Record Keeping on Medicines and Medical
Session 2: Record Keeping on Medicines and Medical
Supplies in a Store
Total Session Time: 120 minutes
Prerequisites
Learning Tasks
By the end of this session students are expected to be able to:
o Define Medicines and Medical Supplies Records
o List Records of Medicines and Medical Supplies
o Explain the Importance of Records of Medicines and Medical Supplies
o Demonstrate Ability to Record and Keep Medicines and Medical Supplies
Resources Needed:
SESSION OVERVIEW
Activity/
Step Time Content
Method
1 05 minutes Presentation Introduction, Learning Tasks
Presentation Definition of Medicines and Medical Supplies
2 10 minutes
Buzzing Records
Presentation
3 15 minutes Records of Medicines and Medical Supplies
Brainstorming
Importance of Medicines and Medical Supplies
4 20 minutes Presentation
Records
Presentation Recording and Keeping Medicines and Medical
5 60 minutes Small Group Supplies
discussion
6 05 minutes Presentation Key Points
7 05 minutes Presentation Evaluation
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SESSION CONTENTS
STEP1: Introduction, Learning Tasks (5 minutes)
READ or ASK students to read the learning tasks and clarify
ASK students if they have any questions before continuing
STEP 2: Definition of Medicines and Medical Supplies Records (10 minutes)
Activity: Buzzing (5 minutes)
Ask students to pair up and buzz on the following question for 2 minutes:
ALLOW few students to respond
WRITE their responses on the flip chart/ board
CLARIFY and SUMMARISE by using the content below
Medicine and medical supplies records
o What items are available
o How much is available of each item
o How much is used on a regular basis
o When and how much of an item should be reordered
losses; and the quantity of adjustments, by individual product.
stock from storage, and by anyone who takes a physical count of medicines and medical
supplies in stock, service delivery point (SDP) staff.
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STEP 3: Records of Medicines and Medical Supplies (15 minutes)
Activity: Brainstorming (5 minutes)
ASK students to brainstorm on the following question:
ALLOW few pairs to respond and let other pairs to add on points not mentioned
WRITE their response on the flip chart/board
`
CLARIFY and SUMMARIZE by using the content below
o Store Ledger
o Bin Cards
o Issue voucher
o Receipt voucher
o Requisition form
o Stores ledger is a stock keeping record forms bound like a book that containing the
information about the products regarding quantities in the store.
o It also records dates and quantities from who received into the store as well as quantities
to whom issued from the store.
o It is a legal document used by auditors, stock-verifiers to assess validity of stocks.
o The Government policy in most countries requires the use of stores ledgers for
accountability , because commodities are considered assets of the government or
organizations and should be accounted for carefully
o It is an individual stock keeping record that holds information about all the lots of a
single product.
o One Bin Card is for each product
o Issue vouchers are used where the issuing facility determines the quantity to be sent and
issues the supplies to the receiving facility.
o A Receipt Voucher lists the items and quantity issued from supplier and received by a
facility.
o It also includes a separate column for the quantities received in case any items are lots or
damaged en route
o The issuing facility completes the date and quantities issued, signs the voucher
o A requisition voucher is completed by facility staff by listing the items and quantities
requested by a facility.
o It also includes a column for the quantity actually issued.
REFER students to Handout 2.1: Records of Medicines and Medical supplies for
further reading.
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STEP 4: Importance of Medicine and Medical Supplies Records (20 minutes)
o They reflect/show quantities of the items at the store ( stock in hand )
o They protect the store keeper from rumours of misuses or fraud of the medicines and
medical supplies in the store.
o They provide information on the consumption rate, for deciding what to order and the
quantity to order.
o They are used for accountability of medicines and medical supplies regarding
quantities received, issued and to whom they were issued.
o They indicate the value of assets of an institution
o They are used as legal requirement for accountability during auditing, stock
verification.
o They are also required by professional bodies like pharmacy council, for
accountability of sources and movement of medicines and medical supplies ( legal
sources and uses)
STEP 5: Recording and Keeping Medicines and Medical supplies (60 minutes)
Activity: Small Group Discussion ( 30 minutes)
DIVIDE students into small manageable groups
ASK students to discuss on the following question
ALLOW students to discuss for 30 minutes
ALLOW few groups to present and the rest to add points not mentioned
REFER students to Hand Out 2.1 for further reading.
CLARIFY and SUMMARIZE by using the contents below
STEP 6: Key Points (5 minutes)
and medical supplies in a store.
Receipt voucher, Requisition form.
recorded
STEP 7: Evaluation (5 minutes)
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References
Management Science for Health and World Health Organization. (2012). Managing Access to
Medicines and Health Technology, (3rd ed.). Kumarian Press
Management Science for Health and World Health Organization. (1997). Managing Drug
Supply, (2nd ed.).West Hartford, Connecticut, USA: Kumarian Press
World Health Organization (WHO), Regional Office for Africa Brazzaville 2004, Management
of Drugs at Health Centre Level Training Manual
Management. General Publication United Republic of Tanzania, Public Procurement Act,
2004, Dar es Salaam
Jessop, D & Morrison (1994) Storage and Supply of Materials, (6th ed.). Prentice Hall
Commodities. John Snow, Inc. /DELIVER in collaboration with the World Health
Organization
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Handout 2.1: Records of Medicines and Medical Supplies
What is the most important reason for having stock keeping records?
They are used to record information about products in storage.
What essential data items do stock keeping records contain?
They must contain the quantity of stock on hand; the quantity of losses; and the quantity of
adjustments, by individual product.
Who completes the stock keeping record?
It is completed by anyone who receives or issues stock from storage, and by anyone who takes
a physical inventory of the stock, including the warehouse manager and other warehouse staff,
and service delivery point (SDP) staff. Pharmacies store stock; the staff should also use stock
keeping records. The pharmacist and other pharmacy staff are responsible for completing these
stock keeping records.
When are entries made to stock keeping records?
They are recorded on the stock keeping record whenever products are received or issued.
Entries are also recorded when stock is counted during a physical inventory, or as soon as a
loss is noticed. When the stock keeping record is full, a new record is started, using the
ending balance from the previous record.
How are the data on a stock keeping record organized?
They are organized by date and transaction reference (the unique number of the corresponding
transaction record for a receipt or issue, and/or the name of the facility from which products
are received and issued). They record receipts, issues, losses and adjustments, and the balance
on hand. They also record the results of physical inventories (when items are counted to verify
the quantity in storage).
What are some examples of formats of stock keeping records?
The most common formats for stock keeping records are individual stock cards and stores
ledgers. Types of stock keeping records include stock cards, inventory control cards, and bin
cards.
What is a bin card?
It is an individual stock keeping record that holds information about a single product by lot
number or batch number (see figure 2-2). Every item in that lot will have the same expiration
date. For example, one bin card would hold information about a single lot of paracetamol at a
storage facility. The card should note the stock on hand of paracetamol for that lot only, as
well as any losses and adjustments for that lot. Bin cards are usually displayed at the bins (or
shelf or pallet position) where the lot is found.
What is a stores ledger?
It is a stock keeping record that contains the same information as the inventory control card described
above. Unlike inventory control cards, a stores ledger is bound like a book; it is used instead of the
individual card format. Government policy in some countries requires the use of stores ledgers.
(Managers may think that binding the pages increases accountability, because missing pages are
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obvious.) However, the ledger format is less desirable than individual cards, because it is easy to run
out of space for an individual product. It is also hard to add new products—you can alphabetize a set of
individual inventory control cards as new cards are added, but you cannot alphabetize pages within a
bound book. In many countries, the format of stock keeping records is determined by the Ministry of
Finance and is used by all government units because commodities are considered assets of the
government and should be accounted for carefully.
What is an inventory control card?
It is an individual stock keeping record that holds information about all the lots of a single product.
You should keep one inventory control card for each product. The inventory control card may be a
summary of many bin cards for a particular product. For example, one inventory control card could
hold information about all the paracetamol in a storage facility. It should note the total stock on hand of
paracetamol in the warehouse, as well as the total losses and adjustments, without regard to lot number
or where the product is located in the warehouse. See figure 2-3 for an example of an inventory control
card. To ensure that each lot is managed correctly in larger warehouses, which may have many lots of
each product stored in different places, it is usually advisable to maintain both inventory control cards
and bin cards. In smaller storerooms, you can keep a single stock keeping record, such as a stock card
or inventory control card.
How and where do stock-keeping records move?
pharmacy, or storeroom).
What are some examples of formats for transaction records?
The most common formats are bills of lading; receiving records; issue vouchers; receipt
vouchers; and combined requisition, issue, and receipt vouchers. The content of the transaction
record will depend on how many transactions and which parts of the transaction are tracked on
the record. The format of the transaction record may also depend on whether the system is pull
or push. In all cases, a preprinted voucher number on each transaction record helps track
individual shipments.
What is an issue and receipt voucher (IRV)?
An IRV lists the items and quantity issued to a facility. It also includes a separate column for the
quantities received in case any items are lots or damaged en route. IRVs are used in a push system; the
issuing facility determines the quantity to be sent and issues the supplies to the receiving facility.
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Figure 2.1: Samples of Medicines and Medical Stores Records
o The Stores Ledger is a register for recording movements of stock kept in the facility. It
is used to record receipts and issues of stock.
o It MUST be kept up to date
o Separate Stores Ledgers should be kept for pharmaceutical supplies and non-
pharmaceutical supplies.
o Record immediately, (i.e. without delay), every receipt or issue of stock. Records for
every item MUST be on a separate page in the ledger. Supplies should be differentiated
by generic name (Panadol vs. Paracetamol),The strength of the product (e.g.,
Capsules 250mg.
o A consistent unit of issue must be applied to all entries in the ledger. Record entries by
the dispensing unit instead of pack sizes. All supplies must be entered in alphabetical
order for the supplies in a single storage area within the facility.
o Each ledger should start with a table of contents page that will help to find the product
page quickly.
o Write page numbers of the ledger. When the page in use is full, indicate on this page as
to which page you have transferred the data and indicate on the new page as from
where the information has been transferred.
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STORE LEGDER SAMPLE
FACILITY CODE NUMBER: ………………………………..
FACILITY NAME ……………………………………………….
TYPE OF FACILITY (GOV/NGO/FBO/OTHER) ……………
NAME OF COUNCIL /REGION …………………………….
DATE LEDGER BOOK OPENED……………………………..
DATE LEDGER BOOK CLOSED……………………………..
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o It is an individual stock keeping documentation tool that holds information about a
single product by lot number or batch number. Every item of the lot have the same
expiration date.
o For example, one bin card would hold information about a 500mg paracetamol tablet at
a storage facility. The card note the stock on hand of paracetamol for that strength
only, as well as any losses and adjustments.
o Bin cards are usually displayed at the bins (or shelf or pallet position) where the lot is
found
o DATE when item is received into store or issued out of store
o RECEIVED FROM (usually MSD)
o QUANTITY RECEIVED (number of units received at store)
o ISSUED TO (name of patient to whom the item will be dispensed)
o QUANTITY ISSUED (number of units issued out of store)
o ADJUSTMENT (number of unit expired ,lost/stolen)
o BALANCE IN STOCK (number of units remaining in store)
o REMARKS Important information about movement of item, batch numbers, expiration dates,
borrowed from or returned to other health facility etc.
o SIGNATURE of the person who records the movement of the item
Note: During practicum session students should fill/complete stores ledger, Bin cards, R&R and
Requisition/issue voucher.
o An IRV lists the items and quantity issued to a facility. It also includes a column for the
quantities received in case any items are lost or damaged.
o IRVs are used in a push system/kit system where the issuing facility determines the quantity
to be sent and issues the supplies to the receiving facility. An IRV should be completed in
triplicate (three copies).
IRV flow between facilities
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o Step one.
The issuing facility completes the date and quantities issued, signs the voucher, and sends the
top two copies (1 and 2) to the receiving facility, with the supplies.
The bottom copy (3) is often called the reminder copy because the issuing facility keeps the
bottom copy of the issue voucher as a reminder that it is waiting for verification that the
supplies were received.
Step two.
The receiving facility verifies the quantity received, signs the form, and returns the top copy
(1), and keeps the middle copy (2) for its files.
Step three
The top copy (1) arrives at the issuing facility, which then disposes of the reminder copy (3)
and keeps the top copy for its files and thus each of the facilities will have a completed copy.
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