Inventory Custodian

The Materials Management module pertains to the clinic inventory handling which includes processes such as stock transfers, purchase orders, and tracking. This module also produces reports and analytics vital to the clinic’s sustenance of supplies and products which also helps in ensuring the clinic staff as everything they need to perform their duties and patients are provided with all the necessary medical materials for their health.

This module has three primary users namely Head – Inventory, Inventory Manager, and Inventory Custodian. Each of these users have their own role and privileges to ensure the clinic’s needs are met and fulfilled in order for them to deliver the utmost care for their patients. In this tutorial, we’ll discuss the users whose task is to monitor and update inventory transactions as well inventory reports: Inventory Manager.

Inventory Manager

The one who handles the inventory processes for within the clinic only is the inventory custodian whose main tasks would be monitoring and updating the requests, transfers, returns, and adjustments. Below is a matrix of their privileges:

ModuleDescriptionLegend
CRUD = Create, Read, Update, Delete
Administrative
NA
Registration
NA
Medical Records
NA
Billing
NA
Materials Management
Inventory Manager
ProductsManages productsR

Product Types
Manages product typesR
Product CategoriesManages product categoriesR
Stock RequestsManages stock requestsR

Stock Transfers
Manages transfersCRUD

Stock Returns
Manages returnsCRUD

Stock Adjustments
Manages stock adjustmentsCRUD

Packaging
Manages packaging servicesR
Stock Adjustment SettingsManages stock adjustment reasonsR
Inventory reportsManages inventory reportsNA
SuppliersManages suppliersNA

Purchase Orders
Manages purchase ordersNA

Receiving Orders
Manages receiving ordersNA
Pharmacy
RU
Laboratory
NA
Imaging
NA
Physical Medical Exam
NA
Dental
NA

Stock Adjustment Settings

To add a new adjustment reason, click the “+” button and then the page will automatically scroll down wherein the reason label field can be filled out by the user. After inputting the reason, click the “add” button and then the reason will now be integrated in the system.

Inventory custodians can only access this in a read-only mode.

Products, Product Types, and Categories.

In products, users will find the list of all the products that a clinic has.

Next is the Product Variants. In this page, users can view the list of all the variants available for each clinic product. Users can filter this view by variants that are Sellable or Supplies using the dropdown bar on the upper left corner of the page, as well as search for the ID or the product variant for convenience.

Inventory custodians can only access these in a read-only mode.

Stock Requests and Stock Transfers

Users have the ability to request stocks from the warehouse head’s clinic branch.  To create a stock request, click the “+” button then the user will be directed to the Stock Request page.

Choose which branch of clinic to request the stocks to and select the due date of the stock’s arrival. Select items to request and its quantity. After that, click save to finalize. Once items are received, warehouse heads must now confirm the number of items received for audit purposes. 

Users can view the stock transfers per date range similar to POS. In the order details, users have the option to receive or reject these orders. Once the items are received, input the corresponding amount and then click “Receive”. This will change  the status of the transfer order from “Pending” to “Received” If user selects reject, the order will be rejected 

Users can print this order by clicking the print button on the upper right corner of the page which will open a prompt for print preview.

Stock Returns

For Stock Returns, users can view the list per date range and can also search for a specific Stock Return ID.

To add a Stock Return, simply click the add button on the upper right corner and then the user will be redirected to the Stock Return page. In the Stock Return page, select the name of the customer, the order type of whether is it sales or stocks, and then click add item and enter the name of the product and the quantity to be returned. Add reason for Return and then click “Save” to finalize.

Stock Adjustments

For Stock Adjustments, users can view the list per date range as well as search for the specific Stock Adjustment ID.

Users can also add a Stock Adjustment Reason by clicking the “+” button on the upper right corner of the page. This will redirect the user to a Stock Adjustment page wherein users can choose from the dropdown list of reasons and then add an item to adjust by clicking the “Add Item” button. Once clicked, a prompt will appear to choose a certain product and its corresponding quantity. Click “Save” to add to Stock Adjustments report.

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Last Updated On November 06, 2019

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