Inventory defaults
Set inventory specific defaults for new inventory items, ordering, history display and verification of inventory details. Available settings differ based on single location (SLI) or multi-location inventory (MLI) configuration.
Before you start
- Security access to Defaults – Practice dialog
- Inventory vendors and location(s) setup
- Usage tax set up, if needed (Controls > Taxes)
- Inventory invoice items set up to track quantity on hand (QOH) as applicable (expiration date and lot number tracking optional).
Important!
If tracking lot numbers, inventory details must be manually verified, even if using auto-verification for default location and oldest expiration date.
Setup
Controls > Defaults > Practice and Workstation > Inventory
Review and set defaults for the inventory, as needed. Click Apply to save your changes and continue setting defaults or click OK to save your changes and close the window.
Inventory defaults area
- Vendor ID: Enter a vendor ID or F2, to search and select from your vendor list. The selected vendor is set as the primary vendor for all new inventory items.
- Order ID: Enter a beginning order number, which will auto-increment for each new purchase order.
- Usage tax: Select usage tax(es) to be automatically linked to new inventory items, if applicable.
- Show item history for __ months:
- Select the number of months to display an inventory item’s history, which includes receipts, returns, orders and inventory transfers.
- To view an item’s history, click the Item History tab on applicable inventory windows.
- Receiving location: Select a default receiving location. MLI configured practices only.
- Auto confirm adjustments:
- To review adjustments before confirming them, uncheck the box.
- Confirm adjustments by navigating to Inventory > Adjustment List
- Unconfirmed adjustments can be voided, confirmed adjustments cannot.
- To review adjustments before confirming them, uncheck the box.
- Auto confirm stock transfers: To review transfers before confirming them, uncheck the box. MLI configured practices only.
- Delete want items on completed:
- Select to have want list items delete from windows and report after being placed on order.
- Unchecked will have ordered want items display as completed.
- Print purchase order notes: Select to print notes for items on the purchase order.
When inventory details need to be verified
If expiration date, lot number, and/or location are being tracked on an inventory item, these details are required when an invoice is posted. However, this information can be prompted for/required at the time of specific workflows, which include:
- Prescriptions
- Performed PVL items and Saved Invoices
- Performed document items (medical note or correspondence)
For each of the workflows, select one of these options.
| Not Required: | Inventory details are not required at the time of the specific workflow. No warnings will display to prompt user. |
| Warn if not verified: | A warning displays if the inventory details are not filled in and verified. You are able to complete the workflow without the verification. |
| Required: | Inventory details must be entered and verified, during the specified workflow. You will not be able to complete the workflow until details are entered and verified. |
Inventory depletion area
Note: Inventory items that track lot numbers will always require manual verification, regardless of default settings.
- Automatically mark inventory details as verified when location is defaulted in (MLI configured practices only):
- Select to automatically default in a location and mark it as verified when items tracking quantity on hand are:
- Prescribed
- Performed on the Patient Visit List (PVL) or a document
- Entered on an invoice
- Clear the check box to always have staff verify inventory location details.
- Select to automatically default in a location and mark it as verified when items tracking quantity on hand are:
- Automatically default in the oldest expiration date in the location:
- Select to have the item with the oldest expiration date at a location used as the default when consuming inventory.
- Clear the check box to always have staff verify the location and expiration date.
Depending on the workflow used, quantity is depleted based on expiration date, in one of the following ways:
| Invoice, invoice RX Label button, or Prescription Label action: | Quantity of one is depleted from the oldest expiration date The remaining quantity is depleted from the oldest expiration date OR the next expiration date quantity that can fulfill the remaining amount. |
| Patient Visit List or Prescribe: | The full quantity is taken from the expiration date that can fulfill the entire quantity. |
When the entered quantity exceeds any single expiration date (or lot number) that can fulfill the entered amount, manually select and verify the quantity per expiration date/lot number.
Additional information
General
- Usage taxes can be added/removed per item by navigating to Lists > Invoice Item > Tax/Disc tab. The tax can also be added/removed when using Inventory > Internal Stock Use.
- Sales tax can be added by default for new service and/or inventory invoice items in Controls > Defaults > Practice and Workstation > Invoice Item settings.
- The receiving location default (MLI only) can be cleared with support assistance, if not using a default location for receiving inventory.
- Selecting the default Delete Want List items when they are completed is recommended.
- The Want List window then displays only items with a status of Not Done.
- Leaving this box unchecked creates lengthy displays on Purchasing Work List, the Want List windows and the Want List report.
Vendor IDs
- Items will display with primary vendor in Purchasing Work List window and on the Evaluation Report, but can be ordered from any vendor.
- Primary Vendor information can be modified under Lists > Invoice Item > Inventory tab.
Order IDs
- Purchase Order numbers will use incremented Order IDs and can be overwritten when creating a purchase order.
- Defaulting the Order ID to blank is not recommended. All new PO numbers would default at 1 and display a ‘duplicate PO numbers are not permitted’ message.
Detail Verification settings
- Verification setting for Performed (PVL) items and Saved Invoices also include Patient Advisor Exams.
- When determining if the default should be set to Warn if not verified or Required, consider the following:
- Warn if not verified is recommended to prompt users for the information, but not prevent them from completing tasks if lot /expiration date info not in hand at time. Ex: Prescription label being made from outside pharmacy area. The person filling the prescription can verify details from the PVL.
- When set as Required, users may just click through windows to get task completed and cause patient record and QOH inaccuracies.
- Ensure staff is trained to verify details correctly, to avoid inaccurate quantity on hand (QOH) counts and inaccurate patient records.
Inventory depletion
- Defaulting in location information works in tandem with staff and workstation default settings.
- If both billing staff and workstation defaults are in place for depleting inventory, the workstation settings are used.
- When an entered quantity is ‘filled’ from multiple expiration dates or lot numbers, manually select and verify the quantity per expiration date/lot number.
Related reports
- Evaluation Report
