Diagnostics & pharmacy

Stores: requisitions, stock takes and reports

Departments request items, managers approve, the store issues; count stock with printed sheets; see how stock moved.

Who uses it: Nurses, lab and pharmacy staff (requesting); store keepers and managers (approving, issuing and counting)
Where to find it: Stores & requisitions

1Request items from the store

1
New requisition
Go to “Stores & requisitions” → “Requisitions” → “New requisition”. Choose the store to request from and the department to deliver to (for example Ward A), and mark it urgent if needed.
2
Add items
Search for each item and enter the quantity in units. Add a note on why it is needed, then “Send requisition”.
3
Follow it
Tick “Only mine” to see your own requests and their status: awaiting approval, approved, issued or received.

1
Review
A store or pharmacy manager opens the requisition and clicks “Review”. Leave a quantity blank to approve what was asked, or type a smaller quantity. The person who raised a requisition cannot approve it.
2
Reject
To reject, type the reason and click “Reject”. The requester sees it.
3
Issue
Click “Issue from store”. Stock moves from the store to the department, earliest expiry first. You can issue part now and the rest later.
4
Confirm receipt
The department clicks “Confirm received” when the items arrive. Click “Print” for a requisition and issue note with signature lines.

1
Start
On the “Stock takes” tab click “Start stock take”, choose the location and, for a big store, one category at a time. The system quantity of every batch is frozen on the sheet.
2
Print the count sheet
Click “Count sheet” to print a sheet with every item and batch and blank columns for the counted quantity. Counters write on it on the shelves.
3
Enter the counts
Type each counted quantity on the screen; the variance appears straight away. Add a note for differences (for example damaged or expired). Click “Save counts” as you go.
4
Submit and approve
Click “Submit for approval” when every line is counted. An inventory manager who did not submit it clicks “Approve and adjust stock”: each variance becomes an audited stock adjustment.

Good to know

Sales and issues can go on during the count. Only the difference you counted is applied, so stock moved during the count is not lost.

1
Run it
Open “Stock movement report”, choose the dates, location and category. For each item you see the opening stock, received, issued or dispensed, adjusted and closing stock.
2
Export
Click “CSV” to open it in Excel, or “Print” for a copy on your letterhead.

1
See what is low
The “Reorder & LPO” tab lists drugs, consumables and lab reagents at or below their reorder level, what is already on order and a suggested quantity in whole packs.
2
Create the LPO
Tick the items (or “Select all”), adjust quantities and unit costs, choose the supplier and delivery store and click “Create LPO”. It becomes a draft purchase order that a procurement manager approves.

Need help with this? Our team can show you on a call.