Taking Physical Inventory

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The most efficient way we have found to take physical inventory is by utilizing the Med Supply program and the portable scanners

  • Put a laptop on a cart and connect the charger to the AC outlet on the cart. Get a long extention cord and connect the cart outlet to a wall outlet. Open Med Supply on the laptop and log in.
  • Put the portable count scale on the cart and connect it to AC.
  • Take a note pad and a portable scanner
  • Start at Section A
  • Starting at the top (A1), Scan each item's Thousand Smiles barcode. If there are ten items, scan each one. You can scan one item 10 times if the item does not have a lot number. If it is lot number tracked you should scan each one separately.
  • Make note of any items that do not have our label on them, include shelf number, item number, lot number and quantity.
  • Make not of any items that have a shelf tag or box but are out of stock, include shelf number, item number and zero quantity (Very important!)
  • When you get to the end of each section, do the following:
  • Click on "Physical Inventory Counts" in Med Supply
    • Click on "Auto Load Mini-Scanner" and follow instructions
    • When auto load is complete, manually add any items on your note pad that are not lot tracked
    • Physically check any items that show up as not being in the system(more than likely you scanned the OEM bar code)
    • Click on "Update"
    • When the system asks if you want to clear the scanner, DO NOT CLEAR IT
    • Click on "Quit"
  • Click on Inventory Lot Adjustments
    • Click on "Auto Load Mini-Scanner" and follow instructions
    • When auto load is complete, manually add any items on your note pad that are lot tracked
    • Physically check any items that show up as not being in the system(more than likely you scanned the OEM bar code)
    • Click on "Save"
    • When the system asks if you want to clear the scanner, Clear it.
    • Click on "Quit"
  • Go to the next section and do the same.

It is important to enter items into Med Supply when you finish each section or before, that way you don't have to go back and redo hours of work if you inadvertently clear the scanner too soon or make other mistakes. You can also manually enter quantity adjustments instead of having to scan an item 50 or 100 times. We also use the counting scale which saves a lot of time when counting large quantities. Remember sealed packages of lot tracked items will have the same lot number on all items inside. If we have large quantities of an item in stock, a mistake of one or two items is not the end of the world. Try to be as accurate as possible, but don't waste too much time.

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