Add an Inventory Reconciliation

1. The user can add an inventory reconciliation by accessing the "Products & Inventory" App from two entry points.
   1. From the EMR Panel, click on “Inventory Reconciliation” under “Products & Inventory”.
      
   2. From the Left Navigation, open the “EMR Admin” dropdown, select “Products & Inventory”, and then choose “Inventory Reconciliation” from the subsequent dropdown menu.
      
2. To add a new inventory reconciliation, click on the “New Inventory Reconciliation‘’ button in the top right corner of the screen.
   
3. Step 1: Product & Location
   1. Select the “Product” name you want to reconcile inventory for, from the dropdown menu.
      
   2. Select the “Location Name” from the dropdown menu where you want to reconcile inventory for the chosen product.
      
   3. After selecting the product and location, click “Next” to proceed.
      
4. Step 2: Reconciliation
   1. Step 2 has two sections. In the first, Inventory Reconciliation, the “Product Name” and “Expected Stock” value are autofilled based on the completed purchase orders for the selected product. Enter the “In Stock” value, and the “Deviation” will automatically calculate the difference between the expected and actual stock present in the inventory.
      Note: “Expected Stock” refers to the quantity of a product that is anticipated to be available in the inventory based on recorded purchase orders, usage, and stock transfers. “In Stock” refers to the actual physical count of a product currently available at a specific location (location chosen in the first step). “Deviation” is the difference between the expected stock and the in-stock quantity, indicating a discrepancy, which could result from damage, loss, or unrecorded transactions.
   2. Choose the Reason from the dropdown menu to explain why the expected stock and in-stock values do not match. Then, fill in the Note field with any additional details.
      
   3. To access “dot phrases”, type a dot (.) in notes. These pre-created phrases will appear in a dropdown menu, allowing you to quickly select and insert repetitive notes instead of typing them manually.
      Note: In order to access Dot Phrases, the user will need to first create them through the “Clinical Documentation” App in the portal. Refer to Add / Edit Dot Phrases for more information.
   4. The next section of this step, "Resolve Deviation in Batches," contains details for the selected product's batches. The Batch and Expected Stock fields are autofilled based on the batches recorded in the inventory through purchase orders and stock transfers. Enter the In Stock value for each batch, and the Deviation will automatically be calculated.
      Note: The sum of all batch deviations must be equal to the total deviation entered in the first section for the selected product. Here the total deviation is -10, and the batch deviations (e.g., -2, -3, and -5) sum is -10, indicating which quantities went missing from each batch.
   5. Once all the required information is entered, click “Save as Draft” to save your progress.
      The inventory reconciliation has been added successfully!

Save an Inventory Reconciliation as Resolved

5. From the inventory reconciliation list, click on three dots under the action column and select “View" for the specific inventory reconciliation.
   
6. To save an inventory reconciliation as resolved, click on the ‘Save as Resolved’ button in the top right corner of the screen.
7. The Inventory Reconciliation form will open for verification. Make any necessary changes, then click Save as Resolved to finalize the reconciliation. Note: When you click Save as Resolved, the stock details are updated in the system based on the inventory reconciliation, and the inventory is adjusted accordingly. On the other hand, clicking Save as Draft will simply enter the reconciliation in the list without making any changes to the inventory, allowing you to review and resolve it later.

Edit an Inventory Reconciliation

8. From the inventory reconciliation list, click on three dots under the action column and select "Edit" for the specific inventory reconciliation.
   Note: The Edit option will not be available for inventory reconciliations that have been saved as resolved.
9. Make the necessary changes and click "Save as Draft."
   The inventory reconciliation has been added successfully!Note: The inventory reconciliation can also be edited by clicking the "Edit Inventory Reconciliation" button in the top right corner of the View Inventory Reconciliation Page.