CNAPY - Inventory Management System

CNAPY is a centralized inventory management system designed to help organizations track items, manage stock levels, monitor storage locations, and maintain accurate records using barcodes or manual entry. It supports multiple item types and is suitable for libraries, offices, warehouses, and institutional inventory management.

CNAPY is built for:

• Inventory managers
• Storekeepers / warehouse staff
• Administrative staff
• Auditors
• System administrators

Access and permissions depend on the user role assigned by the system administrator.

Yes. CNAPY is a web-based system and can be accessed through a browser on desktops, laptops, tablets, and barcode-enabled devices within the organization's network or hosted environment.

You log in using the username and password provided by the system administrator. For security reasons, users are encouraged to change their password after first login.

Click "Forgot Password?" on the login page, enter your username or email address, and a reset link will be sent to your registered email. The link expires after 24 hours.

Yes. CNAPY supports role-based access control. For example:

• Admins can manage users, settings, and all inventory data
• Inventory staff can add and update items
• View-only users can see inventory records but cannot edit them

CNAPY supports multiple item categories such as:

• Books and library materials
• Equipment and tools
• Office supplies
• Serialized assets

Each item can include details like title, author/manufacturer, ISBN or serial number, category, and description.

You can add an item by:

• Navigating to Inventory → Add Item
• Scanning a barcode or ISBN (if available)
• Filling in the required item details
• Saving the record

Yes. CNAPY supports barcode scanning using compatible barcode scanners. You can also manually enter barcode, ISBN, or serial numbers if scanning is not available.

Yes, users with appropriate permissions can edit item details such as title, category, storage location, and stock quantity.

CNAPY tracks stock through:

• Quantity received
• Quantity issued or removed
• Adjustments for damaged or lost items

All changes are recorded for accountability and auditing.

Yes. Authorized users can:

• Add stock (e.g., new purchases)
• Reduce stock (e.g., issued items, damaged goods)
• Make stock adjustments with reasons recorded

Yes. CNAPY can flag low-stock items based on predefined thresholds, helping prevent shortages.

Storage locations represent physical places where items are kept, such as:

• Rooms
• Shelves
• Cabinets
• Warehouses or stores

Each stock record is tied to a specific location. However, the same item type can exist in multiple locations with different quantities.

Yes, users with administrative privileges can create, update, or deactivate storage locations.

You can search using:

• Item title or name
• Barcode / ISBN / serial number
• Category
• Storage location

The search feature is optimized for quick retrieval.

Yes. CNAPY supports inventory reports such as:

• Stock summary reports
• Items by location
• Low stock reports
• Inventory audit reports

Reports can be viewed on-screen and exported if enabled.

Yes. CNAPY maintains audit logs that record:

• Who made a change
• What was changed
• When the change occurred

This ensures transparency and accountability.

Depending on configuration, deleted items may be soft-deleted (archived) and recoverable by an administrator.

Yes. CNAPY uses:

• Secure authentication
• Role-based permissions
• Session protection
• CSRF protection

Sensitive actions are restricted to authorized users only.

Yes. Certain inventory records can be marked as restricted and viewed only by users with specific permissions.

System maintenance (updates, backups, user management) is handled by the system administrator or IT team.

Yes. Regular backups should be configured to prevent data loss due to system failure or human error.

• Ensure the scanner is properly connected
• Confirm the cursor is active in the barcode input field
• Try manual barcode entry
• Contact IT support if the issue persists

You may not have sufficient permissions. Contact your system administrator to request access.

• Check your internet connection
• Refresh the page
• Log out and log back in
• Contact support if the issue continues

If you experience issues or need assistance:

• Contact your system administrator
• Refer to internal documentation
• Submit a support request if available

1. Navigate to the CNAPY login page
2. Enter your username and password provided by your system administrator
3. Click "Login" to access the system
4. You will be redirected to your personalized dashboard based on your user role

The dashboard displays different information based on your role:

• Admin/Staff: System-wide statistics, low stock alerts, pending requests, and administrative tools
• District Users: Personal request statistics, recent activity, and request submission options

Key Performance Indicators (KPIs) include:

• Total inventory items
• Low stock alerts
• Pending requests count
• Recent fulfillments

The top navigation bar provides access to:

• Dashboard: Main overview page
• Admin Panel: Django administration (Admin users only)
• Logout: Securely exit the system

Full system access including:

• Manage all inventory items and stock levels
• Process and approve/deny all requests
• Access Django Admin Panel
• Manage user accounts and permissions
• View comprehensive system reports
• Configure storage locations and item types
• Export data and generate reports
• Access API documentation and endpoints

Inventory management and request processing:

• Add and edit inventory items
• Update stock quantities
• Process inventory requests
• Manage storage locations
• View inventory reports
• Monitor low stock levels

Request submission and tracking:

• Submit inventory requests
• View own request history
• Track request status (Pending, Approved, Fulfilled, Denied)
• Browse available inventory
• View district's fulfilled inventory

Step-by-step process:

1. Navigate to Dashboard → Add New Item
2. Select appropriate Item Type (Books, Equipment, Supplies, etc.)
3. Enter item details:
   • Title: Full name or description
   • Author/Manufacturer: Publisher or maker
   • ISBN/Serial: Unique identifier (can be scanned)
   • Subject: Academic subject or category
   • Grade: Target grade level (K-12, Admin, Multi)
   • Storage Location: Physical location
4. Use the Barcode Scanner field to automatically populate ISBN/Serial
5. Click Save to add the item to inventory
6. Set initial stock quantities using the stock management feature

Stock Management Process:

1. Go to Inventory List and find the item
2. Click Update Stock for the specific item
3. Adjust quantities:
   • Total Quantity: Physical inventory count
   • Available Quantity: Items available for distribution
4. The system automatically prevents available quantity from exceeding total quantity
5. Save changes - the system records who made the change and when

Stock Alerts: Items with available quantity below 10 trigger low stock warnings.

Managing Storage Areas:

• Create new storage locations (Room 101, Shelf A-3, Main Warehouse, etc.)
• Assign items to specific locations for easy retrieval
• Each item must have a designated storage location
• Use descriptive names and include additional details in the description field

Request Submission Workflow:

1. Navigate to Dashboard → Submit Request
2. Browse available inventory or use search to find items
3. Select the desired item from the inventory list
4. Enter the requested quantity
5. Review request details and submit
6. Track your request status in My Requests

Request Status Tracking:

• PENDING: Request submitted, awaiting review
• APPROVED: Request approved, preparing for fulfillment
• FULFILLED: Items distributed, stock deducted
• DENIED: Request rejected (reason provided)

Request Management Process:

1. Access Manage Requests from the dashboard
2. Review pending requests with complete details:
   • Requesting district
   • Item details and current availability
   • Requested quantity
   • Request date and age
3. For each request, choose action:
   • Approve: Mark as approved for preparation
   • Fulfill: Complete the request and automatically deduct stock
   • Deny: Reject with reason
4. The system automatically updates inventory levels when marking requests as fulfilled
5. Requesting districts receive status updates

District users can view their District Inventory to see:

• All items received through fulfilled requests
• Quantities received for each item
• Fulfillment dates and request history
• Search and filter capabilities
• Export options for local record-keeping

Multi-criteria search options:

• Text Search: Search across title, author, subject, and ISBN/serial fields
• Item Type Filter: Filter by Books, Equipment, Supplies, etc.
• Grade Level Filter: Find items by grade level (K-12, Administrative)
• Storage Location Filter: Locate items in specific storage areas
• Stock Status: Show only low stock or out-of-stock items

Available Reports:

• Full Inventory Export (CSV): Complete inventory listing with stock levels
• Low Stock Report: Items requiring restocking
• Request Activity Report: Request volume and processing metrics
• District Inventory Export: Items received by specific districts

Export Features: All reports can be exported to CSV format for analysis in Excel or Google Sheets.

Real-time KPIs include:

• Total inventory items count
• Active users and districts
• Storage locations in use
• Recent request activity (daily, weekly, monthly)
• Fulfilled requests statistics
• Low stock alerts and priority items

Compatible Devices:

• USB barcode scanners (plug-and-play)
• Bluetooth barcode scanners
• Mobile devices with camera-based scanning

Setup Process:

1. Connect your barcode scanner to the device
2. Ensure the scanner cursor is active in the barcode input field
3. Position the barcode within the scanner's range
4. The system automatically populates the ISBN/Serial field

Adding Items with Barcode:

1. When adding new items, click in the "Scan Barcode" field
2. Scan the item's barcode or ISBN
3. The system automatically fills the ISBN/Serial field
4. Complete other item details and save

Manual Entry Backup: If scanning fails, you can always manually enter the barcode number in the ISBN/Serial field.

Admin Panel Access:

1. Navigate to Dashboard → Django Admin Panel
2. Manage user accounts, roles, and permissions
3. Create and assign districts to users
4. Configure system announcements
5. Manage item types and categories

Configurable Elements:

• Item Types: Create custom categories (Books, Equipment, etc.)
• Storage Locations: Define physical storage areas
• User Districts: Organizational units for access control
• Grade Levels: Educational levels for curriculum items
• Low Stock Thresholds: Customize alert levels

Available API Endpoints:

• Inventory API: /api/inventory/ - Retrieve and manage inventory data
• Requests API: /requests/ - Submit and manage requests programmatically
• Status Endpoints: Check API health and system status

Use Cases: Integration with external systems, automated reporting, bulk data operations.

• Always log out when finished using the system
• Keep login credentials secure and don't share accounts
• Change passwords regularly as recommended by IT policy
• Report suspicious activity to the system administrator immediately
• Use official access points only - avoid bookmarking deep links

• Keep item information current: Update titles, locations, and details promptly
• Regular stock audits: Verify physical inventory matches system records
• Prompt request processing: Address pending requests within 2-3 business days
• Clear documentation: Use detailed descriptions for items and locations
• Consistent naming: Follow organizational standards for item names and categories

• Batch operations: Process multiple similar requests together
• Use search filters: Narrow down large inventory lists quickly
• Regular exports: Back up important data with CSV exports
• Monitor alerts: Address low stock warnings proactively
• Train end users: Ensure district users understand the request process

• Refresh the page if data appears outdated
• Clear browser cache if experiencing display issues
• Check permissions if unable to access certain features
• Verify item availability before processing large quantity requests
• Contact support for persistent technical issues