How to Add Store Items - hmislk/hmis GitHub Wiki
How to Add Store Items
Overview
Store items such as stationery, building materials, cleaning supplies, and IT equipment are managed using the same pharmaceutical structure as medicines. This guide explains how to add store items step by step, using real examples from a hospital general stores inventory.
When to Use
Use this guide when you need to:
- Add new store items (non-medicine, non-lab) to the system
- Set up inventory tracking for general supplies, maintenance items, or equipment
- Understand how store items map to the VTM / ATM / VMP / AMP structure
Understanding the Item Structure
The system organises all items -- including store items -- using a four-level hierarchy originally designed for medicines. For store items, these levels are used as follows:
| Level | Stands For | What It Means for Store Items | Example |
|---|---|---|---|
| VTM | Virtual Therapeutic Moiety | Generic category of the item | Paper |
| ATM | Actual Therapeutic Moiety | Brand name (if any), otherwise same as VTM | Altus |
| VMP | Virtual Medicinal Product | Generic item with specification | A4 Paper 80gsm |
| AMP | Actual Medicinal Product | The specific product you purchase and stock | Altus A4 Paper 80gsm |
Key Point: For store items, when there is no brand, the ATM name is the same as the VTM name. Only the AMP is the actual item that appears in purchase orders, stock reports, and issue notes.
How the Levels Connect
VTM (Generic Category)
└── ATM (Brand, if any)
└── VMP (Item + Specification)
└── AMP (Actual Product You Stock)
What Makes a Store Item Different from a Medicine?
The only difference is the Department Type field. When adding each component (VTM, ATM, VMP, AMP), you must set the Department Type to Store instead of the default Pharmaceutical.
Prerequisites
Before adding store items, ensure the following are already set up.
1. Item Categories
Categories help group store items for reporting and filtering. Common categories for store items include:
| Category | Examples |
|---|---|
| Stationery | Paper, files, cards, envelopes |
| Building Materials | Bolts, hinges, valves, anchors |
| Cleaning Supplies | Air fresheners, garbage bags, detergents |
| IT Equipment | Drives, racks, network components |
| Medical Consumables | Aprons, BP bulbs, ventilator filters |
| Electrical / HVAC | Motors, wires, diffusers, A/C parts |
To manage categories:
- Navigate to Menu > Administration > Manage Pharmaceuticals
- In the left panel, open the Pharmaceutical Fundamentals tab
- Click Pharmaceutical Item Categories
- Add the required categories
2. Measurement Units
Set up units appropriate for store items before adding items.
To manage units:
- Navigate to Menu > Administration > Manage Pharmaceuticals
- In the left panel, open the Pharmaceutical Fundamentals tab
- Click Add Unit, List Units, or Manage Units as needed
Recommended Units for Store Items
| Unit | Use For | Examples |
|---|---|---|
| Each | Individual countable items | Bolts, hinges, bulbs, motors, racks |
| Box | Items sold/issued by the box | Photocopy paper boxes, card boxes |
| Pack / Packet | Items in sealed packets | Air freshener packets, cable ties |
| Roll | Items measured in rolls | Wire, tape, fabric |
| Litre (L) | Liquid items | Air freshener 4L, cleaning solution |
| Metre (m) | Items measured by length | Cable, piping, wire by the metre |
| Kg | Items measured by weight | Adhesives, chemicals |
| Bottle | Bottled items | Sprays, lubricants |
| Pair | Items that come in pairs | Gloves, hinges (if sold in pairs) |
| Sheet | Flat items counted in sheets | Stickers, labels, paper (loose) |
How to Add a Store Item
This section walks through adding a single store item from start to finish. The example used is A4 Photocopy Paper Box - 80gsm.
Accessing the Management Pages
- Navigate to Menu > Administration > Manage Pharmaceuticals
- The left panel shows an accordion menu with several tabs
- Open the Medicine Component Management tab -- this contains links to manage VTMs, ATMs, VMPs, and AMPs
Step 1: Add the VTM (Generic Category)
- In the Medicine Component Management tab, click VTMs
- Enter the generic category name: Paper
- Set Department Type to Store
- Save the VTM
Tip: Check if the VTM already exists before creating a new one. Multiple items can share the same VTM. For example, both "A4 Photocopy Paper" and "A3 Drawing Paper" share the VTM "Paper".
Step 2: Add the ATM (Brand Name)
- In the Medicine Component Management tab, click ATMs
- If the item has a brand, enter the brand name (e.g., Altus)
- If the item has no brand, enter the same name as the VTM (e.g., Paper)
- Set Department Type to Store
- Save the ATM
Step 3: Add the VMP (Generic Item with Specification)
- In the Medicine Component Management tab, click VMPs
- Enter the item name with its specification: A4 Paper 80gsm
- Select the VTM created in Step 1 (Paper)
- Set Department Type to Store
- Set the Category (e.g., Stationery)
- Save the VMP
Step 4: Add the AMP (Actual Product)
- In the Medicine Component Management tab, click AMPs
- Enter the full product name: Altus A4 Photocopy Paper Box 80gsm
- Select the VMP created in Step 3
- Select the ATM created in Step 2
- Set Department Type to Store
- Set the Category (e.g., Stationery)
- Set the Unit of measurement (e.g., Box)
- Save the AMP
Important: The AMP is the item that will appear in purchase orders, goods received notes, issue notes, and stock reports. Make sure the name is clear and specific enough for staff to identify the exact product.
Sample Data by Category
The following tables show how real store items from a hospital general stores inventory map to the VTM / ATM / VMP / AMP structure. Use these as a reference when adding your own items.
Stationery
| VTM | ATM | VMP | AMP | Unit |
|---|---|---|---|---|
| Paper | Paper | A4 Photocopy Paper 80gsm | A4 Photocopy Paper Box 80gsm | Box |
| Box File | Box File | Laminating Box File 2-Ring | 2 Ring Laminating Box File | Each |
| Card | Card | Administrative Card for BHT Set | Administrative Card for BHT Set (Green Card) | Each |
Building Materials
| VTM | ATM | VMP | AMP | Unit |
|---|---|---|---|---|
| Bolt | Bolt | Tower Bolt Aluminium | Aluminium Tower Bolt 2" | Each |
| Bolt | Bolt | Anchor Bolt | Anchor Bolt 3/8" x 3" | Each |
| Hinge | Hinge | Aluminium Hinge | Aluminium Hinge 4x3 | Each |
| Valve | Valve | Angle Valve | Angle Valve | Each |
Note: Multiple AMPs can share the same VTM. In the example above, "Aluminium Tower Bolt 2 inch" and "Anchor Bolt 3/8 x 3 inch" both belong to the VTM "Bolt", but have different VMPs.
Cleaning Supplies
| VTM | ATM | VMP | AMP | Unit |
|---|---|---|---|---|
| Air Freshener | Air Freshener | Air Freshener Packet | Air Freshener (Packet) | Packet |
| Air Freshener | Air Freshener | Air Freshener Liquid 4L | Air Freshener 4L | Litre |
| Air Freshener | Air Freshener | Air Freshener Spray 475ml | Air Freshener Sprayer 475ml | Bottle |
| Garbage Bag | Garbage Bag | Garbage Bag 24" x 36" | Garbage Bag 24" x 36" | Each |
| Garbage Bag | Garbage Bag | Garbage Bag Small | Garbage Bag Small | Each |
| Garbage Bag | Garbage Bag | Garbage Bag 36" x 36" | Garbage Bag 36" x 36" | Each |
IT Equipment
| VTM | ATM | VMP | AMP | Unit |
|---|---|---|---|---|
| Storage Drive | Storage Drive | SSD SATA Drive 256GB | 256GB SSD SATA Drive | Each |
| Network Rack | Network Rack | Wall Mount Rack 7U | 7U Wall Mount Rack | Each |
| Network Component | A&G | Cat 6 U/UTP Keystone Jack | A&G Cat 6 U/UTP Keystone Jack | Each |
| Cable Manager | Cable Manager | Cable Manager Panel 1U | 1U Cable Manager Panel | Each |
Medical Consumables (Non-Pharmaceutical)
| VTM | ATM | VMP | AMP | Unit |
|---|---|---|---|---|
| BP Accessory | BP Accessory | BP Bulb with Valve | BP Bulb with Valve | Each |
| Ventilator Filter | Ventilator Filter | Bacterial/Viral Filter for Ventilator | Bacterial/Viral Filter for Ventilator | Each |
| Protective Wear | Protective Wear | Apron | Apron | Each |
| Badge | Badge | Name Badge | Badge - Infection Prevention & Control | Each |
Electrical / HVAC
| VTM | ATM | VMP | AMP | Unit |
|---|---|---|---|---|
| A/C Motor | A/C Motor | A/C Blower Motor 18W | A/C Blower Motor 18W | Each |
| A/C Accessory | A/C Accessory | A/C Remote | A/C Remote | Each |
| Wire | Wire | 2 Core Wire | 2 Core Wire | Metre |
| Diffuser | Diffuser | 4 Way Diffuser with VCD 450x450mm | 4 Way Diffuser with VCD 450x450mm | Each |
Best Practices
- Reuse existing VTMs. Before creating a new VTM, search to see if one already exists. Keeping VTMs broad (e.g., "Bolt" rather than "Aluminium Bolt") makes reporting more useful.
- Always set Department Type to Store. This ensures store items are separated from pharmaceutical and lab items in reports and stock management.
- Use consistent naming. Decide on a naming convention (e.g., uppercase vs title case) and apply it consistently across all store items.
- Assign categories. Always assign a category to each item. This enables filtering and reporting by item group.
- Choose the right unit. Pick the unit that matches how the item is purchased and issued. If paper is bought and issued by the box, use "Box" -- not "Sheet" or "Ream".
- Check for duplicates. Before adding a new item, search the existing items list to avoid creating duplicates.
Troubleshooting
Problem: Store items appear mixed with pharmacy items in reports
Cause: The Department Type was not set to Store when adding the item.
Solution: Edit the item (VTM, ATM, VMP, or AMP) and change the Department Type from Pharmaceutical to Store. This must be done at all four levels.
Problem: Item does not appear in store purchase or issue screens
Cause: The AMP may not have been created, or the Department Type may be set incorrectly.
Solution: Verify that all four levels (VTM, ATM, VMP, AMP) have been created and that each one has the Department Type set to Store.
Problem: Cannot find a previously created VTM when adding a VMP
Cause: The VTM may have been created with a different Department Type, or the search may be filtered.
Solution: Go back to VTMs in the Medicine Component Management tab and verify the VTM exists with the correct Department Type.
FAQ
Q: Why do store items use the same structure as medicines? A: The system uses a unified item management structure for all inventory types -- pharmaceuticals, store items, and lab items. The Department Type field differentiates between them. This approach allows stores to benefit from the same powerful stock management features (purchase orders, GRN, stock transfers, issue notes, reports) that are available for pharmacy items.
Q: Do I need to create VMPP and AMPP for store items? A: Typically, no. VMPP (pack) and AMPP (actual pack) are more relevant for pharmaceutical items where pack sizes matter for dispensing. For most store items, creating VTM, ATM, VMP, and AMP is sufficient.
Q: Can one VTM be shared by many items? A: Yes. For example, the VTM "Bolt" can be shared by "Aluminium Tower Bolt 2 inch", "Anchor Bolt 3/8 x 3 inch", and any other type of bolt. Each will have its own VMP and AMP.
Q: What if my item has no brand? A: Use the same name as the VTM for the ATM. For example, if the VTM is "Garbage Bag" and there is no specific brand, create the ATM as "Garbage Bag" as well.
Q: Where do I manage units like "Each", "Box", "Litre"? A: Navigate to Menu > Administration > Manage Pharmaceuticals. In the Pharmaceutical Fundamentals tab, use the Add Unit, List Units, or Manage Units buttons.
Q: Where do I manage item categories like "Stationery" or "Building Materials"? A: Navigate to Menu > Administration > Manage Pharmaceuticals. In the Pharmaceutical Fundamentals tab, click Pharmaceutical Item Categories.