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Comment: Added aggregate inventory information

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Inventory Tab

The Inventory tab allows you to see the current inventory of the item across your facility, as well as add new inventory and new vendors for the product.  

This screen is only visible for items that are classified as Product Types of Inventory, Pharmacy, or Equipment.  Service and Service Fee products will not display an inventory tab. 

Note

If needed, you are able to

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Adjust Inventory here, however it is HIGHLY suggested that if you need to made adjustments to your inventory details, that you do so in the Inventory Reconciliation Screen, as opposed to here.  That screen was designed specifically for reconciliation of inventory counts, so it better guides you through what should be done to report the correct amounts of inventory that are in the various inventory areas and inventory locations of your facility.

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Inventory Definitions Subtab

This tab allows you to add new inventory for a product.  Inventory can also be added through other processes such as the Purchase Order screen, but for a new product that has been created and for which the vendor information has not yet been fully established, it can be added directly on this screen instead.

Inventory Line and Log

Any existing inventory lines will display in the Inventory Definitions section.  If you expand a line, it will display a log that shows all the activity performed against that inventory from the time it was added.  Prescriptions and Orders are links.  Use CTRL+Click to open these links in a new tab if you need to review them further. 

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Add Inventory

Clicking on the Add Inventory button will open a small pop up window where you can add new inventory for the product.

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FieldDescription
Inventory LocationA drop down menu of all of the inventory areas that are defined under Hospital Setup.  Inventory of a product can be stored in multiple places, but each placement will need to be entered separately in the log for accuracy.  Under the Inventory Management screens, you can also enter the inventory in one place, then transfer it out to other locations within the hospital, for better tracking and flow.  This screen is best used only for an initial inventory stock of a newly defined product.
Lot NumberThe lot number for the inventory item.  
ManufacturerThe manufacturer of the inventory item.
Serial NumberThe serial number of the inventory item, if it is available.  
Expiration DateThe expiration date of the inventory item.  This may be especially important for perishable products, such as drugs or pet food.
Unit CostThe actual cost to the hospital for this product, not the amount that will be charged to the client after markups and fees are assessed.
Stock QtyThe number and unit for how this inventory item will be stored.  For example, a pharmaceutical product may be in one bottle of 1000 pills.  Or e-collars may be shipped from your vender in a box of 20.   Singular items that have a 1:1 sales to stock ratio would keep the x1 as displayed by default.
Stock Unit AmountFor stock units that store multiples, such as the aforementioned pharmaceutical product, it would be entered a 1 BT x 1000 on this line.  For the ecollars, it would be 1 BX x 20, or if they are labeled for individual retail sale, may instead be shown as 20 BX x 1.  If you have multiple cases, it could be shown as 4 BX x 20 for a total of 80 items in the inventory.
Sales QtyThe total quantity of the inventory item that will be offered for sale as defined by the stock to sales ratio in the equation above. 

After entering all the vender details, click on the Save button to add the inventory for the item.  

Edit Inventory

Changes can be made to inventory lines on this screen.  However, we strongly recommend using the Inventory Reconciliation, as that allows for better tracking and accountability of changes.  Edits to inventory on this screen should be reserved for corrections to the lot, serial number, actual unit cost, etc. 

Select the line you wish to edit, and click on the pencil icon.  Make changes in the Add/Modify Inventory window, and then click on the Save button.

A line with the changes will appear in the Inventory Log for the item. 

Aggregate Inventory

This feature allows you to combine inventory on a product if certain inventory attributes are the same.

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It will manually check each entry for this product's inventory tables, and collapse them under the following conditions:

  • Manufacturer is the same
  • Location is the same (as in the above example)
  • Lot number is the same or not present

You will receive a warning that this process may take some time, as collapsing the tables is a multi-step process.

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If successful, a toast message will appear in the bottom left corner of the screen.

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Inventory in different storage locations will not be affected.

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If new inventory is added in the same location as one that exists, it will automatically aggregate if the attributes are identical.  

Vendors Subtab

The Vendors Subtab allows you to associated vendors that are pre-defined in your system (via the Vendor Setup Screen) with this inventory item.  When you first add an item to the system, none of these links will exist, but you can add them, modify them, and set a default vendor for the product on this screen.

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Add Vendor

To link a vendor, click on the Add Vendor button.

The Vendor Product Details window will open.

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FieldDescription
Vendor ListA drop down menu of all the vendors previously defined under the Vendor Setup Screen
ContractA list of contracts available for the selected vendor, if applicable
Product #The product identifier used by the vendor for reordering purposes
Product NameThe product name as it is used by the vendor for reordering purposes
SalesThe price of the product for resale, e.g. 1 box or 1 tablet.  Recycles the sales unit from the Product Details tab
StockThe price and unit of the product as it is stored in inventory, such as one bottle or one case.  The ratio of sales to stock is in the field just above the stock line on this window.
OrderThe price and unit of the product as it must be ordered, such as a case of 10 bottles, twenty boxes of gloves in a large box, or one palette containing 100 rolls. The ratio of stock to order is in the field next to Stock.
ManufacturerThe manufacturer that supplies this product to the vendor
CommentsAny additional information about this product's relationship to the vendor that may be useful

Once you have completed the Vendor product details, click on the Save button to create the association.

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Edit Vendor

To edit a vendor, select the line you want to edit.  It will turn blue.  Then click on the Edit pencil to open the Vendor Product Details window again.

Use this screen to make any changes to the prices on this product that the vender is offering.

Changes to the vendor itself must be made under the Vendor Setup screen. 

Set As Default

The first time you open the Vendors tab, you may see a toast message warning you that no default vendor has been set.

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To set a default vendor, select the line that contains the vendor you want to make as the default.  The line will turn blue to indicate it was chosen. Then click on the Set As Default button.  

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 You'll get a pop up window confirming that you want to set the default.  Click on OK, and then the selected vendor's name will become bolded, and you the warning toast message will disappear.

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Default vendors can be changed at any time, if your supply chain changes. 


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Setup & Admin Guides
Setup & Admin Guides
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