Getting your inventory ready is one of the first steps when moving your clinic to Übik. A clear product list helps your team find the right item, charge the right amount, and start with stock quantities everyone understands.
Begin with what you have. You can prepare the essentials first, then add information that makes purchasing, dispensing, and reporting easier.
Download your inventory template
Choose one of these blank CSV templates. Both open in Excel, Google Sheets, and other spreadsheet programs.
- Download the simple inventory template (.csv) — Start with product names, groups, types, units, quantities, package sizes, prices, and notes.
- Download the advanced inventory template (.csv) — Includes everything in the simple version, plus suppliers, barcodes, lots, instructions, purchasing details, pricing options, and fiscal information.
These are preparation sheets for your clinic's import. Send the completed sheet to the team handling your onboarding so they can prepare the upload, link inventory groups and suppliers, and review the starting stock with you. Some advanced settings are completed separately during setup.
Use one row per distinct product or presentation. Different strengths, sizes, or presentations need separate rows. Keep starting stock by lot in a separate file, as explained below. Clinics with multiple branches should prepare a separate stock list for each branch.
The essential information
These details establish what each item is and how Übik should count it. Resolve them before the final import.
| Field | What to provide |
|---|---|
| Item Name | The product's complete name. Include the brand, strength, size, or presentation needed to distinguish it from similar items. |
| Item Type | Medicine, Merchandise, Diagnostics, Solution, Diluent, Accessory, Supplies, or Medical Equipment. |
| Unit | How you count or use the item: count/pieces, µL, mL, L, mg, g, kg, or whole packages. |
| Current Quantity | The starting amount in that unit, based on a physical count or a reviewed stock record. |
| Quantity Per Package | How many of those units are in one package. For an individual item counted and sold whole, this is usually 1. |
If a starting quantity is unknown, leave it blank in the preparation sheet and explain it in Notes. Use 0 for confirmed zero stock. An unknown balance needs a count or an agreed starting balance before stock is loaded.
Keep units, package sizes, and prices consistent
Suppose you dispense individual tablets and each box contains 10 tablets. If you have 3 boxes, the starting quantity is 30, the unit is count, and the quantity per package is 10. Enter sale price and business cost per tablet.
If you dispense a liquid by mL from a 50 mL bottle, use mL, enter the total mL on hand, and use 50 as the quantity per package. Prices and costs should also be per mL. If you sell the entire bottle as one item, count whole bottles instead and describe that presentation clearly.
A box price entered as a per-tablet price, or a bottle count entered as mL, can change both charges and stock deductions. Settle the counting unit before filling in prices.
Useful information to define before you start
These fields help make the inventory usable from the beginning. You can prepare a catalog while some are missing, but confirm prices and applicable taxes before selling the items.
| Field | Why it helps |
|---|---|
| Inventory Group | Connects related products or alternatives under a shared selection. See the examples below. |
| Sale Price Per Unit | Establishes the amount you charge for one inventory unit. |
| Business Cost Per Unit | Records what one inventory unit costs the clinic. Convert a box or bottle cost to the chosen unit. |
| Sale Price Includes Tax | Makes clear whether the supplied sale price is the final price with tax or a price before tax. Use Yes/No. |
| Barcode | Helps identify the exact item when scanning or matching products. Keep barcodes as text to preserve leading zeros. |
| Suppliers | Identifies all suppliers that can provide the item and helps prepare purchasing information. |
| Tax Rate | Carries over the item's confirmed tax setup. Leave it blank for review if you do not know it. |
| Lot Tracking / Controlled Medicine | Identifies products that need lot details or controlled-medicine settings. Confirm these choices with the person responsible for inventory. |
The simple sheet includes the main pricing fields. Use Notes for currency and anything that needs clarification. The advanced sheet has dedicated columns for currency, tax rate, and whether the business cost includes tax. Provide confirmed fiscal details when available.
What is an inventory group?
An inventory group brings related products together. Depending on your clinic's search configuration, staff can select the group and then choose the specific inventory item available.
For example, a group called Rabies Vaccine might include different brands or presentations. Each actual product still has its own inventory row, price, and stock. A group does not combine their stock into one product.
| Inventory item | Suggested group |
|---|---|
| Brand A Rabies Vaccine — 1 dose | Rabies Vaccine |
| Brand B Rabies Vaccine — 1 dose | Rabies Vaccine |
| Syringe — 3 mL | Syringes |
Groups are recommended organization and workflow setup, rather than a mandatory item field. Write your preferred group name in the Inventory Group column so it can be reviewed, created if needed, and linked during onboarding. Use the same spelling for every item that should share a group.
Products can have multiple suppliers
List all applicable suppliers in the Suppliers cell, separated by semicolons. For example: Supplier A; Supplier B. Keep one row for the product, even when several suppliers sell it.
If you already have a separate supplier list, send it with the inventory sheet so names can be matched consistently.
Optional settings in the advanced template
Fill these in when you already know how your clinic wants them to work. Leave undecided settings blank for setup review.
| Setting | What to define |
|---|---|
| Default Use Quantity | The starting quantity shown when staff add the product to a visit or sale. Staff can review it for the actual use. |
| Discounts Allowed / Sale Price Editable | Whether discounts or edits to the sale price should be available for the item. Use Yes/No. |
| Calculate Packages Automatically | Whether Übik should calculate package quantities from the inventory quantity and package size. |
| Instructions / Instruction Prompts | The client instructions you want to associate with the product, and whether staff should be asked to complete variable details. Use your clinic's approved wording. |
| Price Tiers | Describe any pricing that varies by quantity or weight, including the ranges and amounts, for setup review. |
| Purchase Unit / Inventory Units Per Purchase Unit | How you buy the item and how that purchase converts into inventory. For example, a box containing 10 individually counted units. |
| Minimum Stock | The minimum inventory quantity you want to use for stock planning. |
| SAT Product Code / SAT Unit Code / SAT Tax Object | For clinics using CFDI in Mexico, provide the codes your clinic has confirmed. These are reviewed with the other fiscal settings. |
For settings with a Yes/No answer, a blank means not decided yet. It should not be read as an instruction to enable or disable the setting.
If you track lots or expiration dates
Send a separate spreadsheet with one row per lot. The main inventory sheet identifies the product once; the lots sheet explains how its stock is divided.
Use these columns:
| Item Name | Barcode | Quantity | Lot Number | Expiration Date |
|---|---|---|---|---|
| Brand A Rabies Vaccine — 1 dose | 10 | LOT-A | 2027-09-30 | |
| Brand A Rabies Vaccine — 1 dose | 15 | LOT-B | 2028-01-31 |
These are example rows. Use your actual product names and lot details. Match the item name exactly to the main sheet, include the barcode when available, and enter dates as YYYY-MM-DD. If the source only shows a month and year, preserve that detail in a note for review.
This example represents 25 units total, split between two lots. You may show that total in the preparation sheet for comparison, but starting stock must only be applied once. For the actual upload, the catalog item is created with lot tracking enabled and zero starting quantity, then the lot quantities are added through Inventory > Manage > Adjust, using Add mode. The team handling the import should reconcile the lot totals before applying them.
Identify expired stock or unclear lot numbers for review before loading the starting balance.
Before you send the file
- Keep the header row and add your products underneath. The downloads are blank templates with no sample products to delete.
- Give each distinct product or presentation one row. Check duplicates and keep the original names recognizable.
- Make quantities, package sizes, sale prices, and costs refer to the same inventory unit.
- Keep numbers numeric. Use
125.50rather than including a currency symbol or words in the amount. - Keep barcodes as text. In Excel, use the text/CSV import option and set the barcode column to text.
- Preserve unknown values as blanks with an explanation in Notes. Confirm zero values before treating them as real stock or prices.
- Save as CSV UTF-8. If your spreadsheet program asks for a delimiter, choose a comma. Keep a separate copy of your original export.
- Send the main inventory sheet and, when applicable, your lots and supplier files together. Agree on the stock count date and any movements between that count and go-live.
A reviewed inventory list gives your clinic a clearer starting point. Product identity, counting units, package sizes, and opening stock come first. The extra details help your team start using Übik with fewer corrections later.