Inventory
The Inventory page lists every product your site keeps, with how many units are in stock, when the next one expires and what needs attention. Open a product to see its stock lot by lot, add stock, or take units out.
Who can: Owner, Admin, Member, Viewer, Inventory manager, Visit manager, Clinician, Auditor, Purchaser, Compliance, Site settings Adding, removing and moving stock takes a role that manages inventory (see below).
The list
Each product shows its name with its size, the vendor, a stock count and the number of lots. On a wide screen the list is a table (product, category, REF, status, next expiry, lots, in stock). On a phone or tablet it is a set of cards.
Status badges flag problems only. The "in stock" count leaves out expired units and units still pending delivery for a visit. You may see Out of stock, Low · N left (below the product's low stock level), N expired (past expiry, still on the shelf), Expires in N days (within 30 days) or N no expiry (see Lots and expiry). Stock and expiry alerts are covered in Alerts and notifications. Small tags can also appear: Inactive, Hidden, HC review (a Health Canada lookup found several possible licences) and Needs details (imported without a name or category).
Search and filters
Type in Search products to find a product by name, category, vendor or REF. Search keywords saved on a product match too, and show first.
On a wide screen the filters sit next to the search box. On a phone or tablet, tap Filters, choose what you want, then tap Show N products. You can narrow by:
- Category
- Location, when your site uses storage locations. Unassigned finds stock with no location.
- Stock: all, in stock, or out of stock.
- Has expired stock
- Added today: products with stock added since midnight, newest first. After you tap Done in the scanner, this reads Added while scanning and lists what that session saved, so you can check it went in.
- Needs HC review and Needs details, which only appear while some product has that tag.
- Include hidden. Sites can hide products that have had no stock and no activity for a set number of months. Roles that manage site settings set the period under Stock visibility. Adding stock or scanning brings a product back.
Open a product
Tap a product to see its stock count, lots, Next expiry, a warning if any lot is recalled, and a details card with sizes, vendor, REF, barcodes and purchasing details. If the vendor has a catalog link (set in Settings, Vendors) or is a manufacturer the app knows, the card has a button that opens that vendor's site for the REF in a new tab.
Stock is listed by lot: cards under Stock by lot on a phone or tablet (sortable by expiry or lot number), or a table with Grouped and Detailed views on a wide screen. Show used and removed lists units that have already left the shelf.
Change stock and details
Who can: Owner, Admin, Member, Inventory manager add, remove and move stock.
Add stock by hand. On the product page, or Add stock in the wide list, choose the expiry date and quantity. Use the add-row button for more than one expiry. The button reads Add N to stock once a row is complete. If your site uses locations, pick where the stock goes; it starts at the product's default. Hand-added stock has an expiry but no lot number, so it can't be matched to a recall by lot. To capture lot numbers, scan the label: Scan the label instead in the dialog, or Add item on the list, opens the stock-in scanner. Add item only appears when scanning is turned on (see Scanning settings).
Remove stock. Use the bin icon on a lot or unit. In-date stock leaves straight away, and an Undo bar appears for a few seconds. Expired or recalled stock asks you to confirm first, and can't be undone from that screen. A removed unit is recorded as removed, not as used on a case.
Who can: Owner, Admin, Member, Inventory manager edit a product.
Edit a product. Edit on the product page changes the name, category, low stock level, sizes, vendor, brand, REF, purchasing details and default location. (Catalog-wide product changes are in Products.) Edit lot on a lot shows its details and lets you move or remove units. It doesn't change a lot's number or expiry.
View-only roles
Roles that can see inventory but not manage it can open every list and product page, and read lots, expiry and recall warnings. On a product's page, buttons that change stock are hidden, and the lot card says Lot details instead of Edit lot. A few buttons on the list can still appear: Add stock shows an error, and Add item won't open the scanner. See Roles and permissions.