Overview
The inventory module allows your clinic to track products, manage stock levels, process purchase orders, and monitor usage through the super bill. This article covers the full inventory workflow from adding items to receiving orders.
2.2 Bulk Upload via Spreadsheet
4. Managing Inventory Changes.
4.1 How the Super Bill Drives Inventory.
4.2 Dispensing by Unit (e.g., Botox)
4.3 Manual Inventory Adjustments.
6.2 Editing and Sending a Purchase Order
6.3 Receiving a Purchase Order
Effect of Renaming Items on Reports.
1. Inventory Item Types
There are two categories of items you can track in inventory:
- Inventory Items: Products sold directly to patients (e.g., supplements, vitamins). These affect patient invoicing and super bills.
- Non-Inventory Items: Supplies used internally and not sold to patients (e.g., needles, gauze). These can still be monitored for stock tracking purposes.
2. Adding Inventory Items
2.1 Manual Entry
Click the Add Item button on the Inventory page to create a new item manually. Complete the fields as described in the Field Reference below.
2.2 Bulk Upload via Spreadsheet
For clinics with large inventories or those migrating from another EHR, items can be uploaded in bulk using the provided spreadsheet template:
- Download the inventory spreadsheet template from the Uploads article (attached at the bottom of that article).
- Have the clinic fill out their item information in the template.
- Submit the completed spreadsheet to your implementation contact for upload.
Tip: Clinics migrating from another EHR often receive a similar spreadsheet from their previous system. The team can help reformat that data into the required template.
3. Item Field Reference
The following table describes each field when creating or editing an inventory item:
| Field | Description |
| Item Name | The name of the product (e.g., Vitamin C). Some clinics include the manufacturer name (e.g., Pure Encapsulations Vitamin C). |
| Part Number | The manufacturer part number. May match the barcode or differ — both can be stored separately. |
| Barcode | Supports physical barcode scanning. Scan directly into the field using a handheld barcode scanner. |
| Non-Taxable | Indicates whether the item is exempt from sales tax. Tax rates are configured in Location Settings. Examples: supplements may be taxable; prescriptions may not. |
| Vendor Name | The primary supplier for this item (e.g., Pure Encapsulations). |
| Price | The price the clinic charges the patient. |
| Cost | The price the clinic pays the vendor. |
| Cost of Goods Factor | Calculated automatically as Price divided by Cost. |
| On Hand | Current quantity in stock. For liquid items dispensed by unit (e.g., Botox), track by the smallest dispensable unit. |
| Expiration Date | Optional. Useful for supplements and compounded items. |
| Size | The package size (e.g., 60 capsules per bottle). |
| Typical Dose | The standard serving size for patient dosing instructions. |
| Reorder Point | The quantity at which the system flags the item as low on hand (shown as a red count in the top navigation). |
| Minimum On Hand | The lowest acceptable quantity — the threshold at which the clinic would expedite or seek an alternative vendor. |
| Secondary Vendor | An alternate supplier (e.g., Fullscript). May have different barcodes or vendor item numbers. |
| Lot Number | Required for items subject to recalls. Especially important for custom compounded or IV formulations. |
| Description | Internal notes. Can optionally appear on the treatment plan (controlled via Provider Settings > Charting Preferences). |
| Category / Type / Subtype | Configured in Settings. Used for organizational analytics. |
| Location | For multi-location clinics, track on-hand quantities per location. Tip: add a short location acronym to the item name to distinguish items when selecting in protocols. |
| Osmolarity | Used for IV and custom formulations. Calculated via the osmolarity/mL calculator. Refer to the Custom Formulations article for details. |
| IV Item | Mark this checkbox for any item used in IV or custom formulations. Required for osmolarity calculations. |
| Instructions | Directions that print on the chart note when this item is dispensed (e.g., Take 3 capsules with breakfast to support immunity). |
| Health Benefits | Searchable tags used on the chart note and super bill (e.g., Immunity). |
4. Managing Inventory Changes
4.1 How the Super Bill Drives Inventory
Inventory quantities are automatically adjusted when a super bill is saved. Understanding this flow prevents common errors:
- When a super bill is saved, the listed items are removed from inventory.
- If a super bill is re-saved (edited), the previously removed items are returned to inventory first, then the updated quantities are removed.
- If an item is removed from a super bill entirely and the bill re-saved, the quantity is returned to inventory.
Note: Because every save/re-save triggers an inventory adjustment, you may see multiple entries in the change log for a single visit. This is expected behavior.
4.2 Dispensing by Unit (e.g., Botox)
For liquid products dispensed by the unit (such as Botox), use the following approach:
- Set On Hand to the total number of units available in the clinic's vials.
- On the super bill, enter the number of units actually administered to the patient.
- Edit the quantity on the super bill before saving to reflect the correct amount used (e.g., change from 1 to 47 units).
- When re-dosing or correcting, update the super bill quantity and re-save — the change log will reflect the adjustment.
4.3 Manual Inventory Adjustments
To manually update the quantity on hand (e.g., after receiving a shipment outside a purchase order):
- Open the item and click the Inventory button.
- Enter the new total on-hand quantity. Note: only positive values can be entered.
- Save — the change log will record the update.
5. Low Inventory Alerts
When items fall below their Reorder Point, a red number appears in the top-left navigation of the application.
Note: This number reflects the total count of individual products below their reorder point — not the number of vendors with low-stock items. For example, if 49 products are low on hand across 3 vendors, the alert shows 49.
6. Purchase Orders
6.1 Creating a Purchase Order
There are two ways to initiate a purchase order:
- From the Low On Hand alert: Click the red alert number in the top navigation. Select the vendor, then click Create Purchase Order. The vendor and low-stock filters are pre-filled automatically. The system calculates the quantity to order based on the gap between current on-hand and the Minimum On Hand value.
- From the More menu: Go to Inventory > More > Create Purchase Order. The vendor is not pre-selected and filters must be applied manually. Use the low-stock filter to display only items needing reorder. You can select items from multiple vendors in a single session.
6.2 Editing and Sending a Purchase Order
After creating a purchase order, you can:
- Edit it to add or change items before it is sent.
- Print a PDF for your records or to manually submit via a vendor portal.
- Fax or email the order to a vendor contact set up in the Contacts section.
Note: The system does not have direct ordering integrations with vendors. The purchase order is a record within the system; you must still place the order directly through the vendor.
6.3 Receiving a Purchase Order
When a shipment arrives:
- Open the purchase order in Purchase Order History.
- Click Set receipt quantity same as order if the full order was received. Otherwise, enter the actual quantity received per item.
- Save — the received quantity is added to your on-hand inventory.
- If a second shipment arrives with the remainder, open the order again and update the receipt quantity to the total received so far (not just the new units in that shipment).
- Once fully received, change the status to Paid and Received.
7. Group Editing Items
To update multiple items at once (e.g., for a price increase):
- Filter the inventory list by vendor or other criteria.
- Make your changes (e.g., update name, price, or cost) across the displayed items.
- The Select checkbox is automatically checked for any item you edit.
- Click Save All Selected to apply the changes.
Note: If you do not click Save All Selected, your edits will not be saved.
You can also use group editing to assign categories to multiple items at once.
Effect of Renaming Items on Reports
Renaming an item does not affect historical super bills — past records will still show the original item name. Going forward, any new super bills will reflect the updated name. The inventory list itself will display the new name immediately.
8. Inventory Change Log
The Inventory Change Log provides a full audit trail of quantity changes per item. Each entry shows:
- The quantity change (positive or negative).
- The running on-hand total after the change.
- The source of the change (super bill save, manual adjustment, etc.).
Purchase orders are not reflected in this log — they appear in Analytics instead.
9. Searching by Barcode
From the Inventory page, you can search for an item by barcode. Use a handheld barcode scanner or enter the barcode number manually into the search field. Matching items will appear for quick access.
10. Unhiding Items
If you have hidden an item and need to restore it; it can be restored under the Shortcuts > Deleted Data > Hidden Products.
Additional Articles:
For bulk-editing items, read Bulk-edit multiple inventory items simultaneously
For creating, sending, recording and editing purchase orders, read Create, send, record and update purchase orders
For questions on barcode scanners, read Use a barcode scanner to search for and add products