> ## Documentation Index
> Fetch the complete documentation index at: https://help.clinikehr.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Stock control
> Add a product to your catalogue, receive a delivery into a lot, and adjust or waste stock — the three things Inventory is used for every day.
export const StillStuck = ({topic}) =>
Still stuck{topic ? ` with ${topic}` : ''}?{' '}
Check Troubleshooting first —
it covers the failures we see most often. If that does not resolve it,{' '}
contact support and include
your workspace name and the time the problem happened, so we can find the
matching entry in your audit log.
;
export const TaskHeader = ({before, time, after}) =>
{before ?
Before you start
{before}
: null}
{time ?
: null}
{after ?
: null}
Available in
{list.map(e =>
{EDITION_LABELS[e] || e}
)}
{plans ? Plan : null}
{plans ? {plans} : null}
{roles ? Who : null}
{roles ? {roles} : null}
{note ? {note} : null}
;
};
**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.
## The toolbar and the tabs
The toolbar carries **Receive**, **Dispense**, **Transfer**, **Reports**, **Import**, **Opening stock**, **Export** and **Add item**.
| Tab | What lives there |
| ------------------ | -------------------------------------------------------------------------------------------------------------------- |
| **Catalog** | Every product you stock, whether or not you hold any |
| **Stock** | On-hand quantity per lot, per location |
| **Ledger** | Every movement in and out, with who and when |
| **Counts** | Cycle counts and physical counts — [Run a stock count](/pharmacy/inventory/stock-counts) |
| **Fill Rx** | Scripts waiting to be drawn from stock — [The pharmacy station](/pharmacy/dispensing/station) |
| **Purchasing** | Purchase orders and vendors — [Purchase orders and suppliers](/pharmacy/inventory/purchase-orders) |
| **Vouchers** | Goods-received vouchers behind each delivery |
| **Recalls** | Quarantining affected lots |
| **Locations** | Your rooms, shelves and fridges |
| **Alerts** | Expiry, low stock, temperature and count alerts — [Batches, expiry and FEFO](/pharmacy/inventory/batches-and-expiry) |
| **Reconciliation** | Clearing sales made beyond recorded stock |
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.
## 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."
Select **Add item**.
**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.
**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.
**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.
**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.
**Opening stock (optional)** with **Into location** and **SKU** saves you a separate receive for a product already on the shelf.
**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.
## Receive a delivery
Select **Receive** in the toolbar.
**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.
**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](/pharmacy/inventory/purchase-orders).
## 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](/pharmacy/inventory/transfers).
## 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.
## 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**.
## 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](/platform/plans/change-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](/platform/team/permissions).
## 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](/pharmacy/inventory/import-export) first if you are resetting a workspace you might want to look at again.
## Everything else in stock control
How oldest-first picking works, expiry alerts, expiry risk and recalls.
Raise a PO, email the vendor, receive it line by line.
Cycle counts, physical counts and controlled-drug counts.
Walk the shelves with a terminal and upload the scans.
Bulk-load products from a spreadsheet, and get your catalogue back out.
Move stock to another branch, and receive what arrives.
## 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](/pharmacy/inventory/batches-and-expiry).
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.