Inventory Orders

Orders are used to purchase products from suppliers and bring stock into the selected branch.

Open Inventory → Orders.

Configuration links

• Branches and Rooms
• Inventory Categories

Create Order

1. Open Inventory → Orders.
2. Confirm the selected branch.
3. Click Create Order.
4. Select the Supplier.
5. Confirm the branch that will receive the order.
6. Add products to the order.
7. Enter ordered quantities and review item amounts.
8. Add or update notes if the supplier or receiving team needs context.
9. Click Create Order.

An order cannot be created until it has a supplier, branch, and at least one product item.

Order statuses

The order detail window includes status steps. Orders normally move through:

• Created: the order is prepared but not yet sent or received.
• Sent: the order has been sent to the supplier.
• Received: the stock has arrived and should affect inventory.
• Canceled: the order should no longer be completed.

When an order is received, Dentaltap asks for a receiving signature. Receiving is the step that confirms the stock movement into the selected branch.

Receive Order

Use receiving when products physically arrive from the supplier.

1. Open Inventory → Orders.
2. Open the order that arrived.
3. Confirm the supplier and receiving branch.
4. Move the status to Received.
5. Expand each product row.
6. Review the Ordered, Received, Returned, and Pending quantities.
7. If the received quantity is different from the ordered quantity, update the received quantity before saving.
8. If the same product arrived with different expiration dates, add separate received records for that product.
9. Enter the Exp. Date for each received record when the product has an expiry date.
10. Remove any unnecessary received record with the trash action.
11. Click Save Changes.
12. Sign in the Confirm Receiving window.

Splitting received products by expiration date is important for stock rotation and later sales. For example, if 10 boxes arrive and 4 expire in March while 6 expire in June, record them as separate received rows with their own quantities and expiration dates.

If a product does not use expiration tracking, leave the expiration date empty and confirm only the received quantity.

Suggested orders

When an order is opened from a suggested order workflow, review the prefilled products and quantities before saving. Suggested orders are helpful for low stock, but the team should still confirm supplier, branch, quantity, and pricing.

Order Returns

The Orders page includes an Orders Returns panel. Use it when products were received from a supplier and then need to be returned.

Returns are separate from deleting an order. Use a return when stock came in and later needs to be sent back or corrected through the order flow.

Create Order Return

You can start a return from a received order by using the return action on a product row, or by opening the return record from Orders Returns when it already exists.

1. Open the received order.
2. Expand the product that should be returned.
3. Click Return Product.
4. Enter the returned quantity. The quantity cannot be higher than the received quantity.
5. Review the returned amount.
6. Repeat for any other products that should be included in the return.
7. Save the order.

Dentaltap records the returned quantity separately from the original received quantity, so the order can still show what was ordered, what arrived, and what was later returned.

Manage Order Return from the Returns panel

1. Open Inventory → Orders.
2. Expand Orders Returns if the panel is collapsed.
3. Open the return record.
4. Review the source order, supplier, returned products, returned quantity, subtotal, and total.
5. Add or remove returned products while the return is still editable.
6. Change the return status when the returned products are sent or completed.
7. Click Save Changes.

When the return is marked as completed, Dentaltap asks for a Confirm Receiving signature. In this context, the signature confirms the return transaction was completed and recorded.

Print Order

Open an order and click Print when you need a printable copy for purchasing, receiving, or internal filing.

Clone Order

Open an existing order and use Clone when a similar supplier order needs to be created again. Review the cloned branch, supplier, items, quantities, and status before saving.

Update Order

1. Open Inventory → Orders.
2. Click an order row, or use the row action menu and choose Edit.
3. Update supplier, branch, products, quantities, notes, or status as allowed.
4. Click Save Changes.

Some fields become more sensitive after an order is sent or received. If the order has already affected stock, use order returns or a stock adjustment when that better matches clinic policy.

Delete Order

1. Open the row action menu or open the order details.
2. Choose Delete or Delete Order.
3. Confirm the deletion.

Delete an order only when it was created by mistake. If stock has already been received, deletion may remove important inventory history; use returns or adjustments when you need an auditable correction.