Creating a Stock Store

Purpose

The Create Stock Store function allows staff to set up new storage containers for vaccines and supplies.

Correct setup is critical for:

  • Tracking stock on hand

  • Managing stock issued to sessions

  • Recording stock returned or discarded

Steps

1

Open Stock Management

From the sidebar, expand My Clinic and select Stock Management. The Stock Dashboard opens, showing all existing stock stores. Click New to create a stock store.

2

Enter Required Fields

Fill in the mandatory details:

  • Name/Description → Friendly name (e.g., Main Fridge, Outreach Cold Box)

  • Type → Select from: Box/Crate, Cold Box/Vaccine Flask, Freezer, Pantry/Stock Room, Refrigerator, Vial

  • Facility → Facility where the store is located

  • Capacity → Maximum amount the store can hold (Dose, Vial, Each/Unit, Cases/Boxes)

3

Add Conditional Fields

If creating an equipment-based store (Refrigerator, Freezer, Cold Box/Vaccine Flask), also include:

  • Serial # → Required

  • Manufacturer → Optional

  • Expires → Optional (for calibration/expiry tracking)

For simple stores (Pantry, Box/Crate, Vial), only the required fields need to be completed.

4

Example — Mini Cooler

Creating a new outreach cold box for Fuji Community Hospital:

  1. Name/Description → Mini Cooler

  2. Type → Cold Box / Vaccine Flask

  3. Facility → Fuji Community Hospital

  4. Serial # → 789456123

  5. Manufacturer → 3M Corporation

  6. Expires → 2029-11-09

  7. Max Capacity → 100 Doses

  8. Save to create the stock store

5

Review Store Details

Once saved, the Stock Store Details page displays:

  • Properties → Name, Type, Facility, Serial #, Manufacturer, Expiry, Capacity

  • Status → set to Active

  • Current Balances → initially zero until stock is added

Key Notes

  • Always give containers clear, descriptive names to avoid confusion

  • Ensure capacity and serial numbers are accurate for reporting and audits

  • Equipment-based stores should have expiry tracking when calibration is required

Summary

The Create Stock Store function enables staff to:

  • Configure new containers with accurate details

  • Differentiate between equipment-based and simple stores

  • Ensure stock is tracked from the moment it enters the facility

This setup ensures that vaccine stores are audit-ready, traceable, and aligned with cold chain standards.

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