In this section you will learn:
As per a system alert email that went out 6/24/2009
PetPoint System Alert: NEW Inventory Management module to be released 6/25/2009
In an ongoing effort to meet the needs of our clients, we are pleased to announce the arrival of our new Inventory Management module in PetPoint on Thursday, June 25th.
The new Inventory Management module consists of two components:
1. Inventory Management
2. Order Management
The Order Management component allows shelters to place new orders for inventory items, modify existing orders, receive inventory items, and cancel orders from vendors. The Inventory Management component will automatically add or subtract inventory based on the Order Management component and based on the sale of items in Receipt. Shelters will additionally be able to manually update (add or subtract) inventory as needed. Full tracking of inventory history & order history, including differences between cost/price for a given item, will allow shelters to report on current and historical inventory, orders, and cost vs. price revenue for items.
The Inventory Module integrates with PetPoint’s existing screens and includes NEW screens. Although your organization may choose not to utilize this new module right away, please be aware that there are changes to screens you may use on a regular basis: Create/Edit Receipt, Refund, and Add/Edit Item. In addition, a number of the updates to Items included can be enabled on all Items. A detailed listing of the updated and new screens that are included in the Inventory Management module release can be found below.
Agencies:
There is a new agency type of “vendor.” This is to be used to set up vendors that you order from. You may store as much information as you like. Unlike intakes / outcomes with agencies, you will not need to tie a person record to this agency.
Field Values (new):
Package Type - is used to indicate “case,” “carton,” “box,” “bag,” etc – however your items come from your vendors.
Item Category - is used to further narrow down item categories within Item Groups. For example, in the Item Group of “Retail Sales” (established by PetPoint), you might have (user-defined) values of “Adult Clothing,” “child clothing,” “dog toys,” “cat toys,” “gear.”
Manufacturer - can be used to populate possible manufacturers of inventory items. Previously, this was a free-field entry from the add/edit item screen. Any entries you had previously entered before June 25th will automatically appear in your Manufacturer field value choices.
Inventory Change Reason - is used to indicate why inventory is being changed manually. This is to indicate reasons that you might make manual changes, such as “theft,” “damaged product,” etc. There are several system-defined reasons (such as item deleted, received, sold, refunded, etc.) which cannot be changed, but you can add additional choices if necessary.
Add/Edit Item Screen:
The Add / Edit Item screen has received significant updates specifically for the new Inventory Management module. The following changes have been made to the setup screen and apply to all Items regardless of Item Type:
Item Search Control: this new search control allows Administrators to search for Items by Item Type, Item Category, and Site and additionally filter the results to only Active Items and/or only Inventory Items.
Item Reference # (IRN): you can record your own number for an Item (besides the system-generated Item # or UPC Code) and look Items up by the new IRN on the Receipt screen.
Item Category: see new field values above.
Multi-Site: If you have multiple Sites setup in your database, you can check this box if the item is specific to one site.
Note: An Item can be setup as Multi-Site even if it is not an Inventory Item. As an example, this checkbox will allow you setup different default prices for Adoption or Intake fees based for each Site in your database.
UPC Code: you can record a UPC number for an Item and look Items up by the UPC Code on the Receipt screen.
Manufacturer: see new field values above.
Markup %: this field indicates the difference between an Item’s Cost and Price in percentage. It is calculated automatically if both Cost & Price are entered, but can be entered in manually (or overridden) to adjust the Cost or Price of an Item.
Note: Item Cost, Markup %, and Item Price will update automatically if the value of any of these fields is changed.
Tax Code 1 & Tax Code 2: Each Item can now have up to two different tax codes applied on a Receipt. This can be useful for distinguishing between county vs. state sales tax (and GST vs. PST in Canada).
Item Notes: this field can be used to note details is primarily useful as part of Inventory
The following changes apply only to Items that are part of Order Management and Inventory Management, which are Items in the “Common” and “Retail Sales” Item Types:
Inventory Item: 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.
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.
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.).
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.
Receipt Screen:
The “Receipt Items” section of the receipt is now different, to accommodate the above changes to Items:
You can continue to add Items to your Receipt as before by selecting a choice from the Item Name drop-down. However, you can now refine the “Item Name” drop-down list not only by Item Type, but also by Item Category (see new field values above) and by Site (because items can now be site-specific) if you have multiple Sites setup in your database.
You can now look up items by UPC code. Simply enter the code and press the green button with the two arrows. If there is only 1 Item per UPC Code, this Item will automatically be selected in the Item Name drop-down.
You can now look up items by an Item Reference Number (IRN). Simply enter the number and press the green button with the two arrows. If there is only 1 Item per IRN, this Item will automatically be selected in the Item Name drop-down.
You can now apply up to two different Tax Codes on an Item while issuing a Receipt.
New Screens (all of these screens can be found under Admin – Shelter Utilities):
Manage Inventory: A place users other than administrators can add and edit inventory items.
Inventory List View Report: provides a list of inventoried items
Create Order: generate an order for merchandise items
Receive Order: accept an incoming order (confirm receipt)
Edit Order: make changes to an existing order
We at Pethealth do recognize that this is a significant change for many of you. As such, we are offering training webinars on how to setup and use these new features. The available webinars can be found on this calendar, and you can sign up for any classes there as well. We will be recording the classes, so that interested users can watch the presentation at their leisure as well, and that recording will be available starting next week by clicking here. For any existing items that you have, they will continue to function as they have normally, but your staff will notice the changes to the receipt screen in particular, and administrators will notice changes to the add/edit item screen.
**Please remember that even if your group chooses not to use the new Inventory Module, you will encounter changes to existing screens – particularly on Create/Edit Receipt, Refund, and Add/Edit Item.**
In the coming weeks, we will be releasing updated and new reports for the new Inventory Management module, and later this year we plan to add additional functionality inventory & ordering for other Item Types that you use internally in your day-to-day operations (such as Medications, Procedures, Tests, and Vaccines).
Make sure your administrator and inventory managers sit down and go over the following steps, in order:
1. If you have multiple sites, make sure your Add/Edit Site Info page is completely filled out before we begin.
2. Designate certain users to be Inventory Basic and Inventory Advanced users to assist you in keeping up with your inventory orders & deliveries. Do this on the Add/Edit Users screen.
3. Add Tax Codes if you charge tax on anything you sell from your organization.
4. Create Vendors on the Edit Agency screen.
5. Review the new Items search on Edit Receipt.
6. Add new Field Values for the following Customer Fields:
Package Type
Item Category
Manufacturer
Item Change Reason
7. Review and add new items to the Add/Edit Items screen. Expand this as you will use it and as we continue to expand the Inventory Module.
8. Create Orders on the screen Admin > Shelter Utilities > Create Order
9. Intake orders via the screen Admin > Shelter Utilities > Receive Order
10. View and anticipate inventory orders on the Inventory List View Report.
11. Edit Orders on the administrative level.
12. Manage Inventory for continual updating by shelter workers/end users.
13. Continue entering invoice items into Edit Receipt.
Last updated for SMS & Lite June 24, 2009 - Melissa Wainscott
http://sms.petpoint.com/help/inventory.htm