Store Ledger vs Inventory Book in GES: Complete Guide for Schools in Ghana

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Store Ledger vs Inventory Book in GES: Complete Guide for Schools in Ghana

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What is a Store Ledger? STORE

A store ledger tracks consumable items and their movement. These items are used up quickly and do not last long.

View Examples
  • Chalk
  • Markers
  • Exercise books
  • Printing paper
  • Fulscap paper 
  • Toilet rolls and tissues
  • Cleaning materials
  • Correction pen

It answers: “How much is left?”

What is an Inventory Book? INVENTORY

An inventory book records durable assets. These items are permanent and do not move frequently.

View Examples
  • Desks and chairs
  • Computers, printers, projector 
  • Cupboards
  • Whiteboards
  • Fans and ACs
  • Television and radio 
  • Office desks and chairs
  • Teacher tables
  • Metal cabinets
  • Safes

It answers: “What does the school own?”

Key Difference

AspectStore LedgerInventory
ItemsConsumablesAssets
PurposeMovementOwnership
UpdatesFrequentOccasional

Item Classification

Store Ledger Only STORE
  • Chalk
  • Pens
  • Exercise books
  • Paper
  • Cleaning supplies
Inventory Only INVENTORY
  • Desks
  • Cabinets
  • Fans
  • Whiteboards
Both BOTH
  • Textbooks
  • Laptops
  • Projectors
  • Lab equipment
  • Sports equipment

Why Some Items Must Be in Both

Some items fall into both categories because they are:

  • Valuable
  • Distributed or issued
  • Still considered school property 
View Examples
  • Textbooks 
  • Computers, printers, projector 
  • Cupboards
  • Whiteboards
  • Fans and ACs
  • Television and radio 

Note: “Most durable assets can be recorded in the inventory books because:

  • Store Ledger → movement tracking
  • Inventory → ownership tracking

Practical Example

  • Received: 200 textbooks
  • Issued: 180
  • Balance: 20

Simple Rule

  • Used quickly → Store Ledger
  • Permanent → Inventory
  • Valuable + issued → Both

Why It Matters

  • Prevents loss
  • Improves accountability
  • Supports audits

Final Thoughts

Store ledger controls movement, inventory confirms ownership. Together, they create a complete system.

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