Stock Glossary

A Scheduled Medicine merely means a medicine declared to be such by the Minister of Health in the Schedules to the Medicines Act.

The active ingredient(s) in the product usually dictate its status albeit that its get-up (injectable) may also play a role. 

Items are classifiable from schedule 0 to 10.

Setting Minimum, Maximum, and Re-Order Quantities for stock items is a key part of effective inventory management in your Practice. 

By establishing a Minimum Quantity, you ensure that essential items never run too low, preventing stockouts and disruptions in Patient care. The Maximum Quantity helps prevent overstocking, ensuring that valuable space and resources aren’t tied up in excess inventory that might not be used before expiration. Meanwhile, the Re-Order Quantity helps streamline the ordering process, prompting timely reorders to maintain a consistent supply without the risk of running out or overstocking. 

Together, these settings help the Practice maintain an efficient, cost-effective inventory system, improving both operational flow and the ability to provide high-quality care for Patients.

Web App:

Not all items are managed in batches, so you must first set up an item to enable Batch Tracking. This tells the system to expect batch numbers and other tracking details during transactions.

?Please Note: Without this setup, batch information cannot be recorded, which can lead to stock control errors, inability to trace or recall specific batches, and potential legal or safety risks. Proper Batch Tracking is critical for medicines, medical devices, and other healthcare products where patient safety and audit readiness are non-negotiable.

Web App:

A Snapshot is an exact image of the current stock recorded in the software on the Date and Time the Snapshot was made. 

A Snapshot is the status of stock in a system at a particular time; for example, the Stock value and quantity at the date and time when the snapshot was done.

These are the packs available on the system on the day and the time when the Snapshot is made - the closing balance of the amount of packs. 

Stock Adjustments are used to add or reduce the quantity of a specific stock item in the system, ensuring that recorded stock levels accurately reflect what is physically available.

Adjustments are typically made for three main reasons: 

• Lost Stock: Items that have gone missing.
• Broken Stock: Broken items or items whose packaging is badly damaged so that they can no longer be used. 
• Expired Stock: Items that have passed the use-by date.

Once a Stock Adjustment is recorded, the updated amount is reflected in the system, and the adjusted items will no longer appear as stock on hand. By managing stock in this way, you maintain accurate inventory, reduce errors, and support both operational and financial efficiency in the Practice.

Web App:

The Stock Adjustment Codes tab allows you to set up and maintain your Adjustment Codes. Stock Adjustment codes are used to identify and track specific Stock items within the system. Stock Adjustments are performed for three primary reasons:

• Lost Stock: Items that have gone missing and need to be accounted for in the inventory.
• Broken Stock: Items that are broken or have damaged packaging, rendering them unusable.
• Expired Stock: Items that have passed their expiration date and are no longer safe or viable for use.

Web App:

Stock Corrections allow you to manage and maintain accurate inventory records through different actions. Stock Adjustments are used to correct discrepancies, such as damaged, expired, or missing items, while Stock Transfers track the movement of items between locations or stores. Together, these functions help you maintain reliable stock levels, improve accuracy in reporting, and support effective financial and operational management.

Web App:

Web App: