Title

Make an Inventory Control Register

Why

The idea behind an Inventory Control Register is that you have one overview with:

  • All the items in stock at the laboratory
  • For which item the stock is still sufficiently high and which items must be ordered.

What

An Inventory Control Register is a database with all the details of all the items present in the stock of the laboratory. The Inventory Control Register tells you which items are in stock, how much of each item is in stock, how much of each item is used per day, and, based on that, whether a new order for that item is needed. The system contains the specifications and the supplier details of each item to ensure that the correct product is ordered at the right supplier.


In the right-hand column a document on implementing an inventory management programme and monitoring of the inventory from the WHO Laboratory Quality Management System (LQMS) handbook is provided. Below the procedure for manually setting up an inventory control register is given. However, the TB CAP toolbox already provides a template of an Inventory Control Register which you only have to adapt to your own situation. Click here to download the TB CAP Logistics Supply Management Tools.

How & who

Stock Officer:

In the previous activity you listed all the items currently in stock, which of those items must always be available in the stock, and the specifications of each item.

  1. Develop an Inventory Control Register. This register must at least provide the following information on each stock item:
    • Names of all the items in stock
    • The number of units of each item currently in stock
    • The average number of units used per day of each item
    • Of each item the average number of days before orders arrive at the laboratory
    • The minimum stock level of each item for which a new order must be made
    • The supplier details of each item
    • The key specifications of each item

    Fill-out the table with all the items present in the laboratory stock as you have determined in the previous activity.

  2. If you feel that more information must be included in the table, feel free to adapt it; the register must be as user-friendly as possible for you.
  3. Optimize the table: you had to fill-out the average usage of each item per day and the average number of days between ordering an item and getting it delivered at the laboratory. If these parameters appear to be incorrect after a certain amount of time, adapt the parameters as much as necessary until they are optimal and you are able to place orders at exactly the right moment.
  4. In phase 1 the Stock Cards were introduced. At that moment the rule was established that when somebody needs something from the stock he/she should come to you so that you can take the item from the stock and ensure that the Stock Cards stay up to date. As you are able to calculate the items still in stock using the Stock Cards you can also update the Inventory Control Register. Make it a habit to update the Inventory Control Register once per week at a fixed time-point. You can then directly see which items need to be ordered.
  5. Since introduction of the Stock Cards in phase 1 the execution of a quarterly stock balance was also started. When you perform a stock balance you already check the expiry date, count the number of items in stock and update the Stock Cards or each item if necessary. Now you also must start updating the Inventory Control Register after you have done the stock balance to keep this up to date as well.

Back to Roadmap Activity Overview
This activity belongs to the QSE Purchasing & Inventory
ISO15189:2007: 4.6.3
ISO15189:2012: 5.3.2.4
ISO15190:2003: