Products & stock

Why

Every shop already has a default warehouse. If you keep stock in several places, add warehouses and link each to a department so sales in that department deduct from it automatically — otherwise the default warehouse is used

How

1. 1Open Shop settings › Warehouses (owner only) — the warehouse tagged Default is used whenever no warehouse is chosen
2. 2Check the Warehouse quota box (x of y used) — 1 free warehouse plus any you bought; when full, press Buy more warehouses first
3. 3Press Add WarehouseAdd warehouse window
4. 4Warehouse Name (required): a name staff recognise, e.g. Pharmacy, Procedure room — must not repeat an existing one
5. 5Department: the department that uses this warehouse, so its sales deduct from here — one department per warehouse (linked to another warehouse cannot be picked), or No department
6. 6Account code: pick one if you send accounting to PEAK, otherwise leave Not Specified
7. 7Press Save — the new warehouse appears as Active

Why

Anything you sell, buy or stock must exist here first. Units and prices are used when ordering and on receipts, alert levels warn you before running out, and unflagged controlled drugs will be missing from government reports

How

1. 1Products › Drugs & supplies: press Add Medicine/EquipmentAdd Medicine/Equipment window
2. 2Main info: under Product Type press Drug or Equipment — the product code is generated (edit later with the pencil icon in the table)
3. 3Category (required): used for filters and report grouping
4. 4Product Name (required): a searchable name, e.g. Paracetamol 500 mg · blank Barcode = use the product code
5. 5Units and prices: the ×1 row is the smallest unit (e.g. tablet) — pick the unit and enter its OPD / IPD / UC prices (claim prices are under E-Claim Price)
6. 6Press Add unit for a larger unit, then set Qty per unit (e.g. box = 100) and its prices
7. 7Usage and indications: in Route of Administration pick the text printed on the label (created on the Usage/alerts page)
8. 8Controlled drug: tap the schedule badges that apply (several allowed), then choose the Licensed doctor
9. 9Stock alerts: low-stock level (in the smallest unit), alert days before expiry and minimum shelf life on receipt — 0 = off
10. 10Press Save at the bottom right — if a section on the left shows missing, fill it first · the item then appears as Active

Why

Write a "usage" text once and attach it to many drugs so labels always print correctly; an "alert" warns doctors in the exam room when a risky drug is ordered above a set quantity

How

1. 1Products › Instructions / Notifications: press AddAdd usage/warning window
2. 2Title (required): a short, searchable name, e.g. before meals, morning and evening
3. 3Type: press Drug use (label text) or Warn (warns the doctor when prescribing) — cannot be changed after saving
4. 4Details: the full label text or warning text
5. 5Warnings only — Drugs to warn about: type at least 3 letters in Search drugs to add and pick the drug
6. 6Enter Warn from quantity and press Add — repeat for other drugs
7. 7Press Save

Why

Items always ordered together (e.g. wound-care kit, post-procedure drugs) become one set: one click in the exam room, nothing forgotten, and each member’s stock is deducted

How

1. 1Products › Drug/supply sets: press Add setAdd drug/supply set window
2. 2Main Information: Set name (required), e.g. wound-care kit — the code is generated
3. 3Category (required): choose the set’s category
4. 4Items in set: type at least 3 letters in Search drugs/supplies to add to the set and pick items (several allowed)
5. 5In the table set Amount on every row (above 0) and adjust OPD/IPD price per row — the set price is the OPD/IPD total below
6. 6Press Save — rows marked Remove row are deleted on save

Why

Every purchase order needs a vendor; tax and address details are printed on the PO and used for PEAK sync — incomplete data means incomplete documents

How

1. 1Products › Vendors: press Add vendorAdd vendor window
2. 2Main details: Vendor code (required), a short code such as V001
3. 3Company name and Contact name (both required)
4. 4Telephone number (required — enter - if none) · Email is optional but must be valid
5. 5Tax and address: Tax ID number (required) shows 13 digits when complete
6. 6Branch (Head office or 00001), Address and subdistrict/district/province/postcode — printed on POs and sent to PEAK
7. 7Press Save — the vendor appears in the list and in the PO form

Why

The PO records what you ordered, from whom and at what cost — it is the way stock enters with the correct cost, which profit reports rely on

How

1. 1Products › Purchase Orders: press Create purchase orderCreate purchase order window
2. 2Vendor: type at least 3 letters and pick one — not listed yet? Press Add new vendor and fill it in here
3. 3Document Information: pick the Due date (required) and the Destination store — the number is generated · over-quota stores cannot receive
4. 4Product List: press Add itemsSelect drug/equipment window
5. 5Search (3+ letters), tick the items to order (several allowed), then press Add n items
6. 6On each row set Amount, Unit, Total cost price (for the whole line, not per unit), Discount (per unit) and Expire date if known
7. 7Summary and tax: choose the Tax type and check the Total
8. 8Press Save a draft — the PO is listed as a draft (still editable)
9. 9On the PO row press ApproveConfirm approve window
10. 10Check the Payment amount and press Approve — the PO becomes Waiting for payment
11. 11Once the vendor is paid press the row button Confirm payment, then Confirm payment in the dialog — the PO becomes Waiting to be imported and is lockedConfirm payment window

Why

Stock only enters when you import; every received line becomes a lot with an expiry date, used to deduct the earliest-expiring stock first and to warn about expiring lots

How

1. 1On Purchase Orders press the Waiting to be imported card to filter POs waiting for goods
2. 2On the PO whose goods arrived press Import warehouseImport warehouse window
3. 3Choose the Date receiving and the Warehouse the goods go into (over-quota stores cannot receive)
4. 4In the table enter This receipt as actually received (0 = skip the line, never above what remains on the PO), pick the Unit and check the Expire date against the label
5. 5Your password to confirm: enter your login password
6. 6Press Import to store
7. 7If Below shelf life appears, check the listed lots and press Confirm (or Cancel to go back)
8. 8The PO is Finished (or Partly received) and the stock page shows the new lots

Why

You never deduct by hand: stock is cut at payment and at service confirmation — from the warehouse chosen at payment, else the department’s warehouse, else the default — earliest-expiring lot first. Use this page to check balances and trace where stock went

How

1. 1Products › Medicine/Equipment Stock: choose the Warehouse at the top
2. 2Read the cards: in stock, low, out of stock, expiring lots — press Low Stock to filter items at their alert level (press again to clear)
3. 3Search box Code, product name or barcode: type the item to check
4. 4On the item row press ⋮ Row options (or tap the row to open details directly)Row menu
5. 5Choose View lots and expiryStock details window
6. 6In Stock details read balance, alert point and the lot table (nearest expiry first) — set Lot status to All to include empty lots
7. 7Open the Movements (Stock card) tab
8. 8Pick a date range (30 days by default) and read opening, received, issued and closing — each row shows the Reference and By so you can trace where stock went

Why

Moving stock needs a transfer document — otherwise the source still shows it and the destination cannot sell it because the system sees no stock

How

1. 1Products › Transfer Out List: press New transferNew transfer window
2. 2Source and destination: the source branch is this one — choose the Source store holding the goods
3. 3Choose the Destination branch (this or another) and then the Destination store — over-quota stores cannot receive
4. 4Cost to destination: press Include Cost (the lot cost goes with it) or Don't send
5. 5Product List: press Select drug/equipment (enabled once a source store is chosen)Select drug/equipment window
6. 6Search and tick the items to move (only unexpired items with stock are listed), then press Add n items
7. 7Enter the quantity on each row — above Stock shows Over stock by and blocks saving
8. 8Press Save a draft — the transfer is listed as a draft (still editable)
9. 9On the transfer row press Approve (shown to the source branch only)Approve Transfer Out window
10. 10Choose the Account code (if any) and enter Your password
11. 11Press Approve — the transfer becomes Awaiting transfer out and is locked; the destination receives it next

Why

Stock transferred to you does not enter your warehouse until you receive it; counting first catches short deliveries immediately

How

1. 1Products › Stock Receipt List — opens on Waiting for receive (transfers/requisitions sent to this store)
2. 2On the document whose goods arrived press Receive into storeReceive into store window
3. 3Check From, Sent by and Receiving store match the delivery
4. 4Items to receive: count the goods against Amount and Lot / expiry on each row — Enough at source must show Enough
5. 5Confirm receipt: enter Your password and a Note such as counted, all complete
6. 6Press Receive into store — the document is Received and the stock enters your store

Why

Items used in-house (cotton, gloves, procedure-room drugs) must be issued, or system balances drift above the shelf and internal-use cost goes missing from reports

How

1. 1Products › Stock Issue List: press New issueNew issue window
2. 2Issue details: choose the Warehouse the items come from
3. 3Cost on this issue: press Include Cost (internal-use cost goes to reports) or Exclude Cost
4. 4Product List: press Select drug/equipmentSelect drug/equipment window
5. 5Search and tick the lots to issue (expired lots are hidden), then press Add n items
6. 6Enter the Amount on each row — above Stock shows Over stock by
7. 7Press Save — the issue is listed as a draft; stock is not deducted yet
8. 8On the issue row press Approve — shown only to roles allowed to approve issuesApprove requisition window
9. 9Enter Your password
10. 10Press Approve — stock is deducted now, the issue is Finished and locked

Why

Count the shelf regularly (e.g. month end) and correct the system; broken, lost or expired stock is written off here, or balance and cost reports stay wrong

How

1. 1Products › Stock adjustments: press New adjustmentNew stock adjustment window
2. 2Document Information: choose the Warehouse you counted
3. 3Stock count: press Add productSelect drug/equipment window
4. 4Search and tick the lots you counted, then press Add n items
5. 5Counted starts equal to In system — change only lots that came up short, check the Difference and give a Reason (broken, lost, expired)
6. 6Note and confirmation: add a Note (optional) and Your password
7. 7Press Save for approval — the document is Waiting for approval; balances do not change yet
8. 8An authorised user presses the row button Approve — shown only to roles with the adjustment menuApprove adjustment window
9. 9Enter Your password
10. 10Press Approve — stock is reduced now and the document is Approved

Why

Reports cover every item at once: plan orders before running out, clear drugs before expiry and close the month with stock value

How

1. 1107 Below alert level — check weekly and raise POs from it
2. 2105 Expiring lots — choose a forward range such as 90 days, then transfer or use them first
3. 3106 Current stock per warehouse · 109 Stock as of a past date with cost (month end) · 104 Movement per item