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This page was created for VetView 3.3 and was updated to reflect changes in VetView 4.0 2 on 53/1119/20232024.

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Inventory On Hand tab

The 'Inventory Search' screen → 'Inventory on Hand ' tab  has has two sections:

  1. Search Criteria

  2. Search Results

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Search Criteria Section

This section provides the ability to search for Inventory On Hand - the actual inventory that should be physically located in a given location.

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List of Search Criteria Fields

Mfr

The Manufacturer is the organization that produced the Product or Inventory, and is one of the 'Unique Inventory Attributes'.

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Product Field

  • The 'Product' field is a smart search that provides the ability to enter the Product Line, Product Sequence Number, Vendor Product Code, Alternate ID, Synonym, and/or part of the VetView Product Name, or the Vendor's Product Name.

  • As characters are typed, a short list of Products will be presented for selection.

  • The typed characters are compared to the Product Name, Code, Alternate IDs, Synonyms; and, Vendor's Product Code, and Name.

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Field

Description

Product Fields

Search for a product based on the Line and Sequence number, or search based on the name in the Description field. The Description field is a “smart search” box and can handle key words, synonyms, and numbers within the product name.

 Inventory Area

  • A logical or large physical area of the Hospital where Inventory may be stored and used

;

  • , such as, Pharmacy,

Radiology, Oncology, Large Animal Hospital,

  • ICU, Main Warehouse, etc

.

  • Inventory Areas are further divided into Physical Locations, called 'Inventory Locations', where one or more Inventory Items may be found.

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     Location Filter

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    • . These may also be referred to as “zones.” Inventory Areas belong to Hospital Units / Service Areas.

    • An inventory area can be set as a “storage” - meaning items can actually be stored there - or they can be left as non-storage. Non-storage areas are for organizational purposes.

    • Selecting an Inventory Area will search all locations within that area.

    Inventory Location Filter

    An optional child partition (sub zone) of an Inventory Area. These Inventory Locations are independent of the rest of the Hospital Unit hierarchy and belong only to their parent Inventory Area. Selecting a location will change the Search Results to only display the items in that location.

    Expiration Date

    The Expiration Date refers to a date, that may be associated to each Inventory Item, and indicates when the Inventory Item will expire

    , thus should be taken out of Inventory.

  • The Expiration Date is entered by the User from a number of screens, and is one of the 'Unique Inventory Attributes'.

  • A range of dates may be used to find Inventory with an Expiration Date within the date range.

    •  

     

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    . This number is generally supplied by the manufacturer. You can use a generic expiration date for the product if none was provided for stock rotation purposes based on your hospital’s policies.

    Lot

    • The Lot Number is an identifier that may be associated with an

    Inventory Item, and is one of the 'Unique Inventory Attributes'.

  • Inventory Items may be located by their Lot Number.

  • If using the Lot Number to location Inventory Items, the complete Lot Number must be used - partial search is not allowed.

  • The manufacturer’s Lot Number which pinpoints the production batch from which the Inventory originated.

    • inventory item, usually in conjunction with a serial number. This number will be supplied by the manufacturer.

    • When product recalls occur, the Product is usually referenced by the Serial Number and/or Lot Number.

    Serial

    The Serial Number is an identifier that may be associated with an Inventory Item

    , and is one of the 'Unique Inventory Attributes'.

  • Inventory Items may be located by their Serial Number.

    • If using the Serial Number to location Inventory Items, the complete Serial Number must be used - partial search is not allowed

    . It is almost always associated with a Lot Number.

    NDC

    • The National Drug Code (NDC) is an identifier that may be associated with an Inventory Item,

    and is one of the 'Unique Inventory Attributes'.

  • Inventory Items may be located by their NDC.

    • usually a pharmacy item.

    • If using the NDCto

    location

    • locate Inventory Items, the complete NDC must be used - partial search is not allowed.

    • The 10-digit NDC will be in one of the following configurations: 4-4-2, 5-3-2, or 5-4-1, meaning that there are 4 or 5 digits for the labeler code, 4 or 3 digits for the product code, and 2 or 1 digit(s) for the package code. The FDA maintains a searchable database of all NDC codes on their website.

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    More about National Drug Codes can be found on these websites:

    Mfr

    The Manufacturer is the organization that produced the

    Product or Inventory, and is one of the 'Unique Inventory Attributes'

    product. This field allows for a partial or keyword search in the manufacturer’s name.

    Stock Levels

    Filters that are applied

    to the Search Results

    results based on the

    Inventory Item 'Quantity'

    current stock quantities.

    One of five options are available:

    • All - no restrictions. This is the default on loading the page.

    • In Stock - Quantity is greater than zero and above the PAR level set for the items in this area or location.

    • Below Min Qty - Quantity is below

    the 'Minimum Stock Quantity' for the Product in the Inventory Location.

    • the value for minimum set at the PAR level for the item in this area or location.

    • Out of Stock - Quantity is exactly equal to zero.

    • Negative Qty - Quantity is less than zero. This is usually a result of older data, such as an area that hasn’t had a recent Inventory Count, but can also be caused by automated inventory transactions such as those from controlled drug machines or a custom API interface.

    Search Button

    The 'Search' button uses the selected search criteria to populate the 'Search Results' section.

    An image of the Search ButtonImage Removed

    Applies the selected filters and loads a list in the Search Results section below.

    Reset Search

    The

    '

    Reset Search

    '

    button clears all of the fields in the

    '

    Search Criteria

    ',

    and

    '

    Search Results

    '

    sections

    .

    An image of the Reset Search button.Image Removed

    Search Results Section

    This section provides the list of Inventory on Hand after the Search Criteria is executed.

    ...

    ...

    The Search Results display as a menu bar followed by a series of rows of items that match your selected critiera. The Line-Seq, Product, and Inventory Areas columns can be sorted.

  • The 'Line-Seq' column displays the VetView Product Line Number and Sequence Number separated by a '.' (period).

    • The Search Results can be sorted by this column

    Button or Column Name

    Description

    Add Inventory Button

    • The 'Add Inventory' button provides access to the 'Add / Edit Inventory' dialog.

    • (Refer to 'How to Add Inventory' link)

    Print List Button

    Line-Seq

    Menu bar item for search results. Opens the Add New Inventory window.

    Print List Button

    Menu bar item for search results. Opens a PDF of the Inventory On Hand Report.

    Line-Seq

    The Line and Sequence number of the item on this row.

    Product

    The

    '

    Product

    ' column displays the VetView Product Name.The Search Results can be sorted by this column

    Inventory Location

    Minimum Quantity

  • The Minimum Quantity (also known as the Par Value) to be held in Inventory for a Product and Inventory Area (Hospital Unit).

  • The 'Minimum Stock Quantity' for each Product is configured for the Inventory Location, via the 'Edit Product Minimum Quantity by Inventory Location' dialog on the following screens (the functionality provided by this tab is the same on either screen):

    • (Refer to the 'How To Edit Minimum Quantity' section on the 'Purchase Order Details screen in 4.0' wiki User Guide page.)

    Name for the item on this row.

    Inventory Area

    • A logical or large physical area of the Hospital where Inventory may be stored and used; such as, Pharmacy, Radiology, Oncology, Large Animal Hospital, Main Warehouse, etc.

    • Inventory Areas are further divided into Physical Locations, called 'Inventory Locations', where one or more Inventory Items may be found.

    The parent location (zone) for the Inventory item on this row, usually associated with a hospital unit or service area. Inventory Area can be a storage place in itself, or it may be a parent to smaller Inventory Locations (sub zones.)

    Inventory Location

    The child location (sub-zone) associated with the item on this row. This is an optional field, and not every item will have a location.

    Pending Quantity

    Any outstanding changes that will be applied to this item in this location, but have not been completed. This applies if there is an Inventory Transfer Request associated with the specific item.

    Expiration

    • The Expiration Date refers to a date, that may be associated to each Inventory Item, and indicates when the Inventory Item will expire, thus should be taken out of Inventory.

    • The Expiration Date is entered by the User from a number of screens, and is one of the 'Unique Inventory Attributes'.

    Lot

    • The Lot Number is an identifier that may be associated with an Inventory Item, and is one of the 'Unique Inventory Attributes'.

    • Inventory Items may be located by their Lot Number.

    • The manufacturer’s Lot Number which pinpoints the production batch from which the Inventory originated.

    • When product recalls occur, the Product is usually referenced by the Serial Number and/or Lot Number.

    Serial

    • The Serial Number is an identifier that may be associated with an Inventory Item, and is one of the 'Unique Inventory Attributes'.

    • Inventory Items may be located by their Serial Number.

    NDC

    Mfr

    The Manufacturer is the organization that produced the Product or Inventory, and is one of the 'Unique Inventory Attributes'.

    Stock Level

     The Stock Levels radio buttons allow you to search for results based on the current quantities. Options include

    Search Button

    The 'Search' button uses the selected search criteria to populate the 'Search Results' section.

    Reset Search Button

    The 'Reset Search' button clears all of the fields in the 'Search Criteria', and 'Search Results' sections.

    Inventory Menu

    The Inventory Menu on this screen is the same as all other screens added in VetView 3.3 and 4.0.

    Inventory Context Menu

    How Tos and Additional Details

    Workflows for Inventory Management are explained at How-To Guide Guides for Inventory Managers (4.0)

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