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Inventory

Home > EHR User Guide > Inventory

Manage Inventory

Add Inventory

  1. Go to the Home page and click on the 'Inventory' icon.
  2. Click on the '+ Add Inventory' button.
    Add Inventory
  3. Select the 'Group.'
    Select Group
  4. Select the 'Category.'
    Select Category
  5. Search for the product by entering the Product name or adding a new Product in the stock.
    Search Product
  6. Enter the required stock details.
    Add Stock Details
  7. Click on the 'Save' button to add the stock to the Inventory.

Bulk Add Inventory

The 'Bulk Add Inventory' feature enables you to add multiple products in a single place. When the Practice receives products from a Supplier or Manufacturer, this feature will help add all the products in a single place. To bulk add Inventory, follow the steps given below.

  1. Go to the Home page and click on the 'Inventory' icon.
  2. Click on the '+ Bulk Inventory' button.
    Bulk Add Inventory
  3. Select the appropriate ‘Group’ and add common product details such as ‘Supplier / Manufacturer’, 'Stock Received Date'. Click on the 'Add' button to add the products.
    Bulk Add Inventory

Import Inventory

  1. Go to the Home page and click on the 'Inventory' icon.
  2. Click on the 'Import/Export Inventory' button.
    Import Export Button
  3. While importing the products, you can either import them to a single store or multiple stores. With this option, the number of products specified in the CSV file will be imported to all the selected stores. Select the Category and upload it as a .CSV file from the local storage.
    Import Inventory
  4. Click on the 'Import' button to import the Inventory list.

    Note:

    • The maximum file size allowed is 10 MB
    • Maximum 500 entries can be imported.
    • Please select a Comma Separated Values file with data arranged in the below format.
    • Product Name*, Trade Name, Strength, Unit, Dose Form, Route, Pack, Manufacturer, Storage Location, Batch Number, Expiry Date (mm/dd/yyyy), Quantity*, Reorder Level, Cost Price/Item, Retail Price/Item*, Product ID, Order Quantity, Supplier Name, Tax Name, Ref. Number
    • Fields marked with '*' are mandatory.
    • To import a Tax Name, ensure that the Tax Name is configured under the 'Settings > Billing > Billing Settings > Taxes' section.
    • Ensure that the file does not contain column names

Export Inventory List

  1. Go to the Home page and click on the 'Inventory' icon.
  2. Click on the 'Import/Export Inventory' button.
  3. In the pop-up window, select the 'Export' option, Category, Status, and the appropriate Export Type.
  4. Click on the 'Export' button to export the inventory list.
    Import Export Button

Note to select the appropriate Export Type:

  • All Stocks: This will export all products. If a product has multiple available stock quantities, it will export all. If a product does not have the available stock quantity, it will export the latest stock details
  • Available Stocks: Only products with more than 0 inventory will be exported.
  • Reorder Products: This will export all the products that have reached the reorder level. Pack, Manufacturer, Storage Location, Batch Number, Expiry Date (mm/dd/yyyy), Cost Price/Item, and Retail Price/Item get listed from the latest stock of the products.

View Stock Detail

  1. Go to the Home page and click on the 'Inventory' icon.
  2. Click on the 'More Options' (...) icon against each item and select the 'Stock Details' option.
    View Stock Details
  3. The following screen will display the complete title history.
    Stock Details

Edit Stock Detail

  1. Go to 'Home > Inventory'
  2. Click on the 'More Options' (...) icon against each item and select the 'Stock Details' option
  3. On the next screen, complete stock history will be displayed. Click on the 'More Options' (...) icon against each item, and select the 'Edit Stock Details' option.
    Edit Stock Details
  4. Edit the required details and click on the 'Update' button to save the changes.

Manage Damaged/Expired Stock

  1. Go to Home > Inventory > Stock details
  2. Click on the 'More Options' (...) icon and select the 'Manage Damaged/Expired Stock' option.
    Manage Damaged Stock
  3. Enter the number of items that got damaged, expired, and returned.
    Manage Expired Stock
  4. Click on the 'Update' button to save the changes.

Edit Product Details

  1. Go to Home > Inventory
  2. Click on the 'More Options' (...) icon and select the 'Edit Product Details' option.
    Edit Product Details
  3. Changing the Product name is not possible, but the user can update the Category, Product ID, Tax, Reorder Level, and Order Quantity.
    Edit Product Details
  4. Click on the 'Update' button to save the changes.

Add Reorder Level

  1. Go to Home > Inventory
  2. Click on the 'More Options' (...) icon and select the 'Add Reorder Level' option.
    Reorder Level Option
  3. Enter the required details.
    Add Reorder Level
  4. Click on the 'Add' button to save the changes.
  5. If you need to edit the added Reorder level, click on the 'More Options'(...) icon against the Product name and select the 'Edit Reorder Level' option.
    Edit Reorder Level
  6. Enter the required Reorder level and click on the 'Modify' button.
    Edit Reorder Level

Make Items Inactive

  1. Go to Home > Inventory
  2. Click on the 'More Options' (...) icon against the item and select the 'Make Inactive' option.
    Make Inventory Inactive
  3. Click on the 'OK' button to confirm.
  4. To view the Inactive products, change the status to 'Inactive' from the dropdown as shown below.
    Inventory Status
  5. You can re-active the inactive products by clicking on the 'More Options' (...) icon against the Product name and selecting the 'Make Active' option.
    Make Inventory Active

Make Items Active

  1. Go to Home > Inventory
  2. Change the Status to 'Inactive' to view the inactive items.
  3. Click on the 'More Options' (...) icon and select the 'Make Active' option.
    Make Inventory Active
  4. Click on the 'OK' button to confirm.

Delete Item from Inventory

  1. Navigate to Home > Inventory
  2. Click on the 'More Options' (...) icon and select the 'Delete Inventory' option.
    Delete Inventory
  3. Click on the 'OK' button to confirm.

Manage Inventory

  1. Go to 'Settings > Rx > Manage Supplements and Drugs'
    Manage Supplement Drugs
  2. Under the 'Supplements' and 'Drugs' sections, you can delete the unavailable Supplements and Drugs. For a single record deletion, select and delete the record or click on the 'Delete' icon against the product name.
  3. For multiple record deletion, select the Supplement Name and click on the 'Delete' button.
    Multiple Delete
  4. Note: Use the search box to narrow the search results.

Inventory Settings

You can configure the following options under the 'Settings > Inventory > Inventory and Vaccine Settings' section.

  1. An option to enable if you have your Inventory module and dispense your products
  2. Whether to auto-populate the Drugs and Supplements detail in the Invoice from the Encounter
  3. Whether to auto-populate the Dispense quantity of Drugs & Supplements in Invoice from the Encounter
  4. Whether to auto-populate the 'Dispense Quantity' in Invoice only for Drugs/Supplements having 'Dosage Unit' as tablet(s), capsule(s), caplet(s), or pellet(s)
  5. An option to enable if you need Inventory management for Vaccines
  6. Whether to show the available stock quantity of Drugs & Supplements in Encounter
    Inventory and Vaccine Settings

View the Available Stock Quantity of Drugs & Supplements in Encounter

In Encounter, while prescribing Drugs or adding a Supplement, the Provider can see the available Stock Quantity of the item in the Inventory.
Inventory Stock Quantity
Inventory Stock Quantity

You can enable the 'Show available stock quantity of Drugs & Supplements in Encounter' option available under the 'Settings > Inventory > Inventory and Vaccine Settings'.
Enable Stock Quantity

Multi-Store Settings

By enabling this feature, the Practice can have a dedicated Inventory Store for each Facility. The Practices using the Inventory module with multiple Facilities/locations can opt for this feature.
Multiple Inventory Store

To configure this feature, follow the steps given below.

  • Go to the 'Settings > Inventory > Multi Facility/Store Settings' section.
  • Select the 'Enable Multiple Store' option to 'Yes'.
  • When the Practice is using an Inventory module, the existing Inventory store should be mapped to one of the Facilities of the Practice.
  • For other Facilities of the Practice, the store should be configured by adding necessary products using the 'Add product' or 'Import Inventory' options available in the Inventory module.
    Enable Multiple Inventory Store
  • After mapping the existing Inventory store with one of the Facilities, other Facilities in the Practice will not have a Store, i.e. Inventory tab will not list any products when another Facility is selected.
  • To import products to other Facilities, the Practice can
    1. Export products from the existing Facility
    2. Remove products that are not required in the other Facility.
    3. Adjust the available quantity
    4. Import this list of products to the other Facility
  • Inventory stores are Facility specific. To get the available quantity of each product, select the 'Facility' at the top and go to the Inventory tab.
  • Products dispensed/Invoice created for the products in a Facility will be adjusted against the store of the Facility.
  • The 'Billing Inventory' templates in the 'Settings > Templates > My Templates > Billing Inventory' section are Facility specific. Required templates should be created in each Facility to use at the time of creating an Invoice.
  • Once the feature is enabled, it cannot be disabled by the Practice. To disable this feature, please contact us at support@charmhealth.com.