Manage inventory

1. Set up once

1. Warehouses: open Inventory > Warehouses and add one for each place you count stock separately, such as Main Store, Fridge 1, Freezer. Each branch usually has its own.
2. Suppliers: add the suppliers you buy from in CRM > Suppliers.
3. Items: in Inventory > Inventory Items, click New item for each reagent and consumable. Set the unit, Low-stock alert at, and Usual order quantity. If it is already on the shelf, fill Opening Stock with the quantity, warehouse, lot, and expiry.

You can also add starting quantities later from Stock on Hand > Add stock with the reason Opening balance.

2. Start each day on the dashboard

Open Inventory > Dashboard.

• Work through the To do list: receive incoming transfers, post saved receipts, approve or order requests, and write off expired lots.
• Check Low Stock Watch and click Order on anything you need, or use More actions > Reorder low stock for everything at once.
• Glance at Expiring Soon and use those lots first.

3. During the day

• A delivery arrives: Receive delivery → pick the supply request → check quantities, lots, and expiry dates → Save & post to stock.
• Stock is used, expires, or breaks: Use stock → item, warehouse, quantity, reason. Include usage for patient tests and QC runs; automatic test consumption is currently unavailable.
• A branch needs stock: New transfer → items and quantities → Send now. The other branch clicks Receive transfer when it arrives.

4. Count regularly

Once a month (or weekly for expensive reagents), count the shelves. On Stock on Hand, filter by warehouse and click Count stock on each line to enter what you found. Kashef records the difference and your reason.

5. Review reports

Owners and managers can open Reports > Inventory Reports for stock by warehouse, low stock, expiry risk, valuation, consumption cost, supplier spend, lot traceability, and adjustment history, filtered by date, branch, warehouse, supplier, or item.

Tips

• Always enter lot numbers and expiry dates; that is how Kashef uses the oldest stock first and warns you before it expires.
• Use Receive delivery for supplier stock and Add stock only for opening balances, returns, and stock found in a count, so supplier bills stay correct.
• Set realistic alert levels: enough to cover the supplier's delivery time.