# Goods in Transit Report

## Overview

The **Goods in Transit** report shows items that have been issued from one department but have **not yet been received** by the requesting department. This report is essential for tracking stock movements between departments and identifying items that may be lost or delayed in transit.

The report is useful for:
- **Stock reconciliation** — Ensure stock isn't counted twice (still "in transit")
- **Audit and compliance** — Track items carried by staff between departments
- **Investigating discrepancies** — Find items issued but never received
- **Operational monitoring** — Identify delays in the receive step of the transfer workflow

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## When to Use

Use the Goods in Transit report when:

- **Month-end closing**: Verify all issued items have been received before closing books
- **Stock investigation**: Stock levels don't match — items may still be in transit
- **Audit preparation**: Provide evidence of stock movement timing
- **Staff accountability**: Track which staff members are carrying items
- **Transfer monitoring**: Verify the receive step was completed for issued transfers

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## How to Use

### Accessing the Report

1. From the main menu, go to **Reports** → **Inventory Reports**
2. Click **Goods in Transit**
3. The report page loads with filter options

### Setting Filters

| Filter | Description | Recommendation |
|--------|-------------|----------------|
| **From Date** | Start date for the report period | Set to cover the expected transfer date range |
| **To Date** | End date for the report period | Set to today or end of period |
| **Institution** | Filter by institution | Leave as "All" for broad view |
| **Site** | Filter by site/department | Narrow to specific department if needed |
| **From Department** | Filter by issuing department | Useful for checking specific supply sources |
| **To Department** | Filter by receiving department | Focus on specific requesters |
| **Doc. Status** | Filter by document status | See below |

### Document Status Filter

The **Doc. Status** filter controls which items appear:

| Status | Description | When to Use |
|--------|-------------|-------------|
| **Any** (default) | All issued items regardless of receive status | Broad overview of all transfers |
| **Pending** | Items issued but not yet received | Find items still in transit |
| **Accepted** | Items that have been received | Verify completed transfers |
| **Cancelled** | Transfers that were cancelled | Audit cancelled movements |

> **Tip:** Use the **Pending** filter to find items that are still in transit and need to be received. Use **Any** to see the full picture including completed transfers.

### Running the Report

1. Set your desired date range and filters
2. Click **Process**
3. The results table appears below

![Goods in Transit report showing issued items awaiting receipt](images/goods_in_transit_report.png)

### Reading the Results

The results table shows:

| Column | Description |
|--------|-------------|
| **Bill No** | The issue bill number (e.g., TI/RH/GSK/26/00218) |
| **Staff** | The staff member carrying the items |
| **Item** | Medicine or supply name |
| **Code** | Item code |
| **Qty** | Quantity issued (and still in transit if Pending) |
| **From Dept** | Department that issued the items |
| **To Dept** | Department that requested the items |
| **Issued Date** | When the items were issued |

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## Example Scenario

Consider these transfer activities on a single day:

| Issue Bill | Item | Issued | Received? |
|------------|------|--------|-----------|
| TI/RH/GSK/26/00218 | A4 Photocopy Paper | 15 | Yes (TR/RHD/LBK/26/00079) |
| TI/RH/GSK/26/00219 | Gauze | 10 | No |
| TI/RH/GSK/26/00220 | Gauze | 20 | No |

**With "Any" status filter**, all 3 rows appear — showing the complete picture.

**With "Pending" status filter**, only the 2 Gauze rows appear (00219 and 00220) — showing items still in transit that need receiving.

**The fully received A4 Paper (00218) is excluded** from the Pending view because it has already been received.

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## What the Report Tells You

### Items That Appear
- ✅ Items that were issued but **not yet received** (Pending)
- ✅ Items that were issued and **fully received** (Accepted — when using Any filter)
- ✅ Items split across **multiple partial issues** (each appears as a separate row)

### Items That DO NOT Appear
- ❌ Items that were requested but **never issued** (qty = 0 on the issue)
- ❌ Transfer requests that were **cancelled** before issue
- ❌ Direct issues to BHTs (these use a different workflow)

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## Best Practices

1. **Run Before Month-End**: Check Goods in Transit as part of month-end closing procedures
2. **Follow Up on Aged Transits**: Investigate items in transit for more than a few days
3. **Use Pending Filter for Action Items**: Focus on items needing receipt
4. **Cross-Reference with Staff**: Contact the carrying staff member if items are delayed
5. **Document Receipts Promptly**: Receive items immediately to clear them from transit status

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## Troubleshooting

### Expected Items Not Showing

**Problem**: An item you know was issued doesn't appear in the report

**Solutions**:
- Check the **Doc. Status** filter — if set to "Accepted" or "Cancelled", pending items won't show
- Verify the **date range** covers the issue date
- Check if the item was issued with qty = 0 (not actually issued)
- Try broadening filters (All Institutions, All Departments, Any status)

### Too Many Results

**Problem**: Report returns an overwhelming number of rows

**Solutions**:
- Narrow the **date range** to a specific week
- Filter by **From Department** or **To Department**
- Use **Pending** filter to focus only on items needing action
- Use **Item Name** filter for specific items

### Items Staying in Transit Too Long

**Problem**: Items show as "in transit" for extended periods

**Solutions**:
- Contact the **carrying staff member** to verify they still have the items
- Check if the receive step was missed — remind the requesting department to receive
- Verify the items weren't lost or misplaced during transport
- If items are confirmed received but report still shows them, check with IT support

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## Related Features

- **[Pharmacy Stock Transfer: Request → Issue → Receive](Pharmacy-Stock-Transfer-Request-Issue-Receive.md)** — Complete transfer workflow guide
- **[Direct Issue to BHTs from Pharmacy](Direct-Issue-to-BHTs-from-Pharmacy.md)** — Direct patient issue workflow (not tracked in Goods in Transit)
- **[Pharmacy Disposal Issue Search](Pharmacy/Disposal-Issue-Search.md)** — Searching for disposal issue bills
- **[Pharmacy Navigation Guide](Pharmacy/Pharmacy-Navigation-Guide.md)** — Complete pharmacy module navigation