Inventory & Stock Control

Inventory & Stock Control

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Listed below is how to prepare to use Inventory and Stock Control, add a new inventory group, type or supplier, allocate inventory items to treatment items. setup stock lists and controllers, import or export stock transactions, print inventory list and stock transactions. 

Initial Preparations & Setup

Inventory & Stock Control: Prepare for Inventory and Stock Control

  1. Before beginning the setup process and use of Inventory & Stock Control, choose the tracking method.
    1. Option A: Update when stock is taken from the stock room
      This is the most common and easiest way to control stock coming in and going out.
    2. Option B: Update according to treatment done
      Products are allocated to item numbers and the system will take from stock when an item number is used. This takes longer to setup and has to be manually adjusted if not using the usual amount or type of product.
  2. Make a list of all products used in the practice
    1. Items that require re-ordering at some point must be listed.
    2. If a product that requires different sizes etc. is used – list them separately. E.g. If 3 types of gloves or 3 different glove sizes are required, then they must be added as 3 separate products.

Inventory & Stock Control: Add Inventory Types (Products)

Before using Inventory & Stock Control, Inventory Types need to be created.

When Inventory & Stock Control is installed, a list of Types (products) and Items (product sizes, colours, etc) already exist. You may edit these details to suit your needs.

  1. To add a new Inventory Type go to Location Setup > Inventory tab
  2. Click Add Type button
  3. Type the name of the product type (e.g. Floss)

Inventory & Stock Control: Add Inventory Items

Before using Inventory & Stock Control, Inventory Items need to be created.

  1. Go to Location Setup > Inventory tab
  2. Select the Type (see above section) to add an Inventory Item to by clicking on the (+) in front of the name
  3. Click Add Inventory Item
  4. Enter all information about this inventory item on the right hand side of the screen
    1. Item Name: The size, colour, style, style name (e.g. Kids Toothpaste)
    2. Inventory Code: A short code for this item (e.g. KT for Kids Toothpaste)
    3. Use by Default: Inventory items can at a later stage be linked to Treatment Items, this check box denotes this Inventory Item as the default item when used for treatment
    4. Supplier: Inventory items can be linked to a specific Supplier (see below section)
    5. Reorder Code: This is the code provided by the Supplier to reorder this item
    6. Reorder Point: The system will alert to reorder when the items sock level reaches this number
    7. Unit Cost: The cost per unit may be entered

Inventory & Stock Control: Add Suppliers

Before using Inventory & Stock Control, Suppliers need to be created.
  1. Go to Location Setup > Inventory tab
  2. Record menu > Suppliers List
  3. In the Suppliers window, click Add New button.
  4. Type in the information in the fields with the supplier's details
  5. Click OK when complete

Inventory & Stock Control: Allocate Inventory items to Treatment Items

Inventory items can be attached to treatment items, so that when work is being done, the amount of inventory items that has been used can be entered.
  1. Go to Location Setup > Items tab
  2. Highlight the item required (e.g. 119)
  3. Inventory sub-tab > Click Add New 
    1. Select the appropriate inventory type/s from the available list
    2. Click OK button

  4. Highlight the row and add the number used in the Use column

  5. To set a quota of this material (optional) click Details
    1. Enter the Use for each item; this is the default amount deducted when the item is entered in Treatment, however can be adjusted case by case

Inventory & Stock Control: Make Inventory Items Obsolete

If an Inventory Item has become obsolete (e.g. discontinued) it can be configured so it is no longer shown in the Stock Control tab.

An Inventory Item can only be set as obsolete when the stock quantity is 0. If any stock quantity exists this must be liquidated.

Where there are multiple stock lists, the stock quantity would need to be liquidated for each stock list where applicable.

  1. Go to Location Setup > Inventory tab
  2. Record menu > Find Inventory to find the item (the item must have 0 stock on hand)
  3. Place a tick in the Obsolete tick box
  4. Enter the date the item will be obsolete from (the current date is inserted automatically)
  5. Click OK

Inventory & Stock Control: Setup Stock Lists and Controllers

The Stock Control module has the ability to hold multiple stock lists. Multiple stock lists should only be setup if there are multiple stock rooms to monitor. E.g. Dr 1 has his own stock room, Dr 2 has her own stock room – separate orders/inputs/outputs etc. are done for each stock room.

Unless multiple stock lists (multiple stock rooms) are required, only one person should have access to Stock Control. We recommend a new staff member ‘Stock Control’ is added and that only this member has security access to stock control.

  1. Go to Location Management > Staff tab
  2. Operations menu > New Record
  3. Surname: Control
  4. Firstname: Stock
  5. Tick Responsible for Inventory 

  6. Set security on the Stock Control module and ensure only this staff member has access

Inventory & Stock Control: Set Initial Current Stock Numbers

For stock quantities to be correct, ensure current stock quantities are entered quickly after a stocktake is completed.
  1. Go to Location Management > Stock Control tab
  2. Enter the username and password of the staff member responsible for Inventory (see above section for further instructions) 
  3. Operations menu > New Record
    1. Transaction Type: Input Inventory Items
    2. Enter a note that this is the initial input of stock into the system (optional)
    3. Click OK

  4. Remove the tick from Show only non-zero balances
  5. Select the Inventory Items required to have current stock entered into
  6. Click the right arrow icon , the selected Inventory Items will appear on the right
    1. Enter the quantity of each item in the QTY column
    2. Click Accept when all numbers are entered

Using Inventory & Stock Control

Inventory & Stock Control: Import Inventory Stock Transactions

Inventory Stock transactions can be imported from a tab-delimited text file. It is recommended to export an existing Inventory Stock Transaction, modify the text (e.g. using Notepad) and save with a different filename.

  1. Go to Location Management > Stock Control tab
  2. Enter the username and password of the staff member responsible for the stock list
  3. Operations menu > Import
    1. Select the location to open the file
    2. Select the file to be opened (e.g. Stock Input)
    3. Click Open

    4. Click Accept to save the transaction

The text must be saved in a particular format, and this is different depending on the type of transaction being imported. See below examples.

Input Inventory Items

1: Staff Member Responsible for Inventory
2: Transaction Date
3: Transaction Number
4: Transaction Type (1 = Input Inventory Items)
5: Notes
6: Inventory Item Code
7: Inventory Stock Quantity
8: Total Cost

Liquidate Inventory Items


 
1: Transaction Date
2: Transaction Number
3: Transaction Type (3 = Liquidate Inventory Items)
4: Notes
5: Staff Member Responsible for Inventory
6: Inventory Item Code
7: Inventory Stock Quantity
8: Total Cost

Inventory & Stock Control: Export Inventory Stock Transactions

An Inventory Stock transaction can be exported into a text file. This file can then be edited and imported as a new transaction.

  1. Go to Location Management > Stock Control tab
  2. Enter the username and password of the staff member responsible for the stock list
  3. Highlight the transaction to be exported from the Transactions section

  4. Operations menu > Export
    1. Select the location to save the file
    2. Enter the name of the file to be saved (e.g. Stock Input)
    3. Click Save

Inventory & Stock Control: Print Inventory List

A list of Inventory Items can be printed.

  1. Go to Location Setup > Inventory tab
  2. Record menu > Inventory List

Inventory & Stock Control: Print Inventory Stock Transaction

Any Stock Transaction list can be printed. 
  1. Go to Location Management > Stock Control tab
  2. Enter the username and password of the staff member responsible for the stock list
  3. Highlight the transaction to be printed from the Transactions section
  4. Click Print

Inventory & Stock Control: Inventory Items Input / Output Removal

Should there be a mistake in an input or output of Inventory Items, that transaction can be removed.

Inventory amounts will reduce (or increase) and the removed transaction will remain recorded for audit trail purposes.

  1. Go to Location Management > Stock Control tab
  2. Enter the username and password of the staff member responsible for the stock list
  3. Highlight the transaction from the Transactions section
  4. Click Remove

Inventory & Stock Control: Input Inventory Items

When Inventory Items arrive, the stock needs to be input into Stock Control.

It is advisable that the person responsible for inventory collects all the invoices from suppliers and updates the system.

  1. Go to Location Management > Stock Control tab
  2. Enter the username and password of the staff member responsible for Inventory
  3. Operations menu > New Record
    1. Transaction Type: Input Inventory Items
    2. Supplier of Inventory: Enter the supplier or select None
    3. Click OK

  4. Remove the tick from Show only non-zero balances
  5. Select the Inventory Items required
  6. Click the right arrow icon , the selected Inventory Items will appear on the right
    1. Enter the quantity to input of each item in the QTY column
    2. Click Accept when all numbers are entered

Inventory & Stock Control: Output Inventory Items

Output Inventory Items is used to record which items have been removed.

If an Inventory Item is allocated to a Treatment Item (see above section), the stock used is recorded at the at the time of Treatment (see below section). If using Option A (see above section), follow these instructions to record when stock has been taken from the stock room

  1. Go to Location Management > Stock Control tab
  2. Enter the username and password of the staff member responsible for Inventory
  3. Operations menu > New Record
    1. Transaction Type: Output Inventory Items
    2. Select the Providers for which the output is for
    3. Click OK

  4. Items recorded from Treatment will automatically appear on the right with output numbers
  5. Select any additional Inventory Items required
  6. Click the right arrow icon , the selected Inventory Items will appear on the right
    1. Enter the quantity to output of each item in the QTY column
    2. Click Accept when all numbers are entered

Inventory & Stock Control: Order Inventory Items

Inventory Items can be ordered based on stock levels either being at/below reorder point or if it is known more of a currently stocked item is needed. 
  1. Go to Location Management > Stock Control tab
  2. Enter the username and password of the staff member responsible for Inventory
  3. All Inventory Items requiring reordering will be shown in red

  4. View the list by clicking  the icon
  5. Operations menu > New Record
    1. Transaction Type: Order Inventory Items
    2. On Date: Enter the date the stock was removed
    3. Supplier of Inventory is: Select a supplier from the drop list
    4. Enter notes where applicable
    5. Click OK

  6. Select the Inventory Items required
  7. Click the right arrow icon , the selected Inventory Items will appear on the right
    1. Enter the quantity to order of each item in the QTY column
    2. Click Accept when all numbers are entered

Inventory & Stock Control: Liquidate Inventory Items

When Inventory Items have been damaged, out of date, etc., the stock needs to be removed from Stock Control.

  1. Go to Location Management > Stock Control tab
  2. Enter the username and password of the staff member responsible for Inventory
  3. Operations menu > New Record
    1. Transaction Type: Liquidate
    2. On Date: Enter the date the stock was removed
    3. The reason of remove is: Type in the reason for this liquidation, eg Out of date stock
    4. Click OK

  4. Select the Inventory Items required
  5. Click the right arrow icon , the selected Inventory Items will appear on the right
    1. Enter the quantity to liquidate of each item in the QTY column
    2. Click Accept when all numbers are entered

Inventory & Stock Control: Intra-Group Transfer of Materials

If multiple stock rooms are being used, stock of Inventory Items can be transferred from one stock list to another.
  1. Go to Location Management > Stock Control tab
  2. Enter the username and password of the staff member responsible for the stock list where stock is being removed
  3. Operations menu > New Record
    1. Transaction Type: Intra-Group Transfer of Materials
    2. On Date: Enter the date the stock was removed
    3. To: From the drop list select the stock list where stock is being added
    4. Enter notes where applicable
    5. Click OK

  4. Select the Inventory Items required
  5. Click the right arrow icon , the selected Inventory Items will appear on the right
  6. Enter the quantity to order of each item in the QTY column

  7. Close stock control and enter the username and password of the staff member responsible for the stock list where stock is being added
  8. Click Accept to accept the transfer

Inventory & Stock Control: Copy, Edit/Delete

Inventory use for Items can be copied from other Items where Inventory use has been specified.

  1. Go to Location Setup > Items tab
  2. Select the item to copy the Inventory use to > Inventory sub-tab
  3. Click Add 
  4. In the Copy Inventory From window, highlight the item to copy the Inventory use from
  5. Click OK

Inventory Items used for patients in Treatment can be added, edited or deleted.

  1. Go to Patient Records > Treatment tab
  2. Treatment menu > Change Inventory Item Used (for selected rows) or Change Inventory Item Used (for all rows)
  3. Change the Inventory Items used by selecting the Inventory Item in the drop list
  4. Change the Use Value in the Used column
  5. Add Inventory items click Add
  6. Delete Inventory Items click Delete Button

Inventory & Stock Control: Inventory Items used in Treatment

Inventory Items can be attached to Treatment Items (see above section), so that when work is being done the amount of inventory items that has been used can be entered.
  1. Go to Patient Records > Treatment tab
  2. Enter the item number (e.g. 119)
  3. In the Inventory Items Used window, the Inventory details are present
  4. If required, change the Inventory Item amounts in the Used column

  5. Click OK

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