NS - Knowledgebase

Problem

A patient presents a product for return.

Background

The approach to recording a product return in OfficePro varies based on the circumstances of the return:

1. Scenario A: The product is acceptable for resale, and you are giving a refund or credit for future services.
2. Scenario B: The product is acceptable for resale, and the patient is being seen today; the total of services and products sold today will exceed the value of the returned product.
3. Scenario C: The product is not in acceptable condition for return, but you are applying a credit or providing a refund to their account.

The primary difference between these scenarios is the status of the returned product regarding inventory and how the return impacts current transactions.

Solutions

Scenario A: Return for Refund or Credit

1. Navigate to Patient Detail Page: Go to the patient's detail page in OfficePro.
2. Click on Return a Product:
   • Locate the Patient Related Tasks box.
   • Click on the Return a Product link.
3. Select Product:
   • Choose the product(s) the patient wishes to return from their purchase history.
4. Specify Details:
   • Enter the quantity returned.
   • Indicate if the amount is intended for a refund or as a credit for future services.
5. Create Return Visit:
   • This process will generate a separate visit designated for tracking the return (noted as RTRN).
   • A receipt document reflecting the transaction details will also be created.

Scenario B: Return with Current Visit

1. Add Product to Encounter:
   • While documenting the current visit, add the product being returned to the encounter.
2. Edit Quantity:
   • Change the quantity of the product to -1.
   • This action will:
     • Return the product to OfficePro's virtual inventory.
     • Provide a credit on the encounter to offset other charges.
3. Check Credit Amount:
   • If the credit exceeds the total due from the appointment, this method cannot be used, as the credited value will not be handled appropriately.

Scenario C: Non-acceptable Return

1. Credit to Patient’s Account:
   • Apply a credit to the patient’s account as a discount equivalent to the value of the returned product.
2. Option for Thorough Accounting:
   • Alternatively, process the return using either of the methods from Scenarios A or B, and then apply an additional adjustment to the inventory to account for the product not returning to shelves (considered as disposal).

Important Alerts

• Do Not Edit Original Encounter: Always avoid editing the original encounter to maintain accurate historical records. Making adjustments to the history can negatively impact bookkeeping, especially after a period has been closed.

Overview

In Product Administration, you can manage your inventory by adding new products, editing existing product details, or deleting products as necessary.

Adding a Product

Access the Product List:

• Click the plus sign at the top of the product list or select Add A Product from the left-hand menu.

Enter Product Information:

• In the Add Product window, fill in the following details:
  • Manufacturer: Select from the dropdown. If the manufacturer isn’t listed, click the plus sign to add a new one.
  • Product Code: Enter the unique code for the product.
  • Cost and Price: Specify the wholesale cost and retail price.
  • Dosage Information: Include dosage instructions, specifying the amount, unit, time interval, and any additional notes.
  • Description: Type in a description or copy from the manufacturer’s website.
  • Contraindications: List any contraindications and inactive ingredients.
  • Image and Barcode: Upload an image for easier identification and enter the barcode number.

Validation Option:

• Click Validate to search for the product on the Emerson Ecologics website, which helps confirm product codes and access detailed information.

Product Status:

• Check the Active box if you currently prescribe or sell this product.
• Determine if the product is taxable based on your state laws and prescription status.
• Check the box to include the product in your inventory if you keep it in stock.

Saving Options:

• Save and New: Opens a new Add Product window for entering another product.
• Save and Edit: Opens the Edit window for this product to add vendors, set stock levels, and categorize the product.

Editing a Product

Directly in the Product List:

• You can change details like retail price, wholesale cost, mark a product as inactive, or adjust its sorting order directly in the product list.
• After making changes, click the Update button at the top or bottom of the list to save your changes.

Full Edit Window:

• Open the product in the Edit window to modify comprehensive details of the product record.

Deleting a Product

To Delete:

• Click the minus sign next to the product you wish to delete.
• Note: Deleting a product will not affect any associated transactions or patient records.

Making Products Inactive:

• Instead of deleting, you can mark products as inactive. This removes them from your active product list but keeps their records intact for reference. Inactive products will be moved to the end of your product list and won’t appear during patient encounter edits.

Conclusion

Now that you know how to add, edit, and delete products in OfficePro, you can efficiently manage your product inventory. This enables you to stock the necessary items or prescribe via drop shipment as needed. If you have any further questions or need assistance with specific tasks, feel free to ask!

Overview

OfficePro serves as a point-of-sale system, streamlining the process of adding and managing your inventory. The system automatically adjusts stock levels based on sales and received inventory, minimizing the need for manual inventory adjustments.

Adding Starting Inventory

1. Accessing Add Starting Inventory:
   • Click on Add Starting Inventory from the left-hand menu. This option is available for the first two months of service to help you set up your inventory.
2. Entering Inventory Counts:
   • You'll see a list of your products, including:
     • Current On-Hand Count: Initial stock level (may show zero for new setups).
     • Opening Count Box: Enter the starting inventory for each product.
     • New On-Hand Count: This updates automatically based on your input.
   • After verifying that the new on-hand counts are correct, click Update to save the counts for all products.

Managing Inventory

Periodic Physical Inventory Counts:

• Use the Inventory Management View for ongoing physical inventory counts. This view is similar to the Add Starting Inventory view and is available continuously.

Reorder List:

• The Reorder List indicates products that have reached a low inventory level and need to be reordered.
• Set reorder levels in the Edit Product Window:
  • Open the product from any product list.
  • Navigate to the Inventory tab.
  • Enter a number in the Reorder Level box to receive notifications when stock dips below this level.

Conclusion

Now that you have an understanding of how to set up and manage your product inventory in OfficePro, you can easily track your stock levels, sell products, and ensure timely reordering. This streamlined process helps maintain an efficient inventory system, supporting your practice's overall operations.

If you have any questions about specific features or processes, feel free to ask!

Overview

OfficePro enables you to create purchase orders for your product vendors and record product receipts. This process ensures accurate inventory management and efficient order tracking.

Accessing Purchase Orders

Opening the Purchase Orders List:

• Click Purchase Orders from the upper left-hand menu to view your existing purchase orders.

Understanding the Purchase Orders List:

• Each purchase order (PO) will display:
  • PO Number: Unique identifier for each order.
  • Date: The date the PO was created (newer POs appear at the top).
  • Vendor: The distributor you purchased from.
  • Patient Name: Relevant for drop-ship orders, if applicable.
  • Total Amount: The total dollar value of the purchase.
• Action options include Edit, Mark As Sent, or Receive, depending on the order's status. Once all actions are completed, the PO is marked as Complete.

Completing Purchase Orders

• Stock Adjustment: When you mark a PO as Complete, the stock on-hand for the ordered products increases by the quantity received.
• Editing Completed POs: Even after marking as Complete, you can still edit the purchase order.
• Deleting POs: If you delete a PO, the products listed will be subtracted from your inventory.

Creating Purchase Orders

You can add a purchase order in three different ways:

Using the Add Menu:

• Mouse over the Add menu at the top of the page and select Purchase.

Using the Lower Left Menu:

• Click Add A Purchase Order from the menu at the lower left of the page.

Using the Plus Sign:

• Click the plus sign at the top of the Purchase Orders list.

Recording Product Receipts

• If you received a product without creating a purchase order in OfficePro, you can still log the receipt:
  • Click Add A Purchase Receipt.
  • Enter necessary details including:
    • Vendor
    • Date
    • Product
    • Quantity
    • Shipping and Handling Charges
  • Click Record Product Receipt. This will mark the transaction as complete, and your inventory will immediately update to reflect the quantity received.

Conclusion

By efficiently managing purchase orders and product receipts within OfficePro, you can maintain accurate inventory levels and streamline your ordering process. This functionality is essential for keeping your practice well-stocked and organized.

If you have any questions about specific features or need further assistance, feel free to ask!