Using Intelligent Inventory with DVM Manager

Using Intelligent Inventory with DVM Manager Revised March 26, 2014 2014 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. Some content, including sample screens, is reprinted with permission from Microsoft Corporation. IM-DVMHSAHII-03312014

Contents Overview... 3 Register with Intelligent Inventory... 4 Install Intelligent Inventory... 5 Run the Setup... 5 On the Server... 5 On Workstations... 6 Setup the Account Information... 7 Link Vendors to II Distributor... 8 Multi-Hospital Practices and Ship To Accounts... 10 Start the Intelligent Inventory Gateway Service... 11 Intelligent Inventory Purchase Orders... 12 Place Orders... 12 Main Screen... 12 Code Linking... 13 Create a Clinic to Vendor Code Link... 14 Working with Linked and Unlinked Codes... 14 Purchase Order Details... 15 Adjust Unit List Price... 16 File Menu... 17 Initial Setup (Settings screen)... 17 Distributor Management... 17 Inventory Code Linking... 18 Adjust Unit List Price... 19 Refresh Server Status... 19 Change User/Location... 19 Reports Menu... 19 Help Menu... 19 2

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 DVM Manager Practice Management Software and the vendor s order management system via the Intelligent Inventory for DVM Manager application and service. Any order placed with a participating vendor can be retrieved automatically by the DVM Manager software regardless of how that order was placed. When a practice places an order with a vendor, whether by 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, DVM Manager reaches out through the Internet to capture that order information and create a purchase order in the DVM Manager 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 DVM Manager 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 DVM Manager 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 their practice management software or missing items and having to find the mistakes. The practice can save time using Intelligent Inventory for DVM Manager because once the shipment is received, the clinic can immediately update DVM Manager to reflect the new order without having to wait for the vendor s invoice. Intelligent Inventory helps maintain pricing by updating cost as soon as an order is processed. 3

Register with Intelligent Inventory Register with Intelligent Inventory Before DVM Manager 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 DVM Manager Practice Management Software. 1. Open a Web browser. 2. Go to www.intelligentinventory.com. 3. Click Register. 4. Fill in the required information. Be sure to select DVM Manager as the Software Product. 5. Click Submit. A screen will display with your Gateway account number and username. Make note of that information plus your password. It will be needed when setting up Intelligent Inventory for DVM Manager. A support ticket will automatically be created and a support technician will be contacting you to make an appointment to finish the configuration of Intelligent Inventory. 4

Install Intelligent Inventory Install Intelligent Inventory There are three components that must be installed for Intelligent Inventory to work with DVM Manager. 1. Intelligent Inventory - installed on any computer in the clinic. This is the program where the purchase orders are viewed and received. 2. II Gateway Manager - installed on any computer in the clinic. The Gateway Manager is the user-friendly screen used to stop and start the Gateway Service. 3. II Gateway Service - installed on the Server ONLY. The Gateway Service is the form of communication between the Intelligent Inventory cloud and the Intelligent Inventory program for DVM Manager. These components can be installed separately if they were not installed during the installation of the DVM Manager v5.2 program. Run the Setup On the Server 1. On the server or primary workstation, login as Administrator. 2. Navigate to the DVM Manager program folder. 3. Double-click on the Integrations folder. 4. Double-click on the Intelligent Inventory folder. 5. Double-click on the II Gateway Service folder. 6. Double-click on setup.exe. 7. Click Next. 8. Click Next. 9. Click Next. 10. Click Close when installation is complete. 11. After the Gateway Service has been installed, backup one folder and double-click on the II Gateway Manager folder. 12. Double-click on setup.exe. 13. Click Next. 14. Click Next. 15. Click Next. 16. Click Close when installation is complete.. 17. When the Gateway Manager has been installed, backup one folder and double-click on the Intelligent Inventory folder. 18. Double-click on setup.exe. 19. Click Next. 5

Install Intelligent Inventory 20. Click Next. 21. Click Next. 22. Click Close when installation is complete. 23. After installation is complete on the server, you can install the Intelligent Inventory program and II Gateway Manager of workstations. On Workstations 1. Login as Administrator on the workstation. 2. Click Start [Run] and type \\servername (enter the clinic s server name). 3. Press Enter. 4. Navigate to the DVM Manager program folder. 5. Double-click on the Integrations folder. 6. Double-click on the Intelligent Inventory folder. 7. Double-click on the Intelligent Inventory subfolder. 8. Double-click on setup.exe. 9. Click Next. 10. Click Next. 11. Click Next. 12. Click Close when installation is complete.. (Optional) Install the II Gateway Manager. The II Gateway Manager does not have to be installed on every workstation. 13. From the Integrations folder, double-click on the II Gateway Manager folder. 14. Double-click on setup.exe. 15. Click Next. 16. Click Next. 17. Click Next. 18. Click Close when installation is complete. 6

Install Intelligent Inventory Setup the Account Information 7 This is where you will need the Gateway account number, username, and password created at the time you registered. 1. Click Start All Programs Dvm Manager. 2. In the DVM Manager program group, click on. If this is the first time Intelligent Inventory is opened, a message displays: 3. Click OK. The following screen displays. 4. Enter the Gateway Account No., Gateway User Name, and Gateway Password. This is the information you obtained after registering on the Intelligent Inventory Web site. 5. To allow only operators with rights to inventory management into Intelligent Inventory, check Password Protect. When Intelligent Inventory is opened, it will require a valid password for the operator logging in. 6. Enter the account numbers for the vendors listed, if used by the practice. 7. Click Save. 8. Click OK to save changes and close the Settings dialog box. 9. Close Intelligent Inventory. Note: Intelligent Inventory must be re-launched for the settings to take effect.

Install Intelligent Inventory Link Vendors to II Distributor 8 In order for purchase orders from Butler Schein, IVESCO, and Midwest Veterinary Supply to get transmitted to Intelligent Inventory in DVM Manager, the Vendors in DVM Manager need to be linked to the II Distributor and account numbers entered correctly. 1. Click Start [All] Programs DVM Manager. 2. From the DVM Manager group, click Intelligent Inventory. 3. If Password Protect was set, the Login screen will open: a. Select an Operator with rights to Intelligent Inventory. b. Enter the Password for the selected operator. c. Select the Hospital, if a multi-hospital practice. d. Click Login. 4. The Intelligent Inventory screen opens:

Install Intelligent Inventory 5. In the Intelligent Inventory screen, click File Distributor Management. The Distributor Management screen displays. 9 6. Set the Intelligent Inventory vendors as the II Distributor. a. Click on the vendor Henry Schein Animal Health. b. Click in the II Distributor cell and select the II Distributor from the drop-down list. The II Distributor and Vendor should match the same as shown in the image. Note: If you do not have any of the three vendors setup in DVM Manager, click the Add New Vendor button. Refer to Help in Code Maintenance for step-by-step instructions for adding new vendors. If the Henry Schein account number is alphanumeric, it is case-sensitive. Also, the Henry Schein account number must be followed by the -000. For example, if the account number is 12345-000, it must be entered the same way in Distributor Management. 7. To view only the Intelligent Inventory vendors, click the box, Display only II Vendors. 8. Click Apply.

Install Intelligent Inventory Multi-Hospital Practices and Ship To Accounts 10 The Ship To Accounts is the account number for a practice which will receive items from the vendor, however, the items are billed to the main practice. For example, if the main hospital is account 12345-000 but the items ordered are to be delivered to Practice B, enter the account number for Practice B in Ship To Accounts. 1. In Distributor Management, select the Intelligent Inventory Distributor. 2. Click on the Ship To Accounts button. The Bill To / Ship To screen appears. 3. Enter the Ship To account number for the other practice receiving shipments. 4. Click Add Row to enter additional account numbers for any practices in a multihospital environment. 5. Click OK to save the Ship To Accounts. 6. Click OK to save and close Distributor Management.

Install Intelligent Inventory Start the Intelligent Inventory Gateway Service 11 1. On the server or primary workstation where the Gateway Service was installed on, click Start [All] Programs Dvm Manager. 2. In the DVM Manager program group, click on the II Gateway Manager. The Intelligent Inventory Gateway Service Manager opens. The server and database information will be pre-filled based on which databases have been appropriately updated for use with Intelligent Inventory. 3. Select a database to be used by clicking its checkbox, if necessary. 4. Change the number of minutes to update the Intelligent Inventory catalogs, specified Service down time (per day), and the duration of the down time, if desired (to prevent a catalog update from interfering with other scheduled server maintenance or processes). Note: If left unchanged, the settings will update the Intelligent Inventory catalog for any defined distributors every 24 hours with no down time period. 5. Click the Start button in the upper right to start the Gateway Service. After some time the displayed Service Status will change to Running. (This status can also be viewed from within Intelligent Inventory for DVM Manager on the Main Screen.) 6. Close the Gateway Manager utility program clicking the in the upper right (the service will remain running).

Intelligent Inventory Purchase Orders Intelligent Inventory Purchase Orders Place Orders Once the Intelligent Inventory Gateway service has been setup and is running, place orders with the vendor via phone, fax, e-mail, etc. The vendor will process the purchase order and it will soon appear in the Intelligent Inventory program. Main Screen The Intelligent Inventory main screen contains a list of Intelligent Inventory Purchase Orders ( POs ), as well as a File, Reports, and Help on the menu bar. Each column in the grid can be sorted by clicking on the top column headings (PO Number, PO Date, Vendor, etc.) 12 Incomplete, Complete, or All POs can be displayed using the drop-down selection in the lower left of the screen. (Show Incomplete, Show Completed, Show All). The upper right of the screen displays the current status of the Intelligent Inventory service (Running or Stopped). To refresh this status, use File Refresh Server Status.

Intelligent Inventory Purchase Orders To display the detail for a particular PO, you can either: Double-click the line for the PO. Click the View button. 13 NOTE: The Link Codes button, if red in color ( ), signifies that not all of the clinic codes for the selected PO have been linked to a vendor code. All codes on a PO must be linked before viewing or receiving. Refer to Code Linking and Inventory Code Linking on page 18 for more information. The Print button prints a Purchase Order for the currently selected PO. The Close button closes the Intelligent Inventory application. Code Linking All codes on a purchase order must be linked to a product code in DVM Manager. Clicking the Link Codes button produces the Code Linking screen. This screen is used to link Vendor Codes (product codes used by one of the Intelligent Inventory vendors) to a Clinic Code (codes as defined in DVM Manager). When the Link Codes button is red, this signifies that there are codes to be linked for the selected PO. PO details cannot be viewed until all the items on the PO have been linked. The image below shows a PO with items not linked. The PO cannot be viewed until all codes have been linked. The image below shows items on a PO. Some of the items have already been linked; but, others are not and the PO cannot be viewed and closed until all items listed have been linked.

Intelligent Inventory Purchase Orders Create a Clinic to Vendor Code Link 14 1. Select either the Description or Code columns by clicking in the Clinic Code or Clinic Description columns. 2. Enter part of a Description or Code in Filter the drop-down list, and then click within that code s drop-down to display a filtered list of codes. Select a desired code by clicking. Select (Don t receive) to choose not to receive the selected product into inventory. 3. Change the Order Unit from Purchase Unit if the product needs to be received as another unit type (Sales Unit or Dispense Unit). Intelligent Inventory will try to determine the correct unit type for you and may automatically choose Dispense Unit in some cases. 4. To confirm and save all links, click Apply. Click Cancel to exit the screen (abandoning all changes). Working with Linked and Unlinked Codes To display previously linked codes, check the option Show linked codes. To display unlinked codes, check the option Show non-linked codes. To clear a previously created link, select (Don t receive) as the linked code. Click Add Code to open Code Maintenance (login required) to add a new DVM Manager (clinic) code. Click OK to close the screen and save changes.

Purchase Order Details Purchase Order Details Double-clicking or clicking the View button on a particular PO from the main screen will display the Purchase Order Details screen. 15 From here, you can receive in all or some of the items on the selected PO. To receive an entire PO (with Qty Ordered equal to Qty Received) and update the inventory in DVM Manager s inventory system, click the Receive Purchase Order button. You will then be prompted to mark the PO as completed. To receive individual PO lines,click on the line to receive then click the button labeled Receive Highlighted Row. To adjust the quantity to receive, click in the Qty to Receive column and enter the new value. Note: Items italicized cannot be changed; those are values coming from the distributor. Any changes coming from the distributor will come through with an updated PO. The Print button produces a printed Purchase Order report. Click Mark Completed to mark this PO as completed. Click Close to close the screen without making additional changes.

Purchase Order Details Adjust Unit List Price If there was a change to the cost or unit price, the Adjust Unit Price will display when the PO is closed. If Show Completed is the option selected on the Intelligent Inventory main screen, a closed PO can be selected from the list and Adjust Unit Price can be selected from the File menu. This menu option is to update unit prices for received POs. Enter checkmarks in the Update column to indicate which PO lines are to receive unit price updates. 16 New values for New Unit List and New % Markup can be typed in directly. Click inside a desired cell and enter a new value (or use the adjustment arrows or calculator). Items can be marked Update by clicking in the Update checkbox. If all items on the PO are marked Update, there will be an Uncheck All button. If all items are not marked, the button will read Check All. Use the button to quickly mark all items for Update or not. A new unit price can be set based on several different calculations: Highest Cost use the highest available of either cost as the cost base times the markup percentage. Cost this PO Incl. Shipping selecting this option will set a new unit price to (Total Cost + Ship Fee x Markup Percentage). Cost last PO Incl. Shipping similar to the above, but Last Cost + Ship is used. Click the Update Prices button to update all checked prices to their selected values. Ê Ê Click Apply to save the changes to the database. The Reset button will roll back the last price change made. Click Close to close the Adjust Unit List Price screen (changes will not be saved).

File Menu File Menu Initial Setup (Settings screen) Refer to Setup the Account Information on page 7 for detailed information. Distributor Management Use Distributor Management to assign vendors defined in DVM Manager as Intelligent Inventory Distributors. 17 1. Click in one of the cells in the II Distributor column next to one of the available Intelligent Inventory vendors (Henry Schein Animal Health). A drop-down menu will appear. 2. Click to select the vendor from the list to match the vendor in the selected row. 3. Click in another cell below then click Apply to save the changes. 4. To remove an II vendor, select an existing linked Vendor and select the blank entry from the drop-down. Click Apply to apply this removal. 5. Click Add New Vendor to open Code Maintenance for adding new DVM Manager Vendors (Activities Vendor/Manufacturer Maintenance). Appropriate Operator rights are needed to access Code Maintenance. 6. To display only DVM vendors that have been assigned for use with Intelligent Inventory, check the box marked Display only II Vendors. Uncheck to return to the full list. 7. Clicking Cancel exits this screen with no other changes made.

File Menu Inventory Code Linking Use the Inventory Code Linking screen to link DVM Manager Inventory codes ( Clinic Codes ) with Vendor Codes from one of the available Intelligent Inventory vendors. Note: This is most easily done as individual POs are received via the Intelligent Inventory Gateway as described under Code Linking on page 13. 18 To create a clinic-to-vendor code link: 1. Select either the Description or Code columns by clicking in the Clinic Code or Clinic Description columns. 2. Enter part of a Description or Code in Filter the drop-down list, and then click within that code s drop-down to display a filtered list of codes. Select a desired code by clicking on it. Select (Don t receive) to choose not to receive the selected product into inventory. 3. Change the Order Unit from Purchase Unit if the product needs to be received as another unit type (Sales or Dispense). Intelligent Inventory will try to determine the correct unit type for you and may automatically choose Dispense or Purchase Unit in some cases. 4. To confirm and save all links, click Apply. Click Cancel to exit the screen (abandoning all changes). 5. To display previously linked codes, check the Show linked codes checkbox. To display unlinked codes, check Show Non-linked codes. 6. To clear a previously created link, select (Don t receive) as the linked code. 7. Click Add Code to open Code Maintenance (login required) to add a new DVM Manager (clinic) code. 8. Click OK to close the screen, saving all changes. Click Cancel to exit the Code Linking screen.

Reports Menu Adjust Unit List Price Refer to Adjust Unit List Price on page 16. Refresh Server Status Select this to refresh the displayed status of the Intelligent Inventory Gateway Service (Running or Stopped). If the service shows with a status of Stopped, see Start the Intelligent Inventory Gateway Service on page 11. Change User/Location Select this option to produce the original Login screen to change either the Operator or Hospital that is currently logged into Intelligent Inventory. 19 1. Select an Operator with appropriate security rights for the Inventory module in DVM Manager and Hospital (if a multi-hospital practice). 2. Click Login. 3. Click Exit or to exit from Intelligent Inventory and cancel the login. Reports Menu This menu provides convenient links to DVM Manager Inventory reports that are normally available only within DVM Manager s Inventory module. Help Menu Click Help on the menu bar for step-by-step instructions for using Intelligent Inventory with DVM Manager. The Contents tab breaks the topics down in the order they should occur. Click on the Index or Search tab to search for topics by a key word or phrase.