Inventory Management - Obtaining and Adjusting Quantity on Hand

Applies To: DVMAX v7.0.12 and higher

Purpose: This document reviews the steps to take when performing a physical inventory count and adjusting quantities within DVMAX.

**Unless otherwise noted, the user must have access to the Inventory Management section of DVMAX to perform these steps.


Printing Inventory Work List

The inventory work list is a printout that contains a list of all inventory items, the quantity on hand according to DVMAX, and a place to write in the physical inventory count 

  1. From the section pull-down, choose Inventory Management
  2. The search box will open with Inventory Items as the default search criteria. Click All Records
    1. Note: if you are only performing a count for a certain group of records, you can search for this group of items instead of clicking All Records. For example: Search for Inventory Items, with an item code of Rx, and you will get a list of only inventory items that start with the prefix of Rx
  3. From the File pull-down, choose Print
  4. Choose Work List and click Print


Adjusting Quantity on Hand

Requires Administrator Access

  1. From the section pull-down, choose Inventory Management
  2. The search box will open with Inventory Items as the default search criteria. Click All Records
  3. From the Inventory Items pull-down, choose Set Costs and Qtys (Must be logged in as the Administrator user to access this item).
  4. Enter the physical count quantity of the item
  5. If necessary, you can also edit costs from this window. The cost should be the last cost paid by the clinic for each item.

Alternative Method (Does not require Administrator access) :

  1. From the section pull-down, choose Inventory Management
  2. From the search box, search for Purchases
  3. Click Add New
  4. Enter Vendor Code of Adjust
  5. No Vendor Invoice Number is necessary
  6. Choose to handle as a regular purchase
  7. In the Qty field enter the amount by which you want to adjust the inventory (not the amount you have on hand)
    1. Example 1: Quantity on Hand: 5 bottles, Quantity in DVMAX: 4 bottles, Amount to enter in the Purchase: 1
    2. Example 2: Quantity on Hand: 5 bottles, Quantity in DVMAX: 6 bottles, Amount to enter in the Purchase: -1
  8. Enter all items that need to be adjusted on the same purchase. (Click Add Line if you must add extra lines to the purchase).
  9. Click Ok to save and adjust the inventory when all items are entered