Using and lending

Use consumables during a visit

This is the path to use for anything used on a patient during an appointment, because it ties the usage to the visit, and billable items then come onto the invoice in one click.

1. On the appointment, select Actions › Record consumption (needs Record inventory consumption).
2. Search the Item by name or barcode. Only active items are listed: “Showing active items only - archived items can’t be used.” Each shows how much is on hand.
3. Enter the Quantity, or pick the serial number for a serial-tracked item.
4. Optional Notes. Select Record. You see “Usage recorded.”

The appointment’s Consumables used section lists every item used, with quantity, and Billed once it’s on an invoice. A wrong entry can be voided from there (the ⊘ button, needs Void inventory movement).

Record usage anywhere else

Procurement › New Movement (or Inventory Movements › Record movement): “Log usage, assign, or return an item from inventory.”

First pick the item. For a consumable:

1. What’s it for: Patient, Staff, Location or Other. For Other a Reason is required (“breakage, cleaning, general clinic use…”): “A reason is required when no patient, appointment, or staff member is attached”.

2. Details: the Quantity (or the Serial number for a serial-tracked item) and Notes. Alerts tell you:

   • This item is billable: “A charge of … will be added to the patient’s invoice when it’s generated.”
   • More than what’s on hand: “Only 3 Box is currently on hand.”
   • No stock on hand: “This item currently shows zero on hand.”

   The warnings don’t stop you, so the record matches what really happened. Fix the stock afterwards with a purchase order.

3. Overview. Select Record usage.

Note

Usage recorded for a patient here isn’t tied to a visit, so Generate Invoice on an appointment won’t include it. When it happened during a visit, record it on the appointment instead.

Lend an asset

Assets are lent out (assigned) to a patient, a staff member or a location, and come back (returned).

1. New Movement, pick the asset.
2. What do you want to do? Assign, then choose Patient, Staff or Location and who or which.
3. Which unit? Pick the serial number. Only units In stock can be assigned.
4. Optional notes, Overview, and confirm.

The unit becomes Assigned, and its Currently with shows who has it. You can also start from the unit’s page with Assign.

Take it back

When it comes back, either:

• New Movement, pick the asset, Return and pick the unit, or
• on the unit’s page, select Mark returned.

The unit is In stock again. You need Return loaned inventory.

Loan deposits

You can take money as security for a loan and give it back on return. These are finance transactions of type Inventory Deposit (“A deposit taken for a loaned item, refunded when it’s returned.”).

Take a deposit (needs Assign/loan inventory): on the Assigned movement select Take deposit, or Finance › New Transaction › Inventory Deposit and choose Deposit (“Money taken in for this loan.”). Pick the loan (“Only currently-assigned units show up here.”), then Account, Amount, Method, Date, Reference number, Notes, and Record deposit.

• One deposit per loan, and only while the unit is still out: “This loan can’t take a deposit right now. It already has a deposit, or the unit has moved on since it was assigned.”

Refund it (needs Return loaned inventory): Refund deposit on the movement, or choose Refund (“The deposit being refunded.”) and Record refund.

• The refund must equal the deposit: “The amount, once converted to the base currency, must equal this - adjust it if you’re refunding through a different currency account.”
• “There’s no deposit left to refund. This loan has no deposit, or it’s already been refunded.”

Units out of service

A unit that’s broken or lost: open it and select Archive (“For a unit that’s broken, lost, or otherwise out of service. It stays visible in the item’s history, it’s never deleted.”), with a Reason. Only units In stock or Assigned can be archived. Needs Manage inventory items.

Troubleshooting

Message	What it means
“Only a consumable can be consumed”	You picked an asset. Assign it instead.
“Only an asset can be assigned”	You picked a consumable. Record usage instead.
“A specific unit is required for a serialized item”	Pick the serial number.
“This unit is not currently in stock”	It’s assigned, used or archived.
“This unit is not currently assigned”	It’s already back.