Main Store
Optional central stock for organizations that receive centrally and distribute to branches.
MaxDent Enterprise — Complete Smart Inventory Guide
From the first item on the shelf.
To smart consumption that learns from each branch.
A detailed practical guide from zero: enable inventory, create warehouses and materials, receiving, transfers, batches, expiry, counts, suppliers, then Smart Consumption, branch learning and reports — with clear examples and workflows.
SupplierReceiving
→
WarehouseBatch / Expiry
→
TreatmentSmart Consumption
→
CountCorrect + Learn
Start correctly
The recommended setup order
Do not enable everything on day one. Build a trustworthy stock baseline first, then enable the intelligent layer gradually.
1Enable InventoryKeep Smart Consumption off at first.
2Create warehousesStart with the branch operating store.
3Add materialsName + SKU + base unit + minimum.
4Enter realityUse the quantity physically on hand.
5Set expiry trackingBatch + expiry where required.
6Perform a baseline countMake MaxDent match the shelf.
7Run daily stockReceive, transfer, issue, waste, return.
8Enable Smart ConsumptionStart with a small set of materials.
Chapter 1
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.
Material→Warehouse→Stock→Movement→Count
Executed treatment→Baseline×Branch Factor→Branch stock deduction
Key point: Inventory works without Smart Consumption. You can run stock, purchasing, expiry and counts conventionally, then add automation later.
Main tabs
OverviewMaterialsWarehouses & StockMovementsExpiry & BatchesCountsSmart ConsumptionSuppliers & OrdersReports
Chapter 2
Enable Inventory for the first time
- Open Settings in MaxDent Enterprise.
- Open Enterprise Inventory settings.
- Enable Inventory.
- Initially keep Smart Consumption disabled.
- Enable expiry alerts for tracked materials.
- Review the alert lead time; the practical default is 60 days and can be adjusted to clinic policy.
Do not start with automated deductions. First make MaxDent stock match what is physically on the shelf.
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.
Chapter 3
Warehouses: Main, Branch, or Extra?
Branch Store
The operating warehouse for a branch; critical for Smart Consumption.
Extra Warehouse
Optional storage for reserve, sterilization, special stock, or other internal organization.
Receiving can go directly to any warehouse. Transfers can be Main ↔ Branch or Branch ↔ Branch subject to permissions.
Main StoreOptional
⇄
Cairo StoreBranch
Giza StoreBranch
Alex StoreBranch
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.
Chapter 4
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.
Important: If Composite uses g and you have two 4 g syringes, enter 8 g, not “2 packages”. Package Size is descriptive; operational stock is based on the Base Unit.
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.
Chapter 5
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.
Chapter 6
Batches, expiry, and FEFO
For expiry-tracked materials, record Batch Number + Expiry Date + Quantity at receiving.
One material, two batches
Batch A10120 gExpires 2027-02-01
Batch A20230 gExpires 2027-08-01
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.
Chapter 7
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.
Example
Expected50 g
Actual46 g
Variance-4 g
Variance reasons matter
Natural consumption ✓ learning eligibleWaste / damageExpired disposalLoss / theftUnrecorded receiptAdministrative errorUnknown
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.
Chapter 8
Suppliers, purchase orders, and receiving
- Create the supplier.
- Create a Purchase Order and choose the destination warehouse.
- Add lines, quantities and costs.
- Mark it Ordered.
- Receive the actual delivered quantity.
- If only part arrives, the order remains Partially Received.
- Receive the remainder later until Received.
Partial receiving
Ordered100 glove boxes
Received today60
Remaining40
Expiry-tracked items require batch and expiry data during receiving. An authorized workflow can also post a linked inventory-purchase expense to finances.
Chapter 9
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.
Treatment Done→Baseline × Branch Factor→Primary Branch Store→FEFO→Deduction
No deduction occurs when:
- Creating a treatment plan.
- Adding a procedure or price.
- Booking an appointment.
- Opening a patient file.
Composite Restoration — illustrative example
Composite0.20 g
Bond0.05 ml
Etchant0.10 ml
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.
Chapter 10
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.
Suggested Baseline
Use it directly or edit it.
Range
Published range when available.
Confidence / Evidence
Helps you judge how strongly to rely on the suggestion.
A clinic may save a separate Custom Clinic Value without modifying the original reference baseline.
Reference BaselineorClinic Custom Baseline×Branch Learning Factor
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.
Chapter 11
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.
Example
Baseline0.20 g
Cairo Factor1.08
Effective0.216 g
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.
Chapter 12
Reports and permissions
Stock by warehouseMovementsExpiryCount varianceConsumptionLearningWasteTransfersInventory value
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.
Chapter 13
Eight rules that prevent most stock mistakes
1Use Base Unit, not package count.
2Do not enable Smart Consumption before stock is reconciled.
3Set one Primary Branch Store for automated consumption.
4Choose the real count variance reason.
5Evidence baselines are suggestions, not commands.
6Never use expired stock in normal consumption.
7Use Counts for unexplained differences.
8Start Smart Consumption with 5–10 clear materials.
Chapter 14
Full scenario — a clinic starting from zero
- Enable Inventory only.
- Create Cairo Store and set it as the branch Primary Store.
- Create Composite with g as the Base Unit and 10 g minimum.
- Measure actual stock and enter 50 g.
- Create the real batches and expiry dates.
- After stock stabilizes, map Composite Restoration to its materials.
- Enable Smart Consumption.
- Run treatments normally.
- Perform periodic physical counts.
- Classify eligible natural-consumption differences correctly so learning can adapt gradually.
Three-branch organization
Main StoreOptional central receiving
⇄ Transfers ⇄
Cairo PrimarySmart Consumption
Giza PrimarySmart Consumption
Alex PrimarySmart Consumption
Branches can also receive directly from suppliers. Each branch learns independently, and Cairo treatments do not deduct from Giza stock.
Chapter 15
Frequently asked questions
Do I need a Main Store?
No. It is optional.
Can a supplier deliver directly to a branch?
Yes.
Can I transfer Branch → Branch?
Yes, subject to permissions.
Is Smart Consumption mandatory?
No. Conventional Inventory can run by itself.
Is the evidence baseline mandatory?
No. It is an editable suggestion, and unsupported cases can start Manual.
When does treatment stock deduct?
When the treatment becomes Done / Executed.
What happens when treatment execution is reverted?
The prior deduction is reversed with duplicate-return protection.
Can expired batches be consumed?
No. Dispose through the authorized expired/waste workflow.
Can a PO be received partially?
Yes.
Does a count erase history?
No. It corrects the balance and preserves the variance and reason.
Does every branch learn separately?
Yes.
What is the easiest way to start?
Start with conventional inventory and a limited material set, then add Smart Consumption gradually.
Need to configure Enterprise networking first?
Enterprise GuideReturn to the Enterprise operating guide
If MAIN / BRANCH, Tailscale, or branch LAN access is not ready yet, complete that setup before configuring inventory.