Stock Control

Estimated reading time: 15 min

Overview

RxWorks has the ability to track stock and allow entering of goods receipts and receipting. This can assist in stock stakes and is used for reporting purposes.

Initial Fee Setup

It is advised that only 1 or 2 staff have access to the fees module of RxWorks. Varying levels of access can be granted in Options > User > Security, depending on the level of adjustment required.

  • Modify 2: Locks down item name, service heading income groups & price structure.
  • Modify 3: Locks down item name, service heading & income groups.
  • Modify: Allows any aspect of a fee to be edited.

It is recommended that fees are never deleted and instead simply deactivated.
The only user with access to this function should be the Administrator user ‘SUP’.

When deactivating items it is recommended to set the on hand level to 0 for stocktaking purposes.
Before adding a new fee, consider running a detailed search to see if it already exists. It may have been deactivated or moved to the wrong service heading. The fee may just be species specific, and cannot be seen on the patient you are working with.

RxWorks can search for a fee using the stock order code, product barcode, active ingredients, or item number.
Often, it is easier to locate a similar fee, and copy it.
You can access the copy option by right-clicking on any grey area of the fee screen.

  1. Item Name – identifies a fee as it appears on client invoices, drug labels and documents.
  2. Printed Name – an alternative to the Item Name – only needed if the item name is inappropriate for invoices, etc
  3. Service Heading – used for invoice grouping, discount control & basic reporting.
  4. Species – to ensure the correct fee is used on the correct species.
  5. Minimum – a safety net to ensure the fee is never charged below the minimum price.
  6. Stock Control – for merchandise, food, etc – you will need to set supplier details later.
  7. Charge Default – instructs the fee how many units to charge as a default when invoicing.
  8. Item Notes – Most common applications are usage notes & printed notes.
  9. Standard Fee – Only tick this option if the fee will be used as a fixed fee. Standard fees are often applied to medications as routes of administration. Changing the template will cascade to all other fees that use it for the professional fee component.
  10. Fixed Fee Component – This represents the professional component of your invoicing. It should be used for fees such as examination, surgery and non-stock controlled items, such as internal laboratory or fees created for the generation of reminders.
  11. Variable Fee Component – This represents sale price of an item, usually based on a cost price, marked up by a percentage. It should be used for fees such as medication, foods, and other stock controlled items such as merchandise.
It is important that you understand the mechanisms for setting the values in both of these.

If the sale price is set directly with no markup percentage applied, it will ignore changes in the cost price. You will see an asterisk* beside the markup. The markup % calculation is shown as an informative tool only. Use for shopped items.

If the sale price is based on a cost price + a markup percentage, it will update when the cost price changes. Thus when goods are received, or you run a price update from your supplier, changes to cost price will always be reflected. RxWorks will also suggest a maximum allowable discount.

Page Overview

Stock Ordering (F8)

Opens the Stock Ordering page where you create orders, enter invoices, make stock adjustments, etc.

On-Hand

The present quantity of the item. Can be adjusted using Stock Adjustment in the Stock Ordering section (F8). Periodically you will need to print a stock take list, perform a stock take and enter the adjustments.

Pack Size

Pack size is the number of selling units in your buying unit. Some express this as the Buy:Sell ratio. For example, you may order Clavulox 250mg Tabs in bottles of 500 but sell it by the tablet so the pack size is 500. Clavulox Drops you may purchase in 15ml packs but only sell the whole pack so the pack size is 1. The program uses pack size to calculate cost price per unit. Pack size is part of Brand Configuration allowing different brands to have different pack size.

Critical and Ideal Levels

The Critical Level is the on-hand value that will trigger a re-order. The Ideal Level is the maximum number that you want to keep on hand. The automated stock control will order items with an on-hand level equal to or below the Critical Level. It orders sufficient packs to bring the item on-hand level up to or over the Ideal Level. 6/25 If you want an item to show on your stock control sheets but do not want it to be automatically ordered then set the Critical level to a large negative number (i.e. –1000) and set Ideal Level to 1. To turn off stock level tracking, set the Ideal Level to zero and the program will assume that you do not want to keep a record of your stock for that item. It will not show on a stock take sheet or on your stock adjustment sheet.

Always Order This Item

Ticking this box will bypass the Critical Level and always have this item show on your automated stock-ordering sheet when you order from that supplier. If Ideal is set to zero, it will use the Critical amount for a quantity but you can manually change this.

Seasonal Ideal

Used for items that have an annual peak usage. Enter the alternative Ideal and select the months it applies from and to.

Preferred Supplier

The Preferred Supplier is a default for automatically generated orders but this does not prevent you manually ordering the item from other suppliers. You can change the Default Supplier at any time by clicking on the down arrow and selecting another supplier from the list. The Last Price is the price paid on the last invoice from your supplier. This price will get updated whenever you make a new order and change the price over. The Last Supplier Details are provided from the last order taken and are carried forward to this screen.
Use the button beside Preferred Supplier to manage the list of suppliers. You can also access this menu in Stock > Reporting & Management > Configure Suppliers.

Brand

An item can be ordered under different brands.
However, Brand is a property of the supplier so even the same brand from different suppliers should have the brand added to reflect the different supplier codes. Supplier code, barcode and pack size are properties of a Brand.
Use the button beside Brand to setup Brand information.

Wholesaler

Brands are supplier specific. If you purchase product X as brand Y from more than one supplier, you will need to add brand Y for each supplier. This is to accommodate each supplier having their own Stock Code for the item.

Brand

The brand name specific to the chosen supplier.

Stock Code

This is the supplier’s code for the brand. It is included in stock orders and thus reduces mistakes. While it is optional, it is essential to use supplier’s Stock Codes if you are to update prices from a file provided by the supplier.

Barcode

Barcode scanning is usable during invoicing provided the barcode has been scanned in here in the brand setup. Use your scanner to enter the number into the Brand setup. You can manually enter a manufacturer’s code for items that do not have barcodes and this too can help with accuracy during invoicing.

Pack Size

Pack size is the number of selling units in your buying unit Pack size can vary between brands.

Item Statistics

This displays Statistical information for usage and purchases of the Item. These statistics can be printed or analysed in a spreadsheet.

Purchases

Shows information from processed goods receipts. There is no purchase data from non-inventory fees.

Usage

Shows information from visit and counter sale invoices.

Itemised

Details from each invoice are displayed. Useful for investigating which patients have been sold particular products or which supplier has supplied particular products. Highlight a particular client or patient and double-click the entry to navigate to it.

Daily, Monthly, and Yearly

Summarizes sales of the item for these periods. Useful in determining ideal stocking levels and assessing if a product is worth stocking.

Component View

The information is restricted to the variable fee components. For medications, this is usually the tablets or millilitres sold.

Fixed Fee View

The information is restricted to the fixed fee component. This is usually the professional charges. In the case of medications, this is the dispensing fee or injection fee.

Summary View

This combines the information from Component and Fixed Fee views.

If you choose Component View on an Item that is only sold by Fixed Fee you will not see anything. You might be tempted to think the item has no sales recorded. Once you choose Fixed Fee View or Summary View you will see the sales figures.

Ordering and Receipting

It is recommended you process both stock orders and stock receipts through your system.

Orders are created using Stock Orders (F8) > Generate New Stock Order. When the goods arrive, they are processed inwards (receipted) using Stock Orders (F8) > Enter Goods Received, matching the goods received on the order.

Orders can be created automatically based on Critical Level and Onhand level or by manually by adding items to an order list and specifying the quantity required.

Processing goods received is then a simple matter of checking the items supplied against those ordered and modifying quantities and prices only where necessary.

Goods can be received either manually, or by downloading a supplier invoice via RxWorks, or even scanned from a 2D barcode.

Some practices skip creating orders and just process the goods inward claiming this is much quicker. In fact, the time difference is not great. Omitting order generation makes processing the goods inwards a much bigger task. There is no list to check against so items must be searched for, quantities added and prices modified where necessary.

It is very little extra work to follow the recommended steps and the advantages are:

  • You will be generating an order history
  • Orders are presented in a format which can easily be faxed or emailed to the supplier
  • Back-orders can be maintained properly

Back Order Basics

All items on a stock order will appear on the back order list as soon as the order is processed. When an order is delivered, processing goods inwards removes them from the backorder list. Items not delivered remain on backorder.
If an item is partially supplied, the quantity on your goods receipt should be the amount you actually received, and the unsupplied portion automatically remains on backorder.
If an item is not supplied at all the quantity indicated on your goods receipt should be zero.
As you change the quantity to zero, you will be asked if you would like to delete it from the receipt. The preferred answer is NO. This way the item should remain on your goods receipt as an unsupplied item.

When a Backorder Arrives

Processing backorders that arrive differs from the usual process of receipting goods. They cannot be matched to the original Stock Order because Stock Orders have a 1:1 relationship with Goods Receipts and each Goods Receipts should match just one supplier invoice.
However, backorders do need to be processed to ensure they are deducted from the overall backorder quantity and to match a supplier invoice.

If the backorder arrives by itself on a unique invoice

This backorder is best processed using ‘Enter Goods Received > Blank Sheet’. You will receive a warning detailing the problems that can be caused by the use of blank sheets. This situation is one exception to the rule, so you can ignore the warning.

If the backorder arrives as part of a different order

As you enter Goods Received for the second order, manually add the backorder item.
Both processes will even up the fundamental equation:
Backorders = total quantity ordered – total quantity supplied
In both cases, the backorder will have contributed to the correct supplier invoice and that becomes apparent when you analyze suppliers by invoice using Report E4.

Special Situations

Keep in mind as we look at backorder management, there are 5 things that will take an item off backorder:

  1. The item arrives normally and is processed in the order using Enter Goods Received.
  2. The item arrives as a backorder but on the same invoice as other items and is processed in by adding it to the goods receipt for the other items.
  3. The item arrives as a backorder on its own invoice and is processed in using Enter Goods Received onto a blank goods receipt.
  4. You create an order for the item using a negative quantity.
  5. You delete the item from the original order. This can be done directly by re-opening the order (using View and Edit an Existing Stock Order) and deleting the item or indirectly using View Back Orders. There you can select an item and choose Delete which removes it from the original order.

Also, keep in mind that items receipted without having been on an order create a negative backorder. However, negative backorders are not shown in the View back Orders section.

For example, say you have never ordered Product Z but you receipt 10 packs on a blank sheet. The equation total quantity ordered – total quantity supplied now calculates as 0 – 10 = -10. This is a negative backorder. At a later date, you order 4 packs of Product Z. You will notice it does NOT show on the backorder list. This is because the equation total quantity ordered – total quantity supplied now calculates as 4 – 10 = -6 and negative backorders are not displayed.

Your supplier substitutes one item for another

This would usually be done with verbal consent of course. However, the goods receipt should match the value of the supplier’s invoice and your inventory needs to recognize the substitute product.
These requirements are satisfied in the goods receipt by showing the first product as received = zero, then adding the second product to the receipt manually.

However, the first item is still on backorder and the second now has a negative backorder. You can correct this by re-opening and modifying the original order. To help track what went on, change the quantity on the first item to zero and add the second item as an additional item.

If the substitute product is not in your Fees list, you can open Fees even while the goods receipt is open, add the second product including the setup for stock control. After it is saved you can return to the open goods receipt and add the newly created item.

An item is supplied incorrectly

Again, you must receipt the item by adding it manually to the goods receipt. Provided you decide immediately to return the item there is no need to modify the order. Instead, as soon as the goods receipt is completed, create another goods receipt on a blank sheet, using a word such as Return for the supplier invoice number, and add the item but with a negative quantity. See further notes below on tracking returns.

Ordinarily, creating a negative goods receipt will create a negative backorder but in this case, the positive and negative quantities on these successive receipts cancel out both backorder and inventory changes.

To cancel a backordered item

Re-open the original order and change the quantity to zero.

To cancel a backordered item and order something else

If it is from the same supplier you could create the new order and include the original item with a negative quantity. The quantity for the replacement item does not need to match the quantity for the cancelled item.
For different suppliers, change the quantity of the first item to zero on the original order and then create a new order.

To cancel and order the same item

from another supplier Change the quantity of the item to zero on the original order. Then create a new order. The quantity does not need to match the first order.

Managing backorders

The key to back order management is regular monitoring. You need to work out just how often they need checking in your situation but weekly would be a good starting point.
With regular monitoring, you can make decisions on following up the supplier to get a delivery date or cancelling the order and placing it with another supplier.
Without regular monitoring, backorders become an unmanageable and forbidding list from which it is hard to pick items requiring attention.
The main tool for monitoring back orders is the View Back Orders button in the Stock Order area.
Items showing backorder quantities can be selected to see the actual orders(s). This gives you the opportunity of contacting the supplier to ask for availability or making a decision to cancel and re-order from another supplier. See notes on cancelling and re-ordering above.
You will see a Delete button in this area.

Be careful. Do not modify orders pre-dating your Back Order Start date.

If you see an order within your Back Order Start date AND the quantity on back order is the same as the quantity ordered then it is permissible to use the Delete button to cancel the backorder.
Otherwise, if the quantities do not match, Delete will cause an undesirable but hidden, negative backorder. Instead, note the order number and quantity on back order. Later re-open the order and adjust the quantity ordered to the quantity supplied. This will remove the backorder.

Returned Goods & Credit Notes

Returned goods need to be deducted from your inventory and you also need to monitor your supplier’s credit notes. Processing returns using a negative goods receipt covers these needs ideally. However, it will create negative backorder quantities so a negative order is needed as well. It’s not as complicated as it sounds.

To process a goods return

  1. Create an order for the returns using negative quantities. Print this to act as a delivery docket to the supplier.
  2. Immediately use Enter Goods Received selecting this order to match against. Use a word such as Return as the invoice number. There is no need to change any details so you can click Process Purchase as soon as it is open.

When your credit note arrives from the supplier, re-open the goods receipt (View and Edit a Goods Receipt) and change the invoice number to the credit note number. If you see Return as an invoice number in the Stock Purchase Analysis report (E4) it either represents a return your supplier has not credited or a staff member has neglected to update the invoice number.

New sites wanting to get it right from the start

Your main complication is that you probably have quite a lot of items on backorder already. These items will arrive and receipting them in will create negative backorder quantities that will plague you for quite some time. Ideally, ask all your suppliers to provide you with a current list of backorders they have on their system. Then process these in as regular orders although there is no need to print or send them.
When the first of these goods arrive, receipt them (using Enter Goods Received) against the initial order. As subsequent items arrive, receipt them into a blank sheet.
This will serve as good practice with the system and will have your backorder quantities correct from day one.

Ordering and Receipting Electronically

Sending an Electronic Order

After creating an order in the usual manner you can choose to export the details to the chosen online ordering interface. This is achieved by selecting the Export function in the toolbar at the top of Manage Stock Orders window. Stock Orders Any orders that have already been successfully exported will be marked with the symbol.

Receiving an Invoice

This function allows you to import invoices (goods receipts) directly from an integrated supplier. The function is available via ‘Goods Receipts > Review & Import Downloaded Goods Receipts’.
There will be a list of invoices that have already been downloaded onto your system and are waiting for Importing. Click on the file that you wish to import and then check the details. If you are happy with the details then press on Import Goods Receipt.

The program will then import the Invoice and provide you with a list of the items that have been imported off your order.

Creating a Stocktake Sheet

Click on Task Panel then Stock which is located in the top of the screen in the ribbon

Click on Back Orders, Transfers & Adjustments

Click on Enter New Adjustments

Select Create Stocktake sheet in the bottom ribbon

Enter a name for the sheet to easily identify

The sheet will then open and look something like the below image

In the Excel file you will need to enter a quantity and a date, the date can be the same for all items if this is the date that you actually counted them. Once you have entered all of the data, you can then save the Excel file and import it into RxWorks which will update your on hand value.

Importing a Stocktake Sheet

Click on Task Panel then Stock which is located in the top of the screen in the ribbon

Click on Back Orders, Transfers & Adjustments

Click on Import/Manage Adjustments From File or PDT

Select the sheet you have entered data on and saved

Select the import button

If there are any errors please contact Support

If the sheet has been closed, you can get back to the sheet to enter more quantities, in the same menu of Adjustments & Stock Take, click on Import/Manage Adjustments From File or PDT

This will then display the Excel File which was created in the previous step for you to enter the stock counts. Click on Edit and then you can proceed to enter the data.

Importing a Provet Connect Stocktake Sheet

  1. Log into Provet Connect and download your stocktake sheet. Open it when it has downloaded.
  2. In RxWorks, go to Stock > Backorders, Transfers & Adjustments > Enter New Adjustments. At the bottom of this screen, click create stocktake sheet.
  3. Name it something meaningful (eg Evergreen Stocktake Jan18), it should open after pushing OK.
  4. When in the sheet, click the first cell under the column headings, then press CTRL+SHIFT+DEL
  5. This should highlight the entire contents of the sheet, except for the header. Press Delete to clear this information.
  6. In the sheet from Provet Connect, click the first cell under the column headings, and press CTRL+SHIFT+DEL
  7. This should highlight all of your stocktake data. Press CTRL+C (this is the shortcut for copy)
  8. Go back to the sheet from RxWorks, click the first cell under the headings, and press CTRL+V (Shortcut for Paste)
  9. Your information should now be in the RxWorks sheet.
  10. Highlight the entire column for Date, then Right click it, and select Format Cells…
  11. Choose Date on the left-hand side, and click OK. This should remove the time entry from the column.
  12. In the Stock Location ID column, enter the correct stock location for the stocktake in a couple of cells. (Often 1, but if unsure, please contact RxWorks for the correct ID)
  13. Highlight those cells, then click and drag the small square in the bottom right of the highlighted cells, all the way to the bottom of the stocktake entries.
  14. Save the sheet. Press Yes to any additional messages that pop up.
  15. In RxWorks, go to Stock > Backorders, Transfers & Adjustments > Import/Manage Adjustments From File or PDT.
  16. In here you should be able to find the sheet you made earlier (eg Evergreen Stocktake Jan18). You can then click the green arrow in the import column, to import your stocktake.

Supplier Stock Code Updating

Contact RxWorks and we can assist in this process for your clinic.

Further Reading

For online ordering configuration – Order Interface Configuration

Please see some of the Stock Webinars for further information – Webinars

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