Stockie - User guide
User guide for the Cath Lab stock and requisition web app (Items, should-order, orders, receive, stock take, vendors, settings).
Getting started
What Stockie is
Stockie is a stock and requisition web app.
The replenishment loop
- Keep the catalogue up to date (on-hand, target/par, location, vendor, price).
- Review Should order (target − on-hand − back order).
- Fill the ordering session and create purchase orders (one per vendor).
- Raise each requisition in hospital iProc and record the iProc number in Stockie.
- Receive stock (full or partial) when deliveries arrive.
Two requisition numbers
| ID | Meaning |
|---|---|
| Internal req no | Allocated by Stockie when you create an order. |
| iProc | Hospital procurement number, entered after the buy is raised outside Stockie. |
Receive lookup works with either number.
Sign in & MFA
Sign in & MFA
Open the Stockie web address provided by your site. Sign in with your username and password.
Login screen
Multi-factor authentication (MFA)
If MFA is enabled for the site, you may be asked to:
- Set up email the first time (enter a work email), then enter the code sent to that address; or
- Enter a verification code sent to your registered email on each sign-in.
You can resend the code from the login screen if needed. After a successful sign-in you land on the Items catalogue.
Accounts are managed in Stockie (Settings → Security for administrators).
Getting around
Getting around
After sign-in, every screen uses the same shell: a collapsible side navigation, a top bar with site subtitle and version, and the main work area.
Navigation
| Menu | Purpose |
|---|---|
| Items | Catalogue, should-order, ordering session |
| Orders | Purchase orders / internal requisitions |
| Receive | Look up an order and receive stock |
| Vendors | Supplier list used by items and order split |
| Stock take | Count stock and update on-hand |
| Settings | Administrators only — site coding, email, users, lookups, audit |
Top bar
- About — app version and release notes
- Theme — light or dark
- Account menu — Profile and Sign out. Read-only users see an indication that they cannot change stock.
On small screens, open the menu with the hamburger control. Collapse the sidebar on desktop when you want more grid space.
Your profile
Your profile
Open the account menu (your name) → Profile.
Profile: email, password, and MFA
What you can change
- Email — used for MFA codes when MFA is enabled
- Password — if site MFA is on, you may need a verification code to confirm the change
- MFA for your account — enable or disable (when the site allows MFA)
Roles & permissions
Roles & permissions
Access is controlled per staff member. The catalogue and orders remain visible for read-only users; write actions are hidden when you do not have write access.
| Level | Typical access |
|---|---|
| Reader | View Items, Orders, Vendors, Receive lists. Cannot change quantities, create orders, receive, or save stock take. |
| Write | Update items, run the ordering session, create orders, receive stock, save stock take. |
| Administrator | Everything above, plus Settings (users, MFA/SMTP, hospital coding, lookups, audit). Administrators always have write access. |
Module grants are configured under Settings → Security.
Items
Catalogue grid
Catalogue grid
Items is the home screen. It shows the live catalogue: vendor, type, description, size, part number, on-hand, target, back order (B/O), should-order, order qty, location, and price.
Items catalogue with filters and session actions
Filters and sorting
- Search by description, part number, and related text.
- Filter by type, location, and list mode (for example active items, or items that need ordering).
- Click column headers to sort.
- Use the refresh icon at the end of the filter row to reload.
Opening an item
Click a row to open the item detail / edit screen. With write access you can also create a new item from the actions area.
Key quantities
| Column | Meaning |
|---|---|
| On hand | Current stock count in the lab. |
| Target | Par / target level you want to hold. |
| B/O | Back order — quantity already on open purchase orders and not yet received. |
| Should order | How many more to order (see next topic). |
| Order qty | Your session cart quantity for this item. |
Create & edit items
Create & edit items
From Items, choose New item or open a row. With write access you can save changes; readers can view details only.
Item form: catalogue fields and optional photograph
Main fields
- Description, size, vendor, type, location
- Vendor part number (important for matching supply lines)
- On hand and target quantities
- Box quantity and price (ex GST)
- Tender catalogue / supply arrangement / reference (when used)
- Consignment flag and Active flag
On edit, Stockie also shows derived back order and should-order for the item. You can attach or replace a photograph on edit.
There is no general document store on items in this web version — only an optional photo.
Should-order & ordering session
Should-order & ordering session
Should-order formula
For each item:
Should order = Target − On hand − Back order
- The grid displays the need as zero or more (negative values are shown as 0).
- Back order is calculated from open purchase-order lines: sum of (ordered − received) on lines that are not void and not fully received. It is not a separately typed field on the item.
Do not treat “target − on hand” alone as the order quantity. Ignoring back order overstates what you still need to buy.
Ordering session
With write access, enter quantities in the Order qty column. Values are saved to your personal session cart.
- Fill from should-order copies only positive should-order amounts into Order qty.
- The toolbar shows a session total when lines have quantity.
- When ready, choose Create order to review and confirm (see Orders).
Import / export
Import / export
On the Items screen, open Tools for Excel-oriented catalogue helpers (write access required to import).
- Export — download the catalogue for offline review or backup.
- Import — upload a spreadsheet to create or update items. Follow the dialog instructions and review any reported errors before relying on the result.
Prefer editing single items in the app for day-to-day corrections; use import for bulk catalogue maintenance.
Orders
Orders list
Orders list
Orders lists purchase orders created from ordering sessions. Each order has an internal requisition number, vendor, status, and optional iProc number.
Orders filtered to open requisitions
- Filter open, closed, or all orders.
- Search and sort as needed.
- Open a row for order detail, iProc entry, and a path to receive.
Create order
Create order
From Items, after filling Order qty, choose Create order. Stockie opens a review screen grouped by vendor.
Session cart reviewed and split by vendor
Confirming
- Check quantities and optional line comments.
- Select the Auth. officer (staff list; defaults to you).
- Confirm. Stockie creates one purchase order per vendor and allocates an internal req no to each.
Hospital coding (deliver-to, cost centre, next internal req number, site subtitle) comes from Settings, not from fields typed on this screen. The session cart is cleared after a successful create.
If several vendors were in the cart, you return to the Orders list. If there was only one vendor, you open that order.
iProc number
iProc number
After you create Stockie orders, raise the matching requisitions in the hospital iProcurement system. Then open each order in Stockie and enter the iProc number.
Order detail — record the hospital iProc number
Stockie does not call Oracle. Recording iProc lets colleagues look up the order later by either the internal req no or the hospital number when receiving.
Receive
Receive stock
Receive stock
Use Receive in the side menu when a delivery arrives.
Look up by internal req or iProc; open orders listed below
Lookup
Enter the internal req no or the iProc number and continue. You can also pick an open order from the list on the page.
Entering quantities
Enter received quantities per line
- Enter how many arrived on each line. Partial receipts are allowed.
- Remaining quantity stays on back order until later receives.
- On-hand increases by the received amount.
- When everything is received, the order can close; otherwise receive again when the rest arrives.
Stock take
Stock take
Stock take
Stock take is a dedicated screen (not started from Items as in the old Windows app).
Count against the catalogue and save
- Filter or search to the area you are counting (type, location, active items).
- Enter the counted quantity for each item.
- Save. With write access, on-hand is updated to the counted values.
Readers can view the list but cannot save counts.
Vendors
Vendors
Vendors
Vendors supply the catalogue and drive the split when you create orders (one PO per vendor).
Vendors list
- Filter active / inactive / all.
- Create or edit a vendor (name, code, active). If code is left blank, Stockie can generate one.
This web version does not include vendor communication logs or a vendor document library.
Settings
Settings
Settings
Settings is visible only to administrators. Use it for general settings, email, security, lookups, and audit
General settings — site subtitle and hospital coding
General
Site subtitle (shown in the shell), deliver-to, cost centre, next internal requisition number, and related coding used when creating orders.
SMTP settings for MFA and system mail, plus a test send.
Security
Security — MFA and users
Site MFA options, staff users, passwords/enablement, and module write grants.
Lookups
Maintain item types and locations used on the catalogue.
Audit
Review system audit entries (who changed what). This replaces a separate “History” menu from the old Windows product.