'Active' (Inactive) checkbox

• This checkbox indicates whether a record, entity, or object in the database is active or not.
• Setting the flag to ‘inactive’ has the effect of deleting the record, without physically removing it from the database.  This allows for referential integrity of items that are no longer needed, but still ‘attached’ to other objects in the database by foreign key reference.

Additional Charges

• Charges associated to a purchase order, such as shipping and handling fees that are charged by the vendor on the order and not associate to a particular item.

Alert Type

• A user-defined list of values that represent types of alerts that can be associated to various entities in the application; e.g., a patient record, a vendor, a client, etc.
• An alert type has a name, icon (16 x 16 pixel image file), display order, and popup functionality options: ‘Opening a Bill’, ‘Scheduling a Patient’, and ‘Making a Request’.

• Found on the 'Inventory Reconciliation & Adjustment' screen.
• When reconciling an inventory item, the 'Actual Qty' represents the actual quantity that exists in physical inventory.
• Depending on the 'S/St' radio button, 'Actual Qty' represents sales units or stock units.

Apply to Limits

• The ASAQ credit adjustment amount will be subtracted from the client's and hospital's annual Inventory and Accounting Definitions#ASAQ Limits.

Refer to 'Inventory and Accounting Definitions#ASAQ Options' for more options.

ASAQ Options

• Inventory and Accounting Definitions#Apply to Limits
• Inventory and Accounting Definitions#Don't Report to ASAQ
• Inventory and Accounting Definitions#Percent Paid

ASAQ Limits

• Annual limits applied to the client and hospital.
• If the 'Applies to Limits' option is selected for an ASAQ product or service, when the product or service is purchased, the amount of the ASAQ credit adjustment will be subtracted from the client's and hospital's ASAQ Limit.
• The hospital's annual limit is assigned via the 'Hospital Setup' screen.
• The client's annual limit is assigned via the 'Client Information' screen → 'Billing' tab.

Refer to 'Inventory and Accounting Definitions#ASAQ Options' for more options.

ASAQ Payor

• A client, set up using the 'Client Information' screen, having a Client Type = 'ASAQ'.
• The ASAQ Payor is associate to ASAQ products and services via the 'Product Category', which is assigned to the ASAQ product or service via the 'Product Info' screen.

Refer to 'Inventory and Accounting Definitions#ASAQ Options' for ASAQ product options.

Assets

'Auto Receive Inventory' option

Balance Sheet

(Also see Inventory and Accounting Definitions#Income Statement)

• Balance sheet accounts are one of two types of general ledger accounts. (Income statement accounts make up the other type.) Balance sheet accounts are used to sort and store transactions involving assets, liabilities, and owner's or stockholders' equity. Examples of a corporation's balance sheet accounts include Cash, Accounts Receivable, Investments, Buildings, Equipment, Accumulated Depreciation, Notes Payable, Accounts Payable, Payroll Taxes Payable, Paid-in Capital, Retained Earnings, etc.
• Balance sheet accounts are described as permanent or real accounts because at the end of the accounting year the balances in these accounts are not closed. Instead, the end-of-the-accounting-year balances will be carried forward to become the beginning balances in the next accounting year. (This is different from the income statement accounts, which begin each accounting year with zero balances.)
• The balances in the balance sheet accounts are presented in a company's balance sheet, which is one of the main financial statements.
• It will be helpful to keep in mind that every adjusting entry will require at least one balance sheet account and one income statement account.”  (Harold Averkamp (CPA, What are balance sheet accounts?, 2018)

Billing Package

(Also see ‘Inventory and Accounting Definitions#Prepaid Package’)

Billing Package Group

Billing Package Item

Billing Package Period

• The timeframe that defines when Billing Package Items may be ‘used’ by the client.

Cancelled Quantity

• On a Purchaser Order, this represents the number of Order Units for a Product that were cancelled from the order.

Charge Account

• An account established by the University for the purpose of purchasing items on a Purchase Order.  When a Payment Type with a ‘type of payment’ of ‘Direct Charge’ is specified, the Charge Account must be selected.

Chart of Accounts

(Refer to the 'Chart of Accounts - Example' page)

Client

Comments & Alerts

This functionality is common across many areas of the application.  It provides the ability to associate comments and alerts to various entities; e.g., a Patient Record, a Vendor, a Client, etc.  The comment is typed by the user and associated to the appropriate entity (Client, Patient Record, Vendor, etc.) in the database.

Along with the comments, the entity ID (Client ID, Vendor ID, Patient ID, etc.), User ID, date and time the comment was saved, Alert flag, and Alert Type are all part of one record in the database.

Designating the comment as an ‘Alert’ adds the ability to specify an Alert Type, which associates an icon with the alert text.  Also, the alert text and icon will be displayed in the ‘Alert’ area of the relevant information screen; e.g., Client alerts are displayed on the Client Information screen.

Additional details need to be added for the Patient Alerts and Comm Log in the Patient record.

Communication Method

A way of communicating.  A Communication Method has the following components:

1. Communication Type - defines a general mechanism of transmitting the communication; (refer to ‘Communication Type’ below).
2. Location – the specific address to which the communication is to be sent (e.g., postal address, telephone number, fax number, email address).
3. Communication Preference - indicate the type of system-generated communications that should be sent via the method.
4. Attention To - for methods with a Communication Type of address, email, or fax.  This is a person or department to who’s attention the communication is to be delivered.  This will appear in the ‘Attn. to:’ line of the address label or the subject line of the email or fax message.

Communication Preference

System-defined options that are associated to a Communication Method.  If the option is selected for a particular Communication Method, any time a system-generated communication of the type represented by the option, is created, it will be sent via that Communication Method.

Communication Type

The list of the available Communication Types for a Vendor is system-defined:

• Address
• Phone
• Fax
• Email

1. Each business Function can have multiple of each Communication Type.
2. Each business Function has only one Point of Contact (POC) person, but multiple communication methods.
3. Only one active Communication Type per Function can be flagged as ‘Primary’.

Contract

Contract End Date

Contract Number

An alpha-numeric identifier assigned to the Contract.

Contract Priority Number

A unique, sequential integer designating the priority for Contracts that are associated to a Vendor.

Contract Start Date

Contract Termination Date

Contract Unit Cost

The Unit Cost of the Product as defined by a Contract for a Vendor.

Date Received

The date on which a quantity of a Product was received and added to an Inventory Area and Location.

Delivery Date

The date on which the Products on the Purchase Order are anticipated to arrive at the receiving area.

Deposit (Client)

(See ‘Inventory and Accounting Definitions#Unearned Revenue’)

Deferred Revenue

(See ‘Inventory and Accounting Definitions#Unearned Revenue’)

Deferred revenue is not yet revenue. It is an amount that was received by a company in advance of earning it. The amount unearned (and therefore deferred) as of the date of the financial statements should be reported as a liability. The title of the liability account might be ‘Unearned Revenues’ or ‘Deferred Revenues’.  When the deferred revenue becomes earned, an adjusting entry is prepared that will debit the Unearned Revenues or Deferred Revenues account and will credit Sales Revenues or Service Revenues.”  (Harold Averkamp (CPA, What is deferred revenue?, 2018)

Deferred revenue has a longer period of recognition to the income statement, i.e. the revenue is earned in increments over several accounting cycles (monthly) whereas unearned revenue will be earned within the next accounting cycle.”  (Hoare, 2013)

Diagnosis Code

A standard identification code that is associate with a patient diagnosis.  They may also be associated to a treatment plan and/or Procedure.

Discount tab

Don't Report to ASAQ

Refer to 'Inventory and Accounting Definitions#ASAQ Options' for more options.

E-PO Number

The Purchase Order number assigned by the electronic Purchase Order interface (also known as ’SciQuest’ or ‘UGA Mart’).

Employee

'Exp' (Expiration Date) field

• A date that refers to when a product should be expired and taken out of inventory.
• This field can be viewed or edited via these screens:
  • Inventory and Accounting Definitions#Inventory Receiving
  • Inventory Reconciliation & Adjustment
  • Inventory and Accounting Definitions#Inventory Transfer
  • Inventory and Accounting Definitions#Prescription Fill
  • Inventory and Accounting Definitions#Product Setup → Inventory tab

Extended Cost

Quantity (expressed in Sales Units) multiplied by the cost of a Product per sales unit.  Abbreviated as ‘Ext Cost’.

Function

The business functions that are associated with the Vendor for the purpose of communications:

• General
• Payments (Accounts Receivable)
• Orders
• Returns
• Repairs

Financial Statements

These four financial statements are the basic statements normally prepared by profit-making organizations for use by investors, creditors, and other external decision makers. (The Four Basic Financial Statements, 2020)

• Balance Sheet
• Income Statement
• Statement of Retained Earnings
• Statement of Cash Flows

Forfeiture

(See ‘Inventory and Accounting Definitions#Prepayment Breakage’)

Gross Receipts

(See ‘Inventory and Accounting Definitions#Gross Revenue’)

Gross Revenue

A business can take in plenty of revenue without actually earning any income at the end of the day. Revenue is the amount that you receive in exchange for products and services, while income is the amount you ultimately earn after figuring in how much it cost to generate your sales revenue. Business taxes can be levied on either gross revenue or net income, depending on the agency and the purpose of the tax. (Gartenstein, 2018)

Group Equivalency

(See 'Package Group')

• Found on the 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory Locations' subtab.

Refer to 'Inventory Location'

'Hide Reconciled Inventory' checkbox

• Found on the 'Inventory Reconciliation & Adjustment' screen.

Hospital Unit

• A functional subdivision of the Hospital.  In UVIS, this was referred to as the Service Area and Section.  Units can be associated with other units in a parent-child relationship, forming a hierarchical structure.
• Refer to 'Inventory Locations subtab' for more details on the relationship between Hospital Units and Inventory Locations.
• Hospital Units may be identified as an ‘Inventory Area’ which will make it available for selection in the Inventory Management screens.  This will also require that the Inventory and Accounting Definitions#Hospital Unit be associated with at least one Inventory and Accounting Definitions#Inventory Location.

Income

• A business can take in plenty of revenue without actually earning any income at the end of the day. Revenue is the amount that you receive in exchange for products and services, while income is the amount you ultimately earn after figuring in how much it cost to generate your sales revenue. Business taxes can be levied on either gross revenue or net income, depending on the agency and the purpose of the tax. (Gartenstein, 2018)

Income Statement

(See ‘Inventory and Accounting Definitions#Balance Sheet’)

• Income statement accounts are one of two types of general ledger accounts. (Balance sheet accounts make up the other type.) Income statement accounts are used to sort and store transactions involving revenues, expenses, gains, and losses. The income summary account is also an income statement account. The number of income statement accounts used at a large company could be in the thousands. A few examples of income statement accounts include Sales, Service Revenues, Salaries Expense, Rent Expense, Advertising Expense, Interest Expense, Gain on Disposal of Truck, etc.
• Income statement accounts are described as temporary accounts because at the end of each accounting year the balances in the income statement accounts will be closed. This means that the balances will be combined and the net amount will be transferred to a balance sheet equity account. In the case of a corporation, the equity account is Retained Earnings. In the case of a sole proprietorship it is the owner's capital account.
• The closing of the income statement accounts at the end of an accounting year means that the income statement accounts will begin the subsequent year with zero balances. As a result, the balances in the income statement accounts will be the year-to-date amounts.
• It will be helpful to remember that every adjusting entry will require at least one income statement account and at least one balance sheet account.”  (Harold Averkamp (CPA, What are income statement accounts?, 2018)

Inventory

Inventory Area

• A logical or large physical area of the Hospital where inventory may be stored and used; such as, Pharmacy, Radiology, Oncology, Large Animal Hospital, etc.
• The UVIS Service Areas and Sections are logical (or functional) subdivisions of the Hospital.  For the purpose of Inventory Management in VetView, the Service Area and Sections were combined and called ‘Hospital Units’.  Hospital Units are now identified as being an ‘Inventory Area’, which makes them available for selection in the Inventory Management functionality.

Setup:

• Inventory Areas: Hospital Units can be designated as an Inventory Area via the 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory Area' checkbox.
• Inventory Locations: The Hospital Units that are identified as ‘Inventory Areas’ must also be associated to at least one physical location called an ‘Inventory Location’.  Inventory Locations are setup via the 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory Location' tab.
• Default Inventory Location: One of the Inventory Locations must be selected as the 'Default Inventory Location' in order for the 'Auto Receive Inventory' functionality to work properly.  The Default Inventory Location is selected via the 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory Location' tab.
• Auto Receive Inventory: Hospital Units that are designated as an Inventory Area must have a Default Inventory Location (see above) before it can be configured to receive inventory automatically.  The 'Auto Receive Inventory' option is set via the 'Hospital Setup' screen → 'Unit Setup' tab.

Inventory Cost

• The cost associated with inventory.
• When inventory is purchased via a Purchase Order, the Unit Cost of the inventory is captured when the inventory is Received.  The Unit Cost is the cost per Sales Unit according the 'Order Unit Cost' on the Inventory Receiving screen.

Inventory Dates

Inventory Item (Breakdown)

Products that are found in inventory may be uniquely defined by the following nine attributes:

1. Product ID
2. Inventory and Accounting Definitions#Lot Number
3. Inventory and Accounting Definitions#Serial Number
4. Inventory and Accounting Definitions#NDC Number
5. Inventory and Accounting Definitions#Expiration Date
6. Inventory and Accounting Definitions#Manufacturer
7. Inventory and Accounting Definitions#Unit Cost
8. Inventory and Accounting Definitions#Stock Unit
9. Sales-to-Stock (S:St) Ratio
10. Inventory and Accounting Definitions#Inventory Location
11. Inventory Date/time

Additional attributes that are associated with the vendor and product are:

1. Inventory and Accounting Definitions#Order Unit
2. Stock-to-Order (St:O) Ratio
3. Vendor’s Product Code
4. Vendor’s Product Name

Inventory Liability

Products prepurchased by a client, via Billing Packages (Prepaid or Time of Service), that have a valid Billing Package Period (have not reached the Billing Package Expiration date), and have not been “sold” on a closed order, or “used” on a filled prescription.

Inventory Location

Inventory Location Default

Inventory Location Structure

An Inventory Location is a physical location, within an Inventory Area, where inventory is stored.

For purposes of the 'Auto Receive Inventory' function, a Inventory Location Default must be defined for each Inventory Area.

If the 'Hide from Transfer' option is selected for a particular Inventory Location, the inventory held in that location will not appear on the 'Inventory Transfer' screen, as a source.

An Inventory Location Structure, is a hierarchical structure of Inventory Locations, starting with general locations that contain more specific locations.  The Inventory Location Structure defines a template that is then replicated for multiple locations within the Inventory Area.  For example: the 'Main Warehouse' Inventory Area could have multiple rows of shelves that can be defined by the same Inventory Location Structure.  The rows of shelves contain vertical columns of shelves, each column contains a number of shelves, and each shelf contains a number of bins, so the same Inventory Location Structure is repeated for each row of shelves.  Likewise, the Inventory Area could contain several crash carts and CDMs, which contain drawers.  Each Inventory Area can define multiple Inventory Location Structures, which can be replicated as many times as necessary to represent the physical storage space.

Depending on the inventory storage scheme, the Inventory Location Structure could be fairly general, or specific.  Once defined, the Inventory Location Structure can be modified by adding, removing, or moving levels.  When the structure is modified, the corresponding Inventory Locations will be updated to the new structure.  For example: a location designated by a 'Shelf', within a column, within a row of shelves, could house an entire Product Line arranged by the Sequence Number; or, a location designated as a 'Drawer' or 'Bin', on the shelf, could house a single product.

A single product may exist in inventory, and be stored in more than one Inventory Location.  For example: the ‘Pharmacy’ Hospital Unit, may be identified as an Inventory Area, which then could have several Inventory Locations – one for ‘Pharmacy Storage’ and another for ‘Pharmacy Use’ – both of them containing the same product.

Refer to 'Inventory Location' setup.

Inventory Picklist & Standard Pulls

Inventory Receiving

Inventory Reconciliation & Adjustment

Inventory Return

Inventory Transfer

Inventory Transfer Receiving

In the Inventory Transfer Process, when a transfer request is fulfilled and shipped, the destination Inventory Area must receive the shipment using the 'Inventory Transfer Receiving' screen.

The 'Inventory Transfer Receiving' screen provides the ability to identify the Inventory Location for each item; and, to specify the received, missing, and excess quantities.  Inventory that is received, but not needed, or damaged, can be returned.

Refer to Inventory and Accounting Definitions#Inventory Transfer Request Status and Inventory and Accounting Definitions#Inventory Transfer Request Item Status.

Inventory Transfer Request

A request made by a Destination Inventory Area for Inventory Items (Products) from a Source Inventory Area.  Requests are assigned a Request Number for reference.  For example, the Small Animal Hospital would request inventory from 'Main Warehouse' or 'Central Receiving'.

Inventory Transfer Request Item Status

Inventory Transfer Shipment

• A group of Inventory and Accounting Definitions#Inventory Transfer Request Items that have been Transferred and physically delivered to the Destination Inventory Area.
• After the Inventory Transfer Request is Submitted, the items on the request can be Transferred, Cancelled, and Backordered, during the Inventory Transfer process.  At that point, the Inventory Transfer Request becomes irrelevant, and the group of items that have actually been Transferred, become the 'Shipment' that will be Received.

Inventory Transfer Shipment Status

Inventory Transaction Types

• The types of transactions that affect inventory:
  • Transfer Out - 
  • Transfer In - 
  • Purchase Receiving - 
  • Product Setup - 
  • Adjustment - 
  • Used - 
  • Sold - 
  • Reconciliation - 

Invoice Price

• The price that the client pays for a product or service - not including sales tax.
• Calculated based on parameter that are configured for each product or service via the 'Product Info' screen - 'Product Details' tab:
  • ( + )  Pricing Basis
  • ( - )   Markup
  • ( - )   Volume Discount
  • ( - )   Client Type Discount
  • ( + )  Client Type Markup
  • ( - )   Minimum Price Adjustment
  • ( - )   Invoice Price Decrease
  • ( + )  Invoice Price Increase

Last Reconciled Date

• A field on the 'Inventory Reconciliation & Adjustment' screen.
• The date when the inventory item was last updated via the 'Inventory Reconciliation & Adjustment' screen.
• When the quantity of an inventory item is modified by any other screen or process, this field is reset to blank.
  • Inventory is modified by these processes and screens:
    • 'Inventory Receiving' screen
    • 'Inventory Transfer' screen
    • 'Product Setup' screen → 'Inventory' tab → 'Inventory' subtab
    • 'Prescription Fill' screen
    • 'Order Management' screen

Liabilities (Current)

(See ‘Inventory and Accounting Definitions#Unearned Revenue’)

(See ‘Inventory and Accounting Definitions#Prepaid Packages’)

Obligations that are due to be satisfied in the near term, such as:

• Accounts payable
• Salaries
• Utilities
• Taxes
• Short-term loans
• Customer prepayments (such as  Prepaid Packages)
• Unearned Revenue

‘Near term’ usually means the operating cycle or within a year, whichever is longer.

Such obligations will typically involve the use of current assets (such as cash, in the case of a refund, or inventory), the creation of another current liability (such as a client credit), or the providing of some service.  (Larry Walther, 2018)

Line Items (Ordered, Received, and Cancelled)

• Line Items Ordered is a system-generated number that refers to the number of line items found on a Purchase Order.
• Line Items Received is a system-generated number that refers to the number of line items on the Purchase Order that were actually received – this is based on the Product Status of the line item.
• Line Items Cancelled is a system-generated number that refers to the number of line items on the Purchase Order that were cancelled – this is based on the Product Status of the line item.
• The sum of line items Received and Cancelled must equal the number of items Ordered.

Location

• On a Communication Method, the specific address to which the communication is to be sent (e.g., postal address, telephone number, fax number, email address).

• A free-form input field.
• The manufacturer’s Lot Number which pinpoints the production batch from which the product in inventory originated.  When product recalls occur, the product is usually referenced by the Lot Number.
• This field can be viewed or edited via these screens:
  • • Inventory Receiving screen
    • Inventory Reconciliation & Adjustment screen
    • Inventory Transfer Request screen
    • Inventory Transfer screen
    • Inventory Transfer form
    • Inventory Transfer Receiving screen
    • Inventory Transfer Receiving form
    • Prescription Fill screen
    • Product Setup screen → 'Inventory' tab → 'Inventory' subtab

Main Inventory Area

• The Hospital Unit that has been identified as an Inventory Area via the Hospital Setup screen → Unit Setup tab → Unit Details subtab; and, has been selected as the Main Inventory Area via the Hospital Setup screen → Inventory Setup tab.
• Only one Inventory Area per Hospital can be selected as the Main Inventory Area.
• The Reorder Quantities on the Product Setup screen → Product Details tab refer to the Inventory quantities found in the Main Inventory Area.
• The Procurement Area, in the search criteria of the Inventory Liability screen, defaults to the Main Inventory Area.

• A free-form input field.
• Contains the manufacturer of a product in inventory.
• This field can be viewed or edited via these screens:
  • Inventory Receiving screen
  • Inventory Reconciliation & Adjustment screen
  • Inventory Transfer Request screen
  • Inventory Transfer screen
  • Inventory Transfer form
  • Inventory Transfer Receiving screen
  • Inventory Transfer Receiving form
  • Prescription Fill screen
  • Product Setup screen → 'Inventory' tab → 'Inventory' subtab

Net Income

• A business can take in plenty of revenue without actually earning any income at the end of the day. Revenue is the amount that you receive in exchange for products and services, while income is the amount you ultimately earn after figuring in how much it cost to generate your sales revenue. Business taxes can be levied on either gross revenue or net income, depending on the agency and the purpose of the tax. (Gartenstein, 2018)

Need By Date

• The optional date on an Inventory and Accounting Definitions#Inventory Transfer Request that informs the Inventory and Accounting Definitions#Source Inventory Area when the requested inventory is needed.

Operating Cycle

The length of time it takes to turn cash back into cash.  That is, a business starts with cash, buys inventory, sells goods, and eventually collects the sales proceeds in cash.” (Larry Walther, 2018)

• The unit of measure used to represent one unit of a Product as it is Ordered from a Vendor.
• For example: If the Vendor sells the Inventory and Accounting Definitions#Product at a certain price per case, then the Order Unit is a ‘Case’.
• This is an attribute of the Purchase Order Item and the Inventory Item, not of the Product.
• The Order Unit quantity can be calculated using the product Inventory and Accounting Definitions#Sales Unit quantity, divided by the S:St Ratio for the Product, or Vendor.
• The list of values is configured in the Unit Setup screen.
• The product default Order Unit is configured via the Product Setup screen → Product Details tab.
• The Order Unit for the Product and Vendor is assigned via the Product Setup screen → Inventory tab → Vendors subtab, or when the Inventory is received via the Inventory Receiving screen.

Ordered Quantity

On a Purchase Order, this represents the number of Order Units for a Product that were ordered from the Vendor on the Purchase Order.

Order Quantity

• The quantity of a Product expressed in Order Units.

Package Group

A Package group is a special group of products within a package product (Time-of-Service Package or Prepaid Package).  The items are grouped because they are considered to be alternates - one or the other item can be used for the same purpose.  A ‘Group Equivalency’ factor accounts for the difference in volume, and value (per sales unit), of the products in the group.  It makes the quantity and value of each item equivalent across all items in the group.

For example:

• A 40-pound bag of dog food at $20/bag would have a group equivalency of 1, while a 10-pound bag at $6/bag would have a group equivalency of 4.  Using the group equivalency, the same quantity of dog food would be worth $20 to $24. The prepaid price assigned to the group would be the average cost, or $22.

Patient Record

Payment Type

A list of User-defined values that indicate what form of payment was used to purchase items on a Purchase Order.  An attribute of the Payment Type is the ‘Type of Payment’, which is a system-defined list of values as follows:

• Cash – indicates that cash was paid for the items on the Purchase Order.
• Check – indicates that the Purchase Order is a check request.  The University will issue a check for the amount of the Purchase Order.
• Credit Card – indicates that one of the University credit card accounts was used to purchase the items on the Purchase Order.
• Direct Charge – indicates that a University charge account was used.  A charge account is established between the University and Vendor.  When items are purchased on the account, the Vendor will invoice for payment.  The account information must be captured.
• Finance Agency – Not applicable for Purchase Orders.
• Other – Not applicable for Purchase Orders.

Picklist

A predefined list of Products.  The list may be associated to a Hospital Unit, DVM, Request Area, or Procedure.

Prepaid Package

(See ‘Inventory and Accounting Definitions#Liabilities’)

(See ‘Inventory and Accounting Definitions#Unearned Revenue’)

Prepaid Package Items

Prepaid tab

Prepayment Breakage

(See 'Inventory and Accounting Definitions#Forfeiture')

Income that is generated from Prepaid Package Items that are forfeited.  In other words, Unearned Revenue liability that is not claimed by the customer prior to the Expiration Date of the Prepaid Package.

"If the buyer fails to complete the transaction, the seller’s contract stipulates forfeiture of the deposit [remaining prepaid liability] and this is then booked as revenue.”  (Hoare, 2013)

Prepayment Transaction

"Payment for merchandise or services paid in advance which are to be provided at an agreed time that is later than the time of the transaction."  (VISA, 2011)

Prescription Fill

Procedure

• A course of action in association with patient care to address a condition or diagnosis.  Procedures can be standardized and associated to Diagnosis Codes, personnel, Products, and sub-procedures.

Procurement Area

• A search criteria on the Inventory Liability screen.
• The default is the Main Inventory Area defined on the Hospital Setup screen → Inventory Setup tab.

Product

• A Tangible item or substance, that can be purchased and stored in Inventory, and used in the course of doing business, used as raw materials to create a new Product, or sold directly to a Client; or,
• A Service performed by the Hospital and its staff, and sold to a Client.

• All Products are defined in VetView and assigned a Product Line Number and Product Sequence Number, and a Product Name, Product Description, Product Billing Description, Standard Code, Product Category, Product Type – among other attributes.

'Product' field

• The Product Line, Sequence Number, and Product Name ('Description') of a Product that has been defined in VetView.
• If the Product Line and Sequence Number are entered, the Description (product name) drop-down field will be populated - if the Product Line and Sequence Number represent a valid Product (active or inactive).
• The [Period] key will act as the tab key while the cursor is in the Product line field, thus navigating to the Sequence number field.
• If the Product line and Sequence number are not known, the 'Description' (Product name) drop-down list field can be used to search for the product by typing the Product name, or part of the name, or by clicking the arrow button to scroll through the list of products in numerical order by Product line and Sequence number.
• Either the Product line, or Sequence number, can be entered to limit the scope of the drop-down list of 'Description' (Products name).  This will reduce the amount of time it takes to display the list of Descriptions (Product names) in the drop-down list.

Product Category

• A user-defined list of values that can be assigned to each product in order to categorize them.
  • E – Equipment
  • H – Hospitalization
  • I – Inventory Item
  • L – Laboratory
  • N – Non Inventory Item
  • P – Pharmacy
  • S - Service

Product Code

• The combination of the product line and sequence number in the following format: ‘Line.Sequence’.

Product Cost

• The cost associated with purchasing products for inventory – excluding additional charges – usually the price charged for the product by the vendor.

Product Line (Line)

• A user-defined list that represents a logical or functional grouping of products. For example:
  • 1 – Hospitalization
  • 2 – Examinations
  • 3 – Treatment/Procedures
  • 8 – ClinPath Services
  • 14 – Central SA Surgery
  • 15 – Central LA Surgery
  • 45 – Exotics
  • 46 – Behavior
  • 200 to 299 –  a range that represents Pharmacy Products
  • 300 to 399 – a range that represents Surgical Supplies
  • 400 to 470 – a range that represents Sutures
  • 500 to 599 – a range that represents ICU Supplies
  • 600 to 699 – a range that represents Small Animal Supplies
• Each Product Line is assigned a number and description.
• Can be inactivated.
• Represented by a whole number equal to, or greater than, 1.
• Each active product line must have a unique number.

Product Setup

Product Type

• A system-defined list of values that can be assigned to each product.
• Specific functionality is available for each type.
  
  • Equipment
  • Inventory
  • Package
  • Service
  • Service Fee

• The unit cost of the product as defined on the ‘Product Setup Process’ screen.
• Assigned to the product - regardless of a vendor or contract, and used to calculate Cost of Goods Sold (COGS).

Purchase Order

Purchase Order Date

• The date on which the purchase order was created/generated.
• A system-generated date that reflects the date the purchase order was created (‘Working’ status), and is automatically updated to the date that the purchase order was generated (‘PO Sent’ status).

Purchase Order Item

• A line item on a purchase order which represents a quantity of a product purchased from a vendor in order units.

Purchase Order Item Status

• System-defined Purchase Order Item Status:
  • Cancelled - The 'Cancelled' quantity equals the 'Ordered' quantity (in sales units).
  • Incomplete - The 'Cancelled' quantity is less than the 'Ordered' quantity; AND, the 'Received' quantity plus the 'Cancelled' quantity is less than the 'Ordered' quantity.
  • Pending - This is the initial status of the purchase order items.
  • Received - The 'Received' quantity plus the 'Cancelled' quantity is equal to the 'Ordered' quantity.

Purchase Order Number

• The University-assigned number which identifies the group of items purchased by the University from a vendor.
• The identification number is used to link the order with the accounts payable liability, payments made, and inventory received.
• The number may not always be unique, so the number, vendor, and date of the purchase order are usually used to identify a specific purchase order.

Purchase Order Status

• System-defined Purchase Order Status:
  • Cancelled (C) – When a Purchase Order is cancelled, the Purchase Order Status is updated to ‘Cancelled’. Purchase Orders with a status of ‘Cancelled’ are not editable.
  • Failed (F) - When a Purchase Order is 'Sent' via the interface, if there is an issue with one of the products, the interface will return a 'Failed' status. Purchase orders in this status can be edited to correct the issue, and resent.
  • Incomplete (I) – When a portion of the Purchase Order has been received, the Purchase Order Status is updated to ‘Incomplete’. Except for the Unit Cost field, Purchase Orders with a status of ‘Incomplete’ are not editable.
  • New (N) - This is the initial status of a Purchase Order that is created from the 'Inventory Reorder screen' or 'Product Reorder screen' screen. Items can be added to Purchase Orders in 'New' and ‘Working’ status.
  • PO Printed (P) – When the Purchase Order has been successfully printed, the Purchase Order Status changes from ‘Working’ to ‘Printed’. The only field that is editable in this status is the Unit Cost field. The Purchase Order Date is updated to reflect the date the Purchase Order Status changes from ‘Working’ to ‘PO Printed’.
  • Received (R) – When all items on the Purchase Order are received in full, the Purchase Order Status is updated to ‘Received’. Purchase Orders with a status of ‘Received’ are not editable.
  • Sent (S) - If there is an interface that sends Purchase Orders electronically to procurement, when the Purchase Order has been successfully transmitted, the Purchase Order Status changes from ‘Working’ to ‘Sent’. The only field that is editable in this status is the Unit Cost and Comments fields. The Purchase Order Date is updated to reflect the date the Purchase Order Status changes from ‘Working’ to ‘PO Printed’.
  • Working (W) – This is the initial status of a Purchase Order that is created from the 'Purchase Order Search screen' screen. Items can be added to Purchase Orders in 'New' and ‘Working’ status.

Purchase Order Tag

• User-defined labels that can be associated to a Purchase Order, Contract, or both (Tag Type).  Multiple tags can be associated to a single Purchase Order.  Tags can be used to categorize and find a group of Purchase Orders or Contracts based on the tag value.  E.g.:

• Purchase Order Purpose:
  • Supplies and Expenses
  • Travel
  • Equipment
  • Repair
  • Other

• Purchase Order Type:
  • Check
  • Purchase Order

• Contract Purchase Order Type:
  • Vendor Generated
  • University Generated

Received Quantity

• On a Purchaser Order, this represents the number of Order Units for a Product that were received from the Vendor.

(Reconciled) 'By' field

• The username of the person who updated the inventory item via the 'Inventory Reconciliation & Adjustment' screen.
• Inventory item properties that can be edited (click the field name to navigate to the 'Inventory & Accounting Definitions' Wiki page):
  • 'S:St'
  • 'Stock Unit'
  • 'Actual Qty'
  • 'S/St'

Reorder Quantities

• Quantities, expressed in Sales, Stock, and Order Units indicating:
• Minimum Stock – the desired minimum number of units to be held in Inventory.
• Critical – the number of units stocked when the inventory is at its critical level.  Critical level is a number below the ‘Reorder’ quantity.
• Reorder – the usual number of units to be reordered.
• The Reorder Quantities will be evaluated against the actual quantities for the Product in the Main Inventory Area.  Future functionality will provide the ability to set and evaluate these quantities per each Unit that is identified as an ‘Inventory Area’.

Request Area

Request Number (Inventory)

• A system-generated number assigned to an Inventory Transfer Request through the ‘Inventory Transfer Request’ screen and referenced on the ‘Inventory Transfer’ screen.

• The user who initiated an Inventory Transfer Request.

• The system date when an Inventory Transfer Request is created.

Percent Paid

Refer to 'Inventory and Accounting Definitions#ASAQ Options' for more options.

'Reset' button

• 'Inventory Transfer Request Search' screen
  • Resets all of the search criteria fields by setting them to blank, or unchecked.
• 'Purchase Order Search' screen
  • Resets all of the search criteria fields by setting them to blank, or unchecked.

Revenue

• A business can take in plenty of revenue without actually earning any income at the end of the day. Revenue is the amount that you receive in exchange for products and services, while income is the amount you ultimately earn after figuring in how much it cost to generate your sales revenue. Business taxes can be levied on either gross revenue or net income, depending on the agency and the purpose of the tax. (Gartenstein, 2018)

'S/St' radio button

• A radio button control, on Inventory Management Process screens, that provides the ability to switch between Sales Units and Stock Units when specifying a quantity.
• When 'S' is selected, the 'Actual Qty' will represent Sales Units.
• When 'St' is selected, the 'Actual Qty' will represent Stock Units.
• When the 'S/St' radio button is changed, the 'Stock Qty' field will be converted using the 'S:St' ratio.

• The number of inventory items, in Sales Units, contained in one Inventory and Accounting Definitions#Stock Unit.
• Used to convert between Inventory and Accounting Definitions#Sales Quantity and Inventory and Accounting Definitions#Stock Quantity.

Sales Quantity (Qty)

• The quantity of a Product, expressed in Sales Units.

Sales Revenue

• The unit of measure used to represent one unit of a Product as it is Sold.
• This is an attribute of the Product and represents the smallest whole unit in which the Product is Sold.
• For Products that are in liquid or powder form, fractional Sales Units may be specified; in which case, the Unit Price would be prorated.
• For all Products that are held in Inventory, the 'Quantity' value will be stored in the database as Sales Units.
• Wherever the 'Quantity' is displayed in Stock Units or Order Units, the Sales-to-Stock Ratio and Stock-to-Order Ratio will be used to convert the quantity in Sales Units to the quantity in the Stock Units or Order Units.
• If a Product exists in Inventory with different units or ratios, the display will accommodate displaying those variations as needed; e.g., if a Product is stored in Inventory in boxes of 10 unit and bags of 100 units, there will be two rows showing the variation in units and ratios.
• The list of values is configured in the Unit Setup screen.

SciQuest

• A bi-directional interface between the UVIS Purchase Order module and the UGAMart system.
• When Purchase Orders are submitted from the Purchase Order module in UVIS, the SciQuest interface returns a Reference Number to UVIS to identify the Purchase Order in the UGAMart system.

'Search' button

• 'Inventory Transfer Request Search' screen
  • Searches for existing Inventory Transfer Requests that meet the criteria specified on the search screen.
• 'Purchase Order Search' screen
  • Searches for the existing Purchase Orders that meet the criteria specified on the search screen.

• A list of values retrieved from the database, providing the ability to select one of the values, to be associated to another item, as an attribute of that item.
• If nothing is typed in the field, the entire list of items is displayed.
  When characters are typed in the field, the list begins to present names that match the character string that was typed.

• Specialized care areas that produce billable charges within the Service Area.  A Section belongs to one Service Area.

An integer that is user-defined and assigned to each Product in the system.  Each Sequence Number must be unique within the Product Line.

The Sequence Number is represented by a whole number equal to, or greater than, 1.

• Usually applied to controlled pharmaceutical products.  The Serial Number identifies a bottle or vial of the product within a Lot.
• When the product is dispensed, the Serial Number is recorded on the prescription and on a 'Controlled Substance' log.
• This field can be viewed or edited via these screens:
  • 'Inventory Receiving'
  • 'Inventory Reconciliation & Adjustment'
  • 'Inventory Transfer'
  • 'Prescription Fill
  • 'Product Setup' screen → 'Inventory' tab → 'Inventory' subtab

• A primary patient care area that generates revenue for the hospital.  A Service Area may have one or more Sections.

Source Inventory Area

• The Hospital Unit (Inventory and Accounting Definitions#Inventory Area) that will fulfill the Inventory and Accounting Definitions#Inventory Transfer Request, providing inventory to the Destination Inventory Area.

Status

See:

• 'Inventory Transfer Request Status'
• 'Inventory Transfer Request Item Status'

• Inventory Transfer Request
  • Returned (U) - 
  • Cancelled - All items on the request have been cancelled.

  • Each item on the request also has a status.

  • While in the 'New' or 'Working' status, the items on the request may be edited.

  • Once in the 'Submitted' status, items can no longer be edited.

  • The request and request item comments can be modified at any time.

• The number of inventory items, in Inventory and Accounting Definitions#Stock Units, contained in one Inventory and Accounting Definitions#Order Unit.
• Used to convert between Inventory and Accounting Definitions#Stock Quantity and Inventory and Accounting Definitions#Order Quantity.

• The quantity of a Product, expressed in Stock Units.

• The unit of measure used to represent one unit of a Product as it is Stored in Inventory.
• For example: If the Vendor sells a Product by the 'Case' of 10 'Boxes', the Order Unit is 'Case', and the Stock Unit is 'Box'.
• This is an attribute of the Inventory Item, not of the Product.
• The Stock Quantity can be determined by multiplying the Order Quantity by the Stock-to-Order Ratio, or dividing the Sales Quantity by the Sales-to-Stock Ratio.
• The list of Stock Unit values is configured in the Unit Setup screen.
• The Product default Stock Unit is configured via the Product Setup screen → Product Details tab.
• The Stock Unit for the Product and Vendor is assigned via the Product Setup screen → Inventory tab → Vendors subtab, or when the Inventory is received via the Inventory Receiving screen.

• A Inventory and Accounting Definitions#Service Area (Hospital Unit) providing support to other hospital units.
• By UVIS definition, "a support unit is an area in the hospital that “supports” a DVM/Service/Section in revenue."
• Checking this box labels that area as a Support Unit.
• For example: if an oncology DVM prescribes a high volume of prescriptions of cancer drugs, the pharmacy could be tagged as an area that “supported” this volume of revenue.  The DVM’s Service Area and Section are credited with the revenue, and the Support Unit gets reported credit for supporting this area.
• A Service Area indicated as a Support Unit does not appear in a List of Values (LOV) for Service Areas.  Therefore, in the example provided, the 'Pharmacy' Service Area must have a unique name to distinguish it from other pharmacy Service Areas that are not support units.

Tag Type

• Purchase Order Tags can be used as a tag for either a purchase order, contract, or both.
• The 'type' controls whether the tag is available for selection on the 'Purchase Order' screens, 'Vendor Setup' screen → 'Contract' tab, or both.

Tax

• A business can take in plenty of revenue without actually earning any income at the end of the day. Inventory and Accounting Definitions#Revenue is the amount that you receive in exchange for products and services, while income is the amount you ultimately earn after figuring in how much it cost to generate your sales revenue. Business taxes can be levied on either gross revenue or net income, depending on the agency and the purpose of the tax. (Gartenstein, 2018)

Time-of-Service tab

Transactions

UGA Mart

• An online procurement system at the University of Georgia.

Unearned Income

See ‘Inventory and Accounting Definitions#Unearned Revenue’ or ‘Inventory and Accounting Definitions#Deferred Revenue’

Unearned Revenue

(See ‘Inventory and Accounting Definitions#Deferred Revenue’)

• Prepayments by Customers arise from transactions such as selling magazine subscriptions in advance, selling gift-cards, selling tickets well before a scheduled event, and other similar items where the customer deposits money in advance of receiving the expected good or service. These items represent an obligation on the part of the seller to either return the money or deliver a service in the future. As such, the prepayment is reported as “unearned revenue” within the current liability section of the balance sheet. Recall, from earlier chapters, that the unearned revenue is removed and revenue is recognized as the goods and services are provided. (Larry Walther, Chapter 12: Liabilities and Employer Obligations - Current Liabilities, 2018)
• Unearned income or unearned revenue occurs when a company receives money before the money is earned. This is also referred to as deferred revenues or customer deposits. The unearned amount is recorded in a liability account such as Unearned Revenues, Deferred Revenues, or Customer Deposits.  (Harold Averkamp (CPA, 2018)
• Also refer to AccountingCoach.com, 'Balance Sheet - Liabilities and Stockholder' Equity', '(B) Liabilities' section for another example of Unearned Revenue.

Unique Inventory Attributes

Unit (Hospital)

See ‘Inventory and Accounting Definitions#Hospital Unit’

Unit Cost

• Typically, the cost of one sales unit of a product.
• On the purchase order, it’s the cost of one order unit as purchased from the vendor on the purchase order.

University Purchase Order Number

• The identification number assigned to a purchase order by the University procurement department.  This is usually an identifier found on a pre-printed purchase order form from the procurement department.

Vendor

• The vendor is a person or company that supplies products for the Hospital inventory.  Refer to the ‘Vendor Management screen – Functional Design Specifications’ document for details.