Inventory items

Inventory items:

To manage the inventory items added by your clinic, navigate to the Inventory tab and open the Inventory items page. 

View list

Click the inventory tab and select the inventory items page. You can view a full list of all the items added to the system. It shows the category name, item name, quantities and date alert. Click each item to view its details. 

View details

To view each item's details, click the Inventory tab and open the Inventory items page. Click the desired item and the details pop-up page opens. You can view the inventory name [Gloves], and the category name with the unit of measure. Next is the warning threshold, when the quantity is close to the threshold number, the system will alert you. After that is the Quantities, which shows the amount of the item in store. You can add multiple batches of quantities. Click the ‘Reduce consumption’ button to reduce the amount. The ‘Record addition’ button is used to add the new amount. You can add to an existing batch by clicking the button next to the quantity (1) or add a whole new batch by choosing the button at the bottom (2). On the right is the Inventory log, which will show a detailed list of all events done to this item. It shows the date, time, name of the person who created this event, and the event that happened. 

Add item

To add a new item to the list, navigate to the Inventory items page. Click the ‘Add inventory items’ button, and a new item pop-up box appears. In the box, add the item name, choose the category from the drop-down list or click the ‘Add new category’ to add a new category if not found in the list. Select the unit of measure from the drop-down list. Optionally, you can type the warning threshold [once the item reaches this number, the system will alert you]. In the billable item, you can select an item to connect the inventory item to it. Next, type a note if applicable and select from the options found below [If the item is using a serial number tracking or if you wish to use the FIFO inventory valuation]. Finally, click Save. The new item is found in the list. Click the item, and the inventory details pop-up box appears. It will include the name, category name and threshold amount.

Add Quantity to Item:

Navigate to the Inventory page, select the desired item, and the inventory details popup page opens. In the Quantities section, you will find the ‘Record addition’ button. Depending on the unit of measure and the tracking options chosen for the item, the record quantity popup page differs. Once you click on it, add the quantity and the details available. You can add an attachment with the quantity, such as a supplier/vendor invoice or other documents. Finally, click save and it’s now updated in the list.

 

Add new batch:

Once a quantity is added, you can add new quantity to the same batch or add a whole new batch. To add a new batch, click on the “Record addition” button at the bottom of the quantities section. A new batch page appears, add the quantity and the rest of the data if desired. Finally, click save and you’ll find it in the list of quantities, each batch with its own information.

 

Add to existing quantity: 

If you’re adding to an existing batch, locate the batch by the quantity available and click on the “Record addition” button in green located next to the quantity. Add the quantity and the rest of the data if desired. Finally, click save and you’ll notice the quantity amount has increased.

 

Reduce the quantity of items

When an item’s amount is reduced in the clinic, you can reduce the quantity on the Inventory items page. Navigate to the Inventory items page and click on the desired item. In the inventory details box, you can find the Quantities section. To manually reduce quantity, click on the “Record consumption”, write the amount used and any extra information and click Save. For example, if you have used 4 pieces in the clinic, type 4 in the quantity to reduce the field. Once completed, you’ll find the quantity reduced, and the log states the reduction info.

Search item

Navigate to the inventory items page in the Inventory tab. To search for a specific item, click the search field. Type the name of the item and it will appear in the list. 

Filter by quantity status

Navigate to the inventory items page in the Inventory tab. The filter by option is found next to the search field. You can filter by 2 options, either by quantity status or expiry status. To filter by the inventory quantity status, click the filter by option and click the option of ‘Less than quantity threshold’. When selected, you can view all the items whose amounts are less than the quantity threshold. 

Filter by expiry status

Navigate to the inventory items page in the Inventory tab. The filter by option is found next to the search field. To filter by the inventory expiry status, click the filter by option and click the option of ‘Close to expiry’. When selected, you can view all the items that are closer to the expiry date and are expired. 

Delete item

To delete an item, navigate to the inventory items page in the Inventory tab. Select the desired item, the inventory details popup page opens, and at the bottom is the Delete button. A confirmation box opens up, click Delete to confirm the action. 

Edit item 

To edit an item, navigate to the inventory items page in the Inventory tab. Select the desired item, at the top is the ‘Edit item details’ button. Click it to start editing. The edit inventory item pop-up page appears, start changing the necessary information and click Save. Now the changes are saved and can be viewed by opening the item details.