How to add an Inventory Item
If you want to add items to your Inventory list this is how you can do it;
1. Go to Inventory- This opens the Inventory List Page | Click on + New Inventory.
2. A new Inventory Details page will open. Put the relevant information as follows and Save.
Inventory Name: Put in the name of the inventory that is to be added. Example: Saridon.
Medical Code: You can put in a medical code of the inventory that is being added. This can be selected from Tools | Organization | Clinical | For Rx Use select from the drop-down. Example: Rx Norm | 758612.
SKU: Stock Keeping Unit is the code that helps the inventory item to be tracked by the location it is stored in.
Maintain Incoming Stock by Batch No: Switch on this preference if you want inventory items to be kept in Clinicea as per batch number. If you do maintain stock by batch, you will also have the option to dispense stock in a variety of different ways ex: LIFO, FIFO, Expiry, Manual. For more information, you can take a look at How to Configure batching for an inventory.
Unit Quantity on Hand: You can enter the quantity of the item if you currently have any stock in hand. However, in case you have switched on “*Maintain Incoming Stock by Batch No:** “, then you cannot enter QOH by hand, you will need to enter batch details and specify the QOH you have against each batch you put in.
Reorder Level (Qty): This is a threshold, if set, will indicate when to place an order for an inventory item. You will receive an SMS when an inventory falls below the Reorder level.
Target Level (Qty): This is the recommended quantity you need to maintain. So typically you will order Target Level Less QOH, and such an order will be placed when your QOH falls below the Reorder Level.
Unit Buying Price: This is the buying price of each unit in the pack. However, in case you have switched on “*Maintain Incoming Stock by Batch No:** “, then you cannot edit this field.
Unit Selling Price: This is the price at which you want to sell each unit of inventory in the pack.
Taxes: You can select a tax rate that should be applied to the buying and selling price, if applicable.
Notes: You can mention additional notes if required in this field.
Last Pack Details: This shows the last pack’s buying and selling price.
Pack Name: You can select the type of pack which contains the inventory item. _Example: A Strip of Tablets. The Pack name here is Strip._*Units in the pack:** This shows the number of inventory items in a pack, that is the pack size. Example: 10.
Unit Name: Just as you had a name for the pack, there is a name for the unit too. If you want to dispense inventory as per pack size, keep this blank. However, if you want to dispense stock in individual Units, contained in the pack then set this file up.
Example: A strip of Tablets. The Unit name here is Tablet. Let us say QOH is 10 packs, and each pack contains 15 tablets. If you do not specify a unit name, and just say pack name is “Strip” dispensing will only be in strips, ie the max you can dispense or sell is 10 strips. However, if you specify the unit name as Tablets, you can dispense as many as 10 packs x 15 units = 150 units.
Inventory Image: You can attach an image of the Product.
Select or Type to add a category: This is used to assign the inventory item to a category. Example: Pain Relief, etc.
Manufacturer: This refers to the manufacturer of the inventory item. Example: Glaxo, Pfizer etc.
Vendor: This refers to the supplier of the inventory. You can select the Vendor/ Supplier.
Formulation: You can select the formulation type of the inventory. Example: Injectible, Syrup, Tablet.
Click to select the Generic: You can assign single or multiple generics to the inventory item that is being added. For more information, you can take a look at How to add Generics to an Inventory Item. You can search for inventory by generic or the brand name in the EMR.
Apply to Clinics: To make this inventory available for multiple clinics, use this option. You can also set different inventory pricing for a particular clinic.
1. Go to Inventory- This opens the Inventory List Page | Click on + New Inventory.
2. A new Inventory Details page will open. Put the relevant information as follows and Save.
Inventory Name: Put in the name of the inventory that is to be added. Example: Saridon.
Medical Code: You can put in a medical code of the inventory that is being added. This can be selected from Tools | Organization | Clinical | For Rx Use select from the drop-down. Example: Rx Norm | 758612.
SKU: Stock Keeping Unit is the code that helps the inventory item to be tracked by the location it is stored in.
Maintain Incoming Stock by Batch No: Switch on this preference if you want inventory items to be kept in Clinicea as per batch number. If you do maintain stock by batch, you will also have the option to dispense stock in a variety of different ways ex: LIFO, FIFO, Expiry, Manual. For more information, you can take a look at How to Configure batching for an inventory.
Unit Quantity on Hand: You can enter the quantity of the item if you currently have any stock in hand. However, in case you have switched on “*Maintain Incoming Stock by Batch No:** “, then you cannot enter QOH by hand, you will need to enter batch details and specify the QOH you have against each batch you put in.
Reorder Level (Qty): This is a threshold, if set, will indicate when to place an order for an inventory item. You will receive an SMS when an inventory falls below the Reorder level.
Target Level (Qty): This is the recommended quantity you need to maintain. So typically you will order Target Level Less QOH, and such an order will be placed when your QOH falls below the Reorder Level.
Unit Buying Price: This is the buying price of each unit in the pack. However, in case you have switched on “*Maintain Incoming Stock by Batch No:** “, then you cannot edit this field.
Unit Selling Price: This is the price at which you want to sell each unit of inventory in the pack.
Taxes: You can select a tax rate that should be applied to the buying and selling price, if applicable.
Notes: You can mention additional notes if required in this field.
Last Pack Details: This shows the last pack’s buying and selling price.
Pack Name: You can select the type of pack which contains the inventory item. _Example: A Strip of Tablets. The Pack name here is Strip._*Units in the pack:** This shows the number of inventory items in a pack, that is the pack size. Example: 10.
Unit Name: Just as you had a name for the pack, there is a name for the unit too. If you want to dispense inventory as per pack size, keep this blank. However, if you want to dispense stock in individual Units, contained in the pack then set this file up.
Example: A strip of Tablets. The Unit name here is Tablet. Let us say QOH is 10 packs, and each pack contains 15 tablets. If you do not specify a unit name, and just say pack name is “Strip” dispensing will only be in strips, ie the max you can dispense or sell is 10 strips. However, if you specify the unit name as Tablets, you can dispense as many as 10 packs x 15 units = 150 units.
Inventory Image: You can attach an image of the Product.
Select or Type to add a category: This is used to assign the inventory item to a category. Example: Pain Relief, etc.
Manufacturer: This refers to the manufacturer of the inventory item. Example: Glaxo, Pfizer etc.
Vendor: This refers to the supplier of the inventory. You can select the Vendor/ Supplier.
Formulation: You can select the formulation type of the inventory. Example: Injectible, Syrup, Tablet.
Click to select the Generic: You can assign single or multiple generics to the inventory item that is being added. For more information, you can take a look at How to add Generics to an Inventory Item. You can search for inventory by generic or the brand name in the EMR.
Apply to Clinics: To make this inventory available for multiple clinics, use this option. You can also set different inventory pricing for a particular clinic.
Updated on: 16/06/2023
Thank you!