Inventory

PM Inventory

Click the Inventory button on the main menu to open the Inventory module.    

The inventory system is made up of two main features:

• Products – This is where any kind of item can be entered in from items that are sold to patients to office supplies. You can track the quantity of units on hand and enter a variety of other data.
• Purchase Orders – This is where you can enter in items from the product list that you are ordering. It works with the Receiving Entries to track the orders when they come in.

Products

The first thing you need to do is create a Vendor: 

• Click the Vendors menu item at the top left of the Inventory screen, it will now show as a tab below the menu next to Home.
• Click the Add button at the bottom right to add a new Vendor. Here you need to create a Code and Name to be able to save the record. 

Next you add a product:

• Click the Products menu item and then click Add at the bottom right to create a new product record.
• Choose a Vendor
• Click the pick button to the right of the Type field. Here you will also need to add a record and enter in a Code and Description.  This is to identify what type of item it is like a supplement or office supply.  Highlight the Product Type record and click Select at the bottom right. 
• Enter in a Stock No. This can be any kind of number you want to identify the product like the bar code or whatever you use as the QuickCode from the Fee list in PM.
• Enter in the Name of the product.
• Enter in the Description of the product. This can be the quantity or size.
• Set the Units on Hand to how many you currently have in stock.
• Set the Reorder Level to how low you allow the stock to get before ordering more.
• Set the Reorder Amount to how many units you order at a time.
• Set the Purchase Price if you plan on using Purchase Orders to track your shipments. His will be the amount you pay the vendor for that item. 
• Save the Product then click the Fees button at the top right. This will show you every fee in the database from every fee schedule.  Click the Fee Description header to sort them by name so you can see the item you want located in each fee schedule grouped together then check each one off that you want to subtract from the Units on Hand when this item is charges on the billing side.  Click Select and then Yes to save the linked fees.  Now you can close the product screen.

Purchase Orders

Now on to creating a purchase order:

• Click Purchase Orders at the top left. Click Add at the bottom right.  Choose a Vendor. 
• Click Add Item on the right side, that creates a new line in the Purchase Order Details section in the middle.
• Click the pick button in the Stock No field to choose something from the product list from that vendor then set the Units Ordered to the correct quantity that is being ordered.
• The Unit Price comes from the Purchase Price in the Product record.
• Choose a shipping method. The Tax % pulls from the value set in Settings/Ledger from the billing side.
• Entering a Shipping Charge in the bottom middle if applicable. Check the Shipping Taxable box at the bottom left if you pay tax on the Shipping Charge.
• Once you add all the items being ordered change the Status at the top right to Ordered.

Once an order is shipped to your office you create a Receiving Entry:

• Click Receiving Entries at the top left. Click Add at the bottom right then click Select at the top left in the PO Number field.  Choose the Purchase Order for this order then OK. 
• Set the Units Received to the units received for each item.
• Check the Update Units on Hand box at the bottom right and then Save. This will update the Units on Hand for each product in the Purchase Order.

Reports

• Inventory Report - Report of a complete list of all inventory items and includes the Vendor name, Product Name, On Hand amount Reorder Level, Reorder Amount and Cost.
• Items Sold - Report of a list of items that were sold within a specified date range.  It includes the Stock No., Product Name, Product Description, and the Quantity sold.
• Sales report - same as Items sold
• Sales Tax Report - Results in a detailed report of all taxes collected on inventory items within a specified date range.   It includes the patient Account #, Invoice#, Doctor ID, Date, Patient Name, CPT code, Description, Charge amount and Tax amount.  It totals your Net taxable amount, Tax Due, and Tax Billed.  

KW 5/31/17, modified NSM 11/22/2019