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

Click the Stock Level, Inventory Value, or Expiry column header to sort by that column.

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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. You can select more than one.
• 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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Exporting Stock

Export stock when you need to review counts, shipment details, or inventory value outside Decoda. The export includes every item that matches your filters, including items beyond the current table page. Staff with the View Stock Cost permission can include cost and inventory-value columns. Those columns do not appear for other staff.

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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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Taking a Delivery by Scanning

When a shipment arrives, click Take Delivery on the Stockroom to receive items into stock by scanning their barcodes. Choose the supplier and location first, then start scanning — each scanned item appears in the list, where you can adjust quantity, lot number, expiry date, and cost before you submit. Scanning the same item again adds another unit, so you can scan each unit as you unpack the box.

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Which Scanners Work

You can scan with either:

• Your device’s camera — point it at the barcode. This works on a phone, tablet, or any computer with a camera.
• A USB or handheld barcode scanner — the kind that plugs in or pairs over Bluetooth and types the barcode for you (also called a “keyboard-wedge” scanner). Just scan; there’s nothing to set up in Decoda.

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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 — A chart of what happened to this stock item over a date range you choose. Pick a range with the date picker in the top corner — use a preset like the last 7, 30, or 90 days, this month, or last month, or set your own start and end dates. The chart and the totals update for whatever range you pick.
• Choose what the chart shows — Use the Units, Spend, and Profit buttons above the chart to switch what it plots:
  • Units — how much was used and received each day.
  • Spend — what the units you used cost you, based on the price you paid on their shipments.
  • Profit — what you earned on the units sold, minus what those units cost.
• Totals for the range — Three totals are shown at all times, no matter which chart you’re viewing: total units used, total cost, and total profit for the dates you picked.
• Edit core fields inline — Staff with Manage Inventory can update Name, Category, Unit, Minimum Stock Level, Description, and Notes directly on the Summary tab and click Save without opening the full stock editor. Use the full editor when you also need to change linked items, suppliers, or shipments.

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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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Assign a shipment to providers

Expand a shipment, then click Edit allocation. Under Provider allocation, click Add provider and enter the number of units assigned to each provider. Units that are not assigned stay in the shared pool and can be used by any provider. For each provider, Allocated is the total grant and Remaining is the amount they still hold. Add the required update note, then click Update Shipment. The expanded shipment shows each provider’s assigned, remaining, and used quantities. To catch a provider running low before they run out, set Minimum Provider Allocation when editing the stock item. An alert is sent when any individual provider’s own allocation reaches that level — at or below, not strictly below, so a threshold of 5 alerts when they drop to 5. It’s separate from the clinic-wide Minimum Stock Level, which only watches the total on hand.

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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. Each row also shows the on-hand quantity after that event, so you can read the timeline like a bank-account register and see exactly what the count was at any point in the history. Hover the on-hand badge to see the breakdown across locations.

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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 every item connected to this stock item, grouped by item type such as products, services, medications, packages, memberships, and gift cards. Open a group to see each item’s drawdown ratio (for example, “1 vial contains 2.4 mg of Semaglutide”) and, for medications, whether the drawdown is multiplied by the dose amount entered at administration. When one of these items is sold or administered, stock decreases by the amount shown in its drawdown rule.

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Adjusting Stock

Adjust Stock is where you change a quantity by hand, without a sale or appointment behind it. It offers two choices:

• Add stock — Received more of this item. Adds it to a shipment and lets you split it between providers in the same step.
• Draw down — Removes stock that was used, wasted, or expired without going through a sale.

Draw down 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.
• Adjust Stock — Add received stock or draw down the quantity by hand.
• Delete Stock — Archive the stock item. It’s removed from active lists but historical data is preserved.