Buy stock and bill it to patients

This guide follows one item, say an implant kit, from the supplier to the patient’s invoice.

1. Set up the item once

Procurement › Inventory Items › New item (details):

• Kind: Consumable (it’s used up on the patient).
• Tracked by serial number: on, if you need to know which implant went into which patient.
• Billable to patient: on, with a Sale price, which is what the patient pays per unit.

Also add the Supplier if they’re new.

2. Order it

Procurement › Purchase Orders › New purchase order: the supplier, the item with Quantity and Unit cost, any shipping as a charge. Create purchase order makes a Draft. Then Update status › Ordered when you send it. See Purchasing.

3. Receive it

When the delivery arrives: Update status › Completed. Enter the serial numbers from the boxes, one per unit. The stock is now on hand.

4. Pay the supplier

On the PO, Add payment (or Pay full balance). The PO becomes Partially paid or Paid. If something was faulty, Record a return and, once the supplier pays you back, Add refund.

5. Use it during the visit

On the patient’s appointment: Actions › Record consumption, pick the item and the serial number (or quantity), Record. It shows under Consumables used. See Using and lending.

6. Bill it

On the same appointment, Generate Invoice. The item is on the invoice at sale price × quantity, together with the visit, treatments and lab orders. Consumables used now marks it Billed. See Bill a visit in one click.

If something goes wrong

Problem	Fix
The item isn’t on the generated invoice	It was recorded for the patient, not on the appointment, or it isn’t Billable to patient. Void the movement and record it on the appointment, or add it to the invoice by hand.
Recorded the wrong item or quantity	Void it from Consumables used and record it again. If it’s already invoiced, remove it from the (draft) invoice first.
Stock shows less than what’s on the shelf	A delivery wasn’t completed, or usage was recorded twice. Check the item’s Statement.