Inventory On Hand Subtab in 3.3

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.  

As of Version 3.3, you can also search for the product on Purchase Orders, perform an Inventory Count, and see the Transfer History of the product across different inventory areas. 

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. 

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 On Hand

Any existing inventory lines will display in the Inventory Definitions section. 

You can Search this inventory based on parameters such as the Inventory Area, Location, Expiration dates, and log or serial number.

You can also search for inventory based on Stock levels.

Add Inventory

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

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

Inventory Options - Right Click and Icon Menu

Changes can be made to inventory lines on this screen using the options accessed from the menu.    This menu is available via right click, or by clicking the three lines menu icon on the column on the right

Delete Inventory Item

This option will remove the inventory entry from the list.   Use this to clean out older inventory line entries, for all the inventory that was included in the original entry has been used, and new entries have replaced it.

You will get a prompt verifying that you want to remove the entry before it is deleted.

Add Inventory Item

This option functions the same as the Add Inventory button at the top of the Search Results.

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.

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.

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.

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. 

Purchase Orders

This tab will search for Purchase Orders on which this specific product was included.

It includes a date range and a choice for the inventory area where the PO was initially accepted.

Transfer History

This tab allows you to search for transfers of the product that have been performed from one inventory area to the other in a specified date range.

You can also choose transfers from a specific inventory area, to a different specific inventory area.

Inventory Counts

This tab allows you to search for the product if it was updated via an Inventory Count.

You can search based in the inventory area, filter by location, or search by date ranges, lot numbers, or the user who performed the count.

Transaction Log

This tab allows you to search for all inventory related transactions that include this product, including adding inventory via Product Setup, updates via Purchase Receiving or Inventory Count, sales or uses during patient visits, or losses such as Waste or Expiration. 

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.

Add Vendor

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

The Vendor Product Details window will open.

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

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.

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.  

 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.

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

Display Active Only

To hide venders that are no longer active for a product, click on this button.  The Inactive venders will disappear from the list.