Inventory and purchasing
Why use this guide
Section titled “Why use this guide”Inventory distinguishes a product definition from the physical batches on hand. Use this guide to set up an item, receive real stock, track its use and replenish it without confusing a purchase order with a delivery.
Find your task
Section titled “Find your task”| I need to… | Go to |
|---|---|
| Understand inventory work needing attention | Inventory overview |
| Search or manage the full product registry | Products catalogue |
| Review one product’s batches, locations, use, receipts and cost | Product detail |
| Find or manage a specific batch, lot, expiry or quarantine | Stock batches |
| Explain why a balance changed or trace a stock action | Stock movements |
| Count physical stock and reconcile differences | Stock takes |
| Send a batch to another farm in this organisation | Farm-to-farm stock transfers |
| Add or edit a product, including clinical or feed-specific fields | Product setup and edit |
| Check medicine or vaccine stock | Animal Health stock |
| Check feed stock and nutrition badges | Feed Stock |
| Check operational consumables | Farm Supplies |
| Receive one supplier docket | Deliveries and receipt fields |
| Prepare quantities to buy | Purchase list |
| Track orders and receive outstanding lines | Purchase orders |
| Set up a sire and straw batch | Semen Stock |
| Adopt catalog products before receiving them | Catalog adoption and opening stock |
Inventory distinguishes a catalog product from a stock batch. Add the product once, then receive each delivery as a batch with its own quantity and, where relevant, lot and expiry. This makes medicine and feed use traceable.
Overview highlights stock requiring attention. Products is the catalog; Animal Health, Feed Stock and Farm Supplies narrow it by category. Stock batches, Stock movements, Deliveries and Stock takes provide the physical and accounting trail. Purchase list and Purchase orders support replenishment. Semen Stock is reached through Inventory navigation but uses its own breeding stock model and forms.
Find or add a product
Section titled “Find or add a product”Open Farm → Inventory. Use Products, Animal Health, Feed Stock or Farm Supplies to reach the relevant catalog. Search before creating a product so the same item is not represented twice. Add product starts with a shared-library search; choose Farm-only product only when the item is absent. The product setup guide explains every field, including category-dependent clinical and Feed controls, and how to edit or archive an item. Open Product detail after saving to review its category, unit, purchasing defaults, nutrition or withdrawal evidence, batches, locations, usage, receipts and cost. The opening-stock guide explains the distinction between catalog and physical batches.
Receive a delivery
Section titled “Receive a delivery”Use Receive stock on Inventory or Receive new batch on a product detail. Choose Product, enter a batch or lot number when the product requires one, and set Received Date and any required Expiry Date. Choose a saved supplier or type an ad-hoc supplier name; add the invoice or purchase-order reference if available. Select whether the delivery quantity is written as packs/containers or a total quantity. For packs, enter the number of packs, quantity per pack and purchase unit; for a total, enter the amount in the product’s base unit. Add the invoice’s total-line or per-unit cost, a Storage location, notes and receipt evidence where useful. Review the calculated quantity before choosing Receive Stock. Save & receive another keeps the form open for a further delivery. For a delivery with several lines, use Deliveries → Receive multi-line delivery and confirm all lines before submitting. Open the product again and check its Stock on hand and batch list. Receiving stock is different from creating the product catalog entry.
Move, use or correct stock
Section titled “Move, use or correct stock”On a product or batch, use the available Transfer stock, Move stock location, Record consumption, Dispose / write off or Adjust stock action. Choose the right batch and quantity and supply the requested reason or destination. Check Stock movements afterward for the ledger entry and new balance. A disposal is not a purchase return; use the action that describes what physically happened.
Count and replenish
Section titled “Count and replenish”Use Stock takes to freeze a physical roster, record observed quantities and explain differences before completion changes stock. Purchase list identifies items to buy. Purchase orders records orders; receiving the goods is a separate step that increases stock. If a reorder alert persists after receipt, inspect the product’s reorder level and available stock, including batch restrictions.
Medicine traceability
Section titled “Medicine traceability”Use Medicines record and Medicine purchase history to inspect medicine movement and purchases. When recording a treatment, select the correct medicine and batch if the form requires it. Never alter stock solely to make a clinical record pass; check the actual package and receipt first.