Inventory Tab in 4.0

The Inventory tab defines the unit's Purchase Order Defaults and Inventory Locations for the Hospital Units that contain inventory.

• Purchase Order Defaults:

  • In VetView versions prior to 4.0, Purchase Order Defaults were defined for the Hospital only, via the 'Hospital Setup' screen → 'Hospital Setup' tab → 'Inventory Defaults' section.
  • Beginning with version 4.0, Purchase Order Defaults can be defined for each Hospital Unit (Inventory Area) for which Purchase Orders are created.  The 'Inventory' subtab will appear on the 'Hospital Setup' screen → 'Unit Setup' tab only if the 'Inventory Unit' option has been selected for the Hospital Unit via the 'Hospital Setup' screen → 'Unit Setup' tab → 'Unit Details' subtab → 'Use For' section (see image below).
  • The Purchase Order Defaults are used to automatically populate the header of a new Purchase Order. 
    • There are 4 defaults:
      1. Direct Inquires To: The person who requested the Purchase Order Items.
      2. Delivery Contact: The person to whom the delivery will be made.  The 'Department', 'Building', and 'Room' that is populated on the Purchase Order report will be populated from the Delivery Contact's hospital 'Inventory Shipping' options.
      3. Charge Account: The Hospital Unit's GL Account Number to which the Purchase Order will be charged.
      4. Purchase Order Number: Determines how the 'Internal #' (University Purchase Order Number), or 'Requisition No' will be populated. 
         • There are 3 options:
           1. Manually Assigned: The 'Internal #' (University Purchase Order Number) will be manually entered by the User.  If an electronic procurement system is configured, the 'Requisition No' will be automatically populated by the electronic procurement interface when the Purchase Order is accepted.
           2. Auto Assign University PO Number: The 'Internal #' (University Purchase Order Number) will be system-generated when the Purchase Order is saved.  This is the Purchase Order ID of the new Purchase Order record.  If an electronic procurement system is configured, the 'Requisition No' will be automatically populated by the electronic procurement interface when the Purchase Order is accepted.
           3. Auto Assign Requisition Number: The 'Internal #' (University Purchase Order Number) will be disabled. The 'Requisition No' will be system-generated when the Purchase Order is saved.  This is the Purchase Order ID of the new Purchase Order record. 

    • Purchase Order → 'Purchase Order Detail' screen (Header):

      

    • Purchase Order → 'Purchase Order' report:

• • The Purchase Order Defaults are dependent on either:

    • The User who creates the Purchase Order, and the 'Default Unit' that is assigned to them; or,

    • The 'Unit' selected for the Purchase Order.

  • The 'Default Unit' that is assigned to the User will automatically populate the 'Unit' on the Purchase Order.

    • User Management → 'Users Account & Employee Record' screen → 'Hospital Options' tab → 'Hospital Options' section:

• • Alternatively, the Purchase Order 'Unit' can be changes to any other Hospital Unit that is identified as an 'Inventory Unit'. 

    • Hospital Setup → 'Hospital Setup' screen → 'Unit Setup' tab → 'Unit Details' subtab → 'Use For' section:

• • Ultimately, the 'Unit' on the Purchase Order, will determine how the Purchase Order Defaults are populated.

    • Hospital Setup → 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory' subtab → 'PO Defaults' subtab:

• Inventory Locations:

  • In VetView versions prior to 4.0, Inventory Locations were defined via the 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory Locations' subtab.

  • Inventory Locations are physical locations within the Hospital Unit (Inventory Area).

  • They can be as simple, or complex, as needed for inventory management.  Parent-child locations can be created in a hierarchical structure of unlimited levels.

    • 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory' subtab → 'Inventory Locations' subtab:

• • Inventory is added to Inventory Locations via the Purchase Order and Inventory Transfer processes.  Inventory can also be added to Inventory Locations by using the other Inventory screens:
    • 'Inventory Count by Area' screen
    • 'Inventory Management' screen
    • 'Inventory Search' screen → 'Inventory on Hand' tab
    • 'Product Info' screen → 'Inventory' tab → 'Inventory on Hand' subtab
  • Many of the Inventory screens, with search functionality, include the Inventory Area (Hospital Unit), and Inventory Location, as search criteria.

Setting Purchase Order Defaults:

1. Navigate to the 'Hospital Setup' screen → 'Unit Setup' tab.
2. Select the Hospital Unit from the panel on the left.
3. On the 'Unit Details' subtab → 'Use For' section, insure that the 'Inventory Unit' option is selected.

   • 'Hospital Setup' screen → 'Unit Setup' tab → 'Unit Details' subtab:

   • 
4. Navigate to the 'Inventory' subtab → 'Purchase Order Defaults' subtab.
5. Select the options as previously described, and as defined in the table below.
6. Click the 'Save' button to save the changes.

   • 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory' subtab → 'Purchase Order Defaults' subtab:

Creating Inventory Locations:

The Inventory Locations, for the Hospital Unit (Inventory Area), are defined via the:

• 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory' subtab → 'Inventory Locations' subtab:

Add a new Inventory Location:

1. Select the Hospital Unit (Inventory Area).
2. Navigate to the 'Inventory' subtab → 'Inventory Locations' subtab.
3. Click on the 'Add' button.
   • The 'Location Details' section will appear.

     • 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory' subtab → 'Inventory Locations' subtab → 'Location Details' section:

1. Complete the fields (refer to the table below)
2. Click the 'Save' button to save the changes.

View and Edit Inventory Locations:

1. Select the Hospital Unit (Inventory Area).
2. Navigate to the 'Inventory' subtab → 'Inventory Locations' subtab.
3. Select the Inventory Location.
   • The 'Location Details' section will appear.

     • 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory' subtab → 'Inventory Locations' subtab → 'Location Details' section:

1. View or modify the fields (refer to the table above)
2. Click the 'Save' button to save any changes.

Move Inventory to a new Inventory Location:

• Once inventory is associated to an Inventory Location, it will stay with that Inventory Location, even if the Inventory Location is moved to a different parent.  This characteristic of the Inventory-to-Inventory Location relationship, makes it easy to change the location of Inventory within the Inventory Location structure.  This can only be carried out within the original Inventory Area (Hospital Unit).  In order to move inventory between Inventory Areas, the Inventory Transfer process must be used.

1. Select the Hospital Unit (Inventory Area).
2. Navigate to the 'Inventory' subtab → 'Inventory Locations' subtab.
3. Select the Inventory Location that contains the inventory to be moved.
   • The 'Location Details' section will appear.

     • 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory' subtab → 'Inventory Locations' subtab → 'Location Details' section:

1. Select a new 'Parent Location'.
2. Click the 'Save' button to save any changes.