This page was published for VetView 3.3 and revised for VetView 4.0.
Inventory Count Screen Details for VetView 3.3
The Inventory Count screen is a tool to match actual inventory counts at at a physical location with the amounts stored in the system. This process should be done according to your hospital's best practices.
In earlier versions of VetView, this was called the Inventory Reconciliation screen. We have updated the name of this screen to better reflect the term used in the inventory departments.
Inventory Count Search
At the top of this screen is a place to search for inventory areas, the last user to perform a count, and dates of the Inventory Counts.
You can also choose between Working status and Complete status.
List of Inventory Count Search Fields
Field | Description |
|---|---|
Inventory Area | Displays matching Inventory Count results from this inventory area. |
Counted By | Searches for counts done by a specific user. |
Date Counted | Searches for counts performed within a specific date range. |
Working Status | Searches for counts that are still in Working status. |
Complete | Searches for counts that are in Completed status. |
Inventory Count List
After search for inventory counts in the top section, a list of all the counts matching your criteria will appear below.
List of Buttons and Columns in the Inventory Count List section
Button or Column | Description |
|---|---|
New Inventory Count Button | Starts a new Inventory Count for the selected Inventory Area. |
Edit Inventory Count Button | Modifies the selected Inventory Count if one has been selected on the list. |
Delete Inventory Count Button | Removes the selected inventory count if one has been selected on the list. |
Count No Column | The assigned Inventory Count number. The Count Number is also a link to go to the specific Inventory Count directly. |
Status | The status of the Inventory Column. Available statuses are New, Working, and Completed. |
Inventory Area | The inventory area against which this count was created. Inventory Areas are parents to Inventory Locations. |
Inventory Location | The inventory location against which this count was created. Inventory locations are children to the Inventory Area. |
Counted By | The name of the user who was assigned to perform the Inventory Count. |
Date Counted | The date of the count that was chosen when the Inventory Count was created. |
Create a New Inventory Count
To start a new inventory count, click on the New Inventory Count button.
A small pop up window will appear to select the Inventory Area, Inventory Location, and confirm the user and date of the count.
List of fields in the New Inventory Count Window
Field | Description |
|---|---|
Inventory Area | A drop down menu containing a list of all the Inventory Areas for which the logged in user has Inventory Management rights. |
Inventory Location | A drop down menu containing a list of all the available Inventory Locations. If a user has rights to an Inventory Area by unit, they will have rights to all of its inventory locations. |
Counted By | A drop down menu to search for users assigned to the unit to which the Inventory Area belongs. This will default to the logged in user, but can also be delegated to someone else within the unit. |
Date Counted | A date picker to choose the date that the count will be performed. This can be modified later if necessary. |
Save Button | Saves the chosen settings and creates the new Inventory Count. |
Cancel Button | Cancels the New Inventory Count and closes the window without saving anything. |
After clicking on Save, a new Inventory Count By Area window will load.
Inventory Count by Area Window
List of Inventory Count by Area Window Buttons and Columns
Button or Column | Description |
|---|---|
Back to Search Button | Returns to the results screen. On creation, the based Inventory Count is saved, so this button is immediately available. |
Save Button | Saves any changes to the worksheet. Once saved, you can leave and return to the worksheet without losing any data. |
Print Inventory Count Worksheet Button | Opens a PDF version of this screen to allow for a print out. Use this for inventory counts where a mobile device is not available. |
View Sales Unit Button | Changes the Sales to Stock ratio toggle on all lines. When the Sales unit is displayed, this line becomes View Stock Unit. |
Expand Count Details Button | Displays additional attributes for each row of inventory. Use this to view or update the lot, serial number, or make a comment about the inventory line. |
Complete Count Button | Saves all changes and transitions the status from Working to Complete. If there are lines with no values, the system will ask if you want to count them as 0, or leave the current inventory level intact. |
Add Product Button | Add an additional inventory line to this inventory count, if you find a product that does not have a line entry. |
Reset Count Button | Clears out all values in the Counted Qty column so you can start the count over. |
Line/Seq Column | The line and sequence number of the product in the count. |
Product Column | The name of the product included in the count. |
Location Column | Either the name of the Location of the product if applicable, or empty if there is no location. |
Quantity Column | The quantity of the product that is expected to be at that location. |
Counted Quantity Column | The actual quantity of the product counted at the location. |
Expiration Date | The expiration date of the product as it was entered during the stocking of the product at that location, if any. This displays as a date picker that can be modified if the date was missing or incorrect. |
Hamburger Menu Button | A button that opens the Inventory Options. These are the same options that are available under the Right Click menu on this screen. Each menu applies to the current row only. |
How to Perform a Count
To perform a count, enter in the numbers for the product being counted. Once a Counted Qty is entered, the row will automatically be selected for inclusion in the count.
Confirm the expiration date.
Click on the Save button at the top to confirm the changes.
Print Inventory Count Worksheet Button
Click this button to load a PDF report of the products to be counted, including any that were already counted digitally. This option allows you to take the list away from a computer on a printed version, mark the counts, and then later on add the counts back into the system.
Expand Count Details / Collapse Count Details Buttons
The Inventory Count screen loads in collapsed mode for faster loading, with the only available fields to update being the Counted Qty and the Expiration dates.
However, you can click on Expand Count Details to display additional fields, such as Manufacturer, Lot and Serial Number, NDC, and Comments.
This can be useful if there are two Stock containers that have the same expiration date.
Complete Count Button
When you have finished entering count numbers for inventory, click on Complete Count to change the Inventory Count from Working status to Completed status.
If an inventory count is set to 0, it will be removed from the Inventory Location.
After clicking Complete Count, if you have empty values in any of the Quantity columns, you will receive a prompt asking you to confirm you want to complete anyway.
Complete Inventory Count Window
This window says: “There are counts without a value (the counted quantity field is empty / blank.) Do you want to ignore all blank counts or do you want all the blank counts to be treated as 0 and remove those items from Inventory?” There are three buttons after the text.
List of buttons in the Complete Inventory Count Window
Button | Description |
|---|---|
Ignore Button | Completes the count and ignores the fields that are blank. These products will remain uncounted. |
Delete Button | Treats all blank values as 0 and removes the product row from the inventory area. |
Cancel Button | Exits out of the Complete Inventory Count window without saving any changes. |
Add Product Button
If there is an item present in the Inventory Location that isn't listed on the Inventory Count sheet, you can manually add it by clicking on the Add Product button. This will open the Add/Modify Inventory Window.
Enter in the correct information, and click on the Save button to add the product to the Inventory Location.
List of fields in the Add Product Window
Field | Description |
|---|---|
Product Line | A place to search for the product to add using the Line and Sequence, or by searching for the product by its description. |
Inventory Location | The inventory location to which this product will be added. If an Inventory Location was chosen at the time of creating the Inventory Count, this field will pre-load with that location and cannot be changed. |
Quantity | A field to enter the quantity of the product that is being added. |
Expiration Date | A date picker to enter the expiration date of the product, if known. |
Lot Number | A field to enter the lot number of the product being added, if known. |
Serial Number | A field to enter the serial number of the product, if known. |
Manufacturer | A field to enter the name of the manufacturer of the product, if known. |
NDC | A field to enter the National Drug Control number of the product, if this is a pharmaceutical product. |
Save Button | Saves the product and adds it to the Inventory Area. |
Cancel | Cancels out of the process, closes the window, and does not save any changes. |
Reset Count Button
Click this button to clear out all the Counted Qty values and start over. You will be promoted to confirm this reset before making it.
Reset Count Window
The text on this confirmation window says: “This will refresh the screen by retrieving the inventory quantities again. Saved work will be erased.”
List of Buttons in the Reset Count Window
Button | Description |
|---|---|
OK Button | The OK button will reset the inventory quantities so you can start over. |
Cancel Button | Exits out of the Reset Count Window without saving any changes. |
Inventory Menu / Right Click Menu Options
These are reused throughout all Inventory screens and have been pulled onto their own page.