Overview
Adding inventory items correctly in your account is essential for pricing, setting item defaults, reminders and keeping stock accurate. This article will cover the specific fields that can be utilized to customize the needed usage of the item.
How to Add an Item - The Basics
First, an inventory item can be created in a few ways - in the Inventory module, from the quick add on the main header, when creating a new medical record, or when adding an item to an invoice or estimate.
Click the arrow to learn how to add a inventory item
Click the arrow to learn how to add a inventory item
How to Add an Item in the Inventory Module
Click on "Inventory" at the top of the page
Click on "Add Item" in the blue navigation bar (you will be redirected to a blank inventory page)
Complete the fields as applicable. "Name" and "Category" are required fields
Click on "Save + Done" to save your changes (or "Save + Add New" to add another inventory item)
How to Add an Inventory Item from the Quick Add / Green +
Click the green + button from the top right of the software header
Select "New Inventory Item"
Enter in the new inventory item and select "Save + Done"
How to Add an item when create a new medical record, or when adding an item to an invoice or estimate
Type the name of the item in the "Item" field
Click on the "Add Item" option that appears
Complete the form that appears
For more information about creating custom inventory categories, please click here.
How to Add Default Options for Inventory Item
As mentioned above, only two fields are required to create a new inventory item - name and category. However, there are many other useful fields that can be set in order to streamline the creation of medical records, invoices, and estimates.
Click the arrow to learn about the default options on an inventory item
Click the arrow to learn about the default options on an inventory item
Display Name - This is the name of the item that the client will see on their exported invoice as opposed to the 'Name' will be what the clinic will search the item by in their account.
Controlled - Items that are marked as "controlled" will be tracked for purposes of the Controlled Substances Log that is available under Reports.
Concentration, Dose Range, and Dose - These values are used by the dosage calculator. To learn more about the dosage calculator, please see Using the Dosage Calculator
Print on Invoice - Items that do not need to be shown to clients should be marked to not print on invoices. This setting is useful for supplies, mileage tracking, and other such internal uses. Items that are set to do not print on the invoice cannot have a price assigned to them on the invoice.
Next Due - This default value is used to populate the "next due" field in medical records, and is used by reminders to determine when the reminder should be sent.
Base Price - This is the default price for the item. This value is used in invoices, estimates, and bundles to determine what the item should cost based on the quantity that is being sold. There are five price options available:
Fixed price - This option should be used for items whose prices don't fluctuate over time, such as services.
% of latest cost - This option will calculate the price of the item based on the latest cost of the item (as recorded under "purchases") and multiply that cost by the specified markup.
% of highest cost - This option will calculate the price of the item based on the highest cost of the item, and multiply that cost by the specified markup.
% of average cost - This option will calculate the price of the item based on the average cost of the item, and multiply that cost by the specified markup.
% of lowest cost - This option will calculate the price of the item based on the lowest cost of the item, and multiply that cost by the specified markup.
For more detailed information on Base Price, see the related article: Understanding the Base Price .
Minimum Price - To ensure that items are not discounted below a certain point, a minimum price can be set. There are two options for setting a minimum price of an item, 'Total' or 'Per Item Sold'.
Per Item Total - This selection applies the minimum price to the line item total on an invoice, not each individual unit. If an item's base price is $1, and the minimum price is $5, the total price of the line item cannot be sold for less than $5. Once the unit quantity of 5 has been reached, it will then charge according to the base price. Ex: quantity of 6 = $6, quantity of 7=7$, etc. If a quantity of 20 is sold, this option of 'Total' looks at the total line item amount, which is $20. This line item total of $20 could be discounted down to $5 based off the minimum price, but never below.
Per Unit- This selection applies to each individual unit of the item. If the base price of an item is $1, and the minimum price is $0.80, each individual unit cannot be sold / discounted below $0.80. If a quantity of 20 is sold, and a discount is applied, regardless of the line item total, the discount cannot go below $0.80 per unit of the item.
Fees - These are inventory items themselves (that are funneled under the "Fees" category). Fees can be added to the total calculated price of the item, but they do not appear as separate line items on the invoice. For a detailed guide on fees, see the related article: Creating and Managing Fees .
Print label - This allows the inventory item to automatically print when adding the item into a new record. To have this work, select "Yes" in this field. By selecting "Yes", whenever this item is entered in a new record, the "Label" field will default to the label printer you have set as your default printer.
Base Quantity - This determines the unit of measure that applies to the item. The quantity should always be set to 1. The base quantity works in conjunction with the base price to determine the price of the item for a given quantity.
We have a detailed guide available with a detailed explanation on how the base Quantity works. In your DaySmart Vet account, click on the "i" icon next to Base Quantity to learn more.
Route and Location - These values are used to populate the "route" and "location" fields in the medical record. Configuring these on an item will pre-populate anytime that item is added to the patient's history.
Instructions - These are the default instructions for a prescription label. If instructions are listed in this field, they will populate the "Instructions" of a new record when using this item. The text can always be edited within the record as needed.
FAQs
How can I add a new inventory item in DaySmart Vet?
Inventory items can be added from multiple areas within the system including the Inventory module, the green Quick Add button, a medical record, or directly from an invoice or estimate. Wherever it’s added from, completing the required fields—Name and Category—will create the item.
What are the required fields when adding an inventory item?
Only the Name and Category fields are required to create a new inventory item. However, additional fields can be used to customize how the item functions across invoices, medical records, and estimates.
What is the difference between the 'Name' and 'Display Name' fields?
The Name field is used internally by the clinic to search for and manage items, while the Display Name is what the client will see on their invoices, offering a more client-friendly description.
What does the 'Controlled' setting do on an inventory item?
Marking an item as "Controlled" enables tracking for regulatory purposes and allows the system to include it in the Controlled Substances Log available under Reports.
How does the system calculate the Base Price of an item?
The Base Price can be a fixed value or dynamically calculated based on the latest, highest, lowest, or average cost, with an assigned markup percentage. This price is used for invoicing, estimating, and bundles.
What is the difference between 'Minimum Price – Per Item Total' and 'Per Unit'?
Per Item Total ensures the line item total doesn't fall below a set amount, while Per Unit enforces a minimum price on each individual unit, regardless of total quantity or discounts.
What is the 'Print Label' option used for?
Enabling 'Print Label' ensures that when the item is added to a new record, a label is automatically sent to the default label printer, streamlining the prescription labeling process.
How do fields like Route, Location, and Instructions affect medical records?
These default fields automatically populate relevant sections of the medical record when the item is added, saving time and maintaining consistency in treatment documentation.