Inventory

The INVENTORY module allows users to organize a product catalog as well as manage product stock. 

Organize product catalog

On the PRODUCT CATALOG tab, users can create a pool of products and services that can then be offered to clients.

To add a new product (or service):

1. Click the button + PRODUCT in the upper-right corner.
   
2. Fill in all mandatory fields (marked with an asterisk*). NOTE: product name must be unique.
   
3. Save.

General

Some fields are only active for certain categories and disabled for others. Category exclusive fields are:

1. TYPE* - only hearing aids
2. BATTERY TYPE* - only hearing aids and batteries
3. QUANTITY - only batteries

WARRANTY fields are used to specify a period (in months) when a warranty is valid.

Attributes

1. ACTIVE - select to make the product available for sale/to order.
   
2. HSP - select if the product is subsidized by HSP.
   
3. SERIALIZED - if selected, the attribute 'controlled by stock' will be activated.
   
4. AUTOMATIC DELIVERY - select to create a delivery note automatically after creating an invoice. For serialized products, Automatic delivery will not be created if an S/N is missing in a patient sale.
   
5. SELLABLE - select to be able to add a product to a patient sale.
   
6. CONTROLLED BY STOCK - select for the product to be displayed in stock management.
   
7. PRICE CHANGE ALLOWED - select to allow users to enter the price manually when adding a product to a patient sale. Not applied to services.
   

Additional attributes

Serialized items can have additional attributes. The ADDITIONAL ATTRIBUTES section is only displayed when the SERIALIZED checkbox in the ATTRIBUTES section is selected. For more information on how to configure additional attributes, refer to Inventory settings > Additional attributes.

Tax

VAT rate is usually pre-set but it can be manually configured as needed.

Description

Maximum product description should not exceed 2000 characters.

HSP 

HSP section is shown when the HSP attribute is active. HSP settings are only available for specific categories.

Services related settings:

1. HSP MAINTENANCE - if selected, maintenance fee for battery replacement will be added to the client's invoice
   
2. SERVICE TYPE* - either fitting or non fitting, based on the active HSP contract
   
3. SERVICE NUMBER* - HSP service number specified in the HSP contract

Hearing aids related settings:

1. HSP CATEGORY* - device category according to HSP classification
   
2. HSP CODE* - device code according to HSP classification
   
3. TOP UP - a hearing aid is not fully subsidized by HSP; if selected, CLIENT PRICE must be specified
   
4. CLIENT PRICE* - part of the price to be covered by the client

When a patient sale is created, the client will receive an invoice for the amount specified in the CLIENT PRICE, while HSP will receive a claim for the remaining part of the price.

Search a product/service

To find an existing product or service, start typing its name or description in the search field.  

1. Narrow down the results by choosing the product category from the left pane or manufacturer using the dropdown menu in an upper-right corner. 
   
2. The column ACTIVE shows if the product is active or inactive. Use the toggle to switch between the product states. Alternatively, you can select or clear the ACTIVE attribute while editing the product card.
   
3. An ACTIVE product can be added to stock or Patient sales.
   
4. The column SELLABLE shows if the product can be sold.

An UNSELLABLE product is a product that is marked unsellable (possible reasons: the price is expected to change, the product is prohibited for sale by the manufacturer, etc.) It cannot be added to a Patient sale, but it can be added to stock.

Product card options

In the product card, use the following controls to:

 - copy all product details to create a new product.

 - delete the product card. Deleted products cannot be restored.

 - edit the product card.

To access the options menu, hover over the product in the product list and click . 

Use:

1. VIEW - to open a product card. Alternatively, you can click on the needed row in the product list.
2. EDIT - to edit the product card.
3. COPY - to copy all product details to create a new product. Note that it is impossible to have two products with the same name.
4. MAKE UNSELLABLE (OR SELLABLE) - to mark the product unsellable (or sellable). Alternatively, you can select or clear the 'sellable' attribute while editing the product card.
5. DELETE - to delete the product card. Deleted products cannot be restored.

Maintain stock and inventory

STOCK MANAGEMENT tab enables users to view their products’ stock availability and control the movement of stock within one or several locations.

Only products with an active 'Controlled by stock' attribute will appear in stock management. 

To add a product to the stock management:

1. Open the Product catalog tab
   
2. Find the required product
   
3. Click EDIT
   
4. Choose the attribute CONTROLLED BY STOCK 
   
5. Click SAVE
   

Once the product appears in the stock list, you can VIEW or do STOCK ADJUSTMENT for this product.

Search a stock item

Via priority ordering

To search the 'Products in stock' list, you can use priority ordering for the following columns: Product, Manufacturer, Sellable, and Category. To do so, click the name of the column that needs to be ordered  .

Using search field

1. Start typing product name or description in the search field.
   
2. To narrow down the results, choose the product category from the left pane and/or MANUFACTURER from the dropdown list in the upper-right corner.
   
3. The search result is displayed in a grid-style list. The columns contain basic information such as the product’s name, manufacturer, category, etc.
   

To view product information, hover over the product you found and left-click or click    > VIEW.

Monitor stock movement

To be able to see stock movement, double-click the corresponding item in the 'Products in stock'  list. The product information card will open. Scroll down to see the following tabs: 

STOCK DETAILS - view stock availability per location.

1. Location - the name of the location.
2. Stock on hand - the number of products available at a certain location.
3. Reserved - the number of products added to Patient sale(s).
4. Available for sale - the number of products available for sale.

TRANSACTIONS - view the history of transactions.

1. Transaction date - date of the transaction.
2. Transaction ID - ID number of the transaction.
3. Location - name of the location.
4. Transaction type - type of transaction (e.g., transfer, pre-order).
5. Quantity - number of products in a transaction.
6. Running total - total value of stock on hand.

SERIAL NUMBER – view serialized products in this tab. 

You must choose a location to see the list of products in stock. 

To quickly find a stock item, start typing a serial number or choose the status to narrow down the search results.

1. Serial number - serial number of the product. If you chose not to add a serial number before, click ADD S/N in this field.
2. Location - location of the product.
3. Status - status of the product (e.g., available, sold).
4. Date added - date when the product was added to stock.

From this tab, it is possible to:

1. EDIT stock items (e.g., serial number, color, battery type, additional attributes)
   
2. CREATE REPAIR ORDERS for selected items
   
3. RETURN chosen items to supplier
4. TRANSFER items between locations
5. DELETE items from stock 

These options are available via .

Create repair orders

When using this option, you can generate and track repair orders. This streamlined process helps reduce turnaround times by ensuring effective management throughout the repair lifecycle. 

To create a repair order:

1. On the CREATE REPAIR ORDER dialog, complete the required fields for the NEW REPAIR ORDER
   
1. Repair reason* must be specified for all types of repair orders.
   
2. Color*, Battery type*, Additional attribute* if any need to be specified alongside the new SERIAL NUMBER when the item is replaced with a new one.
   
2. Click CREATE.
   
3. The stock item will receive the status UNDER REPAIR.
   
4. To COMPLETE the repair process, select the item in the stock items list for the selected location, click .
   
5.  GO TO REPAIR ORDER and change the REPAIR STATUS to 'Completed'.
6. Click SAVE.
   
7. Navigate to STOCK MANAGEMENT > SERIAL NUMBERS tab. 
   
1. If the item was repaired, you can find it under the same SERIAL NUMBER (SN) with the status AVAILABLE.
   
2. If the item was replaced, the item with the old SN will have the status REPLACED. You can find the replacement item with the new SN and the status AVAILABLE at the bottom of the stock items list.
   

In addition to in-store repairs, you can send selected stock items back to the supplier and manage product return. For details, see below.

Return items to supplier

In order to return inventory items to suppliers due product expiration, defects, warranty claims, etc.:

1. Select the item you need to return.
   
2. Click RETURN TO SUPPLIER.
   
3. Add a note if needed and click RETURN.
   
4. The stock item STATUS will change respectively.
   

To find and review returned items:

1. Use the LOCATION and STATUS filters.
   
2. Click the SERIAL NUMBER link to view details.

Transfer items between locations

When transferring an item from one location to another, before the transfer is completed, it is possible to 'cancel the transfer' from the sender location.

To complete the transfer, it is necessary to 'Add an item to stock' at the recipient location. After that, the item status will change to 'available' at this location.

After transferring, deleting, or creating a repair order for an item, the status will be updated for this item on the SERIAL NUMBERS tab. It will also be possible to apply the STATUS filter to find the corresponding items.

Add/remove stock items

Add items to stock

To add items to stock, select a product:

1. Hover over a product entry in the stock list. Click  > STOCK ADJUSTMENT. Alternatively, click on the product entry. When the product details page opens, click    in the top right corner.
   
2. Choose location. Search the location’s name or choose it from the dropdown list.
   
3. Enter the quantity and click SAVE. The transaction review appears.
   

For serialized products, after completing the STOCK ADJUSTMENT dialog, you need to add serial numbers.

1. On the ADD S/N TO STOCK screen, Click + S/N.
   
2. Choose to enter each number individually from the new line or enter a series (for example, 5 products with S/N starting from 001 to 005). 

Remove items from stock

To take non-serialized products out of stock:

1. Click   > STOCK ADJUSTMENT. Alternatively, click the  STOCK ADJUSTMENT icon ()  on the product details page.
   
2. Choose TAKE OUT.
   
3. Choose location. Search the location’s name or choose it from the dropdown list.
   
4. Enter the required quantity.
   
5. Choose the reason from the dropdown list and click SAVE.
   

To take serialized products out of stock: 

1. Go to the SERIAL NUMBER tab.
   
2. Delete the needed products via the DELETE icon. 
   

Products with the status 'sold' cannot be deleted.

Manage product orders

ORDER MANAGEMENT allows users to coordinate the order fulfillment process.

If no filter is applied, all previously added orders are displayed in a list. You can use priority ordering on the following columns:

1. Order #
   
2. Order date
   
3. Status
   
4. External order #
   

To change the display order, click the name of the corresponding column. The arrow will appear next to the column name showing the current ordering .

Create an order

To create an order:

1. Click +ORDER.
2. Complete all relevant fields (Location*, Supplier* information is mandatory).
   
1. If the item is ordered for a location, not a particular patient, the Patient field can remain empty.
   
2. If you specify the Patient name in the order, selected item(s) will be reserved for that patient. 
   
3. Click +ITEM.
4. Choose a PRODUCT and click SAVE to add the product to the order. You can only choose products from the supplier you selected before: products from other suppliers will not be displayed in the dropdown. 
   
5. Optionally, you can REMOVE items via the options button  that appears on hover.
   
   
6. After verifying all products in the order, click SAVE. The order will receive the DRAFT status. When the order is in draft status, you can:
   
1. EDIT or REMOVE items from the order via .
   
2. REMOVE or SUBMIT the order using controls at the bottom.
   
   
7. If you choose to submit the order, click SUBMIT. The order is assigned a number and is transferred to the SUBMITTED status. The items in the order receive the status IN PROGRESS.
   At this stage of order processing, you can use the options menu   to:
1. EDIT/CANCEL items in the order.
   
2. Mark selected items as SHIPPED to indicate that they have been sent from the vendor to the recipient location.
3. Mark selected items as DELIVERED once the items that have been SHIPPED arrive at the recipient location.
   
4. Mark selected items as ACCEPTED when the DELIVERED items are added to stock at the recipient location. 
5. Use PARTIAL DELIVERY to split a single order into multiple shipments or deliveries when the entire order cannot be fulfilled or delivered at once due to various reasons such as stock availability, supplier constraints, or logistical considerations.
6. Process items in bulk using controls at the bottom (ALL SHIPPED, ALL ACCEPTED, etc.). 'Cancelled' and 'Accepted' items in the order are considered already processed and their status will remain the same.
   

Review product details

During order processing, you can get a quick overview of product details in the order. 

1. Check product STATUS to verify at which stage of order processing each product is.
   
2. If there are several items of the same product, their corresponding SERIAL NUMBERS will be displayed.
   
3. SKUs associated with the products are automatically populated based on the predefined INVENTORY SETTINGS. For details, see INVENTORY SETTINGS > SKU. Note that SKUs cannot be manually edited or added within the order.
4. Monitor product QUANTITY in the order.

Once you click ALL ACCEPTED or ALL REJECTED, the order status changes to COMPLETED or CANCELLED, respectively. After this, the order cannot be edited. 

After the order is completed, items are added to stock at the location for which they were ordered. To view added items:

1. Go to STOCK MANAGEMENT > PRODUCT LIST.
   
2. Select PRODUCT > PRODUCT DETAILS screen > SERIAL NUMBERS tab.
   
   
   
   
   
   
   
   
3. If items were 'reserved by order' for a specific patient, you can quickly locate them via LOCATION and the STATUS filters.
   
   
   
   
4. If an item that was 'reserved by order'  for some reason cannot be sold or was not sold to the patient it was originally ordered for, it can be added to stock. To do so, select an item you need to add and click  > ADD TO STOCK.
   
   NOTE: Only after the item status is changed to 'Available', this item can be sold to other patients.

Order history

After completing an order, you can check order history that lists details about the order processing (e.g., which changes were made and when, which values changed, who is responsible for the changes). 

To do so, switch from the PRODUCTS tab to the ORDER HISTORY tab.

You can access order history for a particular order from the main ORDER MANAGEMENT screen. To do so, select the required order from the list, click   that appears on hover and click VIEW. When the order opens, go to the ORDER HISTORY tab.

Handle repair orders

REPAIR ORDERS functionality allows users to manage repair orders.

1. It is possible to use the STATUS filter to monitor the progress in processing the orders. To quickly find the required order, you can employ the SEARCH field.
   
2. Access the options menu  to VIEW or EDIT the repair order. Hover over the selected item and click the respective button on the right.
   
3. By clicking the item entry in the 'Repair orders' list, it is only possible to access the VIEW mode.
   
4. In EDIT mode, you can change to order status, specify the 'sent' and the 'received' dates, and if applicable, add the internal tracking ID as well as the repair note.
   

 Once you have saved the order with the COMPLETED status, you cannot edit it anymore.

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