Inventory

The Inventory page

Open Inventory from the sidebar, in the Management section. On a phone it is under More in the bottom bar.

Four cards sit at the top: Items, Low stock, Expiring soon and Stock value (quantity × cost price). Under them a yellow bar names the items that have reached their alert level, with a Restock button.

Then come two tabs, Items and Movements. In the items table each item shows its SKU and category, its Quantity between a − and a + button, then Threshold, Cost price, Value, Supplier and Expiry, with the ⋮ options button at the end of the row.

The list is sorted by urgency: out of stock first, then items at their alert level, then expired or expiring ones, then everything else by name. The top of the list reads like a to-do list.

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Adding a new item

Add each supply or instrument you want to follow once; after that its quantity moves with every purchase and every use.

1. Click New item at the top of the page. If the inventory is still empty, there is also an Add first item button in the middle.
2. Type the Item name, for example: Latex gloves, size M.
3. Pick a Category with one click from the ready ones (Consumables, Instruments, Materials, Medications, Office, Equipment), or type a new one. Add the SKU if the item has a code.
4. Choose the Unit: piece, box, pack, ml or g. If yours is not there, choose Other unit… and type it, for example: tube.
5. Enter the Opening quantity you have now, the Alert threshold, the Cost price of one unit and the Expiry date if there is one.
6. Fill in the Supplier, Storage location and Notes if useful, then click Add item.

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Quick stock in and out

Next to each item’s quantity there are two buttons: − to take stock and + to add stock. Use them when you take something from the cabinet or put something back, without opening another page.

1. On the item’s row, click + to add stock or − to take stock.
2. In the Stock movement box, type the Quantity. You can switch between Stock in and Stock out at the top of the box.
3. Choose the Reason: Purchase, Return or Adjustment for stock in; Used, Discarded or Adjustment for stock out.
4. Add a Note if you like, check the Balance after, then click Record movement.

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Recording a purchase and restocking

When a delivery arrives, record all its items in one go. The quantities go up, each item’s Cost price becomes the new unit price, and the supplier is saved on the items.

1. Click Record purchase at the top of the page. Or click Restock in the yellow bar: the form opens with every low item and a suggested quantity. Or choose Record a purchase from the ⋮ menu of a single item.
2. Check the Purchase date, and fill in the Supplier and Invoice number if you have them.
3. On each line pick the Item and type the Quantity and Unit price. Click Add item for another line, or Add low-stock items to add everything at its alert level.
4. Leave Record the purchase total as an expense on if you want the total recorded as an expense under Materials.
5. Check the Purchase total at the bottom, then click Save purchase.

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Movement history

Click any item’s row (or choose Movement history from its ⋮ menu) to open the Movement history panel at the side of the screen. At the top it shows the current quantity in large type with the threshold, then Cost price, Value and Expiry, the storage location and the supplier. From here you add or take stock with Add stock and Take stock, and change the item with Edit item at the bottom.

Under Recent movements each movement shows its reason, date, time, who recorded it and its note, the quantity it added or took, and the Balance after.

The Movements tab at the top of the page gathers the movements of every item, newest first. Search it by item name, SKU or note, or pick one reason (Purchase, Used, Adjustment…) to show only those. Click any movement to open its item’s history.

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Alerts, search and filters

An item gets a Low badge when it reaches its alert threshold, and Out of stock when its quantity is zero. In the Expiry column a badge such as “Expires in 24 days” or Expired marks anything expiring within 60 days or already past it.

You do not need to open Inventory to know: low and expiring stock also shows in the Notifications under the bell, and low stock in the Dashboard alerts.

1. Type an item’s name, SKU, supplier, category or storage location in the search box.
2. Click a category button under the search to show only its items, or All categories to go back.
3. Turn on Low stock only, or click the Low stock card. For expiring stock click the Expiring soon card: an Expiring or expired button appears, with an × to remove it.
4. Click Clear filters under the table to see every item again.

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Editing, deactivating, deleting and exporting

Each item’s ⋮ menu holds Movement history, Edit, Record a purchase and Deactivate item (or Reactivate for an inactive one). Delete item appears only for an item whose history holds nothing but its opening stock.

The Export CSV button at the top saves the items table as you see it, search and filters included, as a spreadsheet file that Excel opens with Arabic intact. On the Movements tab the same button saves every stock movement.

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Inventory on the phone

On a phone each item becomes a card: name, SKU, category and the low badge, then the threshold and value (and an expiry badge when the item is expiring or expired), with the quantity at the bottom between two large − and + buttons that are easy to tap.

Tap the card to open its movement history, or ⋮ for the options menu. The movement box opens from the bottom of the screen with the same fields.

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