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GETTING THE MOST FROM YOUR STOCK CARDS

Nearly everybody who uses the Premvet system will have all their drugs and other saleable items listed in Stock Control. This means that these items can then be automatically priced and destocked. Even if you do not wish to use your computer to manage your stock control, you can let it do more for you.

By spending a little time and effort setting these stock cards up you can get Stock control to do some of your work for you and, at the same time, use it to get valuable feedback on things such as sales and trends.

It is possible, when you use a drug code, to not only price the item you require but add a dispensing fee or injection fee and produce a drug label. It will also automatically store information such as it's drug category, it's manufacturer, sales figures etc thus enabling you to extract the data through the report generator.

You can also set the cards to produce information sheets where necessary, For example, a flea control sheet with directions for Acclaim or Frontline for example.

To start with, we will cover the various ways that you can set your cards up to get some useful information back.

You know, after running various reports on your system, what proportion of your turnover is coming from fees or drugs. We are going to look at ways that you can split that drugs figure down into more useful information, like what proportion of the drugs figure is from diet foods and then break that down even further into how much of that is from prescription diets and retail diets, or Hills or Pedigree.

Analysis codes

An analysis code is allocated to all items of the same category. It should be regarded as an "umbrella" code. Examples:

Setting up Analysis codes:

From the main menu:

Product codes

A product code is a further breakdown by category. For instance, if you have an analysis code of "prescription diet", then you may have product codes of: Canine Prescription and Feline Prescription. An analysis code of "wormers" could be further broken down by product codes of SA wormer, EQ wormer and LA wormer To take things to an extreme, you could have an analysis code for "drugs" and product codes that break these down into categories such as antibiotics, anti-microbials, antifungal, steroid, min/vit etc. You will decide how much, or how little detail you want in your breakdowns

Product codes can also be linked directly to a default markup. This means that should you enter a specific product code eg, Feline prescription diet it will automatically take the cost price of this item and mark it up at 43.2% ( or whatever markup you have set )

Setting up product codes:

From the main menu:

Manufacturer codes

A manufacturer code allows you to flag each stock item by the company that make / sell the item.

Setting up:

As for Product codes but select Manufacturer codes after Lookup tables! You may find that you already have a list, feel free to change it.

You will need to edit each stock card to enter the correct codes. By setting all these categories up and applying them to your stock card you should start to get cards looking like the following example

Where :

PC Product code
SC Supplier code
MC Manufacturer code
ANA Analysis code

TOP OF STOCK CARD

Item Synulox RTU PC : 2 Antibiotic
P. Ref SYN ( 1) SC : 1 Centaur Services
S. Ref 0098765 Bar: MC : 71 Pfizer
Pack Cost 12.23 Pack cont.: 100
Last Cost. 1.00 Pack/Disc : 92 % Ana : 254

Note: How to extract the information available from these stock cards will be covered in the Report Generator guides.

Dispensing Fees

Most of you will be using dispensing and injection fees on a daily basis. It is quite likely that you are using them by adding the ~i or ~d codes to the Auto Pricing line. Whilst there is nothing wrong with doing this it does rely on you remembering to do it ! It becomes especially important if you have locums who are unfamiliar with the system and are not with you long enough to learn it !!

The best way to guarantee that these fees get charged, is to add them to the individual stock card, then they will be added every time you price the drug.

If you dispense 1 tablet or 10 tablets, it will only add the fee once. You can also set up an option of NOT adding the fee.

TIP: If you have a high inject/dispense fee and only charge it on 70% of your drugs it is worth lowering the fee and applying it to ALL your drugs.

HOW TO ADD THE FEES

TIP: To enhance the appearance of your priced line on a clients card ( and therefore their bills, receipts etc, ) you can add descriptions to this part of the stock card. See Page 278 of the Premvet use manual for details. The bottom of your stock card should now look like this:

Description Pack/Sell Cost RRP MU % Selling DI %
/1 !ml[s]~i 1.00 0.122 0.245 100.3 0.245 0.0
/2 !ml[s] 1.00 0.122 0.245 100.3 0.245 0.0

AUTOMATIC LABELLING:

Again, most of you will be using your system to provide printed drug labels. There are a few ways of doing this and, again, the best way is to get the stock card to do it for you.

By telling the stock card to generate a label (and, if necessary, prompting for a dosage) you can cut out another step when you come to price a drug.

See the guides Label Abbreviations, and Label Setup for details on how to do this

APPENDING LABELS / LETTERS

Once you have your main drug labels setup it is possible to add further labels and/or information sheets.

See guides Label Append and letter-append