Glossaries

Cancelling a Stocktake may be necessary due to various factors, such as setup errors, significant counting discrepancies, or unexpected disruptions. If stock is moved during the count, or if adjustments or transfers that should have been completed beforehand are missed, the recorded data may be inaccurate, necessitating a restart. Technical issues like system failures or problems with Counting Sheets can also impact the process. In cases where duplicate Stocktakes are created by mistake, cancelling one ensures clean records. Furthermore, if there are not enough team members available to efficiently complete the count, postponing or restarting the Stocktake helps maintain accuracy while minimising disruptions. Lastly, if a manager or supervisor identifies discrepancies, a restart may be required to ensure data integrity.

Web App:

Stocktaking is essential for managing inventory, controlling costs, and ensuring regulatory compliance. It helps maintain optimal stock levels, preventing shortages or excesses of critical supplies. Efficient stock management supports smooth operations and better Patient care, while also addressing issues such as theft or misplacement. Overall, regular stocktakes are crucial for maintaining a well-functioning healthcare environment.

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The Capture Values screen is designed for recording your counted units following your Stock Take. This screen facilitates both First and Second Counts, streamlining and enhancing accuracy in the Stock Take process.

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When having a Stock Management system in your Practice, various types of Creditors may be involved, such as Manufacturers, Assistants or Service Providers. In the case where a Practice make use of a Stock system, they make use of Manufacturers and Suppliers for their stock. Therefore, the Practice needs to capture Stock Invoices entailing the details of the Stock items purchased.

Please Note: Stock Invoices can be captured from the Creditors or Stock segments.

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Desktop App:

Batch Tracking is used to track a specific Item's group of units. When a Practice uses a Stock system, they will make use of suppliers for their Stock. Each Batch receives a Lot Number or Batch Number linked to the Batch or box of the Item made by the manufacturer. This ensures that all items of the same kind have been made with the same ingredients and packaging. 

If an item is recalled by the manufacturer or medical association for any reason, such as contamination with glass, you can identify which Batch each Patient received. This allows you to contact those Patients to inform them to return the item and stop using it.

Batch Tracking is crucial for maintaining high standards of quality, safety, and efficiency when working with Stock.

Please Note: Items will need to be set up for Batch Tracking in the Desktop App, before you will be able to capture the Batch information.

Web App:

Typing the number of items into the system from the Counting sheets into the Snapshot that was made before counting was done.

Different classifications of the stock items.

The Stock module can be changed to display all function in Afrikaans or English.

Roadmap

1. M Stock > M1 Program > SM1 Change language to Afrikaans / English

Chargeable - An item that may or should be billed to the patient account.

Non-Chargeable - The item must be billed on the patients' account BUT with a ZERO value (price).

The item was used and must be put on the patient account (to adjust the movement of the item and future reference), but the patient is not allowed to pay for the item according to the medical association.

Consignment Stock is stock legally owned by one party, but held by another, meaning that the risk and rewards regarding the said stock remain with the first party while the second party is responsible for distribution or retail operations.

The consignment stock will be kept in your practice and when you use the item on the patient, then only will the owner of the stock be able to charge you for the item.