Item Management

Overview

Item Management is where you define everything that can be billed: consultation services, procedures, medicines, lab tests, room charges, consumables, and miscellaneous items. Items are linked to accounts in the Accounts Master for proper financial tracking.

Adding an Item

Go to Admin > Item Management.
Click New Item.
Fill in:

Field	Description
Item Name	e.g., "Paracetamol 500mg Tablet", "CBC Test", "General OPD Consultation"
Category	Medicine, Service, Lab Test, Radiology, Procedure, Consumable, Room, Miscellaneous
Unit	Tablet, Vial, Test, Session, Day, Piece
Rate	Selling price per unit
Cost Price	Purchase cost (for pharmacy items)
Tax Type	IGST, CGST+SGST, CST, or Nil
Tax %	5%, 12%, 18%, 28%, or custom
Account	Link to the corresponding income account from Accounts Master
Reorder Level	For inventory items — minimum stock before alert
Is Active	Yes/No

Item Categories

Category	Examples	Tracks Inventory?
Medicine	Tablets, capsules, syrups, injections	Yes
Service	OPD consultation, nursing charge, procedure	No
Lab Test	CBC, LFT, lipid profile, HbA1c	No
Radiology	X-ray, USG, CT, MRI	No
Procedure	Dressing, suturing, catheterization	No
Consumable	Gloves, syringes, bandages, cotton	Yes
Room	General ward, private, ICU (per day)	No
Miscellaneous	Any other charge	No

"Category" means different things in different forms. Here in Item Management, Category is the item type (Medicine, Service, Lab Test, Radiology, Procedure, Consumable, Room, Miscellaneous). In Service Request Masters (test configuration), there is a separate, unrelated Category field that selects the department / service line — Hospital, Laboratory, Radiology, Blood Bank, or Pharmacy. Don't confuse the two: this one describes what kind of item it is; the other describes which department the test belongs to. See Laboratory Workflow.

Inventory Items

For items that track inventory (medicines, consumables):

Stock is updated automatically when items are dispensed from pharmacy.
Stock alerts when below reorder level.
Expiry tracking for medicines.
Purchase orders for restocking. See Pharmacy Workflow.

Bulk Import

For initial setup or adding many items at once:

Prepare a CSV with the required columns.
Contact support for bulk import — this is typically done during implementation.

Linking to Accounts

Every item must be linked to an account in the Accounts Master. This ensures:

Revenue is categorized correctly in financial reports.
Tax is applied based on the item's configuration.
The chart of accounts reflects the actual business structure.

Physical Stock Adjustment

When actual stock count differs from the system (damage, expiry, counting errors, or physical verification), use physical stock adjustment vouchers.

Access

Physical stock adjustment is accessed per-item from Item Management. Open an item and use the stock adjustment panel.

Voucher Types

Type	Purpose
PHYSICAL_POSITIVE	Add stock (found items, correction upward)
PHYSICAL_NEGATIVE	Deduct stock (damaged, expired, lost, correction downward)

Making an Adjustment

Open the item from Item Management.
In the stock adjustment panel, click Add Batch.
For each batch entry, fill in:

Field	Description
Quantity	Number of units to add or deduct
Batch	Select an existing batch or type to create a new one
Mfg Date	Manufacturing date for the batch
Exp Date	Expiry date for the batch

Add more batch rows if needed (click Add Batch again).
Click Submit to save the PHYSICAL_POSITIVE voucher.

Each batch row becomes a line item in the voucher. The adjustment creates an accounting entry: debit/credit to the STORE account linked to the item.

Stock Tracking

Inventory-tracked items (medicines, consumables) update stock count automatically on adjustment.
Batch-level tracking preserves manufacturing and expiry dates per batch.
Stock adjustments are auditable — they appear in the Voucher Audit tool like any other voucher. See Voucher Audit.

FAQ

Q: Can I change an item's price without affecting past bills? A: Yes. Changing the price updates future bills only. Past bills retain the price at the time of billing.

Q: Can I deactivate an item instead of deleting it? A: Yes. Set "Is Active" to No. It won't appear in dropdowns but stays in historical records.

Q: How do I correct a stock counting error? A: Use Physical Stock Adjustment — PHYSICAL_POSITIVE to add missing stock, PHYSICAL_NEGATIVE to deduct excess. Both create auditable vouchers.