Admission forms
Published and paid for online, by families who have never set foot in the school.
- Purchasable item
School commerce and inventory
Every sale in your school, accounted for.
PottoStore gives your school an online store and a cashless counter. Admission forms, textbooks, uniforms and snacks, with stock, payments and parents' spending controls kept in one record.
Sold through PottoStore: Admission forms, Textbooks, Stationery, School uniforms, Sportswear, Snacks and refreshments, Learning materials, School merchandise.
Aisle 01Why PottoStore
A school store shouldn't run on a cash box and a good memory.
PottoStore replaces manual, fragmented store operations with one transparent record that the school, the parent and the student can each rely on.
- A trip to the school to buy one textbookParents buy from anywhere, for the right child
- Cash in a school bagA smart card at the store counter
- Nobody sure what is left on the shelfStock visible in real time
- Sales written up by handEvery sale recorded as it happens
- Spending parents only hear about laterLimits and restrictions parents set themselves
- A cash count that will not match the bookSales compared against payments, with gaps flagged
Aisle 02The shelves
Everything your school sells, in one store of its own.
Each school runs an independent store, with its own name, hours and payment options, and no sight of any other school's. Every product carries the same record: Name, description, images, SKU, price, quantity, status, variants.
Textbooks
Listed by subject and class, with the right edition and the stock to match.
- Edition
Stationery
The small daily things, sold quickly at the counter or added to a parent's order.
- Type
- Packaging
School uniforms
Each size and colour keeps its own quantity, so you know what is really left.
- Size
- Colour
Sportswear
House colours and kit, ready to collect or arranged for delivery where supported.
- Size
- Colour
Snacks and refreshments
Bought by card at break, and restricted item by item where a parent says so.
- Type
- Packaging
Learning materials
Workbooks, kits and readers, assigned to a category and easy to find.
- Edition
- Type
School merchandise
Bags, caps and anything else that carries the school's name.
- Colour
- Type
Your own categories
Create, rename, reorder or switch off categories for whatever else the school approves.
- School-approved
Aisle 03Admission forms
The first thing a family buys from your school.
No queue at the bursar's window. Publish the form, take payment online, and hand the applicant on. Where another Potto module handles the application itself, PottoStore connects to it rather than doing the job twice.
- 01The school creates an admission form as a product.
- 02The form is published in the school's store.
- 03Prospective parents or applicants open the store.
- 04The applicant selects the form.
- 05The applicant completes payment.
- 06A payment confirmation is generated.
- 07The applicant gets access to the admission application process.
Aisle 04The counter
A valid card is not a yes.
Students buy without carrying cash, using their Potto smart card. Knowing who holds the card is only the start: the account, the stock, the parent's rules and the wallet are all checked before anything is deducted.
Choose what happens at the counter
School Store counter
Sample
- 2 x Exercise book₦800
- 1 x Pen, pack of 4₦350
- 1 x Apple juice₦500
Total₦1,650
- Card is valid and active
- Student account is active
- Items are in stock
- Items are permitted
- Within the spending limit
- Enough in the wallet
- Processed once, with one reference
Approved
- Wallet
- ₦5,000 to ₦3,350
- Stock
- Reduced by 4 items
- Record
- SAMPLE-0001 in reports
An illustration of the rules, with sample figures. Not a screen from the product.
Aisle 05Parents and guardians
Shop for them from anywhere. Set the rules from anywhere.
Buy textbooks or uniforms without a trip to the school, for the right child if you have more than one, with delivery or collection where the school supports it. And see what your child buys at the counter for themselves.
- 01Sign in
- 02Open your child's school store
- 03Browse what is available
- 04Choose which child
- 05Fill the cart
- 06Review the order
- 07Pay
- 08Get a confirmation
- 09Follow it until it is ready
Try the rules on a child's basket.
Which controls are available depends on what your school has enabled through Potto Pocket. Restrictions are enforced at the sale itself, not just hidden from the catalogue.
Sample basket
- Exercise books₦1,150
- Apple juice₦500
Total₦1,650
Allowed.
It fits every rule you have set, so the sale can go ahead.
Aisle 06The back office
If stock moved, someone can say why.
Products, prices and quantities are managed in one place. Stock updates by itself after each completed sale, and a sale beyond what is on the shelf is stopped, unless a product is set up to allow backorders.
Stock movement history
| Product | Before | Change | After | Reason | By | Time |
|---|---|---|---|---|---|---|
| Exercise book | 240 | +200 | 440 | New stock | Store manager | 09:12 |
| Maths textbook | 62 | -1 | 61 | Sale | Attendant | 10:40 |
| Apple juice | 48 | -6 | 42 | Expired | Store manager | 11:05 |
| School polo | 15 | -2 | 13 | Damaged | Store manager | 13:27 |
One polo, four quantities
Each variant keeps its own count, and low stock announces itself.
- Size 834
- Size 1022
- Size 125, low
- Size 14Out of stock
Every order has one status
- Pending payment
- Paid
- Processing
- Ready for collection
- Out for delivery
- Completed
Or: Cancelled, Refunded
Search by reference, student, parent, date, status or product.
Reports worth opening
- Sales
- By day, week and month. By product, category, payment method and attendant.
- Inventory
- Current, low and out of stock. Movement history, damage, adjustments and best sellers.
- Orders
- Completed, pending, cancelled, refunded and awaiting collection.
- Student purchases
- Spending history and totals, limit use, and attempts to buy restricted products.
With date filters, and export to formats such as PDF and Excel where implemented.
Sample records, to show what is kept. Not screens from the product.
Aisle 07Reconciliation
What was sold, against what actually came in.
Orders, payments and financial transactions are compared, and where they disagree the discrepancy is identified. Every transaction can be traced by its unique reference.
- Total sales
- Successful transactions
- Failed transactions
- Pending transactions
- Refunds
- Wallet purchases
- Electronic payments
- Outstanding payments
Reconciliation summary
Sample
| Reference | Channel | Order | Payment | Result |
|---|---|---|---|---|
| SAMPLE-1041 | Student wallet | ₦1,650 | ₦1,650 | Matched |
| SAMPLE-1042 | Electronic payment | ₦18,500 | ₦18,500 | Matched |
| SAMPLE-1043 | Electronic payment | ₦7,200 | None found | Discrepancy |
| SAMPLE-1044 | Student wallet | ₦900 | ₦900 | Matched |
One discrepancy to look at: SAMPLE-1043 has an order with no confirmed payment behind it.
Aisle 08Who runs the store
Five people. Each sees only their part.
- Configures the store, its policies and payment methods
- Manages store users and their permissions
- Creates and arranges product categories
- Reviews sales and reconciliation reports
Hears aboutActivity summaries, reconciliation discrepancies, significant adjustments and unusual activity.
Aisle 09House rules
A success message is not a payment.
Payments are confirmed through a trusted payment source, never because a browser reported success. Wallet transactions are designed to complete fully or not at all, so nobody is charged twice. These are the rules the store does not bend.
- 01Every product belongs to one school.
- 02Every order belongs to one school.
- 03Prices are validated by the backend.
- 04A failed purchase never reduces stock.
- 05Every successful purchase has a transaction record.
- 06One payment reference is never processed twice.
- 07A student cannot go past a spending restriction.
- 08A deactivated card cannot authorise a purchase.
- 09A restricted product cannot be bought by a student.
- 10Every stock adjustment can be traced.
- 11A refund stays tied to its original transaction.
- 12No administrator sees another school's finances.
- 13A completed transaction is never silently changed or deleted.
- 14Corrections are made by traceable adjustment or reversal.
- 15Availability is checked at checkout and again at purchase.
Because it holds children's records and money
- Role-based access
- School-level data isolation
- Secure authentication
- Encrypted communication
- Transaction authorisation
- Payment verification
- Session management
- Audit logging
Always written to the log
- Price changes
- Inventory adjustments
- Refunds
- Manual corrections
- Permission changes
- Card activation and deactivation
Aisle 10The Potto suite
Not another system to keep in step.
PottoStore is designed to work as part of the wider Potto suite, taking what it needs from the products a school already runs.
Potto Admin
School, student, parent and staff records, reused rather than kept twice.
Potto Pocket
The student wallet: balances, authorised deductions and spending restrictions.
Visit Potto PocketPotto Secure
Identity and smart card validation, kept apart from the decision to spend.
On the list
Proposed, not available today
- Barcode scanning
- Point-of-sale terminal interface
- Several store locations in one school
- Supplier and purchase orders
- Stock replenishment alerts
- Bundles and school packages
- Discounts and promotions
- Advanced sales analytics
- Bulk product imports
- Returns and exchanges
- Parent purchase approvals
- Scheduled spending allowances
- Offline point of sale
Aisle 11Questions
Ask at the counter.
Admission forms, textbooks, stationery, uniforms, sportswear, snacks and refreshments, learning materials, school merchandise and anything else the school approves. Schools organise these into their own categories.
Open your school's store.
Tell us what your school sells today and how it keeps track. We will show you what PottoStore would change.
Talk to us