Monitor Inventory Levels

Within the Inventory module, you can perform a variety of tasks to help you monitor product levels.

You can search for products from any of the Inventory module tabs. Depending which tab you open and complete the search from, you will bring up orders, product levels, or usage search results.

To search for a product:

  1. Open the Inventory module and click the relevant tab.
  2. Enter the appropriate search criteria and click Search.

    3. Note: Some fields are only available from specific tabs.

    Field Description
    Product Type Select an entry.
    Category

    Click the ellipsis to select an entry from the Product Categories window.

    Note: The Product Categories window displays all categories that fall under the specified Product Type. If no Product Type is entered, all categories will display.

    Product Click the ellipsis to select a Product Code from the Inventory Products List window.
    Vendor Click the ellipsis to select the vendor who supplied the product from the Vendors List window.
    Date From / Date To Select your search’s start and end dates from the calendar.
    Location Select which Inventory location the items originated from.
    Ordered By Select the inventory location that made the order.
    Include Inactive Select the checkbox to include discontinued products.
    Only orders on hand Select the checkbox to limit your search to orders which include items in stock.
    Type

    Select the order type you want to search for.

    Note: The entries available vary depending which tab is open.

    Status

    Select the order status you want to search for.

    Note: The entries available vary depending which tab is open.
    Exclude items with zero balance

    Select the checkbox to exclude products with a 0 balance.

    Note: Products with an undetermined or null value are still included.

    Include Order quantities (to re-order)

    Select the checkbox to include additional order detail columns in your search results.

    Note: If selected, it enables the Show re-order items only checkbox and disables the Per Location checkbox.

    Show re-order items only

    Select the checkbox to search for products that are on re-order.

    Note: This checkbox is enabled if you select the Include Order quantities (to re-order) checkbox.

    Per Location

    Select the checkbox to sort your search results by location.

    Note: This checkbox is enabled if the Include Order quantities (to re-order) checkbox is deselected.

Product levels indicate the amount of each product available for use in the Inventory module. When inventory levels are low at a location, you must place an order with the correct location to get in more stock.

There are two ways to review product levels:

  • By Location: This allows you to view all products at a single location.
  • Across multiple locations: This allows you to view one product across all locations.

Important: The Inventory/Dispensary modules can be integrated to track sundry item usage and inventory levels simultaneously. If using the integration, you no longer need to enter product usage manually to adjust the product levels. The product levels adjust automatically in the linked inventory store when a provider checks a sundry item in or out, or marks a sundry item as found and checks it in.

  1. Open the Inventory module and click the Product Levels tab.
  2. From the Location drop-down list, select a location entry and click Search to see a list of all products at that location.

  3. Review the results.

    4. Note: Products that are marked as inactive are still listed if the number for that location is greater than zero. Once the product number for that location reaches zero, the product no longer displays.

    Tip: If necessary, you can select the Include Inactive checkbox to display lines for any inactive products with 0 quantities in gray text.

    The Product Level tab displays the following columns:

    Column Description
    Location The product’s current location.
    Product Type

    The product’s broadest classification grouping.
    Category The product’s sub-grouping under the Product Type.
    Product The product’s unique identifying code.
    Description The product’s short description, including quantity and unit.
    Balance The number of units left at the location.
    Last Cnt. The number of units at the location at last count.
    Unit

    The product’s unit of measurement.

    Example: A box, bottle, blister, etc.

    Re-Order The number of units that, when reached, triggers a re-order.
    Min Order

    The lowest number of units you can order at a time.
    Std Order

    The standard number of units to order at a time.
    BIN

    The product’s designated inventory storage location.

    Note: Not all institutions use BINs to organize their storage.

    Vendor

    The vendor’s full name.
  1. Open the Inventory module and click the Product Levels tab.
  2. Enter the appropriate search criteria and click Search.
  3. Right-click a listed entry and select Show Product Locations to display the View Product Locations window.

  4. Review the product’s Balance and Last Cnt. columns for each product location.

    5. Note: Products that are marked as inactive are still listed if the number for that location is greater than zero. Once the product number for that location reaches zero, the product no longer displays.

    Column Description
    Code

    The product’s location code.
    Location

    The product’s current location.
    Balance

    The number of units left at the location.
    Last Cnt. The number of units at the location at last count.

The Inventory module uses product codes and descriptions to record and maintain inventory levels. This provides a full audit trail of where the supplies have been used, how many have been used, and when the items are needed.

Within the Inventory module, you can enter product usage. This removes the specified unit(s) from the Inventory module and updates the current inventory numbers.

You can also use the Usage History tab to display product usage and track the number of inventory items used. If you view a product’s consumption rate, you can determine when you must next order this product.

Important: The Inventory/Dispensary modules can be integrated to track sundry item usage and inventory levels simultaneously. If using the integration, you no longer need to enter product usage manually to adjust the product levels. The product levels adjust automatically in the linked inventory store when a provider checks a sundry item in or out, or marks a sundry item as found and checks it in.

Tip: You can enter usage for products marked as inactive if the location still has stock.

  1. Open the Inventory module and click the Usage button to display the Inventory Usage window.

  2. From the Location drop-down list, select the location.
  3. In the Input field, enter the quantity used.

    4. This value is automatically pulled over to the Quantity field.

    Note: If a Not enough Product warning displays, you must enter a lower value.

  4. Enter the product using one of the following methods and press Enter:
    • Next to the Input field, click the ellipsis to select the product.
    • Scan the product bar code.

    If an item has an associated expiry date and has expired, a prompt warns you to check the expiry date.

    Note: You are not notified when an item’s expiry date is approaching. The prompt only displays if the expiry date has passed.

  5. Close the Inventory Usage window.

    6. In the Product Levels tab, the product value under the Balance column decreases by the value entered in the Quantity field.

    Note: This only occurs if the product is marked as a Real-Time Tracking product.

  1. Open the Inventory module and click the Usage History tab.
  2. In the upper pane, enter the appropriate search criteria and click Search to display the inventory items.

    3. The Quantity column tracks the usage of each item.

  3. Review the listed results.
  4. (Optional) Click a column header to sort the list by the location, date, product type, category, product number, or description column.

    5. Example: Items sorted alphabetically by Category.

    Note: The Date column displays when the usage was last recorded for each item.

An inventory count is a physical count of a product sitting in your inventory. You can perform inventory counts regularly to maintain accurate inventory levels and correct any possible inventory errors.

Note: You must have the physical products on hand for each product you want to count.

There are two main methods to perform inventory counts:

  • By searches
  • By scans

    • Note: The method you use depends on your institution’s setup.

  1. Open the Inventory module and click Count... to display the Inventory Count window.

  2. From the For Location drop-down list, select the location you are performing the inventory count for.
  3. (Optional) Select the Include products tracked in real time checkbox.
  4. Click the Search for Data () icon.

    5. All products placed in that location display in the list.

    Tip: You can click any column heading to sort the list entries.

  5. Select a product in the list.

    6. The Quantity field replaces the Input field and becomes active.

    The Counted field displays the number of units counted.

  6. In the Quantity field, enter the actual number for that item and press Enter or Tab.

    7. The number displays in the Counted field and in the Count column.

  7. Repeat Steps 5-6 for each product that requires an Inventory count.

    8. Tip: Press the down arrow to move to the next list item.

  8. Close the Inventory Count window.
  1. Open the Inventory module and click Count... to display the Inventory Count window.

  2. From the For Location drop-down list, select the location you are performing the inventory count for.
  3. (Optional) Select the Include products tracked in real time checkbox.
  4. Scan a product bar code.
  5. Select the product in the list.

    6. The Quantity field replaces the Input field and becomes active.

    The Counted field displays the number of units counted.

  6. In the Quantity field, enter the actual number for that item and press Enter or Tab.

    7. The number displays in the Counted field and in the Count column.

  7. Repeat Steps 4-6 for each product that requires an Inventory count.
  8. Close the Inventory Count window.