H: Item Options

H: Item Options

Estimated reading time: 14 min

Item Categories and Stock Control Options and Setup

You can set and configure up to five customisation categories on fee items. They are mostly used for analytic reporting but can be used for other purposes such as a restriction in a stock take list.

Once a category name has been set up, you can select it from an Item’s (Fee) Categories and Insurance Tab > Categories.

Adding Category Names

  • Click on the setup box next to a category Name field.
  • Click on ADD.
  • Enter the name of the fee item category you wish to use in the ITEM text field.
  • Close the window.
  • Click SAVE.
  • Editing Category Names

  • Click on the setup box next to a category Name field.
  • Select the category name you wish to edit.
  • Click on EDIT.
  • Edit the name of the fee item category.
  • Close the window.
  • Click SAVE.
  • Deleting Category Names

  • Click on the setup box next to a category Name field.
  • Select the category name you wish to delete.
  • Click on DELETE.
  • Close the window.
  • Typical uses (in order of popularity) include:

    Item Type

    This is mostly used on inventory items and can usefully split-up items within a particular Service Heading. Often the actual values will be set according to a standard such the groupings within the MIMS IVS Annual.
    This allows an analysis of sales of the various types of medication. Item Type can also be used on non-inventory items. For example item types Orthopedic, Soft-tissue, Non-sterile and so on could be used on items within the service Surgery.

    Item Group (Item family)

    This allows reporting on all the derivatives of a particular item. For example, the groups could be HartGuard, Frontline, Advantage, Revolution, Sentinel and so on. This would allow restrictions useful in income or stock turnover reports.

    Manufacturer

    Again this could be used in income or stock turnover reports

    Stock Control Group

    The default Stock category of Stock Location is usually not practical as items often have multiple locations.
    A more useful category is Stock Control Group using groups such as Medication, Foods, Shop Items, Disposables, Fridge and so on can make the physical inventory count easier by breaking it into more manageable lists for any given staff member. It is much easier to print a stock-take list just for consumables.

    Run Inventory Below Zero

    Options and Setup > Item > Item Categories and Stock Control > Stock Control Options.

    There are two ways of managing inventory in RxWorks.

    Method 1:

    By ticking this box, the on-hand level of stock items is allowed to go below zero. RxWorks will still allow the item to be sold. This setting is recommended for practices that do not have a robust stock control procedure. It may take up to 6 months before an adequate system can be established, and only then should this option be ticked.

    Method 2:

    By un-ticking this box, the on hand level of a stock item can only reach zero. In this case RxWorks will not allow the item to be sold, as there should be none left on the shelf. We recommend this option for practices using strict stock control procedures. If RxWorks indicates there are 0 units on hand, but there is actually some inventory left, this should trigger a stock adjustment and investigation of the cause.

    Back Order Start Date

    Options and Setup > Item > Item Categories and Stock Control > Stock Control Options.

    Back orders are created when an order is created and saved. Each item is considered to be on back order until it is received. Over time this area can get messy and many practices have asked for a way of tidying things up. Thus when you enter a date in this field, goods ordered after the date will be visible in the back orders section of Inventory control.
    Some clinics do not want back orders at all and would prefer they were permanently removed. A work around for this is to set the back order start date to a time well into the future. For example, you can set the date to 2100, which means you will not have to worry about back Orders until that time.

    Item Markup Groups

    Use this section to maintain Markup Groups and the percentage markup they relate to. Markup Groups can allow rapid updating of percentage markup on groups of similar inventory items. If an item is configured to use a markup group, the % markup is set in Options & Setup instead of being set at the individual item level.
    Markup Groups can be configured with a different % markup for each Item Pricing Clinic. This allows for variations in regional pricing without losing the ease of price maintenance that comes with Markup Groups.

    p(banner tip). By default, only markup groups that are linked to items are displayed in the list. To show all markup groups, untick ‘Show only the markup groups which are currently in use’.

    Each item in RxWorks can be tagged with a markup group. This sets the markup for the Variable Component pricing. You can set the markup group on the Fee Details page of any RxWorks fee that has variable component pricing.

    To add a new Markup Group

    1. Click on ADD.
    2. Specify the name for the markup group
    3. Enter the Markup % for the pricing clinics.
    4. Click ‘Save’.

    p(banner tip). In a multi-branch setup where there is more than one pricing clinic, each pricing clinic can set a different markup % for the same markup group. If no markup % is specified, the default, clinic 1, will be used. For example clinic 1 has injections marked up 100%, whereas clinic 2 has 90% markup and clinic 3 is left blank to use the default (clinic 1) 100%.

    p(banner important). Practices which are aligned to the RxWorks Central Database cannot add new markup groups as the list is centrally managed.

    To edit a Markup Group

    1. Select the Markup Group from the list you want to change.
    2. Click EDIT.
    3. Adjust details as required. If you have edited the %, the sale price of items linked to this markup group will be automatically recalculated.
    4. Click SAVE.

    To delete a Markup Group

    1. Select the Markup Group from the list you want to remove.
    2. Click DELETE.
    3. If you have existing fees that make use of this Markup Group, the program will prompt you to choose a replacement Markup Group.
    4. Select a Markup Group to be used as a replacement.
    5. Fees will be updated to the new markup group and have their sale price recalculated.
    6. Click SAVE.

    Changing Markup Groups on Fees in Bulk

    You can also tag fees with markup groups by using an Item Price Wizard from the front task panel of RxWorks. If this function is used, it is important to recalculate the sale price within the spreadsheet, by pressing the button, “Apply Markups”.

    Service Headings

    Use the Configure Services window to maintain Service Headings used for invoices and reporting. You can also modify the default properties of each Service Heading.

    The Purpose of Service Headings

    There are three quite different purposes for Service Headings:

  • A heading on invoices which should be informative to the client.
  • A broad basis for income reporting
  • To provide a broad level of control over items and procedures to handle discounts, display and sorting.
  • Do you need more Service Headings?

    Many practices in earlier days sold all inventory items under the heading Medication. The trend now is to have only true medications sold under that heading. This requires other headings for other inventory items.

    Some extra headings you might consider include:

    • Diet
    • Equipment
    • Pet Accessories
    • Pet Care

    You may need to add new Service Headings and remove or consolidate others.

    For example, many practices have items in the service Medication that are not medications. These could be items such as consumables, flea, tick, worm treatments, food items and pet accessories. For both invoice appearance and reporting these items are better represented in other Service Headings.
    You might create a Service Heading called zDeactivated and then later in the DataWizards move all deactivated items into it. This makes using DataWizards much easier and is better for the practice in the long run in terms of managing fees.

    When adding a Service there are some fields very important to set correctly. In fact, it would be worth checking these settings for existing services as well.

    The Settings for Service Headings Explained

    Service Name

    The name of your service heading.

    Fixed Fee Income group

    When creating a new fee this default income group will be applied to the fixed fee component. See Income Groups from the article index for more information. Please Note, Performance Pack users will need to assign this field in the Performance Pack Spreadsheet.

    Variable Fee Income group

    When creating a new fee this default income group will be applied to the variable fee component. See Income Groups from the article index for more information. Please Note, Performance Pack users will need to assign this field in the Performance Pack Spreadsheet.

    Invoice Order

    The order in which the service heading is displayed on the invoice. Generally most services are ordered as follows:

    • Consultation
    • Laboratory
    • Diagnostics
    • Anaesthetic
    • Surgery
    • Hospitalization
    • Medication
    • Consumables
    • Merchandise
    • Euthanasia

    It can be helpful to assign odd numbers to each service heading. This leaves a range of even numbers available should the practice decide to insert new headings or change things around.

    Estimate range

    The % variance (not the same thing as a recorded Performance Pack Variance) from the standard price when printed as an estimate. Often set to zero, but make sure that there is a suitable entry in Options > Visit > Disclaimer for Printed Estimates.

    Fixed Tax Rate

    The fixed tax rate applied as a default to any new fee that is placed in the parent service heading. If this value is not set correctly, then many new fees may be charging the wrong tax.

    Variable Tax Rate

    The variable tax rate applied as a default to any new fee that is placed in the parent service heading. If this value is not set correctly, then many new fees may be charging the wrong tax. Any fees that are missing the correct tax can be easily identified and fixed in an item price wizard. However each service heading should be checked to ensure this does not reoccur.

    Group on Invoice

    The ability to group fees within a service heading. This is a powerful function for hiding fees that you may not want to appear on an invoice. This is often used for Euthanasia, Consumables, Bandaging and Equipment. This feature is also used heavily in RxWorks Performance Pack where a client does not want to see, Vet Time, Nurse Time, Resources, Consumables, etc. under each service heading.

    Apply Discount

    Allow a discount to be applied to any fee that is placed in the parent service heading.
    This function has a direct relationship with the fee named: Discount – Item #999998. The discount fee is a system fee that will apply a negative amount to the invoice, based on the percentage that is applied.
    Often a practice will not want to apply discounts to inventory, so the Apply Discount tick box on these service headings would be left empty.

    Apply Service Ratio

    Allow a service ratio to be applied to the fees within the parent service heading.
    This function has a direct relationship with the Service Ratio value displayed on the client screen. This feature is not used very often. See Service Ratio under Options and Setup > Client.

    Close on Charging

    Automatically jumps the user back into the service heading list when a fee is invoiced from this service heading. Used when only one fee is applied from each service heading.
    Commonly used for Examination, Discount, Grooming, Neutering.

    Allow Tax Exemption

    This feature is used for certain services that may be tax exempt. If you provide services to a charity or tax exempt organization, any fees contained within this service may be excluded from the tax component of the fee.

    Any item under this service heading, that you charge to a client who has Tax Exempt per Service selected, will attract no tax. (For accounting purposes, the client is actually charged $0.00 tax.)

    General Account Interface

    Maintain options required for interfacing with General Ledger financial programs. At the time of printing this feature has not been fully implemented.

    Hide in Charge List

    Available in RxWorks 4.0, this option allows you to hide (or show) items, charges and procedures that fall under a particular service heading in a list of charges. In most cases, you would not check this box for Service Headings that covered general use items or procedures, but you would check the box if the Service Heading contained internal charges used in other areas, or if it was a Service Heading for deactivated items or procedures.

    Income Groups for Financial Reporting

    Income Groups are purely used for reporting and they have two important abilities.

  • Income Groups can consolidate fees from similar Service Headings. For example fees from services such as Consultation, Surgery, Surgery and so on can all be assigned to the Professional Fees Income Group.
  • Fees from medications and inventory can be split so any dispensing or injection fees can be reported separately.
  • The fixed fee and the variable fee on any item can be assigned to different Income Groups. This allows, for example, the injection fee on an item to be assigned to the Professional Fees Income Group while the actual medication is assigned to the Income Group Drug Sales.

    Generally a practice should have 4 – 6 Income Groups and they can be aligned to the way their accountant would like income reported.

    A typical setup would be:

    • Professional Fees
    • Drug Sales
    • Merchandise
    • Laboratory
    • X Ray
    • Travel
    • Discount

    So you can now evaluate whether your income is based on professional fees or on a markup on inventory, broken down into basic areas of income.

    Configuring Income Groups

    The Configure Income Groups dialog will allow you to edit names, add new names and merge items in one group to another.
    For example, if you chose to delete Pet Food you will have an opportunity to name Merchandise as the group to move pet Food items into.

    To Add an Income Group
  • Click on ADD.
  • Enter the name for your income group in the text field next to ‘Item’.
  • Click SAVE.
  • To Edit an Income Group
  • Select the income group you wish to edit from the list.
  • Click on EDIT.
  • Chance the income group name as desired in the text field next to ‘Item’.
  • Click on SAVE.
  • To DELETE and Income Group
  • Select the income group you wish to delete from the list.
  • Click on DELETE.
  • In the new dialog box, select the income group you wish to merge into. Otherwise, leave the field blank.
  • Click SAVE.
  • Checking your Item Income Groups

    Checking every item for its income group is quite tedious! If you have at least a few weeks of transactions in the system, you could print Report C5 with Items down the page and Income Group across the page to show how income groups have worked and what items have no Income Group or incorrect Income Group. Corrections apply in retrospect so you can make changes and these will be reflected when you re-run the report.

    p(banner important). Performance Pack users will need to update Income Groups through the Performance Pack Spreadsheet.

    Minimum Fee Levels

    Use this section to create and maintain minimum fee levels.

    Some practices use minimum fee levels to "round up" small fee charges and reduce the ability of staff to under-charge. You can apply Minimum Fee Levels to each fee on the Details tab. You can also use the item pricing wizard to apply and audit the use of this functionality.

    To Add a Minimum Fee Level

  • Click ADD.
  • Enter the Name and Amount for the fee.
  • Click SAVE.
  • To Edit a Minimum Fee Level

  • Select the fee you wish to edit from the list.
  • Click on EDIT.
  • Edit the details of the fee as desired.
  • Click SAVE.
  • To Delete a Minimum Fee Level

  • Select the fee you wish to delete from the list.
  • Click DELETE.
  • In the new dialog box, select the Fee you wish to merge into. Otherwise, leave the field blank.
  • Click SAVE.
  • p(banner important). Performance Pack users will need to update Minimum Fee Levels through the Performance Pack Spreadsheet.

    General Ledger Account Interface

    Maintain options required for interfacing with General Ledger financial programs. At the time of printing this feature has not been fully implemented.

    Discount Schemes

    Setup and maintain in-house pet discount/wellness schemes.


    This section allows you to create wellness schemes and control groups of fees for an appropriate discount, based on the discount scheme field on the patient page.

    You will need to give each scheme a name and set a number of Discount Levels.
    Set up Discount Scheme in Options and Setup > Items > Discount Schemes.

    To Add a Discount Scheme Name:

    Before adding a Discount Scheme, you will need to ensure there is a Discount Scheme Name to apply the discount to.

  • Click SCHEME NAMES.
  • In the new dialog box, click ADD.
  • Enter a name for the discount scheme.
  • Click SAVE.
  • To Add a Discount Scheme

  • Click ADD
  • Select the Discount Scheme Name from the drop-down list next to ‘Discount Scheme’.
  • Give the Discount a Name.
  • Enter the amount for the discount
  • Click SAVE.
  • To Edit a Discount Scheme

  • Select the discount you wish to edit from the list.
  • Click EDIT.
  • Edit the discount details as required.
  • A dialog box will appear confirming the details.
  • Click SAVE.
  • To Delete a Discount Scheme

  • Select the discount you wish to edit from the list.
  • Click DELETE.
  • In the new dialog box, select the Scheme Name you wish to merge into. Otherwise, leave the field blank.
  • Click SAVE.
  • The Discount Data Wizard

    To help you with the large number of variables, and to give you a better, overall view of your Discount Schemes and Wellness Plans, we have provided a Data Wizard to help you analyze and manage your discount program.
    Developed from a Data Wizard to handle pet insurance, you can get to it at Excel Data Wizards > Products & Services > Item Insurance Wizard.
    Here you can obtain an Excel Spreadsheet listing of all or a restricted set of your available discounts and discounting policies, giving you an overview of your program and allowing you to make changes on a broad or comparative scale.

    Drug Schedules Setup

    Use this section to maintain schedules on restricted and prescription drugs for reporting purposes.

    Each country has drug schedules (some may use different naming conventions). These schedules are in-fact classifications, for example poisons, narcotics and opiods.
    Some of these classifications (schedules) are only to be administered by a vet or specified nurse. Records of these drug dispenses must be shown to local authorities from time to time to ensure none of these drugs are ‘slipping through the cracks.’
    This function of RxWorks allows you to keep track of these records by creating a drug schedule, and then by attaching the schedule to a restricted drug item (fee). The program will keep track of the item dispenses and the resulting information is then obtained through a report.

    To Add a Drug Schedule Name

  • Click on ADD.
  • Enter the name of the drug schedule in the text field next to ‘item’.
  • Click SAVE.
  • To Edit a Drug Schedule Name

  • Select the drug schedule you wish to edit from the list.
  • Click on EDIT.
  • Edit the drug schedule details as required.
  • Click SAVE.
  • To Delete a Drug Schedule Name

  • Select the drug schedule you wish to edit from the list.
  • Click DELETE.
  • Assigning a Drug Schedule to an Item

    Assign each restricted drug item (fee) to the appropriate schedule. This will allow RxWorks to track the drug sales for each schedule.

  • Go to the ‘Categories and Insurance’ tab of each restricted or prescription drug item you wish to track.
  • Select the appropriate Schedule the drug applies to from the drop-down list next to ‘Item Schedule’.
  • Click SAVE in the RxWorks Toolbar to keep these settings.
  • Reports and Schedules

    Once the above has been set up, you are able to run a report on items that have been assigned to a particular schedule.
    Run this report through Reports > C5 Restricted Drug Sales.
    At this time, the maintenance of schedules is limited to the name you apply to each schedule set up.

    Modify Header/Body/Footer Text

    Use this area to maintain your label formats.

    RxWorks allows you to produce a great variety of labels – not only for items you sell but for uses such as labelling pathology samples, x-rays, computer disks etc.
    You can print labels by attaching them to fees. When a fee is charged, the label you have assigned to it will be printed. Be sure all your staff are printing the correctly formatted label, and know that the workflow in your clinic is being improved.
    If the custom label is not just a one off, create it here instead of each instance and it can be shared.

    Header, Body and Footer – what’s goes in them

    The Header Text on a drug label typically contains the bulk of the label details. These details usually include client & patient names, the consulting veterinarian’s initials, date administered, and patient species. The header also contains the drug dispensed and in what quantity.
    The Body Text contains the dosage rates that you can add to drug items.

    Each Body Text label you create is available as dosage information when billing the sale item to the patient.
    The Footer Text is generally used for any legal disclaimer notes or warnings, such as ‘FOR ANIMAL USE ONLY’ or ‘KEEP OUT OF REACH OF CHILDREN’

    Creating New Header / Body / Footer for Labels

  • From the drop-down list next to ‘Category’, select either header, body or footer.
  • Click on ADD
  • Enter a name for your new label header.
  • Click SAVE.
  • Type in the text you wish to use for the header. You can use pre-defined merge fields from the list to the right. These merge fields will automatically insert information from your database. At the point you wish to add a merge field to your header text, select the desired field from the list and click on the Arrow button to include it.
  • Click SAVE.
  • Your header name will now appear in the drop-down list next to ‘Label.’
  • Editing Header / Body / Footer Text for Labels

  • From the drop-down list next to ‘Category’, select either header, body or footer.
  • Choose the label you wish to edit from the drop-down list next to ‘Label.’
  • Click on EDIT.
  • Edit the body text as desired.
  • Click SAVE.
  • Deleting Header / Body / Footer Text for Labels

  • From the drop-down list next to ‘Category’, select either header, body or footer.
  • Choose the label you wish to delete from the drop-down list next to ‘Label.’
  • Click DELETE.
  • A message will appear confirming you wish to delete this reference.
  • Click YES.
  • Examples

    Example Header Text

    Standard Header Text:
    {Clinic Name} {Clinic Address}{Clinic Phone No”}
    {Client Title} {Client Surname} {Client Address 1} {Postcode}{PatientName}
    {Date} {No Used in Consult} x {Item Printed Name}

    X-Ray Label Text:
    {Patient Name} {Client Surname} {Patient Species}
    {Client Address 1} {Postcode}
    {Consultation Date}{Consulting Vet Full Name}{Consultation Number}
    {No Used in Consult} x {Item Name}

    Example Body Text

    Pipette Monthly Neck
    Apply 1 pippette to the back of the neck monthly as directed

    Front 250
    Use 2-4 pump actions per kg bodyweight every 2 months as directed

    Example Footer Text

    ALWAYS USE GLOVES WHEN ADMINISTERING.
    FOR ANIMAL TREATMENT ONLY … KEEP OUT OF REACH OF CHILDREN

    Was this article helpful?
    Dislike
    Views: 0