Inventory settings

Inventory settings

How to manage settings

To ADD a battery type, manufacturer, supplier or any other inventory entity, go to the respective tab and click the corresponding control in the upper right corner (e.g., +REPAIR REASON). 
Info
When adding new inventory entities (manufacturers, suppliers, repair reasons, etc.), it is necessary to use unique names.
To EDIT/DELETE a battery type, a repair reason or a repair order status, hover over the selected entity and click .
You cannot delete: 
  1. Manufacturers, suppliers, product categories;
  2. Any inventory entity in use.
You can apply sorting based on different parameters. You will see () next to the column (parameter) ordered by default. On other columns, the arrow control can be seen on hover.


Additional attributes

You can set up and manage additional attributes for orders, allowing for more detailed and customized product information. To organize the list of attributes as needed, use sorting arrows  (e.g., ).

Add a new attribute

  1. Click on +ADD ATTRIBUTE.
  2. Enter the name of the attribute.
  3. Select one or several product categories to which this attribute will be linked.


Add/edit attribute values
  1. Access EDIT mode by selecting an attribute and using  .
  2. Navigate to the VALUES tab.
  3. Add the required values via +VALUES control.
Values that are not longer relevant can be disabled or deleted  using  that appears when a value is selected .



Delete/disable an attribute
  1. To permanently remove an attribute from the system, use the options button   that appears on an attribute selection.
  2. To temporarily remove an attribute from selection by users when configuring product details on the product card, switch off the "Active" toggle.
Alert
If an attribute is currently in use, it cannot be disabled or deleted. This means that any attribute that is currently assigned to products within your PRODUCT CATALOG must remain enabled and cannot be removed until it is no longer associated with any products. 

Battery types

On this tab, you can configure custom battery types that can be selected on the PRODUCT CATALOG page > ADD/EDIT PRODUCT dialog when a new Battery is created/edited.

Manufacturers

On this tab, users can create a list of product manufacturers. This list will be available as a dropdown on the ADD/EDIT PRODUCT screen in the Product catalog and Stock management. Any manufacturer with an 'active' state can be chosen and added to a product.

In the Patient and Finance modules, the manufacturer list will appear as a dropdown on the ADD PRODUCT screen when a patient sale is created.
Info
If products by a certain manufacturer become temporarily unavailable, it is possible to make this manufacturer to 'inactive'. Thus, the manufacturer list in the INVENTORY, PATIENT, and FINANCE modules will be limited only to relevant manufacturers.

Product categories

Administrators can create, edit, or delete custom product categories. The product categories page provides a single view to manage all categories. On this page, it is possible to:
  • Search and sort categories
  • Activate or deactivate categories directly from the list

Alert
Inactive categories remain available for existing records but are not available for new selections.



Product categories are used across the system, including:
  • Product catalog
  • Stock management

They are also included in exports and supported by the Public API for integration with external systems.

Creating a Category

To create a new product category:

  1. Navigate to the PRODUCT CATEGORIES tab.
  2. Click +CATEGORY.
  3. Enter a NAME (up to 96 characters).
  4. Select a TYPE from the predefined list.
  5. (Optional) Enter an ACCOUNT CODE. This value is used when processing invoices through external systems such as Zapier or Xero.
  6. Click SAVE.

Alert
After saving, the NAME and TYPE fields cannot be changed. Ensure these values are correct before saving.

Editing a Category

To edit a category, hover over the category row, click the options menu button  and select EDIT or click the row.


In edit mode, you can:

  • Update the Account Code
  • Change the Active status (activate or deactivate the category)

Deleting a Category

To delete a category, hover over the category row, click the options menu button  and select DELETE.
Alternatively, click the category entry to open the Edit Product Category page and use the delete control  in the top right corner.

 

Info
NOTE:
  • Default product categories cannot be deleted.
  • Custom categories can be deleted only if they have never been used.

Product colors

On this page, you manage the list of colors used for hearing aids and accessories. Each color has a status that determines how it can be used:
  • Active colors are available for selection across all product-related workflows.
  • Inactive colors remain visible for products that already use them but cannot be selected for new products or updates.

This ensures that existing records remain accurate while preventing outdated colors from being used going forward.

Editing colors

To view or modify a color, hover over it, select the options menu (three dots), and choose EDIT. The available actions depend on whether the color is already assigned to any product.



Colors that are already assigned to one or more products:
  1. Can be marked inactive
  2. Cannot be renamed
  3. Cannot be deleted
EXAMPLE: The color is in use, so its name cannot be changed.



Colors that have never been assigned can be:
  1. Renamed
  2. Marked inactive
  3. Deleted

EXAMPLE: Editing a product color that has never been assigned

To change a product color name that has never been used, select the color and use the 3-dot (options) button to access EDIT/DELETE functionality. Choose EDIT.
After updating the name of an unused color, the new name is applied consistently across the system.


Repair reasons 

On this tab, you can create reasons to repair sold items or stock items that have not yet been sold to patients. 

These reasons can then be selected on the CREATE/EDIT REPAIR ORDER dialog in the PATIENT module (Summary page > HI deliveries section) and INVENTORY module (Stock management > Product information page > Serial numbers tab).

Specifying repair reasons for repairs allows users to manage and monitor the repair process more efficiently.

Repair order statuses

On this tab, you can view a list of available statuses for repair orders. CANCELLED and COMPLETED are default statuses which automatically complete a repair order.

You can create additional statuses. If you want them to be able to complete repair orders in the system as well as the default statuses, activate the setting 'Completed' when you create such statuses.



EDIT/DELETE options are accessible via the control that appears on hover. 
Info
'Canceled' and 'completed' statuses cannot be edited or deleted.

L&D request reasons

On this tab, you can define clear and specific reasons for Loss and Damage (L&D) requests. By categorizing requests with reasons such as "Lost," "Damaged," or "Stolen," you can ensure accurate tracking and prioritization. This helps in identifying common issues, improving inventory management, and providing better support to patients.

EDIT/DELETE options are accessible via the control that appears on hover. 



L&D request statuses

On this tab, you can establish distinct statuses for L&D requests, such as "Pending," "Approved," "Canceled" or "Rejected." By assigning these statuses, you can ensure that each request is processed efficiently. Clear statuses help in monitoring the progress of requests, maintaining accountability, and ensuring timely resolution in line with your organization's policies. 

To add a status:
  1. Click +STATUS.
  2. Enter the status NAME.
  3. "Active" state is set by default. You can change it later as needed.
  4. "Completed" setting is initially disabled. You can enable this setting for statuses that indicate the completion of the L&D request process.
Info
NOTE:
It is crucial to activate the "Completed" setting only for the appropriate statuses. Once an L&D request is assigned a status with the "Completed" setting enabled, the request process is considered finalized in Manage. At this point, the L&D request cannot be processed further.

This ensures that all completed requests are accurately recorded and prevents any further changes to the finalized data.



EDIT/DELETE options are accessible via the control that appears on hover. 



L&D request limit

This setting allows you to define and enforce limits on the number of Loss and Damage (L&D) requests that can be made within a specified warranty period. By setting these limits, you can manage and control the volume of requests, ensuring that resources are allocated efficiently and within the constraints of the warranty.



Suppliers

On this tab, users can create a list of suppliers of their products. This list will be available as a dropdown on the ADD/EDIT PRODUCT screen in the Product catalog. 
Info
Whenever shipment of products from a certain supplier is temporarily suspended, it is possible to set this supplier to 'inactive' for that period of time. This way the supplier list in the PRODUCT CATALOG will be limited only to relevant suppliers.

[AU, US] Trial settings

On this tab, you can customize trial settings in the system in order to tailor the trial process according to specific clinic requirements.

It is possible to:
  1. Enable/disable the trial period
  2. Specify default trial duration
AlertInfoThe "Prohibit to add a product S/N when creating a sale" setting must be disabled on the S/N handling page in ENVIRONMENT SETTINGS > FINANCE SETTINGS > SALES RELATED.
  1. If activated, the trial functionality becomes unavailable, as serial numbers cannot be assigned during the sale process.
  2. For more information on how the S/N handling settings work, see the S/N handling section of this guide.

[AU, US] Trial cancellation reasons

Here you can configure trial cancellation reasons according to your needs.
  1. To ADD a trial cancellation reason, use the respective control in the top right corner.
  2. EDIT/DELETE options are accessible via that appears on hover. 
  3. To organize the list of reasons, use sorting arrows  ().

Serial number

The “Enforce serial number uniqueness by product” setting determines whether the same serial number can be assigned to different products from the same manufacturer.

  1. By default, this setting is disabled, which enforces serial number uniqueness across the same manufacturer.
  2. When this setting is enabled, the same serial number can be used for different products from the same manufacturer.

Required permissions

Access to this setting requires both of the following permissions:

  • ViewInventorySettings
  • EditInventorySettings

Where it applies

This setting affects serial number handling across the following inventory activities:

  • Sales
  • Trials
  • Orders
  • Repairs
  • Transfers
  • Exchanges and replacements
  • Loss & Damage processes

Where it does not apply

This setting does not affect items in the following statuses. In these cases, duplicate serial numbers are always allowed:

  • Returned to Supplier
  • Removed

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