Update Inventory
Keeping your inventory updated is crucial for maintaining accurate real-time stock data in Denven. To update your inventory, you can access the Update Inventory window through several methods:
By clicking directly on the Minimum Level, Quantity on Hand, or Expiry Date fields for a specific product.
By selecting the three dots (options menu) next to the product and choosing Update Inventory.
Once inside the Update Inventory window, you will find two sections at the top:
Update Inventory (left section): Here, you can adjust key details such as the Minimum Level, Quantity on Hand, and Expiry Date. Additionally, in the Consumption section, you can log product consumption.
Move to Another Storage (right section): This section allows you to move stock between different storage locations.
Setting the Minimum Level
The Minimum Level represents the lowest quantity of a product you want to keep in stock. Setting this level ensures that Denven will alert you when the stock reaches or falls below this threshold.
Open the Update Inventory window by either clicking on the Minimum Level field of the product or by selecting the three dots next to the product and choosing Update Inventory.
In the Update Inventory section on the left, locate the Minimum Level field.
Enter the desired quantity in this field, which represents the minimum stock level for this product.
After setting the minimum level, click Save Changes.
Once set, Denven will monitor this product and notify you when it reaches the minimum level, ensuring you maintain enough stock to prevent shortages. The products that have reached their minimum level are categorised as low stock products. You can find the low stock product details in the Inventory Low Level Report.
Updating the Expiry Date
Keeping track of product expiry dates is critical, particularly for perishable or time-sensitive items. You can easily update or set the expiry date for a product.
Access the Update Inventory window by clicking on the Expiry Date field of the product or through the options menu (three dots) and selecting Update Inventory.
In the Update Inventory section, find the Expiry Date field.
Click on the Expiry Date to open the date selector.
Choose the correct expiry date from the calendar.
Once selected, click Save Changes to update the expiry date.
This ensures that your stock records remain up-to-date, allowing you to manage expiring products effectively. Each product is colour coded based on the expiry date. The Red code implies that the product is expired, Orange means the product is approaching expiry, and Green means it is within a safe usage period. You can view all expired product details in the Expiry Report, which can be accessed in the reports section.
Product Consumption
Denven allows you to track product consumption, ensuring that your Quantity on Hand reflects real-time stock usage.
In the Update Inventory window, go to the Consumption section located within the Update Inventory tab.
Enter the amount of the product that has been consumed in the Quantity field.
Select the Consumer from the drop-down list, which could represent a specific doctor, department, or staff member using the product.
Once you’ve entered the quantity and chosen the consumer, click Save Changes.
By logging product consumption regularly, you can ensure that your Quantity on Hand remains accurate and reflective of actual usage. You can monitor product consumption in the Consumption Report.
Moving Products to Another Storage
In case you need to transfer products between different storage areas, you can use the Move to Another Storage function:
In the Update Inventory window, go to the Move to Another Storage section on the right.
Enter the quantity of the product you wish to move.
Select the new storage location from the drop-down list.
You can select the plus button to move products to different storages simultaneously.
Click Save Changes to finalise the transfer.
This feature allows you to manage stock efficiently across different storage locations within your practice.
Options Menu
In the Options Menu, which is accessed by clicking the three dots next to any product entry, you will find six key options to manage product details and inventory functions:
Edit: The Edit function allows you to modify certain details of a product, but some fields like the product name, supplier name, supplier code, manufacturer, and unit price cannot be edited.
Update Inventory: This will open the Update Inventory window where you can adjust the minimum stock level, update quantity on hand, set the expiry date, track consumption, and move storage as described above.
View: The View option allows you to see all the details related to the product. If you click the window and arrow icon in the Supplier section, it will direct you to the supplier’s website, where you can view the product information directly on the supplier’s platform. This is useful for checking additional product details or making inquiries directly through the supplier’s site.
Hide: With the Hide option, you can choose to hide a product from view in your stock list. Hidden products can still be accessed later by using the filter option on the stock page. To view hidden products, click the filter button in the top right corner of the stock page and select Show Hidden Products or Show All Products, which will display both visible and hidden products.
Open: The Open option is useful when dealing with bulk packages. If your stock includes a bulk package of items, you can use this feature to open and distribute the products.
Select ‘Open’ for a bulk package.
Enter the number of items in the package. For example, if your package has 50 individual items, enter 50.
Click Open Package. This will change the product icon from a closed box to an open box, indicating that the bulk package is now open.
Once open, you can distribute the individual items to different storage locations as needed.
Remove Barcode: If you are using the Stock Management app and scanned the barcode on the product, you will see a green symbol next to the product. If you need to remove or replace the barcode, select the Remove Barcode option. If you want to rescan the product or use the barcode scanning feature, this can be done through the Stock Management app. The app allows you to scan products and update their information directly.
