OpenLMIS Version 3.3 -- Physical Inventory

Introduction

This tutorial provides a step-by-step guide on how to conduct a physical inventory in OpenLMIS version 3.3. Performing a physical inventory is crucial for managing stock levels accurately, ensuring that the data in your inventory system reflects the actual quantities present in your facility. This process helps maintain accountability and facilitates effective supply chain management.

Step 1: Access the Physical Inventory Module

• Log in to your OpenLMIS account.
• Navigate to the main dashboard.
• Click on the "Inventory" tab located in the menu.
• Select "Physical Inventory" from the dropdown options.

Step 2: Create a New Physical Inventory Record

• Click on the "Create New Inventory" button.
• Fill in the required fields:
  • Facility Name: Select the facility for which you are conducting the inventory.
  • Inventory Date: Choose the date of the inventory count.
  • Notes: Optionally, add any relevant notes regarding this inventory.

Step 3: Enter Stock Counts

• After creating the inventory record, you will see a list of items.
• For each item, perform the following:
  • Count the physical stock available at the facility.
  • Enter the counted quantity in the "Counted Quantity" field next to the respective item.

Step 4: Review and Confirm Counts

• Once all items have been counted and recorded, review the entries for accuracy.
• Ensure that the counted quantities match the expected stock levels as per the previous inventory records.
• Make any necessary adjustments if discrepancies are found.

Step 5: Submit the Physical Inventory

• After confirming that all counts are accurate, look for the "Submit" button.
• Click on "Submit" to finalize the physical inventory.
• A confirmation message will appear, indicating that the inventory has been successfully recorded.

Step 6: Generate Inventory Reports

• To analyze the results of the physical inventory, navigate back to the "Inventory" tab.
• Select the "Reports" option.
• Choose "Physical Inventory Report" to generate a summary of the inventory counts and any discrepancies noted during the process.

Conclusion

Conducting a physical inventory in OpenLMIS version 3.3 is a straightforward process that involves accessing the correct module, creating a new inventory record, entering stock counts, and submitting the results. Following these steps will help ensure that your inventory data remains accurate and up-to-date. For further efficiency, consider scheduling regular physical inventories to maintain optimal stock levels in your facility.