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Inventory is one stock record for the whole hospital — “Stock, lots, and expiry across your rooms and devices.” The dispensary, the wards, theatre and the online store all draw on it, which is what stops two departments holding two different answers to “how many do we have”.

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What you’re looking at

Eight buttons run along the header: Below them, the tabs. A hospital normally sees eleven, with two more appearing when they apply: Where an alert is open, a line above the tabs says so: “{n} open inventory alerts — see the Alerts tab.” Empty states are per tab — Stock reads “No stock on hand. Receive a lot to get started.”

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The two tabs that make this a hospital screen

Most of Inventory works the same anywhere. Two tabs exist because the hospital has departments hanging off the stock record: Fill Rx is the bridge to the pharmacy unit. A prescription written anywhere in the hospital waits here until someone draws stock against it, with a witness where the item is controlled. See the pharmacy station. Ward MAR is the bridge to the wards, and appears only when your hospital runs them — “Each dose given to an admitted patient depletes stock and is logged here.” That is the connection people miss: a nurse signing a dose on the drug chart is a stock movement, not just a clinical note. See the nursing station.

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Receive a delivery

1

Open Receive

From the header, or from the row of the item you are booking in.
2

Enter the lot and its expiry

Record the lot number and its expiry date. This is the step everything else depends on.
3

Choose the location and save

Say which room, store or device the stock is going to — picking later only offers what that location holds. The on-hand figure rises and a Ledger entry records who booked it in.
Picking is earliest-expiry-first, and an undated lot is invisible to it. A lot received with no expiry date will not be picked ahead of anything, so short-dated stock sits at the back of the shelf until it expires. Switch on Require expiry date on new lots under Inventory settings and the problem stops arising.

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Where the deeper mechanics live

Stock control is the same engine the Pharmacy edition documents in depth:

Batches and expiry

How lots, expiry dates and earliest-expiry-first picking work.

Purchase orders

Raising, approving and receiving against an order.

Stock counts

Cycle counting and reconciling the shelf against the record.

Import and export

Bringing a catalogue in, and taking your data out.

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Who can do this

Role decides whether the screen opens. Inventory needs the Inventory care area in Settings → Facility, and on Enterprise an owner controls which roles reach the Supply Chain group under Settings → Role Navigation. Permission decides what you may do inside. The acts a stock screen distinguishes, in the product’s own words: Two things to know. First, that is the Pharmacy edition’s permission catalogue: a hospital’s own staff sheet offers the clinical and billing toggles instead, so on Enterprise these stock acts are open to anyone whose role reaches the screen. Restrict access at the Role Navigation layer, not by hunting for these toggles. Second, where a cost or valuation figure is withheld it says so plainly — “Hidden — needs authorisation from your clinic owner.” — rather than showing 0, which would be a false statement about what your stock is worth. Enforcement generally is opt-in per person: a colleague never saved in the permissions sheet is unrestricted, and the sheet warns “Saving starts enforcing”. A denied action is recorded; an allowed one is not.

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Check it worked

  • The item’s on-hand figure on Stock matches the shelf.
  • A Ledger entry names you, the movement and the time.
  • A dispensed script has left Fill Rx, and ward doses appear under Ward MAR having reduced the stock they came from.
  • Alerts (n) falls as low-stock and expiry warnings are resolved.

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Common issues

Run a cycle count from the Counts tab rather than adjusting item by item — a count reconciles and records why; an adjustment only changes the number.
It has no expiry date, so earliest-expiry-first cannot rank it. Add the date, and switch on Require expiry date on new lots.
It appears only where wards exist — see Wards and beds.
Either it is already filled, or it was never saved. Check the prescription list.
Cost and margin figures are withheld from your account. The screen still works; the money column does not show.
It needs the Enterprise plan and the Inventory care area in Settings → Facility. See Care areas.

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FAQ

No — one hospital, one stock record. The pharmacy station’s Inventory tab is this same screen, which is why a counter sale and a ward issue move the same figure.
Setting your starting position when you first go live, so day one’s figures are your real shelf rather than zero. Use it once, not as a way to correct a count later.
Vendor or regulator recalls. Opening one quarantines the affected lots and lists the patients who received them — the part you cannot reconstruct by hand.
Yes. A store product links to an inventory item, and its stock and cost are read-only in the store — see the online store.