How to Add and Edit a Product

Go to: Extra > Products > Products

Click on Add Product when you want to add a product by hand. Or select a price list that you want to add products from and click Add Pricelist Product. When you want to add a service you click on Add Service.

Adding a product from a price list

Fill out the following three fields:

  1. The name or part of the name of the product. Enter “A1” in the search product box, and the first page of products starting with an A will be displayed. Type “A2” for the second page of products starting with an A and so on.
  2. A margin rule. Animana has three options for price increases by default: Margin (30 steps), Margin (6 steps), Margin 2.0. Other margin rules can be created via: Extra > Products > Margin Rules
  3. Select the product group that the product will belong to and click Show to see the product(s). Click Save to enter/check more details on the product. When you have finished you can click Save to go back to the search list or Save and Next to immediately go to the next product from the search list.

All details that are available from the price list will be filled in. Other details you can fill in after saving the product. Refer to the information below for the specifications of the different tabs and fields.

Adding a product manually

At first only the basic tabs will be displayed:

Once a product is saved, you will see the more tabs:

The different tabs will be explained below.

Product

Product Group: Choose the appropriate product group for this product. When you don’t choose, it will by default remain in the product group Administration costs.

Name: Enter the name of the product.

Code: A product code can be entered here, to simplify the search for a particular product. At conversion from you previous system, codes have been imported and will show up here.

Invoice text: If you wish the clients invoice to display an alternate (customer-friendly) product name or description, you may enter it here. This can be useful if you use special internal product names or codes.

Cost price*: This is the cost price of one order unit of the product, excluding VAT. The cost price per sales unit is shown underneath the list price. The cost price field is automatically filled when you fill in a list price.

Block auto update: By default, sales prices can be automatically updated upon updating the cost price (Extra > Products > Update product prices). If you wish to block the sales price of this product from being automatically updated check the box.

List price*: This is the price mentioned in the price list of the supplier. This is not necessarily the price you pay for the product, because you might have discounts. Those will be reflected in the discount field next to the list price and therefore show in the cost price.

Discount%*: this field you can use to enter the discount percentage you receive from your supplier on the list price. The discount reflects the difference between the cost price and the list price.

Vat Rate: You may set a VAT rate appropriate for this product.

Margin Rule Product Group: If you are using product group margins, the margin rule of the product group you have chosen in the top of the screen will be shown here.

When the field ‘list price’ is empty, the margin rule for the product group will not be assigned, so make sure you always enter it.

When the product group has no margin rule, you can assign one by clicking ‘productgroup has no margin rule’ and enter the details.

Set different margin rule than productgroup: Sometimes you might want to deviate from the margin rule for the product group. This is where you can choose a different one.

Sales price: The calculated sales price is shown based on the margin rule you have entered; the first one is excl VAT, the second is incl VAT. You may also enter a predefined surcharge or a fixed value (to cover for injections or prescription costs), or a discount percentage.

Rebate: A tiered price scheme can be entered here to allow for lower prices when a client buys larger amounts.

Packaging Quantities: This section allows you to define how the product is packaged and it allows for the cost price per order unit to be converted to the cost price per sales unit. For example, when a sales unit is one tablet, and the tablets come in boxes of 100, and the boxes are ordered in big boxes of 5, then you can define the following;

  • The sales unit is a tablet and the quantity is 100 (100 tablets per box) (= packaging unit)
  • The default package unit is a box and the quantity is 5 (5 boxes per big box) (= order unit)
  • The order unit is a big box

In case you only sell this product per tablet and maybe per big box, then the settings could be like this:

 

* The interaction between the list price, the cost price and the discount is as follows:

  • the cost price, discount and list price can be edited.
  • when the cost price changes this will change the discount. The sales price will change if the cost price is the base in the margin rule and the box “block auto update of sales price” is not checked. List price remains the same.
  • when the discount changes this will change the cost price. The sales price will change if the cost price is the base price in the margin rule and the box “block auto update of sales price” is not checked. List price remains the same.
  • when the list price changes this will change the cost price. The sales price will change if the box “block auto update of sales price” is not checked.
  • list price = cost price when there is no discount or discount is 0
  • the price per sales unit will always reflect the cost price per sales unit, regardless the base for the margin rule.

When you don’t want the cost price to change when you change the list price, you can ask Customer Support to block this. This also implies that the discount field is not editable any more; it will only reflect the difference between the cost price and the list price.

Label

Dosage

When this field is filled, a label will be produced automatically. If a standard dosage exists for a product, it can be entered here. Since the dosage is often dependent on the weight of the patient, it will be left blank and added when the product is added to a patient file.

Free text

The text entered here will be displayed under the dosage on the label. Typically this could be administration advice, for example “Administer on empty stomach”.

Product Group

For advanced set-ups, if you have multiple product groups set up (Extra > Products > Product Groups > product groups 1, 2 or 3), individual products can be added to more than one product group. These secondary product groups can be useful when generating reports on, for example, Urinary tract products. Simply create a Product group 1 called Urinary tract and link all Urinary tract related products to this Product Group 1.

Web shop

This is applicable only if an online shop is set up for the practice.

Weight

This is the weight per order unit of the product. This field is used for animal food. When calculating the order advice all weights are added up, so that an optimal order can be placed.

Don’t print label

When you tick this box, the label will not be printed despite the fact that a label text has been entered.

Product Info

Service

If this product is a service, check Yes, otherwise leave this as no.

Registration

Enter your registration number here. The registration number must be entered in order to use the logbook information / order delays in this product.

Warning

Text entered here will be displayed in red, when a product is added.

TIP: This field can also be used to store the general dosage for the product so that it is always at hand upon adding the product to the patient file.

Memo

The memo field allows you to conveniently add more information about the product, and display it on the Product Info tab when a product is added to the patient file.

Controlled Drugs/Human/Euthanasia

If you are legally required to monitor and report on usage of Controlled Drugs, Human medicine, or Euthanasia products you can select the relevant check-boxes here, which can be used for Animana Reporting.

Registration Minutes

Here you can assign a time to the product which will allow you to run a report on the time spend per day/week/month/quarter on this product (Extra > Reports > Registration minutes)

Action

Adding an action prompts changes in the patient file. For example, selecting euthanasia, adds the date of death to the patient, the animal is then set to inactive and a reminder for condolences is automatically created. In addition, other reminders will be removed.

Selecting castration will change the gender of the animal to the neutered equivalent.

Letter

Letters can be linked to a product, this enables automatic creation of a letter when a product is added. For example, a declaration to be signed in case of euthanasia can added to the product euthanasia, a surgery information letter to the product surgery, a information leaflet for rabies check etc.

Letters are created via Extra > Mailing> Manage Content.

Note: if you do not receive a pop-up print confirmation you may need to adjust your browser settings to allow pop-up windows.

Reminder

Reminder period

Select the number of days from the date of product entry into the patient file, after which the product is due again. Typically this can be used for repeat medications, vaccinations or check-ups.

Reminder type

Select the type of reminder you would like to be created when the product is added.

Reminder text

Add the standard text which you want to be displayed in the reminder in the patient file.

Order Info

Supplier

Choose the default supplier for the product.

Supplier Code

If your supplier uses product codes, you can enter the code here.

Channel

Select the channel for the product:

  • Administer by Veterinarian: Product can only be applied by a veterinarian
  • Prescribed by Veterinarian: The product must be prescribed by a veterinarian, but can be applied by the owner.
  • URA: The product is available on prescription
  • Free: The product is available without prescription and can be applied by owner or caretaker

Barcode

If applicable, enter the barcode of the product. In order to use barcode scanning at the counter you will have to fill this field with the correct barcode. This can be done by scanning the product or you can enter the code by hand.

Keep Stock on Package Level

Specify whether stock tracking is done on packaging / a package basis. This means a full package will be deducted from the stock when only part of it was used. This is useful for ampules that are only used partly and will then be discarded. When a product with this setting on true is added to a patient file Animana will ask if it concerns a new package.

After saving the entered information you will see the other tabs, explained below.

Sub Products

Sub products are commonly used to handle smaller quantities or packaging units of a product. For example, you want to sell a product per box of 100 tablets AND per tablet, but ordering is always done per box and you want to keep track of the stock in one place. There are two ways to create a sub product:

  1. create both the main and sub product that you want to link first (recommended)
  2. create the main product first and create the second one in the tab Sub products
In order to keep stock taking and internal ordering simple the main product should be the one with the smaller units (per tablet).

Ad 1)

  • Create both products and make sure you can distinguish them by their name.
  • Go to the product that has to become the sub product (the one with the larger units)
  • Go to the tab Stock in the sub product
  • Choose stock product: select the main product. Save.The stock will be kept on that one and a blue note under the name of the sub product will indicate that stock is kept on another product. By clicking on the blue name you will be send to the main product.

Ad 2)

  • Go to the main product (the one with the smaller units)
  • Go to the tab Subproducts
  • Click the “…” row to add a sub-product
  • A new product will be created with the details of the main product. For the units only the sales unit is shown. Be aware: you will have to change the sales unit to the largest unit.
  • The name of the product will have ‘subproduct’ added at the end.

Unlinking a sub-product

To unlink a sub-product from the main product, go to the main product information and to the Sub-products tab. You will see all linked sub-products:

To unlink the sub-product, click disconnect.

Stock

This tab is used for stock management. When you are not intending to use stock management, there is no need to fill any fields.

Storage

Select which location has stock of this product.

Note that stock at multiple locations can be added, after you click save, another location field will be added.

Amount

The number of units or products in stock at the chosen location is displayed here. Initially the number must be entered manually; after this the stock is tracked automatically when you order and receive via the system.

Order Level

The order level indicates at what level of stock a re-order needs to be placed.

Order amount

This is the fixed quantity that will be re-ordered when the order level has been reached or passed. No matter how far the order level was passed.

In the screenshot above this means that the current stock for the main location is 15 tablets; when the amount has dropped to 2 tablets 1 box will be ordered.

Info

Add a note about orders here, for example: “minimum order 10kg with this manufacturer”. This note will show up in the column “Remarks” on the order advice based on product.

Mutations

This allows you to view the history of the stock level for this product (purchase and sales quantities and stock corrections).

Batch

Product batches can be recorded here, as well as expiration dates. However, any batches registered manually will not be checked (or deducted) with changes in the stock. This is only done for batches that are entered via stock management / ordering. Batches can be stored LIFO or FIFO; Customer Support can help you with the settings for this.

An overview of all batches is found at: Extra > Stock > Batches

Stock Batch

Stock batch lists batches entered via stock management (batch numbers and order quantities will be asked for upon booking an order).

Batch

The Batch table lists all batches that were entered manually.

Enter a new batch by clicking  and enter the batch information. Batches can be removed by clicking the red bin icon.

Manually added batches will have to be removed by hand once they have run out of stock.

Price Groups

Defining a product-based price group allows you to give a discount to certain clients on product level. A price group prevails over a discount on product level.

Price groups are created in Extra > Products > Overview Price Groups

  • Click the new price group button to add a discount.
  • Choose the price group that has to apply to the product.
  • If appropriate, select a margin rule to use for the discount.
  • Enter a discounted price for the product (excluding VAT).
  • Save

Note: to link a customer to a price group, find the client and go to the Client Data > Discount/Subscription tab, then select the price group you just created. If no price group is selected, the standard price will be used.

Sales

The sales tab displays sales figures for the product.

This is useful, for example to determine the stock settings and to check whether a particular offer from a supplier is of interest.

Click turnover by client (this can also be accessed via Extra> Reports), to be taken to the product report.

Loyalty Program

This tab only shows when you are using loyalty program(s). It shows what loyalty program(s) the product is linked to and what rule applies.

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