Inventory Management
Track stock levels, product usage, and inventory activity so clinic teams can manage materials without manual spreadsheets.
Updated
Inventory Management
Why Inventory Management Matters
In a busy dental or medical practice, efficient stock control is essential. The Inventory Management module in Medicasimple gives your team full visibility into every material used; from implants and anesthetics to gloves and cleaning supplies.
With real-time tracking, expiration monitoring, and usage reports, your clinic avoids product shortages, overstocking, and financial waste.
By keeping stock movements organized and traceable, you maintain compliance, save time, and make every treatment room run more efficiently.
What You Can Do
Register new products with barcode, price, and category details.
Record stock entries, exits, and periodic counts to maintain accurate balances.
Assign and track expiration dates by batch or lot number.
Create stock requests between departments or branches.
View reports showing consumption trends and critical stock alerts.
Correct or delete wrong transactions easily with permission-based access.
Export all inventory data for finance or audit purposes.
How It Works
1. Accessing the Inventory Module
Navigate to Process Follow-Ups → Stock Management.
Here, you can:
View all registered products and their current quantities.
Filter by category, status, or search by product name.
Add new items, record transactions, or open stock reports.
💡 Tip: Activate “Show Below Critical Quantity” in the top-right corner to instantly see which materials are running low.
Creating a New Product Record
Click “Create New Stock.”
Fill out the required fields:
Product Name (e.g., Composite Filling Kit)
Barcode / QR Code (unique per product)
Category (e.g., Implant Materials, Cleaning Supplies, etc.)
Unit Price and Unit Type (Piece, Box, Bottle, etc.)
Critical Limit (minimum threshold for alerts)
Then click Save.
Each product must have a unique barcode or QR number for accurate tracking.
Recording Stock Movements
Every stock change in Medicasimple is logged as one of three transaction types:
Entry (Stock Inflow)
Used for purchased or transferred-in products.
Select Entry as the type.
Choose the Institution (supplier).
Enter the Quantity, Total Price, and Date.
Add optional notes (invoice no., batch reference, etc.).
Click Add.
If the price changes, click Update Unit Price during entry.
Exit (Stock Outflow)
Used for product usage or transfer.
Select Exit as the type.
Choose an Exit Direction (e.g., Clinic 1, Storage, Lab).
Enter the Quantity and Date.
Add an optional Description for internal tracking.
Click Add.
Define exit directions from Settings → Stock Exit Directions for multi-location clinics.
Count (Inventory Check)
Used to correct quantity discrepancies found during audits.
Select Count as the type.
Enter the actual counted quantity.
Add the date and any notes.
Click Add to update.
Managing Expiration Dates
To track and manage expiration dates:
Go to Stock Management.
Click the Expiration Date button beside the product.
Select Add Date → enter Quantity and Expiry Date.
Save.
During stock exit, Medicasimple automatically uses the earliest expiring batch first.
You cannot exit more than the available batch quantity; ensuring FIFO (First In, First Out) compliance.
Creating and Managing Stock Requests
When a unit or department needs materials:
Open Stock Requests under Process Follow-Ups → Stock Management.
Click “Add Stock Request.”
Select the Unit (e.g., Unit 1, Surgery Room, Kitchen).
Add all requested items and quantities.
Submit the request.
Stock managers can approve requests, fulfill them partially or fully, and mark them Completed.
Once completed, the products are automatically deducted from stock; no manual exit needed.
Deleting a Stock Transaction
If an incorrect entry or exit was made:
Go to Process Follow-Ups → Stock Management.
Search for the product.
Click the clock icon (Stock Movements).
Locate the incorrect line and click Delete.
⚠️ Only users with the “Stock Reporting and Management” permission can delete stock transactions.
If you don’t see the delete button, ask your clinic administrator to grant this permission.
Reporting & Analysis
Critical Stock Reports: Identify items below minimum quantity.
Stock Movement Logs: Track every entry, exit, or count event.
Category Reports: View usage and cost by product category.
Inventory Valuation: Calculate total inventory value by cost.
All reports can be filtered, exported, and shared with purchasing or accounting teams.
Notes & Best Practices
Record stock movements the same day they happen.
Keep categories and naming consistent for easier filtering.
Review expiration dates regularly to avoid waste.
Assign “Stock Reporting” permissions only to authorized staff.
Use Excel exports for monthly or yearly inventory audits.