Pharmacy Pack Transactions and Ward Stock

Pharmacy Pack Transactions and Ward Stock Management

Introduction

HMIS manages all pharmacy stock movements — compounding, unit-dose dispensing, ward stock replenishment, inter-department transfers, purchase orders, and goods receipt — at the pack level. Every transaction carries pack size, quantity, and batch information, ensuring that stock values, expiry tracking, and financial accounting remain accurate whether a single tablet or a full case is moved. All major transaction types include a finalisation and approval step before stock is committed, providing an audit-controlled workflow suitable for regulated environments.

Navigation

Function	Menu Path
Ward Issue (BHT)	Main Menu → Pharmacy → Dispensing → Ward Issue
Transfer Request	Main Menu → Pharmacy → Transfers → Transfer Request
Transfer Issue	Main Menu → Pharmacy → Transfers → Transfer Issue
Transfer Receive	Main Menu → Pharmacy → Transfers → Transfer Receive
Purchase Order	Main Menu → Pharmacy → Procurement → Purchase Order
Goods Receive Note (GRN)	Main Menu → Pharmacy → Procurement → GRN
GRN Return	Main Menu → Pharmacy → Procurement → GRN Return
Stock Adjustment	Main Menu → Pharmacy → Stock → Adjustment
Physical Stock Take	Main Menu → Pharmacy → Stock → Stock Take

Pack-Based Transactions

All stock movements in HMIS operate on packs using the AMPP / VMPP (Actual Medicinal Product Pack / Virtual Medicinal Product Pack) model from the formulary hierarchy. Every AMP can have one or more AMPP variants representing different pack sizes (e.g., a 10-tablet strip, a 30-tablet bottle, a 500-tablet bulk pack). The corresponding VMPP captures the generic equivalent pack size under a VMP.

Pack-level tracking means:

• A GRN records the number of packs received (AMPP), the pack size, and the unit cost per pack.
• A ward issue records packs and units issued against the AMPP.
• A transfer records AMPP packs moving between stores/wards, preserving pack-size context.
• Bin card and stock history reports show movements in pack units, with drill-down to individual units.
• Pricing, reorder levels, and stock valuation are maintained at AMPP level, so different pack sizes of the same drug are tracked independently.

This supports unit-dose dispensing: if an AMPP is a 30-tablet pack and only 10 are to be dispensed, the system records the fractional consumption against that batch, decrementing stock by 10 units from within the pack.

Ward Stock Management

Stock Replenishment Flow

1. The ward or dispensary creates a Transfer Request specifying the items and quantities needed.
2. The supplying pharmacy reviews the request and creates a Transfer Issue — selecting items, batches, and pack quantities.
3. The issue undergoes pharmacist approval (finalisation step) before stock leaves the issuing store.
4. The receiving ward performs a Transfer Receive, confirming actual quantities received.
5. The receive transaction also has a finalisation step — the receiving store's stock is only updated after confirmation.

User Stock (Ward-Level Inventory)

UserStock tracks inventory held at ward or user level (e.g., ward medication trolleys, ICU stock). This is separate from the pharmacy store stock and enables:

• Ward-level bin cards showing consumption vs replenishment.
• Per-nurse or per-ward allocation tracking.
• Reconciliation between ward holdings and pharmacy issues.

Compounding

Compounded preparations use the VirtualProductIngredient model. The compound AMP lists its constituent ingredients (each a VTM/VMP with quantity and unit). When a compound is dispensed or issued:

• Each ingredient is decremented from stock by the required quantity.
• The compounded item is recorded as the dispensed product.
• Batch information for each ingredient is captured for full traceability.

Transfer Workflows

Transfer Request → Issue → Receive

Step	Actor	Action	Approval Required
Transfer Request	Ward / Dispensary	Request items from source store	—
Transfer Issue	Pharmacy	Select items, batches, packs; finalise	Yes — pharmacist finalises before stock leaves
Transfer Receive	Receiving Ward	Confirm quantities received	Yes — receiver confirms before stock enters

If the received quantity differs from the issued quantity, the discrepancy is flagged for investigation.

Cancellation

Both transfer issues and receives can be cancelled before finalisation (TransferIssueCancellationController, TransferReceiveCancellationController). Post-finalisation cancellation requires supervisor approval.

Purchase Order Workflow

Step	Action	Approval
Purchase Order Request	Pharmacy creates PO request for supplier	—
Purchase Order Approval	Supervisor reviews and approves PO	Yes
GRN (Goods Receive Note)	Goods received; batches, expiry dates, quantities captured	—
GRN Costing	Purchase cost per pack is set / verified	—
GRN Finalisation	GRN approved; stock added to pharmacy inventory	Yes

GRN Return

If received goods are damaged, expired, or incorrect:

1. A GRN Return is created against the original GRN.
2. Quantities and cost are specified.
3. GRN Return Approval (GrnReturnApprovalController) is required before the return is committed — stock decremented and supplier liability adjusted.

Stock Adjustment Workflow

Stock adjustments (rate corrections, expiry date corrections, quantity corrections) follow a similar approval pattern:

1. The pharmacist creates an Adjustment specifying item, batch, adjustment type, and reason.
2. The adjustment is saved in pending state.
3. A supervisor reviews and approves the adjustment.
4. Only on approval does the adjustment affect stock value and history.

Adjustment categories (AdjustmentCategory) classify the reason (e.g., data entry error, price revision, physical damage).

Physical Stock Take

1. Navigate to Stock Take (Main Menu → Pharmacy → Stock → Stock Take).
2. Generate a stock count sheet (pre-stock-take snapshot of expected quantities).
3. Staff physically count and enter actual quantities.
4. The system generates an adjustment bill for variances.
5. Stock Take Approval (StockTakeApprovalService) is required before variances are posted.
6. Post-approval, the stock is reconciled to the physical count.

Medication Administration Reconciliation

Ward stock managed through the BHT issue workflow supports medication administration reconciliation:

• Items issued to the ward are recorded against the patient's BHT.
• Nurses record administration events linked to the BHT issue line.
• Any unused medication is returned via BHT Issue Return (BhtIssueReturnController), which reverses stock and billing.
• The difference between issued and returned quantities represents actual medication administered — this is the administration record for the episode.

Technical Reference

Item	Detail
Ward issue controller	PharmacyIssueController, PharmacySaleBhtController
Transfer controllers	TransferRequestController, TransferIssueController, TransferReceiveController
Transfer cancellation	TransferIssueCancellationController, TransferReceiveCancellationController
GRN controller	GrnController, GrnCostingController
GRN return controllers	GrnReturnApprovalController, GrnReturnWithCostingController
PO controllers	PurchaseOrderController, PurchaseOrderRequestController
Stock take services	StockTakeApprovalService, StockTakePersistService, StockCountGenerationService
Adjustment controller	PharmacyAdjustmentController
User stock entity	UserStock, UserStockContainer
Compound ingredient	VirtualProductIngredient
Related	Pharmacy Dispensing Workflows, Pharmacy Batch Management