Inventory Site (PSP mode)

An inventory count session records a physical stock count at a site. The site pharmacist and other supply-chain roles count what is on the shelf, sign the count, and a second user approves it; on approval, the system adjusts site stock to match the count. A PSP-mode study can be configured with any of the three Tracking methods — By Lots, By Unique Serial Number, or No tracking — and the count screen follows that setting.

Screenshot pending

What this should show: The IMP app Inventory at Site list with the Draft, Submitted, Done and Last Approved Date counters above the table and the New Inventory button at the top right.

Who Can Do What

Action	Roles
View inventory sessions and their details	Available to 9 roles Clinical Research CoordinatorSite MonitorStudy AdministratorStudy SponsorSystem AdministratorUnblinded Supply ManagerSponsor Supply ManagerWarehouse ManagerSite Pharmacist(default roles — your study may differ)
Create, edit and submit a session	Available to:Study AdministratorStudy SponsorSystem AdministratorSponsor Supply Manager(default roles — your study may differ)
Approve or reject a submitted session	Available to:Study SponsorSystem AdministratorUnblinded Supply ManagerSponsor Supply Manager(default roles — your study may differ)

Creating a session requires the study to be Available. Sessions cannot be created or changed while the study is view-only.

Session Status

Status	Meaning
Draft	Session created; counting is in progress and the session can still be edited
Submitted	Count signed and submitted; waiting for approval
Done	Approved; stock has been adjusted to the count
Rejected	Returned without any stock change; the reject reason is shown on the session
Cancelled	Closed without any stock change

The banner at the top of a session shows its progress: Inventory Information → Count & Sign → Approval → Done.

Open the Inventory List

1. From Study Home, open the IMP app.
2. Open Inventory → Inventory at Site.

Site-level roles see sessions for their assigned sites only.

The list shows Reference, Site, Inventory Date, Performed by, Expected Lines, Changed Lines and Status for each session. Filter by site, status, performer or date range. Click View on a row to open the session.

Create an Inventory Session

1. On Inventory at Site, click New Inventory.
2. Under Inventory Session Information, select the Site and the Inventory Date. The Reference is generated by the system when the session is saved; enter one only if your study uses its own numbering.
3. Optionally add a Note and Attachments (for example, a signed count sheet).
4. Click Continue. The session is created in Draft status and opens on the count.

Only one session can be open at a site at a time. Submit, approve or reject the open session before starting a new one at the same site.

Record the Count

Counting IP codes (By Unique Serial Number)

When the session is created, the Expected List is filled with every IP code the system currently holds at the site with status Available, Expired, Damaged or Returned. For each IP code, set Presence:

Presence	Meaning	Effect on approval
Present	The IP code was found and is in the expected condition	No change
Damaged	The IP code was found but is damaged	The IP code status changes to Damaged
Not Found	The IP code could not be located	The IP code status changes to Lost

Use Search by IP Code to find an IP code in a long list, and add a Note where the finding needs an explanation.

Counting quantities (By Lots or No tracking)

Click Add Count Line for each product counted and enter:

Field	Description
Product	IMP product counted
Unit	Unit of measure the count is recorded in
Lot Number	Lot counted — shown only when the study's Tracking method is By Lots
Expiration Date	Expiration date of the lot — shown only when the study's Tracking method is By Lots
System Quantity	Quantity the system holds for this line at the time the line is saved (read-only)
Counted Quantity	Quantity physically counted
Gap	Counted Quantity minus System Quantity (read-only)
Note	Explanation of the gap, where needed

Use Edit or Delete on a line to correct it while the session is in Draft. On approval, each line with a gap is posted to stock as an adjustment.

To change the site, date, note or attachments while the session is in Draft, edit the session information at the top of the session.

Sign and Submit

When the count is complete, click Sign & Submit and re-enter your username and password. The session moves to Submitted and can no longer be edited.

Approve or Reject

A user with approval rights opens the submitted session and either:

• clicks Sign & Approve and re-enters their username and password — the session moves to Done and every changed line is applied to stock; or
• clicks Reject, enters the reject reason, and re-enters their username and password — the session moves to Rejected and stock is not changed.

If stock at the site was adjusted by another approved count after this session was counted, approval is refused and the site must be counted again in a new session.

Check Current Stock: Stock by Site Report

To check stock levels without running a count, open Report → Stock by Site in the IMP app.

Column	Description
Site	Name of the site the row belongs to
Product	IMP product name
Lot Number	Lot identifier for the row — shown only when the study's Tracking method is By Lots
Expiration Date	Expiration date for the lot — shown only when the study's Tracking method is By Lots
Unit	Unit of measure
Available	Quantity currently available for dispense
Dispensed	Quantity dispensed to Subjects
Returned	Quantity returned
Damaged	Quantity marked damaged
Expired	Quantity expired

For studies tracking By Unique Serial Number or No tracking, this report does not show a Lot Number or Expiration Date column — it shows an aggregate quantity per product and site. To look up a specific serial number, use Products → Serial Number.

The report can be filtered by site, product, and days until expiration, and exported to CSV where export permission is granted.

Related Docs

• Supply Chain Overview
• Inventory Warehouse
• Waste Site

Studies using Randomization mode instead: For Randomization Study — Inventory Site