Inventory and stock

What this does not do

It records what is on which shelf and what moved. It does not record what any patient was given, and no screen here asks for a patient.

A batch is tracked in each store separately

The same batch in two wards is two rows, each with its own balance. That is what lets the system answer how much is in this ward rather than only how much exists.

Stock cannot go below zero

Issuing more than is there is refused when you save, not when the screen loaded. Two people drawing from the same shelf at once both succeed while there is enough for both.

A recalled batch cannot move

Once a recall is saved, that batch cannot be issued, moved or received anywhere in this workspace. The check happens at the moment you save, so a recall raised a minute ago still stops you.

Raising a recall does not tell the wards

The system stops the batch moving. It does not telephone the people holding it, so tell them as well.

An expired batch cannot be issued, but can be written off

A batch is usable through its expiry date, not up to it. Pulling expired stock off the shelf is always allowed, because refusing that would trap the very stock the date is warning you about. When you write stock off, choose why: wastage, past its date, or a recall withdrawal. A recalled batch comes off only as a recall withdrawal, and only a recalled batch can.

Quantities are whole numbers of a unit you choose

Each item names the unit it is counted in, such as tablet, mL or box. Pick the unit you actually count, because it is fixed once the item exists.

A count is refused if the balance moved

A count says what is there right now. If somebody issued from the same shelf while you were counting, the count is refused rather than applied over the top of their movement.

Add something to the catalogue

1. Open Inventory and stay on Catalogue.
2. Select Add an item.
3. Give it a code, a name and the unit you count it in.
4. Set a reorder level if you want it flagged when it runs low.

Book stock in

1. Open the item and select Book stock in.
2. Enter the batch number and expiry date from the packet.
3. Choose the store it is going to (none is chosen for you) and how many arrived.

Issue stock to a ward

1. Open the item and find the batch you are drawing from.
2. Select Issue, then choose where it is going and how many.
3. Draw from the batch that expires soonest unless you have a reason not to.

Count a shelf

1. Open the item and select Count on the batch you counted.
2. Enter what you found.
3. If somebody moved stock while you counted, the count is refused. Count it again against the new figure.

Recall a batch

1. Open the item and select Recall a batch.
2. Enter the batch number and say why.
3. Tell the wards holding it. The system stops the batch moving but does not contact anybody.
4. Write the stock off as a recall withdrawal once it is back in your hands.

Lift a recall

1. Open the Recalls tab and select Lift.
2. Say why it is being lifted. The recall stays on the record with that reason on it.