Reconciliation Of Count Documents And Stock Records

Home > Medical Manuals > Advanced Nursing Manual > Reconciliation Of Count Documents And Stock Records

in predetermined sequence. Inventory personnel must ensure that:

Each fragile or potentially hazardous item is conspicuously marked with a warning label.

Each item is legibly identified by an appropriate stock number or part number.

Each unit of an item is inspected for its condition, and any quantity apparently unfit for issue or in need of represervation is recorded as such.

Each item is carefully counted, weighed, or measured, and the quantity inventoried is legibly recorded in the count document. (If the same item is stored in multiple locations, record the quantity in each.)

Quantities and units of issue recorded in count documents are compatible (e.g., if 100 bearings are counted, record 50 not 100 if the unit of issue is PR).

A tag, label, or card, annotated with the inventory quantity and date, is attached to each reel or container from which an item is issued in a unit of measure, such as foot, pound, and gallon, so future issues of such items can be tabulated to reflect the remaining quantity of each reel or in each container.

Actual location of each item is either checked or entered in the count document.

Consolidated storage of items with multiple locations is achieved when possible.

If directed by the supply officer, lockers, cabinets, or drawers used for storage of infrequently demanded items are sealed after a complete inventory of their contents has been verified.

Inventory personnel must be aware of all receipts and expenditures of items included in the segment being inventoried. They must also ensure that documents applicable to such receipts and expenditures are conspicuously stamped or annotated “ BEFORE INVENTORY” or “AFTER INVENTORY, ” as appropriate.

Review of Count Documents
Promptly upon completing the physical inventory, and before matching inventoried quantities with applicable stock record balances, personnel must review inventory count documents to ensure that:

All items scheduled for inventory either have been counted or have been verified as nonexistent.

Quantities counted are legibly recorded and compatible with related units of issue.

All prerecorded locations applicable to the inventory segment have been checked and, for each location, a quantity or 0 is entered. (Inventory personnel must not delete locations prerecorded in count documents even though such locations may be incorrect.)

Added items are adequately identified and legibly recorded.

Applicable remarks are legibly entered and explicitly stated.

Items are documented in NIIN sequence.

Count documents are dated and initialed.

RECONCILIATION OF COUNT DOCUMENTS AND STOCK RECORDS

Upon completing the physical count and reviewing the count documents, the next step in the inventory process is to compare the count documents with the stock records. This is done to determine if differences exist between the physical count and the amount recorded on stock records.

Upon receipt of inventory count documents from inventory personnel, the medical supply person must ensure that:

Items are documented in proper sequence.

Multiple cards or entries applicable to the same item are grouped and totaled by NIIN.

All manual entries are legible.

All annotated remarks are clearly understood.

are reconciled immediately by the responsible inventory personnel.

Review of Count Documents Promptly upon completing the physical inventory, and before matching inventoried quantities with applicable stock record balances, personnel must review inventory count documents to ensure that:

RECONCILIATION OF COUNT DOCUMENTS AND STOCK RECORDS

Review of Count Documents
Promptly upon completing the physical inventory, and before matching inventoried quantities with applicable stock record balances, personnel must review inventory count documents to ensure that: