Overview
Adding inventory items correctly in your account is essential for pricing, setting item defaults, reminders and keeping stock accurate.
Adding 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.
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Click the arrow to learn more
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)
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"
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 see Managing Inventory Subcategories .
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.
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Click the arrow to learn more
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.