> ## Documentation Index
> Fetch the complete documentation index at: https://muveya.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Record use and move boxes
> Record what leaves a box and where it went, move boxes between warehouses, review usage by room and attribute exits later without discounting twice
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.
## 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](/docs/en/locations/destinations). Each one has a stock control:
| Stock control | Meaning | Exits it accepts |
| - | - | - |
| **Not counted** | "Deliveries leave inventory; what stays in the room is not counted." | **Delivered to the room** and **Used directly**. |
| **Counted stock** | "The room keeps stock of its own that is counted." Its stock lives in an express warehouse, its **Stock point**. | Only **Used directly**, and only from a box that is already at its stock point. |
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.
## 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.
Scan or type its code. See [Boxes and labels](/docs/en/inventory/boxes).
Type how many units left in **Quantity**. It starts at 1.
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`.
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.
Choose the **Purpose**: **Not specified** (default), **Procedure**, **Cleaning**, **Administrative** or **Other**.
**Responsible** starts with your own name. If you choose someone else, the hint confirms it, for example **Recorded by you, responsible: Ana Rojas.**
In **Care reference (optional)**, type the code from the clinical system: "The code from the clinical system, never the patient’s name."
Press **Consume**. The screen confirms **Consumption recorded.** The care reference field clears for the next exit.
### 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](/docs/en/inventory/boxes) those units into a new container, then move the new container to the room's stock point.
### 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**.
### Rules
| Rule | Detail |
| - | - |
| Quantity | Whole number from 1 to 1,000,000, and no more than the box holds on hand. |
| Reserved units | The limit is on hand, not available: the console does not stop you from using units reserved for an order. Check **Reserved** on the **Stock** list first. |
| Box | **Active** and not past its expiry date. |
| Room or area | Active; from the box's location unless the box is in a central warehouse. A counted room accepts only direct use from its stock point. When the location has rooms, choosing one is required. |
| Responsible | An active member of the team. |
| Care reference | Optional. 1 to 64 characters: letters, digits and `. _ : / -`, starting with a letter or digit, no spaces. |
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.
### 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](/docs/en/reports/consumption).
A repeated press or a retry after a lost answer records the exit only once and answers **Already recorded.**
### What can go wrong
| Message | Cause | What to do |
| - | - | - |
| **Use letters, digits and . \_ : / - without spaces.** | The care reference has a space or another character. | Type only the code. **Consume** stays disabled until it is valid. |
| **This room counts its own stock. Move the box there first.** | A delivery was sent to a counted room. | Move the box to the room's stock point, then record a direct use. |
| **This box belongs to another location than the chosen room or area. Check where the box is.** | The room is from another location, or the box moved meanwhile. | Choose a room of the box's location, or reload the box. |
| **That room or area is no longer active. Choose another one.** | The room was deactivated. | Choose another room. |
| **The responsible person is no longer on the team. Choose someone else.** | The responsible left the team. | Choose another person. |
| **Use the code from the clinical system, without spaces.** | The server refused the care reference. | Correct the code. |
| **The record changed or already exists. Review it before trying again.** | The box is no longer active, its expiry date has passed, or it holds less than the quantity. | Reload the box and check its on hand. |
| **Review the entered values before trying again.** | A value is out of range. | Correct the quantity. |
| **This record is not available in the active dental clinic account.** | The box is outside your warehouses or no longer exists. | Check the code. |
| **Your account does not have permission for this action.** | You do not have `inventory.consume`. | Ask an administrator. |
## 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**.
In **Destination warehouse**, choose one of the active warehouses you can reach. The box's current warehouse is not offered.
Press **Move**. There is no confirmation dialog.
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.**
### 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](/docs/en/account/security).
### 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.
### What can go wrong
| Message | Cause | What to do |
| - | - | - |
| **Review the entered values before trying again.** | The box is already in that warehouse. | Reload the box. |
| **The record changed or already exists. Review it before trying again.** | The destination was deactivated, or the box is no longer active or is past its expiry date. | Choose another warehouse, or take the box out of use. |
| **This record is not available in the active dental clinic account.** | The box or the destination is outside your access. | Ask an administrator for warehouse access. |
| **Your account does not have permission for this action.** | You do not have `inventory.transfer`. | Ask an administrator. |
## 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."
### Filters
| Filter | Detail |
| - | - |
| **Room or area** | **All rooms and areas**, or one room (active or not). |
| **From** and **To** | Calendar days, inclusive. They start at the last seven days, today included. The start must be on or before the end, and the range can span at most 92 days; otherwise the screen says **Choose a start date on or before the end date, at most 92 days apart.** |
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.**
### Totals
One row per room, supply and unit. Quantities of different supplies or units are never added together.
| Column | Meaning |
| - | - |
| **Room or area** | The room. **Room unavailable** if it can no longer be named. |
| **Supply** | Name and SKU. **Supply unavailable** if it can no longer be named. |
| **Unit** | The unit the quantities are in. |
| **Delivered** | Units delivered to the room. |
| **Used directly** | Units used directly. |
| **Attributed** | How much of those exits a later attribution explained. |
### Exits
| Column | Meaning |
| - | - |
| **When** | Date and time of the exit. |
| **Supply**, **Quantity**, **Unit** | What left. |
| **Room or area** | Where it went. |
| **What happened** | **Delivered to the room** or **Used directly**. |
| **Purpose**, **Responsible** | As recorded with the exit. |
| **Recorded by** | Who recorded it. |
| **Pending** | Units of the exit that no later attribution has explained yet. The responsible chosen when the exit was recorded does not reduce it. |
| **Care reference** | Only for members with `orders.patient_ref.read`, and only when some exit has one. |
| **Actions** | **Attributions** with the count, to expand them, and **Attribute** while something is pending. |
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**.
## 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.
On **Usage by room**, find the row and press **Attribute**. It appears only while **Pending** is above zero.
**Quantity to attribute** starts with everything pending. Choose the **Responsible** (you by default) and the **Purpose**, and optionally type a **Care reference (optional)**.
Press **Save attribution**. The screen confirms **Attribution recorded.** and the quantity field shows what is still pending. Press **Close** when you are done.
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**.
### 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.
### What can go wrong
| Message | Cause | What to do |
| - | - | - |
| **That is more than is still pending for this exit.** | The quantity is above what is pending. | Lower the quantity. |
| **The record changed or already exists. Review it before trying again.** | The exit is already fully attributed. | Reload the screen. |
| **Review the entered values before trying again.** | The responsible is no longer on the team, or a value is invalid. | Choose another person or correct the value. |
| **This record is not available in the active dental clinic account.** | The exit came from a warehouse outside your access. | Ask someone with access to that warehouse. |
## Related pages
Set up where supplies are used and how rooms count stock.
Scan a box, separate part of it and read its history.
Consumption over time.
Central and express warehouses.
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