Pharmacy Large Scale Stock Verification - hmislk/hmis GitHub Wiki

Overview

Large-Scale Stock Verification is a support service used when a pharmacy department needs its entire stock reconciled against a physical count in one exercise — for example, an annual stock take, opening a new department, or reconciling stock that has drifted out of sync over time. It complements the standard Stock Taking and Adjustment Process: the standard process is the built-in, bill-by-bill workflow for routine stock takes with a formal authorisation step, while this service is for larger one-off reconciliations, typically carried out with support engineering assistance.

When to Request This

Ask for this service when:

  • A full physical stock count has just been completed for a pharmacy department (all items, all batches) and needs to be applied to the system in bulk.
  • Stock records have drifted significantly out of sync with what's actually on the shelf and a routine, item-by-item correction would take too long.
  • A department is being brought fully onto the system for the first time and its opening stock needs to be entered.

What You Need to Prepare

Provide a spreadsheet of the physical count with, for each batch on the shelf:

  • Item name
  • Batch number and/or expiry date — expiry date is the more reliable of the two; include it whenever possible, even if the batch number is also given
  • Quantity currently shown in the system (as a reference point, to help catch discrepancies)
  • Physical quantity counted
  • Purchase price and retail/sale price, especially for any item not already in the system

A line with a blank physical quantity is treated as zero stock counted, not as "not yet counted" — only include a row for items that were actually part of the count.

What Happens

  1. Every line in the physical count sheet is matched to its exact stock record in the system, using the item and its expiry date — not just the item name, since a single item commonly has several different batches in stock at once.
  2. Where a system quantity doesn't match the physical count, the system record is corrected to the counted amount.
  3. Items or batches found physically but not yet in the system are added.
  4. Any line that can't be matched with confidence — for example, conflicting information that could refer to more than one existing batch — is set aside and listed separately rather than guessed at.
  5. Once complete, the total stock in the system is checked against the total physical count to confirm they match exactly.

What You'll Receive

  • An executive summary: a short report showing how many items were corrected, how many were already accurate, how many new batches/items were added, the overall value impact, and any items that need your input (see below).
  • A detailed reconciliation report: an item-by-item spreadsheet showing the physical count against the corrected system quantity for every line, confirming the match.

Items That May Need Your Input

Physical count sheets are sometimes incomplete — a missing expiry date, or no purchase price recorded for a newly added item. Where this happens, a clearly-marked placeholder value is used so the correction isn't held up, and the affected items are explicitly listed in both reports for you to review and correct afterward. Nothing is silently guessed without being flagged.

Related

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