Track Medical Supplies by Expiry Date
Monitoring the expiry dates of medical supplies is critical for patient safety, efficacy of treatment, and regulatory compliance. It ensures quality, cost-efficiency, and emergency readiness, highlighting its role in maintaining high healthcare standards and professional accountability.
As a result, Daftra provides a “Track Medical Products by Expiry Date” feature to keep your clinic and medical products safely tracked. In this tutorial, we’ll clarify the whole process of adding a new medical product with its expiry date.
How to Add a Product with an Expiry Date
To complete this task, we first need to enable the product tracking system in inventory. Then, add a new product, specifying the tracking type as “Expiration Date.” Here are the steps:
Activating Product Tracking System in Inventory
First, go to “Inventory” from the main menu, and select “Inventory Settings.”
Click on the “General” tab.
Now, activate the option “Track Products Using Serial, Lot or Expiry Date”, then click “Save.
By doing so, you have successfully activated the product tracking feature. Now, when adding a new product, you can select the desired tracking method.
Adding a New Product and Selecting the Tracking Type (Expiry Date)
After activating the product tracking feature, we can now add a new product and assign an expiry date to it as a tracking method.
First, go to “Inventory” from the main menu, then select “Medical Products and Services,” press “Add,” and choose “New Product” as illustrated in the image.
In our illustrative example, we will add the product “Saline” and fill in its basic information.
When scrolling down you’ll find the “Inventory Management” field, where you’ll activate the “Inventory Tracking” option. Here, you can see all available tracking methods: Serial Number, Lot, and Expiry Date, or Quantity Tracking as illustrated in the image below:
Note: For more details refer to the “Add a New Product” guide.
Setting Expiry Date for Requisitions
Daftra also allows you, when adding a new product through requisitions or adding a quantity to an existing product, to assign an expiry date to that product as a tracking method.
To set an expiry date for the product “Saline” using requisitions, click on “Inventory” from the main menu, then select “Manage Requisitions.”
Afterwards, click on the “Add” button and choose “Manual Inbound” from the dropdown menu, as shown in the image.
Note: For more details refer to the “Creating a Manual Requisition” guide.
And now, enter the requisition data according to what is required.
In the “Items” field, select the product “Saline” that you want to add to the requisition with an expiry date. In the “Quantity” field, specify the quantity of the “ Saline” product being added. From the field below the item, a calendar will appear to add the expiry date of the product.
Then click “Confirm”
Alert!
If there are multiple expiry dates for the same type of added product, you can specify the product more than once in the inbound requisition items table with different expiry dates.
Setting an Expiry Date from the Purchase Invoice
You can also assign an expiry date to the medical products from its purchase invoice as a tracking method.
Alert!
Before performing this task, make sure you have not activated “Requisitions for Purchases and Sales,” as enabling it would require you to add the expiry date from the inbound requisition, not directly from the purchase invoice.
You can refer to the guide “Activating Requisitions for Sales and Purchases” to complete this step.
Now, to set an expiry date for the ”Saline” product from the purchase invoice, click on “Purchases” from the main menu, then select “Purchase Invoices,” and click on the “New Purchase Invoice” button, as shown in the image.
Now, we need to enter the purchase invoice data as required.
In the “Items” field, select the product “Saline” that you want to add to the purchase invoice with an expiry date. In the “Quantity” field, enter the quantity of the “Saline” product that you specified earlier.
Then click “Save“
Note: You can refer to the guide “Creating a New Purchase Invoice” to assist you in this process.
Issuing a Product with an Expiry Date from the Sales Invoice
You can issue a product with an expiry date from its sales invoice.
Note: Before performing this task, you must first ensure that ‘Enable Requisition for Purchases and Sales‘ is not activated. In case of activation, you will need to add the expiry date from the outbound requisition related to the sales invoice, not directly from the sales invoice.
Note: Refer to the guide “Enabling Requisitions for Sales and Purchases” to complete this step.”
Now, let’s continue with the steps after confirming the deactivation of the setting for requisition for purchases and sales.
First, click on ‘Sales‘ from the main menu, then choose ‘Create Invoice.’
Enter the sales invoice data as required, and you can refer to the guide “Creating a new sales invoice” for further details.
In the ‘Items‘ field, select the product ‘Saline‘ tracked by the expiry date.
Complete filling in the remaining details on the invoice, then click the ‘Save‘ button.
Tracking Stock Transactions Tables
Daftra provides a feature to review the transaction of tracked products in organized tables. This feature enables us to access the expiration date of a product and identify its purchase and sales invoices.
To view the transaction of the “Saline” product tracked by the expiration date, first, click on “Inventory” from the main menu, then click on “Product Tracking.” You will see a list of products with assigned tracking methods.
Note: If you have an expired product, it will appear in the table as illustrated in the following photo.
A list of products with assigned tracking methods (expiry date) will be displayed.
Click on the “Saline” product to view its inventory movement.
Click on “Stock Transactions”
Thus, we have reviewed the movement of the product “Saline“, identified its expiration date, and accessed its purchase and sales invoices.