Stock Import
Every box in the store starts with a stock entry. It records which supplier the goods came from, under which invoice, in which batches and with what expiry dates — the basis of every expiry alert and every trace-back later on.
Illustration of the Stock import screen
| Area | What it is |
|---|---|
| 1. Import data | Load many stock entry lines at once from a file. |
| 2. Stock import | Create a new entry. |
| 3. Search and Import date | Search by keyword, or look at a date range. |
| 4. Filter, clear, refresh, columns | Narrow further and choose which columns show. |
Each row gives the Stock entry code, Invoice number, Provider, Import date, Total amount and Status. Click the ▸ arrow to see the medicines in that entry.
Entry statuses
| Status | Meaning |
|---|---|
| Pending approval | Created, waiting for someone with approval rights. |
| Approved | Approved — the goods are formally in stock and counted. |
| Cancelled | Dropped, and not counted in stock. |
Import reason
Every stock entry also records an Import reason, so later on you can tell how a batch actually entered stock instead of lumping everything under one generic "stock import":
| Reason | When to use |
|---|---|
| From supplier | Buying from a supplier — the software picks this reason automatically once you choose the supplier. |
| Opening balance | Declaring existing stock when the clinic first starts using the software. |
| Returned goods | Medicine coming back as a return. |
| Transfer in | Receiving goods transferred in from another branch. |
| Self-manufactured/compounded | Medicine compounded in-house rather than purchased. |
| Imported | Goods imported directly from abroad. |
The buttons on each row
Which ones appear depends on the status:
- Export Excel — download that entry as a file.
- Import Excel — load the entry's medicine lines from a file instead of typing them.
- View detail — open the entry and read it in full.
- Approve voucher — confirm the entry; the goods enter stock.
- Cancel voucher — cancel an entry that is not going ahead.
These two fields drive everything that follows: which batch is close to expiry, which batch a dispensed box came from, and what a recall has to cover. Without them Batch / Expiry has nothing to track.
Related
- Purchase Orders — the step before: ordering from the supplier.
- Batch / Expiry — the batches a stock entry creates.
- Inventory — the running result of entries and issues.