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

View Current Stock Levels

1. Open the Inventory View

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

2. Understand the Stock List

The stock list shows all items currently in your warehouses:

Column	What It Shows
Product	Name of the relief item
Warehouse	Which warehouse holds the stock
Location	Specific storage location within the warehouse
On Hand	Total quantity physically in the warehouse
Reserved	Quantity set aside for approved requests
Available	Quantity that can be allocated to new requests (On Hand minus Reserved)

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

Status	Color	What It Means
Available	Green	Ready to allocate to new requests
Reserved	Orange	Allocated to approved requests, awaiting dispatch
Unavailable	Gray	Out of stock, cannot fulfill requests

Quality Status

Some items may have quality flags based on inspection or expiry:

Status	Icon	What It Means	Action Needed
Good	Green checkmark	Passed inspection, safe to distribute	None
Expiring Soon	Yellow warning	Will expire within 30 days	Prioritize for dispatch
Expired	Red X	Past expiry date	Remove from inventory
Damaged	Red exclamation	Failed inspection	Review for disposal

Check Expiry Dates

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

1. Open Lot/Serial Number View

Click DRIMS in the sidebar, then select Inventory and Lots/Serial Numbers.

2. View Expiry Information

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

Column	What It Shows
Lot/Serial Number	Batch identifier from the manufacturer or donor
Product	Name of the item
Expiry Date	When the item expires
On Hand Quantity	How many units remain from this batch
Status	Current quality status

3. Filter Expiring Items

To find items expiring soon:

1. Click Filters

2. Select Expiring in 30 days or set a custom date range

3. Review the list and plan dispatches

Warning

Items with red expiry warnings should not be dispatched. Mark them for disposal through the appropriate inventory adjustment process.

View Stock Movements

Track how stock has moved in and out of your warehouses.

1. Open Stock Moves

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

2. Understand Movement Types

The stock moves list shows all inventory transactions:

Move Type	Direction	What Triggered It
Donation Receipt	In	Donation was stocked
Request Dispatch	Out	Items sent for a request
Return Receipt	In	Items returned from field
Internal Transfer	In/Out	Moved between warehouses
Adjustment	In/Out	Manual stock correction
Disposal	Out	Damaged/expired items removed

3. Filter Movements

Filter by:

• Date range - See movements in a specific period

• Move type - See only dispatches or receipts

• Product - See all movements for a specific item

• Warehouse - See movements for your warehouse only

4. View Movement Details

Click on any movement to see full details:

Field	What It Shows
Reference	Linked document (donation, request, return)
Date	When the movement occurred
Product	Item that was moved
Quantity	How many units moved
From Location	Source location
To Location	Destination location
Lot/Serial	Tracking number if applicable

Check Stock by Incident

View inventory allocated to a specific disaster incident.

1. Open Incident Stock View

1. Click DRIMS in the sidebar

2. Select Dashboard

3. Click on the incident card

4. Select the Stock tab

2. Review Incident Inventory

This view shows:

• Total stock value for the incident

• Stock breakdown by product category

• Stock by warehouse serving the incident

• Recent stock movements for the incident

Make Stock Adjustments

When physical counts don't match system records, you may need to adjust inventory.

Note

Stock adjustments require Warehouse Officer or Manager permissions. All adjustments are logged for audit purposes.

1. Start an Inventory Adjustment

1. Click DRIMS in the sidebar

2. Select Inventory and Adjustments

3. Click New

2. Fill in Adjustment Details

Field	What to Enter
Warehouse	The warehouse being adjusted
Reason	Why the adjustment is needed (Physical Count, Damaged, Lost, etc.)
Notes	Detailed explanation of the discrepancy

3. Add Adjustment Lines

For each item to adjust:

Field	What to Enter
Product	The item being adjusted
Lot/Serial	Specific batch if tracked
Theoretical Quantity	What the system shows
Counted Quantity	What you physically counted

4. Validate the Adjustment

Click Validate to apply the adjustment. The system will automatically calculate the difference and update stock levels.

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 and Users and [Your User] and 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