Stock and Inventory

The Products List, shown in the Products tab under Finances > Fees

With Halaxy, you can manage your stock and inventory for clinical items (e.g. bandages, syringes etc) and non-clinical items (e.g. paperclips). Stock and inventory can be linked to your fees and expenses. If you link a fee to a product, your stock is automatically deducted whenever you add the fee to an invoice.

You can access your stock and inventory by clicking Finances > Fees, then clicking the Products tab.

Adding stock items

You can add stock and inventory in three ways:

  • From your Products List (click Finances > Fees > Products, then click Add Product in the top-right_;

  • When you are adding a new fee on the Fees List for an item (this fee is for stock that is sold to patients);

  • When you are adding a new fee for an item on an invoice.

The Add Product page, with options for specifying opening stock

When adding a new product, you can specify the following:

  • Name: Add the product's name - if it is an item that you sell to patients, add the item in words that are clear to patients;

  • Code: add a code for the product;

  • Category: type the category of the product (e.g. clinical aids for massage balls or stationery for paperclips);

  • Supplier: type the name of the supplier of the product - if the supplier is listed in your Organisations list, the product purchase is tracked on the organisation's profile in your Organisations list (you can also add the supplier as a new organisation);

  • Status: select current unless the product is not used in your practice anymore;

  • Date: add the date that you purchased the product;

  • Opening stock/balance: enter the number of products that you bought or have in stock when you enter the product;

  • Cost: enter the cost you paid for the total quantity you are adding and select the relevant tax option. Based on the cost and the opening stock/balance, the cost per unit is automatically calculated and shown underneath; and

  • Add expense: tick the Add expense box if you want the product purchase to be added to your expenses automatically.

Adding a new product from your Fees List and on an invoice

You can add a new product to your stock and inventory (which appears on your Products List) when you are adding a new fee for an Item (i.e. for a non-appointment) on your Fees List or through an invoice. When you select "Item" as the fee type, Halaxy automatically prompts you to add the item in the Products field.

On the page to edit a fee, the Fee Type is set to Item

If the fee is already on your Products List, the fee and the product are linked. If the item is not already on your Products List, you are prompted to add it as a new product, and you can add the name, code, cost (and tax) and opening stock. When you click Submit, the item is added as a product on your Products List, and the fee and the item are linked.

When a fee and an item are linked, whenever the fee is used, your stock of that item is automatically deducted.

Selling stock items

If you have added a fee for a stock item to your Fees List, you use the stock item fee on an invoice to charge a patient for a stock item. You can charge a patient for a stock item in two ways:

  1. By creating a manual invoice specifically for the stock item; or

  2. By adding the stock item fee to an existing invoice.

Your stock balance is automatically reduced by the quantity of stock items sold to the patient.

Reconciling stock items

You can track the stock balance for a specific stock item in the Balance column of the Products List.

When you click the stock item, you can see:

  • Linked fees;

  • Purchase/expense history; and

  • Stock item sales history.

The page to edit a product, with sales and transaction history

You can also manually adjust these figures by clicking Add Product Transaction in the Transaction History section and manually adding:

  • A purchase, which increases stock balance;

  • A sale, which decreases stock balance;

  • A write-off (e.g. for damaged stock), which decreases stock balance; and

  • A stock adjustment, which decreases stock balance.

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