Products are the things you sell over the counter or use during treatment: tape, braces, creams. Each has a price, a tax and a stock level that invoices keep current.

What a product is for

A product is anything physical: supplements and retail items you sell on invoices, and consumables such as tape, gel or needles that services use up. Each product has a stock level that goes down when it's sold on an invoice or consumed by a service, and up when you record a purchase. The Products page is one list for the whole clinic, showing each product with its supplier, stock level, prices with and without tax, and last update; Administrators and Bookkeepers can change them and other roles can look.

Selling a product deducts stock when the invoice is saved. Stock levels follow invoices, not appointments, so a consumable added to a service deducts when that service is invoiced.

Long lists are paged: the foot of the list reads Showing 1–20 of 1,532 with numbered pages, … for gaps and previous and next arrows; on a phone it shows 3 / 12 between the arrows. While the list reloads after a page or filter change, the rows fade until the new page appears.

Add a product

1

Basic details

Product name, an Item code such as a SKU, an optional Serial number, and the Supplier.

2

Measurement

Medical unit, a volume or weight unit such as mL, g or kg, and Unit value, the size of one item in that unit, for example 250 for a 250 mL bottle. Both matter only for consumables used in cost estimates; leave the unit as N/A for retail items.

3

Initial stock level and Low stock alert level

How many you have now, and the level at or below which the product is flagged. Left blank, the alert level is 5. Products at or below it appear on the dashboard under Low stock for administrators and bookkeepers.

4

Pricing

Selling price, labeled tax inclusive or exclusive according to the clinic's tax method, the Tax rate or N/A, and Cost price, what you pay, used for profit calculations and auto-expenses.

5

Stock purchases

Switch on auto-expense and every stock purchase you record, including the initial stock if it has a cost price, books a matching expense on the Expenses page under a product category, so you don't enter the purchase twice.

6

Notes, then save

Internal notes about the product; patients never see them.

The Product form showing Basic details, Measurement, Initial stock level, Low stock alert level, Pricing with Selling price, Tax rate and Cost price, the auto-expense switch and Notes.
A new product, Kinesiology tape 5 m, with an item code, a low stock alert of 10, a selling price with GST and a cost price.

Selling, changing and retiring

Products appear beside services when a line is added to an invoice; selling one reduces its stock, and voiding or fully refunding the invoice puts it back. Changing a price affects new invoices only. Switching auto-expense off later leaves the expenses already booked in place. Archive a product you no longer carry; past invoices keep it and it leaves the invoice item search. Open a product to see its stock and the adjustment history; see Stock levels.

Stock is one figure per product for the whole clinic: a sale or a service's consumables take it off that figure whatever site invoiced it. A purchase recorded with auto expense books the expense under the location of the staff member who recorded it. A clinic that had the same product at two locations sees the newer copy renamed Name (Location name), to tidy or archive.