Add an Item

To Add an Item

1. From the Work with Items browse window, under Common Tasks, click Add an Item.  A blank Item Information 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.

Fields to Complete on Item Information 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
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 - The 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 (entered on the Item Price tab).
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.

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 reaches 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 stock room(s) and date range selected.

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

Click the Add Record button to add item Transfers, Receivings and Physical Counts.

Add Transfer

From the Inventory Control tab, click the Add Record Button, then click the Add Transfer button when transferring items from one stockroom location to another.

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

Item - Current item name appears on 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 Count

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

On the Physical Count 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.  Current date and time will already be displayed in the field.

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

Add Receive

Click the Add Receive button when recording item receivings.

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

Item - Current item name will already be displayed on 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. Current date and time will already be displayed in the field.

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

Item Cost Tab

Cost * - What the facility pays for the item

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

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

Item Price Tab

The price tab displays all established prices for an item. See Calculated Price and Markup Percentage under Item Cost in this topic for details of how price markup is set up and determined.

Price *- This is what the resident pays for the item

Price Effective Date -The date when the current price became effective

Add Price - Click the Add Price button to add a new price.  Enter the correct price in the price field, and 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 drop down list, the date range of charges to display.

Add Charge

To add a new charge, click the Add Charge button.  The Charge Add screen will appear.

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

Item - Current item is already displayed in Item drop down list

Resident -  Choose the resident who is receiving the item

Staff - Staff member who administered the item to the resident

DateTime - Click the calendar icon, then choose the date and time the charge was given.  Current date and time will already be displayed in the field.

Quantity - Enter the quantity of the item issued to resident

Location - Choose the stockroom location the item was stored prior to giving it to the resident