Managing medication inventory accurately is critical for ensuring residents receive the correct doses without errors. During cycle changeovers, you may notice duplicated stock values, especially after completing a batch reorder.
Why duplicated inventory can appear
As part of the Access Medication Management 5.2 release, the cycle changeover feature was enhanced to automatically populate the quantity received (Qty Recvd) for each medication based on the previous month’s intake. This improvement reduces manual data entry and improves accuracy.
However, if the resident is marked as complete without adjusting these values, the Qty Recvd amounts are added to the quantity left (Qty Left) stock, which can lead to duplicated inventory.
Conduct an inventory cycle changeover after a batch reorder
To conduct an inventory cycle changeover after a batch reorder, follow the steps:
📌 Note: Monthly check-ins are not necessary if you use this process.
Perform a batch reorder.
Click Home, then click Cycle Changeover.
Select the resident you performed the batch reorder for.
You’ll now see the cycle changeover screen for that resident. Pay attention to:
Qty Left column in the Current Cycle Meds table.
Qty Recvd column in the Next Cycle Meds table. This column now auto-populates with intended reorder values.
Click Mark Resident Complete.
The values are added to Qty Left stock.
Previous process for versions 5.1 and lower
We don't recommend continuing to use the old process, but it does still work in version 5.2 and higher. We recommend, only marking a resident as complete after a full review instead.
Previously the process meant that:
The Qty Recvd column was empty after a batch reorder.
Organisations had to review received quantities iteratively:
Mark resident as complete even if only some quantities were reviewed.
Later mark resident as incomplete to continue reviewing.
If your organisation prefers the old process:
Set Qty Recvd values to zero by double-clicking the cell in the row that needs updating.
Monthly check-ins remain necessary as a result.