Chapter 19 - PharmacyTable of ContentsChapter 21 - Generate Reports


INVENTORY SUBSYSTEM

        1. INVENTORY TERMS
        2. ACCESSING INVENTORY
        3. MANUFACTURER MAINTENANCE
        4. INVENTORY ITEMS
                A. Adding
                B. Usage
                C. Finding
                D. Modifying
                E. Renaming
                F. Deleting
                G. Comments
        5. STOCKING INFORMATION
                A. Adjusting Stock
                B. Ordering Stock
                C. Wish List
                D. Receiving Stock
                E. Buying History
                F. Check Out Stock (Multi Clinics)
                G. Locate Stock (Multi Clinics)
        6. AUTOMATIC MARKUP
                A. Entire File
                B. Individual Items
        7. BATCH REPORTS
                A. Master List
                B. Status Report
                C. Work Sheet
                D. Usage Statistics
                E. Open Order List
                F. Out of Date Report
                G. Vendor Sort List
                H. Vendor List
                I. Manufacturer List
                J. Depletion Matrix
                K. Selling Price Report
                L. Stock Labels
                M. Class Sort List
                N. Controlled Substance Usage 
                O. Wish List
                P. Overstock List
                Q. Spot Check

1. INVENTORY TERMS

Before using your inventory system, you need to be familiar with the following terms:

ORDER UNIT unit by which the item is purchased. For instance, if you purchase cans of dog food by the case, the order unit would be a case. If you buy another item by the bottle, the order unit would be a bottle. It's Ok to express the order unit as [24 cans] to remind yourself of how many come in a case, bottle, etc., but you need to be careful when receiving stock. If you receive stock by "order units", and receive 6 cases, enter (6) as the quantity received. If you <F3>Swap to selling units, you would enter 144 as the quantity received. See the Receiving Stock section.
SELLING UNIT unit by which the item is sold. Example: 1 can.
S-UNITS PER 0-UNIT number of selling units that your order unit consists of, for example, a case of 24 cans has 24 selling units per order unit (even if you sell some food by the case. Use the smallest unit that you ever sell in for this field).
LAST ORDER DATE the most recent date an order was placed for a particular item.
ORDER UNIT COST the cost per order unit (what you pay). If this varies, enter the last price paid.
SELL UNIT COST the cost per selling unit. This cost will be calculated by the system after you enter the Order Unit Cost, Order Unit and Selling Units per Order Unit (what you pay per selling unit).
SELLING PRICE the price per selling unit that you charge your clients. This price will be calculated from the selling unit cost if you enter a Markup Percent. You may override this if you wish.
QUANTITY ON HAND the number of selling units presently in stock.
INVENTORY VALUE the displayed item's $ value . See Inventory Value later in this chapter for info on how the value is calculated.
ECONOMIC ORDER QUANTITY minimum number of selling units required for a quantity discount.
REORDER POINT minimum number of selling units allowed before reordering.
MAX STOCK POINT The maximum amount that you want to have on hand at a given time. V/BOSS will use this quantity to suggest an order amount when using the Wish List. Enter as the number of selling units.
SHELF LIFE average shelf life of a particular item in MONTHS. This is for your information only, the Out of Date report is calculated from expiration dates entered when stock is received.
SHELF LOCATION physical location of the item according to a shelf number, etc. determined by you. Shelf location is used as a sort key for several reports. You may wish to be specific in your entry. A-i, B-i, etc. Using a location for more than one item will result in a listing with items printed "First In", "First Out", by shelf location.

2. To access the Inventory Subsystem,

press [I] at the V/BOSS Main Menu. The very first time you do this, the following screen will appear requesting that you enter the first full year and month (YY/MM) you anticipate using the Inventory system.

The system will calculate the average monthly usage of inventory items beginning with the month you enter. If you decide to change this date at any time, delete the inventory item named "OOOOOOOOOOOOOOO". To do so: press [6] for Modify. Press [0] until you have filled the entire Item Name field with zeros. Then press <F8> for Delete. When pr6mpted,"Delete this item? Y/N", type [Y]. Exit from Inventory to the Main Menu then press [I] to access it again. The start-up screen will again appear so you may enter a new date.

After entering a date, the V/Boss Inventory Menu will appear.

NOTE: Before any inventory items can be entered you MUST enter ALL of your Vendors. This must be done from the V/BOSS Finance Manager. Please see that chapter of this guide for help in entering the Vendors.

If there are no items in your Inventory Sub-System, the screen will appear as above. You should enter your Vendors and Manufacturers before entering the Inventory items for the following reasons: When adding Inventory Items, the Vendor Number field is required. The Manufacturer field is optional, but if you plan to use this field, you should try to have them entered first to save time. The system will not accept a Vendor or Manufacturer which is not in the system. You may also add abbreviations for each Vendor and/or Manufacturer. This can be a timesaver when entering new items. For the abbreviation text, you should enter the Vendor Number. Example: BU = 001010 , in the File Manager Vendor Number 001010 is Butler.

See FINANCE MANAGER for information On entering Vendors.

Class Codes are also required and must be entered through the Finance Manager before they can be entered in Inventory. A set of Class Codes comes with V/BOSS, as long as these Class Codes are satisfactory to you, you may use them without having to do anything in Finance Manager.

After you have entered at least one Inventory Item, the system will alphabetically default to the first item when you access the Inventory Sub-system.

3. Manufacturer Maintenance:

To enter Manufacturers (optional), press <F8> Menu, arrow right three times and select Manufacturer Maint. You will see

Press <F7> to add. A new window will be displayed where you may enter the Manufacturer's name, address (up to three lines), city, state, and zip code. Entry in all fields (except 2nd and 3rd address lines) is required. Repeat these steps for all Manufacturers to be added.

You may also view and modify Manufacturer information or delete Manufacturers. From the Manufacturer Maintenance window, use the arrows to highlight the desired Manufacturer and press the appropriate key: <Enter> to view; <F6> to modify; or <F8> to delete. Manufacturer Maintenance may also be accessed when you are adding or modifying inventory items. When the cursor is on the Manufacturer field of an item the prompt

"Enter the Manufacturer's NAME F6 for Manufacturer List"

is displayed. Pressing <F6> will display a list of the Manufacturers currently in the system along with the Manufacturer Maintenance Menu.

If you wish, you may print a report showing all of the Manufacturers that have been entered. To perform this function see Batch Reports in this chapter.

4. Inventory Items

A. Adding

Once you have entered your Vendors (through the Finance Manager) you are ready to enter your inventory items. Press <F8> Menu, arrow right once and select Add a New Item. The following screen will display:

NOTE: If your system is equipped with the Desktop function, it may be accessed from Inventory by holding down <Shift> and pressing <F2>. When through, press <Fl> to return to Inventory.

YOU WILL SAVE YOURSELF CONSIDERABLE TIME AND ENERGY IF YOU GIVE YOUR INVENTORY ITEMS THE SAME NAME AS THE PROCEDURE CODE THAT SHOULD DEPLETE THAT ITEM. IF INVENTORY ITEM NAME PROCEDURE CODE, AUTOMATIC DEPLETION WILL OCCUR ON A ONE-TO-ONE BASIS. For example, if the Procedure Code for one 10 lb. bag of Feline Maintenance food is FMlO and the corresponding Inventory Item is named FMlO, the system will automatically deplete one bag of food for each one sold through billing without any further effort on your part beyond entering the item into inventory (assuming the procedure code already exists). It would be helpful to print a Procedure List (see PROCEDURES) and have it handy while adding Inventory Items. If you do not understand this, please contact the System Administrator before proceeding with adding Inventory Items.

As you move through the Add Inventory Item screen, the system will prompt you at the bottom of the screen as to what information it is seeking and if the information is required or optional. Proceed through each field as follows:

ITEM NAME: Use the Procedure codes for inventory item name wherever possible. While at this field, you may look up Procedure codes by pressing <F6>. For an item for which this is not possible, you may use up to 15 characters for the item name. This is a required field. EXAMPLE: FMlO

GENERIC NAME: If the item is known by both a technical/chemical name and by a generic name, you may enter the generic name here. This is a required field. If the item does not have a generic name, or the generic name is the same as the item name, you may press [.S]. This will insert the item name in this field. EXAMPLE: FMlO

DESCRIPTION: In this field you may type in a description or full name of the item (as opposed to just the Procedure Code). This is a required field. Up to twenty-five characters are allowed. You may press [.S] to insert the Item Name in this field. EXAMPLE: FELINE MAINTENANCE 10 LBS

VENDOR NUMBER: The Vendor number must be entered here exactly as it was entered into the system. You may enter abbreviations for each of your Vendors (similar to cities and breeds) and these will be accepted at this field as long as the Vendor also exists in the Finance Manager. (You may also add abbreviations for each Vendor and/or Manufacturer. This can be a timesaver when entering new items. For the abbreviation text, you should enter the Vendor Number. Example: .BU 001010 , in the File Manager Vendor Number 001010 is Butler.) If you do not know or remember how it was entered, you may look it up. Either type the first few letters in the Vendor name or press <F6>. The screen will appear as follows:

To insert a Vendor number into the field of the inventory item, use the arrows to highlight the correct Vendor and press <Enter>. If necessary, you may choose one of the other displayed options at this time first. This is a required field.

MANUFACTURER: You should enter the Manufacturer in the same manner as the Vendor, by either typing in the name exactly as it was entered or using the Manufacturer Lookup, <F6> to pick the correct Manufacturer. This is an optional field.

CLASS CODE: Enter the Class Code, for example: [V] for vaccines, [F] for foods, etc. You may press <F6> to look up a Class Code. Only valid Class Codes are accepted at this field. If you need a Class Code that is not listed, you must go to the Finance Manager to enter it. See FINANCE MANAGER. This is a required field.

SHELF LOC: This stands for Shelf Location. Several reports are sorted by shelf location, so you may wish to be specific and label specific locations on shelving in your stock area. Using the same location for more than one item will result in a listing with items printed "First In", "First Out", by shelf location. This is a required field. Up to five characters are allowed.

SHELF LIFE: Enter the number of months that this product can sit on the shelf. This is for your information only! This is an optional field.

ORDER UNIT COST: Enter the price that you pay for the item per unit in which you buy it. For example, if you purchase cans of food by the case, you will enter the price you pay for the CASE as the Order Unit Cost. This is an optional field.

ORDER UNIT: Enter the base unit that you use to place orders for this product. For the previous example you would enter [1 CASE] as the Order Unit. You may express the order unit as [24 cans] to remind yourself of how many come in a case, bottle, etc., but you need to be careful when receiving stock. If you receive stock by order units", and receive 6 cases, enter [6] as the quantity received. If you <F3>Swap to selling units, you would enter 144 as the quantity received. See the Receiving Stock section. This is an optional field.

5-UNTS PER 0-UNT: This stands for Selling Units per Order Unit. Enter the number of individual items that you would sell that one Order Unit comprises. For example, if you order canned food by the case and one case has 24 cans, the Selling Units per Order Unit would be 24. If you only sold this food by the case and NEVER by the can, you would enter 1 for the selling units per order unit. Otherwise, you should always use the smallest selling unit as the selling units per order units. The selling units per order units field is necessary in order to receive or order stock. This is a required field.

SELL UNIT COST: If you entered the Order Unit Cost, Order Unit, and Selling Units per Order Units, the Sell Unit Cost will be calculated for you. Otherwise, enter the price YOU PAY per SELLING unit. In other words, if you sell a product by the bottle, in this field you would enter the price YOU PAY for the bottle. NOT the price you charge for it.

MARKUP PERCENT: If you wish the selling price to be based on a percent markup of the Selling Unit Cost, you may enter that percentage here. If you leave this field at 00.00, you may choose to markup ALL items by the same percentage by using the Auto Markup feature on the V/BOSS Inventory Menu. However, entering a percentage here would override the Auto Markup feature. For more information on the Auto Markup feature see that section of this chapter. If Auto Markup is set to [C] Compute, and the percent is [0], V/BOSS will calculate the markup percent based on the Selling Unit Price and the Order Unit Cost. This is an optional field.

SELLING PRICE: If you entered a Markup Percent or there is a default markup percent (see Auto Markup section), the Selling Price will be calculated for you. You may override this price if you wish. If there is no Markup Percent, you may enter a price now. If the item exists in the Procedure file and the Procedure price is 0.00, the Selling Price entered here will be used for the procedure Price. Any later changes made to the Selling Price will also update the Procedure Price as long as the Procedure Price is 0.00. If the Procedure Price is NOT 0.00, the system will ask if you wish to update it with the inventory price.

SELLING UNIT: Enter the smallest unit that you will use to sell the item. For example, if you BUY the item by the case, but SELL it by the can, enter [1 CAN] in this field. This is an optional field. Up to fifteen characters are allowed.

QTY ON HAND: The Quantity on Hand is the number of Selling Units in stock right now. We recommend that you leave this field at 0.00 until all items have been added into the system. At that point you should take a physical inventory, then enter the Quantity on Hand for all items. This will insure that the system has an accurate count. If you want the Inventory Value figure to be as accurate as possible, you will use Receive Stock to enter the Quantity in hand and enter the last price you paid for the items. REMEMBER to then go into Configurations and answer the question "Do You Wish to Deplete Inventory?" by typing [Y] (See CONFIGURATIONS). This is an optional field.

QTY ON ORDER: If, at the time that you enter the Quantity on Hand, you have an order for the item outstanding, enter the Quantity on Order here. This entry may be made in either Order Units or Selling Units. This is an optional field.

REORDER POINT: When various Inventory reports are printed, items will be flagged (an "L" will be printed beside the Generic Name and the Q-ON-HND field will be underlined) when the Quantity on Hand falls to the Reorder Point (or BELOW the reorder point if abbreviation .Ibbr is = [Y]). Those items will also be included on the Low Stock Listing and/or as needed stock in the Wish List. This tells you when to reorder. Enter the Reorder Point here in Selling Units. This is a required field.

MAX STOCK POINT: Enter, in Selling Units, the quantity that you wish to have on hand at any given point. The Wish List and Low Stock Report will use this value to suggest the amount to order. The quantity on hand will be subtracted from the max stock point to suggest an order quantity.

This field may be set and reset from the Inventory Menu. While on the Inventory screen of an item you wish to change, press <F8> Menu, arrow right 4 times and select either Set Max Stock Qty or Reset Max Stock Qty. Reset sets the field to N/A. Set allows you to set the maximum point at the desired number.

SPOT CHECK REPORT: - A Report is available that will show you your quantity on hand of selected items. This report is called the Spot Check Report. Enter [Y] in this field for any item that you wish included on this report. The default is N. This field may be toggled of f and on from the Inventory Menu. While on the Inventory screen of an item you wish to change, press <F8> Menu, arrow right 4 times and select Toggle Spot Check. If the item was set to [Y], it will now be [N]. If it was [N], it will now be [Y].

AUTO BARCODE-LABEL: Enter [Y] in this field for any item for which you wish to have a barcode label print when stock is received. The default is N. This field may be toggled off and on from the Inventory Menu. While on the Inventory screen of an item you wish to change, press <F8> Menu, arrow right 4 times and select Toggle Auto Bar Code Lab. If the item was set to [Y], it will now be [N]. If it was [N], it will now be [Y].

ECO. ORDER QTY: If you receive a discounted price for ordering a certain amount of an item, you may enter that quantity here. You will be reminded of the economic order quantity in the order stock window. This is an optional field. Up to ten characters are allowed.

PROCEDURE REF: If a procedure has a price of zero, the system will look for a price from: an Inventory reference in the Procedure code, if none it will then look for an inventory item name that is the same as the procedure code ;if none then a Procedure Description that matches an Inventory Item Name; if none then a matching Procedure Reference. This field is the least desirable to be used for pricing purposes. It is recommended that you leave it blank or enter the same as the Inventory Item Name. The Procedure Lookup window is available from this field by pressing <F6>. This is an optional field.

REMARKS: Any remarks that you wish to make regarding this item may be entered here. Two lines are available which will each accept up to 40 characters. This is an optional field.

The following fields will be updated by the system.

LAST CHANGE: After an item has been entered or when any modifications are made the system will insert the current date.

LAST ORDER DATE: When an order is placed for an item, the Last order date field is updated by the system.

LAST ORDER QTY: When an order is placed the Last order quantity field is updated by the system.

LAST S-UNIT COST: When stock is received, this field is updated by the system.

INVENTORY VALUE: When stock is received, depleted or adjusted this value is calculated by the following method: If Buying History exists: most recent Buying History Cost X Quantity Received at that cost, and back through Buying History until all on hand is calculated. If there is not enough Buying History to account for the total quantity on hand, the Order Unit Cost on the Inventory screen will be used for the remainder. If there is no Buying History:

Quantity on hand X Order Unit Cost on the Inventory screen. Inventory is depleted by the FIFO method.

AV. MON. USAGE: This field will show the average monthly usage of the item for the current year and the previous year, not including the current month. This field is updated only when you access [Usage Info.] from the Inventory Menu. In order to see current average usage information for each item on the individual items' screens, you must press <F8> Menu, choose Usage Info. There may be a delay while V/BOSS updates this information, this is normal. You don't need to do this on each item, accessing Usage Info. updates all items in the system. You should probably do this at least once a month and prior to printing any reports that show the average monthly usage.

The following table gives some examples of how you might set up some of your items.

It is very important that you set the selling units per order unit correctly. It's best to use the smallest unit that the item is sold in, in this field. Pricing and depletion are much easier to set up.

B. DEPLETION MATRIX

Depletion normally occurs on a 1 to 1 basis for any item where the Item Name = Proc Code. Note: Up to 5 Class Codes can be set as "non-depletable". This would mean that any item sold in a class code set this way would not update the Quantity on Hand field. Add abbreviation .Indc to set up any Class Code you wish to be non-depletable. See ABBREVIATIONS.

THIS FUNCTION SHOULD BE USED FOR THOSE ITEMS WHICH:

  1. have a different Item Name from the Procedure Code which depletes it.
  2. should be depleted on other than a one to one basis. For example, an item may need to be depleted by a portion of a bottle.
  3. are depleted by more than one Procedure code. For example, sutures may be depleted by more than one surgery code.

From the Inventory Menu press <F8> Menu, arrow right once and select Depletion Matrix. The window on the previous page will display. Enter the Procedure code which should deplete an item. You may look up Procedure Codes by pressing <F6>. After entering the code, press <F6> to add. Enter the Inventory Item which should be depleted by this Procedure code. Then enter the amount to be depleted. For other than whole number quantities, you may enter a decimal number, up to four places. If this Procedure code should deplete more than one Inventory Item, repeat this process for each item. Repeat the process also if an inventory item is depleted by more than one Procedure code.

To enter (or modify) a different Procedure code, press <F7> and type in the next code. If you need to make a change in the depletion ratio, press <F3> to Update. You will be prompted to enter the # of the item you need to change. Enter the number that appears next to the appropriate item under the # column. Then enter the new value.

To delete an item press <F9>. Then enter the number of the item to delete. At the "Are you sure??" prompt, type [Y]. To exit from the Inventory Usage Menu, press <Fl>.

C. Finding

There are three ways to initiate finding an Inventory Item. One way is to use the left or right arrows to scroll through each item. Alternatively, you can press <F4> from the main Inventory screen or, press <F8> Menu, arrow right once and select Find an Item. Via the last 2 options, the following will display:

Enter the name (or first few characters) of the item you are seeking. If you prefer, you may press <F8> to search for the item by Generic name. Items will then display in alphabetical order, starting with the characters entered. You may scroll through the items by using the arrows or <FlO> key. Once you have highlighted the item you are looking for, you may press <Enter> to select it or press an appropriate function key.

D. Modifying

To modify an Inventory Item, find it by one of the above methods, press <F8> Menu and select Modify This Item. The cursor will be at the Item name field. Use <Enter> to move to any field you wish to change and type over the existing information. When finished, press <F2> to update.

E. Renaming

To rename an item, first find it. Press <F8> Menu, arrow right once and select Rename This Item. You will be prompted to "Please Enter Item's New Name". Type in the new name and press <Enter>. The name will be updated.

F. Deleting

To delete an item from the Inventory system, you must first find it and select modify as above. You will then have the options to Exit, Update or Delete. Press <F8> to Delete. A window will display prompting, "Delete this Record? Y/N" Press [Y] to delete.

G. Comments

To enter comments about an Inventory Item, first find and highlight the item on the Find Item Menu. After highlighting it press <F6>. A notepad" appears which you can use to jot down comments, etc. A page" is 8 lines long. Two pages are displayed at one time on the screen. Hundreds of pages are available for each Inventory Item, so don't worry about running out.

5. Stocking Information

A. Adjusting Stock

After you have entered all your Inventory Items, you should take a physical inventory and adjust all stock accordingly. To help you do this, you may wish to print an Inventory Work Sheet. See Batch Reports for instructions on printing this report. The Work Sheet will list all of your Inventory Items by shelf location. There will be space by each item for you to write in the actual count.

After taking the inventory you are ready to Adjust Stock. (Please note, however, if you want the Inventory Value figure to be as accurate as possible, you should use Receive Stock to enter your current quantities, entering the prices you paid for the items as you go along. This is not required, and is only necessary to get the truest Inventory Value. See page 13, Inventory Value.) To use Adjust Stock: Press <F8> Menu and select Adjust Stock. The following window will display:

The easiest thing to do is go down your Inventory Work Sheet to make these entries. First enter the Item's name, or press <Enter> if you are on the correct item. Type [I] if you need to Increase the quantity on hand or [D] to Decrease the quantity on hand. Enter the amount to be increased or decreased by. If your entries are correct type [OK] to update the quantity on hand. Enter the adjustment date. Enter the account this should effect. The information will then be updated and the journal transaction will display. Press <Enter> to continue or <Fl> if finished. After entering all stock, you MUST go into Configurations to start Automatic depletion. See CONFIGURATIONS. Adjust Stock may later be used to adjust for spilled items, etc., it should be used judiciously if you are using the Finance Manager.

B. Ordering stock

See Batch Reports for information on printing the Low Stock Listing. See also the next section on the Wish List. When you place orders for stock you should enter this information into the system. If using the Wish List, you can do this from there, if not, use the following method. From the Inventory Menu press <F8> Menu and select Order Stock. The following window displays:

Enter the name of the item being ordered. Enter the quantity ordered in the units shown. You may press <F3> to swap units if you would rather enter the quantity in different units. NOTE: If entering in Order Units, V/BOSS will multiply the number entered by the selling units per order units to calculate the Quantity on Order; if entering in Selling Units, the number entered will be used as the Quantity on Order. Next enter the price that you will be paying for the item (if you know it, you can change this when you receive the stock). Then enter the Vendor from whom you are ordering the item. If the default Vendor is correct, you may press <Enter>. If you are ordering from a different Vendor, either type in the number or press <F6> to display the Vendor listing. Then highlight the correct Vendor and press <Enter>. After entering the Vendor, the information is updated and you may proceed with the next item by typing the name or using the left or right arrow to scroll.

C. Wish List

V/Boss has a Wish List feature that you may want to use along with or instead of the process of printing the Low Stock listing and Ordering Stock. To access the Wish List, press <F8> Menu, arrow right 3 times to Purchases and select Wish List.

Inventory Items may be added to the Wish List either by manual entry or by causing V/BOSS to search through the items and display (one by one) the items that have fallen below the reorder point. These methods are described below. Please note: the Wish List does not effect the Inventory File itself until you select "Order Inventory" from the Wish List menu (see the last instruction on this sheet). Also, if an Item is already on the Wish List, a window displays to let you know the Item is on the List. You may enter additional quantity to be order, enter a negative quantity to reduce the quantity to be ordered or press <F9> to Delete the Item from the Wish List.

To process and view the Items which have fallen below the reorder point: From the Wish-List selection choose either [I] Item Search Low Stock Add (to view by Item) or [V] Vend Search Low Stock Add (to view by Vendor). You may then press <Enter> to start at the beginning or enter a starting point. While V/BOSS processes the file, any Items that have fallen below the reorder point will be displayed, one at a time. (If the item has a Maximum Stock Point, V/BOSS will suggest an order quantity. Press <Enter> to accept that quantity, type in a different quantity or type in [0] if you don't want to order any.) To add these Items to the Wish List, enter the quantity to be ordered in the units shown (or press <F3> to swap units). If no quantity is entered, the Item will not be added to the List. After entering a quantity or pressing <Enter> to skip it, V/BOSS moves to the next Item.

To consider all items, by VENDOR number, from the Inventory menu select [W] Wish-List <Enter>. Choose "A11 by Vendor Stock Add". V/BOSS will show ALL Inventory items, if you enter a value other than 0, the items will be added to your Wish List.

To manually add an Item to the Wish List: Find the Item. From the Wish-List menu <Enter> on "Currently Selected Add". Enter the quantity to be ordered. The Item is now on the Wish List.

To Print the Wish List: From the Inventory menu press <F8> and select Printed Reports then Wish List. You may choose to sort by Distributor (Vendor) or by Item. Then select Billing printer, System printer or File.

To review and/or modify the Wish List: From the Inventory menu press <F8>, arrow right 3 times, select Wish-List and arrow right once to Peruse. Choose Item # Peruse or Vendor # Peruse. Items will be displayed one at a time. You may enter additional quantity to be ordered or press <F9> to delete the Item from the Wish List.

To place the Wish List on Order and clear it out: From the Inventory menu press <F8>, arrow right 3 times, select Wish-List and arrow right twice to File-Maint. Select Order Inventory. You will be reminded that this function will CLEAR the current Wish List. If that's what you want to do, type [Y]. The "Quantity on Order" field will be updated for each Item on the list and the list will be cleared.

D. Receiving Stock

When stock is received you should enter the information into the system so that the Quantity on Hand will be adjusted. From the Inventory Menu press <F8> Menu and select Receive Stock. The following window will display.

Enter the name of the item being received. Then enter the quantity received, in the units shown (or press <F3> to swap units, if desired). Be sure you know in which units you are making the entry. If using "order Units", the number entered will be multiplied by the selling units per order unit to calculate the Quantity on Hand. If using "Selling Units", the number entered will be used for the Quantity on Hand. If you receive a partial shipment, enter only what you received. If you enter a quantity that is more than what you ordered, the system will alert you and ask if you want to accept the quantity or enter a different one. Next enter the price you are paying for the item. Then enter the expiration date of this item (This is optional, but if you need an Out of Date Report, you MUST use this field). If you entered a partial shipment, the quantity on order will be calculated for you. You may override this if necessary. Finally, enter the Vendor from which this item was received. Press <Enter> if the Vendor is correct, or Press <F6> to List and choose a Vendor. The item is then updated and you may proceed with the next one.

Purchase Order If you are using the V/BOSS Finance Manager you will be prompted to put stock received on a purchase order (P0), if desired. If you answer [Y] to the prompt, a P0 window will display. You may add the item to an existing P0 by highlighting the correct one and pressing <Enter>. Press <F3> to add a P0 number. Entering P0's speeds the process of distributing vouchers to the various accounts. If you have entered a P0 for an item, when you enter the voucher into Accounts Payable, you will be able to distribute all or part of the voucher to the correct account by referencing the P0.

E. Buying History

You may view an item's Buying History by pressing [H] from the Inventory Menu. The information displayed will include: Vendor the item was last purchased from; ordered form of product (tablet, bottle, case, etc.); cost; last receipt date; and last quantity received. If you need to modify an entry, press <F3>.

The Buying History is used to calculate the Inventory Value of each item. This value is calculated by the following method: If Buying History exists: most recent Buying History Cost X Quantity Received at that cost, and back through Buying History until all on hand is calculated. If there is not enough Buying History to account for the total quantity on hand, the Order Unit Cost on the Inventory screen will be used for the remainder. If there is no Buying History:

Quantity on hand X Order Unit Cost on the Inventory screen. Inventory is depleted by the FIFO method.

F. Check Out Stock

This function is for use in Multiple Clinic situations ONLY!! If you need to enable this function, contact CRT Systems. Use this function to distribute Inventory stock from the main clinic to satellite clinic(s). After pressing [C] you will see the following window:

Enter the 1-digit code from configuration of the clinic receiving the stock. Then enter the item name which is being checked out. Enter the quantity of the item being checked out. You may press <F3> to swap units if desired.

G. Locate Stock

This function is for use in Multiple Clinic situations ONLY!! You will not be able to select this if you do not have Multiple Clinics. This function allows you to see instantly if any of your Clinics has an item in stock. It will also show if the item is currently on order, the order date, the Distributor, the average monthly usage at each Clinic, each Clinic's reorder point for the item, economic order quantities (if applicable), and shelf location at each Clinic.

Find the desired item and press <F8> Menu, arrow right once and select Locate. The screen pictured at the top of the next page will display. Use the right and left arrow keys to switch between the two screens pictured.

H. Average Monthly Usage

This field on each items' screen will show the average monthly usage of the item for the current year and the previous year, not including the current month. This field is updated only when you access [Usage Info.] from the Inventory Menu. In order to see current average usage information for each item on the individual items' screens, you may press <F8> Menu Usage Info, or on a DOS system, from the Inventory Main Screen, hold down <Ctrl> and type [U]. There may be a delay while V/BOSS updates this information, this is normal. You don't need to do this on each item, accessing Usage Info. updates all items in the system. You should probably do this at least once a month and prior to printing any reports that show the average monthly usage.

The screen pictured below shows what you will see when you access Usage Info. If you were using Inventory under Release 5.0 of V/BOSS, information from that time period will be included. A maximum of 5 years information will be stored.

<F2> allows you to toggle between order units and selling units.

6. Automatic Markup

There are three ways to enter an item's selling price. The first way is to simply type a price in the Selling Price field. The other two ways involve having the system figure the price as a percentage of your cost (SELL UNIT COST). This may be done on an individual item basis and/or by marking up ALL items by the same percentage (though this may be overridden on an individual basis). To initiate either or both features you must go to <F8> Menu, arrow right once and select Auto Markup. Answer [Y] to "Auto Markup Y/N". By answering [Y], you indicate that you wish the automatic markup feature to be "turned on".

A. To markup the entire file by the same %

After answering [Y] to AUTO MARKUP YIN. Enter the percent of markup that you want. Answer [Y] to "Update Entire File?". All inventory prices will be updated automatically and any new inventory added will be updated. For the selling price to be updated, the item MUST have a Selling Unit Cost.

B. To markup individual items

You may also markup prices for individual items in inventory. This function overrides the default markup of the entire file. For the item to be marked up, you MUST go to the individual item's screen and enter the Order Unit Cost, Order Unit and 5-UNTS PER 0-UNT. Then the Sell Unit Cost will be calculated for you. Enter the desired markup percent. The system will then calculate the Selling Price for you.

REMEMBER!!!!

If the Inventory Item Name has a corresponding Procedure Code (Item name = Proc code) and the Procedure Price is [0.00], then the Inventory Item Selling Price will be updated into the Procedure Price.

C. Compute Markup

If you have selling prices for items, but don't know what the markup % is, you can cause V/BOSS to calculate the % for you. To do this, instead of entering [Y] for Auto Markup, enter [C]. As you modify or add an item, V/BOSS will calculate the markup % when there is a selling unit cost and selling unit price.

7. Batch Reports

The Inventory reports may either be written to a file and then printed or printed directly. If you write the file ("F"), you may print the file at any time by pressing [P] "Print Report on File" at the Main Menu and by typing the number found next to the report you wish to print. You may print the same report (unchanged) again and again UNTIL you write the file again by typing [F] at the Inventory Batch Reports Menu. When you generate an inventory batch report, you may print just a particular class or all classes.

To access the Batch Reports Menu, press <F8> Menu and select Printed Reports from the Inventory Menu.

Note: Should the QTY ON HAND fall to the REORDER POINT, an (L) will be printed beside the GENERIC NAME and the Q-ON-HND field will be underlined when printing inventory listings.

A. To print an Inventory Master List,

press <F8> Menu, then Printed Reports and select Master Listing. Enter [D] for the detailed listing or [B] for the brief listing. You may print the report for all Class Codes or for a single Class Code. Both reports will contain every inventory item you have entered and, if the Detailed report is selected the report will include:

Item name, Generic name, description, last Vendor, manufacturer, Unit issued (order unit), order unit cost, item's value, average monthly usage, shelf life (in months), quantity on hand, quantity on order, reorder point, maximum stock point, stock (shelf) location, class code, markup % (note: if your selling prices are not based on a markup % and Auto Markup=N, the % printed on the report will be calculated based on each item's selling price and buying unit cost), economic order quantity, last cost and selling price.

The TOTAL inventory value (the sum of each individual item's value) will be the last line printed.

The brief report prints one line per item. It will include the Item name, description, class code, quantity, order unit cost, markup %, selling price and Vendor#/Name.

B. To print a Low-Stock Report,

press <F8> Menu, Printed Reports then select Low Stock Report. This report indicates which items are at the reorder point (if .Ibbr set to [N]) or below the reorder point (if .Ibbr set to [Y]). This report is intended to be run on a weekly basis. See Wish List for an alternative to running this report.

This listing may be printed alphabetically by [I]tem or by [D]istributor.

C. To print the Inventory Work Sheet,

press <F8> Menu, select Printed Reports then Work Sheet. This work sheet may be used if a physical inventory is performed. The work sheet prints in Shelf location order.

The LOCATION of the item, the ITEM name, DESCRIPTION, and ON-HAND QTY (on-hand quantity) will be printed for each item in inventory. A column for ACTUAL CNT (actual physical inventory count) and a column for CK'D - BY (initials of person verifying this count) is provided. Two additional columns are available for whatever information you wish.

D. To print the Inventory Usage Statistics,

press <F8> Menu select Printed Reports then Activity Stat Monthly. Choose Distributor or Item sort and the desired printer. These statistics will indicate the AVERAGE inventory usage for the current month, year-to-date, etc. for each item in inventory.

This report based on start-up date equal to Jan 1987

E. To print an Open Order List,

press <F8> Menu select Printed Reports then Open Order Listing. This report prints the items on order that have not yet been received.

The format for the Open Order Listing is identical to that of the Inventory Master Listing, with the addition of the DATE OD'RD (date ordered) field.

The Total ON ORDER Value will appear as the last line of data.

F. To print an Inventory Out Of Date Report,

press <F8> Menu select Printed Reports then Expired Item List. This report will show: Item location, name, description, quantity on hand, quantity expired, value of the expired quantity, the expiration date, and the date the expired product was received. The information on this report is generated by the expiration dates entered when stock is Received.

G. To print a Vendor Sort List,

press <F8> Menu select Printed Reports then Vendor Sorted List. You will be prompted to "ENTER VENDOR'S NAME OR <ENTER> FOR ALL". Pressing <Enter> will give you a complete listing of all Inventory Items, sorted by Vendors. Or you may enter a Vendor's name and a listing will be processed for that Vendor. You will then be prompted to "Enter P to print F to write File", enter the desired option and press <Enter>.

H. To print a Vendor list,

press <F8> Menu, arrow right twice and choose Vendor Listing. Each Vendor's name, address, and telephone number will be printed, along with the Salesman's name and your customer number.

I. To print a Manufacturer list,

press <F8> Menu, arrow right twice and choose Manufacturer List.

Each Manufacturer's name and address will be printed.

J. To print the Inventory Depletion Matrix List,

press <F8> Menu select printed Reports then Depletion Matrix. This listing shows the depletion matrices that you set up. The listing appears alphabetically first by procedure name, then by item name.

The listing prints the PROCEDURE name, ITEM name, DESCRIPTION, and the USAGE QTY (the number of the dispensing units used for this procedure).

K. To print a Selling Price Report,

press <F8> Menu select Printed Reports then Selling Price Listing.

Each ITEM, its LOCATION, DESCRIPTION, SELLING UNIT, and SELLING PR (selling price) will be printed. The last column is blank, allowing you to use it for any information you wish.

L. To print Stock Labels,

press <F8> Menu and select Printed Reports then Stock Labels. Load the appropriate forms on the printer (4 x 7/16 labels) and indicate whether you wish the labels to be printed alphabetically by Item name or by Location.

LOCATION ITEM'S NAME GENERIC PROCEDURE REF
lA PROBAN #20
lA PROBAN #30
lQ PROBAN #60
1S PROBAN #40
4E PROBAN #80
A-5 DIR3OO DIETHYLCARB . DIR3OO PROCEDURE
A-9 PRED PREDNISOLONE
B-6 ADAMS MIST 16 ADAMS MIST 16 AM16
B7 ADAMS MIST GAL ADAMS MIST GAL AMGAL
C7 AMBI-PEN PENICILLIN
H-5 FILARIBITS PLUS DIETHYLCARB .
L TAPE
L8 AMFORAL TABLETS KANAMYCIN
S3 AMERSE AMERSE

M. To print a Class Sort Report,

press <F8> Menu and select Printed Reports then Class Code Sort List. The Class List is exactly like the Inventory Master List except it is sorted by Class. Inventory value of each class is included.

N. To print a Controlled Substance Usage Report,

press <F8> Menu select Printed Reports, arrow right once and select Rept Cont. Sub. Used.

You should indicate to V/BOSS which class codes (up to 5) are Controlled Substances. To do so, add the abbreviation .Csub to your system, you will be prompted to enter the appropriate class codes (see ABBREVIATIONS). Any Inventory Item in a Class Code that has been entered in this abbreviation will appear on this report if it has been depleted or received. If it has been received, the quantity received appears under the Used Quantity column with a [-] beside it. When a controlled substance has been dispensed, the amount and Patient information are listed.

0. To print the Wish List,

press <F8> Menu, select Printed Reports then Wish List. You may choose to sort by Distributor (Vendor) or by Item. Then select Billing printer, System printer or File.

P. To print an OverStock List,

press <F8> Menu select Printed Reports then High (Over) Stock Report. This report shows items who's quantity on hand is greater than the maximum stock point. This is particularly useful for multiple clinics.

Q. To print the Spot Check Work Sheet,

press <F8> Menu select Printed Reports then Spot Check Work Sheet. Any item that has [Y] in the Spot Ck. field will print on this report. The report shows the shelf location and the quantity on hand. There are blanks next to each item so that a physical count may be recorded. You can toggle the Spot Check field on and off for items. While on the Inventory screen of an item you wish to toggle, press <F8> Menu, arrow right 4 times to Misc. and choose Toggle Spot Check. It the item was set to [Y], it will now be [N]. If it was [N], it will now be [Y].


Chapter 19 - PharmacyTable of ContentsChapter 21 - Generate Reports


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