Adjusting Stock

Purpose

The Adjust Stock function is used to reduce the number of doses available in a session when discrepancies occur. This ensures wastage, damage, expiry, or other losses are properly recorded, and balances in the system reflect reality.

⚠️ Adjustments can only decrease the stock balance. If additional doses are needed, they must be issued using the Issue Stock function.

Steps

1

Open Sessions

From the sidebar, go to My Clinic and select Sessions.

2

Select Session

Choose your active session and click View.

3

Locate Vaccine Lot

Find the vaccine lot you need to update and select Adjust.

4

Complete Adjustment Form

The Adjust Stock screen opens. Fill in the fields as described:

  • Product → Confirm the correct vaccine before proceeding

  • Lot → Verify the lot number so the adjustment applies to the right batch

  • Expiry Date → Check if expiry is the reason before selecting an adjustment reason

  • Presentation → Confirm vial size (e.g., single-dose, 10-dose vial)

  • Current Quantity → Review current stock balance before adjusting

  • Adjustment Reason → Select reason for removal (e.g., broken vial, expired, fridge failure, wastage)

  • Adjustment → Enter the number of doses being reduced

  • VVM Status → Record the Vaccine Vial Monitor stage (e.g., VVM-I, VVM-II)

  • New Quantity → Confirm the updated total is correct before saving

  • Save / Cancel → Select Save to record the adjustment, or Cancel to exit without changes

5

Confirm Change

After saving, click Reload at the top of the session screen to refresh the table. Verify the updated value in the Remaining Quantity column.

Key Notes

  • Every adjustment is permanently recorded in the session ledger

  • Use the correct reason code to ensure accurate wastage reporting

  • Always confirm the New Quantity before saving to avoid errors

Summary

The Adjust Stock function ensures:

  • Wastage and losses are captured accurately

  • Stock balances always reflect the true on-hand amount

  • Each adjustment is tied to a lot number, quantity, and reason

  • The session ledger provides a clear audit trail for supervisors and auditors

By recording adjustments properly, clinics maintain both accountability and regulatory compliance in vaccine handling.

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