How to Consume Inventory Item Stock in Inaya

1. Overview

The Consumption module in Inaya is designed to track and manage items that are used internally within your facility. Consumption represents the internal usage of stocked items when employees use them for daily operations, patient care, or facility maintenance. This feature ensures accurate inventory records by deducting consumed quantities from store stock and creating a clear audit trail of who used what, when, and from which batch.

2. Why Is It Important to Track Consumption?

Aspect	Importance
Inventory Accuracy	Keeps stock levels precise by deducting used items from available quantities
Cost Control	Helps track the value of items consumed across departments
Accountability	Records which employee consumed which items and when
Audit Trail	Creates a complete record for compliance and financial auditing
Waste Prevention	Identifies usage patterns to reduce unnecessary consumption
Batch Tracking	Ensures traceability by recording batch numbers for consumed items

3. Requirements Before You Start

Prerequisites Checklist

Items Catalog: The item must already exist in the system. Configure in Items module → Add Items.
Stores: The item must be available in a store. Configure in Stores module → Add Store.
Stock Receipt: The item must be received into the store before it can be consumed. Configure via Receive items into the store.
Consumer Registration: Only registered employees can consume items. Configure in the Employee registration module.
User Permissions: The user performing the transaction must have permission to consume items. Configure via System Administrator.

4. Scenarios and Examples

Scenario 1 — Consuming Gloves for Laboratory Cleaning

Field	Value
Item	Surgical Gloves
Store	Main Store
Consumer	Lab Technician Sarah Wilson
Batch Number	GLOVE-2026-001
Quantity	25 pairs
Unit	Pairs

Context: A laboratory technician is using gloves for routine cleaning and sterilization of laboratory equipment. The gloves are consumed internally for facility maintenance purposes.

Scenario 2 — Consuming Spirit for Laboratory Disinfection

Field	Value
Item	Surgical Spirit 500ml
Store	Main Store
Consumer	Lab Technician John Mbeki
Batch Number	SPR-2026-045
Quantity	5 bottles
Unit	Bottles

Context: Laboratory staff are using surgical spirit for surface disinfection and cleaning of laboratory workstations. This is internal consumption for maintaining a sterile laboratory environment.

Scenario 3 — Consuming Reagents for Machine Testing

Field	Value
Item	Hematology Reagent Kit
Store	Laboratory Store
Consumer	Lab Technician Mary Peter
Batch Number	REAG-2026-012
Quantity	3 kits
Unit	Kits

Context: A laboratory technician is using reagent kits to run quality control tests on the hematology analyzer machine. The reagents are consumed during routine machine testing and calibration procedures.

5. Step-by-Step Guide: Consuming an Item

Step 1 — Navigate to Items

Open the Main Menu from the sidebar.
Scroll down to Logistics, then select Items to open the Items page.
Alternatively, click the Search icon in the top-left corner, type Items into the search box, and select Items from the results.
Click Items. A complete list of all items in the system will display.

Step 2 — Search for the Item

In the items list, locate the search bar.
Type the name or code of the item you want to consume. The system filters and displays matching items.

Search Method	Example	Result
Item Name	"Gloves"	Shows all glove items
Item Code	"GLV-001"	Shows the specific glove item
Partial Name	"Acr"	Shows items starting with "Acr"

Step 3 — Select the Item

Click on the item you want to consume from the filtered list.
The item details panel opens, displaying complete information about the selected item.

Example: Click on "Acrason Cream 10g" → item details open.

Step 4 — Navigate to the Consume Tab

In the item details panel, locate the navigation tabs.
Click on the Consume tab.

Available Tabs
Registration	Billing	Stock	Receive	Transfer	Consume 👈	Adjust Stock

Step 5 — Select the Store

Click on the Store dropdown field.
Select the store where the items are located.

Store Option	Description
Main Store	Central inventory storage
Pharmacy Store	Medication and pharmaceutical supplies
Warehouse A	Bulk storage facility
Ward A	Department-specific storage
Laboratory	Lab supplies and equipment

Step 6 — Select the Consumer

Click on the Consumer dropdown field.
Select the employee who is using the items.

Consumer	Role	Department
John Doe	Pharmacist	Pharmacy
Mary Smith	Nurse	Ward A
James Brown	Doctor	Emergency
Sarah Wilson	Lab Technician	Laboratory
Robert Taylor	Facility Manager	Maintenance

Step 7 — Review Item Information

Check the stock details the system automatically displays on the right side of the screen.
Verify stock availability before proceeding to consume the item.

Field	Displayed Value	What It Means
Store	Main Store	Where the item is located
Present Quantity	200 pairs	Current stock available
Item	Gloves	Item name being consumed
Present Unit Price	1,500.00 TZS	Current cost per unit
Unit	pairs	Measurement unit
Present Value	300,000.00 TZS	Total value of current stock
Location	Shelf A	Physical location in store
Minimum Quantity Allowed	10	Alert when stock falls below this
Maximum Quantity Allowed	500	Maximum storage capacity

Step 8 — Enter Batch Details

Locate the Batch Details section.
Batch Number: Enter the batch number. Example: GLOVE-2026-001.
Unit: Enter or confirm the unit. Example: pairs.
Quantity: Enter how many units to consume. Example: 50.

Step 9 — Save the Consumption

Review all the information you entered and confirm the quantity is correct.
Click the Save button.

Pre-Save Checklist	✓
Store is selected correctly	☐
Consumer is selected	☐
Quantity is correct	☐
Unit is correct	☐

6. What Happens After Saving?

SN	Action	Result	Impact
1	Stock Reduction	Present Quantity decreases in the selected store	Inventory levels updated
2	Value Decrease	Present Value reduces proportionally	Financial records updated
3	Consumption Record	A record is created and logged	Full audit trail established
4	Employee Record	Shows which employee consumed the items	Accountability documented
5	Batch Record	Shows which batch was consumed	Traceability maintained
6	Report Available	Appears in consumed items report	Reporting and analysis

Complete Example — Consuming Gloves

Scenario: John Doe needs to consume 50 pairs of gloves from the Main Store.

End-to-End Walkthrough

Main Menu → Items: navigate to the items list.
Search for the item: type "gloves" in the search bar.
Click on gloves: select gloves from the list.
Click the Consume tab: navigate to the consume section.
Select Store: Main Store.
Select Consumer: John Doe (from dropdown).
Review stock: check Present Quantity — 200 pairs.
Enter batch details: Batch GLOVE-001, Unit pairs, Quantity 50.
Click Save to record the consumption.

Before Consumption

Present Quantity: 200 pairs
Present Value: 300,000.00 TZS

After Consumption

Present Quantity: 150 pairs
Present Value: 225,000.00 TZS
Consumption Record: John Doe consumed 50 pairs
Batch: GLOVE-001

7. Consumption vs. Other Transactions

Transaction	Description	Is This Consumption?
Selling items to customers	Items leave the facility through sales	❌ No — this is Sales
Moving items between stores	Items are transferred internally	❌ No — this is Transfer
Giving items to another facility	Items are sent to external locations	❌ No — this is Issuing
Returning items to supplier	Items are sent back to vendor	❌ No — this is Return
Using items internally	Employees use items within the facility	✅ Yes — this is Consumption
Staff using supplies for work	Office or medical supplies used	✅ Yes — this is Consumption

8. Where to Find Consumption Reports

View Consumption Reports

Open Reports from the Main Menu.
Select Inventory & Assets.
Click Movements.
Choose Consumed Items Report.

9. Configuration Reference

9.1 Store Settings Affecting Consumption

SN	Setting	Purpose	Where to Configure
1	Store Name	Identifies the storage location	Stores module
2	Store Type	Defines the store category	Stores module
3	Location	Physical storage area	Stores module
4	Minimum Quantity	Alert threshold	Items → Store settings
5	Maximum Quantity	Capacity limit	Items → Store settings

9.2 Batch Settings Affecting Consumption

SN	Field	Purpose
1	Batch Number	Unique identifier for batch tracking
2	Expiry Date	Ensures expired items aren't consumed
3	Manufacture Date	Tracks production date
4	Unit	Measurement unit for the batch
5	Quantity	Available quantity in the batch

10. Common Problems and Solutions

Troubleshooting

Cannot find item — Error: "No items found". Cause: incorrect spelling or search term. Solution: check spelling or try searching by code.
Cannot see Consume tab — Tab not visible in navigation. Cause: no consumption permission. Solution: contact your system administrator.
Consumer dropdown is empty — Error: "No options available". Cause: no registered employees in the system. Solution: contact HR or your system administrator.
Item not showing in store — Error: "Item not available". Cause: item not received into that store. Solution: select a different store, or receive items first.
Cannot save — Error: "Please fill all required fields". Cause: missing mandatory information. Solution: check that all required fields are completed.
Insufficient quantity — Error: "Quantity exceeds available stock". Cause: consuming more than is available. Solution: reduce the quantity, or receive more stock.

11. Quick Reference

11.1 Checklist Before Consuming

☐	Check
☐	Item is available in the system
☐	Item has stock in the selected store
☐	Selected consumer is a registered employee
☐	Quantity does not exceed available stock
☐	Unit of measurement is correct
☐	All required fields are filled

11.2 Quick Step Reference

Consumption at a Glance

Main Menu → Items.
Search for the item.
Click the item to open its details.
Click the Consume tab.
Select the Store.
Select the Consumer (employee).
Review stock information.
Enter Batch Details (Batch, Unit, Quantity).
Click Save.

11.3 Key Terms

SN	Term	Definition
1	Consumption	Internal use of items by employees within the facility
2	Consumer	The registered employee who uses the items
3	Batch	A group of items produced or received together with the same batch number
4	Present Quantity	Current available stock in the store
5	Present Value	Total monetary value of current stock
6	Store	Location where items are physically stored
7	Unit	Measurement unit for the item (e.g., pairs, tubes, tablets)
8	Consumption Record	Log entry tracking what was consumed, by whom, and from which batch

24 August 2026