Essential steps of inventory

This method of inventories

1. Store inventory
I. “Before” inventory
1.1. De-junk the store being with team assigned by the hospital/ health center, WoHo, THA, or ZHD
1.2. Arrange all similar items in their names
1.3. Arrange each item with similar name with similar batch closer to one another possibly on the same bin
1.4. Copy paste the format into excel format
1.5. The store manager register in advance by filling DRUG CODE, DESCRIPTION, UNIT, BATCH #, EXPIRY DATE, UNIT COST for both LIVE DRUGS and EXPIRED ITEMs separa
1.6. The store keepr sign on the space provided for registered by
II. “During” inventory
1.7. Prepare at least two pairs of inventory team only come to fill the physical quantity without wasting time and energy in writing manually anything from “code” to “unit cost”.
(while same item counted by one group is counted again by another team to verify the actual quantity) while the store manager oversees the whole activity and records the tim
1.8. Then the format with filled quantity is printed and signed by all who were involved

1.9. The counter signs on the space provided for counted by

III. “After” inventory
1.8. The pharmacy head with facility accountant (at WoHo, THA or ZHD Pharmacy Logistics Officer withassigned committee member) uses the soft copy version to calculate tota
1.9. Then it is printed and signed by all who were involved in the inventory then the pharmacy head writes an official letter to communicate results of the inventory to all conc

When it is time for next inventory, the store keeper updates the soft copy of the “Before” inventory while deleting only parts of “during” and “after” inventories.
The group filling the physical quantity then fills the actual quantity for each invetory without wasting time for manually writing.

2. inventory in dispensary pharmacies

I. “Before” inventory
1.1. Arrange all similar items in their names
1.2. Arrange each item with similar name with similar batch closer to one another possibly on the same bin
1.3. Copy paste the format below into excel format
1.4. Dispensers register in advance by filling DRUG CODE, DESCRIPTION, RETAIL UNIT, BATCH #, EXPIRY DATE, RETAIL PRICE closer the end of month for both LIVE DRUGS a
 1.5. sign on the space provided for registering of products
II. “During” inventory
1.5. Once the “BEFORE PART” is completed by dispensers, at least two pairs of inventory team (or physical quantity counted twice) only come to fill the physical quantity w
1.6. Then the format with filled quantity is printed and signed by all who were involved

III. “After” inventory

1.7. The pharmacy head with facility acountant uses the excel format version to automatically convert RETAIL PRICE into UNIT COST.
1.8. The pharmacy accountant uses the soft copy version to calculate total cost and discrepancy
1.9. Then it is printed and signed by all who were involved in the inventory then the pharmacy head writes an official letter to communicate results of the inventory to all con
The dispensers updates the soft copy of the “Before” inventory while deleting only parts of “during” and “after” inventories. The group filling the physical quantity then fills the a

NB. You may need to implement a method that makes dispensers verify the inventories at the end of the month to prevent undue discrepancies where dispensaries do go to invento
Note: 1. Use the retail cost from model 22 or M19 or cost control sheet before rounded up
 TEMs separately

o “unit cost”. it took for the physical inventory.

ecords the time

calculate total cost and discrepancy

ry to all concerned

IVE DRUGS and EXPIRED ITEMs separately

cal quantity without wasting time and energy in writing manually. (while same item counted by one group is counted again by another team(or if the same tea to verify the actual quantity)

ory to all concerned

hen fills the actual quantity for each quarter without wasting time for manually writing.

go to inventory at the end of the month with pre-information/data on hand of amount from beginning inventory, issued to them from store in the month and amount dispensed in the mont
ctual quantity) while the store manager oversees the whole activity and records the time it took for the physical inventory.

ed in the month and try to reconcile this with the physical inventory at the end of the month. By the same token, each dispenser need to sum up the daily sales from cash sales pad and com
es pad and compare that with the sum on daily summary before signing on the daily summary.
 Medicines and su

Name of Health Facility ; Chiro town HC Community Pharmacy ,

To be Filled
Before the
Physical
Inventory (by
dispebsesr)

የመድኃኒትኮድ Description (Drug name, dosage

SN Drug Code form, strength and brand if any)
1 Amoxicillin 500 mg
2 Amoxicillin 125 mg/5 ml
3 Amoxicillin 250 mg/5 ml

4 Amoxicillin 250 mg

5 Amilodipine 10mg tab

6 Amilodipine 5mg tab

7 ASA 81mg
8 Atrovastatine 40 mg

9 Acyclovir 3% Eye Ointment

10 Acyclovir 400 mg
11 Allupurinole 100 mg
12 Atenolol 50 mg
13 Acetazolamide 250 mg

14 Augmantine 228.5/5 ml

15 Augmentin 156mg/5ml

16 Augmentin 312mg /5ml

17 Adrenaline inj.
18 Albendazole 400 mg
19 Anti-haemorage ointment

20 Azithromicin 200 mg/ 5ml

21 Azithromicin 500 mg
22 Anti-Acid syrupe (MTS syrupe)

Betamethosone Deproprione-
23
0.05%cream

24 Biscodyle 5 mg tab

25 Ciprofloxacine 500 mg

26 Ciproflaxine Ear/eye
27 Cefixime Capsule 400mg

28 Ceftraxone 1 gm

29 Cephalexine 500mg

30 Cephalexine 125 mg/5ml

31 Cephalexine 250 mg/5ml

32 Co-trimozazole 480 mg tab

33 Co-trimozazole 240 mg /5 ml
34 Clarthromysine 500 mg
35 Cimitidine 400 mg tab
36 Cimitidin 200 inj
37 Canuula 18 g
38 Cannula 22 g
39 ClotrimazolSuppo.

40 Cloxaxilline 500mg
41 CAF Eye drop
42 Chlorpheniramine 4 mg tab
43 Catgut 3/0
44 Caster oil
45 Cateter folly 22 CH
46 Cateter folly 16 CH
47 Doxycylline 100 mg cap.

DiphenhydraHydrochloide 125 mg/ 5

48
ml

49 Diclofenic 50mg tab.

50 D/ syringe 5 cc
51 D/ syringe 10 cc

Dexamethasone -0.25% Topical

52
Ointm.
53 Dexamethasone 4 Mg/ML inj
54 Dorzolamide HCL 25%
55 Diclofenicinj
56 Erythromycinesyrupe

57 Enalapril Maleate -5mg

58 Folic Acide tab
59 Ferrousesulphate 312 tab

60 Fluconazole 200 mg tab

61 Frusemide-40mg tab
62 Hydralizine inj.
63 Hydrocortisone Aetateointm. 1%
64 Hydrochlorothixide 25mg(HCT)
65 Ibuprofene 400 mg tab

66 Indomethacine 100 supp

67 Indomethacine 25 mg tab
68 Glabinglimide 5 mg tab

69 Ketoconazole cream

70 Loratidine 5mg/5ml
71 Gentamycine eye drope
72 Glicose 40%
73 Gentamycineinj
74 Metrondazole 250 mg cap

75 Metrondazole 125mg/5ml

76 Metoclopramide 10 mg tab

78 Metoclopramide drope
79 Miconazole Nitrate 200 mg tab Vagina
80 Metformin 500mg
81 Methyldopa 250 mg tab.
82 Mebendazole 100 mg tab(20X1
83 Metoprolole 50mg tab
84 Multivitamine syrup
85 Nifedipine 20 mg tab
86 Normal saline(NS)1000ml
87 Naso Gastric tube 18CH

88 Naso Gastric tube 4CH

89 Naso Gastric Adult tube 24CH

90 Norfloxaxine 400 mg tab

91 Nitrofurazole 0.002 oint.

92 Omeprazole 20 mg cap
93 Omeprazole 20 mg cap

94 Olanzapine 5mg tab

95 ORS
96 Pantoprazole 40 mg tab
97 Paracetamole sup
98 Paracetamole 500 mg tab
99 Paracetamole 120mg /5ml
100 Paracetamole 120mg /5ml

101 Praziquantel 600mg

102 Prednsilone 5 mg tab

103 Phenobarbitone 100mg
104 Phenobarbitone 30mg
105 Ringer Lactate 1000 ml
106 Risperidone 4mg
108 Spralactone 25 mg tab
109 Sulbutamole 4mg
110 Sulbutamole 0.1 mg inhaletione (puf)

111 Sulphur 10% ointmn.

112 Surgical Glove
113 Surgical Blade
114 Silk 2/0
115 Tramadole 50mg tab
116 Tramadole inj.

117 TTC eye Ointmn15 gm skineoint

 118 TTC eye Ointmn.1%

119 Trifluoperathine 5mg

120 Timilolol 0.50% eye drop

121 Verapamine 40 mg
122 Vit.B .Complexe inj.

121 TOTAL

Inventory Registered by Name :- Towfiq Kadiir Counted by Name

Signature_______________________________
Responsible Persons Name:- Ridwaan

Signature’s _______________________
nes and supplies Community Pharmacy Inventory Form

rmacy , (Date INV started 18/4/16,AND Date INV ended 20/4/201

Retail price from Retail price from

Retail Unit Batch No price control cost control sheet
sheet (not rounded up)
Tab 221122 2.36625
Bottle 535222043 123.75

Bottle 0223PO18 39.55

Tab 5364220571 4.375

Tab BF107 3.6875

Tab CC103 1.0125

Tab 223070080 0.8875

Tab 7385 2.40125

Tube AA23001A 2.7875

Tab AVIHDD48 5.975
Tab F22313001 5.975
Tab G201687 0.6375

Tab 98242 2.7875

Bottle ACU32049 64.475

Bottle ADA33006 300

Bottle ACY32055 89.575

Amp 139053 57.3

Tab FDM5D203 3.45

Tube GL23005 68.0875

Bottle FBC8V304 237.5

Tab FAG4D301 27
Bottle 2216345L013 61.15

Tube 522 17.8125

Tab 98123 1

Tab T3260 2.125

Tube 082H128 14.875

Tab 3108006 12.625
AID082(01)18904
Vial 23
130410595
Cap 7532047 4.4375

KF3016 262.5
Bottle
Bottle DS23016 293.75

Tab 1122030040 16.5

Bottle NL3070 32.1125

Tab FCF2A310 13.05

Tab 19969 5.5

AMP XA2L029 4.7625

Each 201128 5.1675
Each 232210 8.25

Supp C2AAH005 33.0375

Cap 3060311 11.45

Tube BNO323030 40.9

Tab 1050163 0.5
Each 200501 12.8
Bottle OA253 54.85
Each 20221015 44.2375

Each 22G15 47.7375

TAB FBW4H223 2.3875

Bottle 2217517L002 88.75

Stripe 10GD23006A 1.875

Pcs SP221030 2.5125

PCS 20220902 3.5375

tube HS22003 120.675

Amp I23L14 9.15

10ml XO38006 0
Amp 202301206 2.56375

Bottle 1220401 175

Tab 2217\165T002 0.5875

Tab F22144001 1.1

Tab 24230803 0.689875

Tab 051L016 6.8875

Tab MM0625 1.0525

Ampo ZEB05505 77.475
Tube 2020087 46.25
Tab NT30116 0.52625

Stripe MD230075 1.175

Supp 22102502 9.475

Tab 21209003 1.255

Tab 223121156 0.325

Tube 126 42.675

Bottle A111301 96.8625

Tube N00522107 90

vial 1TW1292337 5.48375

Amp 211030 6.8625

Cap. 2216344C123 0.8625

Bottle ND3027 82.5

Tab 2030103 0.775

Tube 3040035 110

Pkts 288 13.65

Tab MESA22004A 0.7875

Tab 91375 2.4625

Tab BD104 1.1375

Tab FBRZE301 1.57075
Bottle NL2227 39.775

Tab PNI22008 0.7

bag 82SA104825 119.475

Each 2116239N 9.625

Each FT/20K04 13.25

Each KC01 4.425

Tab NT20333 4.125

Tube 230502 31.325

Tab FCY5A202 2.375

Tab D230332BK91 2.225

Tab BDE32215A 2.20775

Sach 5812283 8.3375

Tab T4452 1.281125
Sup C2ACJ035 3.9545

tab 2217473T069 1.8125

Bottle 2317683l005 57.5

Bottle PR23037 22.9125

Tab T2752 27.1875

Tab T1902 5.9875

Tab 11230603 1.9375

Tab 112230603 1.79375

bag 303316 225

Tab D2201653 1.339125

Tab F2259005 1.26025
Tab NT10143 2.375
Tube ML8359 182.4125

Tube 2040077 64.1625

Each SH21158LOT258 26.0125

Each 221150 2.625
Each 200905 10.9625

Tab MG23112 1.4875

Ampo BSD02019A 21.39

Tube I225 32.365

 Tube AF22070 14.8125

Tab BKV2001 1.85

Tube 083ED31 20.475

Tube 89514 1.83375

Amp XA2I018 8.77875

by Name :- Ridwaan Mohammad, Recounted by: Ahmad Haashim

_________ , Signature _____________________ Signature __

Ridwaan Mohammad , Toowfiiq kadiir, IbraahimAbdellaah, Ahmad H

____________________,________________________,________________
d 20/4/2016)

To be Filled
During
Inventory

Physical Converted unit Total Cost (from

Expiry date QTY cost from price origional data)
control sheet
Nov-25 6732 1.893 12743.676
Oct.2025 112 99 11088

Mar-26 181 31.64 5726.84

Nov-25 2140 3.5 7490

May-24 8805 2.95 25974.75

Feb-25 6810 0.81 5516.1

Jul-26 3950 0.71 2804.5

Jun-26 4000 1.921 7684

Apr-26 41 2.23 91.43

Aug-24 305 4.78 1457.9
May-25 10 4.78 47.8
May-25 400 0.51 204

Nov-26 490 2.23 1092.7

Nov-24 71 51.58 3662.18

Jan-26 20 240 4800

Nov-24 51 71.66 3654.66

Jan-24 96 45.84 4400.64

Jun-25 900 2.76 2484

Mar-24 48 54.47 2614.56

Jan-26 72 190 13680

Mar-26 351 21.6 7581.6

Jul-24 104 48.92 5087.68

Jun-24 2 14.25 28.5

Nov-26 700 0.8 560

Feb-26 2187 1.7 3717.9

Jul-24 46 11.9 547.4

Apr-25 800 10.1 8080

23/05/2025 452 18.4 8316.8

Mar-26 2337 3.55 8296.35

Nov.2025 40 210 8400

Feb-25 33 235 7755

Feb-24 380 13.2 5016

Jan-26 80 25.69 2055.2

Dec-25 3556 10.44 37124.64

Sep-24 900 4.4 3960

Nov-25 844 3.81 3215.64

May-25 99 4.134 409.266
Sep-27 99 6.6 653.4

Apr-25 112 26.43 2960.16

25-Jun 1560 9.16 14289.6

Feb-25 177 32.72 5791.44

May-25 390 0.4 156
May-25 9 10.24 92.16
Jul-25 25 43.88 1097
Oct-25 14 35.39 495.46

Sep-27 2 38.19 76.38

Jul-24 934 1.91 1783.94

Oct-25 44 71 3124

Dec-25 10 1.5 15

Oct-27 214 2.01 430.14

Sep-27 1156 2.83 3271.48

Nov.2024 30 96.54 2896.2

Mar-25 438 7.32 3206.16

Jan-26 19 0 0
Dec-25 789 2.051 1618.239

12/4/2024 30 140 4200

Jul-25 485 0.47 227.95

Jul-25 340 0.88 299.2

6/8/2025 2900 0.5519 1600.51

24-Nov 1618 5.51 8915.18

Apr-24 2390 0.842 2012.38

Oct-24 7 61.98 433.86
Jul-25 18 37 666
26-Jan 1000 0.421 421

Jan-26 880 0.94 827.2

Oct-24 150 7.58 1137

Nov-24 1570 1.004 1576.28

Sep-25 7900 0.26 2054

Jun-26 21 34.14 716.94

Feb-26 48 77.49 3719.52

Sep-24 20 72 1440

Sep-24 482 4.387 2114.534

Sep-24 90 5.49 494.1

Aug-25 9840 0.69 6789.6

26-Jan 60 66 3960

25-Mar 64 0.62 39.68

25-Apr 25 88 2200

May-26 270 10.92 2948.4

Oct-26 7487 0.63 4716.81

Nov-25 2980 1.97 5870.6

Mar-25 971 0.91 883.61

Apr-26 2980 1.2566 3744.668
Aug-24 63 31.82 2004.66

Jul-25 2500 0.56 1400

Dec-25 30 95.58 2867.4

Nov-26 9 7.7 69.3

Oct-25 8 10.6 84.8

Jan-26 10 3.54 35.4

25-Aug 924 3.3 3049.2

May-26 26 25.06 651.56

Oct-24 1212 1.9 2302.8

Aug-25 5000 1.78 8900

Oct-24 3500 1.7662 6181.7

Apr-26 44 6.67 293.48

Dec-24 990 1.0249 1014.651
May-26 903 3.1636 2856.7308

Oct-25 23488 1.45 34057.6

Jan-26 196 46 9016

Mar-26 9 18.33 164.97

Aug-25 72 21.75 1566

Jun-25 2190 4.79 10490.1

16/06/2026 1000 1.55 1550

Jun-26 1000 1.435 1435

Sep-25 14 180 2520

May-25 1660 1.0713 1778.358

Feb-25 1480 1.0082 1492.136
Feb-24 990 1.9 1881
Aug-24 68 145.93 9923.24

Apr-25 15 51.33 769.95

May-27 298 20.81 6201.38

Nov-27 100 2.1 210
Aug-25 12 8.77 105.24

Jan-26 3250 1.19 3867.5

Jan-25 154 17.112 2635.248

Aug-25 94 25.892 2433.848

 May-25 17 11.85 201.45

Apr-24 500 1.48 740

Apr-25 30 16.38 491.4

Sep-25 100 1.467 146.7

Aug-24 70 7.023 491.61

459215.9048
ashim

ture ____________________________________
Ahmad Haashim and Afandii Abdulkanii

_____________________________________________________________
____________
 Uunkaa Qorichaa kuusaa qorichaa ittiin lakka'amu
Medicines and supplies Community Pharmacy Inventory
Name of Health Facility ; Chiro Town Community Pharmacy , (Date INV started _18/4/16 ,AND Date INV ended 20/4/2016)

To be Filled Before the Physical Inventory (by dispebsesr) To be Filled

During Inventory

Converted
Retail price
Retail price unit cost
from cost
የመድኃኒት from price from
SN
Description (Drug name, dosage Retail control sheet Physical Total Cost (from
ኮድ Batch No control sheet Expiry date rounded
Drug Code form, strength and brand if any) Unit (not rounded QTY origional data)
(rounded up) up price
up)
control
sheet

1 Amoxicillin 500 mg Tab D221122 2.36625 Nov-25 10000 1.893 18930

2 Amoxicillin 125 mg/5 ml Bottle 535222043 123.75 Oct.2025 100 99 9900

Anti-Acid syrupe (MTS Bottle
3 2216345L013 61.15 Jul-24 104 48.92 5087.68
syrupe)
4 Augmantine 228.5/5 ml Bottle ACU32049 64.475 Nov-24 300 51.58 15474

5 Augmantine 312.5/5 ml Bottle ACY32055 64.475 Nov-24 60 51.58 3094.8

6 Ceftraxone 1 gm Vial AID082 23 23/05/2025 288 18.4 5299.2

7 Cephalexine 500mg Tab 7532047 4.4375 Mar-26 10000 3.55 35500

8
Co-trimozazole 240 mg /5 ml Bottle NL3070 32.1125 Jan-26 100 25.69 2569

9 Cimitidin 200 inj AMP XA2L029 4.7625 Nov-25 844 3.81 3215.64
Diphenhydra HCL 125 mg/ 5 Bottle
10 0.0007 88.75 Oct-25 1000 71 71000
ml
11
Ibuprofene 400 mg tab Stripe MD230075 1.175 Jan-26 21000 0.94 19740

12 IV Cannula 18 g Each 201128 5.1675 May-25 8100 4.134 33485.4

13 Metrondazole 250 mg cap Tab 2216344C1231 0.8625 Aug-25 23000 0.69 15870

14
Metformin 500mg Tab MESA22004A 0.7875 Oct-26 5000 0.63 3150

15 Multivitamine syrup Bottle NL2227 39.775 Aug-24 100 31.82 3182

16 Normal saline(NS)1000ml bag 82SA104825 119.475 Dec-25 90 95.58 8602.2

17 Omeprazole 20 mg cap Tab D230332BK91 2.225 Aug-25 5000 1.78 8900

18 Ringer Lactate 1000 ml bag 303316 225 Sep-25 25 180 4500

Sulbutamole 0.1mg inhalation Tube
19 ML8359 182.4125 Aug-24 20 145.93 2918.6
puff
20 Syringe 5 cc Pcs SP221030 2.5125 Oct-27 1100 2.01 2211

SUM Total 272629.52

Inventory Registered by Name; Towfiq Kedir Counted by Name ; Ridwan Mohamed Recounted by Name ;Afandii Abdulkanii
Signature_______________________________ , Signature _____________________ Signature ___________________________________________
Responsible Persons Name; , Ahmad Haashim ,___________________________________________________________________
 Uunkaa Qorichaa kuusaa qorichaa ittiin lakka'amu
Medicines and supplies Stores Inventory Form

Name of Health Facility: Chiro Town HC Community pharmacy Dispensary Page number :-1(Date INV star

To be Filled
Before the
Physical
Inventory
SN የመድኃኒት ኮድ Description (Drug Retail Unit Batch No Retail price
Drug Code name, dosage form, from price
strength and brand if control sheet
any) (rounded up)

SUM Total

Inventory Registered by Name :- Towfiq Kadiir Counted by Name :- Ridwaan Mohammad,

Signature _____________________ Signature ___________________________________________

Responsible Persons Name:- Ridwaan Mohammad , Toowfiiq kadiir, IbraahimA

Signature’s __________________________________,________________________
umber :-1(Date INV started: 18/04/2016 AND Date INV ended:- 20/04/2016)

To be Filled
During
Inventory
Expiry date Physical Converted unit Total Cost (from
QTY cost from origional data)
rounded up
price control
sheet

0 0.00

0.00

:- Ridwaan Mohammad, Recounted by: Afandii Abdukanii

__________

owfiiq kadiir, IbraahimAbdellaah, Ahmad Haashim and Afandii Abdulkanii

_____________________,________________________________________________________________________
____________
 Uunkaa Qorichaa kuusaa qorichaa ittiin lakka'amu
Medicines and supplies Stores Inventory Form

Name of Health Facility: Chiro Town HC Community pharmacy Dispensary Page number :-1(Date INV star

To be Filled
Before the
Physical
Inventory
SN የመድኃኒት ኮድ Description (Drug Retail Unit Batch No Retail price
Drug Code name, dosage form, from price
strength and brand if control sheet
any) (rounded up)

SUM Total

Inventory Registered by Name :- Towfiq Kadiir Counted by Name :- Ridwaan Mohammad

Signature_______________________________ , Signature __________________

Responsible Persons Name:- Ridwaan Mohammad , Toowfiiq kadiir, IbraahimA

Signature’s __________________________________,________________________
umber :-1(Date INV started: 18/04/2016 AND Date INV ended:- 20/04/2016)

To be Filled
During
Inventory
Expiry date Physical Converted unit Total Cost (from
QTY cost from origional data)
rounded up
price control
sheet

0 0.00

0.00

e :- Ridwaan Mohammad, Recounted by: Ahmad Haashim

_____________________ Signature ____________________________________

owfiiq kadiir, IbraahimAbdellaah, Ahmad Haashim and Afandii Abdulkanii

_____________________,________________________________________________________________________
____________
2nd Q OF 2016 INVENTARY SUMMERY

beginning balance on drug 668,806

On CBHI 163,365

348278.95
drug Received with 25%
Live with 25% dispensary 574019.881
cash In bank account 138000
Expired drug cost 0
Live with 25%store 340786.9

TOTAL 1216171.781