Stock Management

A machine-readable code in the form of numbers and a pattern of parallel lines of varying widths, printed on a commodity and used especially for stock control.

The best barcode method to use is to use double sided barcodes to put on the item and can be pulled off and put on the charge sheet in the patient file for billing and scanning purposes. 

Roadmap:

1. M Stock > M1 Stock Setup > SM1 Stock > Categories > Choose the correct item > M1 Print > SM1 Print Barcode.

Batch Tracking is used to track a specific Item's group of units. When a Practice uses a Stock system, it makes use of suppliers for its Stock. Each Batch receives a Lot Number or Batch Number linked to the Batch or box of the Item made by the manufacturer. This ensures that all items of the same kind have been made with the same ingredients and packaging.

If the manufacturer or medical association recalls an item for any reason, such as contamination with glass, you can identify which Batch each Patient received. This allows you to contact those Patients to inform them to return the item and stop using it.

Batch Tracking is crucial for maintaining high standards of quality, safety, and efficiency when working with Stock. For this reason, it is also essential to include Batch Numbers on Debtor Invoices. Doing so ensures a complete audit trail, enables quick traceability in the event of a recall, and supports accurate Stock control. It also helps the Practice comply with medical regulations and build Patient trust through responsible and transparent care.

User Manual Link: Batch Tracking on Debtor Invoices

You can also call the bin as a basket or shelf.

The item can only be placed in one bin (place).

An example is "Emergency trolley".

Bonus Stock is items you receive extra with your order that you do not have to pay for.

Broken Stock is stock that has fallen or you are unable to use because the item was damaged.

The value of the items can be calculated incorrectly when there are data problems on your databases. This will be an ongoing problem when working with minus stock levels. The system does not know which value to use for the stock that goes into a minus stock level, because according to the system the practice does not have any units of the stock item.

If the item price has a high increase or decrease in price the value can also be incorrect. The system calculated the value with the last 5 years transactions, depending on the set-up of the practice. 

In certain cases, the units will be zero but still, have a value that must be corrected with a re-evaluation. This will happen when the item prices have big differences, the weighted average must be corrected. The Force Zero Value if Qty zero function will show all the items that have a value but with no quantities, and will adjust the value when this is posted.

The re-evaluation will be done with a stock adjustment using the Stock Adjustment List function. The function has a build-in re-evaluation with Last Purchase price, Unit price or List Price and at hospitals to NAP price.

When mistakes were made in the system and not rectified with the correct transactions, the stock value will need to be reset. This is not an everyday function that can be used and should only be used at the last resort. GoodX can be contacted to assist in this process. The weighted average will be reset and re-calculated according to the Last purchase price, unit price or list price and at hospitals to NAP price.

Web App:

Desktop App: