Inventory Tab (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.
If needed, you are able to Adjust Inventory here for an individual item. (For example, if some inventory was lost due to wastage.) To perform an Inventory Count for an entire inventory area, it is better to use the new Inventory Count screen instead.
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.
| Field | Description |
|---|---|
| Inventory Area | Search for this product in a specific inventory area. |
| Location Filter | Narrows the search down to a specific location within the selected inventory area. |
| Expiration date | Searches for inventory based on the expiration date of the product as it was entered. |
| Lot | Searches for a specific lot number and narrows the locations to only those which include the lot number. |
| Serial | Searches for a specific serial number and narrows the locations to only those which include the serial number |
| NDC | Searches for a specific NDC number (for pharmacy products) |
| Manufacturer | Searches for products from a specific manufacturer |
| Stock Levels | Searches for locations based on the current stock levels. This helps to identify which areas may have spare, compared to those which are out of stock or negative. |
Add Inventory
Clicking on the Add Inventory button will open a small pop up window where you can add new inventory for the product.
| Field | Description |
|---|---|
| Inventory Location | A drop down menu of all of the inventory areas that are defined under Hospital Setup. Inventory of a product can be stored in multiple places, but each placement will need to be entered separately in the log for accuracy. Under the Inventory Management screens, you can also enter the inventory in one place, then transfer it out to other locations within the hospital, for better tracking and flow. This screen is best used only for an initial inventory stock of a newly defined product. |
| Lot Number | The lot number for the inventory item. |
| Manufacturer | The manufacturer of the inventory item. |
| Serial Number | The serial number of the inventory item, if it is available. |
| Expiration Date | The expiration date of the inventory item. This may be especially important for perishable products, such as drugs or pet food. |
| Quantity | The quantity that is being added. Use in conjunction with the Sales to Stock toggle to change the unit being entered. |
| Sales to Stock Toggle | Switches the numbers between sales unit and stock unit. |
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
Transfer History
Inventory Counts
Transaction Log
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.
| Field | Description |
|---|---|
| Vendor List | A drop down menu of all the vendors previously defined under the Vendor Setup Screen |
| Contract | A list of contracts available for the selected vendor, if applicable |
| Product # | The product identifier used by the vendor for reordering purposes |
| Product Name | The product name as it is used by the vendor for reordering purposes |
| Sales | The price of the product for resale, e.g. 1 box or 1 tablet. Recycles the sales unit from the Product Details tab |
| Stock | The price and unit of the product as it is stored in inventory, such as one bottle or one case. The ratio of sales to stock is in the field just above the stock line on this window. |
| Order | The price and unit of the product as it must be ordered, such as a case of 10 bottles, twenty boxes of gloves in a large box, or one palette containing 100 rolls. The ratio of stock to order is in the field next to Stock. |
| Manufacturer | The manufacturer that supplies this product to the vendor |
| Comments | Any additional information about this product's relationship to the vendor that may be useful |
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.
VetView Wiki Most recent releases of VetView: Version 4.2.5 Hotfix (Released 10/31/2024)