Product Setup

Adding products in Shepherd's inventory management system is a two step process:

  1. Create an inventory-specific product within the inventory management tool.

  2. 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:

  1. Open the product report (Reporting > Products)

  2. Filter by active products

  3. Download the list as a PDF

  4. 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:

  1. Type in the name of the clinic product you want to add

  2. Select it from the dropdown

  3. Confirm your selection

  4. Repeat for any additional products

  5. Click 'Save'

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:

  1. Open up the your clinic's product database (Admin > Products)

  2. Search for the product you want link in the inventory management tool

  3. 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,'

  1. Select an inventory product to link to from the dropdown (purple)

    • This will populate inventory product information below

  2. Insert, update, or validate pricing information (blue)

    • What to calculate the selling price per unit by

      • unit price

      • markup

    • The selling price per UOM

    • Dispensing fees

  3. Click 'Save' at the bottom of the page

  4. Repeat for all products you want to track in the inventory management tool

Inventory settings/pricing info

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