Inventory Management

OutSmart calculates inventory counts in real time from four kinds of Inventory Transaction: Sales, Refunds, Purchase Invoices, and Adjustments (plus blend production for recipes). There’s no separate “stock count” that you maintain manually — every transaction that moves stock is recorded, and the current count is the sum of every transaction since the product’s opening balance.

For deeper analysis of stock levels and movement, see Inventory Reports in the Reports section.

Item Inventory

Item inventory covers everything you’ve configured in your dispensary product list — supplements, services, labs, and any other dispensary item. Each transaction touches stock:

Sales decrease stock (when an invoice is created and saved)
Refunds increase stock (when a restockable item is refunded)
Purchase Invoices increase stock (when received from a distributor)
Adjustments can increase or decrease stock (manual corrections from the product detail page)

To see the full history for a single product, open the Dispensary, choose Product List, find the product, and click the Edit icon. On the Product Details page, scroll down on the right side to the Transactions list. Every movement is recorded there with the date, transaction type, quantity, and source reference.

Blend Inventory

For recipes and blends, the inventory model is slightly different:

Building a recipe doesn’t move any inventory — recipes are just instructions.
Finalizing a blend deducts the ingredient stock and adds the finished blend’s stock in a single step. Each finalized blend gets a unique lot number and timestamp.
Selling a finalized blend decreases its stock the same way any other item would.

The two-stock model — ingredients decrease, blend increases at finalize — matches Good Manufacturing Practice expectations for compounded products.

Troubleshooting

Why is my product inventory count not accurate?

OutSmart inventory counts are live calculations based on every Sales, Refund, Purchase Invoice, and Adjustment transaction touching the product. If a count looks wrong, it’s almost always because one of those transactions is missing, duplicated, or pointed at the wrong product.

Open the Inventory Transaction History for the product to investigate:

Open the Dispensary.
Choose Product List from the Product menu at the top.
Find the product and click the Edit icon on its row.
On the Product Details page, scroll the right-hand side to the Transactions list.

Every transaction that has affected this product’s stock is listed there. Compare against what you expect — most discrepancies trace to a Purchase Order that hasn’t been turned into a Purchase Invoice yet (see the next question), a sale invoiced against the wrong dispensary, or a manual adjustment made earlier that you’ve forgotten about.

Why aren’t my Purchase Orders increasing my inventory?

A Purchase Order is a wish list — it’s what you’ve ordered from the distributor but haven’t received yet. POs alone don’t move stock. Inventory only goes up when you receive the shipment and record a Purchase Invoice against the PO.

To turn a Purchase Order into stock:

Open the Purchase Orders screen in the dispensary.
Find the finalized Purchase Order (only finalized POs can have invoices recorded against them).
Click the Edit button on its row.
Scroll down and click Add Invoice.
Enter the invoice date and the quantities of each product you actually received (which may differ from what you ordered).
If the full order arrived, complete the PO. If only part arrived, save and come back to add more invoices when the rest of the shipment lands.

Once an invoice is recorded against the PO, the received quantities flow into stock immediately.

Inventory Reports — current stock snapshot, low-stock report, valuation report, and the Inventory Adjustment Report for full movement history
Recipes and Blends — the recipe and blend model that drives the two-step blend inventory flow
Managing Dispensary Items — adding, editing, and configuring products