Purpose Statement

This article explains how to receive medication inventory into Med Supply or a Med Kit. The Receive workflow allows users to document incoming inventory from a pharmacy vendor, assign medications to the appropriate Med Kit and pouch or Med Supply, capture applicable medication details, attach supporting documentation, and complete the transaction using the agency's signature process.

When receiving inventory into a Med Kit, pouch configuration and optional Par and Min values help direct medication to its intended location and provide personnel with visibility into the resulting inventory status.

Background Information

Medication receiving can be initiated from either Med Supply or Med Kits, depending on the user's permissions. Although the workflow can be started from a Med Kit, the destination can be changed while documenting the received medication.

The Source used during receiving is selected from pharmacy vendors configured in the agency's Vendor Directory. At least one vendor with the Vendor Type set to Pharmacy is required to complete a Receive event.

Medication Forms available during receiving are pulled from Medication Setup. Users with the appropriate permissions can access Medication Setup from the Receive workflow to add or manage a Medication Form when necessary.

A single Receive workflow can include multiple Medication Forms and multiple groups of the same Medication Form. Groups allow inventory to be separated by destination, pouch, expiration date, lot number, quantity, and other applicable inventory details.

When receiving into a Med Kit, the system uses the Med Kit's pouch-level Medication Form configuration to help determine the destination pouch. This allows agencies to replenish medication where it is expected to be stocked and maintain pouch-level inventory records for medication events and reporting.

A Medication Form with a current quantity of 0 may remain visible on the Med Kit Overview when it is configured for the Med Kit. Because there is no physical inventory available, it cannot be selected from the Med Kit as inventory for actions that require existing medication. However, the Receive workflow can be used to add new inventory to that Medication Form and pouch.

The Receive workflow can also be combined with additional supported medication actions as part of a Multi-Action Workflow, allowing related inventory transactions to be documented together before completing the final signature process.

Required Permissions

Users must have the applicable permissions for the functions they need to perform:

• Receive Medications — Required to perform the Receive workflow.
• Med Supply access — Required to access Med Supply directly.
• Med Kits access — Required to access applicable Med Kits.
• Medication management permissions — Required to use Add Medication Form and create or manage Medication Forms in Setup.

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Medications Par Management

Par management allows agencies to organize medication inventory at the pouch level within Med Kits and optionally configure Par and Min quantities for Medication Forms.

Par represents the configured stocking level for the Medication Form within the pouch. Min represents the configured minimum inventory threshold.

During receiving, this configuration helps determine where incoming medication should be placed within the selected Med Kit. When a Medication Form is configured within a pouch that requires replenishment, the Receive workflow can prefill that pouch as the destination. If the Medication Form is not configured for an applicable pouch or the configured location does not require replenishment, the Med Kit's Default location may be populated instead.

Always review the destination before saving the medication entry.

Medication cards use the current inventory-status logic:

• Red — Restock Needed: Available quantity is below Min.
• Yellow — Monitor: When both Par and Min are configured, available quantity is at or above Min and at or below Par.
• Yellow — Monitor when Min is not configured: Available quantity is at or below Par.
• Light Gray — Well Stocked: Available quantity is above the applicable monitoring threshold.
• Light Gray — Min only: When Par is not configured, inventory that is at or above Min does not enter a yellow Par-monitoring range.
• Light Gray — No thresholds configured: The medication card appears light gray when neither Par nor Min is configured.

When both Par and Min are configured, inventory equal to Min remains yellow. The red Restock Needed condition begins only when available inventory drops below Min.

Receiving medication recalculates the inventory status based on the resulting quantity. A Receive can therefore move a Medication Form from red Restock Needed to yellow Monitor or light gray Well Stocked.

Agencies may also configure a Critical Low Stock notification. This notification applies when inventory drops below Min and the low-stock condition is not corrected as part of the applicable medication workflow.

Step-by-Step Guide

1. Navigate to Med Supply or Med Kits

The Receive workflow can be initiated from either Med Supply or Med Kits.

To receive from Med Supply:

• Open the Medications module.
• Select Med Supply.
• Select Receive.

To receive from a Med Kit:

• Open the Medications module.
• Select Med Kits.
• Select the applicable Med Kit.
• Select Receive.

• The availability of these options depends on the user's permissions.

2. Select the Source

Select the Source for the incoming medication.

The Source list is populated with vendors from the agency's Vendor Directory that have the Vendor Type set to Pharmacy.

Select the Pharmacy vendor supplying the medication.

3. Add a Medication

Select Add Med.

The Add Med window displays the Medication Forms available from Medication Setup.

Use the list or search function to locate the Medication Form being received.

4. Add a Medication Form if Needed

If the required Medication Form is not available and you have the appropriate permissions, select Add Medication Form.

Medication management opens in a new tab, where authorized users can add or manage Medication Forms.

5. Review the Destination Location

After selecting a Medication Form, review the populated Location.

When the Receive workflow is initiated from a Med Kit, the system may automatically populate the applicable Med Kit and pouch based on the Medication Form's pouch configuration and current stocking status.

If the configured pouch requires replenishment, the medication may be directed to that pouch. If the Medication Form is not configured for an applicable pouch or the configured location does not require replenishment, the Med Kit's Default location may be populated.

Use the available Location and pouch selections to change the destination when necessary.

A Medication Form does not need to contain current inventory to receive medication. A configured Medication Form showing quantity 0 can be replenished by receiving inventory into its applicable Med Kit and pouch.

6. Enter Medication Details

Complete the applicable inventory information for the Medication Form.

Fields may include:

• Expiration Date
• Lot #
• Location
• Pouch, when receiving into a Med Kit
• Quantity
• Serial Number, when applicable

Required fields depend on agency and Medication Form configuration. Required fields are identified in the workflow.

Expiration dates can be selected using the date controls or entered directly.

7. Enter or Generate Serial Numbers

When the selected Medication Form requires serial numbers, provide the required serial number for each applicable unit.

Depending on agency configuration:

• Enter an existing medication serial number manually.
• Use Generate when automatic serial-number generation has been configured.

When multiple units are received, provide the required serial numbers for the applicable quantity.

Automatically generated serial numbers follow the configuration established for the Medication Form and the agency's Medication Setup.

8. Add Additional Groups for the Same Medication

Select Add Group when the same Medication Form needs to be received with different inventory details or destinations.

For example, use separate groups when inventory has:

• Different destinations.
• Different Med Kits.
• Different pouches.
• Different expiration dates.
• Different lot numbers.
• Different quantities or other applicable inventory details.

Each group can be configured independently.

This allows part of a medication shipment to be placed directly into a Med Kit while the remaining quantity is received into Med Supply.

When Med Supply is selected as the destination, pouch selection does not apply because Med Supply does not use Med Kit pouches.

Use the Trashcan icon to remove an unnecessary group.

Select Save when the Medication Form and all applicable groups are complete.

9. Review the Receive List

After saving, the Medication Form is added to the Receive list.

Review the list as a summary of the inventory being received during the transaction.

From here:

• Select Add Med to add additional Medication Forms.
• Edit an existing entry when changes are required.
• Remove an incorrect entry.
• Review all destinations, pouches, and quantities before completing the Receive workflow.

10. Add Attachments

Select the Attachment option to add supporting documentation to the medication event.

Depending on the device, users can:

• Upload a file from the device.
• Upload an existing photo.
• Use the device camera to capture a photo when camera access is available.

Supporting documentation may include delivery paperwork, an invoice, or other records required by agency policy.

After adding the applicable attachment(s), select Save.

Accepted attachment formats and limits include:

• JPEG
• PNG
• PDF
• Maximum of 5 files
• Maximum size of 15 MB per file

11. Add Another Medication Action (Optional)

Use the Action dropdown to add another supported medication action to the workflow.

For example, a user may:

• Receive medication into Med Supply and then Transfer it to a Med Kit.
• Receive inventory and then document a Removal for damaged medication.
• Add a Count as the final action when applicable.

This allows related medication events to be completed within one Multi-Action Workflow and finalized through one signature process.

12. Review the Receive Transaction

Before completing the workflow, verify:

• Source Pharmacy vendor
• Medication Forms
• Destination locations
• Pouch assignments, when applicable
• Quantities
• Expiration dates
• Lot numbers, when applicable
• Serial numbers, when applicable
• Attachments
• Any additional medication actions

Confirm that the documented transaction matches the physical inventory received.

When replenishing a Medication Form that was previously at quantity 0 or below Min, verify that the inventory was assigned to the physical pouch where it will be stored.

13. Sign and Finish or Complete and Sign Later (if Available)

Select Sign and Finish to proceed through the agency's configured signature process and finalize the Receive workflow.

Signature requirements vary according to agency configuration.

Once the Receive is completed, the new inventory is reflected in the selected destination and the applicable Med Kit Par and Min status is recalculated.

Depending on agency configuration and permissions, Complete and Sign Later may also be available.

Selecting Complete and Sign Later completes the inventory transaction immediately. The received inventory is reflected in the applicable Med Supply or Med Kit, including updated pouch-level Par and Min status.

The event is then added to the user's Pending Signatures and must be signed later.

14. Review the Resulting Inventory Status

When receiving directly into a Med Kit, consider how the received quantity affects the destination pouch.

When both Par and Min are configured:

• Inventory above Par displays light gray.
• Inventory at or below Par but at or above Min displays yellow.
• Inventory below Min displays red Restock Needed.

Inventory exactly at Min remains yellow.

For example, receiving one unit into a Medication Form with Par = 2, Min = 1, and a current quantity of 0 changes the quantity to 1. The medication moves from red Restock Needed to yellow Monitor.

Receiving another unit changes the quantity to 2, which remains yellow because inventory is at Par.

Receiving enough inventory to exceed Par changes the medication card to light gray.

Best Practices

• Begin the Receive workflow from the intended Med Kit when receiving directly into a kit to help populate the appropriate destination.
• Verify that a Pharmacy vendor is configured before personnel need to complete Receive events.
• Always verify the Med Kit and pouch before saving inventory, even when the destination is automatically populated.
• Configure Medication Forms within the pouches where they are physically stocked to support accurate receiving behavior and pouch-level reporting.
• Remember that Medication Forms at quantity 0 can be replenished through Receive, even though no physical inventory exists to select for inventory-removing actions.
• Use Par as the configured stocking level and Min as the threshold below which Restock Needed begins.
• Remember that inventory at Min remains yellow when both Par and Min are configured. Red Restock Needed begins when inventory falls below Min.
• Use Receive to replenish medications displaying Restock Needed when the incoming medication is being received from a Pharmacy vendor.
• Verify expiration dates, quantities, lot numbers, and serial numbers against the physical medication before completing the transaction.
• Use Add Group to separate inventory with different destinations, pouches, expiration dates, or lot numbers rather than combining dissimilar inventory into one entry.
• Receive inventory into Med Supply when it will be centrally stored and later distributed through Transfer.
• Use a Multi-Action Workflow when Receive and another supported medication action are part of the same transaction.
• End a Multi-Action Workflow with a Count when a Count is required.
• Attach supporting delivery documentation when required by agency policy.
• Resolve Pending Signatures according to agency policy when using Complete and Sign Later.

Troubleshooting & FAQs

Why can't I complete a medication Receive event?

Verify that at least one vendor exists in the Vendor Directory with the Vendor Type set to Pharmacy. A Pharmacy vendor is required to complete a Receive event. Also verify that you have the applicable Receive and location permissions.

Why doesn't my vendor appear when receiving medications?

Confirm that the vendor was saved successfully and its Vendor Type is set to Pharmacy. Vendors with other Vendor Types do not appear as Pharmacy sources during medication receiving.

Why can't I receive medication into a Med Kit?

The available Receive options and destinations depend on your permissions. Verify that your user role has access to the applicable Med Kit and Receive functionality.

Why don't I see Add Medication Form?

The option is permission-based. Users who do not have permission to add or manage Medication Forms in Setup will not see Add Medication Form.

What if the medication itself is not available in Medication Setup?

Contact your Client Success Manager or submit a Support ticket to request that the medication be added to the available medication library.

Where does the Source list come from?

The Source list is populated from vendors in the Vendor Directory whose Vendor Type is configured as Pharmacy.

Why is the Location already populated?

When Receive is initiated from a Med Kit, the system uses that Med Kit as the initial destination and may use the Medication Form's pouch configuration and current stocking status to populate the applicable pouch.

Why did the system select the Default location instead of the pouch I expected?

The Default location may be populated when the Medication Form is not configured for an applicable pouch or the configured pouch does not require replenishment. Review and change the pouch before saving when necessary.

Can I change the destination after starting Receive from a Med Kit?

Yes. Starting from a Med Kit does not lock the medication to that destination. Select the appropriate location and pouch while documenting the Medication Form.

Can I receive medication into a Medication Form that currently shows zero?

Yes. A configured Medication Form can remain visible on the Med Kit Overview at quantity 0. Use Receive to add incoming inventory to the appropriate Med Kit and pouch.

Why can't I select the zero-quantity medication card itself for an action?

There is no existing physical inventory associated with the Medication Form at quantity 0. It remains visible for inventory awareness but is unavailable for actions that require existing medication. Receive or Transfer inventory into the applicable pouch to replenish it.

Can I receive medication into more than one location in the same workflow?

Yes. Use Add Group to create separate entries for the same Medication Form. For example, part of a shipment can be received into a Med Kit while another quantity is received into Med Supply.

Why don't I see a pouch when I select Med Supply?

Pouches apply to Med Kits. Med Supply does not use Med Kit pouch configuration.

When should I use Add Group?

Use Add Group when the same Medication Form needs separate entries because of different destinations, pouches, expiration dates, lot numbers, quantities, or other inventory details.

Why am I receiving an error for the expiration date?

Verify that the expiration date is valid and is not in the past. A past expiration date generates an out-of-date error.

Why am I required to enter serial numbers?

Serial-number requirements are determined by the Medication Form and agency configuration. When serial numbers are required, provide the applicable values manually or use Generate when automatic generation is configured.

Can I receive medication that is below Min directly into its configured pouch?

Yes. When the Medication Form is configured for the pouch and requires replenishment, the Receive workflow can populate that pouch as the destination. Always verify the destination before saving.

Why is a medication still yellow after I receive enough inventory to reach Min?

This is expected. When both Par and Min are configured, inventory exactly at Min remains yellow. Red Restock Needed applies only when inventory is below Min.

When does receiving clear Restock Needed?

Once the resulting inventory is no longer below Min, the red Restock Needed condition clears. The medication may display yellow or light gray depending on the resulting quantity and its Par configuration.

Can receiving inventory cause the card to become light gray?

Yes. When the resulting inventory exceeds the applicable Par monitoring range, the medication card displays light gray.

What happens if Par is not configured?

There is no yellow Par-monitoring range. Min can still determine whether inventory is below the Restock Needed threshold. If neither Par nor Min is configured, the medication card remains light gray.

Can I complete more than one medication action in the same workflow?

Yes. Use the Action dropdown to add another supported medication action. For example, medication can be received into Med Supply and then transferred to a Med Kit.

Can I add a Count after Receive?

Yes. A Count can be added as the final action in a Multi-Action Workflow. No additional actions can be added after the Count.

Can I add a Custody Exchange to the Receive workflow?

No. Custody Exchange does not participate in Multi-Action Workflows.

What happens after I select Complete and Sign Later?

The Receive transaction is completed immediately and inventory is reflected in the system, including updated Par and Min status. The signature remains outstanding and the event is added to Pending Signatures.

What happens if I select Close?

The Receive workflow is canceled and unsaved progress is lost.

What attachment types are supported?

The system accepts JPEG, PNG, and PDF files, with a maximum of 5 files and 15 MB per file.