Food and Supply Item Settings

The following tables list the settings available for food and supply items.

See how to create a new item.

General

Item description

Field / Option Description
Name The name of the item. This information is required.
Print Name The print name to be shown on client-facing documents and can be edited on the invoice page. If you do not add a print name, the Name is used on printouts instead.
Code The item code can be used in searching for the item. The code can be changed at any time.
Barcode The barcode can be used in searching for the item.
Manufacturer The manufacturer of the item can be printed on disease-specific vaccine certificates. Otherwise, this field is internal and informational.
External reporting codes Custom reporting codes can be read or modified through the Provet Cloud Rest API.
Internal instructions Notes added here are shown only in the item dialogue when the item is added to a consultation. You can use this, for example, to add any information that may be important to know before dispensing or administering the food or supply.
Manufacturer data Any relevant information related to the manufacturer or the production of the food or supply added here is shown in the dialogue when the item is added or edited in a consultation.
Manufacturer URL You can add a URL, for example, to the manufacturer's item datasheet and add a scannable QR code on the food or supply label by using the [[food_url_qr_code]] or [[supply_url_qr_code]] placeholder on a label template. See how to add a link to an item datasheet on item labels.

Item options

Field / Option Description
Item list The item list you want to connect the item to.
Default usage method

How this food and supply will typically be issued on a consultation:

  • Administered: Use for food or supplies that are commonly administered within the hospital (for example, recovery food or bandage supplies).
  • Dispensed: Use for food or supplies that are commonly sent home with the patient (for example, food samples for dental disease or post-operative collars or shirts).
  • Prescribed: Use for food or supplies that are issued as a prescription to be dispensed by an external pharmacy (for example, prescription-only diets or insulin syringe supplies).
Item subgroup A subgroup for the item to be categorized to. Using subgroups helps to organise items for inventory management and reporting purposes. See how to create subgroups.
Performed by requirement Option for whether the Performed by field is required, not required, or based on the item’s subgroup when adding the item to a consultation. This setting is available when the Settings > General > Department settings > Enable consultation treatment item performer info setting is enabled.
Species The item can only be used for the selected species on consultations and treatment estimates. The available options depend on the currently active species list.

Visibility options

Field / Option Description
Hide on consultation When selected, the item is not visible on the consultation page and cannot be found using the item search on a consultation, invoice, counter sale, estimate, or item bundle page or using the super search.
Hide on consultation search When selected, the item cannot be found using the item search on a consultation page but is visible on the consultation page if added from a bundle or used as a linked item. The item is also hidden from the item search on consultation invoices. The item works with bundles.
Hide on counter sale search When selected, the item cannot be found using the item search on a counter sale but is visible on the counter sale if added from a bundle or used as a linked item. The item works with bundles.
Hide on ordering search If selected, the item cannot be added to purchase orders but can be added to and removed from stock. This can be used, for example, for items that are made in the hospital and never ordered from a supplier.

Attachments

You can attach documents to be included when adding the item to a consultation. The documents can be printed out to be shared with the client (for example, instructions on how to administer a food or use a supply (for example a ‘pill giver’) safely.

Stock and Pricing

See how to manage your stock.

Wholesalers

Primary and secondary wholesaler and item codes: Based on this information, the item can be added to a wholesaler’s purchase order. When you add the item to an order, the primary wholesaler is selected by default for the order.

Linked items

Field / Option Description
Linked items Items associated to this specific item. When an item that has another item linked to it is added on a consultation, the linked item is also automatically added.
Group on invoice printout If selected, the item is grouped to one row on invoice printouts if added more than once. The quantity and price of the item are hidden, and the sum and the totals are shown. A separate row is created for each patient.
Auto open linked item modal This option is available for the US market. When selected, the linked item is automatically opened when this item is added on a consultation.

Stock options

See also Manage Item Unit and Package Settings.

Field / Option Description
Package description A description of the package size, for example, bottle, carton, box, or case
Default usage size How the item is typically sold (as package or unit)
Shelf location The shelf location of the item. If the item is stocked in multiple locations, consider creating stock locations.
Unit description A description of the unit size, for example, sachet, bag, syringe, collar bandage, etc.
Units in the package How many units are included in one package, for example, the number of sachets of food in a box, or the number of giving sets in a box. Once a food and supply item has been used, this field can no longer be changed and a new item must be created.
Minimum usage quantity The minimum quantity that can be sold on a consultation or a counter sale. For example, a box of food (12 sachets) could be '1' for the minimum usage quantity. This setting is available when the Settings > Department > Enable minimum charge, prices and units setting is enabled.
Cubex integration This option is available if you use the Cubex integration. Select this setting for Cubex cabinet items.
Hide from stock reports Used for items that do not need to be managed using the Provet Cloud stock function and included in stock reports. This is typically used for items that are not ordered or received using the stock function, for example, food or supplies made in-house.

Alert level

See also Set Up Stock Alert and Optimum Levels.

See also Find Items Below Alert or Optimum Level.

Field / Option Description
Alert level The minimum number of packages that should always be on hand. Helps to identify stock items which need to be ordered due to a critically low stock level.
Optimum level (packages) The ideal number of packages that should be on hand. Helps to identify stock items which are below the ideal stock level but not yet critically low. This setting is available when the Settings > Department > Enable optimal stock levels setting is enabled.
Location alert levels Department and stock location specific alert and optimum levels (if stock locations are used in your Provet Cloud)

Cost centers

If cost centers are used, you can add the account number to be associated with the item. 

Pricing options

Field / Option Description
VAT group The VAT group for the item. This setting is required. VAT groups can be defined in Settings > General > VAT management.
Exclude from automatic discounts When selected, the item is excluded from automatic discounts (for example, discount schemes associated to a tag or item).
No department rates When selected, the department rates do not apply to the item.
No commissions When selected, commissions do not apply to this item.
Hide zero item row on invoice printout When selected, the item is not visible on printed invoices or estimates if it has a 0 price. The selling price of the item is automatically set to 0.00.

Pricing

Field / Option Description
Purchase price The price you pay for the product when you buy it from a wholesaler. The purchase price is calculated with and without the selected VAT. Note that adjusting the purchase price requires the 'Item selling price' permission.
Net purchase price Calculated based on Wholesaler discount %, Producer discount %, and Special discount %. This discount does not affect the client selling price.
Selling price Markup percentage is added to the purchase price to calculate the selling price. If a markup is not defined, it is calculated automatically based on the purchase price and the selling price. Disable automatic selling price calculation: If not selected, changing the purchase price updates the selling price. If selected, changing the purchase price updates the markup percentage.
Minimum price A minimum price below which the item cannot be discounted. For more information, see Set a Minimum Charge and Minimum Price for an Item and Overview of Sales Items in Provet Cloud.
Minimum charge A minimum charge that is always invoiced as the item's base price. If the total exceeds the minimum charge, the normal item pricing applies. For more information, see Set a Minimum Charge and Minimum Price for an Item and Overview of Sales Items in Provet Cloud.
Alternative prices Alternative prices can be used, for example, when selling an item by units instead of packages. For more information, see Add Alternative Prices for an Item.

See Also

Overview of Sales Items in Provet Cloud.

Create a New Item

Create Item Subgroups

Manage Item Unit and Package Settings

Set Up Stock Alert and Optimum Levels

Add Alternative Prices for an Item

Set a Minimum Charge and Minimum Price for an Item

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