Inventory Reconciliation
Inventory Reconciliation
Inventory Reconciliation will assist practices in verifying their physical inventory stock counts within RevolutionEHR and their actual ‘on-hand’ inventory are the same. This process is most efficient with the use of a scanner, however, for practices without this equipment, alternate entry of product information is available.
1. Ensure the appropriate practice location is indicated within the system's navigation bar. Example
2. Access the Inventory module.
3. Click 'Reconciliation' in the upper right corner of the screen. Printed Document Instructions
Reconciliation Dashboard
The Reconciliation Dashboard will display all "New" and "Counted" reports for the location that is indicated within the system's navigation bar. If reports with a status of "New" or "Counted" do not exist, text will indicate there are no reports matching this criteria. The blue header bar displays the search criteria that was used to obtain the results that are displayed within the grid. Example
Report Search
Simple Search:
• Does not require text input - click 'Search' and all reports will display. • This search field will search by report name only.
• All statuses {status options are New (previously named Open), Counted (previously named Finalized), Reconciled, and Cancelled} that match the search criteria will display in the grid.
• Change the location within the navigation bar to search for reports at different practice locations. • Click 'Clear' and the display will reset to all New and Counted reports.
Advanced Search:
• Search options are Location, Created On, Category, and Status {status options are New (previously named Open), Counted (previously named Finalized), Reconciled, and Cancelled}. • Click 'Simple Search' to return to default search view.
Begin Reconciliation
The plus icon, located in the upper right-hand corner, will allow the user to create a new reconciliation report, follow instructions for Create Report to begin Inventory Reconciliation.
Create Report
When an inventory reconciliation report is created, it will include all items marked as "stocked" for that specific location. Any changes made to physical inventory items in the Inventory Module after the report is created will not be reflected in that report. For this reason, it is our recommendation that reconciliation is performed during non-business hours.
1. Follow the instructions from Inventory Reconciliation.
2. Ensure the appropriate practice location is indicated within the system's navigation bar. Example
3. Click the plus icon in the upper right-hand corner of the screen.
4. Choose a product category within the dropdown menu and name the report. Click 'Create Report.'
Example
6. Access instructions for Report Stage 1 - Count.
Cancel Report
A report can be canceled within Report Stage 1 - Count and within Report Stage 2 - Review. Click 'Cancel Reconciliation.'
Report Stage 1 - Count
Before counting physical inventory, the report must contain at least one batch. A batch is what allows you to add items to the report and is an organized way to count your inventory.
General information to keep in mind when creating batches:
o Batch examples: Your practice most likely has different areas where inventory is stored. It might be appropriate to name a batch after a storage location as well as the type of product within that location, (e.g. Women's, Men's, Sunglass Cabinet, etc.).
o Batch names cannot be updated or edited once created. o Spell check is not enabled for the batch name field.
o Batches cannot be canceled or deleted. Note: Don't add items to a batch if it has been added in error.
o Item quantity within a batch can be updated until the 'Finished Counting' button has been enabled (step 2 in the "Finished Counting" section below).
o Items cannot be deleted from a batch. Note: If an item has been added in error, ensure the item quantity is set to zero.
Create Batch
1. Create Report, or, open an existing report. 2. Click 'Create Batch.'
3. Name the batch and click 'Create Batch.' Example
4. A tab with the batch name is added beside the tab for "Batches." The new batch is opened and inventory items can be added to the batch. Example
5. As appropriate to your situation, create additional batches for this report.
Add Items to a Batch
1. Open an existing batch or create a batch. Start the counting process through one of the following methods:
• Scan a UPC or SKU barcode: The system will automatically add the item count to the batch. Scan all items and the system will continue to add the items to the existing batch.
This method is highly recommended.
• Manually enter the UPC or SKU barcode and click 'Add,' or enter key. The system will automatically add the item to the batch as you click add or enter.
• Click 'Search Report Inventory' to search for an item.
o If needed, adjust the item quantity and click 'Add.' The system will automatically add the item to the batch.
o Input new search criteria to add the next item. o Click 'Clear' to clear the search results.
o Click 'Add by UPC/SKU' to return to the barcode scanner view. 2. The following applies to items added:
• Whether an item was scanned or manually added, a toaster message will indicate the item was successfully added to the batch.
• If an item is scanned or manually added multiple times to the same batch, only one line-item will display and the quantity for that line-item will increment each time the same line-item is added.
• If multiple items match the search criteria, they will be displayed below the search fields. Click 'Add' to select the appropriate item.
• If no item matches the search criteria, text indicating such will display "No products were found."
4. Click the tab for "Batches" to return to the batches view.
5. Create additional batches for this report, if appropriate. Example
7. When ALL physical inventory that you want associated to this report has been counted, refer to the instructions below for "Finished Counting."
Finished Counting
1. Finished counting means all physical inventory has been counted for THIS REPORT. This is NOT a reference to the counting process of individual batches.
2. You must be viewing the "Batches" tab. Note: In the example, there are three tabs (Batches, Contacts from Cabinet A, Contacts from Cabinet B), however, the "Batches" tab has been accessed and is the tab that is being viewed. If you do not see the button for 'Finished Counting,' click the "Batches" tab to change your screen view. Example
3. Click 'Finished Counting.'
4. Follow the instructions for Report Stage 2 - Review.
Cancel Report
A report can be canceled within Report Stage 1 - Count and within Report Stage 2 - Review. Click 'Cancel Reconciliation.'
Report Stage 2 - Review
1. Review is the second stage within Inventory Reconciliation. In order to review the discrepancies within an inventory report, instructions for Create Report and Report Stage 1 - Count must be completed.
2. All inventory items that have an "Expected Inventory" number that is not equal to the "Counted Inventory" number will be listed in the grid below "Inventory Discrepancies." Example Notice, the "Actual" column has been populated with the same number from the "Counted Inventory" column.
3. Review the discrepancies and verify the inventory.
4. When you have completed reviewing a product discrepancy, if necessary, change the "Actual" column to the newly verified count. Add "Notes" for future clarification, if appropriate. The number displayed in the "Actual" column will be the updated "Stock" quantity within the item's Physical Inventory Information slider when Reconciliation is complete. Example
5. Continue the process of reviewing discrepancies until all items have been reviewed. 6. Throughout this process, click 'View Report Details' for a Report Summary. Example
7. When COMPLETELY done with reviewing and updating discrepancies, click 'Finished
Reviewing.' This action will update the products' physical inventory stock count and change the report status to "Reconciled." See Report Stage 3 - Reconciled for additional information. 8. Note: The 'Print' button has a dropdown menu that will allow you to print either a "Full Report" or
"Discrepancies Only.
Cancel Report
A report can be canceled within Report Stage 1 - Count and within Report Stage 2 - Review. However, within Report Stage 2 - Review, a report cannot be canceled if the user has enabled 'Finished Reviewing.' The action of 'Finished Reviewing' changes the report to Reconciled status, thus, it can no longer be canceled.
Report Stage 3 - Reconciled
• When Report Stage 2 - Review has been completed, stage 3 will automatically display. Notice in the example, a "Success" message is displayed. The lower area of the screen will display the "Report Summary." Reconciled indicates "Pending" which means the system is working to generate the changes. (See Messages below.) "Results" displays all items that have been included in all batches. Example
• Reconciled Inventory is the new "Stocked" count for that item. (This was previously the "Actual" column in Report Stage 2 - Review.) Example
• Reconciled reports are for viewing purposes only. Data within the report cannot be updated. • Notes within the report header can be updated on a reconciled report. Click 'Notes.'
• The 'Print' button has a dropdown menu that will allow you to print either a "Full Report" or "Discrepancies Only."
Messages
At the completion of Report Stage 2 - Review, the final action is to click 'Finished Reviewing.' This action changes the report status to "Reconciled" and the system will send a message to the user within the Messages module. The message subject is "Reconciliation Request Submitted" and the text of the message indicates the reconciled report has been submitted for changes. RevolutionEHR will change the inventory "Stock" counts, however, it isn't an instant change. The change process can take approximately 30-60 minutes. When the inventory "Stock" counts have been updated, a message will be sent to the user within the Messages module. The message subject is "Reconciliation Applied" and the text of the
message indicates the report has finished processing.
