From the first item on the shelf.
To smart consumption that learns from your real usage.

Understand the system in one minute

MaxDent Inventory is more than a quantity field. Every material belongs to a warehouse, every inflow/outflow is a recorded movement, batches and expiry can be tracked, counts reconcile reality, and Smart Consumption can connect stock usage to completed treatments.

Main tabs

Enable Inventory for the first time

1. Open Settings: in MaxDent Pro go to Appearance; in MaxDent Enterprise open Enterprise Inventory settings.
2. Enable Inventory.
3. Initially keep Smart Consumption disabled.
4. Enable expiry alerts for tracked materials.
5. Review the alert lead time; the practical default is 60 days and can be adjusted to clinic policy.

Can Inventory be disabled later?

Yes. However, do not toggle it casually if recent treatments have already generated automated deductions, because a later treatment reversal may need Inventory available to return stock correctly.

Warehouses: Main, Branch, or Extra?

Receiving can go directly to any warehouse. Transfers can be Main ↔ Branch or Branch ↔ Branch subject to permissions.

Primary Branch Store

If a branch has multiple warehouses, explicitly select one Primary Branch Store. Smart Consumption deducts treatments from that store; it does not guess from whichever warehouse has more stock.

Create materials without corrupting stock units

Name, SKU, category

Use clear names and stable internal SKUs, then organize materials into meaningful categories.

Base Unit — the critical field

Choose the unit MaxDent will actually use for stock: g, ml, piece, cartridge, etc.

Minimum stock

Set a minimum threshold to surface low-stock items before they run out.

Editing later

Authorized users can edit supported operational fields such as names, categories, minimums, warehouse or supplier details without rewriting historical movement identity.

The six daily movements

Adjustment or Count?

Use Adjustment when you know exactly why a correction is required. Use a physical Count when you need the system to reconcile against reality.

Batches, expiry, and FEFO

For expiry-tracked materials, record Batch Number + Expiry Date + Quantity at receiving.

FEFO

First Expire, First Out prioritizes the batch that expires sooner during normal use.

Expired batch disposal

Expired stock is blocked from normal issue and Smart Consumption. Use the Waste / Expired Disposal path (or an appropriate authorized adjustment) to remove it, with a clear expiry warning before confirmation.

Physical counts: reality is the final source of truth

Counts compare expected stock with what you physically measured, then correct the balance while preserving the variance and reason.

Quick Count

For a focused set of materials.

Full Count

For the entire warehouse, such as a month-end count.

Variance reasons matter

Started by mistake?

While the count is still Draft/Open, use Cancel Count. Cancellation does not alter stock or create an adjustment; completed counts cannot be cancelled this way.

Suppliers, purchase orders, and receiving

1. Create the supplier.
2. Create a Purchase Order and choose the destination warehouse.
3. Add lines, quantities and costs.
4. Mark it Ordered.
5. Receive the actual delivered quantity.
6. If only part arrives, the order remains Partially Received.
7. Receive the remainder later until Received.

Expiry-tracked items require batch and expiry data during receiving. An authorized workflow can also post a linked inventory-purchase expense to finances.

Smart Consumption: deduct only when treatment is executed

Map each treatment to the materials it normally consumes once. MaxDent then deducts stock automatically when that treatment becomes Done / Executed.

No deduction occurs when:

• Creating a treatment plan.
• Adding a procedure or price.
• Booking an appointment.
• Opening a patient file.

Insufficient valid stock?

MaxDent should not leave treatment completed while inventory silently fails. The operation is rejected until the stock condition is corrected.

Treatment reverted?

The prior deduction is reversed with safeguards against duplicate returns.

Evidence-based suggested baselines are editable

Where MaxDent has a responsible research/manufacturer reference for a material-use case, it can suggest a starting baseline. The suggestion is not mandatory.

A clinic may save a separate Custom Clinic Value without modifying the original reference baseline.

No reliable baseline?

MaxDent should not invent one. Product-specific or clinically variable materials can start Manual, or present a range/reference without forcing a number.

Branch learning: each branch learns independently

Each branch starts around Learning Factor = 1.00. With enough eligible count data, the factor can change gradually while the original baseline stays intact.

Only correctly classified Natural Consumption variances should feed learning. Waste, theft, expiry, admin errors and unrecorded receipts do not.

Reset Learning

Authorized users can reset the branch factor to its starting point without deleting the underlying evidence/reference baseline.

Reports and permissions

Inventory value is an operational estimate, not a replacement for advanced cost accounting.

Permissions can separate inventory viewing, inventory management, purchasing, reports and central multi-branch visibility while preserving Enterprise branch isolation.

Eight rules that prevent most stock mistakes

Full scenario — a clinic starting from zero

1. Enable Inventory only.
2. Create Cairo Store and set it as the branch Primary Store.
3. Create Composite with g as the Base Unit and 10 g minimum.
4. Measure actual stock and enter 50 g.
5. Create the real batches and expiry dates.
6. After stock stabilizes, map Composite Restoration to its materials.
7. Enable Smart Consumption.
8. Run treatments normally.
9. Perform periodic physical counts.
10. Classify eligible natural-consumption differences correctly so learning can adapt gradually.

Three-branch organization

Branches can also receive directly from suppliers. Each branch learns independently, and Cairo treatments do not deduct from Giza stock.

Frequently asked questions