scanning)
- Try refreshing the page
- Manually enter the barcode number as a temporary solution
- If problems persist, contact tech support at techsupport@giagy.org
To request a refund:
- Go to your Transaction History
- Find the transaction you want to refund
- Click the "Request Refund" button
- Select the items you want to refund
- Provide a reason for the refund
- Submit the request
An administrator will review your request and process it accordingly. You'll receive a notification when your refund is processed.
When your credit balance reaches zero, you won't be able to complete any new transactions until your balance is replenished. You'll see a warning when your balance gets low.
To get more credit:
- Use the "Request Credit" feature
- Specify the amount needed and provide a reason
- Wait for an administrator to approve your request
Once approved, your credit balance will be updated and you can continue making transactions.
You can view your complete transaction history to track expenses:
- Go to "Transactions" in the navigation menu
- View the list of all your past transactions
- Use date filters to narrow down to specific time periods
- Click on individual transactions to see detailed itemizations
Administrators can also generate comprehensive reports that break down expenses by department, time period, or item category.
If you need an item that's not in the inventory:
- First, try searching for the item using different terms to make sure it's truly not available
- Contact an administrator to request that the item be added to inventory
- Provide details about the item, including what it is, why it's needed, and any supplier information if available
Administrators can add new items to inventory and will notify you when the item becomes available.
To update your profile information:
- Click on your username in the top-right corner of the screen
- Select "Profile" from the dropdown menu
- Update your information in the profile form
- Upload a profile picture if desired
- Save your changes
Some information, like your role or department, can only be changed by an administrator.
Currently, password resets must be handled by an administrator:
- Contact an administrator or the IT department
- Request a password reset for your account
- The administrator will reset your password and provide you with a temporary one
- Log in with the temporary password
If you use Google OAuth for login, you don't need to worry about system passwords.
Yes, you can adjust quantities in your cart before completing checkout:
- In the checkout screen, locate the item in your cart
- Use the quantity controls (+ and - buttons) to adjust the quantity
- The cart total will update automatically
- If you want to remove an item completely, click the "Remove" button
Once you've completed the checkout, you'll need to request a refund to make changes.
Troubleshooting
Camera and Barcode Issues
- Enable camera permissions in your browser
- Ensure adequate lighting for scanning
- Hold barcode steady and centered in the scanner
- Try manual entry if scanning fails
- Check that your barcode isn't damaged or blurry
Credit and Checkout Problems
- Verify your credit balance before checkout
- Request additional credit if balance is low
- Check that items are in stock before attempting checkout
- Try refreshing the page if checkout buttons are unresponsive
- Contact admin if transactions fail repeatedly
Search and Navigation Issues
- Try different search terms if items aren't found
- Check for typos in search queries
- Use partial product names for broader results
- Clear browser cache if navigation links don't work
- Verify you have the correct permissions for the page you're trying to access
Login and Account Problems
- Double-check username and password
- Clear browser cookies and cache
- Contact admin for password reset if needed
- Verify your account hasn't been deactivated
- For Google login issues, ensure your school Google account is active
Need Additional Help?
If you're experiencing issues that aren't covered here or need assistance with a specific problem, please contact technical support:
- Email: techsupport@giagy.org
- In-person: Visit the IT department during school hours
Please include details about the issue, including any error messages and steps to reproduce the problem.