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Stock leaves a box in two everyday ways: someone uses it, or it is handed to a room or area. This page covers recording those exits, moving a whole box to another warehouse, reading the Usage by room screen and attributing an exit later.

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Rooms, areas and how they count

Exits point to the rooms and areas of a location (for example a treatment room or a sterilization area). They are set up per location; see Rooms and areas. Each one has a stock control: What happened to the stock is one of two values:
  • Delivered to the room (issue): “It leaves inventory once; who used it can be attributed later without discounting again.”
  • Used directly (use): “It was used right away.”
The rooms offered depend on where the box is. A box in a Central warehouse can go to the active rooms of every location. A box in an Express warehouse can only go to the active rooms of that warehouse’s location.

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Record use or an exit from a box

Who can do it: inventory.consume (Record usage) or inventory.adjust, with access to the box’s warehouse. Opening the box also needs inventory.read. Where: the box screen. Scan the box with Scan a code on the Stock screen, or open it from the list. The exit form is the first action on an Active box.
1

Open the box

Scan or type its code. See Boxes and labels.
2

Quantity

Type how many units left in Quantity. It starts at 1.
3

Room or area

Choose it in Room or area (Choose a room or area). When only one is possible, it is shown already chosen. With several locations, each room shows its location too, for example Room 1 · Clínica Norte.
4

What happened

For a room that is not counted, choose Delivered to the room (selected by default) or Used directly under What happened. For a counted room at its own stock point, the screen says Used from this room’s own counted stock. and records a direct use.
5

Purpose

Choose the Purpose: Not specified (default), Procedure, Cleaning, Administrative or Other.
6

Responsible

Responsible starts with your own name. If you choose someone else, the hint confirms it, for example Recorded by you, responsible: Ana Rojas.
7

Care reference (optional)

In Care reference (optional), type the code from the clinical system: “The code from the clinical system, never the patient’s name.”
8

Consume

Press Consume. The screen confirms Consumption recorded. The care reference field clears for the next exit.

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When the room counts its own stock

If you choose a counted room and the box is somewhere else, the form does not let you consume. It says, for example, Room 2 counts its own stock. Move the whole box there first; taking out part of a box comes later.
  • With inventory.transfer, press Move this box to Room 2. The box moves to the room’s stock point and the screen confirms The box is now at Room 2. You can then record the use.
  • Without it, the form says Ask someone who can move boxes to take this box to Room 2.
To give a counted room only part of a box, first separate those units into a new container, then move the new container to the room’s stock point.

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When the location has no rooms or areas

The form says No rooms or areas are set up for this location yet, so this consumption will not say where it went. You can still record the exit; it is saved without a room. Members who can manage locations also see Set up rooms and areas. Such exits do not appear in Usage by room.

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Rules

The care reference is stored sealed. It is never shown on the box history; in Usage by room it is shown only to members with the orders.patient_ref.read permission. Never type a patient’s name or document into it.

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What the system records

One consume movement that subtracts the quantity from on hand, with the box’s warehouse as origin, the room or area, what happened, the purpose, the responsible, the sealed care reference and you as the person who recorded it. When on hand reaches zero, the box becomes Used up. On the box history the movement reads Used, or Delivered for a delivery to a room. These exits feed the consumption report. A repeated press or a retry after a lost answer records the exit only once and answers Already recorded.

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What can go wrong

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Move a box to another warehouse

Who can do it: inventory.transfer (Move boxes between warehouses) or inventory.adjust, with access to both warehouses. Where: the box screen, Destination warehouse and Move.
1

Choose the destination

In Destination warehouse, choose one of the active warehouses you can reach. The box’s current warehouse is not offered.
2

Move

Press Move. There is no confirmation dialog.
3

Check the result

The screen confirms, for example, Moved to Express Norte. A repeated request answers Already recorded.
When no other warehouse is available, the screen says There is no other warehouse you can move this box to.

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Rules

  • A move takes the whole box. To move only part of it, separate those units first and move the new container.
  • The box must be Active and not past its expiry date. The destination must be active and different from the current warehouse.
  • The box keeps its code, lot, expiry date and quantities. Units reserved for an order stay reserved, and the box can still be picked for that order from its new warehouse.
  • Moving a box is marked as a sensitive action. In the current release a second factor is optional and does not block it; see Account security.

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What the system records

Two movements with a change of 0 and a shared transfer identity: transfer_out (Moved out) from the origin and transfer_in (Moved in) into the destination. The box’s warehouse changes in the same step, so the Stock list shows it in its new place.

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What can go wrong

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Review usage by room

Who can do it: inventory.read to read it; inventory.consume or inventory.adjust to attribute exits. Where: Usage by room at the top of the Stock screen, or console.muveya.com/inventory/usage. The screen says: “What left stock toward each room or area, and how much of it is already attributed.”

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Filters

Only exits recorded with a room or area, from boxes in your warehouses, appear: “Only consumptions recorded with a room or area appear here.” With none, the screen says No exits with a room or area in these dates.

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Totals

One row per room, supply and unit. Quantities of different supplies or units are never added together.

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Exits

The screen reads up to 2,000 exits. Beyond that it says This is a partial view. Narrow the dates to see every exit. and the totals count only what was read. If loading fails, press Try again.

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Attribute an exit later

A delivery to a room leaves inventory once. Later, you can say who used how much of it and for what, without discounting stock again.
1

Find the exit

On Usage by room, find the row and press Attribute. It appears only while Pending is above zero.
2

Fill in the attribution

Quantity to attribute starts with everything pending. Choose the Responsible (you by default) and the Purpose, and optionally type a Care reference (optional).
3

Save

Press Save attribution. The screen confirms Attribution recorded. and the quantity field shows what is still pending. Press Close when you are done.
4

Read the attributions

Press Attributions with the count, for example Attributions (2), to list each one with When, Quantity, Responsible, Purpose, Recorded by and, for members with orders.patient_ref.read, Care reference.

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Rules

  • Only exits recorded with a room or area can be attributed, whether delivered or used directly.
  • The attributed total can never exceed the exit’s quantity. Split one exit across several people by saving several attributions.
  • An attribution moves no stock and cannot be edited or removed.
  • The responsible must be an active team member. The care reference follows the same format as on an exit.
  • A repeated save answers Already recorded. and adds nothing.

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What can go wrong

Rooms and areas

Set up where supplies are used and how rooms count stock.

Boxes and labels

Scan a box, separate part of it and read its history.

Consumption report

Consumption over time.

Warehouses

Central and express warehouses.