Details Tab

The details tab gives you a detailed overview of all inventory. In the summary section at the top, you’ll see:

Count- Total number of line items in stock (not units/quantity)

Total Value- Total price paid for everything in stock

Expiring- Alerts you to any products that will expire soon. Clicking the add filter button will filter your list to only show these products.

Stock Alert- Alerts you how many products are running low on stock. Clicking the add filter button will filter your list to only show these products.

Below the summary, you’ll see the details of you inventory broken out by item. An item in your inventory is a specific lot, if you are tracking the product by lot #, or at the product level if you are not tracking lot #s. The search function can be used to search for a specific lot #. Below the search bar there are also filters that can be used to filter your list and quickly find the results you are looking for.

Product- Filters by name of product (e.g. Botox, Kysse)

Category- Filters by the category the product belongs to (e.g. injectables, skin care)

Vendor- Filters by vendor (e.g., Allergan)

Location- Filters by which location a product is assigned to (for multi-location practices)

Archived- The filter is defaulted to “false” to show all products that are not archived. An archived product cannot be added as a consumable to a service, or sold as retail. Changing this filter to “true” will show everything that is currently archived.

Below the filters is the master list of inventory. It is organized by name of product, vendor, item (lot #), the assigned location, and quantity. If quantity needs to be changed, simply click on the number and a pop-up will appear prompting the user to enter the new quantity and select a reason for the change in the dropdown.

Received new inventory- You just got a new shipment of a retail product, taking your stock from 3 to 12 (put in 12)

Manual adjustment- Did a hard count and needed to minorly change the amount (e.g. counted 4 instead of 5)

Shrink- Had a lot expire, vial break, etc.

To the far right of any line, alerts (expiring or low stock) will appear.

Purchase Orders Tab

Here you will see a complete record of all purchase orders that you are tracking through Prospyr. They can be searched by order ID (order ID is unique to Prospyr). There is also a filter for archived purchase orders (defaulted to “false” to show POs that are not archived).

Order ID- Prospyr generated order number used to identify a purchase order

Date- Date the PO was created

Cost- Total cost of the PO to the business (wholesale cost)

Status- Denotes whether a PO is ordered, received, partially received, a draft, or canceled. Can be edited as the status changes.

The eye icon to the far right is where you can see an overview of the PO, and make any edits as necessary.

From edit purchase order, you can enter a custom order number, change the product, change the vendor, edit the associated consumables, add a note, or archive.

Vendor Order Number- Here you can enter a custom order number such as the order number assigned by the vendor

Product- Choose a product to add to the purchase order. The product must be added to products and vendors in order to appear here.

Vendor- Choose a vendor to add to the purchase order. The vendor must be added to products and vendors in order to appear here.

Status- Choose the PO’s current status. This status is manually adjustable between ordered, received, partially received, canceled, and draft.

Cost- Automatically calculates the total cost of the purchase order (wholesale price)

Consumable- Once the order is received, attach the correct consumable here. You can search by lot # to find the correct one.

Note- A custom note can be added to any PO

Archived- If archived it toggled on, this PO will not be considered active and the consumables will not be available for use

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Transactions Tab

This tab shows a detailed history of all product movements related to your inventory. It will also display product movement within appointments. To access the appointment associated with the transaction, you can click directly onto the appointment in the “to” column. There are filters under the search bar that can be applied to filter the list.

Item- The item that was moved

Quantity- The amount of the item that was moved (can be different from total quantity of inventory)

From- The location it got moved from

To- The location it got moved to

User- The person who initiated the transaction

Date- The date the transaction was executed

Eye icon- Gives more details about the transaction

Three dots- Allows you to view product and see more details about the item moved

Unallocated Items

This tab shows items that are not currently assigned to a location. Also known as “backstock”. The items that appear here cannot be used as consumables during an appointment, or sold as retail. There is a search bar to easily find what you are looking for, as well as filters underneath the search bar to filter the list.

If you have multiple locations and store products in a warehouse or distribution center before allocating them to specific locations, you can add inventory directly to the unallocated pool until it is time to distribute it.

If you receive inventory directly to a location, you can bypass the unallocated pool.

Product- The name of the product and lot # (if applicable)

Vendor- Product manufacturer

Original Quantity- The quantity of the product that was originally ordered

Current Quantity- The quantity of the product currently on hand

Eye Icon- Gives more details about the product

Moving Inventory from Unallocated Items

From unallocated items, click on the eye icon. Then, in the pop-out drawer click “more”. This will bring you to the pictured item details screen. From there, click “new+” in the upper right corner. Click transaction. This will bring up the create inventory transaction pop-out drawer as shown.

Origin type- Where the product is coming from. If you want to move a product from unallocated to one of your locations, you would select “unallocated” in the dropdown. If you want to transfer a product from one location to another, that can also be done by following the same steps, and choosing location, then the current location as origin type.

Destination type- Where the product is going to. The options are user, location, and shrink

User- Transfers the product to a specific person. Only that person will be able to use it.

Location- Transfers the product to a location, and any provider can use it as a consumable or retail.

Shrink- Records the loss of the product (damaged, expired, used for training, etc)

After selecting the destination type, you can enter the quantity you’d like to transfer and add a note if needed. Click save to complete the process.

How to Add New Inventory

Step 1: Click the “New +” button

Step 2: Select “Item” (IMPORTANT: If you are tracking an item by lot #, take care to scroll down to the “metadata” field and add the correct lot #)

Step 3: Enter the product (IMPORTANT: Product must first be added to products and vendors otherwise it will not show here). Enter the vendor (also must be added to products and vendors). Toggle “add to location” and select the location you’d like to send the inventory to. If you want the item to go to your unallocated pool, do not add it to a location. Fill out the rest of the required information, then hit save.

Original Quantity- The quantity of the product that was originally ordered

Current Quantity- The quantity of the product currently on hand

Cost- The cost to the business

Metadata- If enabled, this is where you will enter any custom fields (i.e. lot #)

Is expirable- If the product has an expiration date, toggle this on

Should warn quantity- If you want to receive a notice when stock is running low, toggle this on

Archived- Archives the product and makes it non-usable