Overview
Inventory rules are configured at the item level to streamline and enhance item selection. These rules can be defined based on species (breed), weight, and age, ensuring that only relevant items appear during searches. When adding items to a new record, the system automatically applies these filters, helping users quickly locate appropriate items while reducing clutter from irrelevant options.
For example, items intended for canines can have a species rule applied so that only canine-specific items appear when searching for a canine patient, preventing unrelated species items from being displayed.
To learn how to add an inventory item, click here.
Video Tutorial
How to Add an Inventory Rule to an Item
Inventory rules are added within an inventory item's profile. Multiple rules can be added to a inventory item. To add a rule, first navigate to the inventory item within the inventory module and follow the steps below.
Click the Rules tab > New Rule tab within the items profile
Set the "Rule" field. There will be 3 options: Species, Weight and Age
Depending on the rule that is chosen, the next field(s) will be specific to that rule. For example, if species is selected, "Breeds" and "Sex" will be fields to complete
Click "Save + Done" or click the arrow and select "Save + Add New" to make another rule
When creating a medical record, you have the option to bypass item rules if needed. By default, the "Apply Item Rule" checkbox is selected, ensuring that species, weight, and age filters are applied. To view all available items, simply uncheck this box. This can be useful in scenarios where a patient requires multiple preventives across different weight ranges, allowing you to access and select the necessary items without restriction.
Rule Options
There are 3 types of rules to set on an inventory item. Species, Weight and Age. Each rule has specific options to choose from in order to set the rule properly.
Species
When a species rule is chosen, the species (breed) and sex can be chosen. When the breed field is selected, there will be a dropdown to choose from. You can select all at the top, select any breed(s) by scrolling, or search for the breed you need. Next to each breed will be an arrow. When the arrow is clicked, the options will be expanded with a list to choose specific breeds within the species if needed.
Best Practice: Simply search for the species needed, and make the selection by clicking the box next to the species.
The Sex field is based on the breed that is selected. When a breed is selected, it will automatically put in "All sexes selected". If needed, the sex option can be expanded to select specific sexes.
Weight
The weight rule will have one field to complete; Minimum and Maximum weight. You have the option to enter a minimum, a maximum, or a range as needed. There is a dropdown that allows for the weights unit of measure to be chosen. This rule is especially helpful for certain products, such as preventatives that have weight ranges.
Weight is not a required field on a patient profile. If a patient has no weight, a weight rule will not apply.
Age
The age rule allows for a minimum and maximum age to be entered in. You have the option to enter a minimum, a maximum, or a range as needed. There will be a dropdown that allows for years, months or weeks to be selected. This can be helpful for young animals, for example puppy and kitten vaccines.
Age is not a required field on a patient profile. If a patient has no age listed, a age rule will not apply.
FAQs
1. What are inventory rules and why should I use them? Inventory rules are filters applied at the item level to streamline item selection during medical record creation. These rules help ensure that only relevant items appear based on the patient’s species, weight, or age, reducing unnecessary clutter and making it easier to find the right product quickly.
2. How do I add an inventory rule to an item? To add a rule, go to the inventory item's profile in the Inventory module, click the Rules tab, then select New Rule. Choose the rule type—Species, Weight, or Age—and complete the relevant fields. Click "Save + Done" to apply the rule or "Save + Add New" to create another.
3. What happens if I need to override the rules for a specific patient? When adding items in a medical record, the "Apply Item Rule" checkbox is selected by default to enforce species, weight, and age filters. To view and select all items regardless of rules, simply uncheck the box. This is useful for cases like multiple preventives across weight ranges.
4. What options are available when using the Species rule? With the Species rule, you can select specific breeds and sexes. Use the dropdown menu to select from all breeds or search for a specific one. Clicking the arrow next to a breed will expand sub-breed options. Sex defaults to “All sexes selected” but can be narrowed down if needed.
5. How does the Weight rule work? The Weight rule allows you to define a minimum, maximum, or range of weight using your preferred unit of measure. This is especially helpful for weight-specific products like preventives. Keep in mind, if a patient does not have a weight listed in their profile, the rule will not apply.
6. Can I use Age as a filter for inventory items? Yes, the Age rule lets you set a minimum, maximum, or age range using units of years, months, or weeks. This is particularly useful for age-specific products, like puppy or kitten vaccines. However, if the patient's profile does not include an age, the rule will not apply.