Stock Out

This document details the Stock Out feature under the Supplies management module in your HelloClinic system. This page is used to record all non-pharmaceutical supplies consumed, used, or disposed of due to daily operations.

Feature Overview

"Supplies Stock Out" is an essential part of tracking the flow of clinic supplies and achieving accurate inventory management. Whenever supplies are taken from the warehouse or storage for use, they should be logged here.

Accurately recording stock-outs helps you to:

1. Maintain Inventory Accuracy: Ensure that the quantity of supplies in the system matches the physical quantity.
2. Analyze Consumption: Understand the usage frequency and rate of each supply item, serving as a reference for future procurement.
3. Trigger Reorder Reminders: The system can only send timely reminders when stock levels fall to the reorder point due to stock-outs.

Main Interface Description

The main interface is divided into a "Background List" and a "New Stock Out Record" window that appears when you click "+ Stock Out."

1. Stock Out Records List and Filters

This is where you'll view all historical stock-out records. By default, it's empty, awaiting your new entries.

• Filter and Search:
  • Year and Month Filter: Use the dropdown menus to quickly locate stock-out data for a specific month.
  • Search: You can enter keywords from the supply name or notes to find specific records.
• Stock Out Button:
  • [+ Stock Out]: Located in the top right corner of the page, click this button to log a new record of supply consumption.
• List Fields:
  • Date: The date the supplies were stocked out.
  • Name: The name of the supply item that was used or consumed.
  • Quantity: The quantity stocked out for this entry.
  • Note: A description or remark about the purpose of this stock-out.
  • Actions: Operations that can be performed on this record (e.g., view details).

2. New Stock Out Record Window

After clicking the [+ Stock Out] button, this form will pop up for you to fill in the stock-out details.

Main Operation Workflow: How to Add a New Supplies Stock Out Record

1. On the "Supplies -> Stock Out" page, click the [+ Stock Out] button in the top right corner.

2. The "Stock Out" form window will appear.

3. Please fill in the following fields:

   • Name: Click the dropdown menu and select the item that is being consumed or used from your master supplies list.
   • Date: Select the date the supplies were used. The system defaults to today's date.
   • Quantity: Enter the quantity of supplies consumed for this entry.
   • Note (Recommended): Use this field to explain the reason or purpose of the stock-out, such as "front desk stationery refill," "used in consultation room two," or "damaged item scrapped." This will aid in future management and analysis.

4. After filling in all the information, click the [Create] button in the bottom right corner.

5. Once saved, this stock-out data will appear in the "Stock Out Records List," and simultaneously, the system will immediately deduct the corresponding quantity of that supply from the Inventory page, completing the inventory update.