How to Manage Borrowed Items & Returns in Perfect Inventory Manager

2025-06-30

๐Ÿ” Item Borrowing & Returns Page

โ€œTrack borrowed items, monitor returns, and handle incomplete handbacks.โ€


โš ๏ธ Reminder:

This is a management-only page. Actual borrowing and return actions are done on the Inventory Page using the Borrow button.

This page is used to:

  • View past borrowing records
  • Track which items were returned and which are still outstanding
  • Process formal return actions via the embedded bill
  • Print or export borrowing logs
  • Reconcile discrepancies or overdue returns

๐Ÿ“ฆ What Is Considered a โ€œBorrowedโ€ Item?

  • Reusable medical equipment lent to wards (e.g., pulse oximeters)
  • Devices temporarily given to technicians (e.g., thermometers)
  • Consumables given out under the condition of return or restocking

๐Ÿ“Š Summary Inventory Panel (Borrow Mode)

When no borrowing record is selected, the Summary Inventory Panel appears and gives key insights.

Metric What It Shows
Total Borrow Records Number of borrow transactions in the selected period
Total Items Borrowed Quantity of items borrowed
Total Items Returned Quantity of borrowed items returned
Items Still Outstanding Quantity of items yet to be returned (auto-calculated)

๐Ÿ” Filters and Search Options

The dropdown filter helps you quickly find records. Options include:

  • Item Filter (Default): Focus on borrow records for a specific product. Selecting this activates an autocomplete search box. The list and summary panel update to show activity for that item only.
  • Customer Filter: View borrow records linked to a specific patient, department, or user. Helpful for checking whatโ€™s still outstanding per person.
  • Status Filter: Show only Active, Fully Returned, or Overdue records.
  • Date Filter: Narrow results to Today, This Week, Last Month, or a custom range.

โœ… The summary panel and list update dynamically based on these filters.


๐Ÿงฐ Example Use Case: Return Reconciliation

  1. You want to check how many borrowed thermometers havenโ€™t been returned this month.
  2. Go to Borrowing & Returns Page
  3. Filter by: โ€œThis Monthโ€
  4. Review:
    • Borrowed: 18
    • Returned: 13
    • Outstanding: 5
  5. Click on the relevant borrow record to process a return or follow up

๐Ÿ” Embedded Bill Tools for Borrowed Items

The page-bill component provides a return-friendly workflow thatโ€™s unique to this page.

๐Ÿ”™ Returning Borrowed Items

When you open a borrow record:

  • Each borrowed item is listed with its original quantity
  • You can click Return on any item
  • Return part of the quantity or the full amount
  • The system updates the outstanding count
  • All returns are tracked under the Refunds / Return section

๐Ÿงฐ Example:

  1. A technician borrowed 5 BP cuffs. Only 3 are returned today.
  2. Search and open the borrow record
  3. Click Return on โ€œBP Cuffโ€
  4. Enter: Quantity = 3
  5. System updates the status
  6. 2 still appear as outstanding

๐Ÿ“„ Timeline, Comments, and Return History

  • Every return action is logged in the Timeline
  • You can add comments (e.g., โ€œ1 item damaged, 1 not returnedโ€)
  • You can print a Return Confirmation Slip
  • You can see who processed each return and when

๐Ÿงพ Use Case: Finalizing a Full Return

  1. A ward returns all borrowed items.
  2. Open the original borrow bill
  3. Click Return on each item until quantities match
  4. The record now shows quantity borrowed = quantity returned
  5. System highlights that the borrow has been fully resolved

๐Ÿ”„ Use Case: Partial, Repeated Returns

You can return items over multiple days. Each return is tracked separately.

  • Day 1: Borrowed 10 stethoscopes
  • Day 3: Returned 4
  • Day 6: Returned 6 โžก๏ธ Final status shows 10 returned, borrow complete

๐Ÿ“ท Barcode Scanning to Recall Borrow Record

If you printed a borrow slip with barcode, you can:

  • Use the scanner to recall the borrow record instantly
  • View it in full
  • Process returns without searching by name or item

๐Ÿง  Best Practices

  • Always use the return button (donโ€™t manually adjust quantities!)
  • Use comments to note damage or special cases
  • Export monthly reports to see total items borrowed vs returned
  • Use this page as part of routine equipment audits