Animana allows you to place external orders through your wholesaler. In this article you will learn how to set up your account, how to place an order and also how to process the order once it has been delivered to your practice.

Before you start

Step-by-step instructions

1. Go to Extra > Stock > Create Order.
2. If multiple locations are present the order will be for the location you are logged in at. To place an order for another location click the Show filtering options at the top of the page or switch locations in the top right corner in Animana.
3. If you want to place order by order per supplier, then click the Show filtering options at the top of the page, select the desired supplier and click Filter. You can also leave it blank and sort the ‘suggested orders’ on the supplier column which will give you all products of the same supplier listed together.
4. The “Products Requested For Clients” section shows all client specific orders. This is how you add those items to your order. 
   
5. Further down, you will find the heading “Manually added products” and below it the list “Suggested products based on stock level”. Products in the “Suggested products based on stock level” list appear there because their stock has dropped to or below the minimal level you set.
6. Select all products you want to order by ticking them. This also applies to the products in “Manually added products”.
7. Adjust the quantities if needed.
8. You can choose the supplier name but Animana will automatically produce one order per supplier when you have chosen products from different suppliers.
9. Click Add To Order List. For clarification: this means the order is created in Animana, not that the order is placed with the supplier.
10. You will arrive in the Order List menu (Extra > Stock > Order List). Here you will see an overview of all orders. If your products come from different suppliers, separate orders will have been created.
11. Open an order by clicking on it.
12. Click Next.
    
13. Click Place Order to actually send the order to the supplier.
14. Before sending, the order will have the status “New Order”. After sending it will have the status “Confirmed”.

More about this

What do I do when I receive the order?

1. Go to: Extra > Stock > Order List and open the order you just received. When your supplier supports the electronic packaging list, you can retrieve it here. If not, then you will have received a printed one with your order. Check the delivered amounts against the packaging list and against the order (these are not necessarily the same!).
2. Check/Add the batch numbers and expiry dates.
3. When the received products and amounts are correct you can click on Book and Save Order. Clicking on Save Order will only save the adjustments made but will not book the order into your stock.

When the received amounts are not correct, there are a few options:

1. Only part of a product was delivered, the rest is in back order. In this case you click on the before last icon in the order line and the order line will be duplicated. You can then enter the delivered amount in one of the lines and the amount in back order in the other one. In the last case also tick the box “Delayed”. Please note that any duplicating of product lines and delaying of products needs to be done before adding batch numbers and expiry dates.
2. An ordered product was not delivered at all but will remain in back order. In this case you tick the box “Delayed” and press the button Delayed before entering batchnumber, expiry dates and book and save order.
   
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   Failing to do so will result in these products being registered as booked and thus added to the stock.
3. An ordered product was not delivered and never will be. In this case you remove the product line by clicking on the red bin icon. Please make sure that you deal with the settings in this product in order to prevent it from showing up on your next order with this supplier, i.e. remove the order level and order amount.
4. A product that has not been ordered has been delivered. If you decide to keep the product, then use the fields at the bottom to add the product to the order.

When you are done adjusting the quantities and products click on Book and Save Order and your stock will be adjusted accordingly.

How do I add a client order to the order list?

1. Go to Extra > Stock > Manually add products.
2. Click Products requested for clients. Note: this page has no location filter. This means all client orders from all locations are shown. If you have multiple locations, we advise you to enter the location in the comments field of a client order.
3. Scroll down and add the products manually.
   This is not done automatically because several clients may want to order the same product. This way, you can enter the required order quantity right away.
4. Return to Extra > Stock > Create Order and complete the order as described in the step-by-step instructions above.

How can I see which products are already on order?

1. Go to Extra > Stock > Create order.
2. Click Show filtering options at the top.
3. On the right, in the “show” field, choose the option “in back order” from the drop-down menu.
4. Click Filter.

You will then see an overview of all products that are in back order and/or delayed.

I’m missing a product in the order list?

• Check whether the product is in your product database. Go to Extra > Products > Products > Search product. If the product is not in your database, you need to create a new product.
• If the product is in your product database, the stock or ordering information (or both) may be missing or incorrect. Check this via Extra > Products > Products > Search and open product > Stock tab. Check the fields “No stock tracking”, “in stock”, “minimal level” and “maximum level”.
• Check whether the item is already in back order. Go to Extra > Stock > Create Order > click Show filtering options at the top > select the option “in back order” in the “show” field and click Filter. The list shown contains all products that are in back order for this location.

Under Related articles at the bottom of this page, you will find links to articles with information on this.

There’s a product in the order list that shouldn’t be there?

If you see a product in the order list that should not be on it, open the product to check its settings. You can view these quickly by clicking the green arrow on the right of the product’s row.

Then check in the Stock tab of this product whether the current stock, minimal level and maximum level are set correctly.

I want to order a different quantity than the suggested order?

If you want to change the quantity to order for a product, tick the product and edit the quantity.

Also check the product settings in the “Stock” tab (click the green arrow next to this product > Stock tab). Check the fields “in stock”, “minimal level” and “maximum level”. The suggested order may be incorrect because the stock or one of the other values is not set correctly.

Related articles

• How do I add a new contact?
• In focus: Stock management
• How do I setup my initial stock?
• How do I add a new product?
• How do I correct a discrepancy in my stock?