Check out these answers to our most frequently asked questions regarding the Local Inventory Section of Instinct Stockroom!
❓ FAQ’s ❓
How do I account for my buy one, get one free items?
For this scenario, we recommend adding the product twice to the Purchase Order (PO) and modifying the second product’s buying cost to $0.00. Putting a note in the note section of the PO will also alert everyone of this circumstance.
Does the Buying Cost automatically update when we enter it on the PO during Receiving?
At this time, you will manually need to access the Admin section and update the product’s Buying Cost with any price change.
Can I only add items that are on the Stockout Status Board to the Want List?
You have the ability to add to the Want List from any Status Board! Just click the ➕ in the want column for each product you would like to add.
How do I remove a product from the Backorder List?
On the Backorder Status Board, select the 3-dot menu next to the product that you want to remove and select ‘Remove Backorder Markdown”.
How do I account for shipping and/or taxes on my PO?
We recommend that you create two separate products, ‘Inventory Shipping’ and ‘Inventory Tax’, and add those products to your PO to track the shipping costs and taxes.
I received multiple units of a product and they have different expiration dates. How do I enter these in Stockroom?
Within the PO, you can enter the qty, lot number, and expiration date for a product multiple times in order to reflect the different expiration dates and lot numbers. You are also able to account for different lot/expiration dates with the manage stock option via the 3-dot menu.
How do I order a one time product that is not in my inventory?
We recommend that you enroll a Misc. Product item in Stockroom. You can then add this product to the PO and enter detailed notes on what the Misc. Product is in the note section.
How do I print a Cycle Count sheet?
When in the Cycle Count section of Stockroom, click on the 3-dot menu next to the search bar in order to download the Cycle Count as a .CSV file.
How do I view products that will be expiring soon, instead of those that are expired?
In Catalog, on the All Status Board, utilize the filter to show product that expire in a specific date range.
Is there a note section within products to include SKU #’s for PO and easy filtering?
At this time, there is not a note section within the product. We suggest either utilizing the Lot# field or altering the PIMS ID or Label to include the SKU # information.
How can we account for wasted products?
Logging wasted products in EMR is always a good idea. To do this have a account for wasted products with a patient as well. When you waste a product you can order that up like normal. Especially important for controlled substances so that your controlled substance report is correct.
This would then automatically deplete from stockroom making your inventory correct
You can also go to the cycle count within stockroom and notate the new QoH with notating why you have this discrepancy.
How should I account for purchasing through Vetcove?
It is recommended to create a PO for each supplier. If you order 5 things from Pattersons and 20 things from MWI within Vetcove, separate them out. This will allow you to put notes about this order as well. Vetcove also separated these out when ordering so It should not be a huge issue.
We sometimes get inventory from another hospital, how should we record this?
When receiving stock from another hospital, treat it as you would when receiving stock from a regular supplier. You can add the hospital as a supplier within the admin section and create a purchase order. Upon receiving the items, you can then log the inventory as usual and add it to your inventory. This process ensures you have a paper record of the transaction.