Inventory settings

Inventory settings

How to manage settings

To ADD a battery type, manufacturer, supplier or any other inventory entity, go to the respective tab and click the corresponding control in the upper right corner (e.g., +REPAIR REASON). 
Info
When adding new inventory entities (manufacturers, suppliers, repair reasons, etc.), it is necessary to use unique names.
To EDIT/DELETE a battery type, a repair reason or a repair order status, hover over the selected entity and click .
You cannot delete: 
  1. Manufacturers, suppliers, product categories;
  2. Any inventory entity in use.
You can apply sorting based on different parameters. You will see () next to the column (parameter) ordered by default. On other columns, the arrow control can be seen on hover.


Additional attributes

You can set up and manage additional attributes for orders, allowing for more detailed and customized product information. To organize the list of attributes as needed, use sorting arrows  (e.g., ).

Add a new attribute

  1. Click on +ADD ATTRIBUTE.
  2. Enter the name of the attribute.
  3. Select one or several product categories to which this attribute will be linked.


Add/edit attribute values
  1. Access EDIT mode by selecting an attribute and using  .
  2. Navigate to the VALUES tab.
  3. Add the required values via +VALUES control.
Values that are not longer relevant can be disabled or deleted  using  that appears when a value is selected .



Delete/disable an attribute
  1. To permanently remove an attribute from the system, use the options button   that appears on an attribute selection.
  2. To temporarily remove an attribute from selection by users when configuring product details on the product card, switch off the "Active" toggle.
Alert
If an attribute is currently in use, it cannot be disabled or deleted. This means that any attribute that is currently assigned to products within your PRODUCT CATALOG must remain enabled and cannot be removed until it is no longer associated with any products. 

Battery types

On this tab, you can configure custom battery types that can be selected on the PRODUCT CATALOG page > ADD/EDIT PRODUCT dialog when a new Battery is created/edited.

Manufacturers

On this tab, users can create a list of product manufacturers. This list will be available as a dropdown on the ADD/EDIT PRODUCT screen in the Product catalog and Stock management. Any manufacturer with an 'active' state can chosen and added to a product.

In the Patient and Finance modules, the manufacturer list will appear as a dropdown on the ADD PRODUCT screen when a patient sale is created.
Info
If products by a certain manufacturer become temporarily unavailable, it is possible make this manufacturer to 'inactive'. Thus, the manufacturer list in the INVENTORY, PATIENT, and FINANCE modules will be limited only to relevant manufacturers.

Product categories

The list of PRODUCT CATEGORIES is pre-defined and cannot be modified. However, a user can add an ACCOUNT CODE to a product category via > EDIT. 

Account codes can be used when processing invoices by third-party applications (Zapier/Xero).

Product colors

You can configure colors for hearing aids and accessories. To change the name of a color, select this color by hovering over, click > EDIT.
Info
Colors that are in use cannot be DELETED or made INACTIVE.

Repair reasons 

On this tab, you can create reasons to repair sold items or stock items that have not yet been sold to patients. 

These reasons can then be selected on the CREATE/EDIT REPAIR ORDER dialog in the PATIENT module (Summary page > HI deliveries section) and INVENTORY module (Stock managment > Product information page > Serial numbers tab).

Specifying repair reasons for repairs allows users to manage and monitor the repair process more efficiently.

Repair order statuses

On this tab, you can view a list of available statuses for repair orders. CANCELLED and COMPLETED are default statuses which automatically complete a repair order.

You can create additional statuses. If you want them to be able to complete repair orders in the system as well as the default statuses, activate the setting 'Completed' when you create such statuses.



EDIT/DELETE options are accessible via the control that appears on hover. 
Info
'Canceled' and 'completed' statuses cannot be edited or deleted.

L&D request reasons

On this tab, you can define clear and specific reasons for Loss and Damage (L&D) requests. By categorizing requests with reasons such as "Lost," "Damaged," or "Stolen," you can ensure accurate tracking and prioritization. This helps in identifying common issues, improving inventory management, and providing better support to patients.

EDIT/DELETE options are accessible via the control that appears on hover. 



L&D request statuses

On this tab, you can establish distinct statuses for L&D requests, such as "Pending," "Approved," "Canceled" or "Rejected." By assigning these statuses, you can ensure that each request is processed efficiently. Clear statuses help in monitoring the progress of requests, maintaining accountability, and ensuring timely resolution in line with your organization's policies. 

To add a status:
  1. Click +STATUS.
  2. Enter the status NAME.
  3. "Active" state is set by default. You can change it later as needed.
  4. "Completed" setting is initially disabled. You can enable this setting for statuses that indicate the completion of the L&D request process.
Info
NOTE:
It is crucial to activate the "Completed" setting only for the appropriate statuses. Once an L&D request is assigned a status with the "Completed" setting enabled, the request process is considered finalized in Manage. At this point, the L&D request cannot be processed further.

This ensures that all completed requests are accurately recorded and prevents any further changes to the finalized data.



EDIT/DELETE options are accessible via the control that appears on hover. 



L&D request limit

This setting allows you to define and enforce limits on the number of Loss and Damage (L&D) requests that can be made within a specified warranty period. By setting these limits, you can manage and control the volume of requests, ensuring that resources are allocated efficiently and within the constraints of the warranty.


Suppliers

On this tab, users can create a list of suppliers of their products. This list will be available as a dropdown on the ADD/EDIT PRODUCT screen in the Product catalog. 
Info
Whenever shipment of products from a certain supplier is temporarily suspended, it is possible to set this supplier to 'inactive' for that period of time. This way the supplier list in the PRODUCT CATALOG will be limited only to relevant suppliers.

[AU] Trial settings

On this tab, you can customize trial settings in the system in order to tailor the trial process according to specific clinic requirements.

It is possible to:
  1. Enable/disable the trial period
  2. Specify default trial duration

[AU] Trial cancellation reasons

Here you can configure trial cancellation reasons according to your needs.
  1. To ADD a trial cancellation reason, use the respective control in the top right corner.
  2. EDIT/DELETE options are accessible via that appears on hover. 
  3. To organize the list of reasons, use sorting arrows  ().


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