Inventory Adjustment

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Inventory Adjustment

The Inventory Adjustment screen allows you to correct your inventory levels. If you find that you have a different amount of a drug on the shelf than is shown in your drug records, you can do a quick adjustment to keep your inventory current.

 

Warning: Adjusting inventory levels with this tool will NOT adjust the price for your True Cost records. It will only adjust the quantity of your existing records. To enter additional inventory and maintain an accurate True Cost for the medication, enter the inventory in the Receive Inventory screen. If you add more quantity to your inventory from the Inventory Adjustment screen, the new drugs that you added will use the current Replacement (Acquisition) Cost for the drug.

 

 

Topics

What are Adjust Types?

How Do I Enter the Current On-Hand Quantity?

How Do I Add or Subtract from the On-Hand Quantity?

How Do I Adjust Quantities for a List of Drugs?

Where Can I View a Report of Inventory Adjustments?

 

 

What are Adjust Types?

When you are changing your on hand quantity records, you will need to select an "Adjust Type." You can set up specific Adjust Types to use when you are:

i.Adding Inventory

ii.Subtracting Inventory

iii.Editing the Current On Hand Quantity

 

To set up an Adjust Type:

 

1.Click on the Tools menu item.

2.Select Inventory Adjustment. The Inventory Adjust screen will open.

3.Click on the Adjust Type Maintenance button. This will open the "Inventory Adjust Type Maintenance" screen.

4.Click on the option to Create New Inventory Adjust Type.

5.Enter a Short Code for this Adjust Type. (This will be the name that appears when you search for this Adjust Type in the Inventory Adjustment screen.)

6.Enter a short Description.

7.In the Adjust Type field, click on the drop-down arrow and choose one of the following options:

i.Add To InventoryThis option will apply to adjustments where the Adjustment Mode is set to "Enter Adjustments"

ii.Subtract From InventoryThis option will also apply to adjustments where the Adjustment Mode is set to "Enter Adjustments"

iii.Set Inventory To ValueThis option will apply to adjustments where the Adjustment Mode is set to "Enter On-Hand Quantity"

 

The "Add" and "Subtract" types can be used when you are entering an amount to add or subtract from the current on hand quantity. When you are simply entering the current on hand quantity (not adding or subtracting) you will need to use a "Set Inventory To Value" adjustment type.

 

8.Make sure the Active checkbox is marked and then click Save.

9.Enter all of the Adjust Types that you will need for making changes in the Inventory Adjustment screen.

 

 

How Do I Enter the Current On-Hand Quantity?

Follow the instructions below to set a drug's current on hand quantity value. This does not mean adding or subtracting a specific amount, but simply entering the correct amount that is currently on hand.

 

1.Click on the Tools menu item.

2.Select Inventory Adjustment. The Inventory Adjust screen will open.

3.Check to make sure the Adjustment Mode option is set to "Enter On-Hand Quantity."

4.You can set the Search by field to either the "Name" or "Name Range" option. To search for a specific drug, use the "Name" option. (We will discuss the Name Range option further below.)

5.You can either scan the drug bottle or search for the correct drug in the search field. A drug or list of drugs matching your search will appear. The current On Hand Qty for the drug(s) will be shown.

6.In the Select Adjust Type field, search for an Adjust Type that has been created for "Set Inventory To Value" types of transactions.

7.In the Current On Hand Qty field, enter the current quantity that you have on hand of this drug.

8.Click the Adjust button. The cursor will return to the search field and you can select another drug if necessary. (If you are adjusting quantities for a list of drugs, the cursor will be moved to the next drug in your list.)

 

 

How Do I Add or Subtract from the On-Hand Quantity?

Follow the instructions below to add or remove a certain amount from the current on hand quantity of a drug.

 

1.Click on the Tools menu item.

2.Select Inventory Adjustment. The Inventory Adjust screen will open.

3.Check to make sure the Adjustment Mode option is set to "Enter Adjustments."

4.You can set the Search by field to either the "Name" or "Name Range" option. To search for a specific drug, use the "Name" option. (We will discuss the Name Range option further below.)

5.You can either scan the drug bottle or search for the correct drug in the search field. A drug or list of drugs matching your search will appear. The current On Hand Qty for the drug(s) will be shown.

6.In the Select Adjust Type field, search for an Adjust Type that has been created for either "Add" or "Subtract" types of transactions.

7.In the Adjustment Qty field, enter the amount being subtracted from this drug's inventory or being added to it. (A plus or minus symbol will appear by this field, depending on the Adjust Type you selected.)

8.Click the Adjust button. The cursor will return to the search field and you can select another drug if necessary. (If you are adjusting quantities for a list of drugs, the cursor will be moved to the next drug in your list.)

 

NOTE: When you add medication to your inventory count from the Inventory Adjustment screen, the NEW medication will use the current Replacement Cost for the drug. Even if the existing inventory for that drug was listed under one cost, the new drugs being added will use the current cost. So, if you have 150 pills listed at $1/pill, but you realize that the actual count on the shelf is 180, you can run an inventory adjustment to list the correct amount. However, if the current Replacement Cost of the drug is now $2/pill, the 30 pills that were added will be priced at $2 each.

 

 

How Do I Adjust Quantities for a List of Drugs?

By default, the Search by field will be set to the "Name" option. However, you can change the option to "Name Range" if necessary.

 

If you search by a range, enter the starting and ending letters to find drug names that fall alphabetically between those letters. (To search only for controlled drugs, mark the Controlled Drugs Only checkbox.) When you have entered the search range, click Search.

 

A list of drugs will appear. You can adjust the inventory for these drugs just as you would when adjusting a single drug. After you change a drug's inventory level and click on the Adjust button, the cursor will be moved to the next drug in your list. You can adjust each drug in your list as necessary.

 

 

Where Can I View a Report of Inventory Adjustments?

An Inventory Adjustment report can be found in the Reporting screen. With this report, you can view changes that were made in the Inventory Adjustment screen. You will be able to select a specific date range to review and isolate a specific Adjust Type (if necessary).

 

See Also

Drugs

Price a Drug