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3 changes: 1 addition & 2 deletions docs/en/stock-management/accounting/ohada.md
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# OHADA Accounting for Stock Management

Seventeen states in western and central Africa subscribe to the [Organization for the Harmonization of Business Law in Africa (OHADA)](https://www.ohada.org/en/general-overview/)
standard for accounting and business law.
Seventeen states in western and central Africa subscribe to the [Organization for the Harmonization of Business Law in Africa (OHADA)](https://www.ohada.org/en/general-overview/) standard for accounting and business law.

48 changes: 43 additions & 5 deletions docs/en/stock-management/depot.md
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</div>


Depots are used to store articles. We can not talk about stock without talking about depots. The depot forms
a container for the enterprise's stock, and allows users to enter stock through [Stock Entry](./movement.entry.md), or dispense
stock through [Stock Exit](./movement.exit.md).
Depots are used to store stock articles. We cannot discuss stock without talking about depots since all stock articles are assigned to specific depots. The depot forms a container for the enterprise's stock, and allows users to enter stock through [Stock Entry](./movement.entry.md), or dispense stock through [Stock Exit](./movement.exit.md).

To create a new depot, click on the **Add Depot** button in the top right corner of the module. This opens a
To see the registry of depots:

<div class="bs-callout bs-callout-success">
<p>
<i>menu</i> > Stock > <strong>Depot Management</strong> <br>
&rArr; Opens a registry of known depots and allows editing existing depots and creating new ones
</p>
</div>

To edit an existing depot, click on the **Action** link on the right end of the row of the depot to edit. Then click on the "Edit" link, make the changes on to the depot and then click the **[Submit]** button on the bottom of the edit form.

To create a new depot, click on the **[Add Depot]** button in the top right corner of the page. This opens a
modal window to enter the depot information.


## Depot Heirarchies
BHIMA allows users to structure their depots in a tree hierachary of parents and children, similar to the chart
BHIMA allows sites to structure their depots in a tree hierachary of parents and children, similar to the chart
of accounts. This feature exists to allow easier permissions management. If a user is responsible for many depots
in a region, it may make sense to group these regionally and assign a user the permissions to all child depots in that
region. Functionally, the parent-child relationship has no bearing on which depots can transfer stock between one another.
Expand All @@ -34,6 +43,20 @@ warehouse might not distribute directly to patients, but may serve as a staging
other depots. Similarly, a depot could be a distribution center only and not allow direct entry of
donated or purchased stock.

## Getting Access to a Depot
Before managing or accessing a depot, a user have authorization. To get access, open the User Management page:

<div class="bs-callout bs-callout-success">
<p>
<i>menu</i> > Administration > <strong>User Management</strong> <br>
&rArr; Opens a registry of users
</p>
</div>

Use the **Action** link on the right end of the line for the user you wish to update and click on the "Depot Management" link. A form will appear that will allow you to enter the name of the depot for which you want to obtain permission to manage. Click in the box under the "Add:" and type. After you type in a few characters, the full name should appear. Click on it to select it. The depot name should now be shown. Then confirm the authorization by clicking on the blue **[Submit]** button. If the operation is successful, a green "Updated" message should appear briefly at the top of the page.

Enabling this authorization is only necessary once (per user). Once done, the user should be able to carry out operations related to stock movements with the authorized depot.


## Average Monthly Consumption by Depot
The Average Monthly Consumption (AMC) is calculated for the enterprise as a whole and for individual depots. The
Expand All @@ -55,3 +78,18 @@ BHIMA offers two choices of algorithm that differ slighty:

These algorithms produce identical or similar results. The main difference is in rounding - the MSH algorithm converts to months
before the computation while the default algorithm converts to months as a last step.

# Suppliers

Since the stock in a **Depot** orginally comes from a supplier, the available **Supplier**s must be configured before creating purchase orders for stock from suppliers. To create a supplier:

<div class="bs-callout bs-callout-success">
<p>
<i>menu</i> > Administration > <strong>Supplier Management</strong> <br>
&rArr; Opens a registry of known Suppliers and allows editing existing Suppliers and creating new ones
</p>
</div>

To edit an existing supplier, click on the **Actions** link on the far right of the line with the supplier you wish to edit and click on the "Edit" link.

To create a new Supplier, click on the **[Add A Supplier]** button on the top right. Most of the form entries are self-explanatory. The "Group" field offers you a list of pre-configured creditor groups to choose from; click on the one that is related to the supplier in creation for the to select. Finally, click on the blue "Submit" button at the bottom right of the form to confirm the configuration and create the supplier. A message will be shown to indicate success or to explain errors in the form needing correction.
81 changes: 81 additions & 0 deletions docs/en/stock-management/glossary.md
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# GLOSSARY

- **DEPOT** - A "depot" is a location where significant numbers of stock items
are stored until they are needed. The size and function of a Depot can
vary from a large storehouse for handling transfers of drugs to a small
pharmacy in a clinic for dispensing drugs to patients.

- **PHARMACY** - A location used to store and provide medications (and other
related stock items) as needed by Patients, Services, or other Pharmacies.

- Stock Pharmacy - A Stock Pharmacy is typically a local storage facility
that receives stock from depots and supplies stock to other pharmacies.
A stock pharmacy does not generally dispense medications directly to
patients.

- Dispensing Pharmacy - A Dispensing Pharmacy (Pharmacie D'Usage in
French) is a pharmacy that dispenses stock to patients, wards, and
services. Normally, stock is not transferred from Dispensing
Pharmacies to other Pharmacies.

- **LOT** - A "Lot" is a collection of identical stock items that are usually
purchased and tracked together. For instance, a box of pills
might be part of a lot of that type of medication. But "Lot" is also a
more general term. For instance, a single piece of equipment may be
purchased by itself but for stock tracking purposes, it would be
considered to be in a lot of 1 stock item.

- **SERVICE** - In the BHIMA perspective, a "Service" is a department in the
hospital such as "pediatrics", "ophthalmology", "internal medicine",
"pharmacy", and "administration". Services can be assigned invoices,
consume medications, contain staff, and have both profit and loss centers.

- **STOCK** - "Stock" are any items used in the operation of a hospital or
clinic. Examples include drugs for treating patients, medical equipment
and supplies, and administrative supplies. "Stock" items are often
purchased in "Lots" which include a number of the stock items. Note that
"Lot Numbers" are sometimes given by manufacturers and are not necessarily
unique to BHIMA.

- **STOCK ADJUSTMENT** - When a physical inventory of stock reveals that the
actual count of stock items differs from the count in the "Theoretical
Quantity" (as tracked by the BHIMA system), then an "Stock Adjustment"
should be performed to update the BHIMA system (and the "Theoretical
Quantity".

- **STOCK ENTRY** - "Stock entries" occur when an item of stock is added to a
Depot. Types of stock entries include:

- **Purchase** - stock items entering the Depot from a fulfilled purchase
order

- **Donation** - stock items entering the Depot from a donation

- **Integration** - stock items entering the Depot that do not have a known
origin but are necessary to be tracked in the system. This often
happens during start-up - stock is found on the shelf, but it isn't
necessarily clear where it came from. It's easiest to simply
"integrate" the stock as-is, rather than try to reproduce the history
exactly from previous documentation.

- **Transfer** - stock items entering the Depot due to a transfer from some other Depot.

- **STOCK EXIT** - "Stock exits" occur when an item is removed from a Depot.
This includes exits due to:

- **Exit to an individual** - Stock items leaving the depot for use in the
hospital or clinic

- **Distribution to a service** - Stock items leaving the depot for use by a
hospital service (such as sutures for the operating room).

- **Distribution to a depot** - Stock items leaving the depot to be
transferred to another depot.

- **Loss** - Stock items that are declared lost or expired and removed from
the inventory of stock items. This may happen when a direct review of
the stock items reveals that some items are missing or expired.

- **SUPPLIER** - A supplier is the source of the stock items coming into depots
from purchases. They are represented as a creditor in the accounting
module.
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10 changes: 10 additions & 0 deletions docs/en/stock-management/index.md
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Expand Up @@ -6,25 +6,35 @@ Inventory and stock management modules provide a robust stock management solutio
hospitals. Below you'll find an index to particular subsections that may be of interest.

1. [Overview](./overview.md)

2. [Inventories](./inventory.md)

3. [Depots](./depot.md)

4. [Stock Settings](./stock.settings.md)

5. [Stock Accounting](./accounting/index.md)
1. [OHADA Accounting](./accounting/ohada.md)
2. [IFRS Accounting](./accounting/ifrs.md)

6. [Stocks Movements](./movement.md)
1. [Stocks Entries](./movement.entry.md)
2. [Stocks Exits](./movement.exit.md)
3. [Adjustments](./movement.adjustment.md)

7. [Inventory Reports]()
1. [Stocks]()
2. [Inventory Status]()
3. [Inventory Value]()

8. [Inventory Records]()
1. [Lots Registry]()
2. [Articles in Stock Registry]()
3. [Movement Log]()

9. [Additional Tools]()
1. [Import Stock from a CSV File]()
2. [Assignment of Lots]()
2. [Lot Assignment History]()

10. [Glossary of Stock-Related Terms](./glossary.md)
14 changes: 9 additions & 5 deletions docs/en/stock-management/inventory.md
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Expand Up @@ -6,7 +6,7 @@ In BHIMA, "inventory" refers to information about products or services are sold

The difference between inventory and stock in BHIMA is that inventory is the description of a product (or service), whereas stock is the physical asset stored in the depot.

For example, an inventory item might be a "Appendectomy" which is a service and will not have a representation in stock. However, the inventory item "Quinine 500mg" will have a representation in stock as pills bought on a given date with a quantity and expiration date.
For example, an inventory item might be a "Appendectomy" which is a service and will not have a representation in stock. However, the inventory item "Quinine 500mg" will have a representation in stock as pills bought on a given date with a quantity and expiration date. Similarly, a computer used in a specific department would be an **asset** that might assigned to someone but still considered to be in a "depot".

There are two modules that compose BHIMA's inventory management:

Expand All @@ -17,15 +17,16 @@ We'll cover each of these below.

### Inventory Registry

The Inventory Registry provides an overview of all inventory items in the application. To access the Inventory Registry module:
The Inventory Registry provides an overview of all inventory items in the application. To access the Inventory Registry module, under the main menu, select **Inventory** and then **Inventory Registry**:

<div class="bs-callout bs-callout-success">
<p>
Inventory > <strong>Inventory Registry</strong>: This module is a registry that lists all inventory times in the system, allows you to create new ones, or import an inventory from a CSV file.
<i>menu</i> > Inventory > <strong>Inventory Registry</strong> <br>
&rArr; Opens a registry that lists all inventory times in the system, allows you to create new ones, or import an inventory from a CSV file.
</p>
</div>

The registry also has links inline to the Invoices Registry, Stock Movements Registry, Articles in Stock Registry, and Inventory Changes Report.
Each line of the inventory registry describes one type of inventory item. At the end each line is an "Action" menu containing links to the Invoices Registry, Stock Movements Registry, Articles in Stock Registry, and Inventory Changes Report.


#### Creating an Inventory Item
Expand All @@ -38,6 +39,7 @@ To create a new inventory item, click on the **+ Add Inventory** button which wi
4. **Group** - the inventory group set in the [configuration](#configuration) section.
5. **Type** - the type of inventory item. This distinguishes between goods ands services.
6. **Unit** - the unit of measurement for the inventory item. This is typically "pills", "tablets", "milligrams", "liters", "boxes" or some other basic unit.
7. **Is an asset** - For items which are organizational assets (eg, computers, etc)

There are also some optional properties:

Expand All @@ -50,6 +52,7 @@ There are also some optional properties:
7. **Purchase Interval** - (?)
8. **Sellable** - indicates if the item can be sold to clients in the Patient Invoice module. Defaults to `true`.
9. **Note** - an open text field for notes on the item.
10. For **assets** there are a few additonal fields related to manufacturer brand and model names.

As mentioned above, the inventory requires some prerequisite information beforehand. These prerequisites must exist in the system before creating the inventory item.

Expand Down Expand Up @@ -79,7 +82,8 @@ To access the module related to the inventory configuration:

<div class="bs-callout bs-callout-success">
<p>
Inventory > <strong>Configuration</strong>: This module allows you to create, edit, and delete inventory groups, inventory types, and inventory units.
<i>menu</i> > Inventory > <strong>Configuration</strong> <br>
&rArr; Opens a page that allows you to create, edit, and delete inventory groups, inventory types, and inventory units.
</p>
</div>

Expand Down
69 changes: 68 additions & 1 deletion docs/en/stock-management/movement.adjustment.md
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&raquo; [Home](../index.md) / [Inventory Management](./index.md) / [stocks movements](./movement.md) / Stock Adjustment

# Stock Adjustment
# Stock Adjustment

In other sections we review the normal types of stock entry (Purchase,
Donation, Integration, Transfer). However, there is another form of stock
entry which is similar to integration but which in reality is different:
"Adjustment". Adjustment is used when, during an inventory of stock or any
other occasion, it is noted that the physical quantity observed is different
from the quantity in the database (theoretical quantity). Integration, on the
other hand, is used when the stock has never been registered in the system
(database).

To perform stock adjustments, go to the Stock Adjustment page:

<div class="bs-callout bs-callout-success">
<p>
<i>menu</i> > Stock > <strong>Adjustment</strong> <br>
&rArr; Opens the form for adjusting stock quantities
</p>
</div>

<img src="./images/stock-adjustment-form.png" alt="Stock Adjustment Form" width="800">

- Do not forget that for any operation that affects a depot you must first
make sure that you are in the depot concerned; if not, change the depot
using the **[Menu]** on the top right and choose the "Change Depot" item. A
dialog allowing you to choose the appropriate depot will appear. Choose the
desired depot and click on the **[Submit]** button. You will see the main
Adjustments page again.

- There are two buttons at the top of the interface. On the left: "Increase"
(preceded by a positive sign) and "Decrease" (preceded by a negative
sign). Naturally, click on "Increase", button when it is a question of
increasing the theoretical quantity; and on the "Decrease" button, when it
is a question of decreasing the theoretical quantity.

- If desired, change the date of the adjustment by clicking on the "Change
Date" button which comes immediately after the date.

- The "Description" area allows you to describe the operation. Click in the
box below "Description" and type in the description.

- Click on the "Add" button on the left at the top of the description table,
to activate the lines used to insert the adjustment data from left to right.

- The updated form will be displayed.

<img src="./images/stock-adjustment-unpopulated-form.png" alt="Stock Adjustment Form Unpopulated" width="800">

- In the "Code" column, enter the a few characters in the name of the stock
item. A list of items with the same characters appears. Click on the
desired item to select it.

- Click on the relevant box in the "lot" column. The system will show the
different existing lots. Select the relevant one by clicking on it.

- The "available" column will then be activated and indicates the quantity in
stock and the expiration date. The adjustment data must be entered in the
"Quantity" column.

- NOTE: We write only the quantity to be added if it is an increase, and the
quantity to be subtracted if it is a decrease. The system itself performs
the "Addition" or "Subtraction" operation as appropriate.

- In this example, we are decreasing the count by one:

<img src="./images/stock-adjustment-populated-form.png" alt="Stock Adjustment Form Populated" width="800">

- Then click on the blue "Submit" button to confirm the adjustment.

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