Inventory Management
Inventory Management
The Inventory module tracks clinic supplies, medicines, and equipment. It monitors stock levels, flags low-stock and expiring items, and supports stock adjustments and restocking.
Accessing Inventory
Go to Inventory in the sidebar. The list displays all inventory items with their current stock levels and statuses.
Searching and Filtering
| Filter | Description |
|---|---|
| Search | Search by item name |
| Category | Filter by Medicine, Supply, Equipment, or Other |
| Status | Filter by stock status (In Stock, Low Stock, Out of Stock, Expired) |
Stock Statuses
| Status | Meaning |
|---|---|
| In Stock | Quantity is above the reorder level |
| Low Stock | Quantity is at or below the reorder level threshold |
| Out of Stock | Quantity is zero |
| Expired | Item has passed its expiry date |
Items with Low Stock or Out of Stock status are highlighted to draw attention. Automated alerts can be configured to notify staff (see Settings → Notifications).
Adding a New Inventory Item
- Go to Inventory → New Item.
- Fill in the item form.
- Click Save.
Item Form Fields
| Field | Description |
|---|---|
| Item Name | Required — descriptive name of the item |
| Category | Medicine, Supply, Equipment, or Other |
| Quantity | Current stock count |
| Unit | Unit of measurement (tablets, bottles, boxes, pcs, etc.) |
| Reorder Level | The quantity at which the item is flagged as Low Stock |
| Expiry Date | For perishable items — triggers Expired status when passed |
| Notes | Additional information (storage requirements, supplier, etc.) |
Viewing Item Details
Click any item in the inventory list to open its detail page. The detail page shows:
- Current quantity and status
- Full item information
- Adjustment history (a log of all stock changes)
Adjusting Stock
Use stock adjustments to manually correct the quantity (e.g., after a stock count or to record usage).
- Open the inventory item.
- Click Adjust Stock.
- Enter the adjustment:
| Field | Description |
|---|---|
| Adjustment Type | Add (increase) or Remove (decrease) |
| Quantity | Amount to add or remove |
| Reason | Reason for the adjustment (e.g., damaged, used in procedure, stock count correction) |
- Click Save.
The new quantity is calculated and the adjustment is logged with a timestamp.
Restocking an Item
When a delivery arrives:
- Open the inventory item.
- Click Restock.
- Enter:
| Field | Description |
|---|---|
| Quantity Received | Units received in this delivery |
| Supplier | Name of the supplier (optional) |
| Purchase Price | Cost per unit (optional, for cost tracking) |
| Expiry Date | Update or set the expiry date for the new batch |
| Notes | Delivery note or reference number |
- Click Save.
The quantity increases and a restock entry is logged in the adjustment history.
Editing an Item
- Open the inventory item.
- Click Edit.
- Update the item details (name, category, reorder level, etc.).
- Click Save.
Inventory Alerts
The system automatically creates notifications when:
- An item quantity falls to or below the Reorder Level.
- An item's Expiry Date is approaching (configurable warning period in Settings).
- An item is Out of Stock.
These alerts appear in the Notifications panel and can be sent by email if configured.
Tips
- Set a realistic Reorder Level for each item. For high-use supplies, set it high enough to allow time for procurement before running out.
- Check the Expired filter regularly to identify items that need to be removed from use.
- Use the Notes field to record supplier contact details and product codes to speed up reordering.