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ID	Title	Module	Category
42	Adding and Editing Products Adding and Editing Products Products are managed from Product Administration. Open the Admin menu and choose Product Admin from the list on the left. Finding a product Two tools sit at the top of the page. Search Products takes part of a name or product code - type a few letters and click Go. Filter By Vendor narrows the list to one supplier, which is the quicker route when you are working through a delivery or reviewing one vendor's pricing. The Product List also offers Select by First Letter for browsing, and Clear to drop the current filter and start again. What a product record holds Opening a product shows it in sections, and you do not need to complete all of them. Only the name, type and price are needed to sell something; the rest earns its keep in specific situations. Product Information - the name, the Type (capsules, liquid, cream, tincture and so on) and the Price. The type sets how quantities read on an order, so a product sold in capsules should say so. Product Description - what the patient sees. Formatting Hints beside the box explains the light formatting available. TxPlan Description - the wording used on a treatment plan, where that should differ from the general description. Product Image - shown in the patient portal. Products with a picture sell noticeably better than products without one. Categories - how the product is grouped for browsing, in the portal and in your own lists. The clinical detail The product record also carries Dosing Information, Recommended intake, Features and Benefits, Contra-indications and Inactive Ingredients. These are worth filling in for anything you dispense regularly. Contra-indications and Inactive Ingredients in particular are what a provider checks before recommending something to a patient with an allergy or an interacting medication - an empty field there is not neutral, it just means nobody can check. Pricing The Pricing section holds the Cost you pay and the Price you charge, and works out Margin and Markup from them. Average Cost is what the stock you are actually holding cost, which drifts from the current cost as you buy at different prices - it is the figure to use when valuing inventory. Stock Inventory Details shows On Hand and the Location the stock is kept in. Inventory Transactions lists every movement - what was purchased, received, sold and adjusted, and when. When a count is wrong, read the transactions before adjusting. The history usually shows what happened, and an adjustment made without understanding the cause hides the problem rather than fixing it. Set a Reorder Level on anything you keep in stock. The reorder tools use it to tell you what is running low, and a product with no reorder level simply never appears in those lists. Editing several products at once The Inventory Management panel on the left of Product Administration handles the jobs that span many products: Edit Inventory Values for counts and costs, and Edit Product Instructions for dosing text. Both are far quicker than opening products one at a time. Purchase orders and Add PO are in the same panel. Receive new stock through a purchase order rather than by adjusting counts - the PO records what you paid, which is what keeps Average Cost and your inventory value honest. Retiring a product Make a product you no longer sell inactive rather than deleting it. Deleting breaks the history of everything already sold; making it inactive takes it out of the lists while leaving past orders, invoices and reports intact.
30	Organising Your Product Catalogue Organising Your Product Catalogue A catalogue of a few hundred products only stays usable if it is organised. Three things do most of that work: categories, vendors and keeping retired products out of the way. All of it lives under Product Admin on the Admin menu. Categories Categories group products for browsing - both for your own staff and for patients in the portal, where they are the main way anyone finds anything. Each category carries a sort order, so the ones you sell most can sit at the top rather than falling alphabetically. Keep them broad. A category holding two products is not helping anyone find anything, and a catalogue with forty categories is harder to navigate than one with eight. Vendors Recording the vendor on a product is what makes Filter By Vendor useful on the Product Administration page. That filter is how you work through a delivery, review one supplier's pricing, or find everything affected when a supplier discontinues a line. It also drives purchase orders: a product with no vendor cannot be ordered through the normal PO process. Finding things Search Products - part of a name or product code, then Go. Quickest when you know roughly what you want. Filter By Vendor - everything from one supplier. Select by First Letter - for browsing rather than searching. Clear - drops the current filter. Worth knowing, because a filter left on is the usual reason a product appears to have vanished. Product codes Product codes identify a product across orders, inventory and reports. Keep them consistent and do not reuse a code from a retired product - reports covering both periods will silently merge the two. Duplicates Duplicates appear naturally: the same supplement gets added twice under slightly different names, or an import creates a second copy. They split your stock figures and your sales history, so the same product looks like two half-selling ones. The Duplicate Products report under Reports lists catalogue entries that look like duplicates. Work through it occasionally rather than waiting for the figures to confuse someone - and when you find a pair, make one inactive rather than deleting it, so the sales already recorded against it survive. Retired products Make products you no longer sell inactive. They come out of the lists and out of the portal while everything already sold keeps its history. Deleting a product breaks that history, which is why it is almost never the right choice. Keeping it tidy A quarterly pass costs very little and prevents most catalogue problems: Run Duplicate Products and resolve anything it finds. Make inactive anything you have not sold in a year and do not intend to restock. Check that products you keep in stock have a Reorder Level - without one they never appear in the reorder lists. Check that anything sold through the portal has an image and a description worth reading.
74	Connecting Fullscript to OfficePro Connecting Fullscript to OfficePro Connecting Fullscript lets you pull their catalogue into your own product list and send patients a Fullscript plan without leaving OfficePro. It is set up once by an administrator, and then each prescribing provider is linked to their own Fullscript account. Fullscript needs ProductPro. Without that module none of these screens are reachable. 1. Connect the practice Open the Admin page and find Add-Ons & Integrations. In Fullscript Integration, click Integrate Fullscript. You are taken to Fullscript to sign in and approve the connection, then returned to OfficePro. When it has worked the section reads Your account is connected to Fullscript. Sign in with the account that owns your clinic's Fullscript dispensary, not a personal one - the connection determines whose catalogue and whose commissions you are working with. 2. Link each provider Connecting the practice is not enough on its own. Fullscript plans are written by a named prescriber, so each provider needs their own link. Under Associate Providers with Fullscript you will see each OfficePro Provider against their Fullscript ID. Use Add to Fullscript for anyone not yet linked. A provider showing Assigned under another account has a Fullscript account already tied to a different dispensary - often their own from a previous practice. That has to be resolved with Fullscript directly; OfficePro cannot move it. 3. Decide how imported products should look Before importing anything, set the defaults in ProductPro settings. They apply only to products added from the Fullscript catalogue and never change products you already have. Default Category - the category imported products land in. Worth setting, or everything arrives uncategorised and your patients cannot browse it. Default Product Type - leave it on none to import without a type. Only the values in that list are valid. A type that is not one of them renders a blank Type box on the product form, which is confusing and easy to miss. Mark Imported Products Taxable - leave this on unless your practice genuinely does not charge sales tax on supplements. See Sales Tax by Product Class if some are taxed at a reduced rate. Disconnecting Remove Access ends the connection, and the section then reads Your Fullscript access was removed. Products already imported stay in your catalogue - they are your products now - but they stop being refreshed from Fullscript and new plans cannot be written until you reconnect. Check it worked The integration reads as connected on the Admin page. Every prescribing provider shows a Fullscript ID. Open Fullscript Catalog and run a search - if products come back, the connection is live.
84	Setting Up Auto-Orders and Subscribe & Save Setting Up Auto-Orders and Subscribe & Save An auto-order is a standing arrangement to reorder a product for a patient on a fixed cycle. Each night OfficePro looks for plans that are due, creates the orders, and applies a recurring discount if you offer one. It bills patients on a schedule with nobody watching, so it is worth setting up deliberately rather than discovering how it behaves from a phone call. Before anything else: is it switched on? Auto-orders run for practices on BackOfficePro. This is part of your subscription, not a setting inside OfficePro - you cannot enable it yourself. If you are not on BackOfficePro you can still record auto-order plans, and nothing will ever generate from them. If you are unsure, ask support before you set expectations with a patient. Set your discounts In ProductPro settings there are two: Subscribe and Save First Autoorder Discount - a welcome discount on the first purchase, offered in the patient portal only. It appears on the patient's Subscribe & Save option as a green badge - 10% off today if you set it to 10%. Subscribe and Save Subsequent Autoorder Discount - the ongoing discount applied to every refill the nightly job creates. This is the one that matters financially, because it applies for as long as the plan runs. Both are set in 5% steps up to 30%. Leave either at 0% to offer no discount. Work the ongoing percentage out before you set it. On a monthly subscription, 10% off is 10% off twelve times a year, on a product you have already discounted to a dispensary price. Set the shipping and the notification Refills marked for shipping are charged your shipping fee, and premium shipping is charged Premium Shipping Charge. Pickup refills are free. Set these before the first run rather than refunding afterwards. Order Message User decides who receives the summary message after each night's run. Leave it on -- Select User -- and the summary goes to nobody in particular, which is the same as no one knowing orders were created. Point it at whoever actually packs orders. When the orders appear The job runs once a day, late in the evening Pacific time. Orders created overnight are waiting the next morning as Pending, alongside everything else in your patient orders queue - they are ordinary orders from that point on, and are picked, packed and completed the same way. It looks a short way ahead as well as behind, so a plan due in the next few days is picked up early rather than exactly on its date. A plan that is overdue produces one order, not one for every cycle it missed. Decide your refill policy Each product on a patient can carry a refill constraint: No Constriction / As Needed - no limit. Constrict Refills ( - a fixed number, counted down as they are used. Blocked - No refills - none, regardless of any plan. For anything a provider wants to review before it keeps going out, set a refill count or an end date on the plan. An auto-order with no end runs until somebody stops it. A different feature with the same name Vendors have auto-orders too. On a vendor's contact record, Auto Order raises a purchase order to your supplier on a cycle - the record will say This vendor is set to auto order every so many days. It restocks your shelves; it has nothing to do with patient subscriptions and no patient is billed by it. Check it before you rely on it Set up one plan on a real product with a short interval and watch what appears the next morning. Confirm the discount you expect is on the order line. Confirm the summary message reached the person you nominated. Confirm a shipped refill was charged shipping and a pickup one was not.
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.
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!
77	Questions About Fullscript Questions About Fullscript Do we need ProductPro to use Fullscript? Yes. Every Fullscript screen sits behind that module. Does each provider need their own Fullscript account? Yes. Connecting the practice is one step; linking each prescriber is another. A plan is written by a named provider, so an unlinked provider can browse the catalogue and still not create one. A provider shows "Assigned under another account". What now? Their Fullscript account is tied to a different dispensary, often their own from a previous practice. OfficePro cannot move it - that has to be sorted out with Fullscript. What is the difference between adding and linking? Add Selected to My Catalog creates products you do not stock yet. Link Existing Products pairs products you already have with their Fullscript equivalent so the two are treated as one. Link first, then import - the other order leaves you merging duplicates. If I import the same product twice, do I get two? No. Each Fullscript variant is recorded against the product, so a second import updates it. Duplicates almost always mean a product was imported when it should have been linked. Are imported prices ours? No - they arrive at the Fullscript catalogue price. Review anything where you set your own margin. Why is the Type blank on imported products? Default Product Type is set to a value that is not in the supplied list. Only those values are valid; anything else renders an empty Type box. Import two or three and look at them before importing the rest. Should imported products be taxable? Leave Mark Imported Products Taxable on unless your practice genuinely does not charge sales tax on supplements. If some are taxed at a reduced rate, see Sales Tax by Product Class - and note that setting a class to 0 on one jurisdiction does not exempt it everywhere. What happens to our products if we disconnect? They stay. They are your products and you can still sell them. They stop refreshing from Fullscript, and new plans cannot be written until you reconnect. Can we import the whole catalogue? You can, and it is usually a mistake. A few hundred products nobody dispenses makes the catalogue harder to use for staff and patients alike. Import what you actually recommend.
87	Questions About Auto-Orders Questions About Auto-Orders When exactly do auto-orders run? Once a day, late in the evening Pacific time. Not hourly, and not when you save a plan. Orders set up during the day appear the following morning. Do I need BackOfficePro? Yes. Plans can be recorded without it, but nothing generates from them. It is part of your subscription rather than a setting you can switch on. What is the difference between the two discount settings? Subscribe and Save First Autoorder Discount is a welcome offer shown to patients in the portal when they start a subscription themselves. Subscribe and Save Subsequent Autoorder Discount is applied to every refill thereafter. Does a patient get the welcome discount if we set the plan up for them? No. The first-order discount is a portal offer. A plan set up in OfficePro on the patient's behalf is charged at the ongoing rate from the start. Worth knowing before a patient who saw the offer online asks about it. Where does the discount show up? As a discount on the order line. It is not an account credit, and there is no separate credit entry. If it looks missing, do not add a credit to compensate - see the troubleshooting article. Can different patients have different discounts? Yes. A plan can carry its own percentage, which is used instead of the practice default. Left unset, the practice default applies. How do I pause a subscription for a month? Move the plan's Next: date forward. The plan stays intact and simply resumes on that date. Setting Interval: to None stops it altogether. If I cancel an order that was generated, does the plan stop? No. Cancelling the order does not change the plan, and the next cycle will come round as scheduled. To skip a cycle, move the Next: date; to stop the plan, change the interval or set an end date. A plan has been due for months. Will we be billed for all of them? No. An overdue plan produces one order and its next date moves to the next future cycle. Why did one patient get two orders in one night? Because they had both pickup and shipped refills due. Each order is created for a single delivery method so the header matches what is in it. Is shipping charged on refills? Yes, on refills whose method is shipping, at your standard or premium rate. Pickup refills are not charged shipping. Which dosing appears on a refill? The dosing recorded on the plan. Not the product default, and not the last dispense. If the plan has none, the line goes out with none - change the plan, not the order. Does a refill create a visit or an encounter? It creates a patient order, waiting as Pending in the same queue as any other. From there it is picked, packed and completed exactly like an order taken at the desk. Are patients notified? This job does not text or email patients. The only notification is the internal summary to your Order Message User. If you want patients told, tell them when the plan is set up and when the order is completed. Can a patient cancel their own subscription? Ask them to contact you rather than assuming they can do it themselves. Staff can always stop a plan from Patient Auto Orders. How do I see what our subscriptions are worth? The Subscription Health report under Products shows active auto-orders, estimated monthly recurring revenue, and which plans are about to lapse. What is the auto-order on a vendor record? A completely separate feature that raises purchase orders to a supplier on a cycle. It restocks your shelves and never bills a patient.
53	Patient Product Orders Patient Product Orders Patients can order products themselves from the PatientPro portal, and those orders arrive in OfficePro for your staff to fill. This covers both halves - what the patient does, and what you do with the order once it lands. What the patient sees Your products in the portal lists what has been prescribed or recommended for them, and Products Available Over the Counter lists anything you sell openly. They can search, filter by category, and reorder anything they have had before. Checkout is a short sequence under Online Check Out: Delivery method - Pickup, Standard Delivery or Premium Delivery. Delivery details - the address, where it is being sent. Payment method - taken against the card already held for them. They then see Your Order Was Received, and the order appears under Order History with Order Details and Products in this Order: for each one. The charge is not settled at that point. The patient has authorised it; the money is taken when your staff process the order. This matters, because a patient who cancels before you process has not been charged. Working orders in OfficePro Orders arrive in Active Patient Orders. Opening one shows Steps to complete this order - the sequence for that order, which differs depending on whether it is being collected or delivered. Each product line shows Needed against OnHand, so you can see immediately whether you can fill it. Where you cannot, Order Products puts what is short onto a purchase order. You do not have to fill an order all at once. Work the lines you can and leave the rest - the order stays open with the remainder outstanding, which is the right answer when one item is on back-order and the patient wants the rest now. The actions you will use most: Process - takes the payment and commits the order. Collect and Ready for pickup - for orders being picked up in the clinic. Deliver and Shipped, with a Tracking Number - for orders going out. Send Text Now and Resend Text - tell the patient it is ready. Worth doing: an order nobody was told about sits on the shelf. Apply patient credit - where the patient has credit to put against it. Re-sync Products - refreshes the lines against the current catalogue if a price or product has changed since the patient ordered. Scheduled for completion by shows when the order is expected to be finished, which is what the patient has been told. Carts that never became orders Patient Carts shows baskets patients filled and did not check out. These are worth a look - a cart abandoned at the payment step often means a card problem rather than a change of mind, and a phone call recovers the sale. What ordering does to the rest of the system Stock moves when the order is processed, not when the patient places it. Two patients can order the last bottle; the second discovers it at processing. Processing creates the visit and charges that carry the sale, so a processed order appears in your takings like any other product sale. Tax is worked out at processing from the delivery destination. An order shipped out of area may correctly carry no tax - see Setting Up Sales Tax. Keeping it working Work Active Patient Orders daily. Patients have been told when to expect their order, and nothing chases it for you. Tell them when it is ready - use the text rather than assuming they will check the portal. Keep the catalogue honest. Patients order from what they see, so a product with no image or a stale price produces orders you then have to correct. Check Patient Carts weekly for orders that stalled at payment.
75	Importing from the Fullscript Catalog Importing from the Fullscript Catalog Once Fullscript is connected you can browse their catalogue from inside OfficePro and add products to your own. There are two things you will do here, and they are different: adding products you do not stock yet, and linking products you already have to their Fullscript equivalent. The screen has two tabs matching those two jobs: Browse & Import and Link Existing Products. Finding a product Open Fullscript Catalog and use Search. Results show the Brand, Size, SKU and Price, and can be narrowed by Network. The catalogue hides what you already stock. The Show: filter starts on products I don't stock, which is sensible when you are looking for something new and misleading when you are not - search for a product you already carry and nothing comes back. Switch it to everything, including mine before concluding a product is unavailable, and remember the catalogue runs to more than one page. The NETWORK RANK column ranks products by how often they are recommended across the NaturaeSoft network. It is not your own prescribing history - Fullscript does not report per-practice popularity - so read it as a general signal rather than as a reflection of your patients. Adding new products Tick the products you want and click Add Selected to My Catalog. They arrive as ordinary OfficePro products carrying their name, brand, size and price, using the defaults set in ProductPro settings. Leave create missing brands as vendors ticked. It records each product's brand as a vendor as it imports, which is what makes Filter By Vendor useful afterwards and what lets those products go on a purchase order at all. Untick it and you get a catalogue of products with no supplier against any of them. Set Default Dosing attaches standard dosing instructions so they do not have to be typed on every plan. Worth doing for anything you dispense regularly - the instructions are what the patient actually follows. Importing the same product twice is safe. Each Fullscript variant is recorded against the product, and a second import of the same one updates rather than duplicating it. If a product code cannot be derived cleanly the row is refused rather than creating a clashing one. Linking products you already sell Most practices already stock some of what Fullscript carries. Link Existing Products matches your catalogue to theirs so the two are treated as the same product rather than two competing entries. The list pairs Your product and Your code against a proposed Fullscript match. Check the suggestions before accepting them - a match is proposed on name and brand, and two products with similar names can differ in strength or size, which matters clinically. When you are satisfied, use Link Confirmed Matches. Do this before importing in bulk. Linking first means you end up with one entry per product; importing first usually means finding and merging duplicates afterwards. What to watch Check the Type on the first few imports. If Default Product Type is set to anything not in the supplied list, the Type box on the product form renders blank. Import two or three, look at them, then import the rest. Prices are Fullscript's, not yours. They arrive as the catalogue price - review anything where you set your own margin. Codes typed by hand can still collide. The import derives unique codes, but nothing stops someone later creating a product by hand with a code that already exists. Run the Duplicate Products report occasionally. Import in batches. Adding a few hundred products you will never dispense makes the catalogue harder to use for everyone. Writing a plan With products in place, a provider can create a Fullscript plan for a patient from the chart - see Fullscript Treatment Plans and Create Fullscript Plan. The plan is written under that provider's Fullscript account, which is why each provider has to be linked individually.
85	Managing a Patient's Auto-Order Plan Managing a Patient's Auto-Order Plan An auto-order plan lives on the patient, against a single product. Each plan has its own interval, quantity and delivery method, so one patient can have a monthly refill of one product and a quarterly refill of another. Setting one up Open the product on the patient and use the AutoOrder section: Interval: - how often to reorder, from Every 1 day to Every 365 days. None means no auto-order; it is also what an unfinished plan looks like. Qty: - how many to send each time. This is not the same as the quantity dispensed today. Method: - Pickup or Ship. Whichever you choose here is what the refill is charged for, so a shipped plan is charged shipping every cycle. Start:, Next: and End: - when the plan begins, when the next refill is due, and when it stops. Leave End: empty and the plan runs indefinitely. Both Interval: and Qty: have to be set for anything to happen. A plan with an interval and a quantity of zero looks configured on screen and will never generate an order. Put the dosing on the plan This is the step most easily missed. Refill lines take their directions from the plan, not from the product and not from the last dispense. If the plan has no dosing, the refill goes out with no directions on it - a bottle with a label and no instructions. Set the dosing at the same time you set the interval, and check it again if a provider changes the dose later. Changing the dose on a new dispense does not change what the plan sends next month. Seeing every plan at once The Auto Orders button on the ProductPro admin page opens Patient Auto Orders, which has two views: By Date - everything due, in date order. This is the one to look at in the morning and before a holiday. By Patient - one patient's plans together, which is what you want on the phone. Each row shows the Product Code and Product Name, the Interval (Days), Quantity and Method, the Start and Next dates, and - usefully - On Hand and On Order. Those last two are the early warning: a plan due next week for a product you have none of is a problem you can still fix this week. Delivery shows as a PICKUP, SHIP or PREMIUM badge. No orders found means nothing is due in that view, not that the feature is off. Changing a plan To pause it, push Next: out to the date you want it to resume. The plan stays intact and the patient keeps their history. To stop it, set Interval: to None, or set an End: date. Either stops future orders; neither touches orders already created. To change the quantity or the dose, edit the plan itself. The next refill picks up the change; one already generated does not. To skip one refill, move Next: forward by one interval. Cancelling an order that has already been created does not move the plan on, and it will simply come round again. When patients set their own up Patients ordering through the portal choose between three options, and it helps to know which one they picked: One-time Purchase - Pay today, no commitment. No plan is created. Subscribe & Save - Pay today + set up auto-refill. They are charged now and a plan starts one interval later. This is the option that carries the welcome discount. Auto-Order Only - No charge today. Nothing is billed until the job runs that evening. They also choose Refill every and Delivery. Their plans appear in Patient Auto Orders alongside the ones you created, and you can edit them the same way. Watching the whole book The Subscription Health report under Products shows active auto-orders, estimated monthly recurring revenue, and which plans are about to lapse. Lapsing plans are worth a call - a patient whose subscription quietly ended usually did not decide to stop.
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.
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!
76	Fullscript Products or Plans Are Not Appearing Fullscript Products or Plans Are Not Appearing Problem The Fullscript catalogue returns nothing, a provider cannot create a plan, or imported products look wrong once they arrive. Background Fullscript has three separate requirements, and failing any one of them looks much the same from the outside: the practice must be connected, the individual provider must be linked, and the practice must have ProductPro. Working out which is missing is most of the job. Resolution Check the practice connection. On the Admin page, Fullscript Integration should read Your account is connected to Fullscript. If it offers Integrate Fullscript instead, the practice is not connected and nothing else will work. Check the provider. Under Associate Providers with Fullscript, the provider needs a Fullscript ID. Plans are written by a named prescriber, so a connected practice with an unlinked provider can browse the catalogue and still not create a plan. Use Add to Fullscript. If a provider shows "Assigned under another account", their Fullscript account is already tied to a different dispensary - commonly their own, from a previous practice. OfficePro cannot move it; that has to go through Fullscript. Check the practice has ProductPro. Every Fullscript screen is behind that module. If the menu entries are absent rather than empty, this is usually why. If a search returns nothing, check the Show: filter. It starts on products I don't stock, so anything already in your catalogue is hidden - which is exactly the case when someone searches for a product they know they carry. Switch it to everything, including mine, and check the next page too. Products imported, but the Type box is blank Default Product Type in ProductPro settings is set to something that is not one of the supplied values. Only the values in that list are valid; anything else renders an empty Type on the product form. Correct the setting, then fix the products already imported. The same product appears twice Re-importing does not cause this - each Fullscript variant is recorded and a second import updates rather than duplicates. Two entries almost always mean the product existed in your catalogue already and was imported instead of linked. Use Link Existing Products before bulk importing, and make one of the pair inactive rather than deleting it, so the sales history against it survives. The Duplicate Products report under Reports finds these. Prices are not what you charge Imported products arrive at the Fullscript catalogue price. That is the starting point, not a decision about your pricing - review anything where you set your own margin. See Adding and Editing Products. Everything disappeared after disconnecting Products already imported stay in your catalogue and are still yours to sell. What stops is the link to Fullscript: they no longer refresh, and new plans cannot be written until the practice reconnects.
86	An Auto-Order Did Not Generate An Auto-Order Did Not Generate Work down this list in order. The first three causes account for nearly everything, and all three look identical on screen - a plan that appears perfectly configured. 1. The practice is not on BackOfficePro The nightly job only runs for practices subscribed to BackOfficePro. Without it, plans can be created and edited exactly as normal and nothing ever generates from them. There is no warning and no error. If no auto-order has ever generated for anyone, start here rather than examining the plan. Contact support to confirm. 2. The quantity is zero A plan needs both an Interval: and a Qty: greater than zero. A plan with an interval and no quantity is skipped silently, and on screen it is indistinguishable from a working one. Check Quantity on the By Patient view. A blank or zero there is your answer. 3. It is not due yet The job runs once a day, late in the evening Pacific time, and looks a few days ahead. An order will not appear the moment you save a plan, and it will not appear during the working day. Set a plan up on Tuesday afternoon and check on Wednesday morning. Check the Next date on the By Date view. If it is in the future, nothing is wrong. 4. The plan ended An End: date in the past stops the plan. So does an Interval: that has been set back to None - which is easy to do by accident while editing something else on the same screen. Refill limits stop it too. A product set to Constrict Refills ( with none remaining, or Blocked - No refills, will not refill however the plan is configured. 5. Nobody was told Sometimes the order did generate and nobody saw it. The summary message after each run goes to the Order Message User in ProductPro settings; if that is still on -- Select User -- it goes to no one in particular. Before concluding an order is missing, look in your patient orders queue for a Pending order dated overnight. Other things that come up The refill went out with no directions Directions come from the plan, and only from the plan. A plan saved without dosing produces a line with nothing on it - the product default is deliberately not substituted, because a guessed dose is worse than an obvious blank. Fix the dosing on the plan itself, not on the order. Correcting the order sends this month out right and next month out wrong again. A pickup patient was charged shipping Delivery comes from the plan's Method:, not from the patient's usual preference. Check the Method column on the By Patient view and correct the plan, or every cycle repeats the charge. The discount is missing, or looks wrong The ongoing Subscribe & Save discount appears as a discount on the order line. It is not a credit on the account, and there will not be a separate credit entry to find. Do not add an account credit to make up for it. The system used to apply the discount twice - once on the line and again as a credit - and that was corrected. Adding a credit by hand recreates the old fault one patient at a time, and it will not be obvious later that it was done manually. Also worth knowing: the welcome discount is a portal-only offer on a patient's first Subscribe & Save. Refills are discounted at the ongoing percentage, which is normally lower. A refill that costs more than the first order is working as intended. An overdue plan only produced one order That is deliberate. A plan that has been due for months generates a single order and its next date jumps to the next future cycle. There is no catch-up run, and you will not be billed for the months in between. Two orders arrived for the same patient on the same night Also expected, if that patient has both pickup and shipped plans due. Refills are grouped by delivery method so each order's header matches its contents. One order cannot be half collected and half posted. The product went out of stock Orders are created whether or not you have stock. The On Hand and On Order columns on Patient Auto Orders exist so you can see this coming - check the By Date view weekly rather than finding out while packing. My purchase orders to a supplier stopped Different feature. Vendor auto-orders are configured on the vendor's contact record under Auto Order and raise a purchase order to your supplier. Nothing on the patient side affects them.