Context

In Cornerstone, when an inventory item with tracked expiration dates is invoiced with the incorrect expiration date, it will show as a negative value on the Quantity On Hand page. This can create issues when Cornerstone calculates the total QOH for that product. In order to remedy this, we correct all negative QOHs before running a Want List report to see what items need to be reordered.

Instructions

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  1. Go to the Quantity on Hand Page
    1. Inventory → View Quantity on Hand
  2. Select the checkbox “Only show items with a negative quantity” found under the Item search bar. See photo to the right.
  3. There will be two categories of inventory items that can be negative:
    1. Items withough expiration date tracking (injections/other tx items)
      1. These are items that will simply show one line of positive or negative QOH on the page. They only go negative when incorrectly invoiced or not received in a timely manner.
    2. Items with expiration date tracking that can have multiple lines of negative entries
      1. These may be scripts where the employee typed in the incorrect expiration date (7/30/26 instead of 7/31/2026), where a miscount on a previous script caused count issues (a bottle that should be empty still has 1-5 pills in it and CS defaults to the next expiration date), or a bottle was pulled out of order and started being used to fill medications that then were not corrected appropriately in CS.
  4. The first category is easiest to fix as you do not need to check or update expiration dates. Only input the current QOH after physcially counting it.
    1. Use the reason “Entry Error” when correcting these items.
  5. The second category will take more time, depending on what kind of issue caused the discrepancy.
    1. If it is a mistyped expiration date, we can zero out the negative entry and pull that quantity out of the correct expiration date total.
      1. Example: Gabapentin 300mg shows -15 exp 7/30/26 and 115 exp 7/31/26
        1. increase the 7/30/26 by 15 to quantity 0.
        2. decrease the 7/31/26 by 15 to quantity 100.
        3. Use the reason “Entry Error” when correcting these counts.
    2. If it is a miscount issue or an out of order bottle, we will need to cycle count the entire inventory of the drug, ensuring the counts are correct for each expiration date listed in CS. There may be several corrections that need to be done to reflect the correct counts.
      1. Use the reason “Cycle Count” when correcting these values.