How to add a stock item

Microvet offers an excellent stock control facility. The stock file contains the basic information about a stock item. Usually this information doesn’t change frequently like the name, VAT rate and mark-up percentage. Each stock item can have different batches. Information that changes frequently like, batch number, expiry date and price is contained in the batch information.

Use this function to add a new stock item to the list of stock items. When you add a new stock item for the first time, you must also add at least one batch.

Click on TARIFFS on the main menu
Click on STOCK
Click on ADD STOCK

Description
Enter the description or trade name for the stock item in this field. It is useful to add the strength and form e.g. CLAMOXYL 40 mg tabs

Generic group
Enter a code for the generic group to which this stock item belongs. For painkillers containing 500 mg aspirin, this may be ASP500. It is up to you to allocate codes. If you enter the same code for a number of generic equivalents, you can generate a report showing you the generic equivalents of the stock. (This field can be left blank.)
Also see How to view generic equivalents for a stock item

Pack size
Enter the pack size in which you normally order your stock. (This field can be left blank.)

MIMS category
Enter the MIMS category of this stock item. (This field can be left blank.)

Schedule
Enter the schedule of the stock item in this field, e.g. S4. You can group stock items together by using the same schedule code. The stock sales report can be printed for a specific schedule. You can also use categories to group items together.
Also see Stock sales report

Units
This is the SMALLEST measuring unit for this stock item. If, for example, you always use tablets, the units are tablets each and not a packet of tablets.

Default quantity
Enter the number of units in the SMALLEST measuring unit that you normally use in a transaction. If, for example, you usually use 15 Clamoxyl tables, the units are tablets, and the default quantity is 15. If you enter a number in this field, the program will automatically fill it into the quantity field when you do a transaction.

Location  
There are 5 possible locations. Go to Defaults to set up the locations. If no locations are specified, Microvet will default to the first location. The purpose of the locations is to keep track of stock movement. E.g. When you buy stock it goes to the Pharmacy of the veterinary hospital, when you go on a farm visit, some stock is moved from the pharmacy to the vehicle. Some stock may also be transferred to the doggy parlour, vet shop or kennels.  
Also see How to work with different stock locations
Also see set up Microvet defaults
Also see How to transfer stock

Current quantity
There are 5 fields for the current quantity. One field for each location. The current quantity that is displayed on the stock screen is the sum of all the open and closed batches, per location. (broken, missing, discarded, returned and sold out batches are not taken into account for the current quantity). The current quantity field is read only. If you want to change the current quantity, use the Stock Take function.  
Also see How to work with different stock locations

Re-order level
Enter the quantity in the SMALLEST measuring unit that may be left on your shelves before the program should remind you to re-order this particular item. This field is retained for backward compatibility. Rather use the ideal quantity.

Ideal quantity  
There are 5 ideal quantity fields, one for each location. Use this field to specify the ideal quantity stock that you want to keep in the practice. The Stock Inventory Report and the Stock Order use these fields.

Tax rate
The default tax rate will be displayed in this field when a new stock item is added. Different tax rates can be used. If the rate is 0, no tax would be charged.  
Also see How to set up Microvet defaults

Apply discount
This field has a dual function.

Invoice discount – Tick this box to identify the stock items that qualify for invoice discount. You can include generic medicines and exclude pet food and merchandise.

Month-end discount - Tick this box to identify the stock items that qualify for month-end discount, e.g. with this function you can identify the large animal drugs and generic medicines to qualify and exclude the pet food.
Also see How to use the different discount options

Pet health discount
This is the percentage for the Pet Health discount.
Also see How to set up a pet health benefit plan

Markup 1 / 2 / 3 / 4
The default stock rate is 3. Use rate 3 as the normal rate. Enter the percentage markup in these fields. The selling prices resides in the batches. The same markup will apply to all the batches of a certain stock item. The selling price is calculated as follows:

Cost price excluding VAT / Quantity purchases * markup rate + VAT = Selling price

Fixed 1 / 2 / 3 / 4
The fixed rate will override the markup percentage. If the fixed rate is 0, the selling price will be calculated according to the unit price and the mark-up rate. If the fixed rate is not equal to 0, the selling price will be replaced by the fixed price. Fixed prices are useful for items with a prescribed price e.g. pet food. Use fixed prices sparingly because if the purchase price changes, the fixed price doesn’t change automatically and has to be changed manually.

Drugs / Merchandise  
There are two main groups of drug. The one group consists of generic medicine that are registered under act 101 where the mark-up % in most cases is 100% and the other group is the rest where the mark-up % is much lower like 35% in pet food and 50% in vet shop merchandise. Use the radio button to separate the two groups. The Income Statement and Cash Flow Report uses this field.

List as inventory item
You can print stock inventory report can filter on this field. You can untick the stock items that you do not want to include in the list. Untick items that you don’t keep in stock but want to retain on your pricelist.
Also see Stock inventory reports

How to add more information for the stock item

Click on the MORE button on the stock information window

Warning
Enter a warning message on these lines. If, for example, you know that this stock reacts to other medication, enter a warning message here. When you do a transaction and you select this stock item, Microvet will display a window containing this warning message.

Print label by default
Tick this box if you want the program to automatically print a label whenever you add this stock item to a transaction. Also tick the box in local setup to activate automatic label printing.
Also see How to set up your local setup

Label text
Enter the text that you want the program to print on the stock labels. Mark the check box in the local setup if you want to edit the label text just before printing.
Also see How to set up your local setup

Manufacturer, Supplier, Category and Business
Select each from a list. When printing a stock inventory the manufacturer, supplier and category can be used as filters. You can also print category and manufacturer sales reports. If you use different businesses and you select a business for a stock item, all the sales of this item will be allocated to the selected business.

You can add manufacturers, suppliers or categories to the lists if they do not appear on the lists.
Also see How to add a manufacturer

Also see Microvet Accounting: How to add creditor or expense account
Also see How to add and edit categories

Also see Stock inventory reports
Also see Stock sales reports
Also see Manufacturer sales reports
Also see Category sales reports

How to view the sales of a stock item for the last six months

Click on the SALES button on the stock information window

View the sales for the stock item for the last six months, as was calculated on the first day of each month. Quantity sold, cost to practice, amount it was sold for and total current quantity of all 5 locations will be displayed.

Note:  These values are automatically calculated on the first day of each month. Make sure that all transactions are completed at the end of each month before the new month dawns. Transactions that are backdated to a previous month will affect the stock levels but won’t be reflected in this report and this report will then be inaccurate.

How to edit or delete a stock item

Click on TARIFFS on the main menu
Click on STOCK
Click on EDIT STOCK or DELETE STOCK
Select the item

Use EDIT STOCK to look up and change stock information. Use the stock information screen to ADD, EDIT and DELETE BATCHES.

Click on TARIFFS on the main menu
Click on STOCK
Click on Reset all stock quantities to 0

This procedure requires level 5 access. This will reset the current quantity of all the locations of all the batches to 0. This is irreversible.

Click on TARIFFS on the main menu
Click on STOCK
Click on RESET ALL EDIT STOCK

If you get a message CAN NOT USE THIS ITEM WHILE ANOTHER USER IS USING IT, and you can’t use the item. Use this function to reset the stock in use flag.

Click on TARIFFS on the main menu
Click on STOCK
Click on BROWSE STOCK

This function requires level 5 access. Use this function sparingly. This function will give you direct access to the raw stock data. Alterations made here are not verified. It is possible to erase all the data from the stock file with this function. It is also possible to replace fields. You can use this option for example to change the VAT rate of all the stock items in one step.

Click on TARIFFS on the main menu
Click on STOCK
Click on VIEW ITEMS PER BARCODE

When you use your own barcodes, sometimes confusion sets in and the same more than one item can have the same barcode. Use this option to have a list of all the items with the same bar code.

Click on TARIFFS on the main menu
Click on TRANSFER  STOCK
Click again on TRANSFER STOCK

Use this option to move stock from one location to another. During this process the current quantity remains the same. A record of transferred stock items is generated. This record doesn’t reflect the stock levels, but can be used to reconcile stock in the five different locations.

Browse transferred stock
Use this option to inspect all the stock items that were transferred to different locations. This requires user level 5 access.

Delete all transferred records
It is pointless to keep the transferred records indefinitely. Use this option to delete all the records of transferred stock

List transfers per location
This report is a list of transfers for a certain location over a certain time period.

Click on TARIFFS on the main menu
Click on VIEW STOCK

Use this option to look up stock prices. It gives a list of all the active batches with the description of the stock item and the four selling prices. These prices includes Tax.

Click on TARIFFS on the main menu
Click on VIEW STOCK EXCLUDING TAX

Use this option to look up stock prices. It gives a list of all the active batches with the description of the stock item and the four selling prices. These prices excludes Tax.

Use this option to print many copies of a specific stock label.

Click on TARIFFS on the main menu
Click on BATCH LABELS
Select the stock item
Edit the text
(The address in the local setup will print on the label)
Fill in the amount of copies to be printed

Also see How to set up your local setup

This function has many filters and can be used to get different stock lists.

Click on TARIFFS on the main menu
Click on STOCK INVENTORY

This is a list of the current quantity of stock in the five locations

Click on TARIFFS on the main menu
Click on STOCK INVENTORY PER LOCATION

Click on TARIFFS on the main menu
Click on STOCK TAKE

This gives a list of all the batches with the 5 locations. Scroll down the list and enter the correct  number of stock items.

Click on TARIFFS on the main menu
Click on STOCK ORDER LIST

This is a list of stock items where the current quantity is below the re-order level.

Click on TARIFFS on the main menu
Click on STOCK LIST
 
This report gives a list of all the batches with the 4 prices and the total current quantity.

Click on TARIFFS on the main menu
Click on EXPIRED STOCK

This report gives a list of all the batches that have expired. 

TIP: To get a list of items that will expire in the next two months, change the system date of your computer two months ahead and run the report. Remember to change the date back to the real date. Don’t exit from Microvet and start Microvet wile the computer date is post dated because than it will start calculate the stock sales that it usually does at month-end.

Click on TARIFFS on the main menu
Click on LOST STOCK BATCHES

Use this report to get a report of stock that was lost over a period of time.

Click on TARIFFS on the main menu
Click on STOCK SALES

This is a list of stock sales over a certain period of time.

Click on TARIFFS on the main menu
Click on STOCK SALES LAST 6 MONTHS

This is useful to look at the movement of stock over the last 6 months.  

View the sales for stock items for the last six months, as was calculated on the first day of each month. Quantity sold, cost to practice, amount it was sold for and total current quantity of all 5 locations will be displayed.

Note:  These values are automatically calculated on the first day of each month. Make sure that all transactions are completed at the end of each month before the new month dawns. Transactions that are backdated to a previous month will affect the stock levels but won’t be reflected in this report and this report will then be inaccurate.

Click on TARIFFS on the main menu
Click on STOCK TRAIL

Select one stock item and get a list of clients and patient where this drug was.administered.

Click on TARIFFS on the main menu
Click on GENERIC EQUIVALENT
Select the stock item 
Also see How to add a stock item

Click on TARIFFS on the main menu
Click on STOCK AUDIT TRAIL
Select the stock item
Select a month

Use this report to reconcile a certain stock item. It starts with a starting quantity at the beginning of the month, plus all the stock purchases, minus all the stock sales and has a running balance of the stock quantity. This report has the same information of the drug register.

Click on TARIFFS on the main menu
Click on STOCK RECONCILIATION
Select a month

This is list of all stock items with a starting quantity, plus stock purchases, minus stock sales and a balance.

How to add a manufacturer

Click on TARIFFS on the main menu
Click on MANUFACTURER
Click on ADD /EDIT /DELETE
Type in the manufacturer's name 
Also see Manufacturer list report

How to use batches

The stock system has been changed. We had a few problems with the previous system:

• Each stock item had only one price. If the price of an item changes and you buy new stock while you still have stock of the old price, we had a problem.

• Each stock item had only one barcode. Sometimes the barcode can change while you still have stock with the old barcode.

• Each stock item only has one expiry date. When you buy new stock while you still have old stock, the expiry dates could differ.

• Each stock item only has one serial number. When you buy new stock while you still have old stock, the serial number could differ.

To correct these problems, we introduced batches. You can have one stock item in the tariff file with different batches. We have moved the quantity, price, barcode, expiry date and serial number to a batch file.

Types of batches
There are two ways of using the batches. The one way is by using open batches and the other is with closed batches. You can also use a combination of open and closed batches.

There are different types of batches:

Open   (type 1)
This batch works like the stock used to work. It is a continuous batch. When you buy new stock, the new quantity is added to the existing quantity of the batch. The selling price change, the barcode, expiry date and serial number can change. This type of batch is useful for stock items where the expiry date and serial number aren’t important for example with consumables like cotton wool, syringes and bandages. At the data conversion, all stock will be converted to a single open batch for each stock item. If your stock control isn’t accurate, this is the type to use. It will allow you to go into minus quantities. 

Closed   (type 2)
This is the most important batch type. Most stock items should be closed batches. When you buy stock e.g. 10 bottles of Euthanaze, you would create a new closed batch for this purchase. When you use it in transactions, the quantity will be subtracted. When there is 2 bottles left, you buy 10 more bottles. In the mean time the price has gone down. Now you will create another batch for Euthanaze at the new price. When you use Euthanaze again, you would use the stock from the first batch at the old price. When all the stock of a closed batch is used, the batch type will automatically change to SOLD OUT and you will NOT be able to use this batch again. Closed batched won’t allow you to go into minus quantities. This will force you to work accurately with stock.

 Broken                                    (type3)

 Missing                                   (type 4)

 Discarded                               (type 5)

 Returned to Supplier              (type 6)

 Sold out                                  (type 7)

How to add a batch

Click on TARIFFS on the main menu
Click on BATCH
Click on ADD BATCH

This function will seldom be used. Rather create a new batch when you enter the supplier invoice under accounting. .

Batch number
Enter the batch number here.

Expiry date
Enter the expiry date here. You can print a list of all the expired stock items.
Also see Expired stock report

Re-order quantity
Enter the quantity in the SMALLEST measuring unit that you order when re-ordering this stock item. If, for example, capsules come in sheets of 10, and you usually order 200 sheets, this quantity should be 2000 and NOT 200.

Barcode
Enter the barcode for the stock items if you are using a barcode scanner. The barcode scanner function is not part of Microvet’s initial features and can be purchased from BdS as well as the barcode scanner.

Re-order cost (excl)
Enter the TOTAL COST of the TOTAL RE-ORDER QUANTITY, TAX EXCLUSIVE. If, for example, you usually order 2000 capsules at a total cost of R 1 140-00, which is R 1000-00 excluding tax, you should enter this cost as R 1 000.

Unit cost
Microvet will AUTOMATICALLY calculate the cost by dividing the total re-order cost by the total re-order quantity and add tax.

Selling 1 / 2 / 3 / 4
There are four rates to choose from. Rate 3 is the default rate. Use this as the normal rate. Each selling price is calculated by adding the corresponding markup to the unit price.You may use rate 2 as a 10% discount rate. You can change the client information to a different rate, eg. a pensioner can be set on stock rate 2 and receive a 10% discount on all stock. The amount of discount will not be displayed on the invoice or statement. There are alternative methods to give discount when you do a transaction.
Also see How to use the different discount options
Also see How to add a client

How to edit any batch

Click on TARIFFS on the main menu
Click on BATCHES
Click on EDIT ANY BATCH 

This gives a list of all the batches.  Select the batch to edit.

How to edit batches from one stock item

Click on TARIFFS on the main menu
Click on BATCHES
Click on EDIT BATCHES FROM ONE STOCK ITEM
Select the stock item
Select the batch 

This function lists all the batches of the selected stock item.

How to delete any batch

Click on TARIFFS on the main menu
Click on BATCHES
Click on DELETE ANY BATCH  

This gives a list of all the batches. Select the batch to delete.

It will seldom be necessary to delete a batch. We don’t recommend deleting batches. If a batch has been sold out, keep the batch. Many reports read data from the batches. If batches are deleted some of the reports will be inaccurate.

How to delete batches from one stock item

Click on TARIFFS on the main menu
Click on BATCHES
Click on DELETE BATCHES FROM ONE STOCK ITEM
Select the stock item
Select the batch

This function lists all the batches of the selected stock item
It will seldom be necessary to delete a batch. We don’t recommend deleting batches. If a batch has been sold out, keep the batch. Many reports read data from the batches. If batches are deleted some of the reports will be inaccurate.

How to update batch descriptions

Click on TARIFFS on the main menu
Click on BATCHES
Click on UPDATE BATCH DESCRIPTIONS 

Batches has the same name as the stock item that they belong to. If you change the name of the stock item. The name of the batch will not change automatically. Use this function to update the descriptions of the batches to correspond to the stock description.

How to sell stock

There are different ways to sell stock. In each case an invoice is created. Services and Stock items can be added to the invoice. 

• Add Transaction
  This process selects a client and a patient and creates an ordinary invoice.

• Add Cash Sale
  This process creates an invoice for a client without using a patient. This is convenient for over the counter sales.

• Cash sale icon
  Click on the till icon on the toolbar to add a cash transaction for the default cash account.

• Barcode icon
  Click on the barcode icon on the toolbar to add a cash transaction for the default cash account and use a barcode scanner to add stock items to the invoice.

• Add Hospital Transaction
  Use this option for hospital cases.

• Queue Transaction
  Select a client from the queue to create an ordinary invoice

• Queue Hospital
  Select a client form the queue to create a hospital transaction

Click on TRANSACTIONS on the main menu
Click on TRANSACTIONS
Click on ADD TRANSACTION
Select a client
Select a patient
Click on STOCK
Select a stock item
Enter the quantity and select a batch from the list 

The quantity will be multiplied by the selling price to calculate the amount due for the item. The amount will be added to the outstanding balance of the client. The quantity will also be subtracted from the quantity stock on hand for this item.

TIP:  If a stock item is returned by the client, do the following: 

Add a new transaction
Add the stock item
Put a minus before the quantity and select the batch

This will credit the balance of the client and add the quantity back to the current quantity of the stock on hand. 

Also see How to add a Transaction
Also see How to add a Cash Sale
Also see How to add a Hospital Transaction
Also see How to add a Queue Transaction

How to buy stock

This is the opposite of selling an item, but works in a similar way. This process makes a copy of the supplier invoice.

Click on ACCOUNTING on the main menu
Click on TRANSACTIONS
Click on ADD TRANSACTION
Select an account
Click on STOCK PURCHACE
Select a stock item
Enter the quantity and select a batch from the list
Enter the amount of the items purchased

This process will add the quantity to the current quantity of the stock on hand. It will update the selling price of the batch. It will add the amount to the balance of the supplier.

How to do a stock control

It is important to control the number of stock items that you keep in stock. When stock is sold, the quantity decreases and when stock is bought it increases.

• Security
  Keep the staff on user level 2 or 3. Don’t give your own password to the staff. Change your password on a regular basis.

• Delete Stock
  There may be stock items on your list that you don’t keep in stock and don’t want on the list. Use the Browse Stock function to scroll down the list and Delete all the unnecessary items.

• Stock Take 
  Do a stock take to get the correct stock quantities

• Stock Information
  Get the stock information up to date. 
     - Link each stock item to a Category, Manufacturer, Supplier and Business
     - Set the VAT rate, Mark-up % and Fixed rate
     - Check the boxe for Keep as Inventory Item
     - Check the button for Drug / Merchandise
     - Set the ideal quantity
     - Set the correct selling price

• Debtors Transactions
  Do a transaction for each stock item that is sold.

• Hospital and private use
  Add a new client for the hospital and for private use. Do transactions for each item that is used.

• Creditor Transactions
  Enter each Invoice from the Suppliers. Check the stock information and selling price every time you enter a supplier invoice.

• Stock Sales
  Use this report to look at the sales of stock items.

• Stock Inventory
  Print a stock inventory on a regular basis and compare it with the stock on the shelf.

• Month-end
  Enter all the transactions of the previous month before the first day of the next month.

• Stock Sales Last 6 Months
  Use this report look at the sales history and base the ideal quantity on this report. If you sell one or two of an item per month, you only have to keep one in stock. If you sell 10 per month, you have to keep at least 3. if you sell 40 a month, you have to keep at least 10.

• Stock Reconciliation
  Use this to see if the stock balances. The recon column should be 0.

• Stock Audit trail
  Use this to investigate stock items that don’t balance.