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Inventory is the ledger everything else draws from: the till, the dispensing form, purchase orders and branch transfers all move stock through this one screen. Its header reads Inventory — “Stock, lots, and expiry across your rooms and devices.” The same screen opens from Pharmacy Station › Inventory. One place, two doors.

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The toolbar and the tabs

The toolbar carries Receive, Dispense, Transfer, Reports, Import, Opening stock, Export and Add item.
Two labels on this screen still say “clinic” where they mean your pharmacy — the count scope Whole clinic is the one you meet most. They are bolded in these pages exactly as the product renders them.

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Add an item

A catalog entry is the product, not the stock. As the sheet puts it: “A catalog entry — e.g. ‘Botox 100U vial’. Stock is tracked per lot.”
1

Open the sheet

Select Add item.
2

Look the product up, or name it yourself

Look up drug (NDC or name) fills the details for you. Barcode / UPC (optional) takes a scan through Scan pack, or Generate… if the pack carries no barcode you can use. Otherwise enter the Name by hand. Product image (optional) is what the till shows on the tile.
3

Set what kind of thing it is

Type, Unit and Category decide how it is counted and grouped. NDC and DEA schedule — None (not controlled) through CII to CV — decide whether it is treated as controlled.
4

Fill the drug details

Generic name, Brand name, Strength, Dosage form, Manufacturer and NAFDAC/FDA No are what a customer or an inspector asks for. Storage instructions is marked “Shown at the till”, so write it for the person selling, not for a file.
5

Price it

Unit cost is what you paid; Sale price is what you charge, and Markup % derives one from the other. Low-stock threshold — “Alerts at/below this on-hand.” — and Reorder qty are what make the reorder suggestions work.
6

Add opening stock, if you have some in the room now

Opening stock (optional) with Into location and SKU saves you a separate receive for a product already on the shelf.
7

Set the switches

Refrigerated, Track by lot / expiry and Witness required (controlled). Leave Track by lot / expiry on for anything with an expiry date — it is what makes oldest-first picking possible.

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Receive a delivery

1

Open Receive

Select Receive in the toolbar.
2

Scan the pack, if it carries a GS1 code

Scan package (GS1) — “Scan or paste GS1 DataMatrix…” — fills in the item, the lot number and the expiry from the pack itself. This is faster and it does not mistype an expiry date.
3

Or enter the delivery by hand

Item, Location, Quantity, Funding source, Lot number and Expiry. Every delivery of the same product with a different expiry is a different lot — do not merge them.
Receiving against a purchase order is done per line from the Purchasing tab instead; see Purchase orders and suppliers.

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Adjust or waste stock

Dispense in the toolbar is how stock leaves for any reason that is not a sale or a script: breakage, spillage, expiry. It asks for a Reason — “Broken vial, spill, expired…” — and, on a controlled item, a Witness (controlled item). Both land in the Ledger tab against your name.
The toolbar’s Transfer moves stock between rooms inside this branch. Moving stock to another pharmacy branch is a different screen with the same word on it — see Transfer stock between branches.

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Locations

The Locations tab is your physical geography: Add location creates a room, shelf or fridge; Par levels sets what should be held there; Log temp and Sensors cover cold-chain records. Locations carry badges for controlled, hazardous-rated and temperature zone. A row action, Print barcode label, prints shelf labels — set Copies before printing.

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Check it worked

Each empty state tells you exactly what is still missing:
  • “No items yet. Add your first product (e.g. Botox 100U vial).” — the catalogue is empty.
  • “No stock on hand. Receive a lot to get started.” — you have products but nothing physically held.
  • “No counts yet. Start a cycle count to reconcile physical stock against the system.”
  • “No open alerts. You’re all stocked up.”
After adding an item it appears on Catalog; after receiving, it appears on Stock with its lot and expiry, and the movement appears on Ledger.

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What your plan and your permissions change

On the Starter plan a Free plan strip shows your usage against the limit for each countable kind — items, locations and purchase orders — with Upgrade for unlimited. At the limit, creation is refused rather than silently dropped. See Change your plan. These are all granted separately, so two people on the same screen can see different things: receiving, adjusting, transferring between branches, managing suppliers and purchase orders, witnessing a controlled dispense, and viewing cost and margin. Without cost visibility the valuation column reads “Hidden — needs authorisation from your clinic owner.” rather than a zero. See Staff permissions.

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Inventory settings

Settings › Inventory holds the defaults for new items, Selling without stock (whether the till may sell past recorded stock), Receiving quality (including Require expiry date on new lots), and a Danger Zone.
The Danger Zone reset deletes your entire inventory — catalogue, lots, stock and history. It asks you to type RESET because there is no undo and no export that puts it back. Take an export first if you are resetting a workspace you might want to look at again.

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Everything else in stock control

Batches, expiry and FEFO

How oldest-first picking works, expiry alerts, expiry risk and recalls.

Purchase orders and suppliers

Raise a PO, email the vendor, receive it line by line.

Run a stock count

Cycle counts, physical counts and controlled-drug counts.

Count with a CipherLab scanner

Walk the shelves with a terminal and upload the scans.

Import and export your catalogue

Bulk-load products from a spreadsheet, and get your catalogue back out.

Transfer stock between branches

Move stock to another branch, and receive what arrives.

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If something goes wrong

A catalogue entry with no stock is not sellable unless Selling without stock is on. Receive a lot, or add Opening stock on the item.
Require expiry date on new lots is on under Settings › Inventory › Receiving quality. That is deliberate — see Batches, expiry and FEFO.
You are at your plan’s item limit. The Free plan strip shows the count; Upgrade for unlimited removes it.
Viewing cost and margin is a separate permission from viewing stock. An owner or manager grants it.
Check whether you used the toolbar’s Transfer (room to room, this branch) or the Transfers screen (branch to branch). They are different moves with the same name.