Royal Railway Stock Control System

Your username and first password come from the Administrator. Change the password the first time you sign in, using Change password at the top right. The Administrator never sees your new password.

Five wrong passwords in a row locks the account for fifteen minutes. This protects your account; wait, then try again.

Press Scan staff badge on the sign-in screen, point the camera at your printed badge, then type your PIN. The badge alone does not let anyone in — the PIN is what proves it is you. If you lose the badge, tell the Administrator and it is cancelled at once.

Your PIN and card are your signature. They are how you confirm that you received parts. Never share either, and never sign on someone else's behalf. The system records who signed for every movement.

Ask the Administrator. They set a temporary password, and the system then forces you to choose a new one before you can do anything else.

1. Open Scan In/Out and press Start camera, or type the item code and press Find.
2. Point the camera at the QR label on the bin. The item card appears with the stock you hold and the minimum.
3. Choose Receive.
4. If the parts came from an approved purchase plan, choose that plan under Receive against an approved plan. The approved quantity and price fill in for you.
5. Enter the quantity, the unit price from the invoice, and the supplier or PO reference.
6. Attach a photograph of the invoice or delivery note.
7. Ask the person who physically received the parts to tap their NFC card or enter their PIN.
8. Press Save transaction. The stock figure changes immediately.

• there is no unit price;
• there is no invoice or delivery note attached;
• nobody has signed for it;
• you try to sign for it yourself — the person receiving must be a different person;
• you are receiving more than an approved plan allowed, unless you confirm the excess.

These are not obstacles to work around. They are the controls the auditors test.

Do not enter them. Put them aside, and tell Procurement the same day.

1. Open Scan In/Out and scan the item.
2. Choose Issue and enter the quantity.
3. Type the locomotive or wagon number — type 66 and the matching units appear.
4. Enter the name of the employee taking the part.
5. That employee taps their card or enters their PIN.
6. Press Save transaction.

An issue that would take stock below zero is refused outright — that means a receipt was never recorded, or stock is missing. Report it to the CFO the same day; do not correct it with an adjustment.

An issue that takes stock below the minimum is allowed, but warns you and triggers a low-stock alert.

1. Open Requests and press + New request.
2. Choose the department asking, the nature of the request, and the locomotive or wagon it is for.
3. Press Create & add items, then search and add each item with the quantity you need.
4. Press Submit request.
5. Press Print request and keep the signed paper copy in the store file.

Depending on the policy the CEO has set, the request goes to the Loco Administrator to verify, then to the CEO to approve. You cannot verify or approve your own request. The status on the list tells you where it is.

1. Open Stock Take, give the count a name such as "August 2026", and press Start stock take.
2. Count each item on the shelf and type the real quantity. A row turns green when it matches and amber when it does not.
3. Use the filter Not counted yet to find what you have missed.
4. When everything is counted, press Finish & apply adjustments.

A person independent of the store must observe the count, and Finance reviews the differences before the adjustments are applied. Anything above USD 500 on a single item goes to the CFO before the count is closed.

1. Open Planning and press + New plan.
2. Give it a name, the month the money is needed, the department, the expense category, and what the parts are for.
3. The form shows what is left in the budget before you start.

The item picker shows, for every item: what is in hand, the minimum, how much was issued this year, how much was requested this year, how much is already on other open plans, the last price paid, and a suggested quantity.

The suggestion already subtracts what other plans have committed, so you do not order the same part twice. Filter by Needs ordering, Below minimum, or search for a particular part.

Attach the supplier quotation or specification under Supporting papers, so the approver can see what the price is based on. Once the plan is approved the papers are locked.

Press Submit for approval. Every line must have a price — a plan without prices cannot be checked against a budget. Once submitted, quantities and prices cannot be changed.

Print the requisition and take it to the supplier once Finance has approved it.

Tell the store keeper which plan the delivery belongs to. They receive it against that plan line, and the plan then shows ordered against received, with anything still outstanding.

Open Budget, choose the year, and set an amount for each item class — Stock, Expense and Asset. The tab then shows committed and actual spend against each, with the percentage used.

Open the plan, read the purpose and the attached quotation, and press Approve.

If the plan takes the budget over its limit the system refuses it and shows you the arithmetic: the budget, what is already committed, what this plan adds, and by how much it is over. You can still approve it, but only with a written reason — that reason is stored on the plan and printed on the requisition.

The person who submitted a plan cannot approve it.

1. Confirm the physical count is complete and the adjustments approved.
2. Run the Movement report and check that opening plus receipts less issues equals the closing balance.
3. Run Valuation and agree the total to the Movement closing value.
4. Clear every negative-stock exception before closing the period.
5. Post the Journal and confirm total debits equal total credits.
6. Reconcile the closing inventory value to the general ledger.
7. Review Slow-moving and assess whether a provision is needed.

Inventory is measured under IAS 2 at weighted average cost. Export each report and keep it. A month is not closed while an unexplained exception is outstanding.

Low-stock alerts go out the moment an issue takes an item below its minimum. A summary goes out at 08:00 daily and a report at 08:00 each Monday, Cambodia time. Test them from the Alerts tab. An alert that stops arriving is itself an incident.

Open Requests, open the request, and press Approve or Reject. A rejection needs a reason, which the person who raised it will see. Both approver names are recorded with the date and time.

Open Planning, open the plan awaiting approval, and read the purpose, the items and the attached quotation before approving. If the plan breaches the budget you will be told by how much, and approving anyway requires a written reason.

Add each person under Users with their own username and role. Every PIN must be unique. Register an NFC card by tapping it, and block it the moment it is reported lost — the PIN still works. On the day someone leaves, untick Active.

Badge prints their QR sign-in badge. Re-issuing a badge cancels the old one immediately.

Add stores under Store locations. Store keepers add their own shelf zones. The Request classification lists card manages the departments, natures of request, locomotive and wagon types, and expense categories that appear in the dropdowns. Removing a value keeps it on records already classified with it.

The database is copied automatically at 02:00 every day and fourteen days are kept. Finance verifies once a quarter that a backup can actually be restored — a backup nobody has tested is not a backup.

Only the Administrator can delete a stock movement, and only with the CFO's approval in every case, because it erases a financial record.