Products and stock

The catalogue has two kinds of items:

• Products are physical items you buy and sell, such as medicines, vaccines or consumables. A product can have stock.
• Services are things you do for a client, such as a consultation or a procedure. A service never has stock.

You use both on quotations and on sales orders. Stock comes in through purchase orders and goes out through sales orders. See Purchase and sales orders.

Before you start

• The Products & Services module must be on. See Modules.
• In the sidebar, open Sales & Billing → Products & Services. The pages are Products, Services, Product categories, Service categories, Suppliers, Expiry / Batches, Supplier Balances, Stock, Purchase orders and Sales orders.
• Owners and Admins can do everything on this page. Members can only view, and they don't see product costs. At the moment no custom-role permission gives other staff the right to add products or change stock.

Create categories

Categories group items in lists and pickers. Products and services have separate category lists.

1. Go to Products & Services → Product categories (or Service categories).
2. Enter a Label, for example "Consumables".
3. Enter a Slug: a short, lower-case code such as consumables. It must be unique in your clinic.
4. Click Add category.

When you delete a category, its items are not deleted. They become uncategorised.

You can also add a product category while you create a product: click + Add new next to Category.

Add a product

1. Go to Products & Services → Products.
2. Click New product.
3. Fill in the form (see the fields below).
4. Click Create product.

A new product is Active straight away.

A product with Track stock off can still be ordered, received and sold. Its stock just doesn't change, and you can't record stock movements for it by hand.

To change a product later, open it and click Edit.

Add a service

1. Go to Products & Services → Services.
2. Click New service. A panel opens.
3. Enter the Name and, if you want, a Description and a Category.
4. Choose the Kind:
   • Standalone: a service on its own.
   • Procedure (wraps a ProcedureTemplate): a service linked to one of your bookable procedures. Pick it in Procedure template.
5. Check the Currency (it starts at your clinic's base currency) and enter the Price. Optionally enter Tax rate (%) and Duration (minutes), and set Taxable.
6. Click Create service.

Archive or delete an item

On a product's page:

• Archive stops you from using the product on new orders. Its history stays. Click Unarchive to use it again.
• Delete only works for a product that has never been bought, sold or stocked. Otherwise MediSync tells you to archive it instead.

On the Products list, you can tick several products and archive, unarchive or delete them together.

Archived products don't appear in the pickers on stock and order screens.

Export the catalogue

On the Products or Services list, click Export, then Export as CSV or Export as XLSX. The file contains the items that match your current search and filters.

There is no import. You add items one at a time.

See stock levels

Open a product. The Stock by branch table shows the quantity at each branch and when it last changed. The quantity is green when stock is fine, amber when it is at or below the Reorder level, and red when it is Out of stock.

Recent movements under it lists the last 20 changes. If the product doesn't track stock, the page says "Stock tracking is disabled for this product."

Stock is always kept per branch. If your clinic doesn't use the Branches add-on, all stock is in your clinic's main branch and you don't see branch pickers.

See the full stock history

1. Go to Products & Services → Stock.
2. In Pick a product…, choose a product.

The history, filters and Export only appear after you pick a product. The history lists every change at every branch:

Transfer in and Transfer out appear in Filters, but MediSync can't move stock between branches yet. To move stock, record a Remove from stock adjustment at one branch and an Add to stock adjustment at the other.

The history can't be edited or deleted. To fix a mistake, record a new movement.

Correct stock by hand

Use this for a stock count that doesn't match, damaged goods, or a customer return. You can't record a receipt or a sale here: those come from purchase orders and sales orders.

1. On Products & Services → Stock (or on a product's page), click Record movement.
2. Choose the Product.
3. Choose the Branch. You only see this when your clinic uses the Branches add-on.
4. Choose the Movement type:
   • Adjustment: then choose Direction: Add to stock or Remove from stock.
   • Waste: always removes stock.
   • Return: always adds stock.
5. Enter the Quantity as a whole number greater than zero.
6. Enter a Reason. It is required for Adjustment and Waste.
7. Check the line "Stock will change by …", then click Record movement.

Stock can't go below zero. If you try, MediSync shows "Not enough stock at this branch for that reduction."

Track lots and expiry dates

A batch (lot) is a quantity of one product at one branch with a lot number and an expiry date. Batches let MediSync sell the oldest stock first and warn you before stock expires.

A product starts using batches the first time you receive a batch for it. You can do this in two ways:

• On a purchase order (most common): when you receive a delivery, tick This delivery has a lot number and expiry date. See Purchase and sales orders.
• By hand, for stock that came without a purchase order:
  1. Go to Products & Services → Expiry / Batches.
  2. Click Receive batch.
  3. Choose the product and branch, and enter the Lot, the Expires date, the Quantity and the Unit cost.
  4. Click Receive batch.

Receiving a batch by hand also adds its quantity to stock at that branch. Don't record an extra adjustment for the same delivery, or you will count it twice.

The Expiry & batches page lists every batch, the soonest expiry first. Expired batches show an Expired badge.

When a sales order takes stock of a product that has batches, MediSync takes it from the batch that expires first. It never sells from an expired batch: if only expired stock is left, the order can't be confirmed.

Write off a batch

1. On Expiry & batches, click Write off on the batch.
2. Enter the quantity to remove and a Reason.
3. Click Write off.

The quantity leaves the batch and the branch's stock. When a batch is empty, a Delete button appears so you can remove it from the list.

Get alerted about low or expiring stock

MediSync can alert you with an automation rule. You need the Automations module.

• Running low: create a rule in Automations with the trigger Material low. It runs once a day and fires for each active product whose total stock across all branches is at or below its Reorder level. Products without a reorder level are skipped.
• Expiring soon: use the trigger Material expiring. See Get alerted before stock expires.

Compare supplier prices

Every time you receive a delivery on a purchase order, MediSync records what that supplier charged. A product's page shows these prices under Supplier price comparison.

Common problems

I don't see Products & Services in the sidebar. The module is off. An Owner or Admin can turn it on in Modules.

The New product or Record movement button is missing. Your role can only view. Only Owners and Admins can change the catalogue and stock. The Manage inventory permission in custom roles doesn't unlock these pages.

The Stock page shows only a picker. Pick a product in Pick a product…. The history and filters appear after that.

I can't find a product in a picker. Pickers only list active products. Unarchive the product first.

"Not enough stock at this branch for that reduction." The branch has less stock than you tried to remove. Check Stock by branch on the product's page.

A batch shows "This lot already exists for that product and branch." The lot number is already used for that product at that branch with a different expiry date or cost. Check the lot number.

Prices show in USD. Products created before the currency field started at your clinic's base currency may still be in USD. Edit the product and pick your clinic's currency.