📝 Overview

Recording your purchases in the system is key to tracking inventory, maintaining accurate pricing, and generating reliable reports. Any physical items that are purchased and need to be tracked should be entered into your account. This allows you to manage inventory effectively and ensures that item prices automatically adjust as business costs change. When using percentage-based markup pricing, at least one purchase entry is required for an item to generate a base price.

💡 To learn more on our Vetcove integration, please click the button below.

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📦 How to Record an Individual Purchase (Inventory Item Level)

This section explains how to record an individual purchase at the item level. Use this method when you’ve received a single item and need to add it to your inventory. For multiple items, see the Receipts section below to learn how to enter them quickly and efficiently.

🎥 Video Overview

Click the arrow to learn how to record a purchase at the inventory level

Navigate to the applicable inventory item
Click on Purchases and select New Purchase
Complete the form that appears. The Supplier field is require (added through the Contacts module as a New Company).
Click Save

To see detailed information about important fields on purchases, please see below.

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".

NDC: You are able to enter in the item's NDC (National Drug Code) into a purchase.

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:

🧾 How to Add Purchases via a Receipt

Save time, and enter recently received orders through one receipt. Once the receipt is posted, all the purchase information will be distributed to the applicable items.

💡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.

🎥 Video Overview

Click the arrow to learn how to add purchases through a receipt

Purchases can 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.

Steps to Create a Receipt

Click Inventory
Click Receipts, then select New Receipt
Complete the receipt form

Receipt Required & Optional Fields

Supplier (required): Select the supplier for the receipt.
Order (optional):
- If an order is available (for example, from integrated ordering), select it from the Order field.
- All submitted orders that have not been fully received will be available for selection.
Tax (optional):
- Tax can be applied at the individual purchase level when adding items to the receipt.
- Alternatively, enter the total tax amount in the Tax field and choose either $ or % from the dropdown:
  - $: Applies the total tax amount evenly across all items in the receipt.
  - %: Automatically applies the correct tax percentage to each purchase based on the purchase price.

How to add Items to a Receipt

Once the receipt is created, you can start adding your received items to the receipt.

Click Items and Add Item
Fill out the form that appears. The Items field will search your inventory as you type. Once the correct item is selected, the UOM (unit of measure) will adjust for the Received Quantity and Stock Quantity.

Need to Knows:

The Received Quantity and Stock Quantity are usually the same. They may differ if a customer has pre-ordered a portion of the item and an invoice has already been created. In this case, the pre-ordered quantity does not need to be added to stock.
The Post to field defines which item in your inventory the received item should be posted. This selection only needs to be made the first time you receive an item – all subsequent receipts will remember this definition.
If tax was entered on the New Receipt form, the Tax field will populate for you.

⚠️ The Stock amount should reflect the total quantity received based on the unit of measure (UOM). For example, if you receive 2 bottles and each bottle contains 250 tablets, you would enter 500 in the Stock field.

The Cost field should reflect the total cost for that full quantity—in this example, the total cost of all 500 tablets.

How To Edit Items in a Receipt

Click the gear icon next to the item you want to edit
Select Edit Item
Make the desired changes
Click Save

How To Remove an Item From a Receipt

Click the gear icon next to the item you want to remove
Select Delete Item.
Confirm your intent to delete the item.

💡 Deleting an item removes it from the receipt only. The item remains on the original order as back-ordered and will be available to receive on a future receipt.

How To Post a Receipt

A receipt MUST be posted and then the receipt automatically creates purchase records for all items included in the receipt, and inventory is updated accordingly.

Click Post Receipt on the applicable receipt
Confirm your intent to post the receipt

💻 How to Create an Order

Creating an order is not required to create a receipt, but it is available if you want to track non-integrated orders within your account. After placing an order with your vendor, you can enter the order in the system and later convert it into a receipt once the items are received in the clinic.

💡For more information about ordering and receiving using the MWI, Patterson or Victor Medical integrations; please click the button below.

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Click the arrow to learn how to create a order

From the Inventory Dashboard (home inventory screen), click the Orders > New Order
Fill out the form that appears and click Save when done.

Template: If a Purchase Order Template has been created in the settings, this allows the selection of the template which will pre-fill the order.
Supplier: This is required. The dropdown allows you to select from the suppliers in your contacts. If needed, go to the Contacts module and create a New Supplier.
Account No: This is for internal use, and can be entered in if needed.
Date: The default is the current day. This can be changed if the order is being entered in on a different date than when it was placed.
Ship To: Your clinic address can be selected.
Bill To: Your clinic address can be selected.
Notes: Add any notes about the order if needed.

3. Once in the order form, select the Items tab and click New Item to start adding your order's items. The Add Template option refers to any purchase order templates that you have created in your settings.

4. When Add Item is selected, you will search your item in the Item field. This will search your inventory. The Quantity will default to the items UOM (Unit of Measure), so make sure to add the correct quantity based off the UOM. Add the Total Cost, any Notes and click Save + Done or select the down arrow to select Save + Add New to continue adding items.

🧠 Example: If you ordered 2 bottles and each bottle contains 250 tablets, you would enter 500 in the Quantity field. The Cost field should reflect the total cost for that full quantity—in this example, the total cost of all 500 tablets.

5. Once you are done entering in all items from the order, click Submit Order on the top header. This must be done for the order to be selected when creating a new receipt.

How to Convert an Order to a Receipt

Once you have received your order, and need to create a receipt against the order. You will follow the same steps as creating a receipt (see How to Add Purchases via a Receipt section above). The only difference is when you are filling out the New Receipt form, you will need to select the applicable order from the Order field.

⚠️ Make sure the correct supplier is selected in the Supplier field. Only submitted orders will show under the Orders field for the supplier selected.

Once the order is selected, fill in the rest of the form, select Save and proceed to the receipt process.

💊 How to Set Items to Automatically be Pulled

Learn about the Inventory Shelf Management configuration, which lets you set how inventory items are automatically pulled.

Click the arrow to learn how to set items to automatically be pulled.

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)
1. 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.
2. FIFO or First In First Out will always utilize the purchase date to determine the order items are pulled.
Click the save icon

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.

Click the arrow to learn about the frequently asked questions