Inventory Management

INVENTORY_MANAGEMENT.md

Inventory Management

Complete guide to managing medicines, supplies, and equipment inventory in MyClinicSoft.

Overview

The Inventory Management system helps you track and manage:

  • Medicines and medications
  • Medical supplies
  • Equipment
  • Stock levels
  • Expiration dates
  • Reorder points
  • Suppliers
  • Purchase orders
  • Stock adjustments

Accessing Inventory

Navigate to Inventory from the main menu.

View Options:

  • All items (default)
  • Medicines only
  • Supplies only
  • Equipment only
  • Low stock items
  • Expiring soon
  • Expired items

Inventory List

Viewing Inventory

The inventory list displays:

  • Item name
  • Category
  • Current stock level
  • Unit of measure
  • Reorder level
  • Expiration date (earliest)
  • Status indicator

Status Indicators:

  • 🟢 In Stock - Normal levels
  • 🟡 Low Stock - Below reorder point
  • 🔴 Out of Stock - Zero quantity
  • ⚠️ Expiring Soon - Within 30 days
  • ❌ Expired - Past expiration date

Search and Filter

Search By:

  • Item name
  • Generic name
  • Brand name
  • SKU/Item code
  • Supplier

Filter By:

  • Category (medicines, supplies, equipment)
  • Stock status
  • Expiration status
  • Supplier
  • Location

Sort By:

  • Name (A-Z)
  • Stock level (low to high)
  • Expiration date (earliest first)
  • Last updated

Adding Inventory Items

Adding a Medicine

  1. Click Add Item → Medicine
  2. Fill in details:

Basic Information

  • Generic Name* (required)
    • Example: Amoxicillin
  • Brand Name
    • Example: Amoxil
  • Form* (required)
    • Tablet, Capsule, Syrup, Injection, etc.
  • Strength* (required)
    • Example: 500mg
  • Item Code/SKU
    • Internal tracking code

Classification

  • Category* - Medicine
  • Subcategory
    • Antibiotic
    • Analgesic
    • Antihypertensive
    • Etc.
  • Prescription Required
    • Yes/No
  • Controlled Substance
    • Yes/No (if yes, specify schedule)

Stock Information

  • Current Stock* (required)
    • Quantity on hand
  • Unit of Measure*
    • Piece, Box, Bottle, Vial, etc.
  • Reorder Level*
    • Minimum quantity before reorder
  • Optimal Stock Level
    • Target inventory level
  • Storage Location
    • Shelf/Cabinet location

Supplier Information

  • Primary Supplier
    • Select from supplier list
  • Supplier Item Code
    • Supplier's reference number
  • Unit Cost
    • Cost per unit
  • Selling Price
    • Price charged to patient

Expiration Tracking

  • Track Expiration - Yes/No
  • Expiration Date
    • For current batch
  • Alert Days Before Expiry
    • Default: 30 days
  1. Click Save

Adding a Supply

  1. Click Add Item → Supply
  2. Fill in similar information:
    • Item name
    • Category (gloves, syringes, gauze, etc.)
    • Quantity
    • Unit of measure
    • Reorder level
    • Supplier
    • Cost and price

Adding Equipment

  1. Click Add Item → Equipment
  2. Fill in:
    • Equipment name
    • Model/Serial number
    • Purchase date
    • Warranty information
    • Maintenance schedule
    • Current status
    • Location

Managing Stock Levels

Stock Adjustments

When stock levels change (usage, damage, etc.):

  1. Click on inventory item
  2. Click Adjust Stock
  3. Select adjustment type:
    • Add Stock - Received new inventory
    • Remove Stock - Used or damaged
    • Set Stock - Correct count after inventory
    • Transfer - Move to different location
  4. Enter:
    • Quantity
    • Reason
    • Batch number (if applicable)
    • Expiration date (if applicable)
    • Notes
  5. Click Save Adjustment

Adjustment logged:

  • Date and time
  • User who made adjustment
  • Quantity changed
  • Reason
  • New stock level

Receiving Stock

When new inventory arrives:

  1. Go to Purchase Orders (if PO exists) or
  2. Go to inventory item → Receive Stock
  3. Enter:
    • Quantity received
    • Batch/Lot number
    • Expiration date
    • Supplier invoice number
    • Unit cost (if changed)
    • Received date
  4. Click Receive

System Updates:

  • Stock level increases
  • Batch tracking added
  • Expiration date tracked
  • Average cost recalculated

Dispensing Stock

When medicine/supplies used:

From Prescription:

  • When marking prescription as dispensed
  • System automatically deducts stock
  • Links to patient record

From Invoice:

  • When adding item to invoice
  • Stock automatically deducted
  • Links to billing

Manual Dispensing:

  1. Click Dispense
  2. Enter quantity
  3. Add patient reference (optional)
  4. Add notes
  5. Click Save

Batch and Expiration Management

Batch Tracking

Track multiple batches of same item:

Batch Information:

  • Batch/Lot number
  • Received date
  • Expiration date
  • Quantity received
  • Quantity remaining
  • Supplier

FIFO (First In, First Out):

  • System automatically dispenses oldest batch first
  • Ensures proper rotation
  • Reduces waste from expiration

Expiring Items

View items expiring soon:

  1. Click Expiring Soon filter
  2. See items within alert period
  3. For each item:
    • View expiration date
    • Check quantity
    • Options:
      • Use soon
      • Return to supplier
      • Dispose properly
      • Mark as expired

Expiration Alerts:

  • Dashboard notification
  • Email alerts (configurable)
  • SMS alerts for critical items
  • Weekly expiration report

Expired Items

Handle expired inventory:

  1. Go to Expired Items view
  2. For each item:
    • Verify expiration
    • Document disposal method
    • Mark as disposed
    • Adjust stock to zero
  3. Generate disposal report

Disposal Documentation:

  • Date of disposal
  • Method (returned, destroyed, etc.)
  • Quantity disposed
  • Authorized by
  • Witness (if required)

Reordering

Low Stock Alerts

System alerts when stock below reorder level:

Alert Locations:

  • Dashboard notification
  • Inventory page highlighted
  • Email notification (daily digest)
  • Reports section

Alert Information:

  • Item name
  • Current stock
  • Reorder level
  • Recommended order quantity

Creating Purchase Order

  1. Click Create Purchase Order
  2. Select supplier
  3. Add items:
    • Search and select items
    • Or add low stock items automatically
    • Specify quantity
    • Confirm pricing
  4. Add:
    • PO number
    • Expected delivery date
    • Shipping cost
    • Payment terms
    • Notes
  5. Click Create PO

PO Status:

  • Draft
  • Sent to Supplier
  • Confirmed
  • Partially Received
  • Received
  • Cancelled

Managing Purchase Orders

View all purchase orders:

Access: Inventory → Purchase Orders

Actions:

  • View PO details
  • Print PO
  • Send to supplier (email)
  • Mark as confirmed
  • Receive items
  • Edit (if draft)
  • Cancel

Suppliers

Supplier List

Manage supplier information:

Access: Inventory → Suppliers

Supplier Information:

  • Company name
  • Contact person
  • Phone/Email
  • Address
  • Payment terms
  • Delivery time
  • Notes

Adding a Supplier

  1. Click Add Supplier
  2. Fill in:
    • Supplier name
    • Contact information
    • Payment terms
    • Lead time
    • Minimum order
    • Notes
  3. Click Save

Supplier Performance

Track supplier metrics:

  • On-time delivery rate
  • Order accuracy
  • Quality issues
  • Average cost
  • Response time

Inventory Reports

Available Reports

Navigate to Reports → Inventory

Reports:

  • Inventory Valuation

    • Total inventory value
    • By category
    • By location

  • Stock Movement

    • Items added/removed
    • Date range
    • Transaction details

  • Expiring Items

    • Items expiring in X days
    • Value of expiring stock
    • Action needed

  • Low Stock Report

    • Items below reorder level
    • Recommended orders
    • Urgency ranking

  • Consumption Report

    • Usage by date range
    • Top used items
    • Usage patterns

  • Dead Stock Report

    • Items not used in X days
    • Slow-moving inventory
    • Obsolete items

  • Supplier Report

    • Purchases by supplier
    • Supplier performance
    • Payment due

Export Options:

  • PDF
  • Excel
  • CSV

Inventory Analytics

Metrics:

  • Total items
  • Total value
  • Stock turnover rate
  • Average holding time
  • Expiration waste
  • Cost of goods sold
  • Gross profit margin

Charts:

  • Stock levels over time
  • Consumption trends
  • Category breakdown
  • Top suppliers
  • Expiration timeline

Physical Inventory Count

Perform periodic inventory counts:

Conducting Count

  1. Go to Inventory → Physical Count
  2. Click New Count
  3. Select:
    • Count date
    • Items to count (all or by category)
    • Count team members
  4. Print count sheets
  5. Count physical inventory
  6. Enter counted quantities
  7. Review discrepancies
  8. Adjust stock levels
  9. Finalize count

Discrepancy Handling:

  • System shows expected vs. counted
  • Investigate large differences
  • Document reasons
  • Approve adjustments
  • Update stock levels

Best Practices:

  • Count regularly (monthly or quarterly)
  • Two-person verification
  • Count by sections
  • Use barcode scanner
  • Document findings

Inventory Locations

For clinics with multiple storage areas:

Location Setup

  1. Go to Settings → Inventory → Locations
  2. Add locations:
    • Pharmacy
    • Procedure room
    • Emergency kit
    • Storage closet
    • Refrigerator

Transfer Between Locations

  1. Select item
  2. Click Transfer
  3. Select:
    • From location
    • To location
    • Quantity
  4. Add reason
  5. Click Transfer

Transfer Tracking:

  • Date/time
  • User
  • Quantity
  • Reason
  • New balances

Barcode and Scanning

Barcode Setup

  1. Enable barcodes in settings
  2. Print barcode labels:
    • Item name
    • Barcode
    • Batch number
    • Expiration date
  3. Attach to items/shelves

Using Barcodes

Receiving:

  • Scan items as they arrive
  • Auto-populate item details
  • Quick entry

Dispensing:

  • Scan to select item
  • Confirm batch and expiry
  • Reduce errors

Counting:

  • Scan during physical count
  • Faster and more accurate
  • Auto-record

Automated Reordering

Advanced feature

Auto-Reorder Setup

  1. Go to Settings → Inventory → Auto-Reorder
  2. Enable auto-reordering
  3. Configure:
    • Check frequency (daily)
    • Reorder threshold
    • Suppliers with auto-order
    • Approval required (yes/no)
    • Order method (email/API)

How It Works:

  • System checks inventory daily
  • Identifies items below reorder level
  • Calculates optimal order quantity
  • Creates draft PO or sends to supplier
  • Notifies admin

Benefits:

  • Never run out of stock
  • Reduced manual work
  • Consistent ordering
  • Better supplier relationships

Integration with Other Features

Prescriptions

  • Check stock when prescribing
  • Alert if medicine not available
  • Suggest alternatives
  • Auto-deduct when dispensed

Billing

  • Add inventory items to invoices
  • Auto-calculate price
  • Deduct from stock
  • Track sales

Clinical Visits

  • View available supplies
  • Record supplies used
  • Auto-deduct from inventory

Reports

  • Inventory data in financial reports
  • COGS calculation
  • Profitability analysis

Inventory Settings

Admin only

Configure in Settings → Inventory

General Settings

  • Enable/disable inventory module
  • Default unit of measure
  • Reorder level threshold
  • Expiration alert days
  • Allow negative stock (yes/no)

Valuation Method

  • FIFO (First In, First Out)
  • LIFO (Last In, First Out)
  • Average Cost
  • Specific Identification

Permissions

  • Who can add items
  • Who can adjust stock
  • Who can create POs
  • Who can approve adjustments

Notifications

  • Low stock alerts
  • Expiration alerts
  • Reorder reminders
  • Daily/weekly reports

Tips for Effective Inventory Management

  1. Regular Counts - Perform physical counts regularly
  2. Set Accurate Reorder Levels - Based on usage patterns
  3. Track Expiration - Monitor and use FIFO
  4. Supplier Relationships - Maintain good communication
  5. Document Everything - Record all adjustments
  6. Review Reports - Weekly inventory review
  7. Minimize Waste - Use expiring items first
  8. Standardize - Use standard units and naming
  9. Security - Controlled access to storage
  10. Continuous Improvement - Analyze and optimize

Troubleshooting

Stock Count Doesn't Match

Solutions:

  • Perform physical count
  • Check adjustment history
  • Review dispense records
  • Look for duplicate entries
  • Investigate theft/loss

Item Not Found

Solutions:

  • Check spelling
  • Try generic name
  • Search by brand name
  • Check archived items
  • Add if truly new

Cannot Dispense - Out of Stock

Solutions:

  • Check alternative items
  • Emergency reorder
  • Borrow from another location
  • Update patient on delay

Best Practices

  1. Accurate Data Entry - Take time to enter correctly
  2. Consistent Naming - Standardize item names
  3. Regular Updates - Update costs and prices
  4. Monitor Usage - Track consumption patterns
  5. Secure Storage - Prevent unauthorized access
  6. Proper Disposal - Follow regulations for expired items
  7. Supplier Management - Multiple suppliers for critical items
  8. Documentation - Keep all purchase documents
  9. Training - Train all staff on procedures
  10. Compliance - Follow regulations for controlled substances

Controlled Substances

Special handling for controlled medications:

Requirements

  • Separate storage (locked)
  • Dual authorization
  • Detailed logging
  • Regular audits
  • Regulatory reporting

Logging

  • Date and time
  • Patient name
  • Doctor authorization
  • Quantity dispensed
  • Remaining balance
  • Dual signatures

Audits

  • Monthly reconciliation
  • Compare records to physical count
  • Investigate discrepancies
  • Report to authorities
  • Maintain audit trail

Related Documentation