The Inventory menu allows the users to closer control the store inventory.

Inventory Update

To get to the Inventory Update screen, click on Inventory -> A. Inventory Update.

The Inventory Update feature functions as a manual way to enter in an inventory record based on supplier invoice. This is useful in a situation where your wholesaler doesn't have the ability to send inventory files through an EDI update. You can Edit or Display a record of an update by selecting a Date range with the From / To calendar buttons and click on the record that displays in the grid below. You can add a new update record by clicking the "Add Inventory" radio button.

INVOICE INFO

Date : Enter the date of the inventory update entry.

Rec # : This field displays the record number of this inventory update entry and cannot be edited.

Supplier : Indicate the supplier for the order. You can further define suppliers in the Supplier File.

Invoice # : Enter the invoice number for the order.

Payment Date : Enter the payment date for the order.

Ship Via : Enter how the order was shipped.

Remark : Enter any remarks you may have for the order.

ITEM INFO

SKU / Item Desc : Enter a search string for the item in the order based on SKU or item description.

Vendor Item # : This field displays a Vendor Item # and cannot be edited.

Item Description : This field displays the item description and cannot be edited.

Add Qty Using : Enter if the quantity is based on Units or Cases.

Units Purchased : Enter the unit amount purchased in this order.

Unit Acq Cost : Enter your acquisition cost for the item.

Retail Price : Enter the retail price of the item.

Remark : Enter any remarks you may have for the Item.

Right side Info : These fields exist as informative fields for the item being entered and cannot be edited.

After entering the item information, click "Save Item" to save it to grid below or click Clear to erase the information and enter a different item. If you have saved an item in error to the order grid below, simply select the item and click "Remove Item" or click "Remove All" to remove all items from grid.

When all items have been entered for the order, click "Save & Exit" to save the entry in the system and exit the screen or "Save & Print" to save the entry and print a record of it.

Mobile Inventory Update

To get to the Mobile Inventory Update screen, click on Inventory -> B. Mobile Inventory Update.

THIS FEATURE IS CURRENTLY DISABLED

Inventory Report

To get to the Inventory Report screen, click on Inventory -> C. Inventory Report.

The Inventory Report function is the best way to obtain a report of the current state of your inventory. The report can be generated based on Search Criteria, or Specified Items and can be narrowed down by Department, Category or Group. You can also choose the Show Primary Supplier checkbox to display the primary supplier column.

When using the Search Criteria method, the report can be generated based on

Item Status : Choose the Item Status between the following : Active Items, Inactive Items or All Items.

QOH Status : Choose what QoH base to generate the report by. Choices are Greater than Zero, Zero or Greater, Equal to Zero, Zero or Less and Less than Zero.

Last Sold on or After : Enter the date based on which you'd like to display the results.

When using the Specified Items method, simply type the search string in the Item field.

Simply click "Generate Report" when ready.

To print the report page, click the "Print" button or press the "Enter" key when the "Print" button is highlighted.

If you'd like to export the report to a file, click the "Export Data" button or press the "Enter" key when the "Export Data" button is highlighted.

NOTE: Export to Excel only works on full versions of Microsoft Excel/Office. It does NOT work with the Office Starter 2010 and other starter/third party versions. If using any one of these, export to a Comma Separated Values (CSV) instead.

The user may also clear all the data displayed on the screen by clicking the "Clear" button or by pressing the "Enter" key when the "Clear" button is highlighted.

Reorder Report

To get to the Reorder Report screen, click on Inventory -> D. Reorder Report.

The Reorder report is most useful for quickly generating items that might be low in stock or items you'd like to reorder in general and sending them to your supplier through the EDI function. This report will also function if your supplier does not support the EDI function, but the report then has to be printed and turned into the supplier that way, it won't send electronically.

Generate For : Decide if you'd like to generate this report for All Items Sold, or Items where Current Quantity On Hand is below Minimum Quantity On Hand.

Last sold on / after : Choose a date for the report to generate items sold on or after a specified date. This is particularly useful to eliminate older, not often sold items.

Supplier : Choose the supplier you'd like to generate this report for.
NOTE: The Supplier drop-down box is not a conventional filter, rather a filter for intending to order from that supplier. Items without Vendor Item Numbers will come up on the result report, as it means to show all items available to order and gives the user ability to order it from another supplier if necessary. To filter items only for specific suppliers, the supplier must be selected, and the filter below must be chosen; keep in mind that only items that indicate that supplier as primary will show on the report.

Show item only if selected vendor is primary for item : Check this box if you only wish to see items that have the selected supplier indicated as primary vendor in their respective item files.

You can narrow the report by Department, Category or Group.

When the report's been generated, select the items you'd like to reorder and click "Add to Order". If an EDI account is not set-up for the supplier of your choosing, a box will display and ask you to select a different supplier; the Add to Order setting will only function for EDI accounts.

Otherwise, the window will break into two separate sections. The bottom part will now display the order details as shown below:

Any items with red boxes like the Vendor Item # field can be corrected by clicking the fields themselves and entering the appropriate information. When all required information has been confirmed, simply click the "Send Order" button to send the above order to the supplier. The screen will display communication details between your computer and supplier and will promptly display a message that the order was sent.

If you'd like to modify or remove any parts of the order, click on the "Qty to Order" values or click "Remove" / "Remove All" to remove items from the list. Proceed as above to send the order after it's been modified.

To print the report page, click the "Print Report" button or press the "Enter" key when the "Print Report" button is highlighted.

If you'd like to export the report to a file, click the "Export Data" button or press the "Enter" key when the "Export Data" button is highlighted.

NOTE: Export to Excel only works on full versions of Microsoft Excel/Office. It does NOT work with the Office Starter 2010 and other starter/third party versions. If using any one of these, export to a Comma Separated Values (CSV) instead.

The user may also clear all the data displayed on the screen by clicking the "Clear" button or by pressing the "Enter" key when the "Clear" button is highlighted.

Purchase Orders

To get to the Purchase Orders screen, click on Inventory -> E. Purchase Orders.

The function of the Purchase Order feature is to report and offer the ability to Add and Print orders for suppliers who do not offer an EDI Wholesaler interface. To search for previously entered purchase orders choose the dates in the Ordered From / To calendar buttons; you also have the ability to narrow the search down further by selecting a Supplier or P.O #.

To enter a brand new purchase order, click the "Add Order" radio button.

Purchase Order # : Enter the purchase order number.

Date : Enter the date for the order.

Record # : This field displays an internal record number for the PO and cannot be edited.

Supplier : Choose the supplier for whom this order is being placed. To add/edit supplier refer to the Supplier File.

Attention Name : Enter a name of the representative this order is directed to.

Ship to Name : Enter the name of the person this order should be addressed to at the store.

Address Information : Fill out the shipping information for the pharmacy.

Expected Date : Enter the date you expect to receive the order.

Due Date : Enter the date by when you absolutely must receive the order.

Ship Via : Enter requested shipping company name.

Remark : Enter any remark you may have for the order.

This tab gives the ability to add/remove items to an order as filled out in the previous tab. This information needs to be filled out before successfully printing an order. You can narrow the results by selecting a Department, Category or Group when searching for items.

Item SKU / Desc or Vendor Item # (only visible if vendor is selected in the previous tab) : Enter the Item SKU / Description or Vendor Item number to search for the item.

Show Only Linked Items : Select this option if you wish to only display items that are linked to a vendor in the Item File.

To add items to order simply click the item(s) you wish to add and click the "Add" button. If you'd like to select all items in the search grid click "Select All" before adding them to order.

To remove items from order, select them in the same manner as above but instead click "Remove Item" to remove individual items or "Remove All" to remove all items from the order.

When done selecting and adding the items, click back "To Item Page" to "Save & Exit" or "Save & Print" the order.

Received Purchase Orders

To get to the Received Purchase Orders screen, click on Inventory -> F. Received Purchase Orders.

THIS FEATURE IS CURRENTLY IN DEVELOPMENT

Transfer Inventory

To get to the Transfer Inventory screen, click on Inventory -> G. Transfer Inventory.

The Transfer Inventory feature is most commonly used for two functions; when cases/cartons/boxes etc are opened, their inventory can be transferred to the individual item's record for better tracking as the example in the above screenshot shows. The 24 pack of Pepsi 12 oz cans has been opened, and we'll be transferred 24 individual cans' inventory into the individual item's inventory. It could also be used to fix inventory errors where the incorrect or duplicate item has been entered and you'd like to compare and adjust their inventories through this function.

All fields in gray are purely informative and display information about the transfer.

DEDUCT INVENTORY FROM

SKU / Item Desc : Enter the item from which you'd like to deduct inventory.

Units to Deduct : Enter how many units you'd like to deduct.

ADD INVENTORY TO

SKU / Item Desc : Enter the item for which you'd like to add inventory.

When you've over-viewed and verified the transfer, click the "Adjust Inventory" button to complete it.

Price/Inventory Update from Supplier

To get to the Price/Inventory Update from Supplier screen, click on Inventory -> H. Price/Inventory Update from Supplier.

This feature is used in conjunction with the EDI interface and is used to update the files from your wholesaler in the system. This screen also displays automatically when the Update/Update All is clicked in the Wholesaler Inbox.

As this feature can have detrimental effects if not used properly, the first time it is to be used it is highly advised to contact us for a quick overview of how the feature works.

Supplier : Choose the Supplier for which you'd like to update items.

Get File obtains the files from the server; these files download automatically every 30 minutes however and will most likely already be present.
Select File allows you to choose the wholesaler file.

The settings box displays the current settings on whose basis the files will be updated. If you wish to edit these settings, simply click "Edit Settings".

This determines how to treat and update files that are sent from the wholesaler through the EDI/Wholesaler Inbox. NOTE: The store should take extreme care when editing this information as it could potentially lead to prices being over written.

Update RX Items : Choose this option if you'd like to update RX items sent in the files.

Load New Drugs Into Rx Database : (*NOT RECOMMENDED*) Choose this option to load all drugs sent in the file. Sometimes wholesalers will send more items that you are currently purchasing with the option to load those items into your POS database. This selection will add items you might not sell and does raise your database size which can result in slower searches. The drug files and databases often carry a lot more information than POS item files, and can result in severe degradation of quality of use for the BestRx program. Use this option with EXTREME caution.

Update Acquisition Cost : Choose this option to update the Acquisition cost on drugs sent in the file.

Update AWP Price : Choose this option to update the AWP price on drugs sent in the file.

Only update if new price is higher : Choose this setting if you wish to only update the AWP price if the new price is higher.

Update POS Items : Choose this option if you'd like to update POS items sent in the files.

Load New Items Into POS Database : Choose this option to load all items sent in the file. Sometimes wholesalers will send more items that you are currently purchasing with the option to load those items into your POS database. This selection will add items you might not sell and does raise your database size which can result in slower searches. Use this option with caution.

Update Acquisition Cost : Choose this option to update the Acquisition cost on items sent in the file.

Update Retail Price : Choose this option to update the Retail price on items sent in the file.

Only update if new price is higher : Choose this setting if you wish to only update the Retail price if the new price is higher.

When the file and settings have been selected, click the "Update" button to proceed in processing the files. Upon processing the screen will display the results. For a full explanation please contact us and one of our technicians will be happy to go over the rest of the process.

Order from Supplier

To get to the Order from Supplier screen, click on Inventory -> I. Order from Supplier.

The Order from Supplier function assists in sending an order directly to the supplier through the EDI interface.

Supplier : Choose the supplier to whom you'll be sending this order to.

Purchase Order # : Enter a purchase order number you wish to associate to this order.

To enter items to send to supplier for reorder search for them using the SKU / Item Name field; after selecting the desired item indicate the Qty to Order and lastly click "Add to Order" to place them in the order.

You can also remove items from the order by selecting them in the order panel below and clicking "Remove" to remove individual items or "Remove All" to remove all items from grid.

When the order is completed as you see fit, simply click "Send Order" to send the order to your wholesaler.

Inventory Update Settings

To get to the Inventory Update Settings screen, click on Inventory -> Inventory Update Settings.

CONNECTION SETTINGS

This feature determines the settings for individual wholesalers' EDI accounts. The connection information should never be modified and only added/changed with Best Computer Systems' supervision.

Supplier : Choose the supplier for whom to edit settings for.

Account # : Enter the supplier account number.

Host name : This field displays the default host address and is not editable.

Port : This field displays the default port number and is not editable.
User Name : Enter the user name for the wholesaler EDI account.

Password : Enter the password for the wholesaler EDI account.

POS Supplier / Add Supplier : Choose the internal BestPOS supplier file. If no supplier is found, click the Add Supplier button to add it.

BestRx Supplier / Add Supplier : Choose the internal BestRx supplier file. If no supplier is found, click the Add Supplier button to add it.

Account Type : Indicate the EDI account type. Choices are 340B Items/Drugs Only, Non-340B Items/Drugs Only, C2 Drugs Only, Non-C2 Drugs Only.

Test Connection : Click this button to test if the above settings are working properly.

UPDATE SETTINGS