Work with Items

In Item Maintenance, you can add, change or delete an item.  

Common Tasks

Add an Item
Run Item Reports
Restock Closets
Receive Inventory
Establish Par Levels
Count Inventory
Create Purchase Orders

To Display all Items

From the ChargeTracker Main Menu, double-click Work with Items.  The Item Maintenance browse window will appear.

To Sort the Item Maintenance List

Click any column header to sort by that selection. The header that is bold indicates the current sort order. For example, in the picture above, the item list is sorted by item Description.

To Filter the Item Maintenance List

The selection filters for Item Status, Category, and Facility can be used to control which items are displayed in the item maintenance browse list.  Only items that have the status selected in the Item Status selection, and have the item category selected in the Category selection, and were created by the Facility selected, will be displayed.  In order to see all items regardless of item status, category, or which facility created those items set each selection to All.

Item Status – Controls which items are displayed based on their status using the Discontinued and Item not in Use checkbox within the item information. Note:  If the Category or Facility filters are set to anything other than All, this will also affect which items are displayed.

All – All items that have been added to the item maintenance regardless of their status will be displayed.  

Discontinued - Items that have been marked as Discontinued on the Item Maintenance screen and are no longer visible by default.

Available - Items that have not been marked as Discontinued and are available for use by all facilities.

Available/Not in Use - Items that have not been marked as Discontinued but have been marked as Not in Use on the item's stock levels tab by your facility.

In Use - Items that have not been marked as "Not in Use" on the item's stock levels tab by your facility regardless if the item is available or discontinued.

Category - Select the Item Category drop-down list to view only items listed in a selected category. Note:  If the Item Status or Facility filters are set to anything other than All, this will also affect which items are displayed.

Facility - The Facility drop-down box will display only items created by the selected facility.  Your facility, the corporate facility, or All facilities are the options in this list.  Note:  If the Item Status or Category filters are set to anything other than All, this will also affect which items are displayed.

Note: Each of the item list selections, Item Status, Category, and Facility are linked and will work to only show items that meet the criteria set by each of the selections.

Example:  If the item status selection is set to In Use, the category selection set to All Categories, and the facility selection set to Facility 1, then only items that were created by a Facility 1 user, with any category, and that have not been marked as Not in Use will be displayed in the list.  Items created by Corporate which are also In Use will not be displayed in this example because only Facility 1 was selected in the facility select list.

To Add an Item

1. From the Work with Items browse window, under Common Tasks, click Add an Item.  A blank Item Maintenance window will appear.
2. In the new Item window, fill in all information regarding the item.  Note: The fields with an asterisk (*) require an entry.
3. Click Ok to save changes and exit the Item Maintenance window.

Fields to Complete on Item Maintenance window- * indicates required entry

1. Description * - Name of the item
2. Id * - Unique identifier for this item.
3. Alternate Bar Code - Another bar code number that is associated with the item, possibly the manufacturer's bar code number.
4. Charge Code - Number assigned to an item that is often used when exporting to an accounts receivable interface.
5. Category - User defined field, many times used to group similar items together. The Category field also includes an item markup percentage that can be set per category entry.
6. Type - Items with Type of Therapy will be uploaded to the palm device as therapies.
7. Facility Id - Choose from the drop down list the facility where this item is used.
8. Bar Code - Bar code can be entered by the user, or if none is entered, the bar code is automatically assigned.  Bar Codes must be unique to the entire database.  For example, there cannot be a bar code of "S1" in more than one facility.
9. Use Markup Percentage - Mark this check box if you want the system to automatically calculate the price according to the markup percentage.  Markup percentage is maintained on the Item Setup/Category tab.  Note: when the Markup Percentage checkbox is marked, a price will be automatically entered whenever a cost is entered, with the price calculated using the markup percentage indicated on the Item Category field.
10. Unit of Issue - This is the unit of measure regarding how the item is dispensed to the resident.  For example, 1 Each.
11. Discontinued - Items marked as discontinued will be hidden from the item maintenance screens by default, unless filtered to show all items.  This is commonly used by Corporate to control which items are available for facility use.  By default, all items are Available.
12. GL Code - A general ledger code may be assigned to one or more items.

Stock Levels Tab

The Stock Levels tab displays On-hand quantity and par level of items in all stockroom locations.  

Notes:  

1. Location 1 must be designated as Central Supply.
2. Low level quantity applies to Central Supply only.
3. Par and Low Level information for Central Supply must be entered if you want to use the Purchase Order function.

Item not in use - Items marked Not in Use will be hidden from the item maintenance screens and non-activity related reports unless filtered to appear.  This is commonly used at the Facility level to control which items in the list of Available corporate items are used by the facility.

On-hand - Displays how many items are currently on hand in the specified location

Par Level - The ideal quantity that should be available at all times in each location

Low Level - When the on-hand quantity goes below the low level quantity, the item should be re-ordered. This applies to Central Supply only.  

Inventory Control Tab

The Inventory Control tab displays all physical counts, receivings and transfers for the stockroom(s) and date range selected.

To add a new physical inventory count, item receiving, or item transfer, click the Add Record button.  

To Add an Item Transfer

Click the Add Transfer button when transferring items from one stockroom location to another.

On the Add window that appears, fill in all the appropriate information, including:

Item - Choose the item name from the Item drop down list

From - Choose the location the item was transferred from

To - Choose the location the item was transferred to

DateTime - Click the calendar icon, then choose the date and time the item transfer took place

Quantity - Enter the quantity (in unit of issue) of the item transferred

Add Physical Inventory Count

Click the Add Physical button when taking a physical inventory of stockroom items.

On the Add window that appears, fill in all the appropriate information, including:

Item - Choose the item name from the Item drop down list

Location - Choose the location where the item was counted

DateTime - Click the calendar icon, then choose the date and time the item was counted

Quantity - Enter the quantity (in unit of issue) of the item counted

Add Item Receiving

Click the Add Receive button when recording item receivings.

On the Add window that appears, fill in all the appropriate information, including:

Item - Choose the item name from the Item drop down list

Location - Choose the location where the item was received

DateTime - Click the calendar icon, then choose the date and time the item was received

Quantity - Enter the quantity (in unit of issue) of the item received

Item Cost Tab

Cost information is required if you want to use the Purchase Order function in the system.

On the Item Maintenance window, click the Cost tab to display the Cost browse.  Double click a specific line on the browse to display a detail window for the item cost selected.

Cost - What the facility pays for the item (in unit of purchase)

Multiplier - This is the number of units of issue in a unit of purchase for this item

Calculated Cost - This field automatically calculates the unit cost.  Formula used is:

Cost/Multiplier = Unit Cost

Facility - Costs can be facility-specific, or if Corporate facility is selected, the same cost is available for use by all other facilities.

Effective date - Effective date of the displayed cost

Vendor - The cost displayed is from the vendor selected

Unit of Purchase - This is the unit of measure regarding the item is packaged when purchased by the facility.  For example Box of 10.

Vendor Item Id - Vendor's unique identifier for the item

Vendor Item Description - Vendor's unique item description for the item

Price Tab

The price tab displays all established prices for an item.

Double click a price to display the detail price window.

Facility  - Prices can be facility-specific, or if Corporate facility is selected, the same price is available for use by all other facilities.

Price - This is what the resident pays for the item

Effective Date -The date when the current price became effective

To Add a New Price

1. Click the Add Price button to add a new price.  
2. Enter the correct price in the price field.
3. Click the calendar icon, choosing an appropriate effective date for the price.

Charges Tab

The Charges tab displays all activity/charges for the current item.  Choose from the Charge Date pop up list, the date range of charges to display.

To Add a Charge

1. To add a charge from the Item Maintenance window, with the Charges tab selected, click Add a Charge.  The Activity Add window will appear.  Today's date and the selected item will already be entered onto the form.  

2. Choose from the Resident pop up list, the resident who received the item.  
3. Choose from the Staff pop up list, the staff person who administered the item to the resident.  
4. Enter the correct quantity and location (stockroom from where the item was taken).  Note: Fields with an asterisk (*) require entry.
5. Click Ok to save changes and exit the Activity Add window.

To Edit an Item

1. From the Work with Items browse window, find, and double-click the item you want to edit.
2. In the Item information window, make the desired changes to the item.
3. Click Ok to save changes and exit the window.

To Filter by Item Category

1. To display only items from a specific item category, choose the desired category from the pop up list. This pop up list is in the upper left corner of the Item Maintenance window.  
2. For example, if you want to see only items that have a category of Nursing Misc, choose Nursing Misc from the Item Category pop up list.

To Filter by Item Status

Use the Item status drop-down list to view all items or items that are Available, Available/Not in Use, Discontinued, or In Use.  

Discontinued - Items that have been marked as Discontinued on the Item Maintenance screen and are no longer visible by default.  This is commonly used by Corporate to control which items are available for facility use.

Available – Items that have not been marked as Discontinued and are available for use by all facilities.

Available / Not In Use – Items that have not been marked as Discontinued but have been marked as Not In Use on the item’s stock levels tab.  This may commonly be used to see items that are available from corporate but that are not being used by the facility.

In Use – Items that have not been marked as “Not in Use” on the item’s stock levels tab.  This is commonly used at the Facility level to control which items in the list of Available items are used by the facility.

To Run Item Reports

1. From the Item Maintenance browse window, under Common Tasks, click Run Item Reports.
2. The Item Reports window will appear displaying all available item reports.
3. Double-click the report you wish to run.  A report selection screen will appear.
4. Choose from each pop up list the specific information you want to display on the report.  By default, ALL information available will display.
5. After making all report filter selections, click the Run Report button at the bottom of the window.