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ID	Title	Module	Category
30	Admin Product Lists Admin Product Lists Within OfficePro, you have access to several lists that help you view and edit product details for effective product management. 1. Product Administration List The Product Administration list provides a comprehensive summary for each product. You can search and filter the list by vendor, product category, or alphabetically to easily find specific products. Product Details: Each entry displays the following information from left to right: Product Code: Unique identifier for the product. Name: The name of the product. Dispense Type: How the product is dispensed. Quantity: Available quantity. Manufacturer: The company that produces the product. Description Icons: Hover over icons to view the product's description, contraindications, and inactive ingredients. Inventory Information: This section includes: Number on Hand: Current stock. Reorder Point: Quantity that triggers a reorder alert. Retail Price: Price charged to patients. Wholesale Price: Cost paid for the product. Status and Sorting: On the right side, you can see if the product is active and its sorting order. Rearranging your list for custom order (e.g., shelf order) is possible here. Products with the same sorting order will be displayed alphabetically. Product Details Page: Click the arrow next to a product to access a non-editable detail page. This page includes all product information, a list of patients using the product, and related transactions. 2. Product Instructions List The Product Instructions list enables you to view and edit dosage instructions for all products in one convenient location. Search and Filter: Similar to the Product Administration list, you can search and filter this list. Editing Instructions: For each product, you can adjust: Quantity in a Single Dose: The amount prescribed per dose. Dispense Type: The type of unit for dispensing. Time Interval: The frequency of administration. Additional Details: Provide a descriptor for the method of administration or timing, along with a free-form text box for extra instructions. Patient-Facing Instructions: Hover over the speech bubble icon next to a product to view the dosage instructions as they will appear on patient labels and treatment plans. Full Editing Window: To edit other product information, click the product code or the pencil icon at the end of the line. 3. Managing Product Categories To manage your list of Product Categories, click Edit Categories in the left-hand menu. Grouping Products: Product categories allow you to group similar products based on functions, dispense types, or therapeutic modalities. Adding Categories: Enter the category name and sort order, if desired. Click the plus sign to add it. When the list refreshes, confirm the category appears and click Add. Assigning Categories: To apply categories to a product, open the product’s Edit window, navigate to the Other tab, and select up to four categories from the drop-down lists. Click Save Product to apply changes. 4. Additional Resources For information on the Inventory Management Worksheet and Reorder List, please refer to the Knowledge Base article on Inventory Management.
31	Managing Product Inventory in OfficePro Managing Product Inventory in OfficePro To effectively manage your product inventory, utilize the Product Admin area in OfficePro. Accessing Product Admin Navigate to Product Admin: Mouse over Admin at the top of any page and select Product Admin from the drop-down menu. Locate Inventory Management: In the lower left-hand menu, find the Inventory Management and Reorder List options. 1. Inventory Management The Inventory Management view assists with conducting periodic physical inventory counts and offers ongoing access similar to the initial setup with the Add Starting Inventory list. Adjustment Boxes: Next to each product listing, you’ll find three adjustment boxes: Draw, Expire, and Loss. These help track the reasons for inventory adjustments and identify systematic inventory issues. Reducing Inventory: Enter a number into any of these boxes to reduce the inventory of that item by that amount. Increasing Inventory: To increase the inventory, click the current on-hand count to open the Inventory Adjustment window. This can also be accessed from the Inventory tab of the Edit Product window. New Product Shipments: Note that inventory adjustments are not for receiving new product shipments; those should be entered in the Purchase Orders area. Non-Stocked Products: At the bottom of the inventory list, you'll find products indicated as not consistently stocked. These may be items intended for drop shipment or those you prescribe infrequently. Saving Adjustments: When you make inventory changes in the Inventory Management view, they are reflected in the New Count. Click Update at the top of the list to save your adjustments and update the On-Hand counts for each product. Printing Inventory Worksheet: If you prefer to conduct your inventory count on paper, click Print An Inventory Worksheet at the bottom of the left-hand menu. This generates a formatted worksheet in a new window, displaying each product's name, product code, expected quantity, and space for your actual count and adjustment reasons. 2. Reorder List The Reorder List highlights products that have reached an inventory level requiring reordering. Setting Reorder Levels: You set these levels in the Edit Product window, accessible from any product list. In the Inventory tab, enter a number in the Reorder Level box to allow OfficePro to notify you when the stock for that product falls below this level. Viewing Reorder List: The Reorder List displays only those products whose inventory has dipped below the set Reorder Level. Stock Notification: If you indicate that a product is kept consistently in stock, it will be highlighted in red on the Product Administration list when its inventory is low. Additional Resources To learn more about setting up your products in OfficePro, refer to the Knowledge Base articles on Adding and Editing Products, Product Lists, and Inventory Setup.
42	Adding & Editing Products Adding & Editing Products Managing Products in OfficePro Accessing Product Administration Navigate to Product Admin: Mouse over Admin at the top of any page. Select Product Admin from the drop-down menu. Product Administration Main View: The main view displays your Product Administration list. Additional helpful product views and actions are accessible via links on the left-hand side of the page. Adding a New Product To add a new product, follow these steps: Open the Add Product Window: Click the plus sign at the top of the product list or click Add A Product in the left-hand menu. Entering Product Information: Manufacturer & Product Code: Enter the manufacturer and product code to facilitate reordering. Cost and Price: Specify the wholesale cost and retail price. Dosage Information: Enter relevant dosage instructions, including amount, dosage unit, time interval, and any additional notes. Description: Provide a detailed description of the product. You can copy and paste this information from the Emerson Ecologics website if needed. Product Lookup: If you don't have all the information on hand, type the product name or its main ingredient in the product name box and click the blue “i” icon. This will search the Emerson Ecologics website for the product, allowing you to easily copy relevant details. Tax Information: Specify whether the product is taxable based on your state’s sales tax laws or if it is a prescribed product. Stock Management: Check the box to include this product in your inventory if you keep it in stock. SIG Options: Define default dosage instructions, which can be customized when adding this product to a patient encounter. Contraindications and Ingredients: Enter any contraindications, list inactive ingredients for allergy checks, upload an image for easy identification, and enter or scan the barcode number from the product label. Saving Options: After entering the information, you have several saving options: Save and New: Opens a new Add Product window for adding another product. Save and Edit: Opens the Edit window for this product, allowing you to add additional vendors, set stock reorder levels, and assign categories. Editing an Existing Product Direct Editing: You can edit product information directly in the Product Administration list by clicking the Edit option. Full Edit Window: For comprehensive changes, open the full Edit window, where you can modify all aspects of the product record. Editing Options Include: Changing retail price and wholesale cost. Making a product inactive (this moves it to the end of your product list). Changing the sorting order of products. Remember to click the Update button to save changes. Deleting a Product To delete a product, click its minus sign. Note that deleting a product will not affect any associated patient transactions. If you want to clean up your product list without permanently deleting items, consider making products inactive instead. This will hide them from the active product list while retaining their transaction history. Conclusion By effectively managing your products through the Product Administration area of OfficePro, you can ensure that your practice is well-stocked and organized. Whether adding new products, editing existing ones, or removing outdated items, OfficePro provides a user-friendly interface to streamline these processes. If you have any further questions or need assistance with specific features, feel free to ask!
43	Setting Up Your Inventory in OfficePro Setting Up Your Inventory in OfficePro Accurate inventory management is crucial for ensuring you have the right products available for patient encounters. Here’s how to set up and manage your inventory effectively. Importance of Inventory Setup Automatic Adjustments: When you add a product to a patient’s encounter receipt, the stock on-hand for that product is automatically reduced. Conversely, when you add a product receipt, the stock is automatically increased to reflect the new stock received. This minimizes the need for manual inventory adjustments, making your workflow more efficient. Adding Starting Inventory Access the Add Starting Inventory Feature: Click on Add Starting Inventory from the left-hand menu. This feature is available for the first two months of your service, allowing you to set up your initial inventory. Initial Inventory Setup: In the Add Starting Inventory view, you will see: A list of your products. Current on-hand count (initially displayed as zero). A space to enter your opening count. A new on-hand count displayed to the right. Entering Opening Counts: For each product, enter the actual number of units you have in the opening count box. As you enter the opening counts, the new on-hand count will update to reflect your adjustments. Review and Save: After entering the opening counts for all products, double-check that the new on-hand counts are accurate. Click Update to save the counts for your entire product list. Ongoing Inventory Management After the initial two-month setup period, you can continue to manage your inventory using the Inventory Management view. This view allows for periodic adjustments and helps you maintain accurate stock levels over time. Conclusion Setting up your inventory accurately in OfficePro is essential for ensuring smooth operations and effective patient encounters. By utilizing the Add Starting Inventory feature and making sure your counts are correct, you’ll reduce the likelihood of stock discrepancies and enhance your practice's efficiency. If you have any questions or need further assistance with inventory management, feel free to ask!
38	Accepting Product Returns Accepting Product Returns 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: Scenario A: The product is acceptable for resale, and you are giving a refund or credit for future services. 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. 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 Navigate to Patient Detail Page: Go to the patient's detail page in OfficePro. Click on Return a Product: Locate the Patient Related Tasks box. Click on the Return a Product link. Select Product: Choose the product(s) the patient wishes to return from their purchase history. Specify Details: Enter the quantity returned. Indicate if the amount is intended for a refund or as a credit for future services. 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 Add Product to Encounter: While documenting the current visit, add the product being returned to the encounter. 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. 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 Credit to Patient’s Account: Apply a credit to the patient’s account as a discount equivalent to the value of the returned product. 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.
39	Walkthrough: Adding and Editing Products Walkthrough: Adding and Editing Products 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!
40	Product Inventory Basics in OfficePro Product Inventory Basics in OfficePro 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 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. 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!
41	Purchase Orders Purchase Orders 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!