Inventory defaults

Estimated reading: 6 minutes

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

Setup

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.
  • 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:

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
    • This applies to Multi-location configured database 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.
  • 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.

Verifying expiration dates when the expiration date default is selected.
Verifying expiration dates when the expiration date default is not selected.

Additional information

General

Vendor IDs

Order IDs

Detail Verification settings

Inventory depletion

Related reports

  • Evaluation Report
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