Inventory Management · August 20, 2026
eRaktKosh Stock Entry: Reconcile Before You Submit
Reconcile your eRaktKosh stock entry at one cut-off time. Identify every unit physically present, match it to one row in your internal register and portal working list, then compare its unit identifier, component, blood group and status. Investigate every exception before submission, and never change a source record merely to make the totals agree.
Start with unit identifiers rather than aggregate totals. Two opposite errors can cancel each other out, leaving the total apparently correct while one unit is missing and another is counted twice.
The eRaktKosh stock workflow uses unit and inventory details for blood-stock reporting.1 If you need the screen-level reference first, use the eRaktKosh data entry fields guide. The control below answers the next question: whether those entries match the stock in your centre.
Build three stock views at the same cut-off
Choose a cut-off time before counting. Pause stock movements where your workflow permits it. If collection, issue or transfer must continue, write each movement after the cut-off into a temporary log so that you can separate it from the stock being reconciled.
Prepare these three views:
- Physical view: every unit actually present, including units kept in reserved, held or segregated locations.
- Internal view: the unit-level inventory report or master register as it stood at the cut-off.
- eRaktKosh view: the current portal entry, upload file or portal-facing report prepared for the same cut-off.
Schedule F Part XIIB, section L lists master records for blood and components, the issue register and records of components supplied among the records your centre must maintain. It says the listed records must be kept for five years.2 Rule 122G makes maintenance of the records and registers specified in Schedule F Part XIIB and XIIC a condition of the blood centre licence.3
Use those controlled records to explain the physical stock and prepare the portal update. A corrected eRaktKosh total cannot repair a missing issue entry or an unrecorded component transfer in your centre’s own trail.
| Field | Physical check | Internal record | eRaktKosh check |
|---|---|---|---|
| Unit identifier | Exact label identifier | Exact master-record identifier | Exact portal-facing identifier |
| Component | Component shown on the unit label | Component in the master record | Component selected or reported |
| Blood group | Group shown on the approved label | Group in the controlled record | Group selected or reported |
| Status | Location and physical segregation | Latest recorded movement or disposition | Current reported status |
Do not count a unit as available simply because it is inside the refrigerator. Its physical location, latest recorded transaction and reported status must describe the same position.
Investigate mismatches one unit at a time
Work in a fixed order: set the cut-off, match unit identifiers, compare the three attributes, trace the latest stock movement and review the corrected portal view. An unresolved discrepancy leaves this sequence and follows your centre’s exception and escalation process.
Mark each row as matched, missing, duplicated or mismatched. This gives the reviewer a finite exception list instead of asking them to compare three large totals again.
| Mismatch | Inspect first | Correction principle |
|---|---|---|
| Physical unit only | Master record, component preparation, transfer receipt | Record or correct the missing source transaction |
| Internal record only | Issue, discard, return, transfer and count records | Confirm the movement or repeat the physical search |
| eRaktKosh entry only | Previous submission and later stock movements | Correct the portal-facing value from validated records |
| Component mismatch | Unit label, separation record and master record | Resolve the component at source before updating dependent entries |
| Blood-group mismatch | Approved grouping record, label and master record | Resolve the transcription against the authorised record |
| Status mismatch | Latest reservation, hold, issue, transfer or discard event | Update the stale status while preserving the event trail |
| Duplicate identifier | Label, receipt, reprint and master records | Identify the genuine unit and correct the duplicate under your SOP |
For a component mismatch, follow the component separation record back to the parent unit and resulting components. When stock arrived from or left for another state, the inter-state stock transfer records should explain the physical movement and both centres’ entries.
Treat status as a controlled mapping
If your internal system and the current eRaktKosh workflow use different status words, maintain an approved mapping between them. Keep operationally different positions separate. A reserved or held unit should not become available in the portal-facing view merely because that makes the count balance.
Trace status from the latest valid event. A unit on an available rack while the register says issued may indicate a missed handover, an unrecorded return, a stale status or a counting error. The event records decide which entry needs correction.
Correct the source trail before the portal value
Preserve the mismatch before making a correction. Record the unit identifier, the three conflicting values and the cut-off time, then work through these steps:
- Find the latest valid collection, preparation, reservation, issue, return, discard or transfer event.
- Identify the earliest point where the physical unit and recorded trail diverged.
- Correct that point using the access controls and correction procedure in your SOP.
- Regenerate the internal stock view instead of typing over the reconciliation sheet.
- Refresh or correct the eRaktKosh-facing entry from the validated stock position.
- Compare the unit identifier, component, blood group and status again.
Do not edit an approved source result because two later screens agree with each other. Record the reason for each correction, the value before and after it, the supporting record, and the operator and reviewer responsible.
Repeated manual re-entry often creates the same exception again. The eRaktKosh integration guide explains how to reduce separate transcription points, while the list of common inventory management mistakes helps you identify where duplicate and delayed entries enter the process.
If your centre uses RAKT, run this review at the eRaktKosh reporting hand-off. Software can produce the portal-facing view from unit transactions, but your centre still has to verify the physical count and resolve exceptions.
Run control totals before submission
Once every unit-level exception has been investigated, calculate control totals in four ways:
- total units by component;
- blood-group totals within each component;
- totals by status; and
- count of missing, duplicated or unresolved unit identifiers.
The first three totals should agree across the reconciled physical, internal and eRaktKosh views. The unresolved-exception count should be zero, or each remaining row should be formally escalated under your centre’s SOP before the responsible officer decides how to proceed.
Have the reviewer sample individual identifiers instead of signing only the grand total. They should be able to start from an eRaktKosh-facing row and retrieve the matching internal record and physical unit, or the recorded movement explaining why the unit is no longer present. This is the same unit-level principle used for donor-to-recipient traceability.
After submission, retain the timestamped comparison, exception list, correction notes and reviewer sign-off according to your approved record-control SOP. Your next reconciliation should begin from that accepted position, not from a fresh spreadsheet with no link to the previous update.