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Purchasing, suppliers and warehouses

Veterinary purchasing and warehouse management: orders, receipt, supplier payables

VetBis veterinary purchasing software links the order placed with a supplier to warehouse stock and supplier payables. At receipt, lot, expiry date and warehouse are entered for each item; the product moves into stock, a payable is created and its payment is followed at the cash desk. Transfers between warehouses and branches and stock counts happen in the same place.

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  1. Draft
  2. Sent
  3. Partly received
  4. Received

Example order: the order status moves forward with receipt records. You pass the order to the supplier through your own channel.

Live flowReceived 4 / 4

Steps

  1. 1Draft
  2. 2Sent
  3. 3Partly received
  4. 4Received
From order to count, live

Order, item-by-item receipt, supplier payable, transfer and count in one chain

An order is prepared; when goods arrive, each item is received with lot, expiry date and warehouse. The received amount is added to the supplier payable and payments reduce it; products move to another warehouse when needed and are reconciled by periodic counts.

Live flowCount 5 / 5

Steps

  1. 1OrderPick the supplier and enter products and quantities item by item; the order is kept in its currency.
  2. 2ReceiptSupplier lot, expiry date and target warehouse are entered per item; missing items are received later.
  3. 3Supplier payableThe received amount is added to the payable; a partial payment reduces it and the remainder shows.
  4. 4Warehouse transferA multi-item transfer passes through request, approval and delivery.
  5. 5CountThe quantity counted on the shelf is compared with the recorded quantity and the difference is posted to stock.

The automatic reorder rule exists as a definition only; its clinic screen is in development

From the supplier card to item-by-item receipt

  1. Supplier card

    Company name, contact person, contact details and tax information sit on one card, and the supplier's debt position is one click away.

  2. Purchase orders with currency

    An order is prepared line by line and kept in its currency. Its status is tracked.

  3. Line-by-line receiving

    Each line takes a supplier lot, an expiry date and a target warehouse. A line that arrived short can be received later.

A courier hands cartons to a veterinary nurse at the clinic back door while she checks the expiry dates on the boxes

Warehouses and supplier payables stay clear

Orderly veterinary storeroom shelves with bins of syringes, gauze and sealed medicine boxes, a tablet resting on a shelf

Warehouse definitions

Define several warehouses, such as the clinic, a medicine cabinet or a branch store. Stock is visible per warehouse.

A clinic owner at her desk compares a supplier invoice folder with a payables list on the screen

Supplier debt and payments

Debt is kept in multiple currencies. Part payments are supported, the remaining amount stays visible and the same payment is not recorded twice.

Supplier payments are also covered on the cash desk and collections page

A woman and a man counting stock together in a storeroom, one holding a tablet, shelves with labelled bins

Transfers, counts and the movement trail reconcile the warehouses

Multi-line warehouse transfers
Several products move from one warehouse to another with lot details on a single slip. Sending the same transfer twice does not deduct stock twice.
Stock counts
The quantity counted on the shelf is compared with the recorded quantity. The difference is posted to stock as a count record.
Stock movement trail
Purchase, sale, consumption from a visit, transfer, adjustment, return and wastage movements are all on record.

Features that work alongside it

Frequently asked questions

The order shows what you asked the supplier for. Receiving is the record of what actually arrived; lot, expiry date and warehouse are entered there. Stock and supplier debt are created by receiving.

You receive the lines that came. You can receive the rest later, and it stays visible which part of the order has arrived.

Yes. Orders and supplier debt are kept in their currency. Part payments reduce the debt and the remaining amount stays visible.

With a warehouse transfer. You send several products with lot details on one slip. They leave the sending warehouse and appear in the receiving one.

Enter the quantity you counted on the shelf into a count record. VetBis shows the difference from the recorded quantity and posts the result to stock.

Not from the clinic screen yet. The stock alert shows what is below its threshold and you place the order. Automatic reordering is in development.

Keep one record from order to debt

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