Keep a Signed Stock Movement Ledger

Who / when: the storekeeper keeps the inventory honest. Every time goods arrive, leave for a department, move between stores, or a physical count differs from the system, you post the change to the stock ledger. Veona never lets on-hand drift on its own — it only moves when someone records a movement, and each movement is kept so the number on the shelf always traces back to a posted entry. The pages that consume stock (dispensing, theatre, the lab bench) post their own movements automatically; this page is the manual side that you, the storekeeper, drive.

1. Storekeeper — open Stock → Stock Overview to see where on-hand stands before you touch anything. Each item shows its current quantity, its reorder point, and its nearest expiry, so you know what you are about to change.

2. Storekeeper — to bring goods in, open Stock → Goods Receipt (“Receive goods against a supplier, with batch and expiry”). Choose the supplier and the receiving location, then add each item line. Every line needs a “Batch” and an “Expiry” (a batch is required — this is what lets the rest of Veona pick lots by expiry later), plus the “Quantity” received and the “Unit cost”. Press “Confirm”. The receipt posts to the ledger and the new batch becomes available for issue and dispensing.

   Note

   The batch and expiry you enter here are what drive FEFO — First Expire, First Out. When a pharmacist dispenses or the lab draws a reagent, Veona automatically picks the lot with the earliest expiry. Accurate expiry dates at receipt keep that automatic choice correct.

3. Storekeeper — to send stock to a ward or department, open Stock → Stock Issue (“Move stock from a store to a department — posts to the ledger”). Pick the source store and the destination department, add the items and quantities, then press “Confirm Issue”. On-hand at the source drops by exactly what you issued, and the movement is recorded against the ledger.

4. Storekeeper — to move stock between your own stores (for example, from a central store to a satellite pharmacy), open Stock → Stock Transfer. Choose the source and destination stores, add the items, and confirm. The quantity leaves one store and lands in the other as one posted entry — nothing is created or lost.

5. Storekeeper — when a physical count does not match the system, open Stock → Stock Take to do a counted reconciliation, or post a direct adjustment. Enter the counted quantity (or the delta) and a reason. The adjustment posts as its own ledger row, and on-hand corrects by exactly the difference.

   Caution

   An adjustment is the only honest way to change on-hand without a receipt, issue, or transfer behind it. Always record a clear reason — the ledger is the audit trail, and a counted correction with no explanation is what an auditor will question first.

6. Storekeeper — to confirm any change, open Stock → Lots & Batches (lot and batch detail) or re-open Stock → Stock Overview. The on-hand reflects every posted movement, and you can trace the new figure back to the exact receipt, issue, transfer, or adjustment that produced it.

What happens next: the ledger is now the single source of truth for on-hand. As stock falls, items that cross their reorder level surface for re-ordering automatically — see Auto-Reorder Stock When It Runs Low. And when medication comes back from a ward, the pharmacist’s restock posts a matching positive movement into this same one inventory, covered in Return Medication to One Inventory.

Follow the trail

• Next: Auto-Reorder Stock When It Runs Low
• Related: Auto-Reorder Stock When It Runs Low · Return Medication to One Inventory