Inventory

Everything one person requests in a month forms a single request, shown as one card. Check the month in the card's corner before “Cerere”. “Categorie” (Category) and “Note” are optional.

Pick the material from the list whenever it is there: that way the line gets the unit, category and supplier and can be delivered. A name typed freely stays text — it can be approved, but not delivered until it is linked to a stock material.

Anyone with the “Gestionează stocul” (Manage stock) permission can also request on someone else's behalf, from “Pentru medicul” (For doctor).

Request statuses: “Requested”, “Approved”, “Ordered”, “Delivered”, “Rejected”. “Ordered” appears only through the monthly order, “Delivered” only through delivery to the surgery.

“Gestiune” means “Central warehouse”, a branch warehouse (“Depozit · …”, only if the clinic has several branches) or a doctor's surgery.

At the top, the tiles summarize the chosen store: “Total materials”, “🔴 Critical stock”, “🟡 Below threshold” and, for those who see prices, “Stock value” at cost price.

The “Zile” (Days) column shows how many days the material will last, based on recorded usage. The “order now” badge appears when, given the supplier's delivery time, the order must be placed today.

The “Scan” button finds the material by barcode (with a USB reader or the camera). If it does not exist, it offers to add it with that code.

Filters: “Toate” (All), “🔴 Critical” (under half the threshold or a negative balance — a call to make today), “🟡 Low” (below threshold — for the next order), “🟢 OK”; then “Furnizor” (Supplier; including “⚠ No supplier”), “Group”, “Locație” (Location), “Ordine” (Order) (“Alfabetic” (Alphabetical), “Recent recepționate” (Recently received), “Below threshold first”, “Highest value first”) and “Only below minimum”.

The clock icon on a row opens the material's full history: every movement, with the date, quantity, from where and to where, the reason and who made it.

If the goods come on an order, it is better to start from “The goods have arrived” on the order or from “Recepționează” (Receive) in “Incoming” → “Goods and invoices” → “Comenzi în așteptare” (Pending orders): the lines still to be received fill in by themselves.

Why two steps: a wrong price instantly becomes the cost of every procedure and the stock value. “Approve list” only freezes the list; the second button is what puts the goods into the warehouse. Until then, go back with “← Back to editing”.

A material not yet in the catalog: choose “— new material —” and type the name. For a material bought by the box, choose on each row whether you enter the quantity in boxes or in pieces — see stock in pieces.

When the clinic has several branches, “Warehouse” chooses where the goods go — see a branch warehouse.

“Receipt” requires the “Înregistrează achiziții și facturi” (Record purchases and invoices) permission.

The code is searched in the materials' barcode, “SKU (cod intern)” (SKU, internal code) and “Supplier code”. On each scan:

• a material already on the list gets +1 in the row's unit — one box, if the row is in boxes;
• a new material takes an empty row or is added at the end, with the price from its record;
• an unknown code shows “No material with code … Add it as a new material on a line.” — add it by hand, with “— new material —”.

The reader's Enter does not submit the form, so you can scan safely.

The return removes only the returned quantity, from the warehouse the goods had entered, at the invoice price. The window shows how much came in on the row and how much was already returned, and at the bottom — how much the debt to the supplier goes down.

The debt in “Payable to suppliers”, the payment on the invoice and the average price go down by the returned value. On the invoice, the row shows “↩ returned …”.

You cannot return more than came in on the row, nor more than is on the shelf in that warehouse right now. The button is missing on a row with no catalog material and on one fully returned.

The goods leave the warehouse again. If they were already used, the balance stays negative until the next stocktake — a visible, fixable mistake.

“The goods' trail” on an invoice shows where its materials ended up. Below the receipts, “Average purchase price” compares the weighted average (which procedure costs are based on) with the last price paid — a big gap means the supplier raised prices.

If the service has a technical sheet, the list comes prefilled (“Prefilled from the service's technical sheet.”).

An appointment has a single deduction: “Correct” replaces it rather than deducting twice. To put everything back, click “reverse” → “Reverse the usage”: the materials return to the store they came from.

Deducting requires the “Gestionează stocul” (Manage stock) permission; someone who only sees stock sees what was deducted.

Once you choose the doctor, you see what they requested and had approved, how much is “In warehouse” and how much was already delivered. Tick “Add other materials too” for something not requested.

The materials move from the warehouse into the doctor's stock, and the requests close as “Delivered” in the same step.

When the clinic has several branches, “From warehouse” chooses where the goods leave from — by default the doctor's branch warehouse. Nothing is ever delivered from another doctor's surgery.

“Aprobă (N)” approves all products not yet decided. “Readu în solicitare” (Back to requested) withdraws an approval given by mistake; rejected products can be brought back at any time.

Click the requester's name to expand the list: each row has its own buttons to approve, reject, correct (“Modifică produsul” (Edit product)) or withdraw a single product.

Here too, the “Furnizor” (Supplier) column sets on each row the company to buy from — see the supplier on a request.

The buttons require the “Gestionează stocul” (Manage stock) permission.

The month's approved requests are gathered into one draft order per supplier; identical products requested by several doctors are added up. A material bought by the box is ordered in whole boxes, rounded up.

The requests move to “Ordered” and can no longer be withdrawn by whoever made them. The drafts are in “Supplier orders”.

“Print” puts the month's requests on paper. “Comanda lunii” appears only when there are approved requests and you have the “Înregistrează achiziții și facturi” (Record purchases and invoices) permission.

The monthly order splits requests by supplier exactly by this column. It can be changed while the product is “Requested” or “Approved”. The column is visible only with the “Gestionează stocul” (Manage stock) and “Vede prețurile și furnizorii din stoc” (See stock prices and suppliers) permissions.

The tick list is called “Approved requests — check what goes into the order:”.

Statuses: “Draft”, “Sent”, “Partially received”, “Received”, “Cancelled”. On a partial delivery, the button becomes “More arrived”.

• “Copy” makes a new draft with the same lines and today's prices;
• “Cancel” asks for a reason; the order stays on the list as cancelled;
• a draft can be edited or deleted, a sent order cannot.

Filters: “Toate” (All), “Ciorne” (Drafts), “Trimise” (Sent), “Primite” (Received), “Anulate” (Cancelled) and “Ordine” (Order).

One draft is made per supplier, with the quantity rounded to the pack. Materials without a supplier go into a separate draft — someone has to choose where to buy them. The button appears only when there is critical stock.

Unpaid invoices are grouped by document; the “Vechime” (Age) column changes color after 30 and 60 days. A partial payment leaves the rest on the list. The invoice is paid as a whole, not by line: the amount splits across its lines by itself, according to what is left to pay on each. A return lowers the debt.

Every payment stays here — the date, supplier, document, amount and who paid — even after the invoice disappears from the top. Rows marked “before history” summarize what had been paid on an invoice before this log existed.

Debts and payments are visible only with the “Vede prețurile și furnizorii din stoc” (See stock prices and suppliers) permission.

• “Below minimum” — materials at or below the threshold;
• “Expiring soon” — batches expiring within the next 90 days; “Write off” removes the expired batch, with the reason already filled in;
• “Stock check” — negative balances, batches that do not add up to the balance, incomplete materials: the ledger does not agree with itself;
• “Stoc fără mișcare” — materials not used for over 90 days, most expensive first.

The “Alerts” tab is visible with the “Gestionează stocul” (Manage stock) permission.

The list shows only what the source store has. For a single material, use “Move” on its row in “Materials”.

The goods go back where they came from; a correction stays in the ledger. The button exists only for deliveries, returns and transfers — usage is reversed from the appointment, a write-off is put back from “Write-offs”.

The table has materials in rows and stores in columns, including branch warehouses, when there are any.

Each branch has its own warehouse, a store like any other: its own balance, movements, batches and stocktake. The list appears only when the clinic has several branches; a clinic with just one sees only “Central warehouse”. A closed branch's warehouse stays on the list while it still holds goods.

Delivery to the surgery leaves by default from the doctor's branch warehouse. Automatic usage when a procedure is completed takes first from the doctor's surgery, then from the visit branch's warehouse, then from the central warehouse.

The cycle number is the one on the device's printout. Unread cycles stay at the top. If a test fails, the screen warns you: the kits from that cycle must be re-sterilized, and the patients they were used on — found. “Print the register” prints the register for the health inspection.

Below, “Aparate” (Devices) holds the autoclaves with serial number, validation and “Next service”, and “Instrument kits” holds the kits by the code on the pouch. They are not deleted — they are retired, so the history stays complete.

The “Sterilization” tab is visible with the “Înregistrează cicluri și truse” (Record cycles and kits) permission.

That way, when asked “what did you use on this patient”, the answer is on the screen.

The same from a material's row: “Move” → “Write off”. Reasons: “Expirat” (Expired), “Deteriorat” (Damaged), “Contaminat / nesteril” (Contaminated / non-sterile), “Spart la manipulare” (Broken during handling), “Consumat” (Used up), “Pierdut” (Lost), “Alt motiv” (Other reason).

A write-off is anything that leaves stock without reaching a patient. The list is in “Control” → “Stocktake and write-offs” → “Write-offs”. A wrong write-off is reversed with “Repune” (Restore) → “Put back into stock”: the write-off stays in the ledger, next to a correction that cancels it.

The balance is not overwritten: a correction movement is added for the difference, with its reason. A material's quantity changes only through movements, so every figure has a row behind it.

When the session opens, the book quantities are frozen. The counting sheet does not show the book quantity, so whoever counts does not copy it. When scanning, the cursor jumps to the material's row. “By location” goes shelf by shelf; “Only differences” helps with checking.

The closing window shows how many lines are counted and the surpluses and shortages. Uncounted lines are left untouched. “Proces-verbal” (Report) prints the document to sign.

To stop without changing anything: “Discard” → “Give up the count”. Stock is not touched, and what you counted stays on the sheet.

• the “Consum (cost)” (Usage, cost), “Intrări (cost)” (Incoming, cost), “Mișcări consum” (Usage movements) and “Valoare stoc acum” (Stock value now) tiles — an empty tile says why it is empty;
• “Value balance” — the value at the start, incoming, outgoing and the value now;
• “Top consumed materials (by cost)”, with A/B/C classification — A materials carry most of the cost;
• “Trend consum lunar” (Monthly usage trend).

“Unit of measure” suggests the units already used in the clinic, so you do not end up with “buc”, “bc” and “buc.” on three materials. Other fields: “Nivel maxim (comandă)” (Maximum level, order), “Weekly consumption”, “Location/Shelf”, “Expiry date”, “SKU (cod intern)” (SKU, internal code), “Supplier code”.

A supplier that does not exist yet is created on the spot, from the list: “Adaugă furnizor nou…” (Add new supplier…). For implants, tick “Is an implant” and fill in the manufacturer, system, diameter and length. Under “Furnizori și prețuri” (Suppliers and prices) you can list the same product with several suppliers; the cheapest gets the “cel mai ieftin” (cheapest) tag.

From then on:

• stock shows in pieces and, underneath, in boxes (e.g. “3 Cutie + 40 buc”);
• at receipt, on each row choose whether you enter the quantity in boxes or in pieces; the price is entered per the chosen unit and converts by itself;
• “Order the critical ones” and the monthly order order whole boxes, rounded up, at the box price.

An older material still kept in boxes (with “Packaging unit” filled in) has a “Switch stock to pieces” button in its form. The window shows “Now” and “After”: all its quantities — balance, history, batches, requests, technical sheets — are multiplied by the number of pieces in a box, and the unit price is divided, so values stay the same.

Below the minimum threshold, the material becomes “Below threshold” and shows up in the bell. The maximum level is how far a suggested order tops up; if empty, it orders up to twice the minimum.

To avoid setting them all by hand: the “⋯” menu → “Thresholds from consumption”. The app proposes a threshold for each material without one, from actual usage over the delivery time plus the reserve in “Setări stoc” (Stock settings). Thresholds set by hand are left untouched.

The recognized columns are Denumire, U.M., Stoc minim, Preț, Categorie and Stoc.

Also in “⋯”: “Supplier in bulk” links several materials to the same company at once, and “Thresholds from consumption” is described under threshold.

When the same name appears several times, “N duplicate” (N duplicates) appears next to the buttons (with the delete permission): from it you merge the entries — stock, movements and batches move to the material you keep.

The button exists only with the “Șterge articole / stoc” (Delete items / stock) permission. Deletion is refused if the material already has movements: a shelf that held something is a record. If there is still stock, move or write it off first.

The sheet prefills the list on the appointment; what is deducted is what the doctor confirms. The sheet belongs to the service, not its name, so it is not lost if the service is renamed.

• “Manual” — technical sheets are not applied automatically;
• “Automat cu confirmare” — when the procedure is marked “Completed”, a box with the sheet's materials appears; adjust and confirm;
• “Automat silențios” — the sheet's materials are deducted directly. Fast, but less accurate.

The deduction is written to the history with the patient and the service, and can be undone.

“Delivery days” is used to work out when to order so the material does not run out. Each supplier shows how many materials use it, purchases, the value of stock from it and how many of its materials are below minimum. For a supplier you no longer work with, untick “Active”: it stays in the history but no longer appears in new orders and receipts.

Parameters: “Reserve at threshold”, “Default delivery lead time”, “Reorder lead time”, “Consumption window”, “Expiry warning”. They drive the days remaining, the proposed threshold, the “order now” signal and the expiry warning. “The default values” goes back to the original ones.

On the same tab, “The material groups” sets the groups used to search and to group costs.

The screen has six tabs — “Stock”, “Supply”, “Incoming”, “Movements”, “Control”, “Configuration” — and each person sees only the tabs they can work in. A doctor with permission to see stock finds the shelf and their own requests.