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Expired Inventory Items

 
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steved



Joined: 29 Sep 2015
Posts: 4

PostPosted: Sat Oct 15, 2016 4:42 am    Post subject: Expired Inventory Items Reply with quote

I use this program at our Fire Department for checking in and out medicine as well as EMT equipment and tools. We would like to be able to track the medicine when it expires. We cannot use the expiration date in the inventory area because we have some drugs that are the same but have different expiration dates at the same time in the inventory. We also send out medicine to stations and they may not be used before the expire. These are what we want to track the unused expired meds. What would be the best procedure for checking out an inventory item and then needing to check it back into the system but as an expired inventory item?
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imagicsupport
Site Admin


Joined: 16 Dec 2006
Posts: 2137

PostPosted: Sat Oct 15, 2016 10:03 am    Post subject: Reply with quote

Hi Steve,

Thanks for the post.

Yes you can track expired items/inventory, there are a few options for stock tracking depending on how much detail you are wanting. I'll put them in a list for reference:

1) You've already indicated this will not work in your situation but for anyone else reading this you can use the Expired Date that is an optional inventory item field (Configure > Item Fields). This would assign an expiration date to all of those items. Generally you'd use this if your items are 'batches'.

This method has the least control, but is the simplest to manage.

2) This is a bit of a workaround, but it's simple. You'd create a second item and called it 'item name - expired'. Items that aren't expired go into the regular item, items that have expired go into the item marked as expired. You can checkout items by creating an invoice for the station and adding the items. Then check them back in by using the 'returned' option on the invoice.

This method is a bit of a workaround, but it's easy to see what is happening.

3) This is the official way of tracking. You'd use Item Tracking (Configure > Item Tracking. Then you'll have a new option Inventory/Tracked Items), this allows you to create a record of each individual item. It's usually used for serial number tracking but can be used to track anything, in this case you'd use it to track the expired dates. Item Tracking also allows you to define 'Actions' so you could even go one step further and define an Action for Checked Out and another for Checked In.

This method gives the most detail, but it's more complex to setup and use as the details are split between two screens 'Inventory' and 'Tracked Items'.

Regards, John
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