Inventory & Stock

Inventory tracks what is physically on hand: each lot’s batch, quantity, location, and expiry. Stock gives a one-page overview of every stocked item. Find them at Pharmacy → Inventory (/inventory) and Pharmacy → Stock (/stock). Stocked items are medications from the Formulary and devices and substances from Services & Consumables.

Who can do this

Task	Clinic Admin	Receptionist	Doctor	Nurse
See inventory lots and the stock overview	Yes	No	Yes	Yes
Receive stock (log a delivery)	Yes	No	No	Yes
Adjust a lot’s quantity	Yes	No	No	Yes
Create, edit, delete, or import lots	Yes	No	No	No
Set a reorder threshold	Yes	No	No	No

Doctors see the lots and filters only. Nurses also see Receive stock and can use Adjust quantity from a row’s menu. Receptionists cannot open either page.

Receiving stock

Select Receive stock.
For each item in the delivery, enter the Catalog slug, choose the Location, and enter the Lot #. Add the Batch, Expiry date, and Qty.
Select Add line for more items.
Select Receive followed by the number of lines. Each line becomes a new lot, or adds to an existing lot, at that location, and is recorded as a received movement.

Adjusting a quantity

Open the lot’s menu (Open menu) and select Adjust quantity. The dialog shows the lot number and how many are in stock.
Enter the Change (positive to add, negative to remove).
Choose a Reason: Stock-take correction, Received (manual correction), Returned, or Expired / write-off.
Select Save adjustment.

An adjustment cannot take a lot below zero. For example removing 200 from 100 shows “Only 100 unit(s) in stock; this adjustment would take the lot negative.” Every adjustment is recorded in the lot’s movement history with its reason.

Creating, editing, and importing lots

Clinic Admins can select New Inventory to add one lot by hand (medication, location, lot number, batch, expiry, quantity, and package details), use Edit or Delete on a lot’s menu, or select Import CSV to load many lots. Import matches rows to existing stock by stock item, location, and lot number. To change a quantity on an existing lot, use Adjust quantity so the history stays correct.

Finding lots

Select Filters to narrow by catalog item, slug, location, lot or batch number, quantity range, or expiry dates, and to change the sort order. Then select Search, or Reset to clear.

Stock overview

Stock overview lists every stocked item across all locations, with items that need attention first. Each row shows the Type, Total qty, Soonest expiry, and Price, with badges:

Badge	What it means
Low Stock	The total quantity is at or below the item’s reorder threshold.
Expired	The soonest expiry date has passed.
Expiring	The soonest expiry is within the next 30 days.
Unpriced	The item has no price in the catalog yet.

A Clinic Admin can select Set reorder threshold for an item and enter a number. The item is flagged low stock whenever its total across every location falls to or below that number. The row then reads, for example, “95 / reorder at 200”. Select Rebuild price cache after changing prices to refresh the Price column.

Formulary
Billable Catalog: prices for stocked items.
Vaccinations: vaccine doses draw from stock.