Inventory I - Advanced Item Setup. Introduction. Learning Outcomes. Table of Contents

Transcription

1 Introduction This Section of the User Inventory Training will demonstrate how to effectively utilize advanced Inventory Item features. These features include Relational Items, Profiled Items and Reminders. Other Inventory Item properties will also be covered to give you an understanding of the available properties contained within an Inventory Item Record. Utilizing Inventory Item properties will provide efficient and accurate documentation for Inventory Item expenses, income and commissions calculations. Learning Outcomes Locate Inventory Item Advance Properties within the Inventory Item Record Create A Relational Inventory Item Create a Profiled Inventory Item Add a Reminder to an Inventory Item Add a Barcode to an Inventory Item Add a Billing Translation to an Inventory Item Add Unit Conversions to an Inventory Item Table of Contents 1. Relational Items a. Creating a Package b. Related Billing Codes Columns 2. Profiled Items a. Creating a Profiled Item b. Profiled Item Columns c. No Prompt: On/Off Button d. Delete e. Barcodes f. Billing Translations 3. Boundaries & Restrictions 4. Special Behaviour 5. Stock Levels and Control 1 P a g e

2 a. Stock Levels Section i. Total Inventory ii. Container Filter iii. Stock Level columns 6. Suppliers & Purchases Tab a. Supplier Translations b. Purchase History 7. Reminders Tab a. Inventory Item Reminder Setup 8. Discounting a. Discount Rules 9. Containers & Measurements Tab a. Dynamic Container Properties b. Available Unit Conversions Content 1. Relational Items Tab Used to link existing Inventory Items (Child Items) to an existing Inventory Item (Parent Item). By adding other Inventory Items as relational billing items, you are creating a grouping system that will prompt the biller with the option to bill these Relational Items when billing the Parent Item and include them on the Invoice. When the Parent Item is billed, the other Child Item(s) are also billed if selected. This feature designates each item as a separate line item for accurate invoicing and reporting purposes. Child Items can be packaged into the Parent Item so that the total package price rolls up into the Parent Item or not packaged where the Child Item appears unrelated to the Parent Item from the Invoice. Relational Items can be applied to both physical items and professional services. 2 P a g e

3 Relational Items a. Creating a Package To begin creating a package, open the record of the Parent Item of the package and select the Relational Billing Tab -> Already related billing codes will appear in the Related Billing Codes section if present. i. Add Child Item To add a Child Item, select the Add New button > A search screen will appear to select the desired existing Child Item. Once selected, the item will appear in the Related Billing Codes section. b. Related Billing Codes Columns Displays the related billing code properties. i. Rx Checkbox Used to automatically Dispense the related item when billed by the Parent Item (applies to physical Inventory only). ii. Code/ Inventory Description Based on Child Item properties, cannot be changed. iii. Container / measurement Used to designate specific containers and/or measurements to use for the Child Item. This feature can be used for physical items only. iv. Relation Type Used to set billing rules for the quantity of Child Items billed on an Invoice compared to the quantity of the Parent Item Per Invoice Only one unit of the related line item will be added to the Invoice; if it s already present on the Invoice, it will not be added again per line item This is the default. Bills one unit of the related item, regardless of the number of units of the Parent Item that are billed. 3 P a g e

4 3. Equal 1 to 1 For each unit of the Parent Item, one unit of the related Child Item will be billed Per Day Only one unit of the related line item will be added per day of service., If it s already on the Invoice for that particular day, it will not be added again. 5. User Defined Relates to the Qty column. If the quantity column is left blank, then the biller will be prompted for the number of units. If the quantity is filled in, then it will automatically bill the number of units specified and not prompt the biller for the quantity. v. Profit Center Used to set the Child Item to be billed only when the Parent is billed for a particular profit center. Default is <All> Profit Centers. vi. Excluded Center Used to set the Child Item to be billed for all Profit Centers but the selected Profit Center. vii. Parent Plan When a particular sales plan is chosen for the Parent Item, only then will the related item be billed. This is used for more complex scenarios will be covered in the HVMS Inventory Certification. viii. Use Plan Designates a specific sales plan to be used by the related item. This is used for more complex scenarios and is covered in the HVMS Inventory Certification. ix. Packaged Checkbox checkbox that defines if the Child Item is packaged within the Parent Item 1. Packaging Relational Items can be packaged, or not packaged. Packaging relation items means that the total price for all items in the package is combined into the Parent Item and displays as one total price on the Invoice. Packaging can be applied for both physical items and professional services. x. Qty Used only when the relational type is set to user defined to enter a default quantity. xi. xqty Checkbox Used to multiply the quantity (Qty) of the related item by the quantity of the Parent Item. This might be used in the situation where a Parent Item professional service requires the same number of Child services as well. This is used for more complex scenarios will be covered in the HVMS Inventory Certification. 4 P a g e

5 xii. $0 Checkbox Used to add the Child Item to the Invoice with a zero price set. xiii. NoRel Checkbox Used to not bill out the Relational Items within this particular Child Item when applicable. xiv. Relational Selectable Button Defines whether a prompt appears during billing to allow the biller to select specific Child Items and omit other Child Items. Relational Selectable Off means that ALL Relational Items will be added with the current properties set without an Invoice Item Wizard prompt. Relational Selectable On means that the relational items will appear in an Invoice Item Wizard during billing so the biller can select which Relational Items to include on the Invoice. 1. Selected Column Appears when Relational Selectable is On By checking off the Selected Column, the Child Item will be checked by default during billing but can be unchecked by the biller. By leaving the checkbox blank, the Child Item will not be checked by default during billing but the biller will have to check it off to include it on the Invoice. 2. Profiled Tab Essentially used to bury the cost of inventory into a professional service that always requires that inventory when performed. Advantages include more accurate item cost as inventory Profiled is taken into consideration when calculating Professional service profit. Additionally, inventory tracking accuracy remains more accurate as inventory Profiled is depleted from the practice supply when the Professional Service is billed. Only Professional Services can be Profiled and only Physical Items can be Profiled within Professional Services. Profiled Items 5 P a g e

6 a. Creating a Profiled Item To begin creating a Profiled item, open the record of the Parent Item to add the Profiled items to and select the Profile Tab -> Already Profiled billing codes will appear in the Subcomponent/Linked Item section if present. i. Adding Profiled Item To add a Profiled item, select the Add New button > A search screen will appear to select the desired existing subcomponent item (professional codes are not an option and will not be displayed). Once selected, the item will appear in the Subcomponent/Linked Item section. Note The Add New button will not be operational if the Parent Item is not a professional code. b. Profiled Item Columns Displays the Profiled Item columns within the Subcomponents/Linked Items list. i. Code/Inventory Description Based on Profiled item properties, cannot be changed. ii. Container Designates a specific container to use for the Profiled item; if more than one container exists for the Profiled item you can leave as <select> to have the biller be prompted for the container. iii. Measured by Used to a set a certain measurement unit when more than one unit is available. iv. Quantity Used to set the quantity to be already populated for the Profiled item when billing. v. Component Behaviour The component behaviour determines whether the Profiled item is used in the calculation of material cost or not for the Parent Item. 1. Sub Component Factor Cost This type factors in the cost of the Profiled item into the material cost of the item it is Profiled under therefore decrease the Professional Service profit and subsequent commission. 2. Sub Component This type does not factor in the cost of the Profiled item into the material cost and is used purely to pull the correct quantity of the Profiled item out of inventory. Professional Service profit is not affected. 3. Linked Item This feature is no longer applicable as relational billing is now used in its place. vi. Profit Center Allows the specific Profiled item to be billed only when the particular profit center is used. 6 P a g e

7 c. No Prompt: On/Off Button Used to set the biller prompt settings during billing. i. Off Means that the biller will be prompted to select the Profiled items during billing. ii. On Means that the biller will not be prompted to select the Profiled items during billing and the Profiled items will automatically be billed on the Invoice. d. Delete Use the delete to removing Profiled Items from the Parent Item. e. Barcodes Barcodes are used to identify specific containers based on either a supplier/manufacturer Barcode or practice defined Barcode. These Barcodes are utilized later with a Barcode scanner to transfer inventory and for counting inventory. Barcodes Profiled Tab i. Adding an HVMS Generated Barcode To add a Barcode number generated by HVMS (non-manufacturer), select the New Barcode button -> A new row will be added to the Barcode table with an assigned HVMS Barcode number. 7 P a g e

8 1. Container Used to select the specific container to assign the Barcode to, different containers for the same Inventory Item will require their own Barcode. 2. Amount represents the quantity of the item based per selected container. ii. Adding a Custom or Manufacturer Barcode To add a Custom or Manufacturer Barcode number, select the Add New button -> A new row will be added to the Barcode table with a blank Barcode field. 1. Bar Code Used to input the Barcode assigned to item based on manual input or scanned manufacturer Barcode. 2. Container Used to select the specific container to assign the Barcode to, different containers for the same Inventory Item will require their own bar code. 3. Amount Represents the quantity of the item per selected container. This quantity will default to the item quantity during Barcode scanning for Inventory transferring. iii. Printing Customized Barcodes Used to select and print a Barcode to a Barcode printer, the number of copies is based on the #Copies field in the bar codes table header iv. Print To print displayed Barcodes in a report, select the Print grid button. f. Delete To delete a Barcode, highlight the desired Barcode and select the Delete button. g. Billing Translations Billing translations are used to translate an HVMS billing code into another user defined code. The main purpose of this is for transition from older practice management software to HVMS. This feature allows the old Inventory codes to be used in HVMS Inventory searches for billing and Inventory purposes. 8 P a g e

9 Billing Translations Profiled Items Tab i. Adding a Translation Code To add a Translation Code, select the Add or Add New button -> A new row will appear to set the Billing Translation properties 1. Translation Code Used to specify a code the system will reinterpret as being this Inventory Item. 2. Container Used to specify a container to link this code to. If more than one container exists selecting the <prompt> option will cause the biller to be prompted and select the correct container. 3. Quantity Used to specify a quantity to be defaulted when the translation code is used. Quantity is related to the container if a container is selected. ii. Print To print displayed Billing Translations in a report, select the Print grid button. iii. Delete To delete a Billing translation, highlight the desired Billing Translation and select the Delete button. 9 P a g e

10 3. Boundaries & Restrictions Tab The Price Boundary Section is used to set minimum and/or maximum prices on a physical Inventory Item. The Sales and Transfer Restrictions section restricts the behaviour of a physical item. Using this section is covered in more detail in the HVMS Inventory Certification. Boundaries & Restrictions Tab 4. Special Behaviour Tab Allows additional functionality of an Inventory Item including pickers, packaging and automatic notes. This section is covered in more detail in the HVMS Inventory Certification. 10 P a g e

11 Special Behaviour Tab 5. Stock Levels and Control Tab Used to display the current stock levels of the particular Inventory Item selected. 11 P a g e

12 Stock Levels and Control a. Stock Levels Section This table displays all Locations within the practice and the quantity of the selected Inventory Item within each Location. i. Total Inventory The Total Inventory within all Locations is displayed in the top right of the Stock Levels toolbar. When there are multiple containers, the Total will always be displayed by the base measurement. ii. Container Filter Use the Container Filter to chose a particular container size and view the quantity in stock based on full containers. To view all containers, ensure the container filter is set to <Not Specified>. iii. Stock Level columns Contains information and actions related to the current Inventory Item within the Locations displayed. 1. Location Displays the name of the practice specific location. Each inventory location is located on its own line within the table. 2. Measured In Displays the measurement options available. 3. Quantity Displays the current quantity of the Inventory Item within the Location. 12 P a g e

13 4. Adjust Action Used to adjust the Inventory quantity. This section is covered in the HVMS Inventory Certification. 5. Transfer Action Used to transfer Inventory from the current Location to another Location within the practice. To begin Inventory Transfer, select the Transfer button within the desired Location to transfer from -> The Transfer Item window will appear. a. Container Select the Container size to be transferred if more than one container size exists. b. New Location Select the new Location to transfer the Inventory to. c. Transfer Amount Select the amount to transfer to the new Location. d. Save Button Select this button to apply the transfer and close the Transfer Item window. The transfer transaction will now be reflected in the Location Quantities. 6. Suppliers & Purchases Tab Displays the Inventory Item Supplier translations and Purchase history. 13 P a g e

14 Suppliers And Purchases Tab a. Supplier Translations Used to link an HVMS code to a Supplier reference number. This translation number displays on a purchase order printout for verification against the Supplier packing slip. i. Adding a Supplier Translation To add an Inventory Item Supplier translation, select the Add button located within the Supplier Translations Toolbar -> A new translation row will appear. 1. Container Choose the particular container that the translation code applied to. 2. Supplier Choose the specific supplier that the translation code applies to. 3. Item code/number Enter the Supplier reference code you want to use for the particular container / supplier combination (usually it is the item code the supplier uses). This field can contain numbers and letters. 4. Last Ordered Price This is not an input field, it displays the last purchase price of the particular container from the particular supplier. 14 P a g e

15 ii. Delete To delete a Supplier Translation, highlight the desired Translation and select the Delete button. iii. Print To print displayed Supplier Translations, select the Print grid button. b. Purchase History Lists all purchases for the particular item. i. Purchase History Columns Used to display Purchase History properties. 1. Date Displays the date of the purchase. 2. Container Displays the container size purchased in that particular order. 3. Purchase# Displays the purchase order number based on the HVMS PO number assigned. 4. Supplier Displays the supplier name that the item was purchased from. 5. Ordered Displays the number of containers purchased. 6. Received Displays the number of containers received. 7. Unit Price Displays the price per container, based on the price entered on the purchase order. 8. Ignore By checking this box, the particular purchase price is not used in calculating the material cost of an Inventory Item which is used to determine the billing price. Other previous or subsequent purchase prices will still be used. ii. Use the Container Filter to view the purchase history for a particular container size. To view all containers, ensure the container filter is set to <Not Specified>. iii. Print To print displayed Purchase history, select the Print grid button. 7. Reminders Tab Patient Reminders are used to generate a Reminder notification for the Customer that a specific service is due based on the last time the service was performed (billed). A Reminder can be generated from a Physical Inventory Item or a Professional Service Inventory Item. When a Reminder is applied to an Inventory Item, every time that Inventory Item is billed the biller will be prompted to apply a Reminder within the Inventory Item Wizard. Reminders are practice specific, if your practice has chosen to utilise Reminders, Reminder Types will have been setup by your Integrator. Alternatively, Reminder Types will be covered in the HVMS Specialist Inventory Module. 15 P a g e

16 Reminders Tab a. Inventory Item Reminder Setup To add a Reminder to an Inventory Item, open the record of the Inventory Item to add the Reminder to and select the Reminders Tab -> Present Reminders will be displayed in the Inventory Reminders list. Select the Add button located within the Reminders Table > A new row will appear to set Reminder properties. i. Select Reminder Type Reminders Types will have already been setup and correspond to the Inventory Item being billed or the Reminder Type to generate from the Inventory Item. ii. Plan Type Used to apply the Reminder to only be available from a specific Profit Center. Leave Plan Type as <select> to have the Reminder apply to all Profit Centers. iii. Selected Used if the Reminder is to be selected by default during billing on the Inventory Item Wizard. If the Reminder is set to Auto Select On (next column), this feature must be applied to activate the Reminder. iv. Auto Select Used to override the default auto complete settings from the Reminder type. 16 P a g e

17 1. On Does not prompt the biller to select the Reminder, the previous Selected checkbox must be checked to set the Reminder. 2. Off prompts the biller and does not automatically select the particular Reminder. v. Auto Note used to override the Reminder Type 1. On Creates a note as the Reminder that is automatically based on the Invoice item description. The note (Inventory Item Description) shows in the actual Reminder on the patient record and is also used on reports. Most vaccination Reminders should use the automatic note. 2. Off No note is created. vi. Force Select Used to determine if selecting a Reminder is required during billing. 1. On A biller must select a particular Reminder before proceeding; there should be more than one Reminder on the Inventory Item for this to be set. 2. Off A biller does not have to select a Reminder Type before proceeding, therefore a Reminder will not be set for the Patient for that particular Inventory Item. vii. Force Interval If there are multiple durations for the Reminder type, this field forces the duration selected instead of allowing the biller to choose. Not applicable when there is only one duration on a Reminder. viii. Active Designates if the Reminder is used or not. If a Reminder is not active, it is not available for use and is not generated from the Inventory Item automatically. ix. Sort Sets the order of the Reminder to display in relation to other Reminders on the item when more than Reminder is present. x. Delete To delete a Reminder, highlight the desired Reminder and select the Delete button. 17 P a g e

18 8. Discounting Discounting is used for creating an automatic discount when invoicing. On an Inventory Item, any discounts set up are specific to the particular Inventory Item they are set up on. Customer, Patients, and the main discounting module all have similar interfaces that may also have discounts applied to them. Discounting is covered in the Discounting Tab HVMS Specialist Inventory Module. a. Discount Rules Current Discount rules are listed on the discounting tab; these are specific to the Inventory Item. 9. Containers And Measurements Tab Contains the Container Types, previously covered, the Dynamic Container Properties and the Available Unit Conversions. 18 P a g e

19 a. Dynamic Container Properties - Used for complex pricing schemes. Dynamic Container Properties is covered in the HVMS Specialist Inventory Module. Dynamic Container Properties Containers And Measurements Tab 19 P a g e

20 b. Available Unit Conversions Used to convert the base measure UP to another measurement for ease of billing purposes (example: ml to bottle). Adverse if trying to convert to a smaller unit (bottle to ml). Available Unit Conversions Containers And Measurements Tab i. Adding a Unit Conversion To add a Unit Conversion, select the Add or Add New button -> A new row will appear to set the Unit Conversion properties. 1. Description Name of new measure (i.e. Bottle) not a detailed description. 2. Specific Container which container does the conversion relate to; this is a required field. 3. Specific Profit Center Used to specify that the conversion only applies to the assigned profit center. This is an optional field; chose <select> if a Profit Center is not to be specified. 20 P a g e

21 4. Units of Base Measure The number of base measurement units make up the new converted size. 5. Sales Default checkbox When checked, this unit conversion becomes the default unit when administering this item. 6. Dispense Default Checkbox When checked, this unit conversion becomes the default unit when dispensing this item (used most commonly for bottles that are converted from mls). ii. Print To print displayed Available Unit Conversions in a report, select the Print grid button. iii. Delete To delete an Available Unit Conversion entry, highlight the desired Available Unit Conversion record and select the Delete button. 21 P a g e

22 Glossary Inventory Relational Items A function within HVMS where the billing of one item triggers another item to be added to an Invoice. The initial item billed is the Parent Item and the related items are considered Children. Child Items can be priced separately on an Invoice or the price can be rolled up with the Parent Item. Inventory Item Packaging Packaging Relational Items means that the total price for all items in the package roll up to the Parent Item and is displayed as one total price on the Invoice. Profiled Inventory Item A Profiled item is a physical item (drug or material) that is buried into a non-physical item (service) and is used to draw down inventory as well as for costing and commission calculations. This feature can only profile physical items within a professional service. Inventory Item Boundaries & Restrictions Tab The Price Boundary Section is used to set minimum and/or maximum prices on a physical Inventory Item. The Sales and Transfer Restrictions section restricts the behaviour of a physical item. Inventory Item Special Behaviour Tab Allows additional functionalities of an Inventory Item including pickers, packaging and automatic notes. This section is covered in more detail in the HVMS Specialist Inventory Module. Inventory Item Stock Levels and Control Tab Used to display the current stock levels of the particular Inventory Item selected. Inventory Item Suppliers & Purchases Tab Displays the Inventory Item Supplier translations and Purchase history. Inventory Item Supplier Translations Located within the Suppliers & Purchases Tab. Used to link an HVMS code to a Supplier reference number. This translation number displays on a purchase order printout for verification against the Supplier packing slip. Inventory Item Purchase History Located within the Suppliers & Purchases Tab. Lists all purchases for the particular item, with the exception of the ignore column, the entire section is automated from the Inventory Items purchase history and is read only. Inventory Item Reminders Tab Patient Reminders are used to generate a Reminder notification for the Customer that a specific service is due based on the last time the service was performed (billed). A Reminder can be generated from a Physical Inventory Item or a 22 P a g e

23 Professional Service Inventory Item. When a Reminder is applied to an Inventory Item, every time that Inventory Item is billed the biller will be prompted to apply a Reminder within the Inventory Item Wizard. Inventory Item Discounting Tab Discounting is used for creating an automatic discount when invoicing based on an Inventory Item. On an Inventory Item, any discounts set up are specific to the particular Inventory Item they are set up on. Customer, Patients, and the main discounting module all have similar interfaces that may also have discounts applied to them. Inventory Item Barcodes The Barcode section of an Inventory Item is located within the Profile Tab. A Barcode consisting of a series of vertical bars of variable width that are scanned by a laser (Barcode scanner). The Barcode are either pre-printed on manufactured goods, or user defined and printed directly from HVMS. Barcodes are used to identify specific containers based on either a supplier/manufacturer Barcode or practice defined Barcode. These Barcode can be utilized later with a bar code scanner to transfer inventory and for counting inventory. Inventory Item Billing Translations Billing Translation section is located within the Profile Tab of an Inventory Item. Billing translations are used to translate an HVMS billing code into another user defined code. The main purpose of this is for transition from older practice management software to HVMS. This feature allows the old Inventory codes to be used in HVMS Inventory searches for billing and Inventory purposes. This feature is rarely used. Inventory Item Available Unit Conversions Located within the Containers & Measurements Tab. Used to convert the base measure UP to another measurement for ease of billing purposes (ml to bottle). Adverse if trying to convert to a smaller unit (bottle to ml). 23 P a g e