Electronic Stock Card

Owned by Kelsey Nagel
Last updated: Dec 13, 2021 by Mike Kocsis

Paper stock cards are commonplace in warehouses across the world and are often used to track important product details and inventory transactions. Similarly, when viewing individual products in OB, electronic stock cards provide the user with key product details and the history of transactions related to that product.

Let’s look at the electronic stock card for Amoxicillin, 250mg tablet by searching amoxicillin in the global search and selecting the desired product.

This will open the electronic stock card for product 12235, Amoxicillin, 250mg tablet.

Header Information

  1. OB Code & OB Name - In bold and in the largest font, is the OB Code and OB name

  2. Product Catalog - Catalogs are a way to keep track of lists of products for different clients or services. Catalogs that this product has been assigned to appear in blue.

  3. Product Tags- Tags are a set of descriptors that can be applied to a set of products. All tags for this product appear below the catalog list in green. Read more about product catalogs and tags under https://openboxes.atlassian.net/wiki/spaces/OBW/pages/1279361025

Stock Status

In the upper right corner of the screen is a box indicating the stock level of a product in the location being viewed (remember, whatever location you select changes the information about stock levels/transaction history that you are able to view). These statuses are based on desired inventory levels set by your administrator, and may not work if your administrator has not set desired stock statuses. There are five stock statuses: In stock, Overstock, Reorder, Low Stock, Out of Stock

Status Box

On the left hand side of the screen is a Status box. This shows the inventory status information, including:

Always visible:

  1. On Hand Quantity: The total quantity in stock.

  2. Quantity Available: The quantity of inventory that is available for shipment. This is the total quantity on hand minus any product that is picked for other orders, on hold, or recalled. For more information on this topic, see https://openboxes.atlassian.net/wiki/spaces/OBW/pages/1735000065.

  3. Demand: The monthly demand for this product based on the last 12 months of transactions.

  4. On Hand Months: The number of months of stock on hand based on demand (On hand quantity / Demand).

  5. Stockout Days: The number of days the product was stocked out in the last month.

  6. Last Stock Count: Date and time of last inventory adjustment.

  7. Average Unit Price: the price of a product based on the unit of measure indicated in the product details.

  8. Total Value: Multiplies the unit price by the quantity in stock to inform the user of the total value of the stock in the location being viewed.

Only visible if set by your administrator:

  1. Default Bin Location: Bin location where this product should be stored.

  2. Min Quantity: Used if there is a minimum acceptable quantity that we must have on hand for that product.

  3. Reorder Quantity: A set quantity at which point the product must be reordered in order to not stock out (given lead times, etc).

  4. Max Quantity: A limit after which point, the site has more in stock than can be consumed in a given ordering/expiry period.

Details and Packages

Below the status is a box showing detailed product information, and a box showing the available product packages. For more information about the meaning of specific fields, see https://openboxes.atlassian.net/wiki/spaces/OBW/pages/1279361025.

Auditing

The final box on the left hand side of the screen is the auditing box. This provides the user with critical information about who created the product and when as well as who last edited the product, and when that editing occurred. By knowing who created or edited the product, you can follow-up with the best people with any product questions you may have.

Tabs

Taking up most of the screen on the electronic stock card page is a series of tabs that show detailed inventory and product information.

In Stock

This tab provides you with the lot, expiration dates, bin location, and quantity of the current stock on hand in your location. The quantity will display the total quantity on hand as well as the quantity available for each lot. If the quantity available is less than the quantity on hand, it will show the reason on the far right. If the reason is “Recalled,” that means that lot is recalled. The line will also appear in red. If the reason is “Hold,” that means the stock is in a bin that your admin has set as not available to pick from (perhaps for expired stock or items that need to be reviewed physically). The line will appear in orange. If the reason is “Picked,” the unavailable stock is picked in a pending outbound shipment. To see more details on picked items, go to the pending outbound tab.

Stock History

The stock history tab provides the user with a detailed history of stock transactions—every incoming and outgoing transfer of stock as well as every inventory adjustment.

All Locations

The all locations tab allows you to see stock across all depots in the system. This can help users identify if stock is available at a nearby depot. This tab also includes an “export to excel” button that will download the data from the tab into excel.

Substitutions

The substitutions tab shows other products in the system that have been linked as substitutes for this product by your administrator. It also shows the current inventory for those substitute products in your depot.

Sources

If you are defining a product at the generic level (amoxicillin 250mg tablet), and not at the manufacturer SKU level (amoxicillin from a particular manufacturer in a particular package), then you can use the sources tab to see purchasing information about a particular product. You can learn more about product sources in the purchasing section.

Pending Inbound

The pending inbound tab shows you all stock incoming to your warehouse, either in shipments, or on purchase order but not yet shipped. It shows the vendor, purchase order or stock movement number, status, expected ship date, and quantity pending. You can click through to the individual shipments or purchase orders to see more details.

Pending Outbound

The pending outbound tab shows you if this items is currently being allocated to outgoing shipments. Once an item is picked, it will impact the quantity on hand, even if the item has not yet been shipped. You can see the pending shipment, the destination, and the status on this tab. In order to help users see when an item is picked, the pending outbound tab also shows lot numbers for picked items on the right.

Demand

The demand tab provides a detailed look at all of the data that goes into the demand calculation on the status bar. It shows all of the requests for this product in your depot in the last 12 months, summarized by month. For each month, it shows the quantity requested, the quantity issued, and the demand calculated by OpenBoxes (see more information about demand and forecasting here). Click on the month to see individual requests. At the bottom, it shows the totals for the time period, and the average by month. Change the date parameters to see a period other than the pre-set 12 months. Choose a destination to show only outs to that destination.

Snapshot

The snapshot tab presents a graph of your inventory over time. Use this to see patterns in your inventory levels.