Logging scheduled supply checks

Summary

Supply counts can be scheduled for any container at the frequency your organization chooses. Containers in PSTrax include supply closets, units, med bags, and other storage areas. Users can update supply quantities, track advanced items with lot numbers or expiration dates, and generate alerts for low stock.

Instructions

To perform a supply count, access the Perform Supply Check link from the schedule or the navigation panel. Open the container, review the listed items, and update the quantities based on the physical count. Use color indicators to identify low or overstocked items. For advanced items, update lot numbers and expiration dates as needed. Any items below the minimum threshold will generate an automatic alert, prompting personnel to log a restock or transfer.

Starting a Supply Count

1. Access the Supply Check:

   • If the container is assigned to a unit, click the inventory checks link under that unit.
   • If assigned to a station, log into that station and select Perform Supply Check from:
     • The schedule or
     • The navigation panel.

2. Open the Container:

   • Click the scheduled supply check to open the container.
   • A list of all items and their most recent quantities will appear.

3. Update Supply Quantities:

   • Use the plus (+) or minus (-) buttons to adjust quantities based on the physical count.
   • Color indicators will help identify supply levels:
     • Yellow = At minimum level.
     • Green = At or above maximum level.
     • Red = Below minimum level (needs restocking).

Managing Advanced Items (Lot Numbers & Expiration Dates)

1. Identify Advanced Items:
   • Items requiring lot numbers and/or expiration dates must be updated manually.
2. Update Lot Number & Expiration Date:
   • If needed, remove or expire individual units.
   • Click Add Unit, enter the quantity on hand, and input the lot number and expiration date.
3. Save Changes:
   • Click Log Items to update the quantities.

Handling Low Stock Alerts

• Any items below the minimum level automatically generate an alert.
• The alert is sent to the appropriate personnel for action.
• To resolve the alert, users must:
  • Log a restock OR
  • Perform a transfer event to replenish the item.
• Once the item is replenished, the alert will automatically disappear.

Following these steps ensures supply counts remain accurate and up to date. If you have any questions, contact help@pstrax.com.