Counting and adjusting stock
mSupply will automatically keep track of your stock levels for you, as you receive and distribute it. But sometimes data gets entered incorrectly or stock goes out without anyone making an entry in the system.
Of course, we try not to let that happen but, if it does happen, we can make corrections. The easiest way to correct mistakes is to do a Stocktake.
In mSupply, you can easily do a stocktake for:
- A full inventory
- A limited range of items
- A single item
To view your stocktakes, go to
Inventory and then
Stocktakes in the navigation panel:
This brings up a list of all your stocktakes:
For each stock stake you can see:
- The stock take number
- The stock take status. There are two stock take statuses:
- New: a stocktake you are still working on
- Finalised: a stocktake that has alredy been performed. You can no longer edit it.
- A description of the stocktake (eg. March Stocktake)
- If any, a comment about the stoctake
- The date of the stock take
NEW, especially if you are about to create a new stocktake containing the same items. Indeed, it can be quite dangerous to leave old stocktakes with status
NEWin your system. If time has passed since the stocktake was created, then the snapshot and actual quantities are almost certainly incorrect. For good housekeeping reasons, it is good practice to delete old
Creating a new stock take🔗
Let's start a new stocktake. To do so, tap on the
New Stocktake button in the right corner of the screen.
A window appears, where you can opt to create a stocktake based on items in a master list, items in a particular location, items that are in stock, or an empty stocktake:
Click on OK when you have selected the option you would like.
The stocktake will then be created, and existing stock lines will be used to populate the values for batch, expiry, pack size and snapshot number of packs. The lines show as light blue, and will change to black when a value is entered for the counted quantity.
If you have inventory adjustment options configured in your central server, then you are required to enter a reason when the
counted number of packs specified does not match the snapshot number of packs.
For example, entering
25 for the counted quantity of Paracetamol, will add a red * to the right of the
Reason input and show the negative inventory adjustment reasons:
If you try to save the stocktake row without entering a reason you will see an error:
and the stocktake row that requires a reason to be entered will be highlighted in red as shown below.
Printing Stocktake sheet🔗
When viewing a specific Stocktake, simply click the
P (if using windows) or
P keys on your keyboard (if using a mac).
This will either
- Show a menu of possible reports for you to select from before creating a PDF. This will happen if there are more than one report defined for the
- Create a PDF immediately, if there is only one report to select from
The list of stocktake lines can get very long if you have a large stocktake. To make working with the stocktake easier to manage, you can filter the list by item name or code.
Simply enter some or all of an item code in the filter input:
or, enter some of an item's name:
You can also group the lines by item by enabling the
Group by item switch.