Using Intelligent Inventory with Vetech Advantage

Transcription

1 Using Intelligent Inventory with Vetech Advantage Revised March 31, ImproMed, LLC. All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means without the prior written permission of ImproMed, LLC. IM-VTAHSAHII

2 2 Table of Contents Overview... 3 Getting Started... 4 Before Proceeding...4 Register with Intelligent Inventory...4 Install the Intelligent Inventory Gateway Service...4 Setup the Gateway Manager...5 Using Intelligent Inventory... 6 Enter Vendor Account Number...6 Create Inventory Orders...6 Process Receipt of Items...7 Review Purchase Orders... 7 Do Not Receive... 7 Close a Purchase Order... 8 What if all items were not received?... 8

3 Overview Overview Intelligent Inventory is a cloud-based service that provides assistance to veterinary practices in managing their inventory. Intelligent Inventory greatly reduces the amount of time spent processing purchase orders and provides an immediate impact on product pricing, inventory control, and inventory accuracy. Intelligent Inventory has been designed to bring real-time order fulfillment to the veterinary practice by opening the lines of communication between the Advantage Practice Management Software and the vendor s order management system. Any order placed with a participating vendor can be retrieved automatically by the Advantage software regardless of how that order was placed. When a practice places an order with a vendor, regardless of the order being made over the phone, by fax, Online, or directly through a sales representative, the vendor enters the information into their order tracking system. Once this order is created in the vendor s system and passed to the Intelligent Inventory cloud, Advantage reaches out through the Internet to capture that order information and create a purchase order in the Advantage Practice Management Software. This purchase order is updated with new and changed information, including shipping and back-order status of items contained on the order. Intelligent Inventory streamlines the process of ordering, receiving, and updating the cost of items by having the following advantages: Intelligent Inventory prevents mistakes in entering information into Advantage because the only real point of entry is with the vendor. Once the order is placed with the vendor all of the information is sent into Advantage without the practice having to do anything except acknowledge when the order has been received. The practice will save money because their staff members will not have to duplicate their time by double entering orders in the Advantage Practice Management Software or missing items and having to find the mistakes. The practice can save time using Intelligent Inventory because once the shipment is received, the practice can immediately update Advantage to reflect the new order without having to wait for the vendor s invoice. Ê Ê Intelligent Inventory helps maintain pricing by updating cost as soon as an order is processed. 3

4 Getting Started Before Proceeding Getting Started For the integration of Intelligent Inventory to work with Advantage, you will need the following: 1. Internet access. 2. Advantage ver or higher. 3. The Purchasing AddIn enabled. Please contact an ImproMed Client Service Representative at (800) Register with Intelligent Inventory Before Advantage can process purchase orders from Intelligent Inventory, the practice must register with Intelligent Inventory, LLC and setup the Gateway service. The Gateway service is the form of communication used between Intelligent Inventory and the Advantage Practice Management Software. 4. Open Internet Explorer. 5. Go to Click Register. 7. Fill in the required information. 8. Click Submit. A screen will display with your Gateway account number and username. Make note of that information as well as your password as it will be needed when setting up the Intelligent Inventory Gateway Manager. A support ticket will automatically be created and ImproMed Support will contact you to make an appointment to finish the configuration of Intelligent Inventory. Install the Intelligent Inventory Gateway Service The Intelligent Gateway Service is the service used to communicate with Intelligent Inventory and Advantage. 1. On the server or primary workstation, navigate to the Advantage program folder or program CD. 2. Double-click on the Integrations folder. 3. Double-click on the IntelligentInventoryServiceInstall folder. 4. Double-click on. 5. Click Accept to accept the terms of the licensing agreement. 6. Click Next on the Welcome screen of the Setup Wizard. 7. Choose I Agree on the License Agreement then click Next. 8. Click Next on the Installation Folder screen. 9. Click Next to confirm installation.

5 Getting Started 5 Setup the Gateway Manager 1. From the server or primary workstation, double-click on the Intelligent Inventory Manager icon located on the desktop Service Manager window opens.. The Intelligent Inventory Gateway 2. Verify the Server is correct. If not, click Connect, to connect to the Advantage server. 3. Select the Database from the list. 4. (Optional) Modify the settings: Update Catalogs every: This would be the catalog of products that comes from the distributors. The products are displayed on the Distributors & Products tab in the Intelligent Inventory window in Advantage. Service Down Time: If the Gateway service may slow down or interfere with another computer service; such as, a full system backup, the Gateway service can be stopped during that time. Down Time Duration: Enter the length of time for the Gateway service to be down if a Service Down Time is entered. 5. Click Start. The Gateway Accounts Setup dialog box opens. 6. Enter the Account Number provided by Intelligent Inventory after registering, the User Name and Password entered at the time of registration. 7. Click OK. 8. The Service Status should indicate Running. If not, click Start. 9. Click to close the service.

6 Using Intelligent Inventory Using Intelligent Inventory Enter Vendor Account Number In order to receive any of the POs from the vendors listed above, you will need to enter your practice s account number with the vendor. 1. In Advantage, click Lists Inventory Vendors. The Vendors dialog box opens Select each vendor checked as Is II Ven. 3. Enter the Acc. # assigned to the practice by the vendor. 4. Click OK to save changes. 5. Click Close to close the dialog box. Note: For Henry Schein accounts, be sure to add -000 at the end of the account number; i.e., Also, if the account number is alpha-numeric, the letters are case-sensitive. Create Inventory Orders Place inventory orders any way that is preferred by the practice. Orders can be placed by fax, phone, Internet, or directly through a sales representative. Intelligent Inventory will capture the order details and generate a purchase order in Advantage automatically.

7 Using Intelligent Inventory Process Receipt of Items Review Purchase Orders 7 1. When the shipment arrives at the practice, verify the items received with the packing slip. 2. In Advantage +, click AddIns Purchasing Intelligent Inventory. The Intelligent Inventory dialog box opens. 3. Match the purchase order number with the Order Number on the Intelligent Inventory screen then click to highlight the row. a. If any field(s) for an item needs to be edited or entered; such as, Manufacturer, Exp Date, NDC Number, Quantity, etc., make the necessary changes to the item in the lower half of the screen. 4. For every item that is on an Order Number in Intelligent Inventory but is not an inventory item in Advantage +, highlight the item in the lower half of the screen. a. Click the Create and link a new Advantage Item button. The Category dialog box opens. b. Select the category this new item should be assigned to then click OK. The Inventory item dialog box opens. c. Fill in the fields for this new item then click OK. Do Not Receive For items on a purchase order you don t want to track in inventory, choose <Do not receive> from the Description list (located second from the top). When the purchase order is closed, the On Hand values will not update for items linked to <Do not receive>. Tip: To change the product an item is linked to, change the item on the Purchase Orders tab or click on the Distributors & Products tab. Locate the product and change the Advantage + Code or Description the product should link to.

8 Using Intelligent Inventory Close a Purchase Order 8 Once all items on the PO match with the items in Intelligent Inventory, click the Close PO button. This will update the quantity on hand for all inventory items on the PO marked Received. Note: If the cost for an item on the PO differs with the cost setup for the Advantage + item, a warning will appear. Click the appropriate button to accept or reject the change in cost. What if all items were not received? In some cases, items may be delivered under a separate shipment. In situations like this, there are a few options available with regards to closing the PO. 1. Leave the purchase order open until all items have been received and accounted for. 2. Close the PO with all items marked Received and let Intelligent Inventory update the inventory count for the items not yet received but expected to arrive soon. 3. Clear the Received checkbox for the items not yet received and proceed to close the PO. When those items do arrive, manually receive them into inventory using the Quick Receive method under Purchasing.