This inventory type captures Services and is available to be added in any order under the Order - Invoice tab. Service name information is required to add Services to inventory. When this item is added to the order it is automatically linked with its inventory product and the price and inventory quantity are displayed and adjusted to the quantity ordered. You can make services available in the Calendar module by checking the Calendar appointment checkbox and specifying the default duration it takes to provide that service. All the Services with the Calendar appointment checked are available in the Calendar module against which the appointments can be booked. Booking appointments against a Service does not update inventory quantity.
When setting up services you have the ability to assign a Recall Reason to it. For more information on Recall Reasons refer to the topic Recall Reasons. When a service has a recall reason attached to it and is charged to a patient in an order the patient’s record automatically gets updated with last exam date as the date of the order, recall reason attached to the service, recall months attached to the recall reason and the recall date that is recall months after order date.
• To add a new Service:
1. Follow the menu item sequence … File | Inventory | Service.
2. In the Services Listing Screen click the Add Button.
3. Now we are at the Add/Modify Services Screen. Enter the Service information accordingly.
4. Enter a UPC, if you do not specify a UPC the system automatically generates one for you.
5. The Pricing Button will specify the retail price based on a formula which is calculated from the cost.
6. In the Procedure Code field, a code can be associated to the item for insurance billing purposes by selecting it from the drop down list. For more information on how to add procedure codes refer to the section on Procedure Codes.
7. Assign a Recall Reason to the service. For more information on Recall Reasons refer to the topic Recall Reasons. When a service has a recall reason attached to it and is charged to a patient in an order the patient’s record automatically gets updated with last exam date as the order date, and the recall date in the patient record will automatically get updated to the number of months associated with the recall reason.
8. The Inventory Checkbox allows you to specify whether you carry the product in inventory. Checking the Inventory checkbox means that you carry the product in inventory and its quantity will automatically be updated if the product is bought, sold or returned. If unchecked, the quantity does not get updated.
9. Commission Type/Structure will allow you to enter commission information if you pay different commissions on each product. The commission information in the employee record takes precedence over this commission specification. However, if the selected commission structure specifies Spiffs and the employee record has commission information setup, the Spiff from the product will be added to the commission calculated based on the commission specified in the employee record. For further detail on commission refer to the section on CommissionsCommissions.
10. If you want this service to available in your calendar assure the Calendar Appointment Checkbox is checked.
11. Then enter the usual duration for this service in the Duration Field, select a color from the Color Field so, when this service is scheduled it appears as this color on the calendar. Also, you can link a recall schedule to the service from the Recall drop-down list.
• Locations Tab
12. In the Locations Tab on the bottom part of the Add/Modify Services Screen specify the Tax Percentages and Reorder Point. The Reorder point lets you specify the minimum quantity to maintain of a product at each location. Reorder reports will tell you how many to reorder and the cost to maintain the reorder quantity. For example, if the reorder quantity is 5 and your inventory quantity drops to 2 the reorder report will tell you to reorder 3 and also provide the cost of ordering 3. For further detail on reports refer to the section on Reports.
13. To Transfer inventory between locations click on the Locations Tab. Highlight the source location by selecting the source location record and click Transfer. In the Transfer Inventory Screen it displays the quantity available for transfer, enter the quantity to be transferred next to each destination location and click OK. Each Transfer inventory transaction creates two transactions one for the source and one for the destination location. These transactions can be viewed under Transactions Tab.
• Transactions Tab
14. The Transactions Tab lets you add inventory quantity to a product and it also displays the transactions and sales history for the item. To add inventory quantity click on the Add Button then specify the transaction location, quantity, supplier, date received and other information. Click OK to accept changes and return to the Add/Modify Services Screen. When adding inventory quantity to existing products and the cost entered is different the user is prompted to average the cost.
NOTE: The Transactions displayed are filtered by location. To view transactions for all locations clear the location dropdown list by highlighting the current location and pressing delete on your keyboard.
15. To view the sales for the selected inventory item select the Sales Radial Button option under Transactions Tab.
16. Click OK to accept the changes and return to the Services Inventory Listing Screen.
17. If you would like to modify any of the information about a Service inventory item you can just click the Modify Button and make the changes accordingly then click OK to accept the changes and return to the Services Inventory Listing Screen.
18. If you would like to add similar items to inventory you can click the Duplicate Button, and it will take you to the Add/Modify Screen. Here all the information for the corresponding item will already be entered then you can make any modifications for the new item. Click OK to accept the changes and return to the Services Inventory Listing Screen.
19. To delete an item from inventory highlight the item(s) to be deleted and click the Delete Button. To delete multiple items click the CTRL key and highlight the items to delete by clicking on it and then click the Delete Button.
20. To sort your inventory in a particular order click the Sort Button; and the Sort Screen will pop-up. Then you can choose from the options how you would like the inventory sorted.
21. Click the Filter Button to filter the desired categories. Click Ok to apply the filter, otherwise click Cancel.
22. If you would like to add another product to inventory go to step 2 and repeat the process otherwise, click Save then Close on the menu toolbar.
See Also:
• Synchronize Inventory Counts