Inventory Aggregation (v1)

Owned by Rick Eggleston (Unlicensed)
Last updated: Aug 30, 2021
7 min read

Overview

  1. Using the Unique Inventory Attributes, Inventory Date, and Aggregation Tolerance, Inventory will now be Aggregated to eliminate the duplication of Inventory line items that share the same Unique Inventory Attributes.
  2. Alternate ID Types can be defined as a 'Unique Inventory Attribute' and used for Inventory Aggregation.
  3. An Aggregation Tolerance has been added to the definition of the following (in order of precedence):
    1. Product
    2. Inventory Area
    3. Hospital
  4. The Inventory Date is assigned when a Product is added to Inventory from outside sources (via a Purchase Order, or when Inventory is added manually).  This date is then copied during the Inventory Transfer Process.  The Inventory Date has been changed from a Date/Time, to just the Date in order to more effectively Aggregate Inventory using the Aggregation Tolerance.
  5. The Inventory Date facilitates First-In-First-Out (FIFO) Inventory Management.
  6. Products with a short shelf life should have a smaller Aggregation Tolerance; conversely, Products with no Expiration Date, or a long shelf life, should have a larger Aggregation Tolerance.
  7. During the Inventory Aggregation process, Inventory will be aggregated if the Unique Inventory Attributes are the same, and the Inventory Dates are within the Aggregation Tolerance.
  8. When Inventory Dates are aggregated, the most recent date will be used for the final Aggregated Inventory. 
  9. While adding Inventory for a Product, the Inventory can now be assigned a Vendor and Contract.  The Vendor and Contract are now one of the 'Unique Inventory Attributes'.

VetView Wiki

Most recent releases of VetView:  Version 4.1.3 Hotfix (Released 2/16/2024)

This page may contain functionality not found in the current version of VetView.
Contents

Functionality

 Aggregation Tolerance Setup...

The Aggregation Tolerance can be set at three levels, in order of precedence:

(Refer to the definition for 'Aggregation Tolerance').

  1.  Product...
    1. Navigate to the 'Product Setup' screen via the 'Navigation Menu'.
      1. Search for and select the desired Product.
      2. The 'Product Info' screen will open.
    2. Navigate to the 'Product Details' tab.
    3. Navigate to the 'Default Setup' subtab.
    4. In the 'Product Defaults' section, edit the 'Product Aggregation Tolerance', then click the 'Save' button.

  2.  Inventory Area...

    The Inventory Area Aggregation Tolerance can be set via:

    1.  'Hospital Setup' screen - 'Unit Setup' tab - 'Unit Details' subtab...
      1. Navigate to the 'Hospital Setup' screen via the 'Navigation Menu'.
        1. Select the Hospital.
      2. Navigate to the 'Unit Setup' tab.
        1. Select the Hospital Unit.
      3. Navigate to the 'Unit Details' subtab.
      4. In the 'Inventory Transfer & Purchase Order Defaults' section, edit the 'Area Aggregation Tolerance', then click the 'Save' button.

    2.  'Hospital Setup' screen - 'Inventory Setup' tab - 'Inventory Area Defaults' subtab...
      1. Navigate to the 'Hospital Setup' screen via the 'Navigation Menu'.
        1. Select the Hospital.
      2. Navigate to the 'Inventory Setup' tab.
      3. Navigate to the 'Inventory Area Defaults' subtab.
        1. Select an existing Hospital Unit, or add an new one, by clicking the 'Add' or 'Edit' button.
        2. The 'Add / Edit Inventory Transfer & Purchase Order Defaults' dialog will open for the selected Hospital Unit.
      4. In the 'Inventory Transfer Defaults' section, edit the Inventory Area Aggregation Tolerance, then click the 'Okay' button.

  3.  Hospital...
    1. Navigate to the 'Hospital Setup' screen via the 'Navigation Menu'.
      1. Select the Hospital.
    2. Navigate to the 'Inventory Setup' tab.
    3. Navigate to the 'Hospital Defaults' subtab.
    4. In the 'Inventory Transfer Defaults' section, edit the Hospital Aggregation Tolerance, then click the 'Save' button.


 Setup an Alternate ID Type as a Unique Inventory Attribute...

User-defined Alternate ID Types can be designated as a Unique Inventory Attribute and used for Inventory Aggregation.

User-defined Alternate ID Types can also be used in place of the legacy System-defined Alternate ID Types.

  1. Navigate to the 'Hospital Setup' screen via the 'Navigation Menu'.
    1. Select the Hospital.
  2. Navigate to the 'Inventory Setup' tab.
  3. Navigate to the 'Alternate ID Type Setup' subtab.
    1. Select an existing Alternate ID Type, or create a new one.
    2. The 'Add / Edit Alternate ID Type' dialog will open.
  4. Select the 'Aggregate On' checkbox.
    1. Note: The 'Use for Inventory' checkbox must be selected if the Alternate ID Type is to appear for use as an Inventory Alternate ID Type.
  5. To replace one of the System-defined Alternate ID Types with the current User-defined Alternate ID Type, use the 'Maps To' dropdown list to select the System-defined Alternate ID Type.
    1. The System-defined Alternate ID Types can be mapped to only one User-defined Alternate ID Type.
    2. If the System-defined Alternate ID Type has already been mapped to a User-defined Alternate ID Type, the User-defined Alternate ID Type will be displayed in parenthesis after the System-defined Alternate ID Type; if not, the System-defined Alternate ID Type will be followed by '(Not Mapped').


 Adding Inventory Manually...

There are several ways in which to add Inventory manually:

  1.  'Inventory Reconciliation & Adjustment' screen...
    1. Navigate to the 'Inventory Reconciliation & Adjustment' screen via the 'Navigation Menu'.
      1. Using the search criteria at the top of the screen, search for Inventory.
    2. Using the last row in the Inventory List, add the following:
      1. Select the Product to be added.
        1. Product Defaults will be populated automatically.
          1. Sales Units
          2. S:St Ratio
          3. Stock Units
          4. Unit Cost
      2. Select the Inventory Location that contains the new Inventory.
      3. Enter the Quantity (in Sales Units).
      4. Edit the S:St Ratio and Stock Units.
        1. The Stock Quantity will be populated based on the Sales Quantity and S:St Ratio.
      5. Edit the Unit Cost.
      6. Enter the Expiration Date and Manufacturer.
      7. Hover the cursor over the info dot in the 'Alt ID' column.
        1. The 'Inventory Alternate IDs' dialog will appear.
          1. Enter the Alternate IDs for the new Inventory.
            1. Click the 'Save' button.
            2. Click the 'OK' button to close the dialog.
      8. Click the 'Save' button to save without posting.
      9. Click the 'Post' button to add the Inventory.
        1. The 'Inventory Adjustments' dialog will appear.
      10. Enter the Adjustment Code and Adjustment Reason.
        1. Click the 'OK' button.
      11. If the Unique Inventory Attributes of the new Inventory matches existing Inventory, and the Inventory Date (current date) is within the applicable Aggregation Tolerance of the Inventory Date of the existing Inventory, the new Inventory will be Aggregated by updating the Quantity and Inventory Date of the existing Inventory.

  2.  'Prescription Fill' screen - 'Prescription Details' tab...
    1. Navigate to the 'Prescription Search' screen via the 'Navigation Menu'.
      1. Using the search criteria, search for a Prescription.
      2. Select the binocular icon to access the 'Prescription Fill' screen.
    2. Navigate to the 'Prescription Details' tab.
    3. In the 'Billing and Inventory Information' section, using the last row in the Inventory List, add the following:
      1. Select the Inventory Location that contains the new Inventory..
      2. Enter the Lot Number, Serial Number, and NDC Number.
      3. Enter additional Alternate IDs by hovering the cursor over the info dot in the 'Alt ID' column.
        1. The 'Inventory Alternate IDs' dialog will appear.
      4. Enter the Expiration Date and Manufacturer.
      5. Enter the 'Available Quantity' (in Sales Units).
      6. Enter the 'Used Quantity' (in Sales Units).
      7. Click the green plus '+' button to add the Inventory.
      8. If the Unique Inventory Attributes of the new Inventory matches existing Inventory, and the Inventory Date (current date) is within the applicable Aggregation Tolerance of the Inventory Date of the existing Inventory, the new Inventory will be Aggregated by updating the Quantity and Inventory Date of the existing Inventory.

     

  3.  'Product Info' screen - 'Inventory' tab - 'Inventory' subtab...
    1. Navigate to the 'Product Setup' screen via the 'Navigation Menu'.
      1. Search for, and select, a Product.
      2. The 'Product Info' screen will appear.
    2. Navigate to the 'Inventory' tab.
    3. Navigate to the 'Inventory' subtab.
    4. Click the 'Add' button.
      1. The 'Add / Edit Inventory' dialog will appear.
    5. Enter the attributes for the new Inventory:
      1. Select the Inventory Location.
      2. If applicable, enter the Expiration Date, Manufacturer, Vendor, and Vendor Contract.
      3. Enter the Stock Units and S:St Ratio.
      4. Enter either the Stock Quantity or Sales Quantity.
        1. Based on the S:St Ratio, the blank Quantity will be calculated.
        2. If the S:St Ratio is blank, when the Sales Quantity and Stock Quantity are entered, the S:St Ratio will be calculated.
      5. Enter the Unit Cost.
      6. Enter the Adjustment Code and Adjustment Reason.
      7. If necessary, add the Adjustment Comments.
    6. If Alternate IDs are available, click the orange 'i' info dot to add them.
      1. The 'Inventory Alternate IDs' dialog will appear.
        1. Enter the Alternate IDs for the new Inventory.
          1. Click the 'Save' button.
          2. Click the 'OK' button to close the dialog.
    7. If Barcode Labels are needed, click the 'Print Labels' button to access the 'Barcode Scanner / Printer' dialog.
    8. If the Unique Inventory Attributes of the new Inventory matches existing Inventory, and the Inventory Date (current date) is within the applicable Aggregation Tolerance of the Inventory Date of the existing Inventory, the new Inventory will be Aggregated by updating the Quantity and Inventory Date of the existing Inventory.


 Viewing Aggregated Inventory...

There are several ways in which to view Inventory that has been Aggregated:

  1.  'Inventory Reconciliation & Adjustment' screen...
    1. Navigate to the 'Inventory Reconciliation & Adjustment' screen via the 'Navigation Menu'.
      1. Using the search criteria at the top of the screen, search for Inventory.
    2. To view the Inventory Adjustments that impacted the Quantity, hover the cursor over the info dot in the 'Adj' column.
      1. The 'Inventory Adjustment History' popup will be displayed for the selected Inventory.
    3. To view the changes that were made to the Inventory, hover the cursor over the info dot in the 'L' column.
      1. The 'Inventory & Product Change Log' popup will be displayed for the selected Inventory.

  2.  'Prescription Fill' screen - 'Prescription Details' tab...
    1. Navigate to the 'Prescription Search' screen via the 'Navigation Menu'.
      1. Using the search criteria, search for a Prescription.
      2. Select the binocular icon to access the 'Prescription Fill' screen.
    2. Navigate to the 'Prescription Details' tab.
    3. In the 'Billing and Inventory Information' section, expand the Product row to view the existing Inventory for the Product.
    4. To view the changes that were made to the Inventory, hover the cursor over the info dot in the 'L' column.
      1. The 'Inventory & Product Change Log' popup will be displayed for the selected Inventory.

  3.  'Product Info' screen - 'Inventory' tab - 'Inventory' subtab - 'Location View' subtab...
    1. Navigate to the 'Product Setup' screen via the 'Navigation Menu'.
      1. Search for, and select, a Product.
      2. The 'Product Info' screen will appear.
    2. Navigate to the 'Inventory' tab.
    3. Navigate to the 'Inventory' subtab.
    4. Navigate to the 'Location View' subtab.
      1. This tab page displays the Inventory grouped by Inventory Area, then Inventory Location, along with the total Sales Quantity in the Inventory Areas and Inventory Locations.
      2. Within the Inventory Location, the Unique Inventory Attributes are displayed along with the Available Quantity - this is the lowest level of Inventory breakdown.
      3. For each set of the Unique Inventory Attributes, the Inventory Adjustments that impacted the Quantity of the Inventory, are displayed.

  4.  'Product Info' screen - 'Inventory' tab - 'Inventory' subtab - 'Inventory View' subtab...
    1. Navigate to the 'Product Setup' screen via the 'Navigation Menu'.
      1. Search for, and select, a Product.
      2. The 'Product Info' screen will appear.
    2. Navigate to the 'Inventory' tab.
    3. Navigate to the 'Inventory' subtab.
    4. Navigate to the 'Inventory View' subtab.
      1. This tab page displays the Inventory grouped by Unique Inventory Attributes, then Inventory Area, then Inventory Location, along with the total Sales Quantity and Stock Quantity in the Inventory Areas and Inventory Locations.
      2. Within the Unique Inventory Attributes, the Inventory Areas are displayed along with the Available Quantity.
      3. Within the Inventory Areas, the Inventory Locations are displayed along with the Available Quantity.
      4. For each set of the Inventory Locations, the Inventory Adjustments that impacted the Quantity of the Inventory, are displayed.

Definitions

  • Following is a table of definitions for the screens (Components), components of screens (Subcomponents), fields (UI Element labels, names and entities), controls (names and entities), DB columns, adjustment types, privileges, attributes, and specs that have a direct, or indirect, connection to the term 'Aggregation'.
  • Use the controls at the top of the table to change the sort, grouping, and row height.
  • To see more of the cell content, click on the cell expansion control located at the top-right corner of a selected cell.

Open Issues

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