Guidelines on stock records for immunization programme - Path

3.3 Carrying out and recording findings in physical inventory
Responsible staff should know how to carry out a systematic physical stock count
and how to reconcile any discrepancies found in the stock records.
Sometimes errors occur in counting the quantities of vaccines and diluents entering
or leaving a store. A regular physical check is the only way to ensure that stock
records and running balances are accurate, matching and complete.
All stocks of every vaccine, diluent or other commodities in storage should be
physically counted and compared the totals to those shown as the running balance in
the stock records. The count should also match diluents and droppers to the correct
vaccine batches. If the result of counting a stock item is different from that shown in
the record, the stock should be counted again to ensure there was no counting error.
If a second count gives the same result as the first, the stock record is probably in
error, and must be corrected. The following actions should be taken:
• If more vials are counted than are recorded: Record the additional amount in
the loss/adjustment column of batch and inventory control cards with an
explanation of the reason in the remarks column.
• If fewer vials are counted than are recorded: Record the missing amount as a
negative value in the loss/adjustment column of batch and inventory control
cards with an explanation of the reason in the remarks column. In addition a
loss report should be filled (see section 3.4 Loss report).
Corrected balances should be entered on a separate line in all related cards such as
batch card, inventory stock card, and/or stock ledger, below the old balance,
and a note should be written with responsible staff signature beside it, to indicate
that a physical check has confirmed the new balance. This corrected total should be
used for all future stock calculations. VVM and freeze indicator status should also
be spot checked. If any damaged, heat-exposed or cold-exposed vaccines are found
in the course of the physical count, they should be set aside and dealt with.
Only vaccine stocks which are fit for use should be included in stock records.
Damaged or expired vaccines should not appear in the available stock balance.
If such vaccines do need to be kept until accounting or auditing procedures have
been completed, details should be recorded on a separate page or card,
pending disposal.
WHO-UNICEF EVSM initiative recommends that physical stock checks should be
completed each time a monthly or three-monthly summary is made in the stock book
or card. In addition to monthly or three-monthly checks, an annual physical stock
check is also essential.
16
Vaccine stock management – <strong>Guidelines</strong> on stock records for immunization programme and vaccine store managers