Using Batch Numbers
The first thing you should do is set a couple of the params.txt entries to enable the correct behaviour:
AP_Force_Batch = Yes This makes sure that when 'Ask for Batch' is set on the stock card that you will always be prompted for a batch number. If you ignore the pop-up box with the list - you will be prompted for the batch number. Ask_Batch_Expiry_Date = Yes The above option will make sure the user(s) enter a batch number, but not possibly the expiry date. This option ensures the user is prompted for a valid expiry date if a number is manually entered. If the batch number already exists the system will use the details on file and you will not be prompted.
On the Stock card the Batch option will bring up a list of the existing batch numbers. Normally, this will be populated when you electronically collect them from your wholesaler or when you scan in the delivery note. You can also enter them manually.
The stock card will show (up to 28) batch numbers, including those that have zero quantity e.g.
To edit/change one, select it with the arrow keys and press <Return>
When the item is sold on the animal's card, you will see the same list EXCEPT batches with a zero quantity are suppressed (unless doing a credit).
The lists will always be presented with the oldest batch at the top of the list.
If for some reason the batch is not on the list, you should press <ESC>, you will be asked:
Please enter a batch number <L>ist .........followed by
Enter expiry date ........
Note: if one or other of the questions do not appear you have made a mistake in entering the two params.txt entries at the top of this document.
Extra Options
In addition, there are two other settings in params.txt that you may want to consider:
| AP_Force_Batch = Force |
Rather than setting this to Yes, if it is set to Force then the option
of manually entering the number is removed - you MUST select a batch
from the list.
As this _may_ cause a problem if the batch number has not yet been entered on the system - there is no way to finish the consultation. If the <ESC> key is pressed four times - the system will drop back to manual entry - however it will prefix the batch number with ZZ: allowing these items to be located via DataMajor. |
|---|---|
| AP_Zero_Batch = Yes | If this is set to yes then when the list of numbers appears on the clinical screen batches with Zero quantity WILL be displayed. Normally, zero quantity items will only appear if the item is being credited. |
Batch Related Reports
The reports on the system relating to batch numbers:
Stock -> Reports -> Batch Number
| Expiry | Will report on which batches of stock are about to expire. You can specify the time period e.g. 1 day, 7 days etc. This can be used to locate the appropriate batches and make sure they are used in time. |
|---|---|
| Reconciliation | This report compares the Quantity in Stock with the quantity associated with the batches - if there is a difference it will print out the item allowing you to audit it in more detail. |
Batch Audit Report - This was added in November 2005 (pvf061j), it is accessed from the stock history screen - Printout -> Batch: This will give a detailed 'audit' of the stock item. It will include:
- Opening Balance of any batch number that existed at the start of the financial year.
- Total Received since the start of the year.
- Total Sold since the start of the year
- Corrections - any manual edit's carried out on the batch (since the sart of the year)
- A Running total for that batch.
The history file it'self will contain the detailed history of who the item was sold to, any manual adjustments and number received.
FAQ's
- How can I get a list of everyone I have sold batch XYZ to?
-
Use DataMajor - Either:
Stored Reports -> Stock Related -> Search for a drug + batch number
or
Ad-Hoc Queries -> Clinical text Contains - When Did I 1st receive a batch?
-
Access the 'History' screen of the stock item; Use the 'Locate' option (or scroll up/down) as required.