Stock Item Characteristics (advanced)

Once you have decided on your operating structure you are able to setup your inventory items in your online Inventory Register in preparation for using the stock system. This will involve deciding on the product characteristics to use and apply to each stock item. This will include the description, stock code, the setting of minimum reorder stock levels and more. 

It is important that each stock item is clearly named and has a unique code. This is important for maintaining good organisation of your stock area. It also lets others quickly find a needed item. Goods being received can also be quickly and correctly stored, and it helps avoids duplication of stock ordering and usage selection mistakes. 

To help in this setup the Inventory system will automatically allocate stock names and codes when you import items, should you wish to use this functionality. You are also able to edit these at any time. The stock numbering system will always recommend the next available numeric number based on the last stock number used. So for example, if the system assigns the stock item number A436, then the next assigned number will be A437. 

Please note, when the system allocates a Stock Name it uses a generic description for items and avoids too specific a description such as a brand name. This is because it assumes that different brands can be used, and if they are interchangeable in use, there would be no need to track usage by brand. However, if tracking of stock usage is needed by brand, or another characteristic, then separate stock items can be created for each type of characteristic. 

The system automatically updates the order catalogue / basket with a low stock warning when usage falls below the minimum quantity level. This level is initially set with a default level of 1, and can be amended when a stock item is created or amended later.

We recommend that the minimum stock quantity be set to a value above 1. This is because there is normally a delay between purchase order issuance and delivery date of at least one day, and this therefore allows for usage during that intervening period. 

The Restock Level is an indicator that appears in your Private Catalogue/Shopping Basket stock indicator popup and indicates the amount of stock typically used between ordering dates. So, for example if 10 boxes of gloves are normally consumed during the month, and ordering is done once a month, then this figure would be set to 10.

For further details go to the guide on Setting Minimum Stock Levels and Reorder Levels.

Typically, goods from suppliers are purchased and arrive in a variety of pack sizes. However, usage is typically in single units. Thus, when goods are ordered through your private catalogue/shopping basket the inventory system will automatically adjust your stock usage to whatever your normal usage quantity is even if different from your purchase order pack sizes. So, for example, if you buy boxes of sutures, they can come in a variety of pack sizes such as 12, 24, 36 and 48 packs. If your usage is in single items, then your inventory will update and give you the total stock level based on single usage, even if you purchase in a variety of different supplier pack sizes. So, if your usage of an item takes place in another size, such as in pairs, then your Use Quantity would be set to 2. 

In summary, when you create a stock item you will need to enter the correct usage quantity for each item. This is normally a unit of one and the system is set to default to that level, so you may not need to adjust this setting. 

NHS Reimbursable Items are of key importance for non-dispensing GP surgeries. To help manage this area the system automatically tracks usage of NHS Claimable items, allowing proforma FP34 reports to be quickly checked at month-end with scripts on hand, and to identify missing scripts, potentially saving many hours trying to do it manually.

For this function to work it is necessary that claimable items are identified in inventory. This normally takes place automatically when importing items from your shopping basket into inventory. You can however import any item manually and then identify it as an NHS Reimbursable by viewing and editing the item. 

Once claimable items are included in inventory the system will track usage and you can run the Activity inventory report at any time for a selected period. If you are using QR codes for recording usage, and you are looking for missing scripts at month end, the report can tell you the date and time an item was used, who used it and in which location it was used (if you have locations enabled). With this information it becomes much easier to identify the missing script.

To help you complete your preparation work you may wish to print a list of stock items to discuss with others to identify the stock characteristics you will need when you populate your stock register for the first time. Most importantly these should address minimum quantity and Restock level. There are a couple of ways to do this. 

1. Using your shopping basket/private catalogue (new basket version) of items you normally purchase, use the left column, the favourites tick boxes, to select and display those items of interest. To simplify the list, you can hide any unnecessary columns using the column display manager at the top left of the page, and then print the list, or copy and paste it into a spreadsheet. 

Alternatively, if you have already imported your items into your Inventory Register you can view your items in your Inventory Register, hide or display different columns as needed and then print that view or export to a spreadsheet.