Drugs Inventory Module

Overview

The Drugs Inventory module is your digital medicine cabinet where you can add, track, and manage all medications in your pharmacy. This system helps you keep accurate records of drug stock, prices, expiry dates, and important drug information.

Navigating to the Drugs Inventory

1. Look for the Inventory Management section in your left sidebar menu
2. Click on Drugs Inventory
3. You'll see a list of all drugs in your system

Adding a New Drug (Step-by-Step Wizard)

Step 1: Basic Information

Start by entering the drug's fundamental details:

• Drug Name: What the drug is commonly called (e.g., "Paracetamol")
• Strength: The potency (e.g., "500 mg")
• Generic Name: The scientific name
• Brand Name: Manufacturer's brand name (if different)
• Manufacturer: Company that makes the drug

Step 2: Classification & Storage Groups

Organize your drug for easy finding:

• Drug Storage Category: Main group (e.g., "Antibiotics", "Pain Relievers")
• Drug Storage Sub-category: Sub-group within main category (e.g., "Penicillins" under "Antibiotics")
• Form/Appearance: Physical form (e.g., "Tablet", "Syrup", "Capsule")

Step 3: Inventory & Pricing

This is the most important step for tracking and selling:

Stock Information:

• Stock Quantity: How many packs/boxes you currently have
• Units per Pack: How many tablets/strips in one pack (e.g., 10 tablets per strip)
• Unit of Measure: How you count this drug (e.g., "tablets", "strips", "bottles")

Stock Management:

• Maximum Stock: Ideal maximum quantity you want to keep
• Reorder Level: When stock reaches this number, order more
• Reorder Quantity: Automatically calculated - how much to order

Pricing Information:

• Cost Price: What you pay to buy from supplier (per pack/strip)
• Unit Price: Selling price per pack/strip
• Selling Price: Price per single unit (per tablet/capsule)
• Wholesale Price: Price for bulk purchases

Step 4: Batch & Expiry Tracking

Keep track of drug safety:

Batch Information:

• Batch Number: Manufacturer's batch code
• Manufacture Date: When drug was made
• Expiry Date: When drug expires (most important!)

Expiry Warning System:

The system automatically checks and shows warnings:

• ✅ Green Check: Expiry date is valid
• ⚠️ Yellow Warning: Expiring within 30 days
• ❌ Red Alert: Drug is EXPIRED!

Storage Instructions:

• Storage Condition: How to store (e.g., "Store in cool, dry place")
• Storage Location: Where in pharmacy (e.g., "Shelf A3")
• Storage Instructions: Special handling notes

Step 5: Status & Suppliers

Final settings for drug management:

Drug Regulations:

• Requires Prescription: Toggle ON if prescription needed
• Controlled Substance: For regulated drugs
• Controlled Schedule: If controlled, specify schedule
• Dangerous Drug: For hazardous medications

Supplier Information:

• Primary Supplier: Main supplier for this drug
• Secondary Supplier: Backup supplier

Drug Status:

• Is Active: Toggle ON if drug is currently available
• Is Discontinued: Toggle ON if no longer used
• Notes: Any additional information

Viewing Your Drug Inventory

Main Columns Visible:

• Drug Code: System-generated code
• Category/Subcategory: How drug is grouped
• Drug Name: Name of medication
• Stock: Current quantity with units
• Unit Price: Price with measurement unit
• Is Active: Green check if available

Important Stock Information:

The stock column shows:

• Quantity (e.g., "50")
• Unit type (e.g., "Tablets")
• Example: "50 Tablets" or "10 Strips"

Sorting and Searching:

• Click any column header to sort
• Use search box to find drugs by name
• Filter options available (see next section)

Using Filters to Find Drugs

Click the Filter button to narrow down your list:

Available Filters:

• Stock Status: Show drugs by stock level
  • Low Stock: Below reorder level
  • Out of Stock: Zero stock
  • Expiring Soon: Within 30 days of expiry
  • Expired: Past expiry date
• Drug Category: Filter by category (e.g., only Antibiotics)
• Requires Prescription: Show only prescription drugs
• Controlled Substances: Show only regulated drugs
• Active/Inactive: Show only active drugs
• Deleted Items: Show removed drugs (restore if needed)

How to Use Filters:

1. Click Filter button
2. Select filters you want
3. Click Apply
4. To clear, click X next to filter badges

Understanding Stock Warnings

Automatic Calculations:

• Reorder Quantity is automatically calculated
• Formula: Maximum Stock - Current Stock = Reorder Quantity
• Example: If Max is 100 and you have 30, reorder 70

Stock Level Indicators:

• Green: Healthy stock level
• Yellow: Getting low (approaching reorder level)
• Red: Very low (at or below reorder level)

Expiry Date Monitoring:

• System checks expiry dates automatically
• Clear color-coded warnings in Step 4 of drug entry
• Important for patient safety and legal compliance

Actions You Can Take

For Each Drug:

👁️ View: See all drug details ✏️ Edit: Update drug information 🗑️ Delete: Remove drug (can be restored)

Bulk Actions:

Select multiple drugs using checkboxes to: 🗑️ Delete Multiple: Remove several drugs at once 🔄 Restore Deleted: Bring back removed drugs 🗑️ Permanent Delete: Cannot be restored

Best Practices for Drug Management

When Adding New Drugs:

1. Always check expiry dates before entering
2. Use correct units (tablets, strips, bottles)
3. Set realistic reorder levels based on usage
4. Add all supplier information for easy reordering

Daily Inventory Management:

1. Check low stock alerts regularly
2. Monitor expiry warnings weekly
3. Update stock quantities after sales
4. Review pricing periodically

Safety First:

1. Never ignore expiry warnings
2. Mark controlled substances correctly
3. Update prescription requirements accurately
4. Keep storage instructions clear

Common Scenarios

Scenario 1: Adding Common Pain Reliever

1. Basic Info: "Paracetamol", "500 mg"
2. Category: "Pain Relievers"
3. Inventory: Stock 100 strips, 10 tablets per strip
4. Pricing: Cost UGX 5,000, Sell UGX 8,000 per strip
5. Expiry: Check date, add storage "Room temperature"
6. Status: Active, no prescription needed

Scenario 2: Handling Expiring Drugs

1. System shows yellow warning
2. Check exact expiry date
3. Move to front of shelf
4. Consider discount for quick sale
5. Update when sold or disposed

Scenario 3: Reordering Low Stock

1. System shows low stock alert
2. Check reorder quantity (auto-calculated)
3. Contact primary supplier
4. Update when new stock arrives

Scenario 4: Discontinuing a Drug

1. Toggle "Is Discontinued" to ON
2. Add reason in notes
3. System removes from active list
4. Can still view in filtered searches

Need Help?

Color Codes in System:

• ✅ Green: Active, valid expiry, good stock
• ⚠️ Yellow: Warning - low stock or expiring soon
• ❌ Red: Critical - expired or out of stock
• 🔵 Blue: Information - normal status

Quick Tips:

• Use search to find drugs quickly
• Filter by category for better organization
• Check expiry warnings every Monday
• Update stock after each sale day
• Save progress at each step of drug entry

Getting Support:

• System automatically saves as you work
• Cannot enter expired drugs (system prevents)
• Stock validation prevents overselling
• All changes are logged for tracking