Inventory

Introduction

The Inventory module tracks physical stock at your facility — medications, medical supplies, consumables, and equipment — as a set of items with a running on-hand quantity. Every change in quantity is recorded as an adjustment, giving you a permanent history of what moved, when, and why.

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Key Concepts

Items and Categories

Each item belongs to one inventory (your facility’s stock pool) and can be tagged with one or more facility-defined categories (e.g., “Medications”, “PPE”, “Wound Care”) to make the list filterable — categories are freely named by your facility, not a fixed list.

An item’s core fields are its name, SKU/barcode, brand and manufacturer, unit of measure (piece, box, pack, kilogram, liter, case, etc.), unit cost and selling price, and optional lot number, serial number, and expiration/manufacturing dates for items where that matters.

Stock Status

Every item carries a status computed from its on-hand quantity against its reorder point:

Status	Meaning
Active	Stock is above the reorder point
Low Stock	On-hand quantity has fallen to or below the reorder point
Out of Stock	On-hand quantity is zero

The status updates automatically whenever an adjustment changes the on-hand quantity.

Adjustment Types

All stock changes — up or down — go through the same Adjust Stock action with a signed amount (positive to add, negative to remove) and a type describing why:

Type	Typical use
Manual Adjustment	A general correction not covered by another type
Stock Count	Reconciling on-hand quantity to a physical count
Damage	Stock damaged and no longer usable
Loss	Stock missing or unaccounted for
Spoilage	Stock expired or spoiled
Found	Stock discovered that wasn’t in the system
Return	Stock returned from a department or requisition
Bundle Assembly	Stock consumed to assemble an item bundle
Requisition Release	Stock deducted automatically when an item requisition is released
Other	Anything not covered above

Bundle Assembly and Requisition Release are usually generated automatically by those features rather than entered directly.

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Use Cases

Adding a New Item

1. Go to Operations → Inventory.
2. Click New Item.
3. Fill in the item name, unit of measure, and any of the optional fields that apply — brand, manufacturer, cost/pricing, reorder point, categories, and lot/expiration details.
4. Click Save.

The item is created with zero stock. Record its starting quantity with an Adjust Stock action (type: Manual Adjustment or Stock Count).

Adjusting Stock

1. Open the item and click Adjust Stock.
2. Enter the amount — a positive number to add stock, a negative number to remove it.
3. Choose the adjustment type from the table above.
4. Add a reason and optional notes.
5. Click Save.

The item’s on-hand quantity, available quantity, and status update immediately, and the adjustment is added to the item’s permanent history.

Editing an Item

Open the item and click Edit to update any of its fields, including its reorder point and category tags.

Deactivating an Item

Items are deactivated rather than deleted, preserving their adjustment history. A deactivated item no longer appears in dropdowns used elsewhere in the system (such as item requisitions).

Reviewing Adjustment History

Open an item and go to its Adjustments tab to see every adjustment ever recorded against it — amount, type, reason, notes, the staff member who recorded it, and the before/after quantity.

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Reference

Item Bundles

A bundle groups several items together under one selectable unit (e.g., a “Minor Suturing Kit” bundle made up of gauze, suture, and antiseptic). Assembling a bundle consumes its component items via a Bundle Assembly adjustment on each. Manage bundles under Operations → Inventory → Bundles.

Permissions

Managing inventory requires the inventory permission (view / create / update / delete).