Stock Management

Find Product or Service

There are 4 ways to search for a Product or Service.

Find by name

If you know the name of the product or service you can search for all occurances of any string of characters.

You do not need to type the whole name. For example. searching for "syn" will find all occurances of Synulox, Synoquin etc.

The search is not case sensitive.

Within Vet-One the name the supplier calls the product or service, the name your practice calls the product or service and the name of the product or service shown on the invoice are all searched simultaneously.

Find by price

If you can search by selling price. This would be the selling price of a single unit or unit price. Additional charges or minimum prices are excluded.

You can seach by price for products or services less than, equal to or greater than a specific price.

Find by barcode

If you know the barcode or GTIN (Glogal Trade Identification Number) you can search for a product in this way.

If you have a barcode scanner you can scan the item to enter the barcode. Be sure the cursor is already in the search box so that the scanned barcode appears before requesting the search.

Find by supplier code

Supplier codes differ from supplier to supplier. If you know the supplier code or part of the code you can search in this way.

It is possible that if you order from two or more suppliers they could use the same code to mean different products.

Stock Snapshot when Invoicing

When invoicing it is possible to view a summary of the stock position provided the product is set to be a stockable product.

This is displayed following the product name in the form of three numbers contained by brackets (x,y,z) where x is the quantity of pre-sold items awaiting delivery, y is the current stock level and z is the number on order or back order.

The Stock Snapshot can be visible to a user by giving the permission group they are in, permission to view Financial ¬ Invoice overview->Show stock breakdown at either their home branch or all branches.

Ordering

Placing an Order

1. Orders are placed via Vet-One's "Stock Management" module:
   
   
   
2. Once at the "Order Tracking" screen, click on the "Create New Order" button:
    
   
   
3. Select your supplier from the drop-down menu, choose which branch the order should be sent to, include any relevant remarks and then click "Create Order":
    
   
   
4. You will notice that the order status is shown as "In Preparation".
   Add products to your order in the same way that you might when adding items to an invoice - Click on "Add a Product":
   
   
   
5. In exactly the same way as when adding items to an invoice:
   1. Input an item name
   2. Click search (or press enter)
   3. Adjust the quantity next to the relevant product and click the blue arrow to add it
      (Repeat steps a-b as necessary)
   4. Click Return to Order when you have finished making additions 
    
   
   
6. When you have finished adding items to your order and you are happy it is ready, click "Close and send online":
    
   
   
7. Your order status will update to "Sent":
   
   
   
8. Vet-One will now await a confirmation from the supplier that the order has been received.  This usually takes less than 30 seconds (but may take longer) and Vet-One will display the confirmation message as soon as it is received.  Please be patient.
   
   
9. When the supplier message has been received the order status will update to "Confirmed" and a time-stamp for the confirmation will appear:
   

Your order is now placed.

Order Tracking

Order Delivery

Batches

Methods of Batch Selection

There are three methods of batch selection, which can be applied to individual products through the "Batch selection" field on the "Product Overview" screen (found by searching for a product through the "Products and Services" section). It is recommended that you choose your method for each product on the system's Masterlist before implementing any batches.

Manual selection is recommended for products such as microchips, to ensure that only the correct microchip number is assigned to the newly chipped pet.

Downloading Batches

When a delivery arrives from your supplier, first go into the relevant order and click the button at the foot of the screen that reads "Set arrived":

Once that step has been completed (for as many orders as appropriate), download the batch information for your orders. To do this, go to the "Stock Management" section of Vet-One and select the "Batch Deliveries" icon:

Your current suppliers will be listed, and those that support batch tracking will have links beside them: "Check for delivery", "Scan for delivery" and "Confirm deliveries". Some suppliers such as NVS and Dunlops can provide a download file of batch information about recent deliveries while others such as Centaur can not. An alternative way to create this batch information file is to use a scanner to read the barcode information held on the delivery totes(boxes). "Centaur supports this Scan for delivery" process while NVS and Dunlops support the "Check for delivery" process. Click the appropriate batch creation process to generate information about products and their batches delivered. Having either downloaded the file or scanned the delivery, the next step is to process the delivered items so click "Confirm Deliveries". This will take you straight to the second step.

You will be presented with a list of all the batch information from your previous orders, with the oldest listed first, and further pages linked at the bottom of the page.

Listed is the information that has been downloaded or scanned. Check the checkbox and click "Add selected items" to add the information to the system. To add more than one product at once, check the box beside "Invoice Date" to select all of the products on the page, and click their individual boxes to remove the undesired items. If no checkbox appears next to the delivered item, the batch information can not be created. This will be because your list of products in Vet-One does not include the item delivered. This can happen if the product was ordered by a method other then the Vet-One ordering system and consequently Vet-One doesn't know about the order. Creating the new product manually and returning to the "Confirm Deliveries page" will allow you to sort batch information for this new product.

Creating a New Batch via the Stock Management Module

Only products with existing stock levels will be displayed when using this method. If you are creating a batch for a product that currently holds a "zero" value on the system, please create a new batch via the "Stock Perspective" screen in the Products and Services module.

It is possible to create a batch from scratch, without information supplied to Vet-One by your wholesaler. The information you require will be found on the drug or product (such as microchips). To begin, go to the "Stock Management" section of Vet-One and search for your product:

The product will be displayed with a note of the current stock level along with any existing batches, the practice branch they are located at and where within that branch they are kept. The icons to the right allow you to create a new batch, or to edit a pre-existing one:

Click the icon with the  icon to begin creating a new batch from scratch.

• Enter the batch number as specified on the product.

• You will be presented with two options for quantity: "saleable unit(s)" refers to the number of individual units to be sold, such as 250 tablets from one pot. "Bought packs(s)" refers to the number of ordered packs, such as the whole pot of medication. This will not affect the way the product is added to an invoice but makes your batch creation more flexible.

• Enter the product expiry date.

• Some companies require the original invoice number when returning a product. If desired, enter the Invoice Number here to keep it ready at hand for such an event.

• Choose which branch of the practice the product is to be sold at. If desired, you can then specify the location at which the product is kept within that branch. Locations can be added and edited from the "Stock module setup" and "Stock locations" area of "Stock Management". Please note that this will default the quantity type to "saleable unit(s)" so you may need to readjust that field.

• Any remarks you would like to make about the batch can be entered into the "Remarks" field.

Please check that all the details are correct before clicking the "Create Batch" button.

Creating a New Batch via the "Stock Perspective" Screen

Use this method when you are creating batches for a product that has no pre-existing stock level. If you are adding batches to products with pre-existing stock levels you can use this method or you can create new batches via the Stock Management module.

• From Vet One's Main Menu, click on the Products and Services icon and then the Find product or service by name icon:

• Search for the product by name (e.g. Antiro* would return all products beginning with those letters):

• Click on the product you wish to update (which will take you into the Pricing Perspective). Be sure to take note of the Units per pack value to avoid stock errors: e.g. Pills that come in bottles of 100 and are sold by the bottle (1 units per pack) would cause a 100-fold price error if entered per pill!

• Click Stock Perspective (just beneath Product Overview) and then click the Create New Batch button (at the foot of the Stock Perspective screen):

• You will arrive at the Create New Batch screen. Input your batch information, including:

1. Batch code (or leave as "None" if not applicable)
2. Quantity
3. Expiry Date (if applicable)
4. Supplier Invoice Number (if applicable)
5. Branch (required)
6. Stock Location (if applicable)
7. Any relevant remarks

• Finally, click the Create Batch button and you will see the new batch appear on the Stock Perspective screen. If you have made any errors in your input, you can make a stock adjustment by updating the batch.

Batches and Invoices

When you come to add your product to an invoice, you will find one of three new steps added to your search process, dependant on the batch selection method you specified.

Manual Selection

Hold your mouse over the product name to drop down a list of the current batch numbers, and the stock remaining in each. You will need to select your product quantity from one of the available before you can add it to the invoice.

Usage Selection

No list will appear on mouse-over - you can add the desired quantity of product as normal, and the system will choose from the available batch numbers. Find out how to specify the order of batches to be used here.

Both

Holding your mouse over the product will drop down a list of the available batches, for choosing a specific one, but you can still add without specifying, and let the system choose the batch.

Stock Adjustments

Sometimes you may need to reduce the amount of stock from a particular batch independently of the sales which have gone on within Vet-One.

Go to the "Stock Management" section of Vet-One and search for your product to see the current batches listed below it. Click the  icon to begin editing the batch stock.

You may then choose to reduce the stock from that batch by a quantity of "saleable unit(s)" (for instance, a pot of pills spills over, but not all of the pills are lost and you wish to reduce the stock only by those which are gone), or "bought unit(s)" (you wish to reduce by the entire quantity as originally ordered).

You will need to specify a reason for the stock adjustment, and listed above are some examples, selectable from the drop down list.

Once you are done, click "Save Changes" to reduce the stock.

Setting the Usage order

To specify the order in which batches get used through the "Usage" method, go to the "Stock Management" section of Vet-One and search for your product:

Click your product's name, and you will be taken to the "Stock Perspective" of the "Product Overview", also reachable by searching for the product in the "Products and Services" section. To edit the order of the batches to be used, click the arrows () to the right of the batches until you have your desired order.

Creating a New Order

If your wholesaler has provided a catalogue for use in Vet-One, it is possible to send an order to them directly. We currently support such orders from NVS, Dunlops and Centaur.

Beginning on the Vet-One main page, click the "Stock Management" icon, then "Order Tracking". Click the "Create New Order" button at the bottom of the screen and you will be presented with a drop down list of suppliers to choose from, and branches of the surgery for the items to be delivered to. Any message entered into the "remarks" field will be displayed at the top of the order page, for instance "items for staff" or "do not send until Tuesday". Click the "Create Order" button to continue.

Until the order is sent, it will be allocated the reference number "0". While an order is empty, you can use the radio button to the left of it to select and delete it. Click the "0" to open the order.

Adding Products Manually

At the bottom of your new order, click the "Add a product" button. To make sure you're ordering products from the latest catalogue, use the drop-down list at the right of the next screen to change "Master Products" to the supplier's latest catalogue. This should be done before searching for or adding products to the order.

Once your catalogue is selected, you can begin searching for products. The image to the right shows an example of a search term,
list of results, and items added to the order. Quantities can be specified to the right of each item, and clicking the blue arrow will add them to the order. They can likewise be removed by clicking the red cross beside each.

When you're satisfied with the order, click "Return to Order". If you would like to change quantities of items already added to the order, click the item's name and adjust the quantity appropriately.

To send the order, click the "Send order online" button. The order will be transmitted to your supplier, and in a few minutes a message will appear in "Supplier message" (below "Remarks") confirming that the order was received. If any products are out of stock, they will be listed as well. The order's status should now show as "Confirmed".

Reports

Manual Adjustment Stock Report

This report allows you to view changes made to stock values (positive and negative) between two dates.

Information includes:

• The date the change was made
• The product name
• The batch number (where available)
• The update reason (e.g. Damaged / spilt)
• The old quantity (pre-edit)
• The new quantity (post-edit)
• The cost (if the net change was negative)
• Any relevant remarks recorded against the adjustment
• The user that made the adjustment
• Which branch the adjustment relates to
• When the original batch was created (e.g. If more product is manually being added to an existing batch)

In order to use the report:

Navigate to the stock module reports menu:
 

Select Manual Adjustment Stock Report and specify the parameters for your report in the setup page:

When you're ready, click Generate Report - The report will be generated exclusively in PDF format in order to prevent editing.

Expiry Reports

These reports consider the stock batches associated with a product and the expiry date associated with those batches.

The reports allow a single branch to be considered or all branches.

The report can be further refined so that products within a product category can be reported, products which have not been ascribed a product category or products in all categories.

There are three reports showing expiring batches.

1. Stock that has already expired.

This reports all stock that has already expired since a chosen date. The default date is the previous 3 months.

2. Stock about to expire.

This reports all stock about to expire between now and the chosen date. The default date is 3 months from now.

3. Stock that will expire between two dates.

This reports all stock that will expire between two future dates. The default dates are from today until 3 months hence.

Monetary values shown are exclusive of Tax.

Report totals show the purchase cost and potential revenue value of each expiring batch.

If two or more batches of a product are due to expire withing the time period both are show in the report.

Module Setup

Stock Locations

Stock Transaction Types

These are used when a batch or part batch is removed from sale for a reason e.g. returned to supplier or wastage.

New stock transaction types can be created and existing types deleted. Deleted types remain on the system and may be restored to active use if needed.

Stock Batch Management

This is a management function to globally adjust the batches of stockable products. This affects the current stock levels and is irreversible.

Firstly you are invited to choose the branch for which the actions will take place. Then you choose the number of batches that will remain. These will be the most recent batches added to your system. If there are 6 active, non zero quantity batches for a product and you choose to have 2 remaining then the 4 oldest batches will have their quantities reduced to zero and therefore will no longer be active.

If you ask to reduce the number of active batches to 4 but a product only has 3 or less active batches, this action will have no effect.

Once you have chosen which branch and the number of batches to remain, all the stockable products along with the number of active batches and total quantity of that product are displayed. Products that are not stockable or have no active batches are not displayed.

You can now select which products to action by selecting the appropriate check boxes. The top check box selects all check boxes.

Choose "Action selected products" to make the changes to the selected products from that page. Select other pages as required and action them.

Stock System Management

These functions are not used in normal operation. They are only to be used to completely reset part or the whole of the stock system.

Set all outstanding order items as delivered

If stock management processes have not taken place and delivered items have not been marked as delivered for some time there will be a build up of items the system knows has been ordered but which it has no record of ever being delivered. Consequently these items are considered to be on back order with the supplier.

If the system knows it has items on back order, yet to be delivered, this will effect whether or not it suggests further orders take place.

In some cases it may be pragmatic, rather than resolve each outstanding order item, simply to reset the stock system.

Vet-One > Stock Management > Stock Module setup > Set all outstanding order items as delivered

This function can be done for a single branch or all branches.