Inventory Management · August 20, 2026 · Updated August 31, 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.
When one unit appears on the available rack, shows as reserved in your local register and appears as issued in the portal-facing view, treat the three states as evidence rather than votes. Start with the labelled unit, trace the latest valid movement and find the first hand-off at which the state stopped following the evidence.
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. Rule 122G makes maintenance of the records and registers specified in Schedule F Part XIIB and XIIC a condition of the blood centre licence.2
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.
Find the broken hand-off
Follow one mismatched unit from the label towards the portal. Stop at the first point where the evidence changes without a supporting event. Correcting a later view first can hide that broken hand-off while leaving the same error ready to reappear at the next submission.
| Hand-off | Evidence to compare | Question to answer |
|---|---|---|
| Label to physical count | Unit identifier, component, approved label, location and segregation | Did the counter identify the correct labelled unit? |
| Physical count to master record | Count sheet, master record and stock position at the cut-off | Does one internal row account for this physical unit? |
| Source event to local status | Latest reservation, hold, issue, return, discard or transfer record | Did the valid event update the local position? |
| Local status to portal-facing view | Validated internal report, approved status mapping and prepared portal view | Was the local position translated correctly? |
| Portal-facing view to current portal state | Prepared values, retained submission evidence and current portal view | Was the prepared correction submitted and reflected? |
Suppose the unit stands on the available rack, the local record says issued and the eRaktKosh-facing view says available. Retrieve the issue entry before changing either status. A completed handover may mean the physical count used the wrong identifier; a cancelled handover or documented return may mean the local status is stale. If neither event is supported, you have a missing source record that needs escalation rather than a portal-only correction.
Pay particular attention to events around the cut-off. A unit issued after the count belongs in the temporary movement log and can legitimately differ from the frozen stock view. A unit issued before the cut-off should already be explained by the controlled record and the physical position used in that reconciliation.
Portal workflows and local status terms can change. Compare only the values presented by the current eRaktKosh workflow, using your approved mapping and retained submission evidence. Do not guess an unseen portal field or create a new local status solely to force a match.
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.
Preserve the correction trail
Keep the original exception visible after the values agree. Your correction note should let a reviewer reconstruct what you found, which source record settled the discrepancy and who authorised each change.
| Correction-trail item | What to retain |
|---|---|
| Detection | Exception reference, cut-off time and time detected |
| Original mismatch | Physical, internal and eRaktKosh-facing values before correction |
| Supporting evidence | Source record, event reference and actual event time |
| Decision | Cause found, correction required and reason |
| Action | Value before and after each authorised change |
| Responsibility | Operator, reviewer and correction time |
| Closure | Rechecked values and retained submission evidence |
Keep the source event time separate from the time the correction was made. If a return happened earlier but the technician corrected the local status later, both times matter. Replacing the original working list with a clean copy removes the evidence an assessor or reviewer needs to understand the delay.
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.
Escalate mismatches that the records cannot settle
Escalate as soon as the discrepancy moves beyond a correctable transcription or delayed status update. Do not keep changing values while you wait for the three views to agree.
| Escalation trigger | Immediate action | Escalation route |
|---|---|---|
| No controlled record explains the physical unit | Preserve the exception and apply your approved hold or segregation control | Responsible officer and quality process under your SOP |
| Unit identifier cannot be tied to one genuine labelled unit | Stop treating the row as reconciled | Responsible officer for identity and duplicate-record review |
| Blood group or component conflict remains unresolved | Keep the conflicting values and supporting records unchanged | Authorised reviewer under the applicable record-correction SOP |
| Movement is recorded but the unit cannot be located | Repeat the physical trace and preserve movement evidence | Responsible officer and your centre’s deviation process |
| Validated local correction is not reflected in the portal | Retain the prepared values, submission evidence and current portal view | Authorised eRaktKosh administrator or current support channel |
| Submission cut-off arrives with an open exception | List the unit and unresolved reason explicitly | Responsible officer for a documented decision under the SOP |
| The same mismatch recurs across units or operators | Review access, timing, mapping and repeated transcription points | Quality review of the failed hand-off |
An internal escalation does not automatically decide whether your centre must notify an external authority. The responsible officer should make that decision from the applicable licence conditions, current authority directions and your approved SOP. Preserve the evidence while that decision is made.
If the validated local trail is complete but the portal continues to show a different state, send the smallest reproducible exception through the current authorised support route: unit identifier, cut-off, expected state, displayed state, correction attempt and retained evidence. Do not alter the source record repeatedly to test whether the portal will accept a different value.
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.