Stock and inventory in Tasy: balance, lot, expiry and differences

Tasy stock is only reliable if every receipt and every issue is recorded, in the right location and the right unit of measure. When they are not, system stock drifts from physical stock, the year-end inventory takes days and the final adjustment, with no explained cause, distorts cost and result. The good news is that the causes of differences are few and well known.

Stock locations

Tasy controls balances by location: central storeroom, central pharmacy, satellite pharmacies, ward stocks, operating suite. Each transfer between locations is a movement. The most common errors start here:

• material taken from the storeroom to a unit without recording the transfer;
• a transfer recorded and not received at the destination;
• consumption written off in the wrong location.

Units of measure

A box of 100 tablets can be bought by the box, stored by unit and dispensed by tablet. The conversion between units has to be right in the item master. A wrong conversion factor creates large differences that seem to have no explanation: the system "has" 100 times more or less than the shelf.

Lot and expiry

For traceable items, stock is held by lot. A lot typed wrong on receipt shows up as a difference on issue (the lot the pharmacy is dispensing does not exist in the system). Expiry is controlled by lot: issue the nearest expiry first and follow items that expire in the coming months.

The causes of differences

Cycle counting

Instead of counting everything once a year, cycle counting counts part of the stock every week:

1. Rank items by consumption value (ABC analysis): a few items account for most of the value.
2. Count A items most often (monthly), B items quarterly and C items every six months.
3. Count blind, without looking at the system balance.
4. Compare and investigate every difference above tolerance before adjusting.
5. Adjust through the inventory process, with the cause recorded and approval.
6. Fix the cause: a conversion in the item master, a return routine, a unit that does not record use.

With cycle counting, the year-end inventory becomes a confirmation, not a surprise.

An adjustment with no cause fixes nothing

An inventory adjustment corrects the balance, not the source. If the cause is not found, the difference comes back the next month. The adjustment also hits the result: a large year-end adjustment can change a whole unit's margin, retroactively. See cost by department.

Reconciling with the books

With accounting done inside Tasy, three balances must match at month end:

1. Physical stock (count).
2. System stock (Tasy, by location and item).
3. Book stock in the stock accounts.

A difference between system and book stock is usually a receipt or consumption that did not generate an accounting batch, or a different valuation method (average cost). The reconciliation is part of the monthly close routine.

Stock KPIs

• Inventory accuracy: items counted with no difference ÷ items counted.
• Value adjusted in the month, by location and cause.
• Stock turnover and days of coverage.
• Expiry losses.
• Items with no movement for more than 90 days.

Clic Health's stock and consumption dashboards are in purchasing and inventory with Tasy data. For the receiving side, see purchasing and supplies in Tasy.

Who writes this

Domínio has worked for more than 20 years with hospitals that run Tasy and closes, every month, the reconciliation between physical stock, system and books. To organize inventory at your hospital, talk to us on WhatsApp or at comercial@dominiocontabil.com.br.

Related questions

What tolerance is acceptable in inventory?

It depends on the item. For high-value and controlled items, zero. For low-value bulk items, a small percentage tolerance set by controllership.

Does cycle counting replace the annual count?

For many hospitals, yes, when the auditor accepts the method. In others, the annual count remains, but becomes much faster.

Who approves an inventory adjustment?

The supplies manager and controllership, depending on value, with the cause recorded.

Why do the books not match stock?

Usually because of a movement with no accounting batch or a difference in valuation. The monthly reconciliation shows which.