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This walk-through takes a new dental clinic from an empty account to a supply that was received, ordered, approved, delivered, received at a location and used. Every step names the screen (as the console labels it), the permission it needs and the page with the details. The example uses one location, Clínica Norte, a central warehouse named Bodega Central that holds the stock, and an express warehouse named Bodega Norte that belongs to Clínica Norte and receives the orders. The supply is nitrile gloves, SKU GLV-NIT-M, bought in boxes of 100.

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Before you start

Roles do not grant operational permissions. As the owner you can manage locations, warehouses, the catalog and the team from the first minute, because the owner role includes settings.manage, catalog.manage, catalog.read and members.manage. Viewing inventory, receiving stock, creating orders, approving them, preparing and receiving deliveries and reading reports all need permissions that must be granted explicitly, also to the owner. Step 2 does that.
You cannot approve your own order. The person who requested an order can never decide it. To see the approval step you need a second person with approvals.decide (invited in step 6), or an approval policy that approves every order by itself (step 7).

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Walk-through

1

Create your account and your dental clinic

Open https://console.muveya.com, choose Create a dental clinic and fill in Your name, Email address and Dental clinic name. Open the verification link from the email, set your password on Choose your password, and sign in. You can also choose Continue with Google and confirm the name of your dental clinic.You become the Owner of the new dental clinic, with access to every location and warehouse, including the ones you create later. The console opens on Home, where To start operating lists what is still missing.Permission: none. Details: Sign in.
2

Grant yourself the permissions you will use

Go to Team, open your own row, tick the permissions from the table above in Permissions and choose Save permissions. Permissions marked Included in the role are already yours. Include approvals.decide if you will invite an approver: an invitation can only offer permissions you hold. Holding it does not let you decide your own orders.Permission: members.manage. Details: Roles and permissions.
3

Add your locations

Go to Locations, choose New location, type the Location name (for example, Clínica Norte) and choose Save location. From Home, the Create the first location card runs the same form and then offers the location’s main warehouse.Open a location to add its Rooms and areas (treatment rooms and other areas) if you want each use of stock to say where it happened.Permission: settings.manage. Details: Locations, Rooms and areas.
4

Add your warehouses

Go to Warehouses and choose New warehouse. Give it a Warehouse name, pick the Warehouse type and choose Save warehouse:
  • Central: serves the whole dental clinic and belongs to no location. Create Bodega Central this way.
  • Express: belongs to exactly one Location. Create Bodega Norte this way, attached to Clínica Norte.
The console delivers an order to a warehouse that belongs to the ordering location, so every location that orders needs an express warehouse.Permission: settings.manage. Details: Warehouses.
5

Set up the catalog

By hand. Go to Catalog and open Categories to create at least one category (New category, then Save category). Back in Catalog, choose New supply, fill in SKU, Supply name, Category, Unit and Criticality, choose what to track (Track lots, Track serial numbers, Track expiration dates) and choose Create supply. A new supply starts as Draft. Open it and choose Activate and fix unit: only active supplies can be received from the console and added to orders.On the supply, under Presentations, choose Add presentation (for example, “Box of 100” with Base units it contains set to 100), then Add code to register the barcode printed on the package, so receiving can scan it.From a file. Choose Import CSV, then upload a file with the columns sku, name, categoryId, unitOfMeasure and criticality (up to 5 MB and 10,000 data rows). Imported supplies are created as drafts, so activate them afterwards. The server accepts imports only from an owner or an administrator.Permission: catalog.manage (CSV: owner or administrator role). Details: Supplies, Presentations and codes, Import and export.
6

Invite your team and set their access

Go to Team and choose Invite person. Enter the email address, pick the Role (Member, or Administrator if you are an owner), tick the Permissions the person needs (you can only grant access you hold), choose their Location access and Warehouse access, pick the Email language and choose Create invitation. For this walk-through, invite at least one approver with approvals.decide and access to Clínica Norte.After the person joins, open them in Team to change Permissions (Save permissions) or Locations and warehouses (Save location access). Nobody can change their own locations and warehouses.Permission: members.manage. Details: Team, Roles and permissions.
7

Publish an approval policy

Go to Order approvals and choose Approval policy. Either choose Publish without approvals (every submitted order approves itself), or add a rule with Add a rule, a Stage name and People who must approve, and choose Publish policy. Until a policy exists, submitted orders wait and nobody can decide them.Permission: approvals.policy.manage. Details: Approval policy.
8

Receive the first stock

Go to Inventory and choose Receive. Under How to find what arrived, either Scan a code (type or scan the Supplier code and choose Look up) or Choose the supply (Search supplies). Pick how it arrived in Received as (a presentation or loose units), enter How many, choose the Warehouse (Bodega Central), fill in the lot, expiry date or serial numbers if the supply tracks them, and choose Receive.muveya creates one box with a code (you can type your own in Box code (optional)), records a receive movement in the ledger and offers to print the box label.Permission: inventory.receive (or inventory.adjust, which includes it), plus access to the warehouse. Details: Receive stock.
9

Create and submit an order

Go to Orders and choose New order. Choose the Clinic (Clínica Norte), Deliver to warehouse (Bodega Norte) and, in Take stock from, Bodega Central. Add a Reason (optional) if useful and choose Create order. The order opens as Draft: under Add a supply, pick the Supply, enter a whole Quantity and choose Add supply. When the list is complete, choose Submit order.Permission: orders.create. Details: Create and track orders.
10

Approve the order

The order moves from Submitted to Waiting for approval once the policy is applied. The approver goes to Order approvals and selects the order number to open Decide order #N, checks the Stage you decide, adds a Comment (optional) and chooses Approve. With the Publish without approvals policy, the order becomes Approved by itself.Once approved, muveya reserves the stock for the order and the status becomes Stock reserved. If there is not enough usable stock, the order stays Approved and nothing is reserved.Permission: approvals.decide, held by someone other than the requester, with access to the order’s location. Details: Decide approvals.
11

Prepare and dispatch the order

Go to Deliveries and, under To prepare, select the order number to open Prepare order #N. Boxes to take lists the reserved boxes. For each one, scan or type its label in Box code and choose Record box. When every box is picked, add a Carrier or courier (optional) and choose Dispatch order. The boxes leave Bodega Central and are In transit.Permission: fulfillment.pick to record boxes, fulfillment.dispatch to dispatch. Details: Picking and dispatch.
12

Confirm the delivery

Under To deliver, select the order number to open Delivery of order #N, check What is being delivered and choose Confirm delivery. If something went wrong, choose Report a problem instead: the order becomes Delivery problem.Permission: delivery.confirm. Details: Delivery and receipt.
13

Confirm the receipt and close the order

Under To receive, select the order number to open Receive order #N. For each box, choose Accept, or Dispute with a reason and a description in Evidence of the problem. Choose Confirm reception. Accepted boxes now sit in Bodega Norte; disputed boxes go back to the warehouse they came from.Then, under To close, select the order number to open Tracking order #N and choose Close order.Permission: receipt.confirm and fulfillment.read to receive, fulfillment.close and fulfillment.read to close. Details: Delivery and receipt, Custody history.
14

Record use and check the consumption report

In Inventory, open a box of Bodega Norte (from the list or with Scan a code), choose Consume, enter the quantity and, if the location has rooms and areas, the Room or area and What happened. Then go to Reports: Consumption by supply shows what each supply consumed in the chosen Period, grouped by day or week.Permission: inventory.consume to record use, reports.read for the report. Details: Use and move stock, Consumption report.

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What you have now

  • A ledger with the movements of each box (receive, reserve, pick, dispatch, the receive at the destination and consume, plus split_out and split_in if a box was separated while picking), each with who and when. Open a box to see its Movements.
  • An order whose History under Deliveries shows who delivered and who received it, and whose Decisions under Order approvals show who approved it.
  • A consumption figure you can read by supply, by day or by week.

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If a step does not work

More answers in Troubleshooting.