Use stock adjustments to record stock arriving, correct stock levels and complete stocktakes. Use the stock reports to see current stock levels, what needs reordering and the profit on the stock you sell. To set up stock items, see How to Create Stock Items.
Recording arrivals, adjustments and stocktakes
To record an arrival, adjustment or stocktake, go to Reports > Stock > Stock Adjustments.
Select New Adjustment.
Select the Date and Time for this entry. If your practice manages stock per business, also select the Business.
Choose the Type of adjustment. There are 3 options available:
Adjustment: Use this to change the level of stock without making a sale, for example when products are lost, broken or expired. Enter a negative quantity to reduce stock. This is the only type that allows negative quantities.
Arrival: Use this when new stock has been purchased and arrives at the business, to add the stock received. You can also record the supplier.
Stocktake: A stocktake needs to be completed when initially enabling stock level tracking on an item code, but it is otherwise recommended to perform a stocktake periodically to maintain accurate stock levels.
In the Items section, select Add to choose which items you are performing the adjustment for.
Adding items quickly: After you select Add, the item list opens with the cursor in the search field. The search field always stays at the top and searches all schedules by item code and description. Once you choose an item, the cursor moves to the quantity field.
On each item added, enter the details of the adjustment.
Select Save.
The entry will now appear in the main list for reference.
Editing and deleting a stock adjustment
If you need to correct a mistake, open a saved arrival, adjustment or stocktake and select Edit. You can change the date and time. The type and business can't be changed. To remove an entry, use the delete option at the top of the page. Editing or deleting an entry recalculates your stock levels, and stock levels are allowed to go below 0.
Using templates for routine orders
If you regularly receive the same order, save it as a template. Once you've filled in an arrival, adjustment or stocktake, select Save Template, enter a Name and select Save. A template saves the type, business, supplier, notes and items with their quantities. It doesn't save the date and time. Stocktake templates save the items only. Templates are available to the whole practice.
To reuse a template, start a new entry and select Load Template. In the Templates window, search or filter by Type, Business and Supplier, then choose the template. You can also delete templates from this window.
Stock Levels report
The Stock Levels report shows the current level of stock held at each business. It only includes items that have had a stocktake, because PracSuite needs a starting level to calculate from.
Several filters are available to report on different information related to stock.
There are two main report Types available:
Stock Levels
This report type will show the current level of all stock items in PracSuite.Stock Order
This report type will list all the stock items that are below the 'minimum' level specified, and indicate which items should be ordered to maintain the desired stock availability.
The filters available include:
Supplier: Report only on items sourced from a specific supplier.
Settlement Account / Business: Report only on items offered at particular businesses or under specific settlement accounts.
Item: Report only on specific items or item groups.
Include inactive item codes: Include inactive item codes in the report results.
Include stock notes: Show stock notes in the report results.
Select Generate Report.
Depending on the Type of report generated, the requested information will display in the grid below.
Getting notified when stock is low
PracSuite doesn't currently send an automatic alert or notification when a stock item drops below its minimum level. To check on this, run the Stock Order report type above, which lists every item currently below its set minimum.
If you'd like this delivered to your inbox on a schedule rather than checking manually, you can set the Stock Order report up as a Scheduled Report, for example one emailed to your admin team every Monday morning.
Stock Profits report
The Stock Profits report shows how much profit you make on the stock items you sell. It lists stock items that have been billed or paid and works out profit from each item's unit cost and the amount billed.
Choose a Date Range.
Use Search by to choose which date the range applies to: Invoice Date, Item Date, Payment Date or Allocation Date.
Tick Only include items with a payment if you want to leave out items that haven't been paid. This is ticked automatically when you search by Payment Date or Allocation Date.
Use Transaction with and Item Group / Schedule / Item to limit the report to particular transactions or items.
To work out practitioner commission, tick Commission Rate and enter a percentage. Commission is calculated on profit.
Under Group By, choose how the results are grouped: Schedule, Business, Practitioner or Fee Category.
Select Generate Report.
The report shows each item with its Unit Costs, Net Fee, Profit, Margin and Commission.
Unit costs: The report uses each item's current unit cost, from the default supplier for each business. It doesn't track historical unit costs, so profit on older sales reflects today's unit costs. Margin is left blank for items with no unit cost set.
For the full list of filters and the Excel export columns, see An Overview of PracSuite's Reports, Dashboard & Performance.