Inventory Transactions
The Inventory Transactions module records every movement of stock within the inventory management process. It provides a complete history of how items enter the inventory, move between stores, are consumed, adjusted, and verified through physical stock counting.
Each inventory transaction updates stock balances automatically, ensuring that inventory records remain accurate and traceable. Every transaction is recorded with relevant details such as the store involved, transaction date, item information, quantities, units, and batch information where applicable.
Transaction Types
The Inventory Transactions module consists of the following transaction types:
# | Transaction Type | Purpose |
|---|---|---|
1 | Receiving | Records items entering inventory |
2 | Transfer | Moves items between stores |
3 | Consumption | Records items used or issued |
4 | Stock Adjustment | Corrects inventory records |
5 | Stock Taking | Verifies physical inventory |
Each transaction serves a different purpose but together they provide complete control over inventory movement throughout the organization.
1. Receiving
The Receiving transaction records items entering inventory for the first time or items being returned into stock. This transaction increases the available stock quantity within the selected receiving store and establishes the inventory records required for future stock movements.
Receiving - Common Use Cases
New stock is purchased from suppliers
Items are received from donations
Previously issued items are returned
Inventory is added after procurement
Receiving - Typical Information
Field | Description |
|---|---|
Receiving Store | The store where the items are being delivered and stored |
Received Date | The date on which the items were received into inventory |
Receiving Unit | The measurement unit used (e.g., Pieces, Bottles, Tablets, Kilograms, Milliliters) |
Unit Price | The cost of a single unit of the received item |
Receiving - Batch-Level Recording
Each received item is recorded under one or more batches. For every batch received, the following information is maintained:
Batch Field | Description |
|---|---|
Batch Number | Unique identifier for the batch |
Quantity Received | Number of units received in this batch |
Received Date | Date the batch was received |
After the receiving transaction is completed, the inventory quantity for the selected store increases automatically.
2. Transfer
The Transfer transaction records the movement of inventory from one store to another within the organization.
Unlike Receiving, a transfer does not change the organization's total inventory. Instead, it redistributes available stock between different stores while maintaining accurate stock balances at each location.
Transfer - Common Use Cases
One department requires stock from another
A satellite store requires replenishment
Inventory is redistributed between locations
Emergency stock is moved to another facility
Transfer - Typical Information
Field | Description |
|---|---|
Issuing Store | The store from which the inventory is being transferred |
Receiving Store | The destination store receiving the inventory |
Receiving Person | The individual responsible for accepting the transferred items |
Transfer Date | The date on which the transfer takes place |
Transfer - Batch-Level Information
Items are transferred using their respective inventory batches. For each transferred batch, the following information is recorded:
Batch Field | Description |
|---|---|
Batch Number | Unique identifier for the batch being transferred |
Unit | Measurement unit of the items |
Quantity to Transfer | Number of units being transferred |
If approval workflows have been configured for inventory transfers, the transfer transaction may be routed through the approval process before the stock movement is finalized.
3. Consumption
The Consumption transaction records inventory that has been used or issued for operational purposes.
Consumption permanently reduces available inventory because the items have been utilized and are no longer available for future use.
Consumption - Common Examples
Medicines dispensed for patient care
Medical supplies used during procedures
Laboratory reagents consumed during testing
Office supplies issued for daily operations
Consumption - Typical Information
Field | Description |
|---|---|
Store | The store from which the inventory is consumed |
Consumer | The person, department, or service consuming the inventory |
Consumption Date | The date on which the inventory was consumed |
Consumption - Current Inventory Information Displayed
Before recording the transaction, current inventory information is displayed to assist in verifying available stock:
Field | Description |
|---|---|
Store | Location of the inventory |
Item | Name/description of the item |
Current Quantity | Available quantity in stock |
Current Unit Price | Cost per unit |
Current Inventory Value | Total value of available stock |
Unit of Measurement | Measurement unit used |
Storage Location | Physical location within the store |
Minimum Quantity Allowed | Lowest stock level permitted |
Maximum Quantity Allowed | Highest stock level permitted |
Consumption - Batch-Level Recording
Consumption is recorded against specific inventory batches. Each batch records:
Batch Field | Description |
|---|---|
Batch Number | Unique identifier of the batch |
Unit | Measurement unit |
Quantity Consumed | Number of units used |
4. Stock Adjustment
The Stock Adjustment transaction is used to correct inventory records whenever the physical inventory differs from the recorded inventory.
Adjustments ensure that inventory records accurately represent the actual stock available within the store.
Stock Adjustment - Reasons
Damaged items
Expired products
Lost inventory
Counting errors
Recording mistakes
Inventory corrections
Other operational discrepancies
Stock Adjustment - Inventory Details Displayed
When an adjustment is initiated, the following inventory details are displayed:
Store
Batch
Quantity
Unit
Expiry Date
Storage Location
Stock Adjustment - Record Fields
Field | Description |
|---|---|
Item Unit | The unit used during the adjustment |
Adjustment Quantity | The quantity to be added or deducted |
Reason | The justification for the stock adjustment |
Description | Optional additional information describing the adjustment |
Stock Adjustment - Options
Option | Effect | Common Use Cases |
|---|---|---|
Plus (+) | Increases the available stock quantity | • Additional stock is discovered |
Minus (-) | Decreases the available stock quantity | • Items are damaged |
5. Stock Taking
Stock Taking is the process of physically counting inventory and comparing the actual quantities available in the store with the quantities recorded in the inventory system.
The purpose of stock taking is to identify inventory discrepancies and ensure that inventory records remain accurate and reliable.
Stock Taking - Benefits
Verify physical inventory
Identify stock shortages
Detect stock surpluses
Correct inventory inaccuracies
Improve inventory accountability
Stock Taking - Parameters
Each stock taking activity is performed for a selected:
Store
Item Category
Stock Taking Date
Each activity is associated with the user who initiated the process, providing a complete audit trail.
Stock Taking Process
Stock Taking - Step 1: Download Template
The process begins by downloading a predefined Excel template from the system. The template contains the inventory information for the selected store and category, including the current stock quantities recorded in the system.
Stock Taking - Step 2: Template Columns
The downloaded template contains the following columns:
Column | Description |
|---|---|
Item Code | Unique identification code of the inventory item |
Item Name | Name of the inventory item |
Store | Store where the item is located |
Location | Physical storage location of the item |
Category | Item category |
Batch ID | Internal identifier of the inventory batch |
Batch Number | Batch number assigned to the item |
Expiry Date | Expiry date of the batch, where applicable |
Unit | Unit of measurement for the item |
Current Quantity | Quantity currently recorded in the inventory system (Auto-populated - Do Not Modify) |
Counted Quantity | Quantity physically counted during the stock taking exercise (To be completed) |
Stock Taking - Step 3: Complete Physical Count
The Current Quantity column is automatically populated by the system and represents the quantity currently available in inventory. This value serves only as a reference and should not be modified.
The Counted Quantity column is completed during the physical stock count by entering the actual quantity found for each item and batch.
Stock Taking - Step 4: Upload and Update
After all counted quantities have been entered, the completed Excel file is uploaded back into the system.
During the upload process, the system:
Compares the counted quantities with the current inventory records
Automatically updates the inventory balances to match the physically counted quantities
Relationship Between Inventory Transactions
Although each inventory transaction serves a different purpose, they work together to maintain accurate inventory records throughout the lifecycle of every item.