Logging as-needed supply checks

In addition to scheduled supply counts, users can log as-needed supply events at any time. These events include inventory counts, transfers, usage, restocks, and usage transfers. As-needed checks allow users to update only specific items rather than performing a full supply count. Logged events automatically update quantities and trigger alerts for low-stock items.

Instructions

To log an as-needed supply event, navigate to Perform Supply Check from the schedule or navigation panel. Select the event type, choose the container, and update the quantities as needed. Advanced items, such as those with lot numbers or expiration dates, require additional input. The system will update stock levels and trigger alerts for items below the minimum threshold.

Selecting an As-Needed Supply Event

1. Navigate to the Perform Supply Check link from the schedule or the navigation panel.

2. Click As Needed under the number of supply checks.

3. Select the check type from the following options:

   • Inventory Count – Update stock levels based on what is physically on hand.
   • Transfer – Move items from one container to another.
   • Usage – Remove an item when it is used (e.g., on a call).
   • Restock from Vendor – Log new supplies purchased from an external supplier.
   • Usage Transfer – Remove an item and restock it from another internal location in one transaction.

4. Choose the container (e.g., Medic 1’s supply cabinet).

Logging an Inventory Count

1. Select Inventory Count as the check type.

2. Use the search bar or column filters to find specific items.

3. Click to select only the items that need to be updated.

   • Items highlighted yellow are at their minimum level.
   • Items highlighted red are below their minimum level.

4. Click Continue and adjust quantities:

   • Use the plus (+) and minus (-) keys to update counts.
   • For advanced items, update unit quantities individually.
   • Remove or expire items if they are no longer available.
   • Add new units if a lot number or expiration date is missing.

5. Click Log Items to save the update.

6. Confirm any removed or expired items.

7. If any items are below their minimum level, an automatic alert is sent to designated personnel.

Logging a Usage Transfer Event

1. Select Usage Transfer as the event type.

2. Choose the container where the item was used (e.g., Medic 1’s supply cabinet).

3. Select the item(s) removed from stock (e.g., N95 masks).

4. Click Continue and:

   • Identify specific units that were used.
   • Enter an incident number and notes if applicable.

5. Restock directly from an internal supply location (e.g., Station 1 Supply Closet).

6. Click Log Items to finalize the update.

7. The system updates supply quantities and reflects the restocked amount.

Following these steps ensures accurate supply tracking and proper restocking. If you need assistance, contact help@pstrax.com.