Inventory And Financials

Who this is for

Center administrators and operations staff on plans that include inventory, dialysis costing, and financial summary features.

What you can do here

Manage inventory categories and item masters
Record purchase receipts and stock adjustments
Review current stock, alerts, and recent ledger activity
Create and receive inter-center inventory transfers when enabled
Maintain cost components and overhead profiles
Record manual session cost entries
Record revenue, collections, expenses, refunds, and write-offs
Track personal treatment expenses

Inventory field reference

Field	What it does	How it is used
Name	Names a group of related stock items.	Appears in item setup, stock summaries, and transfer snapshots. Examples: Dialyzers, Consumables, Medicines.
Description	Optional note about what belongs in the category.	Helps admins keep item classification consistent.

Item Master

Field	What it does	How it is used
Category	Links the item to an inventory category.	Used for grouping in stock reports and inter-center transfer records.
Item name	The name staff select when receiving, issuing, or consuming stock.	Appears in current stock, ledger, batch selectors, and session consumption.
SKU	Optional unique internal or supplier code.	Helps match the same item across centers, especially during transfers.
Subcategory	Optional secondary grouping under the category.	Useful for broad categories, such as high-flux versus low-flux dialyzers.
Base unit	The smallest unit RenalFlow uses for on-hand balances.	Current stock, reorder levels, consumption, and transfers are measured in this unit.
Purchase unit	The unit suppliers invoice or deliver.	Purchase receipt quantity is entered in this unit.
Units per purchase	Converts one purchase unit into base units.	Example: 1 box x 24 pieces adds 24 pieces to stock.
Reorder level	Minimum desired stock in base units.	Low-stock alerts appear when on-hand quantity is at or below this number.
Reorder qty	Suggested restock amount in base units.	Gives admins a practical order quantity when an alert appears.
Track expiry	Marks the item as expiry-sensitive.	Use for medicines and supplies where near-expiry alerts matter.
Track batches	Marks the item as lot/batch-sensitive.	Use when traceability, recalls, or transfer audit history matter.
Notes	Optional handling or setup guidance.	Good for storage instructions, preferred suppliers, or clinical-use reminders.

Purchase Receipt

Field	What it does	How it is used
Receipt #	Internal receiving number.	Keeps the purchase receipt traceable for audit and lookup.
Receipt date	Date stock entered the center.	Used in purchase totals and monthly financial summaries.
Supplier	Vendor or distributor name.	Copied to the created inventory batch.
Invoice #	Supplier invoice or delivery note number.	Helps reconcile purchases with finance records.
Item	Item master receiving stock.	Determines base unit conversion and stock summary impact.
Batch #	Supplier lot or batch number.	Appears in batch selectors, ledger, transfer snapshots, and expiry alerts.
Expiry date	Expiration date for the batch.	Drives nearest-expiry display and near-expiry alerts.
Qty	Number of purchase units received.	Multiplied by units per purchase to create base-unit stock.
Purchase unit	Unit used on this receipt line.	Usually matches the item master purchase unit, such as box or carton.
Unit cost	Cost per purchase unit.	Used to calculate line total, batch value, and weighted unit cost.
Notes	Optional receiving notes.	Useful for partial deliveries, cold-chain checks, or invoice exceptions.

Stock Adjustment / Manual Issue

Field	What it does	How it is used
Adjustment type	Controls whether stock increases or decreases.	Increase and opening balance add stock; decrease, manual issue, and write-off remove stock.
Reason	Short audit reason.	Required so the ledger explains why stock changed.
Item	Item being adjusted.	Determines which stock summary changes.
Batch	Existing batch affected, or auto-create for an opening balance.	Keeps lot-level stock and expiry traceable.
Quantity	Positive base-unit quantity.	RenalFlow stores the sign based on adjustment type.
Unit cost	Estimated base-unit cost.	Used for ledger value and for new adjustment-created batches.
Line notes	Optional adjustment details.	Useful for recount notes, damage details, or approval context.

Inter-center Transfer

Field	What it does	How it is used
Target center	Receiving center ID in the same organization.	Routes the transfer to the correct workspace.
Source batch	Batch being transferred out.	Preserves batch number, expiry, item, and cost snapshots.
Source item	Item master connected to the selected batch.	Used to match or create the receiving center item.
Requested quantity	Base-unit quantity requested.	Removed from the source batch and added to the target center when received.
Transfer note	Optional transfer reason or logistics note.	Visible on the transfer record for both centers.

Financials field reference

Cost Component

Field	What it does	How it is used
Name	Reusable session cost label.	Staff select it when adding manual session cost entries.
Type	Cost grouping.	Separates consumables, medicines, overhead, services, and other costs in summaries.
Default amount	Suggested amount for this component.	Copied into manual session cost entry and can be changed per session.
Notes	Optional usage explanation.	Helps admins define exactly what the component includes.

Overhead Profile

Field	What it does	How it is used
Title	Name for a per-session overhead model.	Appears in the overhead profile list.
Effective from	First date the profile should apply.	Sessions on or after this date use the active profile.
Staffing	Estimated staff cost per session.	Added to overhead cost in session cost summaries.
Utilities	Estimated electricity, water, and utility cost per session.	Added to overhead cost and total session cost.
Maintenance	Estimated equipment and repair allocation per session.	Added to overhead cost and total session cost.
Rent	Facility allocation per session.	Added to overhead cost and total session cost.
Other	Any other per-session overhead.	Added to overhead cost and total session cost.
Notes	Optional calculation assumptions.	Use for sessions-per-month assumptions or included expense categories.

Financial Entry

Field	What it does	How it is used
Date	Accounting date for the transaction.	Determines the month where the entry appears.
Type	Financial behavior of the entry.	Revenue affects margin, collections affect cash flow, and expenses/refunds/write-offs reduce totals.
Category	Finance bucket.	Examples: Self-pay dialysis, insurance receivable, utilities, refund, bad debt.
Description	Optional readable detail.	Helps review recent transactions without opening source documents.
Amount	Positive amount for the entry.	The type determines whether it adds to or subtracts from summary values.
Reference #	Receipt, deposit, invoice, claim, or internal reference.	Used for reconciliation.
Notes	Optional reconciliation or approval context.	Keeps finance review context attached to the entry.

Manual Session Cost Entry

Field	What it does	How it is used
Session	Treatment session receiving the cost.	Links the amount to a patient session and session cost summary.
Component	Cost component being applied.	Copies the component name and type into the session cost record.
Amount	Actual session cost amount.	Included in direct cost and total cost for the session.
Notes	Optional reason for the manual cost.	Useful when the cost is unusual or not captured from inventory.

Summary fields

Area	Field	Meaning
Current Stock	On hand	Total base-unit quantity across active batches.
Current Stock	Weighted cost	Average unit cost based on remaining batch quantities and unit costs.
Current Stock	Nearest expiry	Earliest expiry date among batches with stock remaining.
Recent Ledger	Movement kind	Why stock moved, such as purchase, manual issue, adjustment, or transfer.
Recent Ledger	Quantity / total cost	Signed stock movement and its calculated value.
Monthly Summary	Sessions	Completed and early-terminated sessions in that month.
Monthly Summary	Total cost	Direct session cost plus overhead.
Monthly Summary	Revenue	Revenue entries recorded for the month.
Monthly Summary	Cash flow	Collections plus other income minus purchases, expenses, and refunds.

Step-by-step guide

Open Inventory if your plan supports stock control.
Add categories and item masters first.
Record purchase receipts to add stock and batches.
Use stock adjustments for opening balances, decreases, write-offs, and manual issues.
Review low-stock and near-expiry alerts at the top of the page.
If transfers are enabled, create an inter-center transfer and receive it from the target center.
Open Financials if your plan supports dialysis costing.
Add center cost components and overhead profiles.
Record manual cost entries against specific dialysis sessions when needed.
Record financial entries such as revenue, collections, expenses, refunds, or other income.
Open My Expenses to log personal treatment expenses and review monthly spend.

Demo values in new workspaces

New Growth and Pro workspaces include a small fictional example set for inventory and financials. These records are labeled with Demo and are meant to teach field behavior:

Demo categories for consumables and medicines
Demo dialyzer and heparin items with base-unit and purchase-unit conversion
Demo purchase receipt and batches showing quantity, expiry, and weighted-cost behavior
Demo cost components, overhead profile, and financial entries showing margin and cash-flow effects

Delete or replace demo values before using RenalFlow for live operations.

Important notes

Inventory and center financial summaries are disabled on individual plans.
Session consumption inside the Sessions page pulls from inventory batches and can affect cost summaries.
Inter-center inventory transfers appear only when transfer features are enabled.
Use the transfer details requested on screen to send stock to the correct center.
Personal treatment expenses remain available for individual users even without inventory or financial modules.

Common issues

If the Inventory page shows an access message instead of stock forms, the current plan does not include inventory.
If a transfer cannot be received, make sure you are signed into the target center and that the source batch still has enough quantity.
If manual session cost entry fails, confirm that the chosen session and cost component both exist in the current center.