Inventory & Stock
Track every medication, product, and supply in your practice — from receiving stock to dispensing and reordering.
Adding Products & Medications
Navigate to Inventory → + New Product. Fill in the following fields:
- Name — the product name as it will appear on invoices.
- SKU / barcode — optional internal code or scan a barcode from packaging.
- Category — Medication, Consumable, Food, Service, or a custom category you create.
- Unit — tablet, ml, vial, kg, each, etc.
- Selling price (excl. VAT) — the price charged to clients.
- Cost price — used for gross margin reports and purchase order matching.
- Dispensing instructions — prescription label default text for medications.
- Controlled substance — toggle on for Schedule 5/6/7 drugs to flag dispensing in the audit log.
Categories & Units
Create custom categories under Settings → Inventory → Categories. Categories help you filter reports and set category-level markup rules. Units are free-text — use consistent naming (e.g. always ml not mL) to keep reports accurate.
Stock Levels & Reorder Points
For each product you can set:
- Current stock on hand — enter the initial count on first setup. After that, VetLoop tracks it automatically as invoices are processed and stock is received.
- Reorder point — when stock drops to this level, VetLoop triggers a low-stock alert.
- Reorder quantity — the suggested amount to order when reordering. Used to pre-fill purchase orders.
- Minimum stock — a harder floor; VetLoop warns before saving an invoice that would go below this level.
Manual Stock Adjustments
To correct stock after a count or to write off expired/damaged items:
- Open Inventory → [Product] → Adjust StockOr go to Inventory → Stock Adjustments → + New Adjustment to adjust multiple products at once.
- Enter adjustment quantityUse a positive number to add stock (e.g. received delivery), negative to subtract (e.g. wastage, expired). Add a reason note.
- Choose a reason codeCount correction, wastage, expiry, theft, or other. Reason codes appear in the audit log and adjustment reports.
- SaveThe stock level updates immediately across all devices in real time.
Stock adjustments are recorded in the audit log and cannot be deleted — only corrected with a subsequent adjustment.
Purchase Orders
Navigate to Inventory → Purchase Orders → + New PO. VetLoop can auto-populate a purchase order with all products currently below their reorder point — tap Fill from Low Stock.
When a delivery arrives, open the PO and tap Receive Delivery. Enter the quantities actually received (may differ from ordered). VetLoop updates stock levels and records the batch and expiry dates if supplied.
Usage History
Every stock movement — invoice sale, adjustment, purchase order receipt — appears in the product's Usage History tab. You can see exactly when, by whom, and on which invoice each unit was consumed. This is particularly important for controlled substances.
Low Stock Alerts
When a product's on-hand quantity hits its reorder point, a badge appears on the Inventory menu icon and a notification is sent to staff with the Inventory Manager role. Alerts can also be emailed to a nominated address — configure this under Settings → Notifications → Inventory Alerts.