Inventory Management

Learn how to effectively manage your healthcare supplies, track quantities, and organize your inventory by location.

Viewing Inventory

Access your inventory from the bottom navigation bar:

• All Items: View complete inventory list
• By Location: Filter by storage location
• By Category: Group by supply type
• Expiring: Show items expiring soon

Adding Items

There are multiple ways to add items to inventory:

Via Barcode Scan

1. Scan the product barcode
2. Review the extracted information
3. Select location and enter quantity
4. Tap "Add to Inventory"

Manual Entry

1. From Inventory screen, tap the + button
2. Enter product name and details
3. Add lot number and expiration date
4. Select location and quantity
5. Tap "Save"

Editing Items

1. Tap on any item in the inventory list
2. View the item detail screen
3. Tap the Edit button (pencil icon)
4. Modify the desired fields
5. Tap "Save Changes"

Recording Usage

Track when supplies are used:

1. Open the item detail screen
2. Tap "Record Usage"
3. Select the usage type:
   • Dispense: Item given to patient/department
   • Adjust: Correction to quantity
   • Waste: Expired or damaged items
4. Enter the quantity used
5. Add optional notes
6. Tap "Confirm"

FEFO Guidance: When dispensing items, the app highlights which lot should be used first based on First-Expired-First-Out (FEFO) principles. Always dispense the earliest expiring lot first.

Restocking

1. Open the item detail screen
2. Tap "Restock"
3. Enter the quantity being added
4. If it's a new lot, enter lot number and expiration
5. Tap "Add Stock"

Managing Locations

Organize inventory by physical locations:

Creating Locations

1. Open the navigation menu
2. Select "Locations"
3. Tap the + button
4. Enter location name (e.g., "Supply Room 101")
5. Add optional description
6. Tap "Create"

Moving Items Between Locations

1. Open the item detail screen
2. Tap "Transfer"
3. Select the destination location
4. Enter quantity to transfer
5. Tap "Confirm Transfer"

Inventory Counts

Perform physical inventory counts to verify accuracy:

Starting a Count

1. Go to Menu › Inventory Count
2. Select a location to count
3. Tap "Start New Count"

Performing the Count

1. Scan each item or enter counts manually
2. The app compares scanned vs. expected quantities
3. Variances are highlighted in red
4. Add notes for any discrepancies

Completing the Count

1. Review the count summary
2. Verify all items have been counted
3. Tap "Complete Count"
4. Choose whether to adjust inventory to match count

Searching and Filtering

Find items quickly:

• Search: Tap the search icon and enter product name, GTIN, or lot number
• Filter by Status: Show only OK, Expiring Soon, or Expired items
• Filter by Location: View items in a specific location
• Sort: Order by name, expiration date, quantity, or date added

Cloud Sync

Keep your inventory synchronized across all your devices:

• Sign In: Use Google Sign-In to enable cloud sync
• Automatic Sync: Changes sync automatically when connected
• Offline Mode: Continue working offline — changes sync when reconnected
• Conflict Resolution: Automatic handling of concurrent edits

Data is stored securely with encryption both in transit and at rest.

Location Fingerprinting

The app can remember where supplies are stored using location fingerprinting:

• GPS coordinates for general location
• WiFi signal patterns for indoor positioning
• Magnetic field data for precise placement

This helps team members find specific items quickly, even in large facilities.

Deleting Items

1. Open the item detail screen
2. Tap the overflow menu (three dots)
3. Select "Delete"
4. Confirm deletion

Warning: Deleting an item removes all associated history. Consider using "Record Usage › Waste" instead to maintain an audit trail.