📦 Drugs and supplies

Goal

Find the correct item. Record goods received or issued. Check the remaining quantity.

Before you start

Prepare the checked item name, unit, quantity, batch and expiry date. Follow your clinic's receiving and approval process.

📸 DEMO TRAINING ITEM / 教學示範項目 is fictional. It is not for clinical use. The example received 100 units and issued 2, leaving 98. Reopened forms show the balance at the time of capture.

Find an item

1. Open Drugs in the left menu. Select Inventory.
2. Enter the name in Search. Wait for the list to update. Check the full name.
3. If it is missing, check filters such as Active before creating another item.
4. To change details, use the pencil at the right of that row. The bin is for deletion.

Step 1 — Search drug inventory. Check the name and remaining quantity. Click the image to enlarge it on this page.

Step 1 — Search drug inventory. Check the name and remaining quantity.

1. Create a drug item

1. Select Create Drug. This creates item details. It does not record goods received.
2. Under Basic, enter Name and Name for Printing. Use your clinic's approved label text.
3. Select the approved Unit, Unit Price and Reorder Level. Complete other applicable fields.
4. Read the checkboxes. Select DD, Syrup or Injection only when applicable.

Step 2 — Complete the drug details. Stock quantities are recorded separately. Click the image to enlarge it on this page.

Step 2 — Complete the drug details. Stock quantities are recorded separately.

5. Open Usage. Check Dosage, Frequency, Duration, Timing and Instruction. An authorised colleague must use approved information.
6. Check the details and select Create. Search for the new item in Inventory. A new item has zero stock before any stock-in.
7. If you are only viewing the form, select Cancel.

Step 3 — Usage contains item settings. Review each patient prescription separately. Click the image to enlarge it on this page.

Step 3 — Usage contains item settings. Review each patient prescription separately.

Record a stock change

2. Receive goods: Stock In

1. Open the Stock In tab. Select the Stock In button at the top right.
2. Select Select drug. Search by name and choose the existing item.
3. Enter Batch No., Quantity, Total Cost, Date and Expiry Date. Add applicable delivery, invoice and supplier details.
4. Total Cost means the cost of the whole batch. The example uses quantity 100 and cost 50. The calculated unit cost is 0.50.
5. Check the item, batch, dates and quantity. Select Create once.

Step 4 — Check quantity, total cost and expiry before creating a stock-in. Click the image to enlarge it on this page.

Step 4 — Check quantity, total cost and expiry before creating a stock-in.

6. Wait for the form to close. Find the batch in the list. Check quantity, total cost and remaining quantity. If it is missing, check the date range before trying again.

Step 5 — The stock-in list shows 100 units received in batch DEMO-261015. Click the image to enlarge it on this page.

Step 5 — The stock-in list shows 100 units received in batch DEMO-261015.

3. Issue or adjust goods: Stock Out

1. Open Stock Out. Select the Stock Out button.
2. Select the correct Drug. Enter Quantity and Date.
3. Choose the correct Type: Prescription, Expired, Broken or Other. This example uses Other.
4. Select Select stock-in batch. Check the batch number and available quantity before choosing it.

Step 6 — The number beside a batch is its available stock, not the quantity being issued. Click the image to enlarge it on this page.

Step 6 — The number beside a batch is its available stock, not the quantity being issued.

5. Check Quantity. Add Serial No. and Notes if needed. The example issues 2 units.
6. Select Create. Use Cancel if the movement is not authorised.

Step 7 — Check the drug, quantity, type and batch before saving. Click the image to enlarge it on this page.

Step 7 — Check the drug, quantity, type and batch before saving.

7. Find the saved stock-out in the list. Check its quantity and type.

Step 8 — The stock-out list records 2 units issued. Click the image to enlarge it on this page.

Step 8 — The stock-out list records 2 units issued.

Check that it worked

Return to Inventory and search for the same item. The example should show 98: 100 received minus 2 issued. Check both movement lists as well as the success message.

Step 9 — Return to Inventory. The example has 98 units remaining. Click the image to enlarge it on this page.

Step 9 — Return to Inventory. The example has 98 units remaining.

4. Check expiry alerts

1. Open Expiry.
2. Choose the required Check Window.
3. Check Batch No., Expiry Date and Remaining Quantity. If the list says No data available, check the range.
4. Follow the clinic's process for expired stock. Do not use disposal just to hide an alert.

Step 10 — Check expiry by batch and date. This example uses Next 90 days. Click the image to enlarge it on this page.

Step 10 — Check expiry by batch and date. This example uses Next 90 days.

5. Manage dropdown options

1. Open Options. Choose the relevant tab, such as Dosage, Frequency, Unit or Category.
2. Search existing options first.

Step 11 — Options has separate tabs. Choose the correct category first. Click the image to enlarge it on this page.

Step 11 — Options has separate tabs. Choose the correct category first.

3. For dosage, select Create Dosage. Enter Dosage, Dosage (Chinese) and Amount Per Dose.
4. Select Create and check the result in that tab. Select Cancel when only viewing. Other categories have different fields.

Step 12 — A dosage option includes English text, Chinese text and amount per dose. Click the image to enlarge it on this page.

Step 12 — A dosage option includes English text, Chinese text and amount per dose.

6. Manage supplies

1. Open Supplies in the left menu. Its quantities are separate from drugs.
2. Search Inventory first. Use the row pencil to edit an item.

Step 13 — Supplies has its own inventory. Search before adding an item. Click the image to enlarge it on this page.

Step 13 — Supplies has its own inventory. Search before adding an item.

3. Select Create Supply for a new item. Enter Name. Check Supplier, Unit Price, Unit, Reorder Level, Expiry Date and Notes. Select Create.

Step 14 — Create supply details. Record received quantities separately. Click the image to enlarge it on this page.

Step 14 — Create supply details. Record received quantities separately.

4. For received goods, open the Stock In tab and button. Select Name. Enter Stock In Date, Quantity, Total Cost and other applicable details. Select Create.

Step 15 — Supply stock-in selects an existing item and records quantity and total cost. Click the image to enlarge it on this page.

Step 15 — Supply stock-in selects an existing item and records quantity and total cost.

5. For issued goods, open the Stock Out tab and button. Select Name. Check Date, Quantity and Notes. Select Create.
6. Return to supply Inventory to check the quantity. Check the movement list too. Supply stock-out does not show the drug batch and type selectors.

Step 16 — Supply stock-out records the checked quantity being issued. Click the image to enlarge it on this page.

Step 16 — Supply stock-out records the checked quantity being issued.

❓ FAQ

What is the difference between creating an item and Stock In?

Creating an item defines the drug or supply. Stock In records a quantity arriving. Check the item’s stock history after receiving goods.

Why is a drug stock-out rejected?

Check the selected stock-in batch and remaining quantity. A total item quantity does not mean every batch has the same quantity available.

Can I add the same drug again when its stock is low?

Search the inventory first. Use Stock In for a new delivery of an existing drug. A duplicate drug item creates a separate record.

What should I check before Dispose?

Confirm the drug, batch number, expiry date and remaining quantity. Dispose is a permanent stock action. Do not use it merely to hide a warning.

Next

Review the laboratory and supplier records, or check Dashboard alerts.