Track your supplies

Inventory in the sidebar. It answers one question — are we about to run out of anything? — and it deliberately doesn’t try to answer any others.

Inventory comes with Basic and Pro, and with your 14-day trial. On Starter the screens are still there and your stock list is still on them, but you can’t update the counts.

The one thing to understand first

Nothing is deducted as you work. You don’t tap a screen when you open a box of gloves, and finishing a procedure doesn’t take anything off a shelf. The numbers change when somebody counts, and when a delivery is booked in.

That is a deliberate choice, not a missing feature. Systems that ask for a tap during treatment get half-used for three weeks and then abandoned, and a stock number that is sometimes updated is worse than one everybody knows is a fortnight old.

Set up the list once

Settings → Inventory. Four tabs:

• Items — everything your clinic stocks. Defined once for the whole clinic, not per branch. There’s a starter list of common supplies already there, so this is mostly ticking rather than typing. Each item has a unit (“box”, “carpule”, “pack”), a category, optionally a supplier, and a flag for whether it expires.
• Categories — how the count sheet is grouped. Walking the stockroom is much faster when the sheet is in the order the shelves are.
• Suppliers — who you buy from. This is its own permission, so a clinic can keep its suppliers and prices away from junior staff.
• Branches — each branch’s count day.

One unit per item, and no conversions. If you buy gloves by the case and use them by the box, pick the one you’d actually count on a shelf and stick to it.

Tell each branch what it carries

Inventory → Edit stock list. A branch only sees, counts and orders the items it has ticked. Your Makati branch doesn’t need the implant kit that only Cebu stocks.

For each item you tick, set that branch’s minimum — the level at which you want to be warned. It’s the same idea as a par level; the screen says “minimum” because that’s what people say out loud. Each branch sets its own.

Don’t agonise over the number. Set something plausible now and correct it after a month, when the Usage view can tell you how fast that branch actually gets through it.

Unticking an item doesn’t destroy anything — its counts are kept, and re-ticking it brings them back.

Count when it suits you

Inventory → Start count. The count sheet is grouped by category and built for a phone held in one hand in a stockroom. Search for an item, or work down the list; it keeps track of what you’ve still to count and what you’ve done.

Count in whatever order you like and stop whenever you like — a count isn’t a session you have to finish in one go.

Pick a count day

Settings → Inventory → Branches. Choose weekly (Every Tuesday) or monthly (The 15th of each month) per branch.

Then the app gets out of the way:

• Counted on time — nothing appears anywhere.
• Due, or a few days late — one quiet line.
• About a week late — a card among the day’s other cards.
• No count day set — the app never nags at all. It has nothing to be late against, so it offers to set one instead of complaining.

That escalation is the whole point. A warning that fires when everything is fine becomes wallpaper in a fortnight, and then it means nothing on the day it matters.

Order what’s short

Inventory → Order list. Everything at or below its minimum, grouped by supplier, ready to send however you already send it — Viber, email, a phone call. MyDMD doesn’t send it for you.

Two stamps keep it honest:

• Ordered — someone has placed it. This silences the low warning, which is why it’s its own permission: it’s a statement that something has happened in the real world.
• Received — what actually arrived, which adds to the count. A part delivery is fine. Book in what turned up; the rest stays on order. For an item that expires, this is where the new expiry date is captured.

What it won’t do

Named plainly, so you don’t go looking:

• No money. No unit costs, no stock valuation, no cost per procedure. What you spend on supplies is already in Finance, under expenses.
• No batch or lot numbers, so no recall search. That needs per-use recording, which is the thing above that gets abandoned.
• No purchase-order documents, and no controlled-substance register.

Who can see it

Inventory has its own permissions, and suppliers are separate from the rest. A member who can count stock and read the order list doesn’t automatically learn where you buy from or what you pay — the order list simply shows one flat list instead of supplier groups.

Setting a branch’s count day needs permission to manage inventory at that branch, so you can let someone run stock without handing them the rest of your branch settings.

Next: billing and plans.