Flows/Add a product instance: Difference between revisions

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Latest revision as of 17:20, 14 August 2026

flowsupplyCARE 3.0+

Overview

This flow describes how to add a product instance in Care. A product instance is one facility’s stocked batch of a catalog entry, with its own lot number, expiration date, and purchase price.

Pre-requisites

You are a member of the facility that stocks the product.
Someone added the catalog entry for the product to the product catalog.
If you add the product instance while you receive goods, you record a purchase delivery that contains the delivered item.
You have the permissions listed below.

Permissions

Permission	Access
Can Create Product on Facility	Lets you add a product instance to the facility. Facility Admin and Admin have this permission.

Steps

You can add a product instance from two places. Use the settings screen to manage the facility catalog directly. Use the purchase delivery screen when you receive an item that Care does not know yet. Most new product instances start from a purchase delivery.

1. Open the form from facility settings

Open the facility.
Select Settings.
Select Products.
Click Add Product.

2. Open the form from a purchase delivery

Use this entry point when you add a delivered item that is not a known product instance.

Open the purchase delivery.
Add the delivered item.
Create the product instance from the same screen.

3. Complete the product details

Enter the details of the batch that the facility stocks.

Components	What it captures
Product Knowledge	The catalog entry for this product. This field is required.
Status	The availability of the product instance. This field is required, and defaults to Active.
Lot Number	The batch number of the stock. This field is optional.
Expiration Date	The date when the batch expires. This field is required.
Standard Pack Size	The quantity in one standard pack. This field is optional.
Purchase Price	The price that the facility pays for the product. This field is optional.
Charge Item Definition	The charge that bills this product to a patient. This field is optional.

📝 Note

You select the Product Knowledge entry one time. You cannot change it after you save the product instance.

4. Save the product instance

Check the details that you entered.
Save the form.

Expected Outcome

Care adds the product instance to the facility.
The product instance is available when you record a delivered item.
If you started from a purchase delivery, the new product instance applies to the delivered item.

Concept: Concepts/Product
Reference: References/Product

@@ Line 3: / Line 3: @@
 |domain=supply
 |title=Add a product instance
-|summary=Add a facility-specific stocked batch under an existing product catalog entry.
+|summary=This flow describes how to add a product instance in Care. A product instance is one facility's stocked batch of a catalog entry, with its own lot number, expiration date, and purchase price.
 |order=3
 |introduced=3.0
@@ Line 11: / Line 11: @@
 == Overview ==
-Create a facility-specific product batch under an existing catalog entry.
+This flow describes how to add a [[Concepts/Product|product]] instance in Care. A product instance is one facility’s stocked batch of a catalog entry, with its own lot number, expiration date, and purchase price.
+== Pre-requisites ==
+* You are a member of the facility that stocks the product.
+* Someone added the catalog entry for the product to the product catalog.
+* If you add the product instance while you receive goods, you record a [[Concepts/Purchase Delivery|purchase delivery]] that contains the delivered item.
+* You have the permissions listed below.
+== Permissions ==
+{| class="wikitable"
+|-
+! Permission
+! Access
+|-
+| Can Create Product on Facility
+| Lets you add a product instance to the facility. Facility Admin and Admin have this permission.
+|}
 == Steps ==
-# Open the facility's product catalog.
+You can add a product instance from two places. Use the settings screen to manage the facility catalog directly. Use the purchase delivery screen when you receive an item that Care does not know yet. Most new product instances start from a purchase delivery.
-# Open the catalog entry and select '''Add Product'''.
-# Enter status, lot number, expiration date, pack size, purchase price, and an optional charge item definition.
+=== 1. Open the form from facility settings ===
-# Save the product.
+# Open the facility.
+# Select '''Settings'''.
+# Select '''Products'''.
+# Click '''Add Product'''.
+=== 2. Open the form from a purchase delivery ===
+Use this entry point when you add a delivered item that is not a known product instance.
+# Open the purchase delivery.
+# Add the delivered item.
+# Create the product instance from the same screen.
+=== 3. Complete the product details ===
+Enter the details of the batch that the facility stocks.
+{| class="wikitable"
+|-
+! Components
+! What it captures
+|-
+| Product Knowledge
+| The catalog entry for this product. This field is required.
+|-
+| Status
+| The availability of the product instance. This field is required, and defaults to Active.
+|-
+| Lot Number
+| The batch number of the stock. This field is optional.
+|-
+| Expiration Date
+| The date when the batch expires. This field is required.
+|-
+| Standard Pack Size
+| The quantity in one standard pack. This field is optional.
+|-
+| Purchase Price
+| The price that the facility pays for the product. This field is optional.
+|-
+| Charge Item Definition
+| The charge that bills this product to a patient. This field is optional.
+|}
+{{Note|1=You select the Product Knowledge entry one time. You cannot change it after you save the product instance.}}
+=== 4. Save the product instance ===
+# Check the details that you entered.
+# Save the form.
 == Expected Outcome ==
-Care adds the stocked-batch record to the facility. Receiving a delivery creates the corresponding stock count.
+* Care adds the product instance to the facility.
+* The product instance is available when you record a delivered item.
+* If you started from a purchase delivery, the new product instance applies to the delivered item.
 {{Navbox supply}}