# Institution Management

## Overview

Institution Management allows administrators to maintain the master list of all institutions registered in the system. From this page you can add new institutions, edit existing records, activate or deactivate institutions, permanently delete institutions, and review the full audit history of every change.

## Navigation

1. Click **Administration** in the main menu
2. Select **Manage Institutions**
3. In the left-hand panel, expand the **Manage** section
4. Click **Manage Institutions**

## Page Layout

The page is divided into two panels:

- **Left panel** - status filter, search field, and action buttons
- **Right panel** - detail form showing the selected institution's fields, organised in tabs

## Filtering by Status

At the top of the left panel, three filter buttons control which institutions appear in search results:

- **Active** (green) - show only active institutions (default)
- **Inactive** (red) - show only deactivated institutions
- **All** (blue) - show all institutions regardless of status

A label below the buttons confirms the current filter (e.g. "Currently showing: Active items only").

> **Note:** Filter buttons are disabled while you are editing or adding a new institution. Save or cancel the current operation first.

## Searching for an Institution

1. Type at least 2 characters in the search field
2. A dropdown list appears with matching institutions showing name and code
3. Each result displays a status badge (**ACTIVE** in green or **INACTIVE** in red)
4. Click on the desired institution to select it
5. The detail form on the right populates with the institution's information

## Adding a New Institution

1. Click **Add New** (green plus button)
2. The detail panel switches to "Adding New" mode and all fields become editable
3. Fill in the required fields (see [Fields](#fields) below)
4. Click **Save** to create the institution
5. A success message appears at the top of the page

> **Note:** While adding a new institution, the search field, filter buttons, and other action buttons are disabled. Click **Cancel** to exit without saving.

## Editing an Existing Institution

1. Search for and select the institution you want to edit
2. Click **Edit Selected** (pencil button) - this button is only enabled when an institution is selected
3. The detail panel switches to "Editing" mode and fields become editable
4. Make your changes
5. Click **Save** to apply changes, or **Cancel** to discard them

> **Important:** You must first select an institution before the Edit Selected button becomes active. While editing, the search field, filter buttons, Add New, and Delete buttons are disabled.

## Changing Active / Inactive Status

You can deactivate an institution to temporarily remove it from dropdowns and transaction screens without permanently deleting it. Deactivated institutions can be reactivated at any time.

1. Search for and select the institution
2. Click the status toggle button:
   - If the institution is currently active, the button reads **Deactivate** (orange/warning)
   - If the institution is currently inactive, the button reads **Activate** (green/success)
3. A confirmation dialog appears asking you to confirm the action
4. Click **Yes** to proceed or **No** to cancel
5. The institution's status badge updates immediately

> **Tip:** Use the **Inactive** filter to find all deactivated institutions when you need to reactivate one.

## Deleting an Institution

Deletion is permanent and cannot be undone.

1. Search for and select the institution
2. Click **Delete Selected** (red trash button)
3. A confirmation dialog appears: "Are you sure you want to delete this record?"
4. Click **Yes** to permanently delete or **No** to cancel

> **Warning:** Deleted institutions cannot be recovered. If you only need to temporarily remove an institution from use, deactivate it instead.

## Viewing Audit History

Every action (create, edit, activate, deactivate, delete) is recorded in the audit trail.

1. Search for and select the institution
2. Click **History** (clock button)
3. The audit events page opens showing the complete change log

See [Institution and Department Audit History](Institution-Audit-History) for the full guide.

## Fields

### Basic Details

| Field | Required | Description |
|---|---|---|
| Name | Yes | The institution's full name |
| Printing Name | No | Name used on printed documents such as cheques |
| Bill Prefix | No | Prefix added to bill numbers for this institution |
| Code | No | An identifier code for the institution |
| Type | Yes | The institution type (e.g. Government Hospital, Private Practice, Agency, Collecting Centre, Dealer, Importer, etc.) |
| Parent Institution | No | Select a parent institution if this is a sub-institution |
| Route | No | The delivery route associated with this institution |
| Description | No | Additional details about the institution |

### Contact Details

| Field | Required | Description |
|---|---|---|
| Phone | No | Primary phone number |
| Fax | No | Fax number |
| Email | No | Contact email address |
| Address | No | Physical address |
| Web | No | Website URL |

### Advanced

| Field | Required | Description |
|---|---|---|
| Point of Issue No. | No | Point-of-issue number for identification |
| Bank | No | The institution's bank (with branch details) |
| Account No. | No | Bank account number |
| Credit Limit | No | Maximum credit allowed |
| Owner Email | No | Email address of the institution owner |

## Best Practices

- **Deactivate rather than delete** - if an institution might be needed again, deactivate it instead of deleting
- **Use the Active filter** for day-to-day work to keep search results clean
- **Check audit history** before making changes to understand the institution's modification history
- **Set the correct institution type** to ensure proper categorisation across the system

## FAQ

**Q: What happens when I deactivate an institution?**
A: The institution is hidden from transaction screens and dropdowns. Existing records that reference the institution are not affected.

**Q: Can I edit an inactive institution without reactivating it first?**
A: Yes. Switch to the **Inactive** filter, search for and select the institution, then click **Edit Selected**. You can modify its details while it remains inactive.

**Q: Why can't I click the Edit or Delete buttons?**
A: You must first select an institution from the search results. The buttons are disabled until an institution is selected. They are also disabled if you are already in edit or add mode.

## Related Pages

- [Manage Departments (Own)](Manage-Departments-(Own))
- [Manage Departments (All)](Manage-Departments-(All))
- [Manage Sites](Manage-Sites)
- [Institution and Department Audit History](Institution-Audit-History)
- [Manage Institutions (index)](Manage-Institutions)

[Back to Manage Institutions](Manage-Institutions)