Stock movements: receive, transfer, adjust, and write off

Stock movements are managed in Inventory. In the left sidebar, click Inventory. Use the Stock tab for day-to-day stock actions and the Movements tab to review the audit trail.

Owners and admins manage the feature in Settings → Inventory. In the left sidebar, click Settings (at the bottom). In the settings menu, under Configuration, click Inventory. When Inventory is disabled, inventory screens are hidden from the admin sidebar, automatic consumption protocols stop running on visits, and existing catalog and movement history are kept.

How do I choose the inventory location?

Use the location picker in Inventory before recording a stock movement. Receive stock, Adjust, and Write off apply to the selected location; Transfer lets you choose the source and destination.

1. In the left sidebar, click Inventory.
2. Use the location picker in the page header.
3. Select the location you want to work in.

The selected location is remembered in your browser. If that location is no longer available, Ona chooses another location, preferring an active one.

How do I receive stock?

In the left sidebar, click Inventory, then select Stock. Receive stock when a shipment arrives. Receiving stock adds quantity to the selected location and records a Received movement.

1. Select the correct location in the page header.
2. Select Receive stock.
3. Choose the Item.
4. Enter the Quantity.
5. Add Unit cost, Expiry date, or Notes if you need them. Unit cost fills from the item when available, and Expiry date cannot be in the past.
6. Select Receive.

Ona adds the quantity to the selected location and shows the movement in Inventory → Movements. You can also open an item's row actions menu and select Receive stock to start with that item selected.

How do I transfer stock between locations?

In the left sidebar, click Inventory, then select Stock. Transfer stock when inventory needs to move from one active location to another. A transfer records both a Transfer out and a Transfer in movement.

1. Select Transfer.
2. Choose the Item.
3. Enter the Quantity.
4. Choose the From location.
5. Choose a different To location.
6. Add Notes if needed.
7. Select Transfer.

Ona moves the quantity between the two locations and records both sides of the transfer in movement history. You need at least two active locations to transfer stock.

How do I adjust stock after a count?

In the left sidebar, click Inventory, then select Stock. Adjust stock when a count does not match Ona, or when you need to record found items, breakage, or prep waste. An adjustment can increase or decrease the selected location's quantity.

1. Select the correct location in the page header.
2. Select Adjust.
3. Choose the Item.
4. In Adjustment, choose whether to decrease or increase stock.
5. Enter the quantity to add or remove.
6. Add a Reason if you want the context saved in movement history.
7. Select Adjust.

Ona changes the selected location's quantity and records an Adjusted movement. Decreases show as negative quantities in Movements; increases show as positive quantities. You can also open an item's row actions menu and select Adjust to start with that item selected.

How do I write off expired or damaged stock?

In the left sidebar, click Inventory, then select Stock. Write off stock when stock is expired, damaged, disposed of, or otherwise unusable. A write-off permanently removes stock, is logged, and cannot be undone.

1. Select the correct location in the page header.
2. Select Write off.
3. Choose the Item.
4. Enter the Quantity.
5. Enter the required Reason.
6. Select Write off.

Ona removes the quantity from the selected location and records a Write-off movement with your reason. You can also open Inventory → Alerts, select Expiring soon, and use Write off on an expiring item to start with that item selected.

How do I review stock movement history?

In the left sidebar, click Inventory, then select Movements to audit what changed and when. The table shows When, Item, Type, Qty, Location, Expires, and Notes.

1. Use the item filter to show one item.
2. Use the type filter to show Received, Consumed, Adjusted, Transfer out, Transfer in, or Write-off.
3. Use All locations to filter by location.
4. Set a date range if you need one.
5. Select Clear to remove active filters.

The table updates as you filter. If no rows match, clear filters or record a new stock movement.

What can't I do here?

In the left sidebar, click Inventory. For settings, click Settings (at the bottom), then under Configuration, click Inventory. Inventory actions are limited in these ways:

• Clinicians do not have access to the operational Inventory dashboard.
• Staff can use Inventory when it is enabled, but only owners and admins can manage Settings → Inventory.
• You cannot use Inventory until an owner or admin enables Inventory management.
• You cannot transfer stock unless there are at least two active locations.
• You cannot transfer stock from a location to the same location.
• Movement dialogs list active items only. The Receive stock and Adjust row actions are disabled for inactive items.
• Movement quantities must be greater than 0.
• Unit cost cannot be negative when receiving stock.
• You cannot choose a past Expiry date when receiving stock.
• Reason is required for write-offs and must be at least 3 characters.
• You cannot undo a write-off from the write-off dialog.

Common questions

Why don't I see Inventory?

Inventory may be disabled, or your role may not include the operational dashboard. An owner or admin can go to Settings → Inventory by clicking Settings (at the bottom) in the left sidebar, then under Configuration, clicking Inventory and turning on Inventory management.

What movement types appear in history?

In the left sidebar, click Inventory, then select Movements. History can show Received, Consumed, Adjusted, Transfer out, Transfer in, and Write-off movements.

Why does a transfer create two movement rows?

A transfer affects two locations. Ona records one outbound movement from the source location and one inbound movement to the destination location.

Can I write off stock from an alert?

Yes. In the left sidebar, click Inventory, then select Alerts. The Expiring soon tab lists expiring or expired stock. Select Write off on an alert to open the write-off dialog for that item.

What happens to my history if Inventory is turned off?

Existing catalog and movement history are kept. Inventory screens are hidden from the admin sidebar, and automatic consumption protocols stop running on visits.