Scolah Compass Resources

Scolah Compass Resources helps programmes plan what they have to spend and what they have to give out. It has two modules, which you can run together or on their own, and a procurement area that joins them.

Budget

Budgets with lines and sub-lines, grants that fund them, expense requests and staff advances that go through approval, finance release of Scolah Compass payouts, and budget and donor reports.

Stock

The in-kind items you stock, warehouses and distribution points, receipts, issues (first to expire, first out), transfers, adjustments, counts, reservations and stock reports.

Procurement

Suppliers, purchase orders that commit budget and become stock when the goods arrive, and direct purchases. Appears when both Budget and Stock are on.

Resources overview page

How money and stock are counted

• Money is spent once. Spending is recorded when goods or services are bought: an expense is paid, a purchase order is received, or a direct purchase is recorded. Handing goods out to people later is reporting, never a budget entry.
• Every line shows four figures. Allocated is what the line was given, committed is approved but not yet paid, actual is spent, and available is allocated − committed − actual.
• Stock never goes negative. Every issue is checked against what is available at that location at that moment.
• Resources never moves money. Payments are made outside it, or by Scolah Compass’s payment gateways; Resources records them.

On its own, or with Scolah Compass

Resources works on its own: organisations plan budgets, approve spending, run their stores and report to donors without Scolah Compass.

When it is connected to Scolah Compass, Scolah Compass can check a budget line before a disbursement batch is approved, record payouts as spending, hold large payouts until finance releases them, and send its list of in-kind items so you can import them into Stock. The connection uses an API key; see Integrations and API keys.

Installing it

Resources is installed from the Scolah Compass Platform catalog. See Scolah Compass Resources in the catalog for requirements, settings and connections.

Where to start

1. Sign in and set up your workspace.
2. Read Roles and permissions and add your team.
3. Set up funding sources and your first budget, or your stock items and locations.