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OASiS |
Contents
Introduction
Configuring Stock Control
Stock Control Options
Stock Control Order Forms
Stock Control (Workstation)
Stock Control Categories
Entering Suppliers
Entering Stock Items
Using Stock Control
To place an order
To receive goods
Using Retail Stock
Using Non-Retail Stock Items
Stock Reports
The View button
The Tools button
The Dates button
Additional Notes:
Introduction
The Oasis Stock Control module provides a method of recording and managing incoming and outgoing stock in the practice. It is linked to the Oasis invoicing system. It allows products to be sold through the invoicing screen and adjusts stock accordingly. It also supports barcode scanning if required.
It allows the generation of Purchase Orders and reports on stock levels etc.
To use the Stock Control module, you will need to do the following:
- Be registered for Stock Control (IN).
- Configure the Stock Control module using the Component Tools preferences.
- Add Stock Items to the Item Codes and Fees section.
- Add Suppliers to the Teledex.
- Set the switch in Invoice options #31 to "Y".
- Set the Invoices Workstation setting switch "Use barcoding" to "Y" (if using a barcode reader).
Once configured, you will be able to start using the Stock Control module.
Note: This document does not cover the use of the Stock Control module in a multi-branch practice scenario.
Configuring Stock Control
From the Oasis Main Menu, select Preferences, Component Tools.
Stock Control Options
Use this option to select a Purchase Order form within Oasis. By default, Oasis will use Form 90.
Stock Control Order Forms
This option is used to customise order forms for each specific practice. Note: If you have a logo file, you may not need to fill in the heading entries.
Stock Control (Workstation)
Used to set sort sequences for listing screens.
Stock Control Categories
Used to enter the various categories used for stock items.
Entering Suppliers
Select the Teledex option from the bottom of the Oasis main screen. Click New to add a new stock supplier and enter their details as per the example below. Ensure Field 12 "Stock Supplier" has a "Y". You can also enter stock suppliers from the Tools, Supplier Maintenance option in the Stock Control screen.
Entering Stock Items
To enter a stock item, select Preferences, My Money, Item Codes and Fees.
Click the New option and fill in the following three screen tabs. Once completed, click OK to save the new item. Please take note of the following:
Item Code - Should be a unique code – we recommend using a "/" at its beginning, but this is optional.
Private Fee - The GST inclusive (or exclusive) price of the item.
GST Flag - Set field #21 to "Y" if you intend to have Oasis record GST for this item.
HICAPS - If you can't claim this item through HICAPS, make sure field #29 is set to "Y".
Retail Item? - Set this to "Y" if the item is sold through the Oasis invoicing system.
Update Stock - Do you want this stock item to be updated if invoiced?
If your system is set up for barcoding, you can use a barcode reader to enter the barcode of the stock item. This will allow you to use the barcode reader within the Invoice screen to add stock items to the invoice.
Items can also be entered from the Tools, Stock Maintenance option in the Stock Control screen.
Using Stock Control
To use the Stock Control module, select the Component Tools Menu Icon and then select Stock Control.
This will display the Stock Control main Window. This main window lists Suppliers, Stock Categories, Stock Items and Branches (where multi-branch). Clicking a Supplier will display only the Stock Items from that supplier's catalogue. Clicking a Stock Category will further modify the Stock Item list by the chosen category.
The right side of the window displays order details and transaction details when orders are created or modified. A transaction history can be displayed for all individual stock items on the bottom right of the window. At the bottom left, the number of a particular stock item on hand is displayed for the current branch.
Where stock items are listed as retail, the Oasis invoicing system will adjust stock levels as stock items are sold. Non-retail stock needs to be entered separately as used.
To place an order
To place an order for new stock, click one of the Suppliers and select the New Order option.
The system will respond with the following prompt:
You will then be presented with the Stock Control main window. Click the Stock Code button to access the drop-down list of stock items. Enter a price (if applicable) and then a number ordered and click the Apply button.
When applied, the stock items ordered are added to the "Open" order in the box above.
Once an order is completed (all necessary items have been added) you can click the order header and "Place" the order.
You will be asked to confirm the order placement.
Once placed, you can elect to Email, Print or Receive Delivery or Close the order. Once closed, the order cannot be edited or changed.
To receive goods
To Receive Delivery, click the order header and select the Receive Delivery option.
You will be prompted to receive delivery of all ordered stock. If you click "Yes", all stock items will be marked as delivered. If you want to record a partial delivery of stock, click the "No" option to enter each stock item individually.
Where doing individual lines, click the line and select the Receive Delivery option.
Manually enter the amount of stock delivered.
If all stock items have not been delivered, leave the order as "Placed" until all items (including back-orders) have been delivered.
When all items are delivered, then close the order. Note: once closed they cannot be edited.
Using Retail Stock
This part of the stock module largely takes care of itself.
If an item is declared as retail, whenever an item is invoiced through the invoice system, the stock level of that item is adjusted by the invoice process. If a barcode scanner is present at the reception desk, you can use the scanner to automatically pick the stock code from the item being invoiced. You must use the ENTER key after scanning the item for Oasis to look up the description and price.
Note that stock items are usually preceded by a "/" which prevents them from being submitted to Hicaps. (You can also prevent items being claimed through Hicaps by setting field #29 of the Item code to "Y"). In the illustration above, stock of this item will be reduced by 3.
You can check this by selecting the Stock Module and then clicking the Stock Item to be checked and selecting the View Transactions option.
This screen will list all transactions for that stock item.
Using Non-Retail Stock Items
Where stock not sold through the invoicing system is to be used (Gloves, Cling wrap, Bibs, Burrs, Hand Pieces etc.), you need to adjust stock levels each time these items are taken from stock.
This is done by using the Stock adjustment option.
Open the Stock Control module and identify the stock item to be used in the Stock Listing. Note: you can filter the listing based on Supplier or Category.
When you click a stock item and select it, you will see a summary of the stock held in the box at the bottom left of the window. In the illustration above, the quantity on hand for Rubber Gloves – Medium is 148.
To take items from stock, click the stock item again and select the Adjustments, Stock on Hand option.
Enter a negative value (e.g. -5) into this window to remove from stock.
To view transactions relating to the stock item, select it and then select the View Transactions option.
This will display the transactions for the selected stock item for the defined date range. To change dates (either start or end) you need to click the Refresh button.
Note: In our example, we have taken 5 "Rubber Gloves – Medium" from stock. A transaction has been added and the Quantity on Hand has been adjusted accordingly.
Conversely, you can add stock items back into stock if required by using the adjustment option and entering a positive value.
Stock Reports
You can run a number of reports from the Stock Control module.
The Supplier Report is a listing of suppliers used by the Stock Control system.
The Stock Status Report lists stock items and their On hand, On Order, Reorder level and reorder quantity values. It can be filtered by supplier or by stock item.
The Stock Transaction Report lists transactions for a date range. It can be filtered by supplier or stock item.
The Purchase Order Report lists all Purchase Orders for a defined date range. It can also be filtered by supplier and or stock item.
The View button
The View button allows you to view orders at different stages – open, placed, closed or all.
The Tools button
The Tools button provides access to the Teledex function where Stock Suppliers can be entered or to the Item Codes and Fees section where Stock Items can be entered.
It also provides access to a Purge function which allows you to "purge" old stock records from the system.
The Dates button
The dates button is used in conjunction with the date range fields to the right of the button. You can select from one of the pre-defined date ranges offered by the button.
Note: when using the Dates button to select a range, make sure you click the Refresh button to the right of the date boxes to update the records being displayed.