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# GLOSSARY | ||
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- **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. | ||
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- **PHARMACY** - A location used to store and provide medications (and other | ||
related stock items) as needed by Patients, Services, or other Pharmacies. | ||
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- 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. | ||
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- 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. | ||
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- **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. | ||
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- **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. | ||
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- **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. | ||
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- **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". | ||
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- **STOCK ENTRY** - "Stock entries" occur when an item of stock is added to a | ||
Depot. Types of stock entries include: | ||
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- **Purchase** - stock items entering the Depot from a fulfilled purchase | ||
order | ||
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- **Donation** - stock items entering the Depot from a donation | ||
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- **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. | ||
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- **Transfer** - stock items entering the Depot due to a transfer from some other Depot. | ||
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- **STOCK EXIT** - "Stock exits" occur when an item is removed from a Depot. | ||
This includes exits due to: | ||
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- **Exit to an individual** - Stock items leaving the depot for use in the | ||
hospital or clinic | ||
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- **Distribution to a service** - Stock items leaving the depot for use by a | ||
hospital service (such as sutures for the operating room). | ||
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- **Distribution to a depot** - Stock items leaving the depot to be | ||
transferred to another depot. | ||
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- **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. | ||
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- **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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» [Home](../index.md) / [Inventory Management](./index.md) / [stocks movements](./movement.md) / Stock Adjustment | ||
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# Stock Adjustment | ||
# Stock Adjustment | ||
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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). | ||
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To perform stock adjustments, go to the Stock Adjustment page: | ||
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<div class="bs-callout bs-callout-success"> | ||
<p> | ||
<i>menu</i> > Stock > <strong>Adjustment</strong> <br> | ||
⇒ Opens the form for adjusting stock quantities | ||
</p> | ||
</div> | ||
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<img src="./images/stock-adjustment-form.png" alt="Stock Adjustment Form" width="800"> | ||
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- 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. | ||
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- 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. | ||
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- If desired, change the date of the adjustment by clicking on the "Change | ||
Date" button which comes immediately after the date. | ||
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- The "Description" area allows you to describe the operation. Click in the | ||
box below "Description" and type in the description. | ||
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- 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. | ||
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- The updated form will be displayed. | ||
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<img src="./images/stock-adjustment-unpopulated-form.png" alt="Stock Adjustment Form Unpopulated" width="800"> | ||
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- 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. | ||
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- 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. | ||
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- 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. | ||
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- 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. | ||
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- In this example, we are decreasing the count by one: | ||
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<img src="./images/stock-adjustment-populated-form.png" alt="Stock Adjustment Form Populated" width="800"> | ||
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- Then click on the blue "Submit" button to confirm the adjustment. |
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