Monitor Stock and Manage the Catalog

The /stock area is the operational hub for both current inventory and reference data. It links Stock, Items, Services, Supplier, Brand, and Category within one inventory menu group.

What This Guide Covers

• how to identify stock risk quickly from the dashboard
• how lot-based stock is reviewed and adjusted
• where item, service, supplier, brand, and category data is maintained
• what to confirm before import and export work

What to Review First in the Stock Hub

The main /stock screen is the day-to-day monitoring page.

Top widgets

• Expiring Soon: lots expiring within the next 30 days
• Low Stock: items below reorder level
• Total Items: number of current inventory items
• Total Value: estimated asset value based on remaining quantity and lot cost

Common reasons to open this page

• opening checks before the clinic day starts
• verifying lot balance and expiry before dispensing or treatment
• deciding whether procurement is needed
• investigating a stock discrepancy report

Search and Filter Strategy

The search bar is more useful when combined with category control.

Main filters

• item name search
• category filter
• Show Depleted Lots
• sort order

When to turn on Show Depleted Lots

• when historical lot visibility matters
• when reviewing expiry or disposal of zero-balance lots
• when confirming a lot is truly empty before deletion

Why category filters matter

In mixed environments with medication, retail, and other stock types, category filtering is often more reliable than text search alone.

What the Stock Table Supports

The stock table assumes lot-based operations. Multiple lots for the same item must still be handled separately.

Key columns

• category
• item name
• lot count
• selling price
• minimum stock
• status
• total remaining quantity

Common row-level actions

• open lot detail
• edit lot information
• delete lot
• start an Adjustment
• start a Withdrawal

Warning: Lot deletion removes inventory evidence, not just screen clutter. In real operations, Adjustment or Withdrawal is often safer than deletion.

When to Use Import / Export

The main Stock page exposes both Export and Import.

Export is useful for

• monthly stock review meetings
• sharing with procurement or finance
• taking a snapshot before large changes

Check before import

• category and supplier standards already exist
• the item really needs lot tracking
• there is no name or barcode duplication
• the team is clear whether the import is for products or services

Items: Item master data

/stock/items is where item definitions that eventually drive real stock are maintained.

Common fields

• item type
• base name and clinic-facing display name
• barcode
• unit and stock unit
• POS active flag
• active / inactive state
• medicine-specific attributes when applicable

Operating rules

• Keep the canonical item name consistent even when staff use nicknames.
• If barcode-based intake is used, pass duplicate checks before saving.
• Do not mix stock items and service items.

Services: Service catalog

/stock/services manages non-stock billable services such as procedures, diagnostics, wellness, and other operational services.

Common service fields

• service type
• price
• fee or settlement rule
• POS visibility
• active / inactive state

Why service catalog quality matters

If services are standardized here, OPD Plan, POS, and reporting can use the same reference base.

Supplier, Brand, and Category

These submenus provide the classification foundation of stock operations.

Supplier

• procurement vendor registration
• contact, tax, and payment condition tracking
• supplier-to-brand relationship management

Brand

• clinic brand standards
• mapping logic between suppliers and items

Category

• operating classification for medicine, product, retail, feed, and similar groups
• source data behind category filtering on the main Stock screen

Suggested Operating Order

1. Define Category and Brand first.
2. Register Supplier and align payment conditions.
3. Create Items and Services.
4. Load real stock through PO receiving or initial import.
5. Monitor lot state continuously from /stock.

Common Mistakes

• creating duplicate items with slightly different names
• registering a service as an item or an item as a service
• deleting lots when the real operation should have been a withdrawal
• assuming historical lots disappeared because depleted lots are hidden

Related Docs

• Run Procurement and Receiving
• Record Stock Adjustments and Withdrawals
• Manage the Master Registry