Inventory Sales

Sales move products out of stock. A sale can be assigned to a Doctor or a Room, depending on how the clinic tracks product usage.

In Dentaltap, doctors are selected from clinic users. Use a doctor sale when the product is issued to a specific provider. Use a room sale when the product is issued to a treatment room, storage room, or another room-based workflow.

Open Inventory → Sales.

Configuration links

• Users
• Branches and Rooms
• Inventory Categories

Create Sale

1. Open Inventory → Sales.
2. Confirm the selected branch.
3. Click Create Sale.
4. In Sell To, choose a Doctor or a Room.
5. Select the assigned doctor or room.
6. Add products to the sale.
7. Enter quantities and review product amounts.
8. Add a note if the inventory or billing team needs context.
9. Click Create Sale.

A sale cannot be created until it has a source branch, an assigned doctor or room, and at least one product item.

If the doctor wants to request products personally instead of having the inventory team create the sale first, use My Requests. My Requests is still connected to the same inventory sale flow, but it is presented as a request workflow for the current user.

Sale statuses

The sale detail window includes status steps. Sales commonly move through:

• Created: the sale is drafted.
• Prepared: the products are prepared for use or issue.
• Received: the products are confirmed as received/used and stock is finalized.
• Canceled: the sale should no longer be completed.

When a sale is received, Dentaltap asks for a confirmation signature. Receiving confirms the stock-out movement and records who confirmed it.

Prepare and receive a Sale

Use the sale status steps to control how far the product issue has moved.

1. Open Inventory → Sales.
2. Open the sale.
3. Confirm the source branch and the Sell To recipient.
4. Review the requested products and quantities.
5. Move the status to Prepared when the products are ready to be issued.
6. Expand each product row to review Requested, In-Stock, Received, Collected, and Returned values where available.
7. If Dentaltap shows expiry rows, review which expiry batches will be used.
8. Adjust the received quantity if only part of the requested quantity is issued.
9. Move the status to Received when the recipient has received the products.
10. Click Save Changes.
11. Sign in the Confirm Receiving window.

The expiry rows help the team see which available stock batch is being used. This is especially useful for products where expiration dates matter, because the sale can consume stock from a specific received batch instead of only reducing the total product count.

If the sale is assigned to a room, the stock-out is connected to that room. If it is assigned to a doctor, the stock-out is connected to that provider.

Sales Returns

The Sales page includes a Sales Returns panel. Use it when products were issued through a sale and later came back.

Use a return when products were issued and later came back. Do not delete a sale simply because part of it was returned.

Create Sales Return

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

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

The sale keeps separate values for requested, received, collected, and returned quantities. This lets the team understand the original issue and the later return without losing history.

Manage Sales Return from the Returns panel

1. Open Inventory → Sales.
2. Expand Sales Returns if the panel is collapsed.
3. Open the return record.
4. Review the source sale, recipient, 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 confirmed.
7. Click Save Changes.

When the return is marked as completed, Dentaltap asks for a Confirm Receiving signature. In this context, the signature confirms that the returned products were accepted and recorded.

Returns are useful when a doctor or room received more stock than needed, when unopened products are sent back to inventory, or when a sale was partially fulfilled and the unused quantity should be tracked clearly.

Print Sale

Open a sale and click Print when you need a printable copy for internal records, product issue confirmation, or reconciliation.

Clone Sale

Open an existing sale and use Clone when you need to repeat a similar product issue. Review the assigned doctor or room, branch, items, quantities, and status before saving.

Update Sale

1. Open Inventory → Sales.
2. Click a sale row, or use the row action menu and choose Edit.
3. Update assignment, products, quantities, note, or status as allowed.
4. Click Save Changes.

Be careful editing received sales because they represent stock already removed from inventory. Use returns or stock adjustments when the change is a correction rather than a normal update.

Delete Sale

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

Delete a sale only when it was created by mistake and your clinic policy allows removing it. For already received or partially returned sales, use a return or adjustment so the stock history remains understandable.