Stocktake and Waste
Two screens for the same question: what is actually on the shelf, and where did the rest go?
- A stocktake counts the shelf and writes the difference.
- A waste note records what was broken, expired or spilled — and moves nothing until somebody approves it.
Find them under Money → Products and services.
Where to Find It
Click an address to open that screen on your own clinic. The first click asks which clinic you are, then remembers it. Addresses holding a {id} need a specific record, so they are shown but not linked.
| Screen | Address |
|---|---|
| Stocktakes | /inventory/stocktakes |
| New stocktake | /inventory/stocktakes/create |
| A count sheet | /inventory/stocktakes/{id} |
| Waste notes | /inventory/waste |
| New waste note | /inventory/waste/create |
| Waste and shortage report | /inventory/reports/losses |
Counting the Shelf
Stocktakes → New stocktake. The new-stocktake screen is the header of the document and nothing more: the store, its number (filled in for you, and editable if your clinic numbers its own documents), the date and time, and a note. Press Do stocktaking and the sheet opens.
One sheet counts one store. A difference that cannot say which store it came from cannot be explained or moved.
The sheet opens empty, and you put the products on it as you count them. Four ways, on the bar above the table:
| Button | What it does |
|---|---|
| Add item | One product at a time: pick it, choose the unit, type the physical count. The dialog stays open for the next one |
| Import | Reads a filled-in CSV back onto the sheet. A product the file names that is not on the sheet is added, not refused |
| Export | The sheet as a CSV, in exactly the layout Import expects |
| Add all products from the warehouse | Every item this store currently holds |
| Add all products | Every stocked item in the catalogue, whether this store holds it or not |
Adding the same product twice never blanks what you already typed against it.
Above the table: a search box (name, code or barcode), a filter for all / counted / not counted / with a difference, and how many rows to show at a time (25, 50, 100). A long sheet is paged — the screen loads one page, not four hundred lines, so it opens on a tablet in a store room. Whatever you have typed is saved before the page changes, so stepping through the sheet never loses a count. Scanning a barcode that is not on the page searches the whole sheet for it.
Each row shows the unit, the physical count, what the system thinks, and the shortage or overage as you type. Type the count in whatever you are holding — grams, a jar, a carton — and the system converts it. Remove takes a row off the sheet.
Update system count
The system quantity on the sheet is what was true when the line was added. While you count, the clinic keeps working. Update system count re-reads it from the latest data, and asks you to confirm first, because it replaces the figures you were comparing against. Two choices on the button:
| Choice | What it re-reads |
|---|---|
| Update every product | Every line on the sheet |
| Update only what has not been counted | The lines with no count yet. A line you already answered keeps the figure you answered it against |
It changes what you are reading, never what will be written: posting always computes the difference against the balance at the moment of posting.
TIP
Print the sheet and count on paper first. The printed sheet leaves the counted column blank on purpose: a column with numbers already in it is a column people tick rather than count.
A blank line is not zero
This is the one thing worth reading twice.
| What you do | What happens |
|---|---|
| Type 0 | You counted, and there is none. The system writes the item down to zero |
| Leave it blank | You did not count it. Nothing at all happens to that item |
A sheet of 200 items where you counted 180 adjusts 180 and leaves 20 alone. The sheet tells you how many were left uncounted.
Counting while the clinic is open
You do not have to stop treating patients to count.
The sheet remembers what the system said when you opened it, and computes the difference against what it says when you post. So if a visit used 20 grams while you were counting, that 20 is not undone — the line is flagged as تحرّك أثناء الجرد (moved during the count) and shows both figures side by side.
Blind counting
Switch blind count on and the counter is not shown what the system thinks. The figure appears only at the review step, after the counting is typed in.
It is not hidden on the page — it is not sent to the browser at all.
Posting
Every line with a difference needs a reason before the sheet can be posted. If one is missing, the whole sheet is refused rather than half of it written.
Posting:
- writes one adjustment per item that differs, linked to the sheet and naming who counted,
- values each difference at the item's average cost at that moment,
- writes nothing for items counted equal, and nothing for items left blank,
- freezes the sheet. A posted count cannot be edited; run a new count or a correcting adjustment.
A surplus raises the quantity and leaves the average cost alone. A count says how much there is; it never re-prices what is there.
Writing Stock Off
Waste notes → New waste note. Item, quantity, the store it was in, a reason (damaged, expired, spilled, contaminated, other), the date, who was responsible, and a photo if you have one.
Saving it moves nothing. The balance is unchanged and the note sits as مُقدَّم (submitted) until somebody with the approval permission decides:
| Decision | What happens |
|---|---|
| Approve | The stock leaves, valued at its average cost, stamped with the note and the approver |
| Reject | Nothing moves, ever. The comment stays on the note, and it cannot be approved afterwards |
A rejected note is not re-submitted in place — write a new one, so the refusal and its reason stay readable.
What You Lost
Waste and shortage shows a period split two ways:
- Waste — what you approved throwing away,
- Shortage and surplus — what counting found missing or extra.
They are never added together. One is a problem you know about; the other is one you discovered.
Each is broken down by category, so بوفيه and نظافة read as ordinary categories with no separate module and no separate screen. Each figure is the cost stamped on the movement when the stock left, which is what the books were told — so the report and the journal always agree.
An item that was never bought has no cost, so a difference on it is reported as a quantity and flagged as بلا تكلفة rather than quietly valued at zero.
Below the two tables, approved waste is listed again by the person the note named as responsible, with each note's item, reason, quantity and cost, newest first, and each line opens the note it came from. Waste on a note that named nobody is listed under دون تحديد مسؤول — unattributed write-offs are exactly what you want to see, so they are never left out of the table. Naming a person on a note is optional; the report simply reports what the notes carry.
Where It Lands in the Books
| Event | Debit | Credit |
|---|---|---|
| Waste | Waste expense (5320) | Medical inventory (1200) |
| Shortage | Stock shortage and surplus (5330) | Medical inventory (1200) |
| Surplus | Medical inventory (1200) | Stock shortage and surplus (5330) |
Who Can See It
| Permission | Lets somebody |
|---|---|
| Count a stocktake | Open a sheet, type counts, print it |
| Post a stocktake | Accept the difference and write the adjustments |
| Record waste | Write a note and submit it |
| Approve or reject waste | Decide one |
WARNING
Do not give one person both "Record waste" and "Approve or reject waste". That is a person approving their own write-offs, which is no control at all. The same applies to counting and posting: let one person count and another accept the difference.
Values — what a difference was worth, what waste cost, the whole loss report — also need See costs. Quantities do not.
Limits
- A count sheet covers one store. A clinic with two stores runs two sheets.
- Two sheets may be open on one store at once; the second does not warn you which items the first already has.
- A posted sheet is final, in every direction: no edit, no delete, no re-post.
- Stock written off while Inventory is switched off is not recorded at all. Count before you trust the balances again.
See Also
- Stocked items — the unit, the packs, the category and the reorder level
- Stock movements — everything that moved, and why
- Purchasing — where the stock came from and what it cost
- Journal and Chart of Accounts — where these postings land