Inventory Management

Keep track of your clinic's medications, supplies, and equipment with Putra's inventory system. This guide covers adding items, tracking stock, and managing inventory effectively.

Overview

The inventory system helps you:

• Track medications and supplies
• Monitor stock levels
• Set low-stock alerts
• Link usage to patient records
• Manage costs and pricing

Accessing Inventory

Navigate to Inventory in the clinic sidebar to view and manage your stock.

Inventory Dashboard

Stock Overview

The dashboard shows:

• Total items in inventory
• Items low on stock
• Items out of stock
• Recent inventory changes

Quick Stats

Stat	Description
Total Items	Number of unique products
Low Stock	Items below minimum threshold
Out of Stock	Items with zero quantity
Total Value	Estimated inventory value

Viewing Inventory

Inventory List

All items displayed with:

• Item name and category
• Current quantity
• Unit of measure
• Stock status indicator
• Quick actions

Status Indicators

Color	Meaning
🟢 Green	Adequate stock
🟡 Yellow	Low stock (below minimum)
🔴 Red	Out of stock

Filtering & Searching

Filter inventory by:

Filter	Options
Category	Medications, Supplies, Equipment
Status	In Stock, Low, Out of Stock
Search	Name, SKU, manufacturer

Adding Inventory Items

New Item Form

Click Add Item and fill in:

Field	Required	Description
Name	Yes	Product name
Category	Yes	Type of item
SKU/Code	No	Internal reference code
Unit	Yes	Measurement unit
Current Quantity	Yes	Starting stock level
Minimum Quantity	No	Low stock threshold
Cost Price	No	What you pay per unit
Selling Price	No	What you charge (if applicable)
Manufacturer	No	Product manufacturer
Notes	No	Additional information

Categories

Organize items into categories:

• Medications - Drugs, vaccines, pharmaceuticals
• Supplies - Bandages, syringes, consumables
• Equipment - Tools, devices, durable goods
• Food - Pet food, treats, supplements
• Other - Miscellaneous items

Units of Measure

Common units:

• Each/Unit
• Box
• Bottle
• Vial
• Pack
• Milliliter (ml)
• Tablet
• Dose

Managing Stock Levels

Adjusting Quantity

To update stock:

1. Click on the item
2. Click Adjust Stock
3. Enter the change:
   • Positive number to add stock
   • Negative number to reduce stock
4. Provide reason for adjustment
5. Save

Adjustment Reasons

Track why stock changed:

Reason	When to Use
Purchase	New stock received
Sale/Use	Item used for patient
Expired	Item discarded due to expiration
Damaged	Item damaged or unusable
Count Correction	Physical count differs from system
Return	Item returned to supplier
Other	Miscellaneous adjustment

Batch/Lot Tracking

For items requiring lot tracking:

1. Enable batch tracking on the item
2. When adjusting stock, enter:
   • Batch/Lot number
   • Expiration date
   • Quantity in this batch

info

Batch tracking is important for medications and vaccines for recall purposes.

Low Stock Alerts

Setting Thresholds

For each item, set a Minimum Quantity:

1. Edit the item
2. Enter the minimum stock level
3. Save

When stock falls below this level:

• Item shows yellow/red status
• Appears in Low Stock list
• Optional email notification

Alert Configuration

In Settings → Inventory:

• Enable/disable email alerts
• Set alert frequency
• Choose recipients

Inventory Usage

Linking to Patient Care

When using inventory for a patient:

1. During treatment: Note items used
2. In patient record: Link inventory usage
3. On invoice: Include item costs

Automatic Deduction

When configured, stock deducts automatically when:

• Item added to an invoice
• Prescription issued (for in-house dispensing)
• Treatment recorded with item usage

Inventory Reports

Available Reports

Report	Description
Stock Summary	Current levels for all items
Low Stock Report	Items needing reorder
Usage Report	Items used over a period
Value Report	Total inventory value
Movement Report	Stock changes history

Generating Reports

1. Go to Inventory → Reports
2. Select report type
3. Choose date range (if applicable)
4. Click Generate
5. View, print, or export

Export Options

Export inventory data as:

• CSV (spreadsheet)
• PDF (printable report)

Expiration Management

Tracking Expiration Dates

For items with expiration:

1. Enable expiration tracking
2. Enter expiration date when adding stock
3. System alerts before expiration

Expiration Alerts

Configure alerts in settings:

• Days before expiration to alert
• Email notification recipients
• Dashboard warning display

Handling Expired Items

1. Find expired items in reports
2. Adjust stock out (reason: Expired)
3. Dispose of properly
4. Document the disposal

Best Practices

Regular Counts

Perform physical inventory counts:

• Weekly for high-turnover items
• Monthly for full inventory
• Compare to system quantities
• Adjust discrepancies

Organized Storage

• Group items by category
• Label shelves clearly
• FIFO (First In, First Out) for expiring items
• Separate controlled substances

Reorder Process

1. Review low stock report regularly
2. Place orders before running out
3. Update quantities when received
4. Verify deliveries match orders

Documentation

• Record all adjustments with reasons
• Keep supplier invoices
• Document disposals
• Maintain batch records

Controlled Substances

:::warning Special Handling Controlled substances may require additional documentation and compliance measures per local regulations. Putra's inventory system helps track these items but does not replace regulatory compliance requirements. :::

For controlled substances:

• Use batch tracking
• Document all usage
• Perform frequent counts
• Maintain chain of custody

Troubleshooting

Quantities Don't Match

If physical count differs from system:

1. Verify all recent transactions
2. Check for unrecorded usage
3. Look for data entry errors
4. Make a count correction adjustment

Missing Items

If items aren't appearing:

• Check filters (may be filtered out)
• Search by different terms
• Verify item was saved
• Check if accidentally deleted

Stock Won't Adjust

If adjustments fail:

• Verify you have permission
• Check for required fields
• Ensure quantity is a valid number
• Try refreshing the page

Integration with Other Features

Pet Records

Link inventory to patient care:

• Record items used in treatment
• Track medication dispensing
• Associate with specific visits

Invoicing

Include inventory items on invoices:

• Pull prices from inventory
• Auto-deduct stock on invoice
• Track profitability

Prescriptions

For in-house dispensing:

• Select from inventory when prescribing
• Track dispensed quantities
• Manage refills

Next Steps

• Create invoices using inventory items
• Manage pet records
• Set up loyalty programs