Provet Cloud has unique sections for managing your item list (item prices) and your stock inventory. If your clinic is using Provet Cloud for invoicing, management of the item list will be mandatory, while the use of stock functions is optional, but recommended.
You can access the item list by navigating to Settings > Items & Lists > Items. Similarly, you can find a dedicated stock management area from Settings > Items & Lists > Stock.
Item list logic
All items you can create and sell within Provet Cloud are gathered into what's called an item list. When a new Provet Cloud account is opened, there will be one default list in place, which is empty with no items in it (unless some data migration work is done beforehand).
If your organization has multiple departments (usually that means clinics), it is also possible to use more than one item list (usually one for each department). You can find the lists from the items' page mentioned in the introduction, from the section named "Item lists".
Additionally, the item list can be divided into custom subgroups, if needed. Using subgroups is optional, but recommended because it provides easier reporting and item management. Each item can belong only to a single subgroup. Subgroups, however, can be defined to have multiple levels, meaning a parent subgroup can have multiple subgroups within it.
Subgroups can also be managed from the items' page, under the section "Item subgroups". To create a subgroup, use the blue "Add" button. To view, edit or remove a subgroup, use appropriate buttons on the subgroup rows.
Each item also has a technical type - which can be either a procedure, medicine, supply, food, or a laboratory item. Each item type has a different item profile with different data fields and options. For example, a medicine item can be marked as a vaccine, while a food item cannot.
Managing items and pricing
Creating a new item
To create a new item, navigate to the items' page as mentioned in the introduction. Next, select the green "Add item" menu from the top right side of the page, and select the item type you want to create. As mentioned above, different item types have different information options.
Each item requires at minimal a name, however, there are many other options and data fields that can be completed. Please refer to the item profile reference article for additional information. Once you've defined the item name (and other data about the item, such as the price), you will select the blue "Save" button to save the item. At this point, the item has been created and is in your item list. Meaning, it is available for use and can be added during consultations and invoicing in Provet Cloud.
Editing or removing an item
On the items' page, you can use the top section to search and find existing items in your item list. Use appropriate filters to refine search results. You can use the white pen button on the item row to edit an existing item, which opens an editing prompt similar to the creation dialogue. You can also archive an item using the whit trashcan button.
Viewing and managing stock levels
Viewing existing stock levels
To see items along with their stock levels, go to the stock page by following Settings > Items & Lists > Stock. Use the search field and appropriate filters to find the items you are looking for. The stock levels are displayed within the item rows as both packages and units. To view an extended stock log of an item, select the white "graph" button. This will open the stock log for the item in an additional prompt.
Before adding items to stock, you should set up your wholesalers in Provet Cloud. To do that, go to the "Wholesalers" section at the bottom of the stock page and use the blue "Add" button to add and define the wholesaler information. You can also, as usual, edit or remove existing ones using the white pen and trashcan buttons on rows.
Adding items to stock
Adding items to stock will depend on your actual workflow with wholesalers. Consult Provet Cloud Support if you have not ordered implementation or training about this section.
- If you are creating orders from Provet Cloud, use the blue "shopping cart" buttons on item rows to add items to orders, or use the blue "Add order" button under the "Product orders / Purchase invoices" section.
- If you are entering purchase invoice data manually into Provet Cloud, use the blue "Add purchase invoice" option under the "Product orders / Purchase invoices" section.
- You can also just manually add amounts of items to stock by using the blue item entry button on the item row on the stock page.
Removing an item from stock or correcting a stock quantity level
If you need to manually remove an item's quantity from stock (it was not sold using an invoice), you will use the blue plus button on the item row on the stock page to create a manual item entry.
A dialogue prompt will open where you have the option to add or remove a quantity or set an item quantity level (inventory check).
What are the main options to customise the features?
Selecting the active item list
Under the department settings, there's an option to select the default item list for each department. Relevant if your Provet Cloud has multiple departments.
The department settings page has a separate "Stock settings" section that can be used to control stock behaviour.