Adding Inventory Items

Use this guide to create inventory items that you physically track in stock—either General inventory (supplies) or Medication inventory.

Inventory Table

Go to Billing → Charge Items and make sure the Inventory items tab is selected.

At the top-right, click + Item and choose one of:

  • Medication inventory
  • General inventory

A right-side panel will open with fields specific to the selection.

Adding a Medication Inventory item

Fill in the item details:

  • Medication: Type the medication name or Medi-Span code. If unit and strength are available, they will automatically populate.
  • Item name: This field is prefilled with the selected medication, but you can update it if needed. 
  • Category: Assign it to an existing medication category.
  • Low stock threshold: Optionally set a minimum alert.
  • Batch information: Add lot number, expiration date, package NDC, manufacturer, and supplier.
  • Inventory details: Enter the package count, and units per package.
  • Markup: Use the category’s markup, apply a percentage, fixed amount, or none.
  • Sales tax profile: Inherit from category, apply a custom profile, or select none.
  • Pricing Enter the wholesale cost. The system will calculate both the base price and the retail price from this value.

Click Save or Save and add more.

Adding a General Inventory item

Fill in the item details:

  • Code: Enter a SKU code, or click the button to auto-generate one.
  • Item name: The name will be associated with all items with the same code.
  • Category: Assign it to an existing general category.
  • Low stock threshold: Optionally set a minimum alert.
  • Batch information: Add lot number, expiration date, manufacturer, and supplier.
  • Inventory details: Enter the package count, and units per package.
  • Markup: Use the category’s markup, apply a percentage, fixed amount, or none.
  • Sales tax profile: Inherit from category, apply a custom profile, or select none.
  • Pricing: Enter the wholesale cost. The system will calculate both the base price and the retail price from this value.

Click Save or Save and add more.



How items appear in the table

After saving, your new inventory items will appear under the Inventory items tab.

Each entry displays key details in columns such as Code, Lot Number, Expiration Date, Base Price per Unit, Markup, and Tax Profile.



You can use the table filters — Type, Category, Status, Stock, Code, and Expiration date — to quickly search and organize your items.


Lot number behavior (applies when you add or restock)

  • Different lot numbers within the same item: a new child row is created under the parent item.
  • Same lot number within the same item: the new quantity is added to the existing child row. This keeps identical lots consolidated while maintaining batch-level traceability.

Tips

  • Set a Low stock threshold to receive timely alerts when it’s time to restock.

  • Always enter a Lot number and Expiration date for medications to ensure safe dispensing and accurate audit tracking.

  • When an item is within 90 days of its expiration date, a yellow alert appears next to the date in the table. Once the item has expired, the alert turns red.

Use Save and add more to quickly enter multiple inventory items one after another.