Inventory Control
The Add / Edit Drugs, and the Add / Edit AdHocSalesItems choices, found on the Setup and Maintenance switchboard and menu, each contain a field where you can always maintain inventory numbers. Once the initial inventory is set up, there is another facility for managing the inventory for your sales items that you may find more useful.
From the More Functions switchboard or menu, you will find choices for AdHocPurchaseOrders and DrugPurchaseOrders. The DrugPurchaseOrders entry form is shown below.
If you are creating a purchase order for an item you haven't already entered in the Add/Edit Drugs form, you can click the Add New Drug button to add the drug. The new drug will immediately be available in the drop-down list of the DrugPurchaseOrders form.
When you receive invoices for sales items that you have purchased for your clinic, you can create detailed purchase records using these forms. This provides a method for the system to automatically maintain inventory and pricing, as well as inventory reports and purchase order history reports. This is especially useful if you have assigned markup categories to your sales items.
When a new purchase order is added for one of your sales items, the quantity ordered is not immediately applied to the inventory count. As you continue to sell this item, at some point the current count will be depleted. When that happens, the system will check the purchase records, update the retail price, update the inventory count, and mark the purchase record complete.
If you have assigned a markup category to this item, the new retail price will be calculated automatically. If there is no markup category assigned, the system will ask you to enter a retail price amount. In this manner, existing stock is always sold at the retail price that is relative to the wholesale cost of the item. For instance, if you have a sale that requires 4 of a particular item, and you had only 2 of these items remaining in inventory, the charge to the customer will be 2 items at the previous retail price, plus 2 items at the new retail price, and the inventory count will be set to the purchase order quantity minus 2. At this point, the purchase order will be marked as complete.
The inventory reports will aid you in determining when additional items need to be ordered. Both of the reports are similar in appearance, and the purchase order reports enable you to see trends in sales for your various items.
Note: If you are maintaining purchase orders, when you notice that one or more drugs have reached their expiration date, you can simply open the Add/Edit Drugs form, and set the quantity field (Qty) to zero. The next time you include one of these drugs in an invoice, the purchase order will fill in the new inventory quantity and pricing for you automatically. Purchase orders and inventory will NOT be automatically updated when a drug has expired.
From the More Functions switchboard or menu, you will find choices for AdHocPurchaseOrders and DrugPurchaseOrders. The DrugPurchaseOrders entry form is shown below.
If you are creating a purchase order for an item you haven't already entered in the Add/Edit Drugs form, you can click the Add New Drug button to add the drug. The new drug will immediately be available in the drop-down list of the DrugPurchaseOrders form.
When you receive invoices for sales items that you have purchased for your clinic, you can create detailed purchase records using these forms. This provides a method for the system to automatically maintain inventory and pricing, as well as inventory reports and purchase order history reports. This is especially useful if you have assigned markup categories to your sales items.
When a new purchase order is added for one of your sales items, the quantity ordered is not immediately applied to the inventory count. As you continue to sell this item, at some point the current count will be depleted. When that happens, the system will check the purchase records, update the retail price, update the inventory count, and mark the purchase record complete.
If you have assigned a markup category to this item, the new retail price will be calculated automatically. If there is no markup category assigned, the system will ask you to enter a retail price amount. In this manner, existing stock is always sold at the retail price that is relative to the wholesale cost of the item. For instance, if you have a sale that requires 4 of a particular item, and you had only 2 of these items remaining in inventory, the charge to the customer will be 2 items at the previous retail price, plus 2 items at the new retail price, and the inventory count will be set to the purchase order quantity minus 2. At this point, the purchase order will be marked as complete.
The inventory reports will aid you in determining when additional items need to be ordered. Both of the reports are similar in appearance, and the purchase order reports enable you to see trends in sales for your various items.
Note: If you are maintaining purchase orders, when you notice that one or more drugs have reached their expiration date, you can simply open the Add/Edit Drugs form, and set the quantity field (Qty) to zero. The next time you include one of these drugs in an invoice, the purchase order will fill in the new inventory quantity and pricing for you automatically. Purchase orders and inventory will NOT be automatically updated when a drug has expired.
