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, ICU, Main Warehouse, etc. 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 NDC to 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.

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

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.

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

• 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.

• 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.

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

  • National Drug Code Directory:

    • https://www.fda.gov/drugs/drug-approvals-and-databases/national-drug-code-directory

    • https://www.accessdata.fda.gov/cder/ndcxls.zip

  • Electronic Animal Drug Product Listing Directory:

    • https://www.fda.gov/industry/structured-product-labeling-resources/electronic-animal-drug-product-listing-directory

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.