A batch number of a stock item provides a chain of traceability. In the case of an adverse event, this allows the manufacturer to trace the production of the medication or product. Batch numbers can also be used in the clinic to maintain a detailed stock log as well as manage inventory more closely.
There are two methods to enter batch numbers and associated expiry dates within Provet Cloud. In this article, we will discuss the most direct method - as a manual stock entry. Alternatively, batch numbers/expiry information can be added during the receiving process of a purchase invoice and stock into inventory. Please reference the specific instructional guide to learn how to use this workflow instead.
The department setting which controls whether batches and expiry dates are in use must be enabled prior to having access to manual batch entry functionalities. This setting can be found by following: Settings > Department > Stock > Batch numbers and expiry date in use.
Adding Batches from the Stock Page
The most direct way to add a manual stock entry is directly from the stock page, using the plus-sign icon. Note that manual stock batch entries are dated and entered into stock on the current date which the entry is completed. Stock entry dates cannot be adjusted through the manual stock entry workflow. This is possible through the alternative purchase invoice workflow.
- Access the stock settings page (Settings > Items & Lists > Stock)
- Search for the item using the search field and filter selections
- Select the plus-sign icon at the end of the item row. This will prompt the entry dialogue.
- Complete batch entry information by adding an entry to stock
- Ensure 'add to stock' is selected
- Define batch entry quantity in either packages or units
- Confirm wholesale price (purchase cost)
- Define batch number & expiry date for the stock entry
- Enter a description for the stock entry if desired
- Check 'update prices' to view full cost and pricing information fields
- Update prices as desired
- Select 'Save' once all information has been reviewed for accuracy. A new stock entry with defined batch/expiry information has now been created.
NOTE: Manual batch entries cannot be edited once saved. You will need to create a new batch entry to 'remove from stock' the previous false entry, selecting the batch to remove stock from by using the appropriate information field.
NOTE: Batch/Expiry information cannot be added against stock quantities once they have been received into stock. As mentioned above, the stock quantity would first need to be removed from inventory, and then received again with batch/expiry information.
Adding Batches from the Stock Log
It is possible to add a manual batch entry from within an item's stock log as well using a similar workflow as described above. By selecting the graph icon located at the end of an item's row, the item's stock log will open, where a batch entry button is available for use.
Adding Batches from within a Consultation
Settings dependent, it is possible to add a manual stock entry icon for use directly within consultations. It will be found within any stock item's card once the item is added to a consultation.
Enabling department setting 'show stock balance on item search' will enable stock functionalities within consultation. Selecting the plus-sign icon will open the stock entry prompt similar to the other batch entry workflows.
This setting can be found by following: Settings > Department > Stock > show stock balance on item search
Do not Allow Adding Expired Batches
A setting can be enabled which prevents the addition of any expired batch information. This setting can be found by following: Settings > Department > Stock > Do not allow adding expired batches
Allow Batches Only if the Item Has No Stock Entries Without Batches
A setting can be enabled which will prevent batches being added to an item's stock if there is already a stock quantity that does not contain batch information. This is a valuable setting especially if 'batches are required' is selected and used within item settings. It will ensure if batches are required that there is no stock without batches available that may cause conflict when the item is selected for use. A user would first need to remove all empty batch stock quantities before being able to add stock with batch information when this setting is enabled.
This setting can be found by following: Settings > Department > Stock > Allow batches only if item has no items without batches