Recording a dose given earlier (paper entry)

Sometimes drops are given from a paper register and typed into the system later, for example when the internet was down on the day. The Recording a dose given earlier (paper entry) checkbox is for exactly that. This page is for health workers and site admins doing the catch-up typing. On a normal Prashan day you do not need it.

When to tick it

Tick the box only when both are true:

the dose was actually given on a previous day, and
you are entering it now from paper.

Do not tick it for a child you are dosing today. Do not tick it to “fix” a date on a dose already in the system; a locked session cannot be changed from this form.

Where it is

The box is on the screening step of the dose form, under the batch code, in an amber panel. Its help text reads: Tick only if this dose was given on a previous day and is being entered now. You’ll choose the actual dose date below. It only appears when the child is not excluded, because an excluded child receives no dose.

Entering a paper dose

Open the camp day the dose belongs to from the Dashboard, and find the child as usual (Finding the child).
Fill in the screening values from the paper sheet and pick the accompanying guardian. See Step 1: Screening.
Choose the Batch Code if the day has several. The dose date choices depend on it.
Tick Recording a dose given earlier (paper entry). A Dose date dropdown appears.
Pick the dose date. Press Next: Prashan →.
On the Prashan step tick Guardian Informed and press Complete Dose. See Step 2: Giving the dose.

The dose date choices

A batch is used within a day of being prepared, so a dose from it can only have been given on one of two days. The dropdown offers exactly those:

batch prep date — the day the batch was prepared;
next day — the day after.

Each option shows its date in yyyy-mm-dd (AD) form. The option that is today is marked (today). An option after today is marked (tomorrow — not valid).

When you tick the box the dropdown is set for you: today if today is one of the two options, otherwise the latest option that is not in the future. Check it against the paper sheet and change it if the sheet says otherwise.

If the dropdown is empty and says Select a batch code first to choose a dose date, choose the batch above and the dates will appear.

A future date is refused

If you pick a date after today, a red note appears under the dropdown:

That date is tomorrow. A dose cannot be recorded for a day that has not happened — pick today (or the day the dose was actually given).

Next: Prashan stays disabled until you change it. If a future date reaches the server anyway, it is refused with Dose date cannot be in the future. Pick today or the day the dose was actually given. and nothing is saved.

Today is worked out in Nepal time, not the device’s clock zone, so a morning camp is never treated as “yesterday”.

What is saved

Exactly what Complete Dose always saves (Step 2: Giving the dose), with two differences:

the dose record carries the date you picked instead of today’s date;
the dose session is flagged as a paper entry.

The session still belongs to the camp day you opened, and the report for that camp day counts the child as dosed there.

How paper entries appear

Camp-day report (Admin → Camp Days → Reports): the child is counted in Dosed Participants, Total No. of Drops, gender and age charts and batch usage for the camp day the entry was made under.
Child’s profile and Previous Doses table: the dose shows with its batch and number. The Date column of Previous Doses on the screening step shows when the session was recorded, so for a paper entry it can be later than the dose date on the dose record itself.
Anusuchi reports: the child counts for the camp day and site the session was recorded under, in the same way as a dose given on the day.

Common mistakes

Mistake	What goes wrong	What to do instead
Entering last week’s paper doses under today’s camp day	The report for today shows children who were not there, and last week’s report stays short.	Open the camp day the dose was given on from the Dashboard dropdown, then enter the dose.
Leaving the box unticked for an old dose	The dose record is dated today.	Tick the box and pick the real date.
Ticking the box for a child being dosed now	Nothing breaks, but the flag is wrong on the record.	Leave it unticked on a live Prashan day.
Picking the batch after ticking the box	The date resets to the default for the new batch.	Pick the batch first, then the date, and check it before Next: Prashan.

Remember that the one-dose-per-camp-day rule and the 60-dose cap apply to paper entries as well.

Next: Screened but not dosed.