Get answers to common questions about AMSHub
There are a number of potential answers to this question. To determine which is appropriate you’ll have to determine how this item entered your facility. Was it brought in by a vendor rep? Did you place an order for this item that you just received? If a rep brought in the item and you did not order it, use the Manual Order feature. If you received the item after ordering it, use the standard Delivery process.
This is the same process you will use for adding any item to inventory, except you will select Free Items versus Purchased Items when you get to that pop-up after selecting Add Item. If you have questions on how to add items to inventory you can learn more about adding items here.
If you have an item and the size, name, or any other details in AMSHub don’t match the details on the physical item, you can send us that information in AMSHub. You will bring up that item under Inventory and click on the Provide Info button on the Edit screen. You can fill in the details that need to be corrected and click the Submit button.
This information will be forwarded to our team for review and will be updated if it is accurate and helpful for all users. Item information is something anyone using AMSHub can see, so it must be pertinent to all AMSHub users. Once reviewed that information will be updated and all users in AMSHub will see the changes.
In AMSHub items are organized based on their category as specified by the FDA. When viewing an item, you can click the search icon next to its category name to view all items in the global AMSHub database within that category. You will be presented with a brief list of the most popular items in that category based on all facilities using AMSHub, followed by the complete list. You can filter and sort as needed to look for alternative products.
To view all items currently available in the Global Catalog, you will click on the Inventory tab and click on the red + at the top of the screen (the same red + you would click on when adding items to inventory). Once you click on that button, the Global Catalog will be loaded to your screen. You can narrow your selection by using the Vendor and/or Category dropdowns. You will then see all items currently in the Global Catalog based on your selections.
If you just choose a Category from the dropdown, you can then view all other vendors that carry this particular item, based on items currently in the Global Catalog.
New items can also be added to the Global Catalog at any time if you find an item that you want to order that isn’t already there. Find out more about requesting an item be added to the Global Catalog here.
If you have set an item’s par levels to zero, or have marked an item as inactive, you will need to check the Show Inactive checkbox on the main inventory page to see these items. This will allow you to see all items in your inventory in AMSHub regardless of status or par level.
We have a feature that allows users to submit updates to inventory item data that needs correction, such as item name, reference number, box details, and alternate GTINs. Some vendors will change manufacturing locations, or item packaging, both of which will require them to get a new GTIN for the same item, but in some cases may not notify us or the global database system we monitor. For instance, you may order an item with GTIN 123456789… and receive that exact item but it will have a GTIN of 987654321… In this case, assuming it is indeed the exact same item, you can use the Provide Info button on Item Edit to submit the alternate GTIN. Once our team verifies this and attaches it to the item you will be able to scan either GTIN and the system will handle it behind the scenes.
To facilitate the management of item prices, we provide a powerful Item Price management tool. If only a few items need to have prices adjusted you can launch the Item Price manager by going to the desired item, viewing it in Edit mode and clicking the Contract Price. You’ll be presented with numerous options for how you want a price change to be implemented: You can update just items from certain old orders, you can update all old items, you can update future items only, etc. In the case of a new contract, you would typically want to click Future Only and then Update Price so that the price is only changed on items moving forward. Alternatively, if you want to quickly update a number of item prices and all of those prices will go into effect for new items only, you can use the bulk item editor. On the main Inventory page, click Edit All, make your changes and Update.
If you have a new contract that contains a large number of price updates you may want to have the vendor rep load the prices for you, once the contract has been approved. The rep would need to have access to our Vendor Portal. If the rep doesn’t already have an AMSHub account you would need to add them under Vendors>Reps and they will receive an invite to setup their account. The rep will then be able to upload the contract information using the Inventory Template they will see under the Inventory tab once they log in. This will get submitted to your facility within AMSHub and you can accept or reject the contract. Accepting will automatically update all prices as per the rep’s data.
**Please use extreme caution when editing item prices – particularly the prices of items used in the past – as this can have far-reaching implications for Reports and Analytics.
If an item is attached to a procedure(s) and has incorrect pricing attached to it, you will want to ensure that is corrected so all case costing, reporting and analytics data is correct. To launch the Item Price manager, go to the desired item and view it in Edit mode. Clicking the Contract Price will launch the tool automatically. You’ll be presented with numerous options for how you want a price change to be implemented. In this case you will want to add the correct price in the Contract Price box and then will click All and Update Price since the price has been incorrect the entire time this item has been in your inventory.
For more information regarding Item Price Editing, visit the Help Site link. Item Price Editing – AMSHub
**Please use extreme caution when editing item prices – particularly the prices of items used in the past – as this can have far-reaching implications for Reports and Analytics.
If you try to add an item to your inventory and get the message, “The item you have searched for is not currently in our global catalog. Do you want to submit this item for inclusion in our global catalog?” that means you have scanned an item that has not yet been added to our global catalog. In this case, it’s easy to submit the item details to us to have it added to our global catalog as well as your local inventory. To do so, select Yes when prompted and follow the information provided. Once you complete the requested information in the pop up the item will be submitted for review. Once we receive the request the item details will be reviewed, verified, completed as needed, and approved by our team. Once approved, the item will be automatically added to your inventory. If there are any issues, we will get in touch with you as soon as possible to complete any remaining tasks and have the item available for use.
A physical inventory check needs to be done periodically to audit the inventory items in AMSHub against what is on your shelves. This is known as a cycle count. Regularly staff members should be tasked with completing a cycle count to reconcile inventory between AMSHub and your physical inventory to ensure accurate data. It is best to complete cycle counts when staff are not processing deliveries, pulling items for cases or scanning items out into procedures to ensure accuracy.
To view more information on cycle counts, visit the Cycle Counts link on the Help Site for an in-depth explanation.
If you go to Analytics>Inventory Value you will be able to find this information. This report includes a complete overview of all on-hand materials including quantity and value. The Inventory History chart at the top of this page includes granular data for each monthly data point. Hover over a dot on either the dollar amount or item count data and you’ll get a detailed breakdown of either value or quantity by both owned and consigned.
AMSHub has an optional feature called Online Ordering that lets you place all orders for all vendors for all needed Inventory items with one-click. AMSHub will disassemble your completed order and send all of the order details directly to all of the vendors included in that order immediately for fulfilment. Online Ordering saves facilities an average of 1.5 hours per day. Talk to your salesperson if you’d like more information or want to enable Online Orders.
Once you have confirmed with the vendor customer service or the vendor rep that the items won’t be delivered, the order can be deleted. If you have online ordering set up, you can send us a chat or email at support@ and include the PO number and the items that won’t be received and we can delete just those items or the entire order if no items in the order will be received.
If you don’t have online ordering enabled, you can delete the order, as long as the entire order won’t be received. If there are only some items on that order that won’t be delivered you can send an email to support@/start a chat and let us know the PO number the items belong to and which item(s) needs to be deleted.
Once you have confirmed with the vendor that you won’t be getting the remainder of the ordered items in a separate order, we can adjust the ordered amount. You can contact us by chat or email at Support@ providing us with the PO number, item reference number or GTIN and the corrected number of items that the order should now show.
Or you could ask the vendor to correctly send you the number of items they should have originally sent and in this case AMS doesn’t need to be notified.
Unfortunately, once an order is placed we don’t have any more information about that order than you do. You can go to the Vendors tab>Vendor info in AMSHub where you can find the customer service phone number and your account number for all vendors. You can contact the vendor to find out the status of the order or reach out to your vendor rep to get more information about a pending order.
If you have checked with the vendor customer service team or your sales rep and they have no record of your order, you have two choices: you can reach out to us by chat or email at support@ and let us know to resend your order, if you have the online ordering feature enabled, or if you don’t have our online ordering feature enabled you can resend your order to them directly from within AMSHub.
If time has passed and you no longer need that order, and you’re a facility that does not use our online ordering feature, you can delete the order. If you have online ordering enabled, you can contact us to delete that order. Just provide us with the PO number and let us know you have reached out to the vendor and confirmed they don’t have any record of the order.
If you have online ordering enabled, canceling an order in AMSHub doesn’t cancel the order with the vendor. You would need to contact the vendor rep or vendor customer service to cancel the order or start the return process. If the order was able to be cancelled and the items won’t be shipped and received, then you can notify AMSHub Support by chat or email and we can cancel the PO in AMSHub.
If you don’t have online ordering enabled, you can delete the order, as long as the entire order won’t be received. If there are only some items on that order that won’t be delivered you can send an email to support@/start a chat and let us know the PO number the items belong to and which item(s) needs to be deleted.
Yes, we recommend you scan everything in and out of AMSHub. You can use the Manual Order feature to add an item brought in by a rep for trial purposes, or any time a rep brings items into your facility. Learn more about the Manual Order process here.
The item is automatically added to your inventory through the manual order process. The last step will be to mark the trial item as free. Find that item in your inventory, go to the Edit screen, then click on the red Edit Items button. You will then check the box, under the Free category header, next to the trial item(s) that were provided for free and be sure to Save your changes.
Always proceed with caution when editing item details.
In this situation, you have a couple of different options. First you need to decide if you want to keep the extra items. If you would like to keep the extra items, when you go to deliveries to process that order, you will scan all of the items, including the extra items. We offer the ability to receive these additional items using the standard Delivery screen. In the event the system sees more items scanned or manually entered than were in the original order sent to the Vendor, it will notify you and ask you if you want to keep the additional items, provide basic instructions should you want to return them, and give you a chance to remove them if they were scanned in error.
If you don’t want the extra items, you can reach out to your vendor rep or contact vendor customer service (you can get their phone number and your account number by going to Vendors>Vendor info) and let them know you want to process a return because you were sent more items than you ordered.
Unfortunately, we can’t add an item to an existing order. If you received an extra item in your order that you didn’t initially order, but you plan to keep it, you can add that item as a manual order. If you don’t plan to keep the item, since it was a vendor error, you would need to contact vendor customer service or contact your vendor rep to initiate a return.
You can look an order up in AMSHub under the Orders tab, to see general order details. If you are trying to find out tracking information and/or delivery details, you would need to reach out to vendor customer service or your vendor rep.
First check to ensure the PO on the packing slip matches the PO number under the Deliveries tab in AMSHub that you are delivering. If it does, make sure the item the vendor sent has the same item reference number as the item in your order. If all of these items match up and it is the exact same item, it is possible that the GTIN/barcode has changed/been updated. In this case you will want to let us know what the new GTIN is by Updating the Catalog Details of a Global Catalog Item by clicking on the Provide Info button on the Item Edit screen for the inventory item in question. Otherwise, it is likely this item was sent to you incorrectly and you should contact the vendor’s customer service team or your rep to determine a suitable resolution.
There are a number of ways a situation like this may exist and a number of ways it would therefore need to be handled. For example: the item(s) could be on backorder, may no longer exist, may have a temporary or permanent substitution, as well as many other possible reasons. Learn more about these scenarios and their associated resolutions on our detailed Help Site page.
AMSHub will alert you if the exact item(s) are not currently scanned into your inventory. You will need to look to see if that item, with the same item reference number, lot number and expiration date, is currently in your inventory. It most likely isn’t, since you received that message, so you will first need to add that item to your inventory in AMSHub and then you will be able to scan it out of your inventory and into a procedure.
When you are adding the fixed cost/default reimbursement in Settings>Procedures, you must first check the Include box to include that procedure at your facility and then can add the amounts. Be sure to click the Update button to save that information.