How to use stock functions

Use this guide to manage the end-to-end lifecycle of your products, from ordering and receiving to transfers and audits.

For a high-level explanation of these processes, see About Stock Functions.

Where to find Stock Functions

Inventory > Manage (To view activity and receive stock)

Inventory > Procurement Order (To create new supplier orders)

Inventory > Stock Transfer (To move items between locations)

Inventory > Audit Stock (To perform a stocktake)

Before you begin

Make sure:

You have the necessary Inventory permissions assigned to your role.

You have configured your Suppliers and Locations in Settings.

You have configured you Products in the Products tab of Inventory.

You have prepared your physical stock counts (for audits).

Step 1 — Monitor stock activity

To track the status of all inventory movements:

Go to Sidebar > Inventory.

Select the Manage tab.

Review the list of all procurement orders, transfers, and audits.

Use the filters to view specific statuses (e.g. Ordered, Received, Completed).

Step 2 — Create and manage purchase orders

Go to Sidebar > Inventory > Procurement Order.

Select the Supplier, the Receive Into (destination clinic) and the Expected Delivery Date.

Add the products and quantities you wish to order. You will need to create a new Procurement Order for each different supplier.

Review the total price and click Submit Order.

The order will now appear in the Manage tab with an Ordered status.

Step 3 — Receive stock

When a delivery arrives at your clinic:

Go to Sidebar > Inventory > Manage.

Find the relevant procurement order and click the Receive button.

Confirm the quantities received. If there are discrepancies, update the Received Qty field.

Click Confirm Receive.

The items will be instantly added to your Available stock levels for that location.

Step 4 — Transfer stock between locations

Go to Sidebar > Inventory > Stock Transfer.

Select the Source Location (from) and the Destination Location (to).

Add the products and quantities you wish to move.

Click Save & Transfer.

Click Confirm Transfer.

Go to Sidebar > Inventory > Manage.

Find the relevant Transfer order and click the Fill button.

Click Confirm Fill.

Now click Receive

Click Confirm Receive.

Note: Stock is deducted from the source and added to the destination once the Confirm Fill is finalised.

Step 5 — Perform a physical stock audit (Stocktake)

Go to Sidebar > Inventory > Audit Stock.

Select the Location you are auditing.

The system will display the current Expected levels for all products.

Enter the Actual Quantity found on your shelves.

If the Actual Amounts do not match the Expected Amounts, add an Item Note for each product with a discrepancy. Access this by hovering over the space beside the Actual column and selecting the dialogue icon. You can also add further notes in the Internal Audit Notes at the bottom.

Click Submit Audit to update your digital records to match the physical count.

What to do next

Learn how to manage individual stock levels.

Fix common inventory issues.

Managing Suppliers