📝 Overview
This article explains how to manage the on hand inventory count in ChiroHD. You’ll learn how to adjust your inventory quantities, write off items, record shipments, and review inventory changes.
Accessing Location Inventory
To access this setting, navigate to Live Location, Settings, Inventory, System Defaults Tab.
Managing Inventory Overview
ChiroHD provides several tools to help maintain accurate inventory counts and track inventory activity.
You can Manage Inventory Quantities by:
Adjust: Using the Adjust button to make inventory corrections through either an Adjustment or a Write-Off.
Shipment: Recording incoming inventory using the Shipment button.
Patient Ledger: Inventory quantities will automatically decrease when items are added to a patient's ledger and sold.
If you have further questions about How to Add an Inventory Item to a Patient's Ledger, please see our other resource.
ChiroHD also maintains a History of Inventory activity through:
Adjustment History – Tracks inventory adjustments and write-offs.
Shipment History – Tracks inventory shipments that have been recorded.
The sections below provide additional details about each of these inventory management features.
Managing On-Hand Inventory
The On Hand Column shows the quantity of a specific inventory item currently available in your office.
New ChiroHD offices will typically begin with an on-hand count of 0.
Offices migrating from another system may find that the on-hand count does not match their actual physical inventory.
On-hand quantities should be reviewed and adjusted as needed when first setting up inventory.
Once your on hand count is correct, you should not need to use adjustments again except for maybe in rare cases. As inventory items are added to a patient's ledger, your inventory item will decrease based on how many are added to ledgers.
Using the Adjust Button
Use the Adjust button to make inventory corrections through either an Adjustment or a Write-Off.
1. Adjust Inventory Using Adjustment
Use an Adjustment when you need to correct an inventory count without affecting inventory reporting. These can be positive or negative amounts.
NOTE: Inventory Adjustments are used strictly to correct inventory counts and do not appear in reporting.
Steps to Enter an Adjustment
Navigate to Settings, Inventory, Locate the inventory item.
Click Adjust.
Select Adjustment as the Adjustment Type.
Enter a positive or negative quantity.
Review the Current On Hand and New On Hand amounts displayed.
Click Submit.
Example of Adjustment:
If an inventory item shows -2 on hand, but you physically have 2 in the office:
Enter a quantity adjustment of +4.
The new on-hand amount will become 2.
If you physically have 3 on hand:
Enter a quantity adjustment of +5.
The new on-hand amount will become 3.
2. Adjust Inventory Using Write-Off
Use a Write Off when inventory is removed from stock for reasons other than patient sales.
Common examples include:
Giving away product samples
Promotional giveaways
Office raffles
Damaged inventory
NOTE: Write-offs are included in inventory reporting and write-off reports. Be sure to use the correct adjustment type to maintain accurate reporting.
To Write Off Inventory
Navigate to the inventory item.
Click Adjust.
Select Write Off as the Adjustment Type.
Enter the quantity being removed.
Click Submit.
Audit History of Adjustments
Each inventory item maintains an audit trail of inventory changes. The adjustment history displays:
Inventory adjustments
Write-offs
Shipment entries
Quantity changes over time
To View Adjustment History
Open the inventory item.
Click Adjustments Tab.
Inventory Shipments
The Shipment button is used to record inventory received into your office. This will:
Increase the on-hand quantity.
Record the shipment in the inventory history.
NOTE: The Shipment feature does not place an order with a vendor. It is only used to update inventory quantities within ChiroHD.
To Record a Shipment
Navigate to the Inventory Item, Click Shipment.
Enter:
Quantity received
Cost per unit
Notes (optional)
Click Submit.
Inventory Shipment History
To view the shipment history for an inventory item, click the History button.
The Shipment History log displays a record of all shipments that have been entered for that item, including quantities received, unit costs, dates, and any notes entered at the time of receipt.
This history can be used to review inventory replenishment activity and verify inventory records.
Inventory On Hand Reporting
ChiroHD does not currently provide a dedicated on-hand inventory report.
Alternative Inventory On Hand Reporting Method
To review current inventory quantities:
Navigate to Settings > Inventory.
Copy the inventory list.
Paste the information into a spreadsheet application such as Microsoft Excel or Google Sheets.
Use the spreadsheet to sort, filter, and analyze inventory quantities as needed.
Related Inventory Reporting
While ChiroHD does not currently offer a dedicated On-Hand Inventory report, additional inventory-related reporting may be available through navigating to your Live Location, Reporting, All Reports (Beta).
These reports can provide further insight into inventory activity, sales, and write-offs. For more information, see:
Sales Report
Write-Off Report
By Service / Inventory Item Report
Inventory Item By Category Report
Review these reports regularly to help monitor inventory usage and maintain accurate inventory records.
✅ Key takeaways
Always ensure your on hand count matches your physical inventory
Use adjustment to correct count discrepancies
Use write off when removing items for non-sale reasons
Record shipments as items arrive to keep inventory accurate
Write offs appear in write off reports, but adjustments do not
You can copy inventory lists into a spreadsheet for reporting
📌 Conclusion
ChiroHD provides tools to keep your inventory records up to date and accurate, including easy adjustment, write off, shipment logging, and audit history features. Maintaining accurate inventory counts helps ensure smooth office operations and more precise reporting.