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Record stock accurately, review replenishment and reconcile deliveries.
CareCart's purchasing decisions depend on the stock records your team maintains. Start with a small, counted item list and consistent units. The public preview contains sample records; importing a clinic's real opening inventory is part of pilot onboarding.
Agree the site and storeroom, the person responsible for counts, and the items in scope. For each item, confirm its name, unit, opening quantity and reorder level. Check whether a quantity means individual items, packs or boxes before recording movements.
Keep patient names, diagnoses and treatment details out of inventory notes. Stock replenishment does not require them.
Open Inventory and choose the stock action that matches what happened.
| Action | When to use it |
|---|---|
| Receive Stock | Goods have physically arrived and the quantity has been checked. |
| Dispense Stock | Supplies leave the storeroom for use elsewhere. |
| Record Consumption | Supplies are used from the stock being tracked. |
| Adjust Stock (increase or decrease) | A physical count or correction explains a difference in the recorded balance. |
| Mark unusable | Stock is present but cannot be used. Record the reason. |
| Reserve stock or Release reservation | Set aside available stock for a purpose, or return it to availability. |
| Confirm expected delivery or Cancel expected delivery | Update an incoming delivery expectation; this does not record physical receipt. |
Select the item, enter the quantity and add the reference or reason requested by the form. Check the saved activity and resulting balance. Record a movement once: dispensing a box and then recording the same box as consumption from the same storeroom would count it twice.
When monitoring is configured and running, it evaluates recorded stock, reservations, usage and expected deliveries against replenishment rules. Open Replenishment to inspect the resulting request and order.
Check the quantity, selected offer, supplier, price and next action. If a stock mistake caused the shortage, correct the underlying record and review the case before authorizing further work. A correction cannot reverse a payment that has already completed.
Compare the shipment with the purchase order. Confirm the item, unit, quantity and condition before saving a receipt. Use the order-linked receipt controls and a distinct delivery reference where available, then inspect the activity history.
A paid order does not mean goods have arrived. An expected delivery does not increase on-hand stock. Record only what has actually been accepted; flag missing, damaged or incorrect goods with the purchasing lead. Supplier return and refund handling must be agreed during onboarding and is not an automated integration today.
If a save times out, refresh and check the activity history before repeating it. A saved receipt reference cannot be used to add the same delivery twice. If the quantity is wrong, document the correction rather than entering an unexplained receipt.
If the screen cannot load records, verify the selected clinic and sign-in status. A service error does not mean the stock balance is zero. Keep the clinic's agreed fallback record until access is restored and reconcile it once.
Use the pilot guide to agree stock-count checks, training and recovery responsibilities before relying on the system for live operations.