Issuing

Who can access this

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

Overview

Issuing takes vaccines out of your store's stock for one of two reasons:

• Dispensing: doses handed out for vaccination (fixed post or outreach).
• Wastage: doses lost to breakage, freezing, expiry, VVM change, missing labels, and similar causes.

An issuing goes Draft (add products freely), then Pending (after you validate), then Complete (after you confirm). Stock is deducted only at the final confirm step.

Tabs

• New Issuing: create and process the current issuing.
• History: past completed issuings, and where Daily Vaccination Reports are filed for dispensed products.

New Issuing: step by step

1. Fill the issuing form

• Issuing Type: Dispensing or Wastage.
• Issuing Reason: shown for Dispensing (a short title for the session).
• Wastage Type: shown for Wastage instead, and it must be a real type; the system rejects a wastage issuing left on "NA".
• Issuing Date.

Saving creates a Draft issuing with a reference number starting with DP (dispensing) or WS (wastage). Your store can only have one open issuing at a time: saving the form again while a draft exists updates that draft, and while one is Pending you must confirm or reverse it before starting another.

2. Add products and batches

With a draft open, Add Batch attaches products to it: product type, product, batch, VVM stage, doses/units, and remarks. For serialized products you can also record the serial numbers of the boxes handed out, by scanner or by hand. While the issuing is Draft, every line can still be edited or deleted.

3. Validate

Validation moves the issuing to Pending and checks, batch by batch, that your stock covers the total quantity taken from that batch across the whole issuing. A Pending issuing can be reversed back to Draft to add or remove products.

4. Confirm

Confirming a Pending issuing deducts every line from your stock (an OUT movement per batch, recorded as Dispensing or Wastage) and marks the issuing Complete.

Daily Vaccination Report

For a Dispensing issuing, the History tab lets you file a Daily Vaccination Report per dispensed product: how many doses were used and how many came back unopened (returned). Anything not used and not returned is recorded as opened wastage.

• The returned quantity is put back into your stock immediately.
• The wastage part is recorded for reporting only; those doses already left your stock when the issuing was confirmed.
• Each dispensed line can be reported exactly once.

Why an action may fail

• "Wastage Types should be different with (NA)": a wastage issuing was saved without picking a real wastage type.
• "You have pending vaccination reports For Batch ...": a dispensed product from an earlier issuing is overdue for its Daily Vaccination Report; file it first.
• "You currently have a pending Issuing awaiting approval": another issuing from your store is already Pending; confirm or reverse it first.
• "Insufficient Balance for ..." at validation, or "Insufficient stock balance, for Batch ..." at confirm: the batch no longer holds enough stock to cover this issuing, for example because a distribution went out in the meantime.
• "Only Dispensing product can be returned": Daily Vaccination Reports only exist for dispensing; wastage issuings have nothing to return.
• "The product has already been returned": that line's vaccination report was already filed.

History

Completed issuings, filtered by date range, with a printable issuing paper. This is also where the Daily Vaccination Report action appears on each dispensed product.

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