HOW TO ENTER INVENTORY MASTER

Brief Overview

The Inventory Master Entry area of TPS2000 is designed to setup, track and help you manage the products which you resell to your patients. This form is for tracking all products that your practice sells. It will keep track of what is on hand, how much it costs, what it costs to re-order, the minimum that can be re-ordered, and which vendor to order it from.

To add a new inventory item to the list click on the “+” Plus Sign on the navigation bar. This will bring up an empty screen ready for you to start typeing.

Inv. Category: Choose from the list the categories the one in which this inventory item belongs.

Description: You have 22 characters to name the inventory item. List in order of most frequently used to least frequently used.

UPC Code: This is the Universal Product Code that is in the form of a bar code for this item. If you are not setup to use this as yet, don’t fill in anything.

CPT Code: The CPT Code (called HCPCS Code for inventory items. HCPCS Stands for Health Care Product Code for Supplies) you use most often for this inventory item. Special CPT Code needs for specific carriers will be handled later.

Source Location: The place from which the inventory is being sold.

Note: If you do not know this code for your area, contact the Insurance Commissioner’s office to obtain this data.

Source Type: For example: C for chiropractic or as needed on insurance forms.

Inventory location: The location within your office where this item will be found. This field is not necessary to be filled in, however, if you have an extensive inventory, it is helpful for ordering and restocking and even pulling sale items for this field to be used.

Unit Sale Price: The price you normally charge for the inventory item.

Primary Vendor: This is the vendor from whom you normally purchase this inventory item.

Vendor Item Code: This is the Vendor's code for this item.

Manufacturer: If you wish to track a particular manufacturer for this item, fill it in here (NOTE: often you may purchase a nutritional item from different vendors, but you want to be sure that you are always purchasing the item from the same manufacturer. If this is the case, you want to fill in this information).

Man. Product Code: This is the Manufacturer’s Product Code for this inventory item.

Min. Order Qty/Case Lot Size: This is the minimum quantity which can be ordered at one time from the vendor.

Re-Order Cost: This is the cost for re-ordering the product.

Re-Order Level: Re-order this product when you have a certain predetermined amount left on hand. For instance, If you know it takes two weeks to receive cervical pillows from your vendor and you normally sell five cervical pillows each week, then you would want to re-order that product when your stock is down to approximately 12-15. This way, you will never be without cervical pillows.

Re-Order Qty: This is the standard quantity you would order from the vendor.

Deductible: This box is normally checked. There may be a policy or two that have some special requirements (i.e. Exams are not subject to deductible) in this case, uncheck this box.

Once you have filled in all of the fields, either click on the “+” to add another item or close the table by clicking on the X in the upper right hand corner of the Inventory Item Detail box.

TO EDIT EXISTING INVENTORY ITEMS (Price Changes, Remove Items, Etc).

When you have entered the Inventory Item Detail area of TPS2000, the first inventory item will already be up and on the screen. To find another item you may either use the VCR arrows on your navigation bar to step through each item one at a time, or click on the icon “Show List of Records”. If you use the list option search the inventory area by either using the Page Up and Page Down keys, using the slide bar to the right of the screen, or type in the search grid. When you have found the item for which you need to make a change, double click on the entry to bring up this record. Now make any changed that is needed.

NOTE: Keep in mind, if you are changing a price or a CPT Code it will change the price for all carriers and polices EXCEPT where this item has been customized. Any policies in which you have customized either the allowed amount, CPT Code, etc (the item line appears blue in the carrier policy area of TPS2000) will need to be manually edited to show this new price and/or code change.