Managing Your Stock

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The Stockroom

The Stockroom is your main view of everything you have on hand. Each row in the table represents one stock item and shows its current quantity, dollar value, linked products or services, and the earliest expiry date. When you first open the Stockroom, you’ll see either your existing stock items or an empty state prompting you to add your first item.

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Understanding the Table

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Status Badges

If you’ve set a minimum stock level on an item, the system monitors quantities and shows a badge when you need to take action:

• Low — The remaining quantity has fallen to or below the minimum level you set. Time to reorder.
• Critical — The remaining quantity is at 25% or less of the minimum level. Reorder urgently.
• Out of Stock — Quantity has reached zero.

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Filtering and Grouping

Use the filter bar above the table to narrow results:

• Name — Search by stock item name.
• Locations — Show stock at specific clinic locations.
• Category — Filter by stock category.
• Stock Qty — Filter by remaining quantity. Choose a comparison (equal to, less than, greater than, or between) and enter values.
• Expiring Within (Days) — Filter by how soon shipments expire. Choose a comparison and enter the number of days.
• Stock Level — Filter by stock status: Low, Critical, or Out of Stock. You can select more than one.

You can also group the table by Category or Supplier using the Group By option next to the filters. This is helpful when you want to see all items from the same supplier or all items in the same category together.

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Quick-Filter Chips

Below the filter bar you’ll see shortcut chips for common searches:

• Low Stock — Show items where the remaining quantity is at or below the minimum stock level.
• Critical — Show items where the remaining quantity is at 25 percent or less of the minimum stock level.
• Out of Stock — Show items that have reached zero quantity or have no shipments.
• Expiring Soon — Show items with at least one shipment expiring within 30 days.

Clicking a chip applies that filter instantly. The chip disappears once the filter is active and reappears when you clear it.

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Location Breakdown

When you have multiple locations, click the expand arrow on any stock row to see a per-location breakdown. This shows you the quantity, value, and expiry at each location separately, so you can spot if one location is running low while another is well-stocked.

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Adding Stock

Click Add Stock on the Stockroom page. You have two options:

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Add Stock with AI

Upload an image (a photo of a purchase order, receipt, or inventory list) or a CSV file, and AI will extract the item details for you. This is the fastest way to add many items at once.

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Add Stock Manually

Click Create Manually to open the stock form. You can also search for an existing stock item to use as a starting template.

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Viewing Stock Details

Click any stock row to open the detail panel. The panel shows summary statistics and five tabs:

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Summary

• Total Stock — Combined remaining quantity across all locations.
• Stock Value — Total dollar value of remaining inventory.
• Activity Chart — An area chart showing daily usage and received quantities over a configurable time range (7, 30, or 90 days).

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Shipments

Lists all shipments for this stock item. Each shipment shows the supplier, location, quantity received vs. remaining, cost, lot number, expiry date, and SKU. Shipments with low remaining quantities or approaching expiry dates are flagged.

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Activity

A timeline of all inventory changes — stock added, drawn down, sold, or adjusted. Each entry shows what happened, when, and any notes attached to the change.

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Purchase Orders

Lists all purchase orders associated with this stock item. You can see each order’s supplier, total cost, delivery progress, status, and creation date. You can also create a new purchase order directly from this view.

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Suppliers

Lists suppliers linked to this stock item, including their pricing and units of measure.

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Linked Items

Shows all products, services, and medications connected to this stock item, along with how many units each uses per sale.

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Drawing Down Stock

Drawing down stock manually reduces the quantity without a sale or appointment. Use this for:

• Waste — Product spilled or damaged
• Expired product — Disposing of items past their expiry date
• Samples — Product given to a patient as a sample
• Corrections — Fixing a count that doesn’t match what’s physically on the shelf

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Stock Transfers

Stock transfers let you move inventory from one clinic location to another. This is useful when one location is running low on an item while another has plenty.

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Starting a Transfer

You can create a transfer in two ways:

• Single stock item — Click the gear icon on a stock row and select Transfer Stock. This opens the transfer form with that item pre-selected.
• Bulk transfer — Select multiple stock items using the checkboxes in the table (up to 25 items at a time), then click Transfer from the bulk actions bar.

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Reviewing Pending Transfers

Click the Transfers button on the Stockroom page to open the transfers panel. If there are pending transfers waiting for your review, the button shows a count badge. The panel lets you filter transfers by status: Pending, Completed, Cancelled, or All. Each transfer card shows the source and destination locations, the items being moved, and the date it was created.

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Completing a Transfer

When stock arrives at the destination location, open the transfers panel, find the pending transfer, and click Complete. This updates stock quantities at both locations — the source goes down and the destination goes up.

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Cancelling a Transfer

If a transfer is no longer needed, open the transfers panel and click Cancel on the pending transfer. Cancelled transfers are kept in the history for reference.

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Linking Stock to Products, Services, and Medications

Linking is what makes inventory tracking automatic. When a stock item is linked to a product, service, or medication, every time that item is sold or administered, the stock quantity decreases by the amount you configured. Example: You link “Botox 100U Vial” to the “Botox Treatment” service with a quantity of 20 units per sale. Each time a Botox Treatment is sold, 20 units are deducted from the stock. You can link stock from several places:

• Stockroom table — Click the gear icon on a stock row and select Link to Items.
• Stock detail panel — Open the Linked Items tab.
• Product/Service/Medication editor — Each has an Inventory tab where you can create or link stock.

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Stock Row Actions

Click the gear icon on any stock row to access:

• View Details — Open the detail panel with shipments, activity, purchase orders, suppliers, and linked items.
• Edit Stock — Open a full editing view where you can change the name, category, unit, minimum level, linked items, suppliers, shipments, and other details.
• Link to Items — Connect this stock to products, services, or medications.
• Link Supplier — Associate a supplier with this stock item.
• Transfer Stock — Create a transfer to move this item to another location.
• Drawdown Stock — Manually reduce the quantity.
• Delete Stock — Archive the stock item. It’s removed from active lists but historical data is preserved.