Set up medicines and health stock

Why use this guide

Farmlync separates a product definition from the physical batches held on the farm. The product defines what the medicine or vaccine is and how it is normally used. A receipt records what actually arrived: its batch or lot, labelled expiry, supplier, quantity, location and cost.

Complete both parts before recording a treatment or vaccination. Having a product in the farm library does not mean stock exists, and creating a protocol does not prove that medicine was received or administered.

Before you start

Have the product package and supplier delivery note or invoice available. You will normally need:

• the exact medicine or vaccine name and strength;
• batch or lot number and labelled expiry date;
• received quantity and its unit of measure;
• supplier and invoice, delivery or purchase-order reference;
• storage location;
• pack count and pack size, when the delivery is expressed as packs or containers;
• invoice cost, if Farmlync is used for stock valuation; and
• an optional PDF or image of the docket, invoice or label.

The current action requires Manage inventory authority. Farm Owners and Managers normally have this permission. Confirm all clinical product information against its authorised label and the farm’s veterinary source.

1. Add the correct farm product

1. Select the intended farm.
2. Open Manage → Add from library → Products.
3. Select the Health category and search by the exact product name or code.
4. Check whether the product is already present on the farm. Add the shared-library entry only when it is the correct product.
5. If no suitable shared entry exists, open Inventory → Products → Add product and create an authorised custom product. Do not choose a similar product merely to make a treatment form available.

Adding from the platform library creates an independent farm copy. Later platform-library changes do not automatically change the farm product. See Set up farm libraries for the complete adoption process.

2. Review the farm product

Open Inventory → Animal Health, then open the product. Verify the following before receiving stock:

Detail	What to verify
Name and code	They identify the exact authorised product.
Health subtype	Medicine or vaccine, as appropriate. These clinical subtypes require receipt traceability.
Strength and base unit	The strength and unit match the package. The base unit is used for on-hand quantity and unit cost.
Dosage and route	They reflect the authorised guidance used by the farm. A protocol may suggest a dose, but it does not record administration.
Prescription / controlled / antibiotic flags	They reflect the product classification. These flags also require clinical receipt traceability.
Milk and meat withdrawal	The configured rules match the approved product information. Treatment use calculates holds from the clinical record.
Stock tracking	It is enabled. Farmlync does not allow a physical batch to be received for a non-stock-tracked item.
Preferred supplier and default location	Set them when they should prefill future receipts. They remain changeable on a receipt.

If a library product was copied with a generic Unit base unit, correct it before receiving stock. Changing the interpretation after quantities have been received makes the stock balance difficult to understand.

3. Choose how to record the delivery

Use the path that matches the paperwork:

• From the product detail, choose Receive new batch for one product.
• From Inventory → Stock batches, choose Receive Stock to select any stock-tracked farm product.
• Use Inventory → Deliveries → Receive a delivery when one supplier docket contains several products. All delivery lines save together or none do.
• Open a purchase order and receive against its line when the delivery fulfils that order. Farmlync supports partial receipts, prevents receipt above the remaining ordered quantity and closes the order only after its lines are complete.

4. Complete a single stock receipt

The Receive Stock panel contains these controls:

Control	How to use it
Filter by category	Narrows the product picker. An Animal Health entry point can lock this to Health.
Product *	Select an existing stock-tracked farm product. If it is missing, Not in your products? Search the platform library opens the add-product flow without discarding the receipt in progress.
Batch Number	Enter the manufacturer’s batch identifier. For a clinical product, either Batch Number or Lot Number is required. Maximum 100 characters.
Lot Number	Enter the manufacturer’s lot identifier when that is the label’s terminology. It can satisfy the clinical identifier requirement instead of Batch Number. Maximum 100 characters.
Supplier (from register)	Select a saved party whose role is Supplier. The registered party becomes the supplier source of truth and fills its name.
Supplier Name	Use the selected supplier name or type an ad-hoc supplier. Maximum 200 characters.
Supplier Reference	Enter the invoice, delivery-docket or PO reference. Maximum 200 characters.
Received Date *	The farm-local date on which the stock arrived. It initially uses today’s date in the farm timezone.
Expiry Date	Enter the labelled expiry. It is mandatory for clinical medicines, vaccines, antibiotics, controlled substances and prescription products.
Quantity	Choose Total quantity when the paperwork gives a total in the base unit, or Packs / containers when it gives package details.
Number of packs *	In pack mode, enter the number of bottles, bags, boxes or other containers received. It must be greater than zero.
Quantity per pack *	In pack mode, enter how much base-unit stock is in each pack. Farmlync calculates packs × quantity per pack.
Purchase unit *	In pack mode, describe the container, such as bottle, bag or drum. Maximum 50 characters.
Delivery cost	Choose Total line cost when entering the invoice-line total, or Per [base unit] when entering a unit cost. Farmlync derives the other value for valuation. Cost is optional and cannot be negative.
Storage location *	Select where the stock is physically stored. The product’s preferred location can prefill this field; otherwise Farmlync selects the available default location.
Receipt notes	Add delivery condition, label or docket information. Maximum 1,000 characters.
Receipt evidence	Optionally attach one PDF, JPEG, PNG, WebP, HEIC or HEIF file up to 10 MB. Use this for a supplier docket, invoice or product label.

For a clinical product, Farmlync displays a traceability notice and refuses the receipt unless it has a batch or lot identifier and an expiry date. These rules are also enforced by the API; they are not only browser prompts.

Choose Receive Stock to save and close. Choose Save & receive another only when another real delivery line must be entered; the product, supplier, received date, quantity/cost modes and location remain selected, while receipt-specific values are cleared.

Farmlync gives each receipt a retry identity. Retrying the same submission after an uncertain response does not create another batch. It also checks a physical receipt identity based on the product and supplied traceability/reference information and reports a duplicate rather than silently increasing stock.

5. Record a multi-product delivery

Open Receive a delivery when one supplier document contains several lines:

1. In Delivery details, select a saved supplier or enter an ad-hoc Supplier name.
2. Enter Invoice / delivery reference, Received date, the shared Storage location and optional Delivery notes.
3. Under Products, add one line per delivered product. Search by name, code, GTIN or ingredient.
4. On every clinical line, enter its own batch or lot and expiry. Do not reuse one batch number across products unless that is what the physical labels state.
5. Enter each line as a total quantity or as packs, then enter its total-line or per-base-unit cost.
6. Add an optional product-specific line note.
7. Optionally attach the supplier evidence file, then choose Receive [number] products.

All stock lines in the delivery are committed together. If one line is invalid, Farmlync does not keep a partial set of received products.

When the page was opened from a purchase order, confirm the loaded order before saving. If the order cannot be loaded, Farmlync blocks receipt until the order link is deliberately removed or the order can be reloaded. This prevents a delivery being detached accidentally from its purchasing record.

6. Understand receipt evidence retries

The stock receipt and its optional file upload are separate steps. If the stock saves but the evidence upload fails, Farmlync keeps the receipt and shows:

Stock was received, but the evidence file was not attached.

Use Retry evidence upload with the same file. Do not enter the stock as a new receipt. The retained receipt identity prevents that retry from duplicating the stock quantity.

7. Verify the result

After saving:

1. Reopen Inventory → Animal Health and select the product.
2. Check Stock on hand and its batch row against the delivery note and package.
3. Confirm received quantity, on-hand quantity, batch/lot, received date, expiry, location, supplier and cost.
4. Open Inventory → Stock batches when you need the cross-product batch list. Its detail panel also exposes reserved quantity and the available batch actions.
5. If a genuine correction is required, use the batch action intended for that correction. Do not create a fictitious receipt to repair a typo or balance.
6. Open the appropriate treatment or vaccination form and confirm that the intended product and eligible batch can be selected. Close the form without saving a dummy clinical event.

An expired, quarantined, empty or incorrectly described batch may be unavailable during clinical recording even though the product exists.

8. Complete the clinical setup

Receiving stock does not create a disease, treatment protocol or vaccination schedule. Verify those separately:

• the disease is available to the farm;
• the intended treatment protocol refers to the correct product and instructions;
• any vaccination protocol has received the intended veterinary review and is active; and
• the treatment/vaccination form offers the correct stock batch.

Completion checklist

• The exact product is active on the correct farm.
• Its base unit, clinical classification and withdrawal information are correct.
• A real received batch exists with the package’s batch/lot and expiry.
• Quantity and storage location match the physical stock.
• Supplier/reference and cost are recorded when available.
• Evidence is attached or its failed upload has been retried without duplicating stock.
• The correct eligible batch appears in the relevant clinical recording form.

Continue with Inventory, Health and treatments, Animal Health stock, Stock batches and Deliveries.