Inventory & Fulfillment
Know what you hold, what it is going to, and who received it.
A dispensary has two inventory problems at once. The commercial one — what is on the shelf, what to reorder, how fast it moves. And the compliance one — being able to say exactly which medicine went to which patient, from which lot, on which day. Both come out of the same records.
Compliance
The question you have to be able to answer.
Not the one you get asked often — the one that matters enormously on the day you are asked it.
Which medicine went to which patient
Every dispensed formula is a record: the patient, the practitioner, the ingredients, the quantities and the date. Not a memory, not a carbon copy in a drawer.
Which lot it came from
Lots are tracked through to the order. If a supplier raises a problem with a batch, you can answer who received it — which is the one question you cannot answer from paper.
What the label said at the time
The label is generated from the formula record, so the dispensing record and the printed label cannot drift apart. What you can produce later is what the patient actually held.
An audit that is a query, not an afternoon
When a regulator, an insurer or a patient asks, the answer is a search rather than a box of paperwork.
Stock
Always knowing what you have.
Always know what is on the shelf
On-hand, available and committed, per herb and per preparation. Each preparation is its own line in its own unit — granule, raw bulk, tincture, concentrate, or whatever else you hold — because they are separate things.
Reorder limits per item
Set the level each herb should not fall below. Everything under it collects on one screen.
Purchase orders to your suppliers
Raise a PO from what is genuinely running low rather than from a walk round the room with a clipboard.
Batch fulfillment
Pick, pack, label and manifest a run of orders together, with carrier links and shipping manifests.
Raw bulk, granule, tincture and premix — each counted in its own unit, on one list.
Consumption
How fast it actually moves.
Per ingredient and per product, measured from what you dispensed rather than estimated.
Average use per day and per month
Calculated per ingredient and per product from what you have actually dispensed — not from a guess about what a busy month looks like.
Days remaining at current rate
The shelf count matters less than how long it lasts. This turns a number into a date.
Ordering sized to real demand
Buy what moves, in the quantity it moves. Capital stops sitting in a jar nobody has opened since spring.
Every preparation measured separately
Granule use and raw bulk use of the same herb are different rates. They are counted, and forecast, apart.
Average per day and per month, per preparation, with days remaining at that rate. Ba Ji Tian moves at 204 g a month and has 105 days left; the An Shen premix has nearly two years.
Selling online as well?
Connect your inventory to Shopify and stock moves in one place instead of two — the shelf, the dispensary and the storefront all counting the same jar.
Shopify inventory syncIn practice
A herb shop and clinic, on the record.
We are an herb shop and clinic and provide custom formulations for our customers and clients. Dispensary Tree is an indispensable part of our practice. It allows us to easily track our inventory and client formulations and is a big part of our good manufacturing practice. Whenever we have a problem or question, Jason is readily available with solutions. We can’t imagine doing business without this invaluable tool.