A guide to setup perpetual inventory for over the counter products.

1. Inventory Management
in WinScan
Presented by: Robin Enright

2. Inventory
Management Outline
The objective is to demonstrate how WinScan can
provide you with the proper tools to successfully
setup and run an accurate inventory control system.
Perpetual Inventory and Setup Options
 Review the steps of getting started with Perpetual Inventory.
 Create Orders & Receive Stock Methods
 Discuss the process of creating, editing, & sending orders and
available receiving methods.
Managing Inventory
 WinScan tools used to successfully manage inventory.

3. Vendor Setup
The vendor file
represents all sources
from which you receive
items to sell. All
pharmacies vary on the
number of vendors due to
the size of the pharmacy
or the over the counter
department.
 To order in WinScan, a
vendor must be setup
and price update must
be run for that vendor.

4. Vendor Setup
The wholesaler from which you
order the majority of your over the
counter products must be selected
as the primary vendor. Select a
primary department for automatic
price updates and a confirmation
receiving methods. A CRX
wholesale specialist will assist in
setting this up.

5. Vendor Price Update
WinScan allows you to
import price and item
updates for various non-
EDI vendors under the
“Utilities Menu.” Any
vendor sending a file with
the appropriate fields can
be imported.
 When applying a vendor
price update, items that
are currently in the Item
File will update vendor,
department, order
number, net, and retail. If
a particular item is not in
the current item file, it will
be added when the price
update is applied.

6. Item Inventory
Options
Editing inventory settings or
ordering options on items can
be accomplished by pressing
Item “Item” on the main
screen.
Item Inventory Setting
 On Hand
 Minimum Stock Level
 Maximum Stock Level
 Ship Size

7. Item Inventory Options
On Hand: This value
is the amount of the
item that is currently
on the shelf.

8. Item Inventory Options
Minimum Stock Level: This value is the
minimum amount of the item that should be
retained on the shelf. When the on hand
value drops below this number, WinScan will
order enough of the item to reach the
maximum stock level.

9. Item Inventory Options
Maximum Stock Level: This is
the maximum number of stock to
be retained on the shelf.

10. Item Ordering Options
Ship Size: If the item is shipped as a
part of a larger package yet sold individually, a
ship size needs to be input on the product. If
the correct ship size is not entered, when using
the “On Hand Amounts” ordering method, the
system will try to order a whole case of the
product each time it falls below the
minimum stock level.

11. Item Ordering Options
After the inventory settings
have been input on an item,
a few options are available to
allow for accurate ordering
quantities and ordering to a
specific vendor.
Item Options
 Alternate Vendor and
Order Number
 Freeze Vendor
 Quantity On Order

12. Item Ordering Options
Alternate Vendor and Order Number: Settings
on items that can be purchased from either your
primary or secondary vendor. These two settings
will have to be input manually on each item and
will appear in red on created purchase order. This
will indicate that the product can also be ordered
by the primary vendor.

13. Item Ordering Options
Freeze Vendor: This option freezes the
primary vendor on the selected item. This
prevents price updates from other vendors
from altering the data for this item even if
the other vendor carries the same UPC.

14. Item Inventory Options
Qty On Order: This is the quantity
of this item that is recorded as being
“On Order.” This number will update
automatically to zero when the item
is received and checked in.

15. Applying Inventory

16. Physical Inventory
Count Tool
The “Physical Inventory Count or
Transfer Out” feature can allow a
input of multiple items and update
their inventory. This will save a
large amount of time over editing
individual items and changing
inventory counts. This screen also
makes it possible to import
information from certain files (CSV.
or Txt.). It is possible to use this
screen to transfer inventory out as
well.
 When using the “Update
Inventory” feature, this screen
assumes a recount of shelf
items. Previous inventory count
figures will be overwritten with
new data.
 A “CSV or text” file can be
imported from a received file
from particular vendors or third
party inventory companies.

17. Physical Inventory
Count Tool
Then locate the downloaded
file, highlight and click “Open.”
The scanned products will now
be listed in the report to
be updated.

18. Physical Inventory
Count Tool
Scan or lookup by name all
products requiring a inventory
update if a file is not used. This screen can
also be used if using an Elite Pad wireless
workstation.

19. Physical Inventory
Count Tool
After importing or scanning in the
products, review the data and click
on “Update Inventory” to update the on
hand amounts. This method will only
update on hand values, minimum
and maximum stock levels will still
need to be applied.

20. Creating a WinScan Order

21. Creating Orders by On
Hand Amounts
Several methods are
available depending on the
pharmacy's inventory
management needs.
Ordering by (Using On Hand
Amounts) is a method used
by stores that maintain a
perpetual inventory.
 To use this method,
minimum and maximum
levels must be set first,
as well as a current on
hand for each item in the
store with the methods
discussed earlier.

22. Creating Orders by On
Hand Amounts
Select the vendor
from the drop down menu or
the primary vendor will be
defaulted.
Press "Create Order
[Alt-O]" to build the order.
WinScan analyzes the on hand
and minimum stock levels for
all products under the selected
vendor.

23. Creating Orders by On
Hand Amounts
Review the items in the grid
and make any necessary alterations
to order quantities, fix missing order
numbers, or add more items by
searching the item file.

24. Creating Orders by On
Hand Amounts
By changing the quantity
to zero the product will
not order.

25. Creating Orders by On
Hand Amounts
If an item quantity on the order
is zero, be sure to check to see if a
value is in the “On Order” column. This
means the product has been ordered in
a previous purchase order, but is
yet to be received.
The “On Order” values can be ignored by
placing a check in “Ignore On Order Qty”
setting on the purchase order.

26. Creating Orders by On
Hand Amounts
Press "Order [F12]" to create
the order file. This file can then be
uploaded to the vendor via their
specified method or sent directly
if an FTP interface is setup.

27. Alternative Order Method for
Non-EDI stores

28. Master Order Feature
The Master Order screen allows you
to view all vendors with items that
have fallen below their minimum
stock level. This report allows for easy
ordering if stores keep perpetual
inventory on products with a variety
of vendors.
 The Master Order screen can
only create orders using On
Hand amounts. For stores that
have no inventory values on
products, this report can not be
used. It is also not
recommended with EDI ordering
in WinScan.
 Orders for each vendor can be
created, modified, and ordered
from this screen.
 To create a master order
navigate to “Inventory Control 
Create Purchase Order  Master
Order Screen.”

29. Master Order Feature
Press “Load Data” to build
the order. This process may
take a few minutes depending
on the number of vendors
and items.

30. Master Order Feature
Review the grid and expand the
sections to display the items to be
ordered under each vendor grouping.
Make any necessary alterations to
order quantities, possible missing
order numbers, or adding items by
searching the item file.

31. Master Order Feature
Once all adjustments have been
made to a particular order(s), highlight
the vendor grouping(s) and select
“Order <F12>.” This will then create
the order file(s) that can then be
uploaded to the vendor via their
specified method.

32. Receiving a Purchase Order

33. Display Purchase
Orders
Once a confirmation has
been received, it is critical
to review the confirmation
within the Display
Purchase Orders report.
 Products being shorted
or back ordered must
be managed to ensure
proper inventory
counts.
 Orders created from
another source such as
the wholesaler’s
website will also appear
on this screen provided
the wholesaler posts a
confirmation.

34. Display Purchase
Orders
Order Confirmed Status: A confirmation
has been received from the wholesaler. A
list of products ordered grouped by items
received, shorted, substituted,
backordered, and replaced will
automatically print.
Ordered Status: The order was
successfully sent to the wholesaler
but a confirmation file has not be
received for the order.

35. Receive PO/Stock
On the confirmed order,
click the (+) to expand to view the
confirmation details. Then begin to
compare the Order Invoice to the
Order Confirmation.

36. Receive PO/Stock
All outstanding confirmations
will be displayed in the “Pending
Purchase Orders” tab. Tag the
confirmation that is now ready
to be received and select
“Apply Order.”

37. Alternative Receive Stock
Feature

38. Receive Stock
The Receive
PO/Stock Report
 A non-EDI option to
check-in previous
orders to receive
stock can be
performed by
recalling the
purchase order or
manually scanning
products to update
item inventory.

39. Receive PO/Stock
Use the drop-down menu to
choose the PO number from
within the “Purchase Order”
field. This will then display all
items that are attached to
that PO.

40. Receive PO/Stock
Changes can now be made to the PO
before being received such as changing
received quantities, specifying a sale, verify
pricing, item department designations, and
adding additional products. To make some
of these modifications double-click on the
item to go to the “Item Edit” screen.

41. Receive PO/Stock
If the entire order was received
as originally ordered, simply put a check
mark next to "Set Recv'd to Ordered" and
WinScan will change the values in the
"Recv'd" column to match those in
the "Ordered" column.

42. Receive PO/Stock
After all adjustments have
been made to the received order,
select the "Accept [F12]" option to
update the inventory.

43. Inventory Control
Tools

44. Verification Point
Perpetual Inventory
Creating a Verification
Point
 A Verification Point is a
log entry that the
inventory has been
recounted and verified.
This is a great tool to help
manage inventory control
and gives the store a
starting point if a
inventory count appears
to be incorrect.
 To begin applying a
verification point navigate
to the “3 Item” and scan
the product.

45. Verification Point
Perpetual Inventory
Once "Verify Count" button is
selected, a verification line is added to
the “Perpetual Inventory” tab along
with the name of the person logged
in when the button was pressed.

46. Item File Report
The Item File is a complete list of all
over the counter products with
multiple right click options to manage
the products en masse. This report
has many columns that can be added
and filtered to make them valuable
customizable reports.
Item File Report:
 Inventory Report: A customizable
inventory report that will provide
you with a current net value of
products on your shelf.
 Product Last Used: A list of
products that are currently on your
shelf, that have not been sold in
specified amount of time.
 Inventory Count Reset: Resetting
all inventory counts when
performing a recount or beginning
inventory control.

47. Item File Report
The Item File report can be
viewed by “On Hand” to give
the store a current net value
of products that are on
the shelf.

48. Item File Report
To view current products on
your shelf that have not been sold
since a date, add the column “Date
Last Used” to the “On Hand” report.
Filter the column with the “is less
than” variable and supply a date.

49. Item File Report
To reset on hand values on
products, highlight the desired
items, right click and navigate
to the “Inventory Edit  Set
On Hand to Zero” option.

50. Conclusion
Starting and maintaining a perpetual inventory for OTC
items may seem like an impossible task at first. The cost
of inventory can at times be overwhelming to monitor.
Using the tools provided in this presentation should ease
some of those frustrations.

51. Tell us what you think

52. Inventory Management
in WinScan
Presented by: Robin Enright