Head – Inventory

The Materials Management module pertains to the clinic inventory handling which includes processes such as stock transfers, purchase orders, and tracking. This module also produces reports and analytics vital to the clinic’s sustenance of supplies and products which also helps in ensuring the clinic staff as everything they need to perform their duties and patients are provided with all the necessary medical materials for their health.

This module has three primary users namely Head – Inventory, Inventory Manager, and Inventory Custodian. Each of these users have their own role and privileges to ensure the clinic’s needs are met and fulfilled in order for them to deliver the utmost care for their patients. In this tutorial, we’ll discuss the users whose task is to oversee the entire clinic’s inventory processes: Head – Inventory.

Head – Inventory

The head of the Materials Management module oversees the entire clinic’s inventory process. They have the full access to the module including the ability to manage suppliers, create purchase orders, and receive stock orders from other clinic branches. Below is a matrix of their privileges:

CRUD = Create, Read, Update, Delete
Medical Records
Materials Management

Head – Inventory
ProductsManages productsCRUD

Product Types
Manages product typesCRUD

Product Categories
Manages product categoriesCRUD
Stock RequestsManages stock requestsCRUD

Stock Transfers
Manages transfersCRUD

Stock Returns
Manages returnsCRUD

Stock Adjustments
Manages stock adjustmentsCRUD

Manages packaging servicesCRUD
Stock Adjustment SettingsManages stock adjustment reasonsCRUD
Inventory reportsManages inventory reportsCRUD
SuppliersManages suppliersCRUD

Purchase Orders
Manages purchase ordersCRUD

Receiving Orders
Manages receiving ordersCRUD
Physical Medical Exam

Stock Adjustment Settings and Suppliers

To add a new adjustment reason, click the “+” button and then the page will automatically scroll down wherein the reason label field can be filled out by the user. After inputting the reason, click the “add” button and then the reason will now be integrated in the system.

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To add a new clinic supplier information, click the “+” button on the upper right corner which will open a prompt asking the user to input the details of the new supplier such as supplier name, email, phone, website, description, and address. Click save to finalize.

Users can also import a bulk list of suppliers by downloading the template from the import window which can be found by clicking the import icon on the upper right corner. After filling out the necessary details on the Excel file template, upload the file and then the system will automatically recognize the list of suppliers.

Products, Product Types, and Categories.

In products, users will find the list of all the products that a clinic has. Users can filter this view by product type using the dropdown bar on the upper left corner of the page as well as search for the ID or the product name for convenience.  To add a product, click on the “+” button found next to the search field and then users will be redirected to the Create Product page. 

There users can type in the product name, choose a product type or create a new one by clicking the “+” button which will set a prompt to appear to add a new product type. Click “Save” to add. The same process is done when adding a Product Brand. 

After inputting the necessary details, users will now generate variants by entering a variant attribute name and the variant attribute value. Click the “+” button to add more variant attribute names and values. To delete, just click the delete icon and then a prompt will appear confirming the action. Click “Generate Variants” to add the inputted variants. Once variants are generated, users can now input their initial stock per variant. Click “Save Product” to create product.

Next is the Product Variants. In this page, users can view the list of all the variants available for each clinic product. Users can filter this view by variants that are Sellable or Supplies using the dropdown bar on the upper left corner of the page, as well as search for the ID or the product variant for convenience.

To edit a variant, click on the desired variant and then users will be redirected to the Variant Details page. There, users can edit the variant details as well as the Variant attributes. Users can tick the medicine box if the variant is a medicine and control which clinic should have access to that specific variant.

Users can also add coverages and commissions for each variant. Specifically, they can add government insurance plans, HMO plans, company plans, and staff commissions.

Stock Requests, Stock Transfers, Receiving Orders.

Users have the ability to request stocks from the warehouse head’s clinic branch.  To create a stock request, click the “+” button then the user will be directed to the Stock Request page.

Choose which branch of clinic to request the stocks to and select the due date of the stock’s arrival. Select items to request and its quantity. After that, click save to finalize. Once items are received, warehouse heads must now confirm the number of items received for audit purposes. 

Users can view the stock transfers per date range similar to POS. In the order details, users have the option to receive or reject these orders. Once the items are received, input the corresponding amount and then click “Receive”. This will change  the status of the transfer order from “Pending” to “Received” If user selects reject, the order will be rejected 

Users can print this order by clicking the print button on the upper right corner of the page which will open a prompt for print preview.

Stock Returns

For Stock Returns, users can view the list per date range and can also search for a specific Stock Return ID.

To add a Stock Return, simply click the add button on the upper right corner and then the user will be redirected to the Stock Return page. In the Stock Return page, select the name of the customer, the order type of whether is it sales or stocks, and then click add item and enter the name of the product and the quantity to be returned. Add reason for Return and then click “Save” to finalize.

Stock Adjustments

For Stock Adjustments, users can view the list per date range as well as search for the specific Stock Adjustment ID.

Users can also add a Stock Adjustment Reason by clicking the “+” button on the upper right corner of the page. This will redirect the user to a Stock Adjustment page wherein users can choose from the dropdown list of reasons and then add an item to adjust by clicking the “Add Item” button. Once clicked, a prompt will appear to choose a certain product and its corresponding quantity. Click “Save” to add to Stock Adjustments report.

Purchase Orders

In Purchase Orders, users can view the list of the orders per selected date range by clicking the dropdown bar on the upper left. They can also search for the specific Purchase Order ID in the search bar on the upper right for convenience.

To create a purchase order, click the “+” button on the upper right corner next to the search bar. The user will be redirected to the Purchase Order page where they can input the order details such as the supplier from the dropdown list of suppliers, when the order is due, if the order is tax inclusive, the order items, and if applicable, the message to the supplier. 

To add order items, click the “Add Item” button and then a prompt will appear asking for the product to be ordered, its quantity and its corresponding price per piece, and the specific item’s tax complication. Click save to add to the Purchase Order.

Once Purchase Order was received by the supplier and has already sent the ordered items, users can record this through selecting the purchase order on the list, inputting the amount of received items, and then clicking the “Receive” button found on the upper right corner. A prompt will appear confirming the action.

To void a Purchase Order, simply select the “Void” button on the upper right corner next to the Receive button. A prompt will appear to confirm the action.

Inventory Reports

This is where users can read the overall status of the clinic inventory and their materials.

Users can also view inventory reports per day or per week as well as export these reports in a CSV and XLSX format by clicking on the export button on the upper right corner of the page.

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