5.
Record Pharmaceutical
Transactions
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5.1 Essential Data for Decision making
To make logistics decisions, a logistics
manager needs three essential data items:
1. stock on hand
The quantities of usable stock available.
2. Consumption
The quantity of stock dispensed to users or
used during a particular time period .
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Essential Data…..
3. losses and adjustments
Losses are the quantity of stock removed from the
pipeline for any reason
-due to expiration, theft, damage, etc.
Adjustments are the quantities of stock issued to or
received from other facilities at the same level of the
pipeline.
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Types of Logistics Records
[Link] keeping records
Holds information about products in storage.
E.g. Bin cards, Stock cards, inventory control
cards
2. Transaction records
Holds information about products being moved
Eg. IFRR, RRF, etc
3. Consumption records
Holds information about products being
consumed or used.
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1. Stock keeping records
They are used to record information about
products in storage
They must contain the quantity of stock on
hand; the quantity of losses; and the
quantity of adjustments, by individual
product.
Stock keeping records do not usually move; they
stay where products are stored (e.g., the
warehouse, pharmacy, or storeroom).
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Types of stock keeping records include : stock cards,
inventory control cards, and bin cards.
I. Bin card
It is an individual stock keeping record that holds
information about a single product by lot number or
batch number .
Every item in that lot will have the same expiration date.
The Bin Card is used at all health facilities (Health Post,
Health Centre and Hospital);
It services as body guard for a drug.
Bin Cards are used to account for products held in storage,
including their receipt and issue.
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Recording Transactions in the Bin Card
Completed by: Health staff in charge of pharmaceuticals
(Health Extension Worker, Pharmacy Store manager and
Dispensing Units like wards heads, laboratory head…)
Purpose:
To record pharmaceuticals received
To record pharmaceuticals issued
To record changes in stock balances
To track supplies moved through non-routine
methods
To track losses/adjustments
To record expiry dates
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When to Perform:
When pharmaceuticals are received or issued
When pharmaceuticals are transferred to another facility
When pharmaceuticals are transferred in from another facility
When pharmaceuticals are removed from the storage area for
reasons other than for use in health services (e.g. for
demonstrations, expiration, damage)
At the end of the month when physical counts are conducted at
the Health Post;
At every other month at the Health Centers and Hospitals
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Steps in Recording Transactions in the Bin Card
1. Complete one Bin Card for each pharmaceutical you
manage
eg. each of the following should have a separate Bin Card:
-Amoxicillin 250 mg capsule
-Amoxicillin 500 mg capsule
2. Enter only one transaction on each line.
-If Opening a new Bin Card, then continue with Step 3
-If entering a transaction, then Skip to Step 10
-Steps 3 -10: Opening a new Bin Card
3. Name of Health Facility:
Write the name of the health facility where the product is
being managed
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[Link] Name, Strength and Dosage Form:
Enter the name, pack size, form or presentation of the
pharmaceutical.
-Example:- Acetaminophen 500mg Tabs
-Doxycycline 100 mg capsules
5. Unit of Issue:
Write the individual unit for the particular pharmaceuticals.
-Example: bottle, tablet, tube, piece, sachet
N.B: The unit recorded at the top of the Bin Card is the same
unit that is used to record transactions on the card
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6. Maximum Stock Level:
For health centers and hospitals, the maximum has been set at
4 months of stock.
For Health Post: 2 months of stock
7. Emergency Order Point:
For health centers and hospitals, the Emergency Order Point
has been set at 0.5 months (= 2 weeks of stock).
For Health Post: 0.25 months of stock (=1week of stock)
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8. Average Monthly Consumption (AMC):
Take 3 months average of monthly Internal Issues from the
Bin Card.
9. Record the opening balance at the time the Bin Card is
opened.
If this is the first line of a new Bin Card for an existing
product, write the date, write “Balance Brought Forward”
under the received column, and record the ending balance
from the old Bin Card under the balance column.
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If this is the first line of a new Bin Card for a new product,
conduct a physical count and record the results of the
physical inventory on the first line of the Bin Card.
10. Date
Enter the date of the transaction
11. Document No. (Receiving or Issuing)
Write the pre-printed number from the issue or receipt
voucher that was used to document the receipt or issue of
the pharmaceuticals.
-Example: 736529
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12. Received From or Issued To
If receiving products, enter the name of the facility from which the
item was received.
If issuing at a health post, write “dispensed to patients”
If issuing within a health center or hospital, or if issuing from a
health center to a health post, write the name of the dispensing unit
or health post to which the pharmaceuticals are being issued.
If a physical count was conducted, write “Physical Count”.
If a positive adjustment (such as a transfer in) is being recorded,
note from what facility products are being received.
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13. Quantity/Received:
Enter the exact amount of the product received on the date
recorded.
Stock transferred from one facility to another should be
recorded as an adjustment
Therefore, the only quantities entered in the Quantity/
Received column should be those quantities received from
the health center (at the health post) or from PFSA (at the
health center or hospital).
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14. Quantity/Issued:
Record the number of units issued as indicated:
At the health post, write the total quantity of the product
that was given to clients during the day.
At the health center and hospital, write the quantity of
the product each time the product is issued to dispensing
unit and health post.
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[Link]/Loss/Adj.:
Enter the exact amount of losses or adjustments to the
inventory on this date.
Explain any losses or adjustments in the “Remarks”
column
Losses are quantities removed from your stock for
anything other than issuing to patients or another unit
in the facility (e.g. expired, lost, stolen, or damaged).
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Losses are recorded as (-) negative numbers.
Adjustments are quantities of a pharmaceuticals received from
any source other than the regular source, that is, health center (for
health posts) or PFSA (for health centers and hospitals), or issued
to anyone other than within your facility.
Always use a (+) sign to indicate positive adjustments, and
a (-) sign to indicate negative adjustments.
Adjustments may also be made to correct mathematical mistakes
previously made in recording.
Be sure to indicate if the adjustment was negative or positive and
note the reason for the adjustment in the “Remarks” column
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16. Quantity/Balance:
If receiving products: Add the “Quantity
Received” to the Balance from the previous row
and then enter the new balance.
If issuing products: Subtract the “Quantity Issued”
from the Balance from the previous row and then
enter the new balance.
If recording a loss or adjustment: Add (if +ve
adjustment) or subtract (if –ve adjustment) the
loss or adjustment quantity to the Balance from
the previous row and then enter the new Balance.
The Balance should show only the quantities of
usable stock. Any unusable stock should have
been removed from inventory and an adjustment
made on the Bin Card.
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17. Batch Number:
If the pharmaceuticals received or issued have more
than one batch number, use a separate row for each
batch number and indicate the quantity received or
issued for each batch number.
18. Expiry Date:
If the pharmaceuticals received or issued have more than
one expiry date, use a separate row for each expiry date
and indicate the quantity received or issued for each
expiry date.
Each expiry date should match with the corresponding
batch number.
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Case scenario-1
Instruction: - Fill in the Bin Card with the following
information:
The Bin Card is being used at Gudaya Bila Health
Center.
Bin Card for ciprofloxacin 500 mg tablets
The Bin Card is started on 2 Ebla 2007.
The unit of issue is boxes.
The last balance from the previous Bin Card is 1000
boxes, which have a batch number of 0712309 and an
expiry date of July 7/2018.
2 Ebla 2007 Issued 50 boxes to the dispensary
with a batch number of 0712309 and an expiration
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18 Ebla 2007 transferred 400 boxes to Arjo Gudetu health
center with a batch number of 1012409 and an expiration
date of 10/2018
22 Ebla 2007 Issued 170 boxes to the dispensary with a
batch number of 0712309 and an expiration date of 7/2018.
28 Ebla 2007, Stock assessment indicated 110 boxes to be
damaged with a batch number of 1012409 and an expiration
date of 10/2018 and were declared unusable
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Bin Card Demonstration Information… 2
Instructions: Fill in the Bin Card with the following information:
This Bin Card is being used at Adama Hospital Medical college
Bin Card for Amoxicillin 250 mg/5 ml Suspension.
The new Bin Card is being started on 2 Meskerem 2002.
The last balance from the previous Bin Card is 1000 bottles,
which have a batch number of 0712309 and an expiry date of
July 2010
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8 Meskerem 2002 Issued 50 bottles to the OPD dispensary with a batch
number of 0712309 and an expiration date of 7/2010 using Model 22 No.
828301
15 Meskerem 2002 Issued 50 bottles to the OPD dispensary with a
batch number of 0712309 and an expiration date of 7/2010 using Model
22 No.828302.
22 Meskerem 2002 Issued 50 bottles to the OPD dispensary with a
batch number of 0712309 and an expiration date of 7/2010 using Model
22 No.828303.
23 Meskerem 2002 Received 1000 bottles from PFSA on Model 19
No.123456 with a batch number of 1012409 and an expiration date of
10/2010.
28 Meskerem 2002 Issued 100 bottles to the In-patient pharmacy
with a batch number of 0712309 and an expiration date of 7/2010 using
Model 22 No. 828304
28 Meskerem 2002 Issued 100 bottles to the Emergency pharmacy
with a batch number of 0712309 and an expiration date of 7/2010 using
Model 22 No. 828305
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28 Meskerem 2002 Issued 100 bottles to the pediatric ward
with a batch number of 0712309 and an expiration date of 7/2010
using Model 22 No. 828306
29 Meskerem 2002 Issued 50 bottles to the OPD dispensary
with a batch number of 0712309 and an expiration date of 7/2010
using Model 22 No. 828307
5 Tikimt 2002 Issued 50 bottles to the OPD dispensary with a
batch number of 0712309 and an expiration date of 7/2010 using
Model 22 No. 828308
12 Tikimt 2002 Issued 100 bottles to the OPD dispensary with a
batch number of 0712309 and an expiration date of 7/2010 using
Model 22 No. 828309
19 Tikimt 2002 Issued 100 bottles to the OPD dispensary with a
batch number of 0712309 and an expiration date of 7/2010 using
Model 22 No. 828310
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25 Tikimt 2002 Issued 100 bottles to the In patient with a batch
number of 0712309 and an expiration date of 7/2010 using Model 22
No. 828311
25 Tikimt 2002 Issued 100 bottles to the emergency pharmacy
with a batch number of 0712309 and an expiration date of 7/2010
using Model 22 No. 828312
25 Tikimt 2002 Issued 100 bottles to the Pediatric ward , 50 bottles
with a batch number of 0712309 and an expiration date of 7/2010
and 50 bottles with a batch number of 1012409 and an expiration
date of 10/2010 using Model 22 No. 828313
29 Tikimt 2002 Stocktaking indicated 930 bottles in stock. No
known reason for discrepancy.
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Decisions for overstocked items (MOS > 4.0)
If we suspect that some part of the stock could expire
before use based on the expiry date and MOS of the
products, redistribution as per the local guideline can
be considered.
II. Inventory control card
It is an individual stock keeping record that holds
information about all the lots of a single product.
The inventory control card may be a summary of many
bin cards for a particular product.
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III. Stock card
It is a stock keeping record that contains the same
information the bin card described above.
Unlike bin cards, stock card contain the unit price &
location of the item.
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2. Transaction records
Transaction records are used to record information about the
movement of stock from one storage facility to another.
In addition, transaction records are proof of requisition,
issue, and/or delivery.
In pharmacies , storekeepers, pharmacy personnel, or
nurses may complete the transaction records.
They are started any time a facility requests or issues
supplies.
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Formats for transaction records
The most common formats are:
- issue vouchers
- receipt vouchers
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3. Consumption records
They are used to record the quantity of each product used by or
dispensed to each users, or when services are provided.
They contain consumption data
They do not usually record stock on hand, or losses and
adjustments.
Common consumption record formats includes:
pharmacy dispensing registers, and tick sheets
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Conducting a Physical Count
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Conducting a Physical Count
A physical count (also called Physical Inventory) is an actual
count of the quantity of each supply at any given time.
A physical count of pharmaceuticals in the storeroom should
be conducted:
cyclical or
annually
After physical count, the Bin Cards and Stock Record Cards
should be updated
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It shows the correct number of usable pharmaceuticals that
are available in the storeroom.
If the quantity on the Bin Card or the Stock Record Card
does not match the quantity on the shelf,
– the Bin Card and the Stock Record Card should be
updated and an adjustment should be entered
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Purpose of physical count
To verify the stock level of pharmaceuticals in the store at
the time of physical count
To detect errors in drug management records
To detect drug loss in the store
When to perform physical count
At least every quarter at the Health Post level
At least every 6 months at the Health Centre/Hospital level
Any time you suspect that products have been lost
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Tasks to be completed Prior to a Physical Count
Set a date for the physical count. Select the physical
count team.
Participants should be selected from the facility.
The pharmacist, pharmacy technician and/or
health technician should be members of the team.
If the facility has a store manager, he should also
be part of the team.
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Do not issue pharmaceuticals during the physical
count or count receipts on the day of the physical
count, except in an emergency.
Receipts during the physical count will be
recorded on the Bin Cards and the Stock
Record Cards on the following day and
counted in the next physical count.
Make sure that the Bin Cards and the Stock
Record Cards for the health supplies are
updated to the day of the physical count.
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Prepare the store, making sure all cartons are
neatly stacked and partial cartons are clearly
visible.
Reorganize products by FEFO before counting.
Mark expiry dates clearly, with large, dark
numbers, on each box or carton.
Separate any expired or damaged supplies.
Be sure to have the Bin Cards and the Stock
Record Cards for the pharmaceuticals to be
counted.
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Steps for Conducting Physical Inventory
Conducting physical inventory has three steps:
– Preparatory
– actual physical count;
– analysis, interpretation, and reporting
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a. The preparatory Step (Before physical count)
To facilitate physical count form:
the stock at the pharmacy store and dispensary
should be arranged and recorded
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b. Actual Physical Counting Step
(During physical count)
Actual physical count of pharmaceuticals is undertaken.
Physical inventory of stores is carried out every quarter.
The time for inventory should preferably be at the end of
September, December, March, and June of the budget
year.
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c. Analysis, Interpretation, and Reporting Steps (after
physical count)
Activities done after physical count.
Done by pharmacy accountant
The inventory at the pharmacy store is valued based on the
cost of medicines
But, the inventory at the dispensary is valued based on retail
prices of medicines.
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