Once your inventory is setup in VetLogix, it's critical to ensure its accuracy, especially for mobile vets. The inventory counts module will allow you to conduct periodic inventory counts for each of your storage locations at the interval of your choosing.
NOTE: If you receive a message stating that your practice's inventory setup is incomplete due to missing Inventory GL Account mappings, you will not be able to proceed with inventory counts. This setup requires an Administrator user type to complete. To do so:
Go to: Configuration > GL Accounts > Account Mapping
From there, assign Inventory Adjustment Reasons to their corresponding GL Accounts (you may need to update your GL Accounts table first).
How to create and manage inventory worksheets
From the side navigation, select Inventory > Inventory Counts.
Then click the New Inventory Worksheet button located in the top right hand corner.
Once you have your new open worksheet, the first step will be to choose the location you are taking inventory for.
Next, you will start to count inventory. You can choose to scroll through, line by line, or you can use the search functionality at the top to quickly locate a product by typing its name.
The ON HAND column shows the current quantity of the item for your location. As you go through and count each item, you will enter the actual quantity you have in the NEW COUNT column. For each item you enter a NEW COUNT for that is different from the ON HAND count you must select an ADJUSTMENT REASON from the list of available options. This ensures inventory changes are easy to understand later.
If you had any optional notes to add for specific products, you would add these in the last column of the worksheet.
Scroll back up to the top of the page and click Save. It's a best practice to periodically save your progress.
Now that you’ve saved your progress, you will return to the main inventory worksheets screen by selecting the Back button in the top left of the screen.
You can see the new inventory worksheet is there, with a status of IN PROGRESS. Just click anywhere on that row to reopen the worksheet.
With the in progress worksheet reopened, you can see the counts you've already done have been saved.
If you had any additional counts to do you would complete those now, continuing to save your progress as you go. Once you've finished taking inventory of that storage location and are ready to submit the counts, select the Submit button at the top.
Once the worksheet has been submitted, you will see the status has changed to PENDING APPROVAL.
If you had the authority to approve the counts, which only administrator user types can do, you could do that now by selecting the Approve button. Otherwise, an administrator for your practice will review your worksheet before approving it. Once approved, the inventory for the storage location will be updated.
After selecting Approve, the status will change to Locked. No further changes can be made to this worksheet.
Return to the main inventory worksheet screen by selecting the Back button in the top left of the screen.
You can see the status of the worksheet has been changed to LOCKED on this screen as well.
