Manage Inventory

Applies to: DRIMS

This feature is available in OpenSPP deployments with the DRIMS module installed.

This guide is for warehouse staff and managers who need to monitor and manage stock levels in DRIMS warehouses.

What You'll Do

Learn how to view and manage relief supply inventory across your warehouses:

• View current stock levels and quantities on hand

• Understand stock status (available, reserved, expired)

• Find items by product, warehouse, or lot number

• Check expiry dates and lot tracking information

• Review stock movements and history

Before You Start

• You need DRIMS Warehouse Staff or Manager access to view inventory

• You need Warehouse Officer or higher to make stock adjustments

Stock on hand

1. Open the Inventory View

Click DRIMS in the sidebar, then select Inventory and Stock on Hand.

2. Understand the Stock List

The stock list shows all items currently in your warehouses:

Column	What it shows
Location	Specific storage location within the warehouse
Product	Name of the relief item
Lot/Serial Number	Batch or serial identifier if the product is lot-tracked
On Hand	Total quantity physically on the shelf — everything in the location, including stock already committed to requests
Reserved	Portion of On Hand already committed to approved requests but not yet dispatched — physically still in the warehouse but spoken for

Tip

Available Quantity = On Hand minus Reserved. It tells you what is actually free to allocate to new requests. This column is hidden by default — click the column selector icon at the top-right of the list and check Available Quantity to show it.

3. Filter by Warehouse

To see stock for a specific warehouse, click the Filters button and select your warehouse.

4. Search for Specific Products

Use the search bar to find specific items. You can search by:

• Product name (e.g., "blankets" or "rice")

• Product code (e.g., "NFI-001")

• Category (e.g., "Medical Supplies")

Understanding Stock Status

Items in your warehouse can have different status indicators:

Stock Availability

Check the On Hand, Reserved, and Available Quantity columns to understand what you can actually use:

Status	What It Means
Available > 0	Stock is free to allocate to new requests
Reserved = On Hand	All stock is committed — nothing available for new requests
On Hand = 0	Out of stock, cannot fulfill requests

Quality status

Quality is tracked at the lot level, not on the Stock On Hand list. To check expiry status, go to DRIMS → Inventory → Lots & Batches and look at the Expiry Date column. Items that passed inspection are in inventory; damaged or rejected items are excluded during the donation inspection step and never enter stock.

Situation	Where to check	Action
Items approaching expiry	Lots & Batches → filter by expiry date	Prioritize for dispatch
Items past expiry date	Lots & Batches → expiry date in the past	Create a stock adjustment to remove from inventory
Damaged items in stock	Should not occur — rejected during donation inspection	If found, create a stock adjustment and investigate

Check Expiry Dates

For items with shelf life tracking (like medical supplies, food items), you can view expiry information.

1. Open Lots & Batches view

Click DRIMS in the sidebar, then select Inventory and Lots & Batches.

2. View Expiry Information

The lot list shows tracking details for each batch of items:

Default columns:

Column	What It Shows
Lot/Serial Number	Batch identifier from the manufacturer or donor
Product	Name of the item
Created on	Date the lot was registered in the system

Important

Expiration Date and On Hand Quantity are hidden by default but are essential for DRIMS operations. Click the column selector icon at the top-right of the list and enable both before using this view. Without Expiration Date visible, you cannot identify batches approaching expiry without opening each lot individually.

3. Filter Expiring Items

To find items expiring soon:

1. Click Filters

2. Select Expiration Alerts to show all lots whose Alert Date has been reached — these are lots that need attention now. For a custom date range, use Expiration Date instead

3. Review the list and plan dispatches

Warning

Lot records show a status badge in the top-right corner of the lot form:

• Expiring (orange) — the Alert from date has been reached; the lot is still within its shelf life but action is needed soon

• Expired (red) — the lot has passed its Expiration date and should not be dispatched

The system does not block dispatch of expired lots — it is the warehouse staff's responsibility to check lot status before dispatching. Expired lots should be removed from inventory through a stock adjustment.

View stock movements

Track how a specific lot has moved in and out of your warehouses using the Traceability Report.

1. Open a lot record

Go to Inventory → Lots & Batches and click the lot you want to trace.

2. Open the Traceability Report

Click the Traceability button at the top of the lot form.

3. Read the report

The Traceability Report shows every movement for that lot:

Column	What It Shows
Reference	Linked document (donation receipt, dispatch, return)
Product	Item that was moved
Date	When the movement occurred
Lot/Serial #	The lot number
From	Source location
To	Destination location
Quantity	How many units moved

Click any Reference link to open the originating document (e.g., the donation or dispatch that created the movement).

Check stock by incident

View inventory KPIs for a specific disaster incident.

1. Open the incident record

1. Click DRIMS in the sidebar

2. Select Dashboard

3. Click on the incident card to open it

2. Open the DRIMS KPIs tab

Click the DRIMS KPIs tab on the incident form.

The Inventory section shows a summary of stock for this incident:

Field	What it shows
Total Stock Units	Total quantity of all items currently in stock for this incident
Stock Items	Number of distinct product lines in stock
Stock Value	Monetary value of current stock
Distributed Value	Monetary value of items already dispatched

Make stock adjustments

Use stock adjustments to record inventory losses, damaged goods, expired disposals, or counting errors. Adjustments are tied to a warehouse and incident for full audit traceability.

Note

Stock adjustments require Warehouse Officer or Manager permissions. All adjustments are logged to the DRIMS activity feed.

1. Open the warehouse

Go to DRIMS → Inventory → Warehouses and open the warehouse where the adjustment is needed.

2. Click Dispose Expired and fill in the form

Click the Dispose Expired button in the warehouse form header. The stock adjustment wizard opens with the warehouse pre-filled.

Field	What to enter
Warehouse	Pre-filled from the warehouse you opened
Incident	The incident this adjustment relates to
Reason	Why stock is being adjusted — Expired, Damaged, Lost, Theft, Counting Error, or Other
Authorized by	The person authorizing the adjustment
Notes	Details about the discrepancy

Add one line per product being adjusted, specifying the product, lot (if tracked), and quantity to remove.

3. Apply the adjustment

Click Apply Adjustment. Stock levels update immediately and the adjustment is recorded in the activity feed.

Add a product

If a product is missing from the catalog, ask your administrator to create it. For full instructions on setting up products, categories, lot tracking, and expiry dates, see Configure relief products.

Are You Stuck?

Can't see inventory for a warehouse?

You may not have access to that warehouse. Contact your administrator to verify your warehouse assignments in Settings → Users → [Your User] → DRIMS Warehouse Access.

Stock numbers look wrong?

Stock quantities are updated in real time for most operations. If numbers don't match:

1. Check for pending dispatches (reserved but not yet shipped)

2. Check for unprocessed donations (received but not yet stocked)

3. Perform a physical count and create an adjustment if needed

Can't find a product?

The product may be:

• Not in the catalog - Contact your administrator to add it

• In a different warehouse - Remove the warehouse filter to search all locations

• Using a different name - Try searching by product code instead

Lot/serial number not showing?

Not all products require lot tracking. Only items configured for tracking (like medical supplies with expiry dates) will show lot information.

Can't make an adjustment?

Stock adjustments require Warehouse Officer permissions. Contact your supervisor to get the appropriate access level, or ask them to make the adjustment on your behalf.

Why is stock "Reserved" but nothing was dispatched?

Stock is reserved as soon as a request is approved and allocated to your warehouse. It remains reserved until the dispatch is validated. Check the Dispatches list for pending dispatches that need processing.

Next Steps

• Receive a donation - Learn how to receive new donations

• Process a dispatch - Learn how to process dispatches

• Understand the Dashboard - Monitor warehouse health and alerts