Knowing What You Have
Inventory tracking in Kora provides complete visibility into supplies. What you have, how much, where it is stored, when it expires, and whether stock levels require attention. No more searching for items you know exist somewhere. No more discovering expired medications during emergencies. No more running out of essential supplies unexpectedly.
This chapter explains how inventory tracking works, what information is captured, and how it supports operational efficiency and safety.
Creating Inventory Items
Adding items to inventory is straightforward:
Basic Information:
- Name (required): "Clostridial 7-in-1 Vaccine" or "Cattle Feed - Protein Pellets"
- Category: Select from 46+ categories (Feed, Medication, Vaccines, Equipment, etc.)
- Description: Details about the item ("Multi-strain vaccine for clostridial diseases including tetanus, blackleg, malignant oedema")
- Quantity (required): Current stock amount (50 doses, 1000kg, 25 units)
- Unit: Measurement unit (doses, kilograms, litres, units, bags, boxes)
Pricing and Supplier:
- Unit Price: Cost per unit for cost tracking
- Supplier: Associated supplier from supplier database (Chapter 14.2)
- Purchase Date: When item was acquired
Location and Storage:
- Storage Location: Where item is kept ("Main Facility - Veterinary Fridge," "North Paddock - Feed Shed," "Field Vehicle - Emergency Kit")
- Location/Subdivision: Link to specific property location or subdivision for multi-location tracking
Stock Management:
- Minimum Stock Level: Threshold triggering reorder alerts (e.g., 10 doses)
- Optimal Stock Level: Target stock amount for normal operations (e.g., 50 doses)
- Expiration Date: When item expires (critical for medications and vaccines)
Example inventory item:
Name: Clostridial 7-in-1 Vaccine
Category: Vaccines
Description: Multi-strain vaccine for sheep and cattle. Covers tetanus, blackleg,
malignant oedema, black disease, and enterotoxaemia. Booster required annually.
Quantity: 25 doses
Unit: doses
Unit Price: $4.50
Supplier: VetSupply Ltd
Storage Location: Main Facility - Veterinary Refrigerator (2-8°C)
Minimum Stock: 10 doses
Optimal Stock: 50 doses
Expiration Date: 2025-08-15
Batch Number: VAC-2024-12345
Creating inventory items takes 2-3 minutes for detailed entries, 30 seconds for basic tracking.
Inventory Categories
Kora organises inventory into 46+ categories covering diverse animal management contexts. Categories are organisational tools helping you find items quickly and analyse spending patterns.
General Animal Care Categories
Feed: All animal nutrition (pellets, hay, grain, specialised diets)
Supplements: Nutritional supplements (minerals, vitamins, additives)
Medication: Medical treatments (antibiotics, anti-parasitics, pain relief)
Vaccines: Disease prevention products (routine vaccines, species-specific immunisations)
Veterinary Supplies: Medical equipment and supplies (syringes, bandages, surgical supplies, diagnostic tools)
Bedding: Animal bedding materials (straw, wood shavings, specialised substrate)
Cleaning Products: Facility sanitation (disinfectants, cleaning solutions, sanitisers)
Equipment: General operational equipment (tools, machinery, infrastructure)
Supplies: General operational supplies (packaging, consumables, miscellaneous)
Farm-Specific Categories
Fertiliser: Pasture and crop fertilisers
Seeds: Pasture seed, cover crops
Pest Control: Pesticides, herbicides, rodent control
Farm Machinery: Tractors, equipment, farm vehicles
Fuel: Diesel, petrol, machinery fuel
Zoo and Conservation Categories
Enrichment Items: Behavioural enrichment for captive animals
Exhibit Materials: Display and habitat construction materials
Research Equipment: Scientific research tools and equipment
Wildlife Rescue Gear: Emergency response and rescue equipment
Tracking Devices: GPS collars, radio transmitters, monitoring equipment
Incubation Equipment: Egg incubators, brooding equipment
Quarantine Supplies: Isolation and quarantine-specific supplies
Transport Crates: Animal transport equipment
Aquarium Supplies: Aquatic animal care equipment
Terrarium Supplies: Reptile and amphibian care equipment
Specialised Care Categories
Grooming: Animal grooming tools and supplies
Animal Training Tools: Training equipment and aids
Behavioural Modification Tools: Behaviour management equipment
Nesting Materials: Breeding and nesting supplies
Artificial Habitats: Habitat construction and enhancement
Safety and Protection Categories
Protective Gear: Personal protective equipment for handlers
Safety Equipment: Operational safety tools
Emergency Supplies: Emergency response inventory
Weather Protection: Weather-related protection equipment
Health Monitoring Categories
Diagnostic Equipment: Health assessment tools (thermometers, stethoscopes, testing equipment)
Laboratory Supplies: Sample collection and analysis supplies
Sampling Kits: Biological sampling equipment
Nutrition Categories
Specialised Diets: Species-specific or medical diets
Formula Preparation Supplies: Hand-rearing and formula preparation equipment
Feeding Equipment: Feeding tools and delivery systems
Breeding and Reproduction Categories
Breeding Supplies: Breeding management supplies
Artificial Insemination Equipment: AI tools and equipment
Egg Incubators: Incubation equipment for eggs
Identification and Records Categories
Animal Identification: Tags, RFID equipment, microchips, marking supplies
Record Keeping Supplies: Documentation and record management supplies
Data Collection Devices: Field data collection tools
Waste Management Categories
Waste Disposal Equipment: Waste handling and disposal tools
Composting Supplies: Composting systems and materials
Conservation Categories
Habitat Restoration Supplies: Ecosystem restoration materials
Field Research Equipment: Field research and monitoring tools
Biodiversity Monitoring Tools: Species and ecosystem monitoring equipment
Administrative Categories
Packaging Materials: Shipping and packaging supplies
Office Supplies: Administrative supplies
Other: Items not fitting standard categories
Choose the category that best fits your inventory item. If nothing fits perfectly, use "Other" and provide clear description. Categories are organisational tools, not restrictive rules.
Multi-Location Inventory
Operations with multiple properties, facilities, or storage areas benefit from location-based inventory tracking.
Assigning Inventory to Locations
Link inventory items to specific locations and subdivisions:
Property-Level Assignment: Assign to entire property ("Main Farm" vs "Leased Paddock")
Subdivision-Level Assignment: Assign to specific areas within property ("Main Farm - Veterinary Clinic" vs "Main Farm - Feed Storage Shed")
Storage Location Description: Add detailed storage information ("Veterinary Clinic - Refrigerator Unit 2, Top Shelf")
Example multi-location setup:
Location: Main Farm
Subdivision: Veterinary Clinic
- Vaccines (refrigerated, 2-8°C)
- Antibiotics (controlled substances, locked cabinet)
- Surgical supplies
- Diagnostic equipment
Subdivision: Feed Storage Shed
- Cattle feed (bulk storage, 10,000kg capacity)
- Sheep feed (separate storage, pest control required)
- Mineral supplements
- Salt licks
Subdivision: Equipment Shed
- Fencing materials
- Tools and maintenance equipment
- Protective gear
Location: North Paddock
Subdivision: Field Storage
- Emergency supplies
- Temporary fencing
- Water trough maintenance supplies
Location-Based Benefits
Quick Retrieval: "Where are the antibiotics?" becomes "Main Farm - Veterinary Clinic, locked cabinet"
Field Efficiency: Staff at North Paddock see North Paddock inventory without searching entire database
Stock Distribution: View inventory across all locations or filter to specific property
Location-Specific Alerts: Reorder alerts can be location-specific. Main Farm veterinary supplies running low differs from North Paddock feed depleted.
Transfer Tracking: When moving inventory between locations, update location assignment. This maintains accurate distribution records.
Multi-location tracking prevents "I know we have that somewhere" situations. It speeds retrieval and supports efficient operations across distributed facilities.
Stock Level Management
Maintain operational continuity through systematic stock monitoring.
Minimum and Optimal Stock Levels
Minimum Stock Level: Threshold triggering reorder alerts. When quantity drops below this level, Kora flags item for reordering.
Optimal Stock Level: Target stock amount representing normal operational inventory. Provides guidance for reorder quantity.
Example stock level strategy:
Item: Cattle Feed - Protein Pellets
Current Quantity: 3,000kg
Minimum Stock Level: 5,000kg (10-day supply at 500kg/day consumption)
Optimal Stock Level: 15,000kg (30-day supply)
Status: BELOW MINIMUM - Reorder Alert Active
Recommended Order: 12,000kg (reaching optimal level)
Supplier Lead Time: 3 days
Days Remaining at Current Consumption: 6 days
Setting Appropriate Thresholds
Consider Consumption Rate: Minimum stock should cover consumption during supplier lead time plus safety margin.
Account for Lead Time: If supplier requires 7 days delivery, minimum stock should last at least 10-14 days. This includes safety buffer.
Seasonal Variation: Adjust thresholds for seasonal consumption changes. Higher feed consumption during winter. Increased vaccination inventory before disease season.
Critical vs Non-Critical: Essential items (medications for chronic conditions) warrant higher minimum thresholds. Optional items (enrichment supplies) can have lower thresholds.
Storage Constraints: Optimal stock limited by storage capacity. Refrigerated vaccine storage differs from bulk feed shed capacity.
Example threshold scenarios:
Essential Daily-Use Item (Feed):
- Consumption: 500kg/day
- Supplier Lead Time: 3 days
- Minimum Stock: 5,000kg (10 days = lead time + safety)
- Optimal Stock: 15,000kg (30 days normal operations)
Critical Low-Use Item (Emergency Medication):
- Usage: Infrequent, unpredictable
- Supplier Lead Time: 7 days
- Minimum Stock: 5 doses (sufficient for typical emergency)
- Optimal Stock: 20 doses (multiple emergencies without reorder)
Non-Critical Supplies (Enrichment Items):
- Usage: Regular but flexible timing
- Supplier Lead Time: 14 days
- Minimum Stock: 2-week supply
- Optimal Stock: 6-week supply
Stock level management prevents both stock-outs (disrupting operations) and overstocking (tying up capital and storage space).
Expiration Date Monitoring
Track expiration dates preventing use of expired medications, vaccines, and perishable supplies.
Expiration Tracking: Record expiration dates during inventory creation or updates.
Expiration Alerts: Kora flags items approaching expiration (typically 30-60 days before expiry). This allows timely use or replacement.
Safety Prevention: Expired medications and vaccines lose efficacy or become dangerous. Expiration monitoring prevents accidental use.
Example expiration scenarios:
Vaccine - Expires in 90 days: Normal status, no alert
Vaccine - Expires in 25 days: EXPIRING SOON alert, prioritise use
Vaccine - Expires in 5 days: URGENT alert, use immediately or dispose
Vaccine - Expired 2 days ago: EXPIRED status, remove from active inventory
Medication - Multiple Batches:
Batch A: Expires 2025-03-15 (60 doses) - Use first
Batch B: Expires 2025-06-20 (40 doses) - Reserve for later
Batch C: Expires 2025-09-10 (25 doses) - Long-term stock
Regular expiration reviews (weekly or monthly depending on inventory type) ensure expired items are identified and handled appropriately. Used before expiry, replaced in time, or properly disposed.
Batch and Lot Tracking
Document batch and lot numbers creating traceability for compliance and safety.
What Batch/Lot Tracking Is: Recording manufacturer batch numbers, lot numbers, and related information when inventory is received and used.
Why It Matters: If products are recalled, batch tracking identifies which animals received affected products. For research and compliance, batch documentation creates audit trail.
Information Tracked:
- Batch Number: Manufacturer's batch identifier
- Lot Number: Lot identifier from supplier
- Manufacture Date: When product was manufactured
- Expiration Date: Product expiry
- Manufacturer: Product manufacturer name
Example batch tracking:
Vaccine Received:
Name: Clostridial 7-in-1 Vaccine
Batch Number: VAC-2024-12345
Lot Number: LOT-20240115-A
Manufacturer: VetPharm Industries
Manufacture Date: 2024-01-15
Expiration Date: 2025-08-15
Quantity Received: 100 doses
Usage Recording:
Bull #A123 vaccinated: Batch VAC-2024-12345, 2ml dose, 2025-03-10
Cow #B456 vaccinated: Batch VAC-2024-12345, 2ml dose, 2025-03-10
...
If Batch VAC-2024-12345 Recalled:
Kora identifies all animals receiving doses from this batch
Enables targeted response without treating entire population
Batch tracking integrates with treatment recording (Chapter 10). This creates comprehensive traceability from product receipt through administration to animals.
Animal-Type Mapping
Associate inventory items with suitable animal types including dosage information.
What Animal-Type Mapping Is: Defining which inventory items are appropriate for which animal species, optionally including dosage guidance.
Why It Matters: Prevents administration errors. Using cattle vaccines on sheep when not appropriate creates problems. Provides dosage guidance at point of use. Organises inventory by suitability.
Information Tracked:
- Animal Type: Which species item is suitable for (Cattle, Sheep, Goats, Horses, etc.)
- Recommended Status: Whether item is specifically recommended for this species
- Dosage Information: Species-specific dosing guidance ("1ml per 10kg body weight")
- Notes: Additional usage information for this species
Example animal-type mapping:
Inventory Item: Broad-Spectrum Antibiotic - Oxytetracycline
Animal Type Mappings:
Cattle:
Recommended: Yes
Dosage: "1ml per 20kg body weight, intramuscular injection"
Notes: "21-day meat withdrawal, 7-day milk withdrawal"
Sheep:
Recommended: Yes
Dosage: "1ml per 10kg body weight, intramuscular injection"
Notes: "28-day meat withdrawal period"
Goats:
Recommended: No (alternative preferred)
Dosage: "Consult veterinarian - off-label use"
Notes: "Higher dosing may be required for goats"
Horses:
Recommended: No
Dosage: Not recommended
Notes: "Use equine-specific alternatives"
Practical Benefits:
When veterinarian treats sheep for respiratory infection:
- Searches inventory for antibiotics suitable for sheep
- System shows only sheep-appropriate medications
- Dosage guidance displayed: "1ml per 10kg body weight"
- Withdrawal period noted: "28-day meat withdrawal"
- Reduces errors, speeds treatment, ensures proper dosing
Animal-type mapping is optional but valuable. Multi-species operations benefit significantly. Veterinary practices, zoos, and conservation programmes managing diverse animal populations find this essential.
Sustainability Tracking
Inventory items can include sustainability credentials supporting environmentally conscious procurement decisions.
Sustainability Indicators (brief overview, see Chapter 18 for comprehensive sustainability features):
- Organic Certification: Whether item is organically certified
- Fair Trade: Fair trade certified products
- Locally Sourced: Products from local suppliers reducing transport emissions
- Carbon Neutral: Carbon-neutral certified products
- Sustainable Packaging: Products using environmentally friendly packaging
- Carbon Footprint: Estimated carbon footprint of product
- Recycled Content: Percentage of recycled materials
Example sustainability-aware inventory:
Feed - Organic Cattle Pellets:
Organic: Yes
Locally Sourced: Yes (supplier within 100km)
Sustainable Packaging: Yes (biodegradable bags)
Carbon Footprint: 0.8 kg CO2e per kg feed
Supplier Sustainability Rating: 4.5/5
Sustainability tracking integrates with Supplier Management (Chapter 14.2) and comprehensive sustainability features (Chapter 18). This enables environmentally responsible operations.
Custom Fields
Inventory items support custom fields for operation-specific information not covered by standard fields.
What Custom Fields Are: Flexible data fields capturing unique inventory attributes relevant to your operation.
Example custom field uses:
- Special handling requirements ("Store below 5°C, protect from light")
- Regulatory compliance information ("DEA Schedule III controlled substance")
- Internal tracking codes ("Department: Avian Care, Budget Code: AVC-2025-MED")
- Equipment specifications ("Generator: 5000W capacity, Diesel fuel")
- Research project associations ("Study: Breeding Programme 2025, Grant: NSF-12345")
Custom fields provide flexibility for diverse operational needs. They do not clutter standard interface with rarely-used fields.
Viewing and Searching Inventory
Efficient inventory access through search and filtering:
Search Capabilities:
- Search by item name, category, or supplier
- Filter by location or subdivision
- Filter by expiration status (expiring soon, expired)
- Filter by stock status (below minimum, at optimal, overstocked)
- Filter by animal type (show only items suitable for specific species)
Inventory Views:
- Complete inventory list (all items, all locations)
- Location-specific view (items at specific facility)
- Category view (all medications, all feed, all equipment)
- Animal-type view (items suitable for cattle, items for reptiles)
- Alert view (items requiring attention: expiring, low stock, expired)
Example searches:
- "Show all vaccines expiring in next 30 days"
- "Show feed inventory at North Paddock below minimum stock"
- "Show all medications suitable for sheep"
- "Show inventory from VetSupply Ltd supplier"
- "Show all items in Veterinary Supplies category"
Quick access to inventory information supports efficient operations and informed decision-making.