In this article you will learn how to:
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Inventory allows you to track items sold to your patients and receive notifications when stock is low. The inventory module is optimized for items sold to patients as part of treatments or over-the-counter products, not for internal-use items such as bandaids or gauze which are not sold to patients. Below is a step-by-step outline on how to add inventory items.
How to Add Inventory Items
1. Go to the Inventory Levels from the left-side menu. Or click the inventory icon in the top-right corner.
2. Click Add Inventory Items to add inventory items.
3. Fill out all tabs: Item Name, Category, Unit Format, Measure Type, Transact by, and Retail Price per Unit and click Add New Item.
- Transact by allows you to track expiration dates and lot numbers as well as receive a dashboard notification when inventory is expiring within a month
- Target quantity is when you are at 100% stock and you will receive a dashboard notification when you are down to 20%.
4. Click Add Quantity or to add quantity to an inventory item.
5. Select a location, add a lot number,and add quantity and total cost of order. Click Add to inventory.
Note: If you add the inventory with an expiration date, make sure the expiration date format is mm/dd/yyyy, otherwise the inventory won't be added.
Note: In the Inventory Location field you'll see only the locations that are assigned to you in the Location field in User Accounts.
6. Click Subtract Quantity or to manually deduct your inventory.
- The system will automatically deduct your inventory once it is invoiced.
Edit inventory
To edit inventory click Edit icon.
A pop-up window will open where you can edit the information about the selected inventory. When you are ready, hit Save changes.
Archive inventory
If you do not want to have the inventory in your inventory list anymore, you can archive it. In order to do this, click the archive icon in the inventory line.
Then confirm the action.
You'll see a success message. Click OK to quit.
The inventory will be added to the Archived inventory list.
To check the list click on the Show archived inventory radio button. You'll see the list of all inventory items that were archived.
In order to unarchive the inventory item, click Unarchive item icon.
Confirm the action.
You'll see a success message.
The inventory will be back to the active inventory list.
How to create new invoice with inventory
1. Click Show Financial Transactions to create new invoices.
2. Click New and choose Invoice to record the point of sales. The inventory items will be deducted once you create the invoice. You will notice less inventory items than you had before.
- You will receive dashboard notification when you have expiring lot coming up, specifically a month before.
Note: You can create an invoice with an inventory item that is out of stock. You will receive a warning to notify you that the inventory item is out of stock, but you'll be able to proceed with the invoice regardless by clicking OK. This is helpful if you want to collect patient payment now and plan to order new stock to ship later to the patient.
If an invoice uses inventory that is out of stock, the stock levels will display as a negative number. This provides more clarity on the quantity needed when restocking the inventory item.
Check inventory history
You can check the history of changes to inventory with the help of the magnifying glass .
When you click the magnifying glass, you will see the records about adding, subtracting inventory and moving it to another place.
Sometimes it may happen that a manufacturer can notify the practice that a lot has been tainted/compromised and you might need to get a list of all patients who received that lot for further notification of the patients. History will help you with this. You can find the record of the appointment with the necessary lot and click View.
You'll see the name of the patient.
Enter Cost of Order
While looking at the history of an inventory item you may see a $ sign in the Actions column. It shows you that the item doesn't have the total cost of order added.
To add the cost of order, click on the dollar sign.
Insert the price in the pop-up window and Save the changes.
Video
Content Timelines per Minute:
00:00 - 00:22 - Introduction
00:23 - 02:16 - Adding an inventory item
02:17 - 03:08 - Stocking the inventory
03:09 - 03:28 - Check the inventory levels and expiration date
03:29 - 03:49 - Archiving an inventory item
03:50 - 04:54 - Subtracting inventory items
04:55 - 05:01- Wrapping up