# Know what you have. Plan what comes next. Bring stock levels, ordering, deliveries and stocktakes into the system your clinic already uses. See what is on hand at each location, understand what is incoming and follow the record behind a change. Feature availability depends on your plan, enabled features and access permissions. Canonical HTML: [https://dappleos.com.au/features/stock-control-ordering](https://dappleos.com.au/features/stock-control-ordering) Feature group: [Compliance, medicines & stock](https://dappleos.com.au/features/compliance-medicines) ## At a glance - **Know what is on hand.** Review products and quantities across your locations, with stock-level filters. - **Order with context.** Bring usage, incoming stock and supplier lead time into the next order. - **Keep approval deliberate.** Give the right people a second look at orders for their location. - **Match the physical stock.** Record partial deliveries, transfers and stocktakes as the work happens. - **Follow the movement.** Look beyond the balance to the transaction, barcode and source record. ## From the supplier to your shelf. A delivery, a move between clinics, a count at the end of the day. Keep each part of the stock workflow connected, with quantities your team can understand and investigate. ## The right stock. In the right place. Search the products your clinic tracks, narrow the view by supplier or location and check what is in stock. A separate negative-stock filter helps you find balances that need investigation. - **Products and suppliers:** Find the item without losing the supplier context. - **Location quantities:** See where stock is held, with your selected location in focus. Where cupboards are enabled, track stock in named storage areas within that location. - **Useful filters:** Move between all items, in-stock items and negative balances. ## Put the next order in context. Start with suggested quantities based on usage, target stock cover and supplier lead time. Current and pending stock are included, while DappleAI provides a summary to support your review. - **Look back at real usage.:** Choose a 1, 3, 6 or 12-month lookback. Average monthly usage gives your team a clear basis for reviewing the next order. - **Review before adding.:** See current stock, pending quantities and estimated cover together. Add the suggested item to the cart when it makes sense for your clinic. ## A second look, where it matters. When order approval is required, the order stays awaiting approval until an authorised person reviews it. Location approvers and permissions determine who can take that action. - **Location-aware approval:** The approval action follows the order’s location and configured approvers. - **A clear decision:** Approve the order, or reject it with a reason. A pending or rejected order cannot be received. - **Separate from delivery:** An approved order is placed. Stock is added when the team records what arrived. ## The record should match the delivery. A supplier does not always send everything at once. Record what you receive now, keep what is outstanding visible and return to the same order for the next delivery. - **Eight received. Four still to come.:** A partial receipt updates the order and records only the received quantity in stock. - **Keep the item’s detail with it.:** For uniquely barcoded products, capture batch, lot and expiry as you receive them. Product units and boxes retain their configured meaning. ## Keep a move between clinics visible. Retain the origin, destination and transfer status with the stock. Delivered quantities stay separate from the quantity being transferred, so a partial delivery remains clear. ## Count what is there. Explain the difference. Compare the expected quantity with the physical count and record a reason when they differ. Completing the stocktake creates the adjustment; entering a count alone does not change the ledger. - **Record the observation.:** Count the product in front of you, then add context for a difference. - **Complete the reconciliation.:** The completed stocktake records the adjustment. Items left uncounted are skipped, rather than treated as zero. ## A quantity is more useful with a history. Review the receipts, transfers, stocktakes and other recorded activity behind a balance. The ledger keeps the product, location, movement type and quantity together, with source links where available. Authorised users can correct batch, lot or expiry details for uniquely barcoded stock while retaining who made the change. Correcting those details does not change the stock quantity. - **Connected to treatment use:** At locations configured to adjust stock from clinical notes, saved product usage creates a movement. Scanning identifies the item; it does not itself consume stock. - **Medication tracking has its own view:** The Digital Drug Book focuses on Schedule 4 medication movements and daily balances, using the connected stock records. [Explore stock use in clinical notes](https://dappleos.com.au/features/clinical-notes-markings#notes-stock) [Explore the digital drug book](https://dappleos.com.au/features/digital-drug-book) ## See what needs your attention next. Use the Stock report to review stock on hand, value, expiry, aged items and negative balances. Use Stock Movements to investigate activity by product, location and movement type. - **Check the definition.:** The Stock report’s expiring-soon measure covers the current month. Aged stock uses its 90-day threshold; slow-moving stock uses 60 days. - **Go back to the record.:** Review the detail before deciding what to order, check or reconcile. Operational stock value is separate from revenue or profit. [Explore reporting and analytics](https://dappleos.com.au/features/intelligent-reporting) ## Bring your stock workflow into the conversation. Book a demo with a DappleOS team member. We’ll walk through ordering, partial deliveries and stocktakes around the way your clinic operates. ## The right action, by the right person. Keep access, review and adjustment boundaries clear. Your team decides what to order, confirms what arrived and explains changes to the physical count. - **Access for the work people do:** Stock viewing, ordering, transfers, stocktakes and adjustments have their own permissions. - **Deliberate order approval:** Approval combines the user’s permission with the location’s configured approvers. Pending and rejected orders cannot be received. - **Cost visibility is controlled:** Cost information has a separate permission, so it does not need to be visible to every stock user. - **Changes retain their context:** Recorded receipts, transfers and completed stocktakes leave movement history. Adjustment reasons help your team understand a difference. ## FAQs ### Can we see stock by location? Yes. The Products view combines product search, supplier and location filters with quantities for each location. You can focus on all items, in-stock items or negative-stock items within the locations available to you. ### Can we track stock in different cupboards? Where cupboards are enabled for your clinic and location, named storage areas sit within that location’s stock records. Your team can follow stock between the main store and those cupboards, and scope supported stocktakes to a storage area. A cupboard is part of a clinic location, rather than a separate clinic. ### How are reorder suggestions calculated? Suggested quantities use average monthly usage, target stock cover and supplier lead time, less current and pending stock. You can choose a 1, 3, 6 or 12-month lookback. DappleAI supplies a summary for review; the quantities are calculated from the stock and usage records. Adding a suggestion to the cart does not place the order. ### Can orders require approval? Yes. Approval depends on the clinic’s ordering configuration, the user’s permission and any approvers configured for the order’s location. An authorised person can approve or reject an awaiting-approval order. Pending and rejected orders cannot be received. ### What if only part of an order arrives? Record the quantity received in that delivery. The order retains received and remaining quantities, and stock increases by the amount received. Uniquely barcoded products can capture batch, lot and expiry details; boxes and individual units follow the product’s configuration. ### Can we transfer stock between locations? Yes. Stock transfers retain the source, destination, transferred quantity, delivered quantity and status. Partial delivery stays visible. Access and available destinations depend on the user’s permissions and the clinic’s location configuration. ### What happens when a stocktake does not match? Record the physical count and a reason for the difference from the expected quantity. Completing the stocktake creates the stock adjustment. Entering a count is a separate step, and items left uncounted are not treated as zero. ### How does stock management connect to clinical notes and the Drug Book? At locations configured to adjust stock from clinical notes, saving recorded product use creates a stock movement. A barcode scan identifies the item and does not itself deduct stock. The Digital Drug Book provides a dedicated Schedule 4 transaction view and daily balances using the connected stock records. ### Can managers investigate expiry and slow-moving stock? The Stock report includes stock on hand, value, expiry, aged items, slow-moving items and negative balances, with detail to investigate. Its expiring-soon measure uses the current month, aged stock uses a 90-day threshold and slow-moving stock uses 60 days. Stock Movements provides a separate view of ledger activity. ## Related features - [Digital drug book](https://dappleos.com.au/features/digital-drug-book) - [Clinical notes and markings](https://dappleos.com.au/features/clinical-notes-markings) - [Reporting and analytics](https://dappleos.com.au/features/intelligent-reporting) ## Next step [Book a demo](https://dappleos.com.au/sales-call)