How stock auto-deduction works

You should not have to update stock by hand after every treatment. When you record product use on a patient, the system deducts it from stock automatically, provided the product matches your active Stock list and has a positive quantity.

The matching rule

The product name you type on a treatment record is matched against your stock catalogue. Capitalisation does not matter, but the name must otherwise match exactly. To make this easy, the Product name field on the record suggests names straight from your Stock list; pick from the suggestions to keep the spelling consistent. A matched product only moves stock if you have entered a quantity greater than zero. The plain record form matches the name, so give different products distinct names.

When you add a record

A successful deduction shows Record saved and stock updated. An unmatched product shows an amber note: Record saved. That product isn't in your Stock list, so stock wasn't adjusted. In the second case the clinical record is still saved in full; only the stock movement is skipped.

When you sign off a map

Signing off a treatment map deducts matched products with positive quantities from points and product passes in one go. Products entered on the plain record form have already been deducted and are not deducted again. If every product matched, the confirmation simply says the record or visit map is signed off. If you track stock and a dosed product could not be matched to your Stock list, the confirmation names it so you can adjust stock by hand. Clinics with no stock catalogue do not get this warning. Map products picked from the treatment list carry a product identity; typed names are matched if needed.

Where to see it

Deductions appear on the Stock page under Recent movements with the reason used. Saving a plain treatment record keeps the clinical record if its stock deduction fails. Map sign-off saves the lock and stock deductions together: a failed stock write prevents sign-off, and a changed map must be reviewed before you try again. If sign-off cannot be confirmed, check the saved record before trying again.

Stock is reduced by the quantity you record. The system does not convert clinical units into vials or syringes, so check that your stock quantities and recorded use are on the same basis.

Keeping it reliable

• Add products to Stock before you start recording treatments with them.
• Always pick product names from the suggestions rather than free-typing variants.
• Better still, set the products a treatment uses on the treatment itself, so the map offers them as a list: see Telling a treatment which products it uses.