Overview
Any physical items that are purchased and need to be tracked, should be entered into your account. This allows you to manage your inventory and have prices automatically adjusted as the cost to the business increases. Purchase entries are key to managing your businesses inventory balances.
For more information about ordering and receiving using the MWI, Patterson or Victor Medical integrations; please click HERE
For our information on our Vetcove integration, please click HERE
When using percentage based markup pricing on items, a purchase for the item is required in order for a base price to be generated.
Record a Purchase at the Inventory Item Level
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Click the arrow to learn more
Navigate to the applicable inventory item
Click on "Purchases" and select "New Purchase"
Complete the form that appears
Click "Save"
To see detailed information about important fields on purchases, please see below.
The supplier field is required. To enter in a supplier, you will do so from the Contacts module.
Navigate to the "Contacts" module
Click "New Company"
Complete the form that appears
Click "Save + Done"
Lot No: - If a lot number is entered, this will automatically be pulled into the medical record and can be tracked under the purchases tab of the item.
Expires: - We highly recommend entering in the expiration date in this field. The expiration date will appear on any prescription label. Note: An expirated item cannot be sold. The system will not show any expired items when searching for an item in a new record. You will have to manually make an adjustment for the expired item, and drop the balance to 0 with a reason of "Expired".
Quantity: (VERY IMPORTANT) - This is the total amount of the item purchased, based on the UOM (Unit of Measure). To the left of the quantity field, it will show you the UOM that has been set on the item. This is how you dispense (sell) the item. For the example below, the item is sold by the individual tablet.
Example: If you receive 3 bottles of a medication, and each bottle has 100 tablets, totaling 300 tablets; you will enter in 300 as the quantity. This will put 300 tablets in your inventory, so as the tablets are sold, the balance will be accounted for properly.
Shipping and Tax - This is for the tax and shipping the business paid on the purchase and is an optional field. The shipping and tax costs can be worked into the items price if you wish to do so. This is managed form the configuration "Cost Plus Pricing". It can be found in Settings > View Configurations > Cost Plus Pricing. There will be 4 options to choose from:
Setting how Items will Automatically be Pulled
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Click the arrow to learn more
Navigate to the "Settings" module
Find the "Inventory Shelf Management" configuration and click the paper and pencil icon to edit.
Select preferred option between "Soonest Expiring" or "FIFO" (First In First Out)
"Soonest Expiring" will look at the expiration dates of purchases to determine the lot that an item is pulled from by default. If there is no expiration date on a purchase(s) then the system will default to FIFO after all entries with an expiration are used up.
"FIFO" or First In First Out will always utilize the purchase date to determine the order items are pulled.
Click the save icon
Purchases can also be added to an inventory item via a "New Receipt" within the Inventory Dashboard (main inventory page). If the clinic has multiple purchases to add to their inventory, they can do a "New Receipt" from a supplier and the purchases will be added to the applicable inventory item from the receipt. Using the receipt feature is recommended when entering an entire order, which will save you time as the individual purchases are created under each item once the receipt is posted.
Click HERE to learn more about receipts.