Tracking stock and stock takes

Stock tracking keeps tabs on the products you hold, so you know what you have and when to reorder.

Tracking stock

Record the products you carry and their levels. When you save a matched product with a positive quantity on a treatment record, or sign off a map with matched product use, your stock reflects what has been recorded, giving you a running picture rather than a guess. This pairs naturally with the batch numbers recorded on treatments, tying usage back to specific stock.

Stock takes

A stock take is a physical count to reconcile what the system thinks you have against what is actually on the shelf. Counts drift over time through breakages, samples and small discrepancies, so a periodic stock take resets your figures to reality.

Doing a stock take

1. Count what you physically hold.
2. On Stock, press Stock take. Change the prefilled Counted values to your physical counts, using whole numbers of 0 or more.
3. Add optional Notes and press Save stock take. The system creates adjustments for the differences.

Changing a product's price, cost or low-stock level

Use the Search products box above the table to narrow the list by brand, name or category; the archived list narrows with it.

On Stock, press Edit on the product. For a retail product you can change its Retail price (£) and Cost (£), and for any product its Low-stock threshold. Each box starts with the current value; empty a box to clear it. If Available in the online shop is ticked, you must keep a retail price above zero or untick online availability before clearing the price. Press Save. Only a clinic owner can change Category, VAT category or Retail item.

Bringing back an archived product

Archiving a product takes it off your Stock list without losing its history. To bring one back, press Show archived products under the Products table, then Reinstate beside it and confirm. Its previous stock level, prices and online-shop setting return, so check online availability before reinstating anything you no longer want to sell online.

Why it matters

• You avoid running out mid-clinic.
• You spot shrinkage or miscounts early.
• Your usage records stay trustworthy, which matters for both cost control and traceability.