Restricting user access

If you are going to dedicate time and effort in setting up and automating your fees and stock, it is strongly recommended that you restrict user access to the Stock module.

A member of staff might add a new fee but may forget to add the correct analysis group or a suitable mark up. The problem may not become obvious until much later. User access can be established by the Admin user in Main menu > Maintenance module > Maintenance menu > Users Access.

The option for Database Maintenance should generally be restricted to the Admin user, as this area is used for price updates and stock deletions. However the stock controller will usually need access to Sales Reports. You can learn more about user security in the Maintenance Setup User Guide.

An important control for all users, is to ensure that Change Invoice Prices is NOT selected. This will ensure that any staff logged in with standard user access cannot override the recommended price of a stock item. If anyone needs to reduce the charge on an invoice, then the Stock Item - Discount should be used. In this way discounts can be tracked, the client can see a tangible benefit on their invoice and your practice is less exposed to fraud.

Search for Stock

1. Go to: Main module > Stock module > Stock menu > Stock Details.

   

   The Default search criteria will be displayed; in this example Search by Description and Containing.

   • Default search criteria can be changed by going to: Main menu > Maintenance module > Maintenance menu > System Defaults > Stock tab.

     

   • If stock description is not selected, the default search will be by Stock Code.
2. If required, alternative search criteria can be selected by using the Search by arrows:

   

   • By default only Active stock items will be displayed. To display only Inactive stock items, select Inactive. To display active and inactive stock items, select All.
3. You can select to search by Stock Analysis Groups.

   

   • The default option is set to All Analysis Groups, otherwise you can select a specific analysis group and search for results within that group.
   • In the following example, VisionVPM displayed all stock items with a

     Stock Code Containing AD

     in the Advantage Dog analysis group.

   

4. Type the letters or numbers of your search criteria into the available field and click Go.
   • A list of stock matching your search criteria will be displayed.

   

   • If the required stock item is not found, try other search criteria.
5. Double-click the required stock item to display the Stock Details window.

To view all stock items

You can view all stock items by entering % in the third search field and clicking

This is useful, for example, if you want to check your Markups on products. Maximise the Stock List window by clicking the maximise button , and then click the Markup % column header to sort.

Items containing formulations will be identified with a tick in the Formulation column and items that have been marked as a RVM will contain a tick in the PAR column.

Click the Formulation column header twice to display all stock items marked as formulations at the top of list, as displayed below.

Scroll to the right to access further information on the stock items.