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

Items tracked by container, including controlled substances, have their own actions: see Controlled substances and partial use. Stock movements are managed in Inventory. In the left sidebar, click Inventory. Use the Movements tab to review the audit trail, and use the page header location picker for day-to-day stock actions.

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

How do I choose the inventory location?

In the left sidebar, click Inventory before recording a stock movement. Use the location picker at the top of the left rail. Receive, 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 at the top of the left rail.
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?

On the same page, receive stock when a shipment arrives. Receiving stock adds quantity to the selected location and records a Received movement.

1. Select the correct location at the top of the left rail.
2. Select Receive above the item list, or press R.
3. Choose the Item.
4. Enter the Quantity.
5. For tracked stock, enter the Received on date and Time. Add Cost per unit, Expiry date, or Notes if you need them. Cost per unit 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 under Movements in the left rail. You can also select an item and use Receive above it to start with that item selected.

How do I transfer stock between locations?

On the same page, 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.

Use Item (1) to choose the stock item, Quantity (2) for how much to move, From (3) for the source location, To (4) for the destination, and Notes (5) for any context to keep with the transfer.

1. Select the item in the list.
2. Open the More menu above it and select Transfer.
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?

On the same page, 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 at the top of the left rail.
2. Select the item in the list.
3. Select Adjust above it.
4. Under Change, choose Remove or Add.
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. Removing shows as a negative change in Movements, and adding shows as a positive one.

How do I write off expired or damaged stock?

On the same page, write off stock when it 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 at the top of the left rail.
2. Select the item in the list.
3. Open the More menu above it and select Write off.
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. Items nearing their date are listed under Expiring in the left rail, with Write off beside their expiring lots.

How do I review stock movement history?

On the same page, select Movements in the left rail to audit what changed and when. The table shows the movement's occurred date and time in When, plus Item, Movement, Change, By and Note.

Use Movements (1) to open the audit trail, then Item filter (2), Type filter (3), Location filter (4), and Date range (5) to narrow what you see.

1. Use the Item filter to show one item.
2. Use the labeled Type filter to show Received, Consumed, Adjusted, Transfer out, Transfer in, or Write-off.
3. Use the labeled Location filter to narrow the list to one location.
4. Choose dates if you need them.
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?

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

• 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. An inactive item shows no stock actions.
• 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. An owner or admin can go to Settings → Inventory by clicking Settings (at the bottom) in the left sidebar, then under Dispensary, clicking Inventory and turning on Inventory management.

What movement types appear in history?

Open Inventory in the left sidebar and select Movements. History can show Received, Consumed, Adjusted, Transfer out, Transfer in, and Write-off movements, with each row showing the movement's occurred date and time.

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 expiring stock directly?

Yes. Open Inventory in the left sidebar and select Expiring in the left rail. Select an item and use Write off beside its expiring lots 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 sidebar, and automatic consumption protocols stop running on visits.