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.