Managing inventory

Inventory is managed from Inventory in the left sidebar. Stock is tracked by location, so choose the location you want before reviewing counts or recording stock changes.

How do I view stock by location?

In the left sidebar, click Inventory to see catalog items and the selected location's on-hand quantity for each item.

Use Inventory → Stock to see catalog items and the selected location's on-hand quantity for each item.

The Stock table shows Item, Category, Unit, On hand, Reorder at and Status. Categories are Injectable, Filler, Retail and Supply. Status can be OK, Low, Out of stock or Inactive.

1. In the left sidebar, click Inventory.
2. Choose a location from the location selector.
3. Search by item name, or choose a category. Leave All categories selected to include every category.
4. Use Active only to show or hide inactive catalog items.
5. Open the row actions menu to receive, adjust, edit or deactivate an item.

The table shows counts and statuses for the selected location.

How do I add or edit an inventory item?

In the left sidebar, click Inventory to add an item before you receive stock for it. The required fields are Name, Category, Unit and Unit cost.

1. Select New item.
2. Enter the item's Name.
3. Choose a Category.
4. Enter the Unit you count the item in.
5. Enter the Unit cost.
6. Add optional details such as SKU, Sale price, Reorder threshold and Expiry alert (days).
7. Select Create.

The item is added to the catalog. To change an item later, open its row actions menu, select Edit, make your changes and select Save.

Reorder threshold controls low-stock status. Stock is marked Low when the selected location's on-hand count is below the threshold.

How do I receive stock?

In the left sidebar, click Inventory to record new stock arriving at the selected location. Receiving stock creates a Received movement.

1. Select the location receiving the stock.
2. Select Receive stock.
3. Choose the Item.
4. Enter the Quantity.
5. Add Unit cost, Expiry date or Notes if needed. The expiry date can't be in the past.
6. Select Receive.

The quantity is added to the selected location and appears in Inventory → Movements.

How do I transfer, adjust or write off stock?

In the left sidebar, click Inventory to record stock changes after stock moves, a count is corrected, or inventory needs to be removed.

Action	When to use it
Transfer	Stock moves from one active location to another. Ona records both an outbound and inbound movement.
Adjust	A physical count needs a correction, such as found items, breakage or prep waste.
Write off	Stock is expired or damaged and must be permanently removed. A reason is required.

For Transfer, choose the Item, Quantity, From and To locations, then select Transfer. You need at least two active locations, and the destination must be different from the source.

For Adjust, choose whether to decrease or increase the count, enter the quantity, add a Reason if helpful, and select Adjust.

For Write off, choose the Item, enter the Quantity and required Reason, then select Write off. A write-off is logged and cannot be undone.

How do I review stock movement history?

In the left sidebar, click Inventory and then Movements to audit what changed and why.

Movement history can be filtered when you need to reconcile a count.

The table shows When, Item, Type, Qty, Location, Expires and Notes. Movement types include Received, Consumed, Adjusted, Transfer out, Transfer in and Write-off.

Filter by item, type, location or date range. Select Clear to remove active filters.

How do inventory alerts work?

In the left sidebar, click Inventory and then Alerts to handle stock that needs attention.

The Alerts tab badge combines low-stock alerts and expiring-stock alerts.

Low stock shows items below their reorder threshold. Select Receive on an alert to open Receive stock with that item selected.

Expiring soon shows stock with an expiry date in the selected window. Use the window selector to view items expiring Within 7 days, Within 30 days, Within 60 days or Within 90 days. Select Write off on an alert to open Write off stock with that item selected.

How do I set up consumption protocols?

In the left sidebar, click Inventory and then Protocols to map service types to the stock they use.

Protocol items are auto-deducted from stock when a visit with that service is completed.

1. Select a service type from the list, or search for it.
2. Select Configure protocol if the service has no protocol yet.
3. Choose an Item and enter its Default qty.
4. Select Add item for any additional stock used by the service.
5. Select Save protocol.

The service type shows how many items are configured. To stop automatic deductions for a service, select Remove, then Remove protocol.

How do I turn inventory on or off?

Owners and admins can control inventory from Settings. In the left sidebar, click Settings (at the bottom). In the settings menu, under Configuration, click Inventory. Staff can use Inventory when it is enabled, but they do not manage this setting.

1. Turn Inventory management on or off.

The setting saves automatically. When inventory is disabled, inventory screens are hidden from the admin sidebar, automatic consumption protocols stop running on visits, and the existing catalog and movement history are kept.

What can't I do here?

In the left sidebar, click Inventory. Inventory has these limits:

• Clinicians do not use the operational Inventory workspace.
• Staff cannot turn inventory on or off from Settings.
• You cannot transfer stock unless at least two active locations exist.
• You cannot transfer stock to the same location it came from.
• Inactive items cannot be received or consumed.
• Reactivating an inactive item is not supported yet. Create a new entry if you need to receive stock for it again.
• A write-off is logged and cannot be undone.

Common questions

Why does an item show Low?

The selected location's on-hand count is below the item's Reorder threshold.

Why does an item show Out of stock?

The selected location's on-hand count is zero or less.

What happens when I deactivate an item?

The item is hidden from the catalog and cannot be received or consumed. Existing stock history is preserved and remains visible in reports.

Can I track expiry dates?

Yes. Add an Expiry date when you receive stock, and it can't be in the past. In the left sidebar, click Inventory, then click Alerts and Expiring soon to review stock expiring within the selected window.

Where do automatic deductions appear?

Automatic deductions are recorded with the Consumed movement type. In the left sidebar, click Inventory, then click Movements to review them.