Discrepancies between the physical inventory count, and the number "in stock" in Cerbo can happen for a number of reasons. You can use individual inventory dispense records, accessed from your inventory management window, as well as item change logs to investigate specific discrepancies as needed.
- Inventory Management in Cerbo
- Video (4 min): Using the Inventory Change Log to Audit Stock Discrepancies
Inventory physically on hand may not match the inventory numbers in Cerbo for a number of reasons. Fortunately, there are tools for identifying the source of any discrepancies. And you can periodically update your inventory numbers based on a physical count in the inventory management window.
Some common causes of inventory discrepancies are:
- An item was sold to the patient (the charge was added), but not dispensed from inventory. This can happen if the item was out of stock when the charge was added, in which case it will show on (and can be dispensed from) the Undispensed Inventory Sales report for the period encompassing the sale.
- A medication was dispensed from a different lot in Cerbo than the one that it was physically pulled from. This can be corrected by deleting the original dispense record, and then re-dispensing from the correct lot.
- An inventory charge was refunded, but the corresponding inventory item was not electronically restocked (though it was physically put back into inventory).
Returned Items were not Electronically Restocked
One common cause of inventory stock discrepancies is where an item was physically returned (and refunded), but not electronically restocked to inventory.
For example, say that the inventory dispense history for an item shows dispense records that don't have any corresponding charges in the patient's billing history. The most likely cause is that the item was sold and dispensed from inventory. But then the charge was voided or deleted in the patient's chart, but the deleting user didn't click the button to restock the sold inventory item.
If a charge is deleted or voided, but the button is not clicked to restock/adjust the associated inventory item, it is as if the patient is keeping or throwing away the originally dispensed item. To restock the item into inventory when deleting, you would click that button to restock and press the "Restock All" button on the subsequent screen, which will reverse the dispense action.
If the charge was already deleted and you need to just delete the dispense record to reflect that the item is back in inventory, you can do that from the inventory item's Dispense History accessed under Admin > My Inventory by clicking the History icon to the right of the item:
Within the dispense history, click Edit to the right of a particular dispense record to change the amount dispensed or delete the dispense record.
Within the Edit Prior Dispensing window, you can:
- Change the number of items dispensed by updating the number and clicking the Edit button
- Delete the dispense entry and add the originally dispensed item(s) back into inventory by clicking the Restock All button.
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