Inventory

Who can access this

storeManager and storeKeeper roles, at any store in the hierarchy.

Overview

Inventory shows what the system believes is in your store, batch by batch, and is where you reconcile that against reality. Periodically (typically at the end of the month) you count the physical stock, enter the counted quantities, and post the inventory: the system then adjusts itself so that system stock equals physical stock.

Tabs

• My Stock: current stock on hand, and where inventory posting happens.
• History: past posted corrections (physical counts and wastage adjustments).
• Batch Balance Management: hide or restore batches whose balance has reached zero.

My Stock: counting and posting

The table lists every active batch in your store with its System Quantity, and, once you start counting, the Counted Quantity and the Discrepancy between the two.

For each row, the inventory form asks for:

• Counted Quantity: what you physically found, in doses. It cannot be negative.
• Adjustment Type: PhysicalCount for an ordinary count difference, or Wastage when the difference is explained by damaged, frozen, expired, or otherwise lost doses. Choosing Wastage requires a real wastage type; choosing PhysicalCount requires the wastage type to stay on "NA".
• Remarks (optional).

Saving a count does not change any stock. It creates an unposted inventory line that you can still edit (recount) or delete. The adjustment only happens at posting.

Posting the inventory

The Post Inventory action commits all counted lines at once:

• Lines where counted equals system are closed with no stock movement.
• Where the count is lower, the difference leaves stock as an OUT movement (recorded as PhysicalCount or Wastage, per the adjustment type).
• Where the count is higher, the difference enters stock as an IN movement.

After posting, the system quantity of every batch equals what you counted.

Why an action may fail

• "Inventory can only be posted once all stock products have been counted": at least one batch in My Stock has no saved count yet.
• "Wastage Types should be different with (NA)" or "Adjustment Type Not Matching With Wastage Type": the adjustment type and wastage type contradict each other on the form.
• "An order is awaiting your acknowledgment": a distribution to your store has been approved but not yet acknowledged; acknowledge it on the Requisition page first, so the incoming quantities are settled before you count.
• "Insufficient stock balance, for Batch ..." at posting: the batch's stock changed after you counted it (for example an issuing went out), so the downward adjustment no longer fits. Recount that batch and post again.

History

Every posted inventory line: system quantity at the time, counted quantity, discrepancy, adjustment and wastage type, remarks, and who posted it. This is the audit trail of all stock corrections.

Batch Balance Management

This tab lists the batches in your store whose balance is exactly zero. Each has a Stock Exhausted switch:

• Switched on, the batch is treated as finished: it disappears from My Stock and is no longer part of the "count everything" requirement when posting inventory.
• Switched off, the batch returns to My Stock.

The flag is bookkeeping only; it never changes any quantity. If the batch ever receives stock again (for example through a return or a new distribution), the system clears the flag automatically and the batch reappears in My Stock.

Screenshots and step-by-step walkthroughs to be added.