When to add new stock

Add new stock whenever a shipment arrives at your agency — a delivery from a supplier, a donation, or items returned from a mutual-aid loan. Adding stock creates a record that the units now exist and tells the system where they are.

How to add new stock to a location

  1. Click Locations in the menu.
  2. Click the name of the location where the stock will live (for example, Station 2 Supply Room).
  3. At the top of the location page, click Add items.
  4. Pick the Product you are adding.
  5. Set Stock source to New stock (shipment).
  6. In the Line items repeater, fill in the Qty, the Lot number (if the product has one), and the Expiry date (if it has one). Use Add line to enter more than one lot in the same shipment.
  7. Click Create.

The system updates the location's on-hand quantity immediately and writes the change to the transaction history.

Worked example

A shipment of 10 cases of bottled water arrives at Station 2 for rehab supplies:

  1. Click Locations, then open Station 2 — Supply Room.
  2. Click Add items.
  3. Product: Bottled Water, Case
  4. Stock source: New stock (shipment)
  5. Qty: 10
  6. Lot number: leave blank
  7. Expiry: 2027-03-15
  8. Click Create.

The Station 2 Supply Room now shows 10 more cases, and the addition is recorded in the location history.

Tips

  • Add items as soon as the shipment arrives. Delaying creates a gap between what is physically on the shelf and what the system shows.
  • If a shipment contains multiple lot numbers, use Add line to enter each one separately so the system can track them independently.
  • Products with lots and expiration dates keep their on-hand counts separated by lot, so you can always tell which lot is oldest.