Inventory & Stock Control in Dental4Web

Inventory & Stock Control in Dental4Web

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Keep track of your products numbers via our Inventory & Stock Control modules. 
  1. The Inventory page: Add suppliers, product groups & inventory items within (e.g. sizes, colours), set product codes, reorder points and costs
  2. The Stock Control: Record input / output of products, transferring, liquidating & ordering stock
The below series of instructions takes you through the phases of Initial Prep & Setup, Using the Stock Control & Managing other features

Initial Preparations & Setup

Prepare for Inventory and Stock Control Setup

Before beginning the setup process and use of Inventory & Stock Control,
  1. 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:
  3. Items that require re-ordering at some point must be listed
  4. 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

Set the Stock List Controller

The Stock Control module has the ability to hold multiple stock lists.
Alert
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. Hense why we recommend a new staff member ‘Stock Controller’ is added and that only this member has security access to stock control.
  1. Click the navigation menu > Management > Staff page
  2. Staff toolbar > New Record / or icon
    1. Surname: Controller
    2. Firstname: Stock
    3. Tick Responsible for Inventory

  3. Set security access on the Stock Control module and ensure only this staff member has access permission
InfoClick here to view the Security instructions

Add Inventory Types (Product Group) & Inventory Items

When Inventory & Stock Control is installed, a pre-defined list of Types (products) and Items (product sizes, colours, etc) already exist. You may edit these details to suit your needs and/or add new ones. 
  1. Click the navigation menu > Location Setup > Inventory page
  2. Click Add TYPE
    1. Type the name of the product type (e.g. Gloves)
    2. Click OK

  3. Inventory Items are attached to the Inventory types. 
  4. Select the Type to add an Inventory Item to. e.g. Gloves
  5. Click Add INVENTORY ITEM
    1. Item Name: The size, colour, style, style name (e.g. Gloves Medium - Latex/Powder Free)
    2. Inventory Code: A short code for this item (e.g. GL-MP)
    3. Click OK

  6. Enter all information about this inventory item on the right hand side of the screen
    1. 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
    2. Supplier: Inventory items can be linked to a specific Supplier
    3. Reorder Code: This is the code provided by the Supplier to reorder this item
    4. Reorder Point: The system will alert to reorder when the items sock level reaches this number
    5. Unit Cost: The cost per unit may be entered
    6. Obsolete: Tick box when this item is no longer ordered/ used. Click here for instructions

  7. Repeat steps for each new Inventory Item

Add Suppliers

  1. Click the navigation menu > Location Setup > Inventory page
  2. Record menu > Suppliers List
  3. In the Suppliers window:
    1. Click ADD NEW
    2. Type in the information in the fields with the supplier's details
      1. Name & Code are the only mandatory fields
    3. Click OK

Set Initial Current Stock Numbers

For stock quantities to be correct when you commence using Inventory & Stock Control, ensure the amounts are entered quickly after a stocktake is completed.
  1. Log into D4Web using the Stock Controller credentials
  2. Click the navigation menu > Management > Stock Control page
  3. Operations menu > New Record
  4. In the 'New Stock Control Transaction' window, select:
    1. Transaction Type: Select Input Inventory Items
    2. Notes: Enter a note that this is the initial input of stock into the system (optional)
    3. Click OK

  5. Remove the tick from Show only non-zero balances
    1. Highlight the Inventory Items required to have current stock entered into
      1. Hold down the Ctrl key to multi select or highlight top row then Shift key then last row to select all
    2. Click the right arrow icon , the selected Inventory Items will appear on the right 
    3. Enter the quantity of each item in the QTY column 
    4. Click ACCEPT when all numbers are entered

AlertTo Input in smaller batches, create a new Input transaction (e.g. per Inventory Type)
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. 
AlertSet this up only if following the stock management Option B.
  1. Click the navigation menu >  Location Setup > Items page
  2. Highlight the item required (eg 119)
  3. Inventory sub-tab
    1. Click ADD NEW
    2. Select the inventory type/s from the available list
    3. Click OK

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

  4. To set a specific item quota of this material Type (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

Using Inventory & Stock Control

Alert
To avoid creating multiple stock lists, remember to Log in using Stock Controller credentials and log out when completed.

Input Inventory Items

When receiving stock from a supplier, the items must be added to the Stock / Inventory so accurate quantities are set correctly
  1. Log into D4Web using the Stock Controller credentials
  2. Click the navigation menu > Management > Stock Control page
  3. Operations menu > New Record
  4. In the 'New Stock Control Transaction' window, select:
    1. Transaction Type: Select Input Inventory Items
    2. Supplier of Inventory: Select the name of the supplier for future reference and reporting (optional)
    3. Notes: Enter a note (optional)
    4. Click OK

  5. Remove the tick from Show only non-zero balances
    1. Highlight the Inventory Items required to have current stock entered into
      1. Hold down the Ctrl key to multi select rows or highlight top row then Shift key then last row to select all
    2. Click the right arrow icon , the selected Inventory Items will appear on the right 
    3. Enter the quantity of each item in the QTY column 
    4. Click ACCEPT when all numbers are entered

Output Inventory Items

Output Inventory Items is used to record which items have been removed from the available stock or used with Treatment.
  1. Log into D4Web using the Stock Controller credentials
  2. Click the navigation menu > Management > Stock Control page
  3. Operations menu > New Record
  4. In the 'New Stock Control Transaction' window, select:
    1. Transaction Type: Output Inventory Items
    2. Select the Providers for which the output is for
    3. Click OK

  5. If an Inventory Item is allocated to a Treatment Item, the stock used is recorded According to treatment done (Option B), will automatically appear on the right with output numbers
  6. However, if you opted to Update stock levels when stock is taken from stock room (Option A), there will no inventory items appearing on the right.  
    1. Highlight any Inventory Items required from the Item list on the left
      1. Hold down the Ctrl key to multi select rows or highlight top row then Shift key then last row to select all
    2. Click the right arrow icon, the selected Inventory Items will appear on the right
    3. Enter the quantity to output of each item in the QTY column
    4. Click Accept when all numbers are entered

Inventory Items used in Treatment

If Inventory Items are attached to Treatment Items (Option B), when work is being done the amount of inventory items that has been used can be entered.
  1. Click the navigation menu > Patients > Treatment page
  2. Enter the item number (eg 119)
  3. In the Inventory Items Used window, the Inventory details are present
    1. If required, change the Inventory Item amounts in the Used column
    2. Click OK

  4. If additional inventory items are required in this treatment:
    1. Click ADD
    2. Select the Inventory items
    3. Click SELECT

Order Inventory (Stock) 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. Log into D4Web using the Stock Controller credentials
  2. Click the navigation menu > Management > Stock Control page
    1. All Inventory Items requiring reordering will be listed in the Reorder Point column as red

    2. View or print the list by clicking the  icon
  3. Next, Operations menu > New Record
    1. Select 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/if applicable
    5. Click OK

  4. Then, 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 order of each item in the QTY column
    2. Click ACCEPT when all numbers are entered
    3. If you wish to send a list to your supplier, click PRINT to save a copy in a file, export or printout

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. Log into D4Web using the Stock Controller credentials
  2. Click the navigation menu > Management > Stock Control page
  3. Operations menu > New Record
  4. In the 'New Stock Control Transaction' window, select:
    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

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

Managing Other Inventory & Stock Control Features

Inventory Items Input / Output Removal

Should there be an error 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. Log into D4Web using the Stock Controller credentials
  2. Click the navigation menu > Management > Stock Control page
    1. Highlight the transaction from the Transactions section
    2. Click REMOVE

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( (see next instructions)
Where there are multiple stock lists, the stock quantity would need to be liquidated for each stock list where applicable.
  1. Click the navigation menu > Location Setup > Inventory page
  2. Record menu > Find Inventory to find the item (the item must have 0 stock on hand)
    1. Use Inventory Code or Item name field to find the item
    2. Click FIND
    3. Highlight item row
    4. Click GO TO
    5. Once the item is found, place a tick in the Obsolete tick box
    6. Enter the date the item will be obsolete from (the current date is inserted automatically)
    7. Click OK

Liquidate Inventory (Stock) Items

When Inventory Items have been damaged, out of date, etc, the stock must be removed from Stock Control in such a way that not to be recorded as regular output.
  1. Log into D4Web using the Stock Controller credentials
  2. Click the navigation menu > Management > Stock Control page
  3. Operations menu > New Record
  4. In the 'New Stock Control Transaction' window, select:
    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
    4. Click OK

  5. Select the Inventory Items
    1. Hold down the Ctrl key to multi select rows or highlight top row then Shift key then last row to select all
  6. 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

Notes
A few liquidate item reasons: Out of Date stock, damaged and unusable, return for refund or exchange product.

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. Log into D4Web using the Stock Controller credentials
  2. Click the navigation menu > Management > Stock Control page
    1. Highlight the transaction to be exported from the Transactions section
    2. Operations menu > Export
    3. Open the downloaded txt file
    4. Save file as required

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 then import back in.
  1. Log into D4Web using the Stock Controller credentials
  2. Click the navigation menu > Management > Stock Control page
  3. Operations menu > Import 
    1. Click Select Upload file
    2. Select the file to be opened
    3. Click Open
    4. Click
      UPLOAD
Any Stock Transaction list can be printed.
  1. Log into D4Web using the Stock Controller credentials
  2. Click the navigation menu > Management > Stock Control page
    1. Highlight the transaction to be printed from the Transactions section
    2. Click PRINT
A list of all Inventory Items can be printed.
  1. Click the navigation menu > Location Setup > Inventory page
    1. Record menu > Inventory List

Info

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