A medicines and supplies inventory runs in three stages: prepare (date, teams, pending movements recorded), count in pairs by batch and expiry date, then analyse discrepancies and adjust stock after approval. Done well, it brings recorded stock back in line with physical stock, the precondition for any reliable order.
Key takeaways
- A stock count compares physical stock with the theoretical stock derived from recorded receipts and issues.
- Preparation matters as much as counting: tidy areas, briefed teams, movements up to date.
- Count in pairs, by batch and expiry date, without showing counters the theoretical quantity.
- Every significant discrepancy is recounted, explained, then approved before adjustment.
- A full annual count and cycle counts on sensitive products work together.
Why a medicines inventory is essential
Recorded stock always drifts from actual stock: forgotten issues, data entry errors, breakage, unreported expiries, theft. A stock count resets quantities and exposes weaknesses in the procedure. Example: a clinic with a recurring discrepancy on examination gloves discovers that wards help themselves from the store at night, without an issue voucher.
The count also serves accounting, because stock value appears in the financial statements. The finance director needs a reliable figure, in naira or cedis, at year-end close.
Choosing the right type of stock count
| Type | Principle | Advantage | Limitation |
|---|---|---|---|
| Full count | All products counted on a given date | Complete picture, useful for year-end close | Ties up staff and suspends movements |
| Cycle count | Part of the range counted every week or month | No shutdown, discrepancies found earlier | Requires a schedule that is kept |
| Spot count | One-off count of a product or area | Useful after an anomaly | Does not replace the full count |
Example: a 60-bed hospital in Ibadan carries out a full count at year end and a monthly cycle count on costly and vital products. Controlled drugs follow their own control rules, set by national regulations.
Preparing the count: the checklist
- Set the date and inform the wards, which place urgent orders before the count.
- Suspend movements during the count, with a recorded exception procedure for emergencies.
- Record all pending receipts and issues: delivery notes, issue vouchers, returns.
- Tidy the areas: one product in one location, batches grouped, expired items isolated.
- Prepare count sheets by area, without the theoretical quantity.
- Form pairs, one counter and one recorder, ideally including someone from outside the store.
Example: the day before the count, the pharmacist of a clinic in Accra checks that every delivery note of the week has been recorded. Without this step, an unrecorded delivery would show up the next day as a surplus.
Count day: the step-by-step procedure
Counting follows a fixed order, shelf by shelf, and each counted location is marked. Count in the product’s stock unit (tablet, ampoule, vial or box), never mixing two units on the same line.
- Count each product by batch, noting the batch number and expiry date.
- Write the quantity on the sheet, sign it and mark the location as counted.
- Have a second pair recount high-value products and a random sample.
- Isolate and count expired or damaged products separately.
- Hand the signed sheets to the count supervisor.
Example: for syringes managed by the unit, the counter calls out “12 boxes of 100 plus 37 units” and the recorder writes 1,237. Writing “12 boxes” on a sheet kept in units would create a false discrepancy.
Analysing discrepancies and adjusting stock
Once the sheets are entered, counted quantity is compared with theoretical quantity. Every significant discrepancy is recounted before any conclusion, because a counting error or an unrecorded movement often explains it.
| Discrepancy | Possible cause | Action |
|---|---|---|
| Shortage | Unrecorded issue, breakage, theft | Look for issue vouchers, review store access |
| Surplus | Unrecorded receipt, unit error | Check delivery notes and counting units |
| Batch mismatch | Wrong batch recorded on issue | Correct batches and restate the “first expired, first out” rule |
| Unreported expiries | Expiry dates poorly monitored | Introduce a monthly expiry review |
Adjustments are approved by the pharmacist in charge and, above an amount set by management, by the finance director. A signed count report summarises quantities, discrepancies, their explanations and stock value. Batches close to expiry spotted during the count feed the action plan described in our article on stock-outs and expiries in the hospital pharmacy.
How MediFlow makes stock counts easier
In MediFlow, pharmacy receipts and issues are recorded as they happen, with batch and expiry date tracking. The theoretical stock used as the reference for the count therefore reflects real movements, provided every movement is entered. Stock alerts and expiry tracking help choose which products to include in cycle counts.
Action logs show who recorded each movement and each correction, which makes discrepancies easier to explain. Role-based access limits stock management to the staff concerned. To see how this data helps follow a product through to its use, read our article on medicine traceability.
Frequently asked questions
How often should a clinic pharmacy carry out a stock count?
A full count at least once a year, at year-end close, is the baseline. It is complemented by cycle counts, for example monthly, on costly, vital or frequently mismatched products. A spot count is also needed after an anomaly, a theft or a change of person in charge.
Should dispensing stop during the stock count?
For a full count, store movements are suspended while counting. Emergencies are still served through an exception procedure: the issue is noted on a signed voucher, then recorded after the count. For a cycle count, only the area being counted is affected.
Who should approve stock adjustments after a count?
The pharmacist in charge approves adjustments after recounting and explaining discrepancies. Above an amount set by management, approval by the finance director or the director is recommended. Each adjustment is documented in the count report.
Want to see how MediFlow fits your facility? Request a free demo.