SimpleClinic can track stock levels of items in the inventory. You can also create orders and email these to your suppliers within SimpleClinic.
Please review all the information on this page before getting started. The order of steps is important, and this is explained below, along with other important information to know before you start adding stock.
On this page:
- Helpful articles in order
- Why the order is important
- Other important information
Helpful articles in order
You can get started by following the below articles in this order:
- Using pre-loaded products (feeds) in SimpleClinic - use pre-loaded products with automatic price updates
- How do I hide & unhide items? - hide items shown in the switched on feeds that are not needed
- How to clone an item - make a copy of a feed item, to manage individual sell prices manually
- How to create pricing rules - make bulk changes to product feed item sell prices
- Managing Supplier Information - add suppliers not in our preloaded list
- How to add new inventory items - add products that are not in the pre-loaded feeds
- Creating and editing an Order - adding orders for the first 'stocktake'
- Adjust the Stock on Hand - make adjustments or do subsequent stocktakes using the stock on hand report.
See these additional articles if applicable:
Please contact support@simpleclinic.net if you need further assitance with any of the above.
Why the order is important
The articles above are in a specific order because steps need to be followed in a specific order for your inventory stock information to be correct, as per the below.
- Use items from the pre-loaded feeds before adding any items manually. This saves you time and avoids duplicates.
- Hide all unwanted items from the switched on feeds to reduce confusion when adding items to prescriptions and invoices.
- Sell prices in the feeds have been set by the supplier (not SimpleClinic), you can clone items to manage each item sell price individually or use pricing rules to make bulk changes to each feed.
- SimpleClinic has a preloaded list of Suppliers, you can add more Suppliers if needed. It is best to add the distributor from where you purchase your products so Orders can be emailed directly.
- An Order must be created first before items will show in the Stock on Hand report. Add Orders for each supplier to enter the opening stock levels.
- Subsequent stocktakes or minor stock adjustments can be made as needed.
Other important information
- It is recommended that you avoid adding and / or remove any duplicates from your inventory. You may record an order and stock for one version and then add the OTHER version of the item to an invoice. This WILL affect your stock on hand totals.
- If you have cloned a default item, you need to ensure the Supplier and Manufacturer Code has been changed. The stock on hand report will match totals for items based on the Manufacturer Code even if they have been hidden from the inventory.
- If you have Xero connected, you will need to enter your product orders into SimpleClinic, then select 'Send to Xero' in the order to sync to your order to Xero. You may also want to set specific revenue accounts for different inventory item categories.
- Add your account numbers for your suppliers to Inventory -> Suppliers so that your emailed orders can be noted to your supplier account.
- For security reasons, access to some parts of order and stock management functions are restricted to Admin or Reception user roles only. These roles can place stock orders, record deliveries, and adjust stock counts. Employee and Practitioner roles will not see the Inventory menu options. For user access overview, please click here.
- When a practitioner is recommending items in the prescription for a patient, they will be informed if there are low or no stock for the selected item, so other products can be prescribed instead.
If you are unsure of the above information, please do not proceed. Instead, please raise a support ticket by emailing support@simpleclinic.net