Stock and movements

The movement log

Procurement › Inventory Movements: “Every purchase, use, assignment, and return across the inventory.” Needs Read inventory movements.

Column	Shows
Date	When it happened.
Event	Received, Consumed, Assigned, Returned or Returned to supplier. Voided entries are marked.
Item	The item, and the unit’s serial number if any.
For	The patient, staff member, location, appointment, purchase order (PO #…) or General / other. Billed to patient marks usage that’s on an invoice.
Recorded by	Who entered it.

Search by item name or serial number. Filters: Date, Event, Items, Location, Staff.

Open a movement for its Details: Item, Unit, Quantity, For, Source, Date, Notes, Recorded by. The buttons at the top:

Button	Shown when	What it does
Print	Print is on.	The movement slip, for example to hand over with a loaned item.
Take deposit	It’s an Assigned loan, the unit is still out, and no deposit was taken yet.	Opens the deposit form. See Loan deposits.
Refund deposit	A deposit was taken and not yet refunded.	Opens the refund form for the deposit.
Void	You have Void inventory movement, and the movement can still be voided (see below).	Voids it with a reason.

Item statement

On an item’s Statement tab (“Statement of item”), choose a period (up to one year: “The date range cannot exceed 1 year.”):

• Balance brought forward at the start,
• each movement with Date, Source, In, Out and running Balance,
• Total in, Total out, and Balance carried forward.

Voided movements are listed but marked Voided and not counted.

Unit history

For serial-tracked items, each unit’s page shows its Currently with and every event (Date, Event, Party, Notes): received, assigned, returned, consumed, archived.

Void a movement

When an entry was wrong, void it. “This moves the stock back and marks the entry as voided - it stays visible in the log, it’s never deleted.” Needs Void inventory movement.

1. Open the movement and select Void (or the ⊘ in an appointment’s Consumables used).
2. Enter the Reason: “Why is this entry being voided?”
3. Void entry.

What can be voided:

Movement	Can be voided when	Otherwise
Consumed	It isn’t on an invoice yet, and a serial unit is still marked consumed.	“This has already been billed on an invoice - it can no longer be voided” (remove it from the invoice first) / “This unit is no longer consumed - it can no longer be voided”
Assigned	No deposit was taken, and the unit is still out.	“A deposit was taken for this loan - refund it before voiding” / “This unit has already been returned - void the return instead”
Returned	The deposit wasn’t refunded, and the unit hasn’t moved on.	“This loan’s deposit was already refunded - it can no longer be voided” / “This unit has moved on since it was returned - it can no longer be voided”
Received, Returned to supplier	Never: these come from purchase orders.	“This movement type cannot be voided”

Dashboards and reports

Dashboard widgets:

• Outstanding Supplier Balances: “Purchase orders you still owe suppliers on.”
• Top Consumed Items: “Which inventory items are used up most, for a period you choose.”

Report templates:

Template	Answers
Stock value	“What your stock on hand is worth at average purchase cost.”
Low stock	“Items running low, with how much was used recently.”
Supplies used	“Which items were used most in a period.”
Supplier balances	“Suppliers you still owe money to.”

Data sources for your own reports: Stock levels, Stock movements, Purchase orders, Purchased items, Suppliers and Serialized units.

Patients with inventory history

Inventory movements are kept for stock history, so a patient with movements can’t be deleted: “This patient still has 2 inventory movements. Inventory movements are kept for the stock history and can’t be deleted with the patient.”