Adding products in Shepherd's inventory management system is a two step process:
Linking products from your existing product database to that inventory-specific product.
This process allows you to track one product across multiple applications. For example, products that are:
One physical product on your shelf, but listed as separate products in Admin > Products (think rabies vaccines)
Listed under admin multiple times due to price differences
Tip: Getting your inventory set up in one go can feel really daunting. If that's where you're at, our inventory expert Nicole recommends adding products as you add them.
Step One: Creating an Inventory-Specific Product
The inventory-specific product gives you added flexibility in what kinds of products you track—as well as how you track them.
You can use the inventory specific product as a way to track a single product in your database, or as a sort of umbrella product, which allows you to track multiple variations of the same product.
To create one, navigate to the products section of the inventory management tool (Inventory > Products) and click the 'Add New' button.
This will take you to the New Inventory Product section (we have some tips below you might want to check out before you start). Here, you'll need to add info about:
Name: individual product name, or “umbrella product” name
Vendor: the vendor you order this product from (see our vender guide for more info)
Product location(s): where in your clinic this is stored (see our location guide for more info)
Unit Type: smaller unit of measurement (tablet, capsule, can, etc.)
Min. quantity: the minimum you want to have on hand
Max quantity: the most you want to have on hand; anything over this will be overstock
You can filter by max quantity to see if there’s anything you can return (like food) and free up some space
Reorder point: the point you want to be notified to order this product
Can be different than minimum quantity if you want to make a buffer (useful for high-volume/more volatile items that can spoil or are temperature sensitive)
UOM: larger unit of measurement (bottle, box, case, etc.)
Units: number of units in the UOM
Order quantity: the quantity you want to order each time you place the order
Cost per UOM: how much you purchase the product for from the manufacturer
Initial Count: starting number currently in stock
Note: this is across all locations
The inventory-specific product section.
Tips for Inventory Products
1. To save time and ensure accuracy when making these products, print your active products in the product report:
Open the product report (Reporting > Products)
Filter by active products
Download the list as a PDF
Print the downloaded PDF
2. We recommend naming umbrella products a bit less specifically (i.e. Rabies Vaccine). For products that are one-to-one,
Step Two: Linking Your Clinic's Products
Adding Products from an Inventory Product
Once you've created your Inventory product, you can add clinic products straight from its page. To do that, scroll to the bottom, and in the Product List section:
Type in the name of the clinic product you want to add
Select it from the dropdown
Confirm your selection
Repeat for any additional products
Note: to adjust pricing information, you'll need to go into each clinic product and adjust it from there (see the section below).
Linking/Editing Products from Admin > Products
With your inventory product(s) created, you'll be able to link products in your clinic's product database. To start:
Open up the your clinic's product database (Admin > Products)
Search for the product you want link in the inventory management tool
Click on the product to open it
With the product open, set the Inventory Settings toggle to 'On' by clicking it.
Toggling on inventory tracking
With inventory toggled to 'On,'
Select an inventory product to link to from the dropdown (purple)
This will populate inventory product information below
Insert, update, or validate pricing information (blue)
What to calculate the selling price per unit by
The selling price per UOM
Click 'Save' at the bottom of the page
Repeat for all products you want to track in the inventory management tool
Inventory settings/pricing info