Non-Prescribed Inventory

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Non-Prescribed Inventory

You can add miscellaneous items (things you will sell that are not tied to prescriptions) to your pharmacy's records. These items can be added in the Non-Prescribed Inventory screen. These non-prescribed inventory items can be sold from the Checkout screen. These are considered over-the-counter items, so if you have a Pricing System set up with a default OTC pricing table, non-prescribed inventory items will be priced according to those settings.



How Do I Enter New Items?

oWhat is the Purchase Quantity?

oWhat is the Replacement Cost?

oWhat is the Average Wholesale Price?

oWhat is the Unit?

oWhat is the Wholesale Acquisition Cost?

oWhat is a Generic Cost?

oWhat is the Point of Sale Dispense Quantity?

Tracking Inventory

Where Are These Items Used?

How Can I Check My Pharmacy's On Hand Amounts?



How Do I Enter New Items?

1.Click on the Maintenance menu item.

2.Select Non-Prescribed Inventory. The "Non-Prescribed Inventory Maintenance" window will open.

3.Click on the Create New Non-Prescribed Inventory option.


You can also search for existing inventory items in the Search Non-Prescribed Inventory field.


4.Enter a Name and Description for the item (e.g., Coca-Cola, Soft Drink).

5.You can also enter the item's UPC code. If you enter this code, you will be able to select the item in the Checkout screen by scanning its barcode.

6.Enter any necessary pricing, quantity, and cost information in the appropriate fields. Some of these fields may apply more to drugs than to other sales items. For details on these fields, please see the information provided below.


What is the Purchase Quantity?

The Purchase Quantity is the amount included in one bottle of a medication.


What is the Replacement Cost?

The Replacement Cost represents the current cost of replacing the item.


What is the Average Wholesale Price?

The Average Wholesale Price (AWP) represents the suggested manufacturer resale price.


What is the Unit?

This field allows you to select the type of unit that is used for this item (Liters, Grams, etc.).


What is the Wholesale Acquisition Cost?

The Wholesale Acquisition Cost (WAC) represents the acquisition cost of the item to a wholesaler.


What is a Generic Cost?

The Generic Cost options are open fields that can be used to enter any amount that you choose. Rather than setting up a price table to calculate the cost of an item, you can enter the desired amount to be used for the item into one of the Generic Cost fields.


What is the Point of Sale Dispense Quantity?

The Point of Sale Dispense Quantity is the amount that is dispensed at one time from the Checkout screen. The amount that you enter here will be displayed as the "Package" amount in the Checkout screen when you add an over-the-counter item. For example, if the drug has a Point of Sale Dispense Quantity of "10," when you are adding the item in the Checkout screen, "Package of 10" will appear next to the Quantity field. This will let you know that by selling a quantity of "1" you are selling one package of ten individual items.



7.If you mark the Sold in Point of Sale checkbox, this item will be available to be added as a Miscellaneous Item in the Checkout screen.

8.To allow this item to be used in your system, make sure the Active checkbox is marked.

9.By default, the Track Inventory option should be checked. In most cases, this box should remain checked. For more information, see the Tracking Inventory section below.

10.If this item is FSA Eligible, mark the appropriate checkbox.

11.The Reorder Point is the level at which you want to reorder this item. When your inventory falls to this point, it will be time to order more of this medication.

12.The Stocking Level represents the amount of this item that you want to keep in your inventory. When you reorder this medication, you will order enough to reach this amount.


Both the Reorder Point and Stocking Level fields work in conjunction with Purchase Orders. You can generate a Purchase Order to order any items that fall below your set Reorder Points.


13.When you are ready, click Save.



Tracking Inventory

The Track Inventory option should be selected by default when you create a new Non-Prescribed Inventory item. ("Track Inventory" is also used automatically when drugs are added through the Receive Inventory or Drug Adjust screens.)


In most cases, this box should remain checked. Any items using the Track Inventory function will be monitored by ProPharm to keep track of their onhand quantities. Whenever you use the Receive Inventory process to add more of this item, ProPharm will add to the onhand amount. Likewise, when the item is dispensed, ProPharm will subtract from the current quantity onhand.


You can view changes to your inventory levels by clicking on the Inventory tab.


If you are editing an inventory item and choose to no longer track its inventory, you will need to click on the padlock symbol and then unmark the Track Inventory checkbox.


If you unmark the Track Inventory checkbox, the next time a change is made to this item's onhand amount, all of its inventory will be zeroed out. Future transactions for the item will not be calculated. Do NOT stop tracking inventory on an item if you think you will need to maintain records of its onhand amounts.


If you stop tracking inventory on a drug but then make inventory changes (through Receive Inventory or Drug Adjustment), ProPharm will automatically re-check the Track Inventory option for the drug. However, the new inventory will be added to zero, since previous tracking was turned off.



Where Are These Items Used?

Items that have been added to your inventory can be used in the Checkout screen. When you are helping patients pick up their scripts, you can click on the Add Item button. Then you can select any of the items in your Non-Prescribed Inventory list that have been marked as "Sold in Point of Sale."


NOTE: You can also add regular drugs (managed in the Drug maintenance screen) that have been marked as "Sold In Point of Sale."



How Can I Check My Pharmacy's On Hand Amounts?

By clicking on the Inventory tab, you can view inventory information for each Non-Prescribed Inventory Item that you have on hand.


Stock listed under the Inventory tab only applies to your current Pharmacy.


Select an item and then click on the Inventory tab. From here, you can view the list of adjustments that have been made to this item's inventory.


Inventory is adjusted when:

oScripts are filled (or returned to stock)

oChanges are made in the Drug Adjustment screen

oInventory is added through the Receive Inventory screen


For every time the inventory was adjusted, a record will be shown in the grid. If you click on one of the adjustment records, you can view the True Cost information for those specific drugs. (True Cost is the amount that a specific batch of medication cost your pharmacy. This amount will be used to calculate pricing for this batch of drugs.)


To add new inventory, go to the Receive Inventory screen and enter a new batch of medication. From that screen you can create inventory records and give the incoming inventory specific pricing and cost information.


See Also


SIG Dosages