How do I manage physical inventory?

After locating an individual title using the Physical Inventory screen, you can view details about that title.

You can see on the page for an individual title the display for the number of in-use physical books (or "Active"), the number awaiting transfer ("Pending"), the amount on-hand but not in use ("Surplus), and the amount awaiting "Disposal." You can also see the history of changes made to these numbers in the first table as well as the history of orders made to publishers in the second table.

ClassGather allows you to filter physical inventory by school as well by using the drop-down menu in the bottom-left of the screen. Simply open the menu and search for a school. Then click the "Search" button. To return to seeing all inventory, either click to "Clear Filters" or simply navigate back to the original screen.

To add inventory, click the "+Inventory" button to open a window. Select which school to add inventory, and then fill out any information necessary and click "Submit." You should see the new inventory listed as "Active" in the first table!

ClassGather also allows you to transfer inventory within your district, alter the status of an individual school's inventory, and allows schools to claim books currently not in use, marked as "Surplus." 

To do any of these, you will need to alter the status of existing inventory, by clicking the "+Transfer" button. Select the school's inventory you are altering in the "From School" drop-down. Then select the number of books you are altering in the "Quantity" field, select what status these book are currently in the "From Status" field, and what status the books are changing to in the "To Status" field.  If you select to move books to "Disposal," you are required to select both the reason for disposal and the method of disposal. After you have done that, you can choose which school these books are ending at in the "To School" field.

Note: If the books are remaining at their current school, simply select the same school as "From School."

Once you have listed the details of the transfer, click "Add Transfer" to complete the changes. ClassGather will then display the change at the top of the first table.

If you have selected for the books to change schools, ClassGather will move the books to "Pending" and the relevant administrator(s) will receive a notification of its status awaiting review.

Note: ClassGather is not responsible for verifying the status of books, for enforcing proper disposal, or for physically transporting the books. This responsibility lies with the schools involved.

If you have the authority to approve the transfer, ClassGather will prompt you with a notification along the top bar that says "Pending Transfers" with a number of items awaiting review. You can click this to open the "Transfers" main page, where you can review, approve, or deny pending transfers by clicking the "Review" button for that item. A transfer for an individual title can be approved on its detail page as well.

For more on this, view the "How Can I Use the Transfers Screen?"

If you need additional assistance, please refer to How do I get additional support?