Guidelines on stock records for immunization programme - Path

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3.5 Transaction records Transaction records are used to keep information about the movement of stock from one storage facility to another. They are initiated each time a facility requests or issues supplies and completed when the receiving facility confirms receipt of the items shipped. The type of transaction record used depends on whether the system is pull or push. The most common formats are: • Issue vouchers in push systems, and • Requisition/issue vouchers in pull systems Transaction records are used as reminders that either a request was made and not yet received or that an item was issued but confirmation of receipt is still pending. In general, one transaction record is usually used to request or issue several products. All types of transaction records include a reference number that identifies each transaction. In some countries it is obligatory to use packing slips and receiving reports. These forms usually include the same information as issue vouchers and requisition/ issue vouchers. In many cases, these vouchers are also used for financial control purposes, because they include unit prices and value of the shipment. If possible, issue vouchers or requisition/issue vouchers should be used instead of packing slips and receiving reports. An issue voucher lists the items and quantities issued to a facility (see Figure 8). It also includes a separate column for the quantities received in case some items are lost or damaged during transportation. Issue vouchers are used in allocation/push systems; the higher level determines the quantity to be sent and issues the supplies to the lower level. An issue voucher should be completed in three copies. The issuing facility completes the date and quantities issued, signs the record, and sends the top two (1 and 2) copies to the receiving facility along with the supplies. The bottom copy (3) is remained in the issuing facility. The receiving facility verifies the quantity received, signs the form, and sends the top copy (1) back and keeps the middle copy (2) for its records. The top copy (1) arrives at the issuing facility, which issuing facility then disposes of copy (3) and keeps the top copy (1) for its files. At the end, each of the facilities ends up with a completed copy of the issue voucher for filing (see Figure 9). WHO/IVB/06.12 19
Figure 8: Issue voucher Voucher no: Issuing store: Ship to: Article no Commodity Batch Expiry name number date ISSUE RECEIVE Freeze VVM Amount Freeze VVM Amount Remarks indicator status (doses) indicator status (doses) A B C D E F G H I J K 1 2 3 4 5 6 7 8 9 10 ISSUE RECEIVE Approved by Received by Name: Name: Title: Title: Signature: Date: Signature: Shipped by Name: Title: Signature: Date: 20 Vaccine stock management – <strong>Guidelines</strong> on stock records for immunization programme and vaccine store managers
Page 1 and 2: WHO/IVB/06.12 ORIGINAL: ENGLISH Vac
Page 3 and 4: The Department of Immunization, Vac
Page 6: Abbreviations and acronyms AD AMC B
Page 9 and 10: viii
Page 11 and 12: Issue voucher: Issues data: Lead ti
Page 13 and 14: xii
Page 15 and 16: The EVSM is based upon quality assu
Page 17 and 18: The manual includes both manual and
Page 19 and 20: The main difference between the two
Page 21 and 22: A min/max system makes sure that th
Page 23 and 24: All stocks must be distributed well
Page 25 and 26: Figure 3: Batch card Store name: Pr
Page 27 and 28: Information should be entered on th
Page 29 and 30: 3.3 Carrying out and recording find
Page 31: 3.4 Loss report In cases where dama
Page 35 and 36: Figure 10: Requisition/issue vouche
Page 37 and 38: 4. Reporting systems Reports are fo
Page 39 and 40: 4.2 Feedback reports All stock mana
Page 41 and 42: 5. Processing data The purpose of a
Page 43 and 44: Case study 2: During an EVSM assess
Page 45 and 46: Figure 15: Manual processing of dat
Page 47 and 48: 34 Vaccine stock management - <stro
Page 49 and 50: Figure 16: Batch card Store name: P
Page 51 and 52: Figure 17: Inventory control card S
Page 53 and 54: Figure 18: Issue voucher Voucher no
Page 55 and 56: Figure 19: Requisition and issue vo
Page 57 and 58: Figure 20: Monthly summary report R
Page 59 and 60: Figure 21: Quarterly feedback repor
Page 61 and 62: Figure 22: Physical inventory repor
Page 63 and 64: Figure 23: Loss report Loss report
Page 65 and 66: 7. Simulation In this section of th
Page 71 and 72: Voucher No: 07-111 Figure 26: Compl
Page 73 and 74: Figure 27: Physical inventory repor
Page 75 and 76: 17. On 20 January, Devrek sends bac
Page 77 and 78: Figure 31: Inventory control card f
Page 79 and 80: Figure 34: Inventory control card f
Page 81 and 82: Figure 37: Batch card for BCG dilue
Page 83 and 84:
Figure 39: Batch card for measles (
Page 85 and 86:
Figure 42: Batch card for measles d
Page 87 and 88:
Figure 44: Inventory control card f
Page 89 and 90:
8. Installing and using MS-Excel fi
Page 91 and 92:
8.3.2 Entering current stocks After
Page 93 and 94:
8.3.3 Receiving commodities When yo
Page 95 and 96:
8.3.5 Loss and adjustments Losses a
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8.4 Using StockReports_v1_0.xls 8.4
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Overwrite local commodity names if
Page 101 and 102:
8.4.3 Preparing quarterly feedback
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90 Vaccine stock management - <stro
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Guidelines on stock records for immunization programme - Path

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