How to Manage Inventory and Purchase Orders in Vet Visor

Learn how to track clinic inventory, manage suppliers, issue purchase orders, and receive stock efficiently in the Vet Visor platform.

July 27, 2026 By Rogin Roi Reillo

This guide explains how to manage your clinic's entire procurement lifecycle in Vet Visor. Completing these steps ensures your inventory stays accurate and your supplier expenses are properly tracked from ordering to receiving.

This workflow applies to practice managers and inventory administrators. It should be used whenever you need to add new catalog items, restock supplies via purchase orders, or log newly delivered goods.

Tracking incoming goods is critical to running a smooth veterinary practice. In Vet Visor, there are two primary ways to add items to your active inventory.

Method	Best For	Workflow
Manual Stock Adjustment	Quick corrections, initial inventory setup, or complimentary items.	Directly add or remove batches from the item profile.
Purchase Orders & Receiving Reports	Restocking supplies, tracking supplier expenses, and formal inventory audits.	Create a PO, mark it ordered, and convert it to a Receiving Report upon delivery.

Adding a New Inventory Item

Before you can order or stock an item, it must exist in your catalog.

Step #1: Click on Operations in the sidebar menu. — Click on **Operations** in the sidebar menu.

Step #2: Click on Items to open the inventory catalog. — Click on **Items** to open the inventory catalog.

Step #3: Click New Item in the upper right corner of the dashboard. — Click **New Item** in the upper right corner of the dashboard.

Step #4: Enter a unique Item code for the product. — Enter a unique **Item code** for the product.

Step #5: Type in the item's Name. — Type in the item's **Name**.

Step #6: Open the Category dropdown and select the appropriate classification, such as Food or Medicine. — Open the **Category** dropdown and select the appropriate classification, such as Food or Medicine.

Step #7: Open the Unit dropdown and choose how the item is packaged (e.g., pack, bottle). — Open the **Unit** dropdown and choose how the item is packaged (e.g., pack, bottle).

Step #8: Scroll to the Stock & options section to configure low stock alerts and default pricing. — Scroll to the Stock & options section to configure low stock alerts and default pricing.

Step #9: Toggle inventory rules on or off, such as VAT taxation, batch and expiry tracking, and the item's active status. — Toggle inventory rules on or off, such as VAT taxation, batch and expiry tracking, and the item's active status.

Step #10: Click + Create Item to save the new record. — Click **+ Create Item** to save the new record.

Adding Inventory Manually

If you need to bypass the standard procurement flow (e.g., adding sample products), you can adjust stock directly.

Step #11: Open the Adjust stock modal for a specific item to add a new batch. — Open the **Adjust stock** modal for a specific item to add a new batch.

Step #12: Enter the new Batch number and the received Quantity. — Enter the new **Batch number** and the received **Quantity**.

Step #13: Click the calendar icon and select the Expiry date for this batch. — Click the calendar icon and select the **Expiry date** for this batch.

Step #14: Input the specific unit cost and selling price associated with this lot. — Input the specific unit cost and selling price associated with this lot.

Step #15: Click Save Adjustment to update your on-hand stock immediately. — Click **Save Adjustment** to update your on-hand stock immediately.

Setting Up Suppliers

Step #16: Navigate to the Suppliers module in the sidebar. — Navigate to the **Suppliers** module in the sidebar.

Step #17: Click the button to add a new supplier and enter the company name (e.g., PharmaCorp). — Click the button to add a new supplier and enter the company name (e.g., PharmaCorp).

Step #18: Fill in the supplier's address and contact details, then click + Create supplier. — Fill in the supplier's address and contact details, then click **+ Create supplier**.

Issuing a Purchase Order

Step #19: Click on Purchase Orders in the main navigation menu. — Click on **Purchase Orders** in the main navigation menu.

Step #20: Click + New Purchase Order. — Click **+ New Purchase Order**.

Step #21: Open the Supplier dropdown and select the vendor you are ordering from. — Open the **Supplier** dropdown and select the vendor you are ordering from.

Step #22: Use the calendar pickers to set the order date and expected delivery date. — Use the calendar pickers to set the order date and expected delivery date.

Step #23: Search for the items you need to restock and add them to the order. — Search for the items you need to restock and add them to the order.

Step #24: For each line item, enter the required Quantity and the expected Unit Cost. — For each line item, enter the required **Quantity** and the expected **Unit Cost**.

Step #25: Click + Create PO to save the draft purchase order. — Click **+ Create PO** to save the draft purchase order.

A drafted Purchase Order does not lock down stock or notify the supplier automatically. You must mark it as ordered to track its status.

Step #26: Once the order is finalized and sent to the supplier, open the PO from your list. — Once the order is finalized and sent to the supplier, open the PO from your list.

Step #27: Click Mark as Ordered to update its status in the system. — Click **Mark as Ordered** to update its status in the system.

Logging Receiving Reports

Step #28: Click on Receiving Reports in the sidebar menu. — Click on **Receiving Reports** in the sidebar menu.

Step #29: Click + New Receiving Report. — Click **+ New Receiving Report**.

Step #30: Open the Purchase order dropdown and select the corresponding PO to auto-fill expected items. — Open the **Purchase order** dropdown and select the corresponding PO to auto-fill expected items.

Step #31: Select the actual Received date on the calendar. — Select the actual **Received date** on the calendar.

Step #32: Verify the received quantity against the ordered quantity and update the unit cost if it differs. — Verify the received quantity against the ordered quantity and update the unit cost if it differs.

Step #33: Enter the physical Batch number provided on the product packaging. — Enter the physical **Batch number** provided on the product packaging.

Step #34: Set the exact batch expiry date using the calendar picker. — Set the exact batch expiry date using the calendar picker.

Step #35: Click + Create RR to finalize the receipt and push the quantities into your active inventory. — Click **+ Create RR** to finalize the receipt and push the quantities into your active inventory.

Q: Can I adjust stock without a purchase order?

A: Yes, you can manually add new batches or adjust existing stock directly from an item's profile using the "Adjust stock" modal.

Q: What happens when I create a Receiving Report linked to a PO?

A: When you select an existing Purchase Order during a Receiving Report, the system automatically pulls in the expected items. Once finalized, the quantities are dynamically added to your active inventory.

Term	Definition
Purchase Order (PO)	A formal document sent to a supplier to request items, outlining quantities and agreed prices.
Receiving Report (RR)	A record confirming the physical delivery of goods, used to update inventory quantities and track actual costs.
Batch Tracking	A system feature that monitors specific lots of inventory for expiration dates to ensure compliance and safety.

How to Manage Inventory and Purchase Orders in Vet Visor

Learn how to track clinic inventory, manage suppliers, issue purchase orders, and receive stock efficiently in the Vet Visor platform.

July 27, 2026 By Rogin Roi Reillo

Tracking incoming goods is critical to running a smooth veterinary practice. In Vet Visor, there are two primary ways to add items to your active inventory.

Method	Best For	Workflow
Manual Stock Adjustment	Quick corrections, initial inventory setup, or complimentary items.	Directly add or remove batches from the item profile.
Purchase Orders & Receiving Reports	Restocking supplies, tracking supplier expenses, and formal inventory audits.	Create a PO, mark it ordered, and convert it to a Receiving Report upon delivery.

Adding a New Inventory Item

Before you can order or stock an item, it must exist in your catalog.

Adding Inventory Manually

If you need to bypass the standard procurement flow (e.g., adding sample products), you can adjust stock directly.

Setting Up Suppliers

Issuing a Purchase Order

A drafted Purchase Order does not lock down stock or notify the supplier automatically. You must mark it as ordered to track its status.

Logging Receiving Reports

Q: Can I adjust stock without a purchase order?

A: Yes, you can manually add new batches or adjust existing stock directly from an item's profile using the "Adjust stock" modal.

Q: What happens when I create a Receiving Report linked to a PO?

Term	Definition
Purchase Order (PO)	A formal document sent to a supplier to request items, outlining quantities and agreed prices.
Receiving Report (RR)	A record confirming the physical delivery of goods, used to update inventory quantities and track actual costs.
Batch Tracking	A system feature that monitors specific lots of inventory for expiration dates to ensure compliance and safety.