Objective
This SOP explains how to create retail product records in AesthetiDocs, assign the correct stock and tax settings, and record a retail sale against a patient appointment. Following these steps ensures products are tracked accurately, sales are captured correctly, and receipts/financial records update automatically.
Key Steps
1. Open Stock Management and Review Available Sections 0:14
Navigate to the Stock Management module.
Familiarize yourself with the main areas:
Products: retail items available for sale.
Inventory: all stock items, including retail and treatment-use products.
Suppliers: manage supplier records and link them to products.
Categories: organize products for easier checkout and reporting.
Decide whether you need to create categories before adding products.
2. Create Product Categories First 1:03
Go to the Categories section.
Select Add New Category.
Enter a clear category name, such as SPF.
Add a description if needed.
Click Submit to save the category.
Repeat for any additional categories you want to use before adding products.
3. Add a New Retail Product in Inventory 2:01
Open the Inventory section to manage products in one place.
Click Add New Product Item in the top-right corner.
Enter the product details required for retail sales.
4. Enter Core Product Details 2:22
Add the Product Name (example: Daily Radiance Vitamin C).
Enter the Unit Price or supplier cost (example: 40).
Enter the Retail Price or selling price to the client (example: 70).
Optionally add:
SKU
Product ID
Leave optional fields blank if you do not use them.
5. Set Stock, Supplier, Location, and Category 3:16
Use the stock controls to set the starting stock quantity (example: 10).
Confirm the stock will automatically reduce when sales are recorded.
Assign a Supplier if applicable.
Select the correct Location if your business has multiple sites.
Choose the appropriate Category from the dropdown (example: Medicaid).
Set the Status to indicate whether the item is medical or non-medical (example: non-medical product).
6. Mark the Product as a Retail Item and Set Tax 4:35
Toggle the item as a Retail Item so it appears in the checkout flow.
Choose the correct Tax Rate option:
Standard tax rate: uses the account’s default tax setting.
Tax exempt: for items that should not incur tax.
Custom tax rate: manually enter a specific tax rate if required.
Select the option that matches your local tax rules and product type.
7. Configure Reorder Level and Save the Product 6:12
If you want stock monitoring, set a Reorder Level.
The system will flag the item as low stock when inventory drops below this level.
Review the product setup to ensure all details are correct.
Click Submit to save the product.
Confirm the product now appears in the inventory list with the correct stock, pricing, category, and tax settings.
8. Add the Retail Product to a Patient Appointment 7:22
Open the patient’s appointment from the Calendar.
In the appointment view, locate the Products section under the service details.
Click Add Products.
Select the correct product category.
Choose the retail product you want to sell (example: Daily Radiance Vitamin C).
Click Add Product to attach it to the appointment receipt.
9. Checkout the Sale and Record Payment 8:13
Click Checkout to review the appointment and added product.
Confirm the treatment and retail product are both listed correctly.
Edit the product price if needed.
Apply any discounts if appropriate.
Select the patient’s payment method (example: card).
Complete the payment to finalize the sale.
10. Verify the Receipt and Financial Record 8:41
Check the receipt to confirm it includes:
The treatment provided
The retail product sold
Go to the Receipts area to verify the transaction has been recorded.
Confirm the sale appears in the financial dashboard and receipt history.
Use this area to review completed sales and troubleshoot if needed.
Cautionary Notes
Ensure the product is toggled as a Retail Item; otherwise, it may not appear correctly at checkout.
Double-check the tax rate before saving, especially if your business operates in a region with specific VAT/GST rules.
If your clinic has multiple locations, assign the product to the correct location to avoid stock inaccuracies.
Use reorder levels carefully so low-stock alerts are meaningful and not triggered too early.
Only use the record item option for treatment-related stock, not retail products.
Confirm the correct product is added to the appointment before completing checkout, as sales cannot be easily reversed once finalized.
Tips for Efficiency
Create all categories first so products are easier to find at checkout.
Standardize product naming conventions to keep inventory organized.
Use the Inventory section as the main workspace for adding and managing products.
Populate only the fields your team actually uses to keep setup fast and consistent.
Set stock and reorder levels at the time of product creation to reduce manual follow-up later.
Review receipts regularly to ensure retail sales are flowing through correctly into reporting.