Inventory & Bookkeeping — OneBOSS Leave-Behind

For Kimberly (books) + purchasing/inventory (Roxanne). Your one-page takeaway. Full how-to: Bookkeeping & Inventory Guide (05) in the parent training folder.

🟢 Go-live June 14: new inventory & money work happens in OneBOSS. TPS stays read-only for old history. Stuck? → call Jessica. ⚠️ A few screens are devOnly / placeholder in the build (cycle-count, Reorder Report, Reports "Soon", Financial Reports). Confirm which are live in the clinic app before relying on them — easiest to check during your session.

The Inventory screen (left menu → Inventory) — tabs

• Product Catalog — every product (name, SKU, price, category)
• Aggregated Stock — total on hand per product
• Stock by Location — counts per location
• Transfers — AI-suggested moves to balance locations
• Expiration & Discounts — items nearing expiry + suggested discounts
• Inventory Actions / Receiving — add new stock (receiving)

Locations (the 4 real ones): Front Stock Room · Treatment Room A Cabinet · Treatment Room B Shelf · Back Office Storage.

💡 Legacy stock brought from TPS has no received date — its label simply omits the RCV line. That's how you tell migrated stock from newly-received stock.

Core tasks

Receive a shipment & print labels

1. Inventory Actions / Receiving → add the items (qty, cost, expiration).
2. Stock is serialized — one record per physical bottle/unit — and each gets a barcode/QR label.
3. Print labels on the label printer (TSC); the front desk scans these at checkout (DS4608 scanner).

   📦 Ship/receive batched by vendor — keep each vendor's shipment together.

Check stock / find an item → Aggregated Stock (total) or Stock by Location (where it is).

Expiration, discounts & spoilage → Expiration & Discounts tab flags soon-to-expire items and suggests a discount to move them. Track spoilage / room write-offs here (confirm the exact write-off path in the app).

Cycle counts → weekly count to keep numbers honest (confirm the count/adjust screen is live).

Reorder → low-stock items become reorder tasks (Roxanne) / a Reorder Report (placeholder — confirm in app).

Returns' effect → a front-desk Return (within 30 days) puts the unit back / adjusts stock automatically; you just reconcile.

Bookkeeping / money side

• Receipts & revenue split prepay vs cash vs card — so you can see real cash collected vs. prepaid draw-downs.
• Financial Reports (may be devOnly) are cash-basis and bucketed by clinic day (not UTC) — use these for the books.
• Cost of goods runs ~60% of base price as a modeled estimate — treat as planning, not penny-exact.
• California: supplements are personal-property-taxable — keep the year-end on-hand inventory $ value for the property-tax filing.
• CHI Cash is Jessica-only store credit; you'll see balances move but only Jessica sees the origin.

Before your session / go-live

• Confirm which screens are live vs. devOnly/placeholder (above) in the clinic build.
• Verify the label printer + scanner work end-to-end (receive → label → scan at checkout).
• Confirm the final inventory count import before cutover (count June 11–12, cutover June 12–14).
• Keep the year-end on-hand $ value process in mind for CA property tax.

📎 Go deeper: Bookkeeping & Inventory Guide (05) = the full how-to · FAQ (09) = fixes · Go-Live plan (10) = cutover & who to call. Support war-room June 15–19.