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If you prefer visual learning, please refer to our Inventory videos.
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Setting up the Inventory Ability
The set up for Inventory can be time consuming, but with the proper set up, tracking your Inventory is a smooth process.
Configuring Preferences
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There are not many preferences that require adjusting in the Inventory Ability. You'll likely want to come back and configure these later. They can be found in the MacPractice Menu > Preferences > Inventory.
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Once you've set up your items, you can come here and set your default retail item Procedure Types and Procedure Categories to fit your practice's needs. These impact what retail items will default to when adding charges to a patient's ledger.
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Item Name: The required field that sets the name by which the item is listed
In Stock: Reflects the current quantity of the item within the database
Adjust Quantity: Opens the Adjustment Sheet, through which item quantities are adjusted
Reorder Level: Sets the level of quantity at which MacPractice will prompt a reorder of the item
Do Not Reorder Checkbox: If checked, you will not be prompted to re-order this Item regardless of the quantity level remaining.
Category: The Category the Item belongs to. This selector will allow you to select any previously added Category from the Category node, or you can add a new one on the fly by simply entering the name of the Category in question. Items in a Category will allow this Item's data to be pulled when an Inventory Report is ran, or the Item is referenced in Retail Items.
Brand: The Brand the Item belongs to. Like the Category field, the selector will allow you to select any previously added Brand from the Brands node, or you can add a new one on the fly by simply entering the name of the Brand in question.
Model: The Model acts as the Alias within the Fee Schedule when searching for a particular charge.
UPC/EAN: The UPC/EAN number associated to the item.
Description: A brief description of the item in question.
Notes: A text field that contains any relevant notes that you wish to include about the Item.
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You can easily create a new Product Order by selecting an item or items in the table displayed in the screenshot above, then clicking the "Create POs from Selection". If no item is selected, the "Create Purchase Orders for All" button will be present instead.
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Note: You can only purchase an Item if there is at least one vendor added to the Vendors Table in the Item details. |
Clicking the Create Purchase Order button will open up a price sheet listing each vendor in the columns, and prices for each Item that the vendor has available, as shown in the screenshot below:
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Above the Ledger select the Charges menu > New > New Charge.
Place the cursor in the Code field and scan the item. Any fee where Inventory data matches the item's scanned UPC/EAN will be found.
If multiple items are found, select the correct fee from the resulting window.
Additional items may be added to the Charges table with the green plus button in the New Charge Window.
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Within the Inventory Reports node are several reports that can be used to generate data based on the information you've entered into the Inventory ability. Below is a summary of each report, and a link to additional information about that report.
Archived and Do Not Reorder: The Archived and Do Not Reorder report displays all items that have been archived or marked as Do Not Reorder.
Current Stock Value: The Current Stock Value report displays the current amounts of all items in your Inventory.
Inventory Adjustments: The Inventory Adjustments report details out all changes and adjustments made to your Inventory Items.
Inventory Alert Responses: The Inventory Alert Responses report records each Inventory Alert regarding stock levels and re-order levels, and the user's response to these reports.
Inventory Discrepancies: The Discrepancies Report displays differences between the expected stock and any audit counts that have been conducted. Please refer to the Audits section for additional information on Audits.
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