Stock goes down when an invoice sells it and when a service uses it, and up when you adjust it with a reason. The history is what makes the stock figures believable at stocktake.

What moves stock on its own

  • Selling it. A product line on a saved invoice takes its quantity out of stock. Editing the line gives back what it took and takes the new amount. If there isn't enough, the invoice still saves and you're warned. Voiding or fully refunding the invoice returns the stock.
  • Using it in a service. When a service with a cost estimate is invoiced, the consumables listed on it are taken out of stock in the amounts the estimate says, so tape and gel run down as treatments are billed, not when someone remembers.
Adjustments need a reason. Every manual stock change is kept with its reason and who made it, which is what makes the Stock valuation report trustworthy.

Everything else is a stock adjustment you record.

Record an adjustment

1

Open the product from the Products page and select the adjustment button

The product page shows its prices, cost and current stock, and the movement history below.

2

Choose the Adjustment direction and the Change reason

Adding stock: Stock purchase, Return, Inventory correction or Other addition. Removing stock: Damaged goods, Out of date, Item sold, Inventory correction or Other deduction. A reason that doesn't match the direction is refused.

3

Enter the quantity and a Note, then save

The quantity must be more than zero. Stock level adjusted successfully confirms it, and the new balance shows at once. A Stock purchase on a product with auto-expense on also books the expense.

The Stock Level Adjustment form with Adjustment direction, a Change reason list showing Stock purchase, a quantity field and a Note.
A Stock Level Adjustment adding 24 units as a Stock purchase, with a note of the supplier invoice number.

The history on the product lists every movement, by hand or automatic, with its Type, Qty, the Balance afterward, the Date, who Adjusted it and the note, so a count that looks wrong can be traced. If two people adjust at the same moment the second is told Stock level changed — please retry. The Stock valuation report values what's on hand at cost.

One stock level for the clinic

A product has one stock level for the whole clinic, not one per location. Sales and consumables at any site come off the same figure, and a purchase booked with auto expense lands in the expenses of the location of whoever recorded it.