Chapter 13 Inventory Systems and Supply Ordering Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved

Inventory Systems and Supply Ordering

Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved.Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved.


Inventory includes ordering, receiving, and storing supplies.

Only one person should be in charge of ordering and inventory control.◦This person manages ordering, receiving, and storing supplies; manages hazardous waste; and maintains Material Safety Data Sheets (MSDSs).


Inventory can be managed manually or using an electronic system.

An effective inventory control system need not be complicated.◦A list taped to the inside of the supply cabinet can be just as effective as an inventory control on a computer or an Internet system.


Expendable◦Items that are single use: anesthetics, cotton products

Nonexpendable supplies◦Reusable items of moderate cost: hand instruments

Capital supplies◦Reusable, costly items that are seldom replaced: computer, dental chair, dental unit


Dental supplies may be purchased.◦From a "full service" supplier Advantages include next-day delivery. Equipment repair May have a representative coming to

the office with advice and information about new products

◦From "mail-order" suppliers Can price shop for the best deal Some have a problem with backorders.


Medicaments can be purchased from a local pharmacy.

Surgical supply companies sell materials such as thermometers, surgical scissors, and hemostats.


Business supplies may be purchased from local business office suppliers or by online ordering.

Cleaning supplies may be purchased at local merchants or discount houses.


An inventory system is a list of the stock and assets in the dental office.

Can be divided into two parts◦Capital equipment ◦Expendable and nonexpendable supplies


A spreadsheet can be used to maintain an inventory of capital equipment.◦Software such as Excel or Access can

be used. Computer software

◦Allows you to track all of the data about a product

◦Will help the accountant in determining depreciation


Can be maintained manually or on computer


Desired minimal and maximal stock levels need to be determined in advance◦When items are received, shipment data are entered into the program.

◦When items are used, the removal of stock is entered into the program.


Types of systems include◦Tag Products are placed in bins with tags

that identify the product, quantity to order, and the reorder point.

◦Barcode A barcode reader is used to upload

the product information and then download it into the dealer’s ordering system.


The two common systems are ◦The card system◦An alphabetical list

The computer software system is becoming more common.


Identify reorder points. Determine supply quantity. Receive supplies. Receive credit. Follow-up on back-ordered supplies. Produce purchase orders (in large

facilities). Store supplies in appropriate location. Maintain inventory control routinely.


Automated systems will have some form of reorder point built into the program.

If using an in-office data system or a manual system, some form of identifying the reorder point must be selected.◦For example, colored tape or tags can be placed on items identifying the reorder point.


Factors to consider when determining inventory amounts:◦Rate of use Some items that do not expire can be purchased in bulk at a reduced rate.

◦Shelf-life of a material Some items such as film, impression material, and anesthetic deteriorate.


Amount of capital outlay◦It is not wise to have large amounts of cash tied up in inventory.

Length of delivery time required◦If an item takes a long time to arrive, you will want to have a larger amount on hand.


Amount of storage space◦It is not wise to fill up the storage space with one item just because it was a good deal.

Manufacturer's special◦Manufacturers and supply houses periodically offer specials (e.g., in mailers) that may be worthwhile.


Any hazardous material delivered to the office must contain an MSDS. ◦These sheets should be kept on file.


Include the manufacturer's name, address, and emergency numbers and information about their product including:◦Storage◦Health hazard data◦Spill or leak procedures◦Special safety precautions


If products are stored in their original containers, they do not need to be labeled.

If they are removed from the original container, they do need to be labeled. ◦The label should have health hazard data.


Every order that arrives in the office should have an invoice, a packing slip, or both.◦A packing slip just lists the enclosed items.

◦An invoice lists the contents, prices, and total charge.

◦The invoice may also serve as a statement.


Check the contents against the packing slip to make sure everything is correct.

If payment was not sent based on the invoice, a monthly statement will be sent by the vendor.


Occasionally, an item must be returned.◦The supplier will send a credit memo indicating credit for the cost of the returned item.


If the item is not in stock at the supply house, a back-order memo will be issued, or it may be noted directly on the invoice.


In large organizations such as dental schools, supplies are ordered through a purchasing agent.

The items are listed on a requisition, and a purchase order is created.


Supplies should be cycled so that existing stock is used first.◦Materials such as dental stone need to be stored in a dry area.

◦Materials such as film and bonding agents are stored in a cool area.


Remember, it is not possible to run an efficient office and treat patients without adequate supplies.◦To prepare to cement a bridge without the appropriate dental cement is a loss to the practice and can result in the loss of your job!

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Chapter 13 Inventory Systems and Supply Ordering Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved