Purchase Stock Taking Module

Overview

The Purchase Stock Taking module (formerly called Purchase Order Items) is where you list and manage the individual items within your purchase orders. Think of it as the "shopping list" inside each purchase order - it details exactly what drugs and supplies you're ordering, their quantities, prices, and specific details like batch numbers and expiry dates. This module is crucial for accurate inventory management and ensures you receive exactly what you ordered.

Navigating to Purchase Stock Taking

1. Look for the Inventory Management section in your left sidebar menu
2. Click on Purchase Stock Taking
3. You'll see a detailed list of all items across all purchase orders

Understanding the Structure

Purchase Order vs. Purchase Stock Taking:

• Purchase Order: The overall order document (like an envelope)
• Purchase Stock Taking: Individual items inside that order (like the list inside the envelope)

Example Relationship:

Purchase Order #PO-1001 (The envelope) ├── Item 1: Paracetamol 500mg, 100 strips (Stock Taking) ├── Item 2: Amoxicillin 250mg, 50 bottles (Stock Taking) └── Item 3: Surgical Gloves, 10 boxes (Stock Taking)

Adding Items to Purchase Stock Taking

Step 1: Order & Item Type

Link the item to its parent purchase order:

Required Information:

• Purchase Order: Select the purchase order this item belongs to
• Item Type: Choose either:
  • Drug / Medicine: For pharmaceutical products
  • General Item / Supply: For non-medical supplies (gloves, masks, etc.)

Step 2: Drug Selection (For Drugs Only)

If you selected "Drug / Medicine":

• Drug: Choose from your existing drug inventory
• Auto-fill feature: When you select a drug, the system automatically fills:
  • Item Name (from drug name)
  • Strength (e.g., "500 mg")
  • Dosage Form (e.g., "Tablet")

Step 3: Item Details

Complete description of what you're ordering:

For Drugs (Auto-filled):

• Item Name: Automatically filled from drug selection
• Strength: Auto-filled (e.g., "500 mg")
• Dosage Form: Auto-filled (e.g., "Tablet", "Syrup")

For General Items (Manual entry):

• Item Name: Describe the item (e.g., "Surgical Gloves", "Face Masks")
• Strength & Form: Not applicable (hidden)

Step 4: Quantity & Pricing

The business side of ordering:

Quantity Management:

• Quantity Ordered: How many units you want to buy
• Quantity Received: How many have actually arrived (starts at 0)

Pricing Details:

• Unit Price: Price per unit (in UGX)
• Total Price: Automatically calculated (Quantity × Unit Price)

Auto-calculation:

The system automatically calculates:

Any change to quantity or unit price updates the total instantly.

Step 5: Batch & Expiry (Drugs Only)

Critical information for pharmaceutical safety:

Mandatory for Drugs:

• Batch Number: Manufacturer's batch code
• Expiry Date: When the drug expires (required for all drugs)

Why This Matters:

• Batch tracking: For recalls or quality issues
• Expiry management: Ensures you don't receive expired medications
• Legal compliance: Required for pharmaceutical records

Step 6: Notes

Additional information:

• Notes: Any special instructions or comments about this specific item

Viewing Purchase Stock Taking Items

Main Columns Displayed:

• Purchase Order: Which order this belongs to
• Drug Details: Name, strength, form (for drugs)
• Quantity: Ordered vs. Received
• Pricing: Unit price and total
• Batch & Expiry: For drugs only

Important Column Details:

Quantity Status:

• Shows progress of delivery
• Helps identify partial deliveries

Expiry Date Display:

• Shows date in clear format
• Can sort to find soon-to-expire items

Sorting and Filtering:

• Default sorting: Most recent items first
• Click headers to sort by any column
• Date filters to find items by creation date
• Search by drug name, batch number, or item description

Quick Reference Guide

Item Type Comparison:

Feature	Drug Items	General Items
Drug Selection	Required from inventory	Not applicable
Auto-fill	Yes - name, strength, form	Manual entry
Batch Number	Required	Not applicable
Expiry Date	Required	Not applicable
Dosage Form	Auto-filled	Not applicable
Strength	Auto-filled	Not applicable

Quantity Status Codes:

Status	Ordered	Received	Meaning
🔴 Not Started	100	0	Nothing received yet
🟡 In Progress	100	50	Partial delivery
🟢 Complete	100	100	Fully received
⚫ Over-received	100	110	Extra items received

Pricing Calculations:

Field	Formula	Example
Unit Price	Supplier's price per unit	UGX 5,000 per strip
Quantity	Number of units	10 strips
Total Price	Unit Price × Quantity	UGX 50,000

The Complete Process: From Order to Inventory

Phase 1: Creating the Item List

1. Select Purchase Order (main document)
2. Choose Item Type (drug or general)
3. Enter item details (auto-filled for drugs)
4. Set quantities and prices
5. Add batch/expiry (for drugs)

Phase 2: Supplier Processing

1. Supplier receives the item list
2. Supplier prepares items according to specifications
3. Supplier ships items with batch numbers

Phase 3: Receiving Goods

1. Count received items upon delivery
2. Update "Quantity Received" field
3. Verify batch numbers and expiry dates
4. Check quality of received items

Phase 4: Inventory Update

1. For drugs: System updates inventory stock automatically
2. For general items: Manual inventory update may be needed
3. Financial records: Costs are recorded for accounting

Key Concepts Explained

Batch Number Tracking

What it is: A unique code from the manufacturer Why it matters:

• Quality control: Track specific manufacturing batches
• Recall management: Identify affected batches quickly
• Expiry management: Different batches may have different expiry dates

Quantity Received vs. Quantity Ordered

Ordered: What you asked for Received: What you actually got Discrepancy handling:

• Under-received: Follow up with supplier
• Over-received: Verify if it's a gift or error
• Wrong items: Document and return

Expiry Date Management

Critical for drugs: Never accept expired medications Best practice:

• Check expiry dates upon receipt
• Reject expired items immediately
• Record expiry dates for future reference
• Plan usage based on expiry dates

Best Practices for Stock Taking

Before Creating Items:

1. Check current inventory to avoid over-ordering
2. Verify drug details in your inventory first
3. Plan expiry dates - order drugs with longest shelf life
4. Confirm prices with supplier before entering

During Item Entry:

1. Use auto-fill for drugs to ensure accuracy
2. Double-check batch numbers with supplier
3. Verify expiry dates are reasonable (not too soon)
4. Add clear notes for special requirements

Upon Receiving:

1. Inspect immediately - don't wait
2. Update quantity received same day
3. Document discrepancies in notes
4. Reject expired items immediately

After Receiving:

1. Update inventory promptly
2. File documentation (batch certificates if available)
3. Review supplier performance based on accuracy
4. Archive complete records

Common Scenarios with Solutions

Scenario 1: Ordering Multiple Drugs

Situation: Need to order 5 different medications from one supplier

Process:

1. Create one Purchase Order for the supplier
2. Add 5 separate Purchase Stock Taking items:
   • Item 1: Paracetamol 500mg, 100 strips
   • Item 2: Amoxicillin 250mg, 50 bottles
   • Item 3: Metformin 500mg, 80 strips
   • Item 4: Losartan 50mg, 60 strips
   • Item 5: Omeprazole 20mg, 40 strips
3. Each item tracks its own quantity, price, batch, expiry

Scenario 2: Partial Delivery Received

Situation: Ordered 100 strips, received only 75

Action:

1. Update "Quantity Received" to 75
2. Add note: "25 strips pending, supplier to deliver next week"
3. Follow up with supplier for remaining 25
4. Update again when remaining items arrive

Scenario 3: Expiry Date Issue

Situation: Received drugs expiring in 3 months (too soon)

Action:

1. Reject items or negotiate discount
2. Document in notes: "Expiry too soon - negotiated 20% discount"
3. Update inventory with shorter expiry warning
4. Plan to use these items first

Scenario 4: Batch Number Mismatch

Situation: Received different batch than ordered

Action:

1. Verify with supplier why batch changed
2. Update batch number in the item record
3. Check new batch's expiry date
4. Document change in notes field

Scenario 5: General Supplies Order

Situation: Ordering non-medical supplies (gloves, masks)

Process:

1. Select "General Item / Supply" as item type
2. Manually enter: "Surgical Gloves, Large"
3. Enter quantity: 10 boxes
4. Enter unit price: UGX 15,000 per box
5. No batch or expiry needed

Troubleshooting Guide

Problem	Solution
Can't find drug in dropdown	Check if drug is active in inventory
Auto-fill not working	Ensure drug is properly saved in inventory first
Quantity mismatch	Verify with supplier, document in notes
Expired items received	Reject immediately, contact supplier
Wrong batch number	Update record, verify with supplier
Price disagreement	Check purchase order terms, negotiate
Partial delivery	Update quantity received, follow up for rest

Connecting with Other Modules

With Purchase Orders:

• Each item is linked to a specific purchase order
• Updates to items affect the parent order totals
• Status changes in items update overall order status

With Drugs Inventory:

• Drug items auto-update inventory when received
• Batch numbers and expiry dates transfer to inventory
• Stock quantities increase based on received items

With Suppliers Module:

• Items are linked to suppliers through purchase orders
• Track which suppliers provide which items
• Monitor supplier performance on item accuracy

Reporting and Analytics

Useful Reports from Stock Taking:

• Item delivery performance: Which items are often delayed
• Price trends: How prices change over time
• Expiry analysis: Average shelf life from different suppliers
• Quantity accuracy: Which suppliers deliver correct quantities
• Batch tracking: Complete traceability of medications

Generating Reports:

1. Use date filters to select time period
2. Export to spreadsheet for analysis
3. Filter by supplier, drug, or status
4. Create charts for visual analysis

Security and Compliance

Pharmaceutical Requirements:

• Batch tracking: Required for all pharmaceutical items
• Expiry recording: Mandatory for patient safety
• Quantity accuracy: Essential for inventory control
• Documentation: Complete records for audits

Best Practices:

• Never delete records - use inactive status instead
• Keep complete audit trails of all changes
• Regular backups of all stock taking data
• Access control - limit who can modify records

Need Help?

Quick Tips:

• Always use auto-fill for drugs to ensure accuracy
• Update quantity received immediately upon delivery
• Document everything in the notes field
• Check expiry dates before accepting drugs
• Verify batch numbers match what was ordered

Common Questions:

Q: Can I edit an item after it's been received? A: Yes, but document all changes in the notes field for audit trail

Q: What if I receive more than ordered? A: Update quantity received to actual amount, note the discrepancy

Q: How do I handle damaged items? A: Document in notes, don't update quantity received for damaged items

Q: Can I order items not in my drug inventory? A: Yes, use "General Item" type or add the drug to inventory first

Getting Support:

• System auto-saves all entries
• Audit trail tracks every change
• Export functionality for backup
• Restore capability for accidental deletions
• Training available for complex scenarios

Glossary

• Purchase Stock Taking: Individual items within a purchase order
• Batch Number: Manufacturer's unique production code
• Expiry Date: Date when drug becomes unsafe to use
• Quantity Ordered: Amount requested from supplier
• Quantity Received: Amount actually delivered
• Unit Price: Cost per individual item
• Total Price: Cost for all units of that item
• Dosage Form: Physical form of medication (tablet, syrup, etc.)
• Auto-fill: System automatically populates fields from drug inventory