STOCK CONFIGURATION DESKTOP

To access the stock file options, click Settings on the Assisi Desktop and click the Stock tile to display the Stock File Setup Desktop.

This allows you access to the following options:-

STOCK FILE

This displays each product set up for sale – showing the stock code, stock description, stock holding and the price.

To Search for an Existing Product

To filter the list of products:-

Type all or part of the description in the Description field, and/or
type in part, or all, of a stock code; or
type any word/s that appears anywhere on the stock file. Multiple words can be included, separated by a space. For example, if you have a sales analysis classification of Food, then typing Food in the Anywhere box will filter for all products that have that classification code, even though the sales analysis classification is not displayed on the initial list of products.
The Any, All and Phrase check boxes relate to the Anywhere box and allow you to further define the search criteria.
Press the Enter key or click the Refresh tile to display the filter results.

This will display all products that meet the specified criteria. The searches are containing searches, ie all products that contain the text, anywhere in the field, will be displayed.

To redisplay the complete list of products

Clear the entries in the filter box and click the refresh button.

You can double click with the mouse to both highlight and select a product at the same time.

OR

Move the highlight bar to the product that you wish to select.
The highlight bar can be moved up and down the list with the Up > and Down Arrow keys.
The Enter key can also be used to move down the list.
You can left-click on a product with your mouse to highlight it.
Click the Tick to display the Stock Maintenance screen for that product.

To Add a New Product

There are two choices for adding new products – you can base the new entry on a product contained in your supplier catalogue or you can add the product manually.

To Create a New Product from your Supplier Catalogue

Click the + tile.

Step 1

In the Search Catalogue For box type in either part of the description of the product or part, or all, of the wholesaler’s code (containing searches).
Select the product from the search display screen.

Step 2

Type in a new Assisi stock code for the product and click the brown tick tile. This stock code must be unique. If the code has already been used you will be prompted to select another code, otherwise:
Click the green continue tile to display the new product details. The Stock Code, Description, Cost Price, Supplier and Supplier Code will be auto completed.
Fill in the remainder of the configuration fields (see below) and click the green tick tile to save the new product.

To Create a New Product Manually

Click the Create Manually option.

Type in a stock code by which the product will be identified. This stock code must be unique – click the brown tick to check whether your selected code has already been used.
If prompted Stock Code Available, click the Continue tile to complete the setup of the product. The stock code will be displayed.
Click on each field and set up the product to your requirements. You can use the Tab key or click with your mouse to move to the next field.

Description	This is the description that will be displayed when you search for the product.
Invoice Text	This is how the description will be displayed on clients’ invoices. Quite often this will be the same as the Description field and you can copy and paste the text from one field to the other, but there may be instances where you wish the two entries to be different.
Alternative	This is a field reserved for you to identify an alternative product if this product is not in stock.
Outer/Inner Units	These fields identify how the product is bought (outer unit, ie bottle or pack) and how the product can be broken down for sale (inner unit, ie ml or tablet). Entries in these fields are validated and are set up from the Outer Unit and Inner Unit tiles on the Stock File Setup desktop.
Ratio	This is how many inner units there are in each outer unit, ie if the outer unit is a pack and the inner unit is a tablet, then the ratio is how many tablets are in a pack. It is important that the ratio is correct as this determines the price at which the inner/sub units are charged. If the product is sold only as an outer unit, leave the inner unit field blank and set the ratio to 1.
Apply Minimum Unit	If this box is ticked then, when you dispense less than a whole unit, the whole unit will be destocked.
Classification	Stock Sales Classification codes should be set up from the Stock File Setup desktop and these then become available for selection on each product. These are used to summarise stock sales and to identify which groups of products may require batch tracking to be enabled. Select the relevant Classification code for this product.
Generic	Generic codes can be used to further classify your products if required. This is an optional field and the generic code can be left at the default entry of 000 if preferred. There is a pre-installed list of generic codes to select from if you wish to use this feature but custom codes can be created if you prefer.
Animal Types	Tick the relevant animal types for this product. If you tick all of them, then the product will be available for sale on all animal types, ie Small, Large and Equine. If one of the check boxes is left unticked, then this product will not be displayed when searching for products to sell for that type of animal.
Manufacturer	Manufacturer codes can be set up from the Stock File Setup desktop and allocated to products as required.
Barcode	If you have compatible barcode scanners, you can position the cursor on this field and scan a barcode which will then enable you to scan the barcode on the product to identify it at the point of sale.
Suppliers	This field identifies your wholesaler and the wholesaler’s product reference. You can search their catalogue for this reference number by clicking the magnifying glass – the current price is also displayed on the search results. Selecting the product will automatically add the wholesaler and product reference.
Standard Cost Price	This should contain the cost price for the Outer Unit, excluding VAT.
Markup	Specify the percentage markup for this product. Once the markup has been added and you click on the Standard Price Field, the selling price will be updated accordingly. Note: You can set separate markups for different animal categories, ie large animal, small animal and equine for clients who are allowed nett nett discounts (see page 11). In these circumstances, any markup set up for a specific animal category will override this standard stock markup.
Price Group	This allows you to specify a particular price group for a product. It is not a markup code but to allow you to group items for pricing which might otherwise have the same markup percentage. It’s a free text, optional field.
Cash Discount	If you add a percentage discount to this field, the product will not be automatically discounted but this discount can be allocated at the point of sale if you choose to do so.
Tax Code	Select the relevant VAT code for this product.
Enable Nett Nett	Tick this box if you wish to enable this product to allow nett nett pricing according to what percentage/s has been entered into the Supplier, Manufacturer and Special Discount fields.
Supplier, Manufacturer and Special Discount fields	Discount values should be entered into these fields if you wish to allow nett nett discount for this product. The nett nett cost field will then be updated when you click on it.
Last Updated	When you run the supplier update routine, the date in the Last Updated field will be updated to show the date that the product was last updated.
Inner Surcharge	This field allows an extra surcharge (markup) to be applied when selling Inner (Sub) Units. Type in a percentage value if applicable. Note: The standard markup will be added first and the sub unit markup will be added to this already marked-up price.
Minimum Charge	This field allows you to set a minimum charge for the product – exclusive of VAT. You can overwrite this minimum charge setup for specific animal categories in the Special Values option (see page 11).
Dispensing Code	Dispensing codes are configured from the Stock File Setup desktop. If you select a dispensing code from this list, then the charge associated with that code will be automatically included at the point of sale. (See notes on setting up Dispensing Codes on page ###
Issue a Recall	It is possible to generate a recall reminder – in a specified number of weeks - for a product each time that it is sold. It is also possible to generate an expiry date for that reminder. The recall date will be displayed on the Recalls section of the General Notes on the Animal screen. Tick this box if you wish to generate a recall reminder for this product.
Recall Time	Type in the required number of weeks after the initial sale that you wish to generate the recall date.
Recall Expiry Time	Enter an expiry interval (in weeks) in the Recall Expiry Time field. This will generate an expiry date for the recall and once a recall has expired, the reminder details will be deleted from the Animal screen. The number of weeks in the Recall Expiry Time field will be added to the recall date to calculate the expiry date. When you are sending recall reminders, you will be able to base the reminders upon either the recall date or the expiry date.
Auto Reason Code (Venom Code)	If you add a Venom code to this product, this will be added automatically and stored against the animal’s history when the product is sold as a reason for the visit. See the User Manual for more details on Venom Codes.
Label Text	Any standard text that you type in this field will appear on a label every time that one is printed. This cannot be edited at the point of sale.
Hide in Searches	Click this box if you wish to hide this product in future searches. If users know the stock code, however, they can still sell the product.

Prevent Selling

Click this box if you wish to prevent anyone selling this product. No-one will be able to sell the product with this box ticked.

A message can be added advising why the items is prevented from sale.

Prevent Ordering

Click this box if you wish to prevent anyone re-ordering this product.

A message can be added advising why the items is prevented from ordering.

Medicinal	Click this box to signify that this product is a medicinal product. If charity rules have been set up on any of your Account Terms to apply zero rated VAT for medicinal products, then this applies only to medicinal products.
Allow Discounts/ Allow Settlement	Click on these boxes if you wish the product to be included in any discounts that have been set up for any of your clients. The Allow Discount box will allow any sort of discount, including settlement discount. The Allow Settlement box will allow settlement discount only. With these boxes unticked, you can exclude a specific product from ever being discounted.
Always Allow User Pricing	Tick this option if you wish to override a user permission that is set to not allow users to edit prices – for this product only.
Print Label	Click this check box if you wish a label to be printed by default for this product. You can overwrite this standard label print setup for specific animal categories in the Special Values option – see overleaf.
Maintain Stock Levels.	Tick this box if you wish to maintain stock control for this product. This means that you will not be able to sell a product unless it has adequate stock holdings. It should always be ticked for batch traceable products.

When the product has been configured, click the Save tile.

Nett Nett Pricing

Each product on the stock file for which you wish to allow nett nett pricing needs to be activated.
From the Settings tile on the Assisi desktop, click the > Stock tile.
Click the Stock File tile and select a product.
Click the Enable Nett Nett check box.
Type in the relevant discounts and the Nett Nett Cost field will > be updated automatically.
Click Save.
Once all of the products have been activated and the discounts configured, you need to identify which clients should receive nett nett discount. This is configured on the clients’ Trading Terms code.

From the same Assisi Settings desktop, click the Customer Setup tile and click the Trading Terms tile.

Select > each applicable trading terms code and click the Nett Nett > tile on the right-hand side of the screen.
From here, you can further filter the discount by Animal Types > and by either Stock Analysis Code or Stock Product Code.
In the Enabled Animal Types column, select the relevant Animal > Type/s for clients with that Trading Terms code and click > the green tick. If no animal types are > ticked then the discount will not be allocated at all, even if the > product has been included in the Enabled Stock Analysis or > Enabled Stock Items columns.
All of your Stock Analysis codes will be displayed in the > Enabled Stock Analysis column and all of your product codes > will be displayed in the Enabled Stock Items column.
Identify which products qualify for nett nett discount by class="underline">either clicking the relevant Enabled > Stock Analysis (which would then include all products with that > Stock Analysis Code) or by clicking the individual Stock > Product Code.
Click the green tick.

For products where nett nett pricing has been activated, you can also vary the markup for each animal type using the Special Values option.

Dispensing Fees

Dispensing fees can be added (automatically per product) to the work entry screen, or manually added/changed or removed at the point of sale. The description of the dispensing fee will be displayed in front of the description of the product and the charge added to the stock charge before VAT is added. Dispensing fees can vary according to the animal type.

They can be configured from the Stock System Setup desktop. Select Settings on the Assisi Desktop, click the Stock tile and click the Dispensing Fees tile.

To Edit an Existing Dispensing Fee

Click on the fee to be edited in the box on the left-hand side of the screen. This will display the settings for that code on the right-hand side of the screen. There is a Sub Units box on the bottom right of the screen – when this is ticked the display shows the settings for inner (sub) units and, when it is unticked, it shows the settings for outer (main) units.

Make sure that the sub unit check box is set as required and double click the animal type that you wish to edit. The edit screen will be displayed for that dispensing fee. Make any changes that you wish to make and click the Save tile.

You can display and edit the dispensing fees for other animal categories before closing the screen. Just select the category required, make the changes and click the Save tile for each category.

You cannot change from outer units to inner units, however, without first closing the screen by clicking the back button, changing the sub unit settings and double clicking the dispensing fee again.

Once the product details have been saved, the following options are available to be configured for this product from the right-hand toolbar.

Special Values

This option allows you to overwrite standard settings for Markup %, Minimum Charge and Label Requirements for different animal types.

Please note that:

Any variation in Markup % only applies to nett nett clients for that animal type.
Any variation in Minimum Charge and/or Label Requirements applies to all clients for that animal type.
With the product displayed, click the Special Values tile on the right-hand toolbar.

If you wish to store any values that are different to the standard values stored against the product, select the relevant animal category from the drop-down box and:
Markup %: Type in the percentage markup required for this animal > category - for nett nett clients only.
Minimum Charge: Type in the required minimum charge for this > animal category – for all clients.

Note: If either the Markup % or Minimum Charge is left at zero, then the standard setting will apply.

Label Requirements: Select the required label requirement for > this animal category for all clients.
Click the Save tile.

Quantity Breaks

This option allows you to set discounts according to the quantity of product sold. The product can be set up for as many quantity break levels as you wish.

Click the Qty Breaks tile.

Type in the first quantity break at which you wish the price to become discounted (outer units only).
Type in the discount to be allowed when this quantity is purchased.
Click the Save tile.
Continue in this way if you wish more than one level to be to be allowed, saving each level before entering the next one.

Meat and Milk Withdrawals

This option can be used to add any standard label text that applies to a specific species, including meat and milk withdrawal instructions. When a label is printed for that animal species, then that text will be included automatically, together with any standard label text already saved against that product.

Select the species from the drop-down box, type in the text and click the Save tile.

Stock Holdings

For products that have been marked to Maintain Stock Levels, this screen displays the stock levels per branch for the product. To filter for a specific branch, select the branch from the drop-down box.

It displays location, batch number and expiry date (if applicable), stock holding for that location, how many are allocated (eg uncommitted or in the batch).

Information

This option can be used to link documents to a stock item (or fee) so that this document opens automatically when that product (or fee) is charged. The document can then be printed.

It is possible to personalise this document with tokens that mail merge data into the document from the client/animal record and it can be stored in the animal’s digital folder.

(Please see the manual for more detailed information.)

Notes

This option can be used to link to a web address so that that web address can be accessed easily at the point of sale.

If no web address is entered, notes can be typed or pasted in and the notes can be accessed instead of a web address at the point of sale.

Type in the Web Address or Notes and click Save.

Branches

This screen is used to store ideal order levels for the product per branch and is used to generate an order for the branch based upon existing stock holdings as compared to ideal stock levels.

Special Prices

You can choose to automatically discount the cost of this product for a group of clients with a specific Terms Code.

Select a Terms Code.

Type in a discount value for that Terms Code.
Click Save.

SMS

If you wish to enable automatic text reminders for specific products, this screen will enable you to set the reminder details for the product and the message layout. Please contact Support for details and help with configuring this feature.

Track

Click this tile to list the stock movements for the existing product.

Import Wholesaler File

Stock Price Update Routine

Stock prices can be updated for any products that have a positive markup% value using your main supplier’s price update file for the following suppliers:

Covetrus, MWI and NVS

Support has also recently been added for the following Irish suppliers:

BiMEda, Chanelle and Interchem

C & M (Covetrus Ireland) This price file is provided in Excel and needs to be saved as a tab separated .txt file before it is run.

Having previously downloaded the file from your wholesaler, click the browse button and open the relevant file.
Select your supplier from the drop-down list.
The Update Stock File box will be ticked by default. Leave this ticked to update the cost price of relevant stock products.
The Allow Price Reductions box will not be ticked by default. Only tick this box if you wish to reduce your stock prices when the cost price has been reduced.
Click Import File.

Please Note: This will update prices of products, where applicable, and where:

the correct Supplier Name and Supplier Ref are specified on the > Stock Product Maintenance Screen and
the Markup % field is not set to zero.

Catalogue Reports

You can print the following stock catalogue reports once the price update routine has been run.

Price Changes

Additions to the Catalogue

Deletions from the Catalogue

Select Reporting>Monthly Reports>Wholesaler Catalogue Reports to print these reports.

STOCK CONTROL

You can select which products are subject to stock control routines in Assisi by clicking the Maintain Stock Levels field on the Stock Maintenance screen for each product where you wish stock control to be implemented.

If this field is ticked, then stock holdings will be maintained for each branch/stock location, ie you will not be able to charge out a product unless it is in stock.
If it is unticked, then no stock holdings will be maintained, and you will be able to charge out as much of the product as you wish.

Stock holdings are maintained by booking in stock as it is received (see Stock Received notes on pages 17 and 25 ), recording sales from the correct stock location and transferring products between stock holding locations (see notes on Stock Transfers on page 17) where applicable.

Branches can be created and stock locations defined within each branch. By default, each branch will automatically have one stock location – called the same name as the branch - but additional locations can be added within that branch, if required. Stock can be received directly into individual stock locations for the initial stocktake or, alternatively, all stock can be received into the default location and then transferred to other locations within that branch.

The Branch field on the client record (Customer Branch) defines which branch the client normally attends. Most reports can be filtered by this customer branch code.
The Branch field on the Consultation Header (Consultation Branch) defines the branch to which the financial transactions will usually be analysed.
The Stock Location field on the Consultation Header defines from which stock location the stock will be drawn.

Branches

To Add a New Branch

Click the Settings tile on the Assisi Desktop and click Practice Setup and Branches.
All existing branches will be displayed on the Branch Location Details screen. Click the New Branch link. This activates the branch details on the right-hand side of the screen.
Code: Add a code for the new branch – maximum 10 alpha-numeric characters.
Description: Type in a full description for the new branch (this can be the same as the code if no more detail is necessary).
Type in the contact details for the new branch.
Markup Variation: If you have more than one branch and you wish to vary the standard prices between branches, type in a percentage variation (numeric characters only – no percentage sign required).
make sure that the Allow Work box is ticked, otherwise the branch won’t be available for selection.
The Compliance SMS and Message Text fields relate to stock compliance reminders and can be left blank initially.
Click the Save tile.

To Edit/Delete Existing Branch Details

(You can mark a branch inactive as opposed to deleting it by removing the tick from the Allow Work box.)

Click on the branch to be edited/deleted.

Edit any of the existing details and click the Save tile or click the Delete tile to delete the branch.

Stock Locations

To Add a Location

As you create a new Branch, a corresponding Stock Location will be created automatically. This is the default location for that branch.
Click the Settings tile on the Assisi Desktop and then click Stock and Stock Locations.
All existing stock locations will be displayed on the Stock Location Details screen. Click the New Branch link. This activates the location details on the right-hand side of the screen.
Type in a Code and Description for the new location.
Select the default branch for which the new location is to be created. (Stock locations can be shared between branches, irrespective of which default branch is allocated to the location.)
Cancel Batch Tracing: Tick this box if you wish to disable batch tracing for all products for this location.
Waste Stock: Tick this box (and the Cancel Batch Tracing box) if you are creating a stock wastage location to which waste stock or stock discrepancies can be transferred. You will not be able to sell stock that has been transferred to a wastage location.

To Edit/Delete Existing Location Details

Click on the branch to be edited/deleted. Edit any of the existing details and click the Save tile or click the Delete tile to delete the branch.

Supplier Details

Click the Settings tile on the Assisi Desktop and then click Stock and Suppliers.

The existing suppliers will be displayed on the Supplier Details screen. Click the New Supplier link. This activates the supplier details on the right-hand side of the screen.
Type in the contact details for the new supplier.
Click the Save tile.

Initial Stock Holdings

If you are just starting to use the system in a live situation, all of your stock levels may initially be set to zero and you will need to book in existing stock quantities for those products where the Maintain Stock Levels option has been activated.

Click the Stock tile on the Assisi Desktop and click Stock Received.
The date will default to today’s date but this can be edited if required.
Select the Supplier from the supplier drop down box. (For the stock take, you can create a supplier called StkTake – see Supplier Details above.)
Select the Branch into which the stock is to be received from the branch drop down box.
Click the Add Line tile.
Stock Code: Type in or search for the stock item to be received into stock. The description will be automatically displayed.

Note: Type in the quantity to be received into stock. The unit will default to the main unit for the product and the price will (irrespective of whether you are booking in sub units) default to that for one outer unit.

If the product is batch traceable, type in the batch number and the expiry date.
Note: If that batch number has been received previously, the expiry date will default to the recorded expiry date for that batch – this date cannot be amended from this screen and any changes that you make will not be saved.
Click the Continue tile to add the product details to the Stock Received screen.
Repeat this process for each product to be received into stock and click the Process tile. If you exit the screen without processing the entries, the next time that you access that option for that supplier and branch, you will be warned that a previous stock received session was not processed and offered the opportunity to reload it. If you click Yes, the session will be reloaded and if you click No it will be deleted.

Stock Transfers

You can transfer products between Stock Locations.

If a location to which a product has been transferred -

is a stock holding location, ie the Waste Stock box for that location is not ticked, then the transferred stock will be available to sell from that location.
Is not a stock holding location, ie the Waste Stock box for that location is ticked, then the transferred stock will not be available to sell from that location.

To transfer stock from one location to another:

Click the Stock tile on the Assisi Desktop and click Stock Transfers.

Select the location from which the stock is to be transferred from the Source drop down box.
Select the location to which the stock is to be transferred from the Destination drop down box.
Click the Add Line tile.
Type in the stock code or search for the product to be transferred. The description will be displayed automatically.
Type in the quantity to be transferred and select the unit from the drop-down box. The price for 1 outer unit will be displayed – even if you are transferring the product in inner units.
The Batch Number box will turn red if the product is batch traceable and you will not be able to continue with the transfer unless you select a batch number from the drop-down box.
The expiry date will default to the recorded expiry date for that batch – this date cannot be amended from this screen and any changes that you make will not be saved.
Click the Continue tile to add the product details to the transfer screen.
Repeat this process for each product to be transferred from the same source location to the same destination location.
When all products to be transferred have been added, click the Process tile.
You will have the option to print a Stock Transfer Report once the process is completed which will display the total value of stock transferred.

Stock Holdings

Stock holdings can either be viewed from the product file itself or from the Stock Holdings option on the Stock Transactions Menu.

Click the Stock tile on the Assisi Desktop and click View Holding Detail.
Display and select the product to display the stock holding screen.
The stock holdings screen will display stock for the product at all branches. You can filter by branch by selecting your required branch in the drop-down list.
The Allocated field will display quantities of stock that have > been allocated but not yet processed (ie stock that is currently > uncommitted or batched but not yet processed).
The Holdings figure takes into account only stock that has been > processed.
Stock available at the point of sale will be the Holdings figure > less the Allocated figure.
The In Transit field has not yet been implemented. It is intended to be used for stock transfers between branches where the stock has been de-allocated from one branch but not yet booked in at the receiving branch.

NOTE: If the Print Later option has been selected at the point of sale and the label not yet printed from the Dispensary option, the stock will not be allocated, nor taken into account on the Holdings tab, until the label has been printed.

Stocktake

Once a product has been initially booked in using the Stock Received option, for future stocktakes, it is possible to take a snapshot of the current stock holdings of your products. Profiles can be saved of groups of products which can be loaded before a snapshot is taken.

The snapshot can then be displayed, showing existing holdings at the point the snapshot was taken, and allowing you to edit the snapshot quantities and process the changes to update the stock holding figures for those products.

To Create a Profile

Click Stock on the main Assisi Desktop and then click Create Stock Snapshots.
Wait for the stock file to load - all products will be loaded by default so this may take a little while.
Click the products to be included in your profile.

You can click any of the column headers to re-sort the products into alphabetical order of the column selected. Clicking the column header again will toggle between displaying the products in ascending and descending alphabetical order.

When you have selected all of the products to be included in your profile, click Save Profile.
At any point you can toggle between displaying all products or just those selected by clicking the Showing All/Showing Checked boxes.
Name your profile when prompted and click Save.
You can also create a profile by Sales Analysis Code.
Click By Analysis on the toolbar and select the analysis code/s > required.
All of the stock codes will now be displayed with the relevant > products ticked. Click Showing All on the toolbar and the > display will change to only those products that are ticked.
Click Save Profile on the toolbar and name the profile when > prompted.
To add or remove products from any profile, load the profile, make the changes to the selection boxes and resave the profile under its original name.

To Load a Profile

Click Load Profile, select the Profile Name and click the Select tile.
When you are prompted that the Profile has loaded, click OK.
By default, the entire stock file will be loaded with the relevant products already ticked – this would be useful if you wished to add or remove products from the profile by making your adjustments to the selected products and clicking Save Profile. To view just the products in that profile, click the Showing All label to toggle the display to just the ticked products.

To Take a Snapshot

NOTE: You can only have one snapshot per stock location at a time. A new snapshot for a stock location will overwrite any existing snapshot for that location that has not yet been processed.

You should take your snapshot, print out a stocktake sheet and carry out and record the actual count while no-one is booking out any of the products included in the snapshot. (For batched work, the snapshot figures displayed will take account of any products that were already in the batch at the time the snapshot was taken, just don’t edit any existing batched work or add new until the count has been completed.)

Once you have counted your stock and recorded the actual stock holdings as they were at the point you took the snapshot, you can resume booking out the products. Once the snapshot has been updated and processed, the system will calculate what stock was sold between taking the snapshot and processing the stock-take figures and adjust the stock holdings accordingly.

In the Create Stock Snapshots option, load the profile (if it is not already loaded), select the stock location and click Save.
The snapshot will be saved and be available for checking and modifying in the Stock Take Figures option.

To Print a Snapshot Sheet

Click Stock on the main Assisi Desktop and then click Stock Take Figures.
Select the stock location to display the last unprocessed snapshot for that location.

On the left-hand side of the screen will be displayed the Stock Code, Description, Main Unit, Sub Unit and Ratio for each product included in the snapshot. The computer-generated Main Unit and Sub Unit quantities will be displayed on the printed sheet, along with columns for you to enter the actual Main Unit Counts and Sub Unit Counts.

Click Print Sheet to print out a stocktake sheet and then count and record the accurate levels of stock for each product in the printout. Once this has been completed, you can continue booking out the products on the list and you can take your time updating the figures on the snapshot in Assisi itself.

To modify the Snapshot Figures

Once a product has been selected, it will be shaded in yellow to show that the line has been checked and, where appropriate, edited. Modifications are automatically saved line by line. You can, therefore, quit out of the Stock Take Figures option (without processing) and re-enter to continue modifying the stock holdings at a later time. Do not generate another snapshot for the same location, however, until the current one has been processed as any unprocessed quantities already added would be overwritten and lost.

Non-Traceable Batch Number Products

As you click on a non-traceable batch number product on the snapshot, the stored stock holdings for main and sub units will be displayed on the right-hand side of the screen, as they were at the time the snapshot was recorded. This also applies to products that have zero stock holdings.

The Main Count and Sub Count columns will initially be the same as the Main Unit and Sub Unit computer-generated quantities. If the counted quantities differ, click on the Main Count and Sub Count boxes for the product and type in the actual, counted stock holdings.

Traceable Batch Number Products

As you click on a traceable product, a stock holding line will be displayed for each batch number where the expiry date has not expired during the last 31 days.

There is an option to add an additional historic batch number to a product if that batch number is not already displayed. Click the tile to check whether the batch number is listed in the drop-down box. If it is not listed at all, then it will need to be booked in using the Stock Received option.

If there has never been any stock booked in for that product and no historic batch numbers exist at all, nothing will be displayed on the right-hand side of the screen when you click the product. If you wish to record stock for such a product, it will need to be booked in using the Stock Received option.

Processing the Snapshot

When all of the figures have been modified where applicable, click Process. Click Yes when you are prompted to confirm that you wish to process the snapshot and the adjustments will then be confirmed and written back to the stock file.

Any stock movements for products included in the snapshot made between producing and processing the snapshot will then be taken into account and levels adjusted accordingly.

Fix Expiry Dates

For those practices that are using full batch tracing on stock, the system is designed to only record a unique expiry date for each batch number, as logically all products with the same batch number will have been manufactured on the same date. Furthermore, all expiry dates should default to the last day of the month.

If you have downloaded more than one date for the same batch number, this can be fixed as follows:-

Click the Settings tile on the Assisi Desktop then click Stock and Fix Expiry Dates.

Products with the same batch number and different expiry dates will be listed in the Stock Code/Description box and will need to be fixed otherwise you will get an error message (Subquery returned more than one value …) should you attempt to select that batch number for sale.
Click on the product name and this will display the affected batch number.
Click on the batch number and this will display the conflicting dates.
Click on the batch number with the incorrect date, select the correct date in the Set Date To box and click Fix It. Remember to set the date for the batch number to be the last day of the month.
At the Confirm Date prompt, click Yes.
The item of stock will be removed from the screen once the dates no longer conflict.

ORDERING

You can transmit orders electronically to Centaur, NVS and Henry Schein. Your system must be configured by our Support Department before you attempt to send your first order.

Raising the Order

Click the Stock tile on the Assisi Desktop and click Maintain Order List.

Select the relevant Branch.
Click the Add Line tile to add stock to the order list.
Type in or search for the stock code for the first item of stock that you wish to order. The code and the description of the product will be displayed.
Type in the quantity required.
The supplier will default to the supplier saved against that product on the stock file but can be edited if required.
If the product is being ordered for a specific client, search for and select the client.
If you wish the order to be delivered directly to the client, click the Drop Ship selection box. (This facility is only available for Henry Schein currently.)
Click the Continue tile.
Repeat until all of the product lines have been added.
Quantities can be edited by clicking on the product and clicking Edit.
Products can be removed from the list by clicking on the product and clicking Delete.

Recommended Order

The system can generate a suggested order in one of two ways, based upon either:-

Existing Stock Levels; or
Stock Usage in Date Range

The recommended order, once produced, can be edited or added to if required.

Based on Stock Levels

To generate a suggested order based upon stock levels, your stock holdings must be accurate and the automatic ordering levels set up in the stock file. You can set a minimum quantity of main units that you wish to hold in stock and when the actual stock holding falls below this quantity you have the option to return to the minimum holding level or order a specified quantity.

To Set Up Automatic Ordering Levels – Stock Levels (preferred by most practices)

With the stock product displayed on the stock configuration screen, click the Branches tile.

Settings are stored per branch. Select the Branch.
In the Global box, type in:

Minimum: Type in the minimum quantity of main units that you wish to hold in stock, below which level a suggested order will be generated.

Order Quantity: If you wish to order a specified quantity when the stock holding falls below the minimum quantity specified, type in the number to be ordered. If this field is left at zero, then the suggested order will default to bringing back the stock level to minimum.

If these levels apply all year round, then the remaining settings can be left at zero (zero levels will revert to the global settings). If you wish to vary the levels for different months of the year, then type in the required levels for each month where these levels vary.
Click the tick to save the details and repeat for each branch.

Based on Stock Usage in a Date Range

This option allows you to search for products where a specified quantity has been sold within a date range and define an order quantity for those products that meet their criteria. It is a useful option for those practices where stock levels are not accurate.

Automatic ordering levels still need to be set up, but in a different way from recommending an order based on actual stock levels.

To Set Up Automatic Ordering Levels – Stock Usage

As with Stock Levels, click the Branches tile and select the Branch.

In the Global box, type in:

Minimum: Type in the quantity of main units that need to be sold before they are included on the order.

Order Quantity: Type in the quantity to reorder for those products that meet the selection criteria.

If these levels apply all year round, then the remaining settings can be left at zero (zero levels will revert to the global settings). If you wish to vary the levels for different months of the year, then type in the required levels for each month where these levels vary.
Click the tick to save the details and repeat for each branch.

To Raise a Recommended Order

Click Stock on the Assisi Desktop and then click Recommend Order.

Choose your Branch and Supplier from the drop-down boxes.
Select Physical Holding or Stock Usage, as appropriate and click the tick. The products selected will be added to the Maintain Order List.
A message will be displayed confirming how many products have been added to the order list. Click OK.
You can revise the products that have been added to the list by selecting Maintain Order List from the Stock Transactions menu.

Sending the Order

Select Send Order from the Stock Transactions desktop.

Your wholesaler and the number of products contained in the order list will be displayed on the screen. Click this to begin transmission of the order.
If your wholesaler provides an order received confirmation, once the order has been received an acknowledgement will be displayed on the screen which can be printed if required. (HSAH and NVS provide an order received acknowledgement but Centaur currently does not.)

Booking in the Order

When the order is received, select Stock Received from the Stock Transactions desktop.

The location for each product included in the download will be the default location for the branch specified in the header. This can be amended for an alternative location for that branch if applicable – or the products can all be downloaded to the default location and transferred to a different location using the Stock Transfer option.
Confirm the date, supplier, branch and stock location and:
If your wholesaler provides you with a digital download of the > products contained in your order, click the Download tile; or
if your supplier is Centaur and, you have a scanner configured, you > can scan the Centaur Tote to book in the stock contained in the > order. Click the Tote tile.
Otherwise, click the Ordered tile, which will import your > outstanding products on order.

Note: You will be alerted to any products that are included in the download/scan but are not on your stock file. These products cannot, of course, be processed as received but you will have the opportunity to print out a list of such products. These would need to be added to your stock file and stock quantities booked in manually.

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Download

Your system will need to be configured by our Support Department to be able to take advantage of this feature.

You can automatically receive in stock orders that are available as downloads from your main supplier from the Stock Received screen. Once the file has been downloaded, this will display each product included in the download, together with batch numbers and expiry dates where applicable.

Check that the Supplier, Branch and Location are correct and click the Download tile to begin the transfer.

Once the download is complete, all products included in the download will be displayed on the Stock Received screen. You should check the details on the screen against the stock included in the order and amend, if applicable, before the order is processed. (Any products not in your stock file will need to be added to the stock file and booked in manually – see the note on the previous page.)
If a product is batch traceable and a batch number has not been provided, then the batch number field would be coloured in red to draw your attention to the fact that you need to enter a batch number and expiry date. This should only happen if you have products marked as batch traceable that your supplier does not consider batch traceable and therefore have not included a batch number in the download.
Check the products carefully against the delivery.
You can right-click a line and this will highlight, in green, the > quantity field to indicate that this line needs to be checked > before you process the stock as received.
If, after checking, a product is included in the download that has > not been delivered, delete this product from the Stock > Received list. It will then be considered on back order.
When you are satisfied that the list is correct, click Process to book in the stock.

Centaur Tote

From Stock Received, select Centaur as the supplier.

Note: Only one person at a time can connect to the scanner. A message will be displayed that the scanner is available unless someone else is already using it, in which case it will prompt that the scanner is not available at this time.
If a compatible scanner has been configured and is available, a Tote option will be displayed on the right-hand toolbar. Click Tote.
Scan the tote.
All products that are in your stock file will be displayed on the screen ready for checking. (Any products not in your stock file will need to be added to the stock file and booked in manually – see the note on the previous page.)
If a product is batch traceable and a batch number has not been provided, then the batch number field would be coloured in red to draw your attention to the fact that you need to enter a batch number and expiry date. This should only happen if you have products marked as batch traceable that Centaur does not consider batch traceable and therefore have not included a batch number in the tote.
Check the products carefully against the delivery. If a product is included in the tote that has not been delivered, delete this product from the Stock Received list. It will then be considered on back order.
When you are satisfied that the list is correct, click Process to book in the stock.

Outstanding

Check that the Supplier, Branch and Location are correct and click the Ordered tile to display the products. If you select this option, all outstanding products will be displayed on the screen.

Check that the quantities that are displayed agree with the order received and delete any that are still outstanding. (Deleted products will remain on back order and be included the next time that the Ordered tile is ticked.)
Add any relevant batch numbers and expiry dates.
When you are satisfied that the list is correct, click Process to book in the stock.
For products that have been placed on back order, delete these products from the Stock Received list and they will remain outstanding.

Note: You can manually add any other products at this stage if required by clicking Add Line before clicking Process

The products will then be added to Stock Holdings except, of course, for those products for which you have chosen not to maintain stock control.

Manage Back Orders

Outstanding products are taken into account when generating a recommended order, ie if it is already on order then it won’t re-order. If you subsequently cancel a product with your wholesaler, this option will allow you to remove a product from the back-order list.

Select Manage Back Orders from the Stock Transactions menu and select your branch.
Click on the relevant product and click Delete.

Contents

STOCK CONFIGURATION DESKTOP

STOCK FILE

To Search for an Existing Product

To redisplay the complete list of products

To Select a Product from the Filter List

To Add a New Product

To Create a New Product from your Supplier Catalogue

To Create a New Product Manually

Nett Nett Pricing

Dispensing Fees

To Edit an Existing Dispensing Fee

Stock File Toolbar

Special Values

Quantity Breaks

Meat and Milk Withdrawals

Stock Holdings

Information

Notes

Branches

Special Prices

SMS

Track

Import Wholesaler File

Stock Price Update Routine

Catalogue Reports

STOCK CONTROL

Branches

To Add a New Branch

To Edit/Delete Existing Branch Details

Stock Locations

To Add a Location

To Edit/Delete Existing Location Details

Supplier Details

Initial Stock Holdings

Stock Transfers

Stock Holdings

Stocktake

To Create a Profile

To Load a Profile

To Take a Snapshot

To Print a Snapshot Sheet

To modify the Snapshot Figures

Processing the Snapshot

Fix Expiry Dates

ORDERING

Raising the Order

Recommended Order

Based on Stock Levels

To Set Up Automatic Ordering Levels – Stock Levels (preferred by most practices)

Based on Stock Usage in a Date Range

To Set Up Automatic Ordering Levels – Stock Usage

To Raise a Recommended Order

Sending the Order

Booking in the Order

Download

Centaur Tote

Outstanding

Manage Back Orders