Counts, Adjustments and Transfers

Purpose

The Counts, Adjustments & Transfers section allows staff to manage all stock held at the clinic, including vaccines, diluents, and other medical products.

It ensures that:

• Regular counts are completed for accuracy

• Expired or unusable stock is adjusted correctly

• Items can be transferred between containers or facilities

By following these processes, staff maintain accountability for stock and help prevent wastage.

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Navigation

1

Open Stock Management

From the sidebar, expand My Clinic and select Stock Management.

2

Select a Container

Click View on the container you want to manage.

3

Open Counts, Adjustments & Transfers

Select the Counts, Adjustments & Transfers tab.

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Stock Balance Page

The Stock Balance page shows:

• Stock Item – vaccine, diluent, or product (with lot/batch)

• Expires – expiry date for each lot

• Quantity OH – on-hand quantity in doses/units

• Actions – buttons to Adjust (wastage/expiry) or Transfer (to another container)

Functions at the top:

• Count – start a stock count for all items in the container

• Transfer – move multiple items in one action

• Reload – refresh to show current balances

• Search – find stock by name, lot number, or type

This page is the starting point for counts, adjustments, and transfers.

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Performing a Stock Count

1

Open Count

On the Stock Balance page, click Edit or Count to open the count page.

2

Confirm Details

Verify Container, Author, Location, and Timestamp (use the calendar icon if back-entry is needed).

3

Enter Counts

For each item:

• White field = system’s expected quantity

• Enter the actual count (box turns green)

• Check the unit (Dose, Each, etc.)

• Use Remove/Restore for items not present

• Expired items may still be counted, but wastage must be logged via Adjust → Reason: Expired

4

Add Missing Stock

Click Add Stock Item, search for the product, and click Assign.

5

Save Count

Click Save to confirm balances, or Cancel to discard.

If no value is typed (box does not turn green), the system records the count as 0.

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Adjusting Stock

1

Select Adjust

On the Stock Balance page, click Adjust beside the item.

2

Review Item

Check product, lot #, expiry, and current quantity.

3

Enter Adjustment Details

• Adjustment Reason: Broken/Damaged, Cold storage malfunction, Expired, Physical count, General wastage

• Adjustment Quantity → must be greater than 0

• VVM Status → update if applicable

4

Confirm and Save

Review the New Quantity (system calculates automatically). Click Save to apply the adjustment, or Cancel to exit.

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Transferring Stock

Transfers move stock within the same facility (between containers) or to a subordinate facility.

Single Item Transfer

1

Start Single Transfer

On the Stock Balance page, click Transfer beside the item.

2

Enter Transfer Details

• Confirm Origin (facility & container)

• Select Destination (facility & container)

• Enter Quantity (cannot exceed available balance)

3

Save Transfer

Click Save, then Reload the Stock Balance page to confirm the update.

Multiple Item Transfer

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Search Function

Use the Search bar to quickly find stock items by Name, Lot #, or Type.

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Summary

The Counts, Adjustments & Transfers functions allow staff to:

• Perform stock counts to confirm balances

• Record adjustments for expiry, wastage, or breakage

• Execute stock transfers between containers or facilities

• Maintain a transparent, auditable trail of stock movements

These tools ensure accountability, accuracy, and compliance in vaccine and supply management.