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Inventory on Hand tab

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

  1. 'Search Criteria'
  2. 'Search Results'
  • Inventory Search screen → Inventory On Hand tab: Image Removed
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Search Criteria section

  • This section provides the ability to search for Inventory on Hand.
  • Inventory Search screen → Inventory on Hand tab → Search Criteria section: 

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  • 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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This page was created for VetView 3.3 and was updated to reflect changes in VetView 4.2 on 3/19/2024.

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Table of Contents

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Inventory On Hand tab

The Inventory on Hand tab has two sections:

  • Search Criteria

  • Search Results

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Search Criteria Section

This section is where you can search for Inventory On Hand - the actual inventory that should be physically present in a given location.

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List of Search Criteria Fields

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

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  • , such as, Pharmacy,

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  • ICU, Main Warehouse, etc

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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. 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, 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. 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, usually a pharmacy item.

  • If using the NDCto 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. This field allows for a partial or keyword search in the manufacturer’s name.

Stock Levels

Filters that are applied results based on the 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 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

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

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Search Criteria

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Search Results

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Inventory On Hand Search Results

Search results appear in a list below.   In this example, a search for items with a Negative Qty reveal that items were potentially moved from one location to another without an inventory transfer request, or an Inventory Aggregate was not performed, as there are items that have negative quantities in one location or inventory entry but positive quantities in others.  

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Add Inventory

Click on the Add Inventory button to open a window to adda new line of inventory for an individual item.

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Print List

Click on the Print List button to open a PDF report of the items that matched your search results.  This PDF can be printed and carried to the inventory location as a working list.

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View Sales Unit / View Stock Unit (Switch)

Clicking on the View Sales Unit button will change all the switches from the current setting on the Sales to Stock column over to the Sales unit.

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Once clicked, the button changes to say View Stock Unit.  The switches on each line will change at the same time to display the Sales Unit. 

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Inventory Menu Options

At the end of each row of the Search Results, the Menu Button appears as an icon with three stacked lines.  This button will open up the Right Click menu that is available on this screen.

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Go To Product Setup

This will open up the Product Setup screen for the product on the row where the menu button was clicked.  Press the CTRL key to open this in a new tab. 

Delete Inventory Item

If a row was added by accident or you need to manually consolidate, you can delete the inventory item.

The system will prompt you to confirm the deletion.

Only one row of inventory will be deleted; any other rows of the inventory item will remain in the system until an action is taken directly on them.

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Add Inventory Item

This opens up the same window as the Add Inventory Item button at the top of the Search Results window.

Split Inventory Item

Inventory within a single area can be split after a transfer.  For example, if a quantity of a product sent to a unit will be split between a storage shelf and crash carts, it can be added once at the primary location, and then split to the secondary location.

Click on the Copy icon to transfer the expiration, lot, serial number, and manufacturer to to the next line to preserve it, then change the location to the new one.

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Add Inventory Adjustment

If a product has been lost, damaged, or has expired, it can be adjusted on the fly using the Add Inventory Adjustment window.

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Edit Minimum Stock Quantity

Use this to modify the minimum stock quantities that can be used to trigger the need to reorder the product on the next PO to the vender.

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Add Lot / Serial / Manufacturer / Expiration Date

If information for the stocked item was not entered when the inventory line was added, or the information is incorrect, it can be modified by right clicking and choosing this option.

Enter in the correct information, and then click save. 

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View Pending Transfers / POS

View Transaction Log

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Search Results Section

This section provides the list of Inventory on Hand after pressing the Search button.

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

A “pancake menu” appears at the end of each row to allow for selection of the item using a touch screen.

Button or Column Name

Description

Add Inventory Button

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 Name for the item on this row.

Inventory Area

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, or more of the item has been added to a Stocking list but has not yet been stocked.

Expiration

The Expiration Date is an identifier that may be associated with an Inventory Item. This number is usually provided by the manufacturer, but may also be assigned within the unit for stock rotation purposes.

Lot

  • The Lot Number is an identifier that may be associated with an Inventory Item. These 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. Items may be located by their serial number in the search.

NDC

  • The National Drug Code (NDC) is an identifier that may be associated with an Inventory Item, usually a pharmacy item.

    • If using the NDCto 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. This field allows for a partial or keyword search in the manufacturer’s name.

Stock Levels

Filters that are applied results based on the 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 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

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

Inventory Menu

The Inventory Menu on this screen is the same as all other screens added in VetView 3.3 and 4.0 and later versions. This menu is also known in the system as the “pancake menu” or “hamburger menu” and appears at the end of each row as a series of stacked bars:

An image of the Pancake Menu icon, also known as the Hamburger Menu. It is three black bars of even width stacked upon each other.Image Added

Touching this icon will load the Inventory Context Menu, that is also available with a Right Click at any point on the Inventory Screen.

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For more details please see: Inventory Context Menu

How Tos and Additional Details

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