How to Restock Products and Record Purchases

💡

Centralized operational workflow: In Vetzilla, stock replenishment is managed directly within the Purchases module. Once you formally save an incoming order, the physical inventory levels automatically increase across your product records.

Step 1: Start a new purchase order

Module Navigation

In the left sidebar, navigate to the Sales & Purchases section and click Purchases. Press the create button to open a new intake template. The system will automatically log the current date and time.

Step 2: Supplier Information and Invoice References

Fill in the general administrative details of the commercial transaction before adding line items:

Form Field	Is It Required?	Usage Description
Supplier / Vendor	Yes	Search for the medical lab or distributor by name. Note that they must be previously registered in the System → Suppliers module.
Internal Notes	No	A space to write down shipping conditions, freight comments, or specific agreement details for the order.
Reference / Invoice No.	No	Enter the external invoice, delivery note, or tax identifier number provided by your vendor for future accounting audits.

Step 3: Product selection and automated price updates

In the items section, you will find a smart search tool that locates assets quickly by SKU code, commercial name, or by scanning the product's barcode.

⚠️

Critical Prerequisite: Medical supplies or commercial items must already exist in your base master catalog. See the Product Inventory Guide if you have not set them up yet.

For each pharmaceutical or supply added to the restock order, define the following financial metrics:

📦

Intake Quantity

The number of physical units entering your warehouse. This value will be mathematically added to your current shelf stock levels.

💰

Wholesale Costs & Retail Prices

Update the unit acquisition cost and the final retail price. Adjusting the sale price here changes it immediately across your point of sale (POS).

🧾

Tax Percentages

Select or input the appropriate tax rate (VAT, sales tax, exempt) that applies to the product according to your local tax regulations.

📅

Batch & Expiry Tracking

If the item has medical traceability enabled, the system will strictly require entering the batch manufacturer number and expiration date.

Step 4: Finalizing Stock Replenishment and Logging Payments

Save Purchase & Commit Stock

Clicking save instantly updates warehouse inventory metrics. No extra manual reconciliation steps are required.

Log Financial Transactions

Click the Pay button to open the cash outflow log form. The system supports logging multiple payment transactions against a single purchase order, making it perfect for tracking partial payments, scheduled down payments, or commercial credit accounts.

With this transactional workflow, your veterinary inventory remains perfectly accurate, and your net profit margins adjust smoothly alongside vendor price shifts.