Add/Edit Item

The Add / Edit Item screen is accessed via Admin > Admin Options.

In this section you will learn:

• What is Add/Edit Item Used For?

• Item Types

• How to Add A New Item

• Field Value Explanations

• • Inventory & Vendor Information

  • Change Current Inventory

• How to Delete an Item

What is Add/Edit Item Used For?

This screen is used to setup items.  Any product or service for which an organization might charge a fee can be setup as an item although some items are not fees.  Items are used in several areas throughout PetPoint but are primarily used on Receipts.  Occasionally there will not be a fee attached to an item, but you will setup those items almost the same to track usage, or create receipts or certificates (example: S/N Surgery).

How to Search Items

Searching for items may vary depending on your previous set up of the items in PetPoint.  If you have separate sites, the search will include a site drop down menu as well.  You have the ability to have items kept at different sites be tracked in inventory.  

You can refine the item list search not only by  the group, but also the item category as well as the site.  If you are an organization that will use the multi-site inventory controls, please make sure you read the Add/Edit Site Info page prior to setting up your items.  

Item Types

There are many types of items within PetPoint which are described in further detail below.
 

Medication:  List all medications currently used by your organization or vets who provide care to your animals.  This list will appear in the “Medications” drop down on the Care Exam screen.  During setup, PetPoint database administrators have the ability to perform a one-time import of Medications from the Exam Setup Tables.  Learn more about imports here.  When medical items are entered into PetPoint you can attach an account code, manufacturer, tax code, cost or price to each individual item, and record if it is a controlled substance, by editing items through the Add/Edit Items screen.  You will need to mark each item as Show On Receipt if you wish to include it on invoices, such as in a clinic situation.

Vaccine:  List all vaccines currently used by your organization or vets who provide care to your animals.  This list will appear in the “Vaccines” drop down in the Care Exam screen.  During setup, PetPoint database administrators have the ability to perform a one-time import of Vaccines from the Exam Setup Tables.  Learn more about imports here.

After import, administrators should go through the vaccinations list and assign a default length.  This will automatically calculate a revaccination date for the animal, and can be a helpful time saver.

Test:  List all medical tests currently performed by your organization or vets who provide care to your animals.  This list will appear in the “Tests” drop down in the Care Exam screen.  During setup, PetPoint database administrators have the ability to perform a one-time import of Tests from the Exam Setup Tables.  Learn more about imports here. After import, administrators should go through the test list and assign a default length.  This will automatically calculate a retest date for the animal, and can be a helpful time saver.

Procedure:  List all medical treatments currently used by your organization or vets who provide care to your animals.  This list will appear in the “Procedures” drop down in the Care Exam screen.  During setup, PetPoint database administrators have the ability to perform a one-time import of Procedures from the Exam Setup Tables.  Learn more about imports here.

Euthanasia Substance:  List all substances used when performing euthanasia.  This list will appear in the “Euthanasia Substance” drop down in the Care Final Euthanasia screen.  During setup, PetPoint database administrators have the ability to perform a one-time import of Euthanasia Substances from the Exam Setup Tables.  Learn more about imports here.

TIP:  IF YOUR ORGANIZATION DOES NOT PERFORM THE ACTUAL EUTHANASIA, YOU CAN CREATE AN ENTRY IN THIS LIST CALLED “VET’S DRUGS”.

Please see the Configuration Worksheets section in the Online Help Guide for information on how to automatically import your Medications, Vaccines, Tests, Procedures, and Euthanasia Substances.  You can learn more about using the Care Exam screen, and learn how to record an Outcome Euthanasia and Care Final Euthanasia in Online Help.

Common:  List all other “miscellaneous” fees charged that do not fit into any other category.  These items appear on the Receipt screen & in Inventory only.  

Rent Equipment:  List all rental equipment fees.  This list will appear on the Receipt screen.  You can learn how to track rented or loaned out equipment using Services Equipment Rental and Equipment Return.

Intake Operation:  List all fees that might be collected when an animal arrives.   This list will appear on the Receipt screen.  

When setting up Intake and Outcome Operations, remember that PetPoint will automatically add the Intake Operation item to a Receipt at the time of Intake if the item Name matches the name of the Intake Type and there is only one item for that Intake Type.

Example: A shelter charges the same $25 surrender fee for all animals.  PetPoint will automatically add this item to the Receipt if the name of the item Name is “Owner/Guardian Surrender”.

If your organization charges various fees for incoming animals, you will need to add an item for each one.  PetPoint will not automatically add these to receipts.

Examples:

Surrender Fee - Dog = $30.00

Surrender Fee - Cat = $20.00

Surrender Fee - Small Mammal = $10.00

Outcome Operation:  List all fees that might be collected when an animal departs.   These items will appear in the item Name drop down on the Receipt screen.  

PetPoint will automatically add the Outcome Operation item to a Receipt at the time of Outcome if the item Name matches the name of the Outcome Type and there is only one item for that Outcome Type.   
 

Example: A shelter charges the same $25 reclaim fee for all stray animals.  PetPoint will automatically add this item to the Receipt if the name of the item Name is “Return to Owner/Guardian”.

If you have variable fees for different types of animals, each one will need to be added as a separate item.  PetPoint will not automatically add these to receipts.

Examples:

Adoption Fee - Adult Cat = $65.00

Adoption Fee - Kitten = $75.00

License:  List the Licenses you will be issuing / renewing in the Licensing module.  Please see the PetPoint Licensing Setup Guide for further details.

Violation:  List the fines & penalties that are charged to defendants / suspects in the Case module.  Please see the PetPoint Case Setup Guide for further details.

Donation:  List donation types that you would need to issue a receipt for.  Examples are Cash Donation, In Kind Donation, Membership Fees.

S/N Surgery:  List, at the very least, Spay and Neuter here as S/N Surgery types, but you can use this section to record in further detail the type of surgery, or fees for S/N Vouchers or procedures to include both on the Care Spay/Neuter screen and Receipts.  This section will not be filled in by the import of the Exam Setup Tables, and should be done as part of administrator setup.

Retail Items:  List anything that would classify as a retail sale.  Examples include items you would sell in a gift shop or in a pet supply area such as a leash, food bowl, T-shirt, etc.   

How to Add a New Item

At the bottom of the Add / Edit Items screen, you will see several fields that you will need to complete.  

The first two are required fields, Item Type & Item Name.  These need to be decided upon first, and you may click Add Item at any point after that.  

You may also edit your item later on to include one or more of the many features, and whether this item will be included on receipts or tracked in the inventory program.

Field Value Explanations

You may have some or all of the following choices on an Item.  As always, only the maroon ones are required.  

Reference #: Your organization’s item numbering system can be entered here.  PetPoint will generate an item number (e.g., I07654321) that is unique to each item, but this field is used when a different numbering system is already in place that your group would like to continue recording for each new item.

Item Type:  Choose the appropriate Item Type from the list.

Item Category:  Have your administrator input your item Categories here, Add/Edit Field Value.  Some examples would be Food & Treats, Grooming, Toys.  This is a way to further categorize your items.  Think of it as an item subtype.

Show on Receipt (Optional):  This box MUST be checked if you need to be able to add this item to any Receipt.  By checking this box, those items will appear in the drop-down list shown to the user when they are creating a receipt.  items that do not have the “Show on Receipt” box checked will not appear in the drop-down list shown to the user when creating a receipt.

Inventory Item (Optional): This checkbox is only available on Items within the Common or Retail Sales Types.  Checking the box is required to enable inventory tracking on a particular Item, as well as allow placing orders for that Item.

Multi Site:  Check this box if you have separate sites that sell the same item for proper tracking.  When you check this box, the following section will appear:

Inactive (Optional):  If an item has been added to any Receipts, it can no longer be deleted from the setup.  However, if the item should no longer be used, it may be marked Inactive so it does not show up in the item Name list on Receipts.

Item Name: Enter the text you want to appear in the drop-down menu and on the receipt and order form.

UPC Code (Optional):  Search for any item by its UPC barcode if entered.

Manufacturer (Optional):  List the maker of the item, if applicable.  

Length (Optional):  Enter the length of the Vaccine, License, or other applicable item in years, days, weeks or months.  This unit will be used to calculate the Expiration Date of the corresponding Vaccine, License or other applicable item.  

Item Cost (Optional):  Enter the cost your organization paid for the item – not what your organization charges for the item – if applicable.  This does NOT show up on receipts but is designed to provide cost vs. profit information.

Markup %: Calculate the final price based on a markup percentage and the original cost of the item.

Item Price (Optional):  Enter the price your organization charges your clients for the item.  This will be the default price on any Receipt.  The default price can be modified before it is added to the Receipt.

Account Code (Optional): Enter the any bookkeeping or other internal number (such as from your Accounting software) for tracking the money collected for this item.  

Tax Code (Optional):  If the item is taxable, select the appropriate Tax Code from the drop down.  PetPoint will then calculate the appropriate Sales Tax on the item when it is added to a Receipt.

Print Labels:  The inventory system will allow you to print labels for your items (like a shelf tag), and the field “Print Labels” on this screen indicates how many shelf tags to print by default.

Item Notes: While details can be added for any Item Type, this field is primarily used on Inventory Management and Order Management.  As an example, you can indicate that the vendor prefers to ship this item with other items, or that a particular item sold well during a certain season, etc.

TIP: EACH ITEM NAME CAN HAVE A SEPARATE ACCOUNT CODE, BUT SINCE PETPOINT’S FINANCIAL REPORTS CAN SEPARATE / GROUP THE MONEY BY ITEM NAME OR ACCOUNT CODE, IT MAY BE USEFUL TO GROUP SIMILAR ITEM NAMES ALL INTO THE SAME ACCOUNT CODE.  FOR EXAMPLE, GIVING EACH OF YOUR SEPARATE ADOPTION FEES ALL THE SAME ACCOUNT CODE WILL ALLOW YOU TO REPORT ON EACH ITEM NAME SEPARATELY OR AS A GRAND TOTAL.

Inventory/Vendor Information

The following fields appear when the “Inventory Item” box is checked for Items in the “Retail Sales” or “Common” Item Types:

• Default Vendor: this drop-down allows you to choose which Vendor you typically order this Item from.  It is populated with Agencies where Agency Type is set to “Vendor”.

• Vendor Part #: this field tracks the vendor’s # for an Item.

• Qty/Package: indicates the # of Items contained in a package from a given vendor.  As an example, Pethealth sells Dog-Eared as 24 / box.

• Package Type: the type of packaging (box, bag, carton, pallet, etc.) a vendor sells Items in.

• Package Cost: what your organization pays for Items based on the package sold quantity

• Note:  Item Cost, Qty/Package, and Package Cost will update automatically if the value of any of these fields is changed.

• Reorder Threshold: used to indicate when your organization should place an order for the Item.  As an example, you can enter “3” here to indicate you should place a new order for Dog-Eared when you only have 3 bottles left in inventory.   

• Default Reorder Qty: used to indicate how many Items you want to re-order by default.  As an example, you may get better pricing by reordering 96 of an Item instead of 12 and want to reorder that amount by default.

• On Order: this checkbox is automatically checked by PetPoint if there is an Open or Pending Order containing that Item (and is unchecked if not).

• Current Inventory: this field automatically adjusts to reflect the current quantity on-hand for a given Item, based on updates from the Edit/Receive Order, Receipt, and Refund.  This quantity can also be updated manually if needed.

• Change (button): this button allows you to manually update the inventory quantities for an Item as-needed (such as deducting for theft or damage, etc.).

Change Current Inventory

This section is used to update the on-hand quantities for Items and appears when the “Change” button is clicked.

• Current Inventory:  same as above.

• Change Qty:  the quantity of inventory you want manually add or subtract from the Current Inventory value.

• Add or Subtract: used to indicate whether this is an increase or decrease to the Current Inventory Value.

• Updated Inventory: the new value Current Inventory will become once your manual change is applied.

• Inventory Change Reason: used to indicate why you are changing the Current Inventory value.

•  

Important Note:  to apply the addition or subtraction, you will need to Submit the update as well as click the Update Item button

 How to Delete an Item

Only administrators may delete items from the database, the process is also quite simple.

1.  Select which item you wish to delete by clicking on Delete

2.  An alert will open asking you if you want to confirm this deletion, click OK

3.  The screen will read; item deleted upon a successful deletion.

4.  Once an item has been used in a receipt it can no longer be deleted, but it can be inactivated to stop it from appearing on the receipts list.

Last updated June 22, 2009 - Melissa Wainscott

http://sms.petpoint.com/help/add_edit_item.htm