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ClinixPM is pleased to announce our new Inventory Management and Retail Sales module. This feature will benefit all clients who sell retail products. The new functionality will address the need to maintain a catalog of products, record sales, calculate sales tax, manage vendors, and other inventory-related utilities.
Capabilities of this feature include:
Inventory management
Easy checkout including e-payment
Barcode / UPC scanning
Payment distribution for products and services
Low inventory and reorder point notification
Patient receipt
Inventory reporting
Sales tax calculations
Vendor management
Inventory transfer
Audit tracking
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Table of Contents
Inventory and Retail Sales Setup ............................................................................................................ 3
Getting Started ................................................................................................................................. 3
1. Add Product Codes and Charge Amounts ................................................................................ 4
2. Add a Sales Tax Procedure ..................................................................................................... 5
3. Add Sales Tax Rate ................................................................................................................. 5
4. Add Vendors ............................................................................................................................ 6
Inventory and Retail Sales Menu ............................................................................................................. 7
Product Inventory Maintenance ........................................................................................................ 7
Add Beginning Inventory............................................................................................................... 8
Adjust Inventory ............................................................................................................................ 9
Reorder Point ............................................................................................................................. 10
Delete a Product in Inventory ...................................................................................................... 10
Create / Edit Orders ....................................................................................................................... 11
Cancel an Orders ........................................................................................................................ 12
Receive Order ................................................................................................................................ 13
Receive a Partial Order .............................................................................................................. 13
Create / Edit Transfers ................................................................................................................... 14
Receive Transfer ............................................................................................................................ 15
Create / Edit Adjustment Codes ..................................................................................................... 16
Sales Tax Setup ............................................................................................................................. 17
Vendor Setup ................................................................................................................................. 18
Audit Trail ....................................................................................................................................... 18
Reporting ....................................................................................................................................... 19
Retail Sales Checkout ............................................................................................................................ 25
Step-by-Step Product Checkout Process ....................................................................................... 25
Processing Payments through ePayment ....................................................................................... 26
Entering Discounts ......................................................................................................................... 27
Previous Charges .......................................................................................................................... 30
How to Repeat a Purchase ......................................................................................................... 30
How to Return a Product ............................................................................................................ 30
How to Reverse a Charge and/or Payment .................................................................................... 32
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Frequently Asked Questions (FAQ) ...................................................................................................... 36
Glossary .................................................................................................................................................. 36
Retail Sales and Inventory Management Setup
Getting Started
Welcome to the new Clinix Retail module. This guide provides explanations of the features of the new
module. This is intended as a step-by-step guide and as a reference document. Before you begin
entering inventory, you will need to add your products, enter product charges, setup a sales tax procedure,
and add vendors. The next steps are important to follow when setting up the new module.
Add Product Codes and Charge Amounts
MM1.6 – Procedure Codes Maintenance
Before adding inventory, you will need to enter in products that are going to be tracked in the module. The process will be similar to creating a new medical procedure, but with a few key differences. Below are the required fields to create a new product code. You are welcome to enter more product information as you see fit. Note: See glossary for field names and descriptions.
Add Product Codes
1. Go to Procedure Codes Maintenance MM1.6.
2. Enter group.
3. Enter procedure type of C (denoting a “charge”).
4. Enter procedure code (eight character limit).
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a. Be aware of current and future code naming conventions.
b. Consider beginning all product codes with the same letter or letters to
differentiate from service codes. e.g. PR_cream, P_lotion, or x_lotion8.
5. Enter if you want to group procedures into categories for reporting purposes.
By creating and utilizing a catalog code for product sales, it will allow you to print a report
that shows all products under a specific catalog code. Catalog codes are maintained in
MM2.8
6. Enter a full description of the product.
7. Enter type of service or select LOV button.
8. Enter place of service or select LOV button.
9. Enter Y in Product? field.
1. When a Y is entered in the Product? field, the following fields will
automatically populate.
Bill Insurance? = N
Stmt Print? = Y
Custom? = Y
10. Add Barcode and SKU if utilizing the barcode scanning feature
11. Select or <F4> to save.
12. Add product charge amount on the same screen
a. Click on the Procedure Amounts tab in the upper left corner of the screen.
b. Enter a price code.
c. Enter fee schedule applicable to the price code.
d. Enter product retail charge amount.
e. Reimbursable amount and split fee percentage is not applicable.
f. Enter retail effective date.
g. Select or <F4> to save.
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Add Sales Tax Code Procedure
A sales tax procedure code must be created to utilize the retail sales module. Go to MM1.6
and follow the previous steps 1-7 and name your procedure Sales Tax as shown below. The key
difference is that you will enter Y in the Sales Tax? field.
Add Sales Tax Rate, MM1.29 #7
The Sales Tax Setup screen allows you to add and maintain sales tax rates by location. This information
will be used during the check-out process to calculate the appropriate amount of sales tax liability.
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Important Note: If you choose not to calculate sales tax or if your state does not require it, then you must enter zero (0) as your sales tax rate. Leaving sales tax fields empty will not allow you to use product checkout. Setting up Sales Tax
1. Go to MM1.29.7 2. Enter group. 3. Enter location. 4. Enter state tax rate. 5. Enter county/parish rate (if applicable). 6. Enter municipal rate (if applicable). 7. Enter other 1 rate, other 2 rate, or other 3 rate (if applicable).
a. These are additional taxes that can be entered if more rates apply other than those listed above.
b. If any rate is entered in any one of these 3 fields, the title of the tax can be free texted into the Other 1 Name, Other 2 Name and Other 3 Name fields.
8. Enter tax rate effective date. 9. Enter tax rate expiration date.
10. Select or <F4> to save your tax information.
Add Product Vendors
MM1.29.8 Vendor Setup The Vendor Setup screen is where you add and edit vendor or supplier information. Only one vendor record will show on the screen at a time. It might be necessary to select on the toolbar to scroll through multiple vendor records. Vendors associated with a particular group code will be accessible to all locations of that group. The required fields to create a new vendor are Vendor Name and Active Y or N. Vendor information is shown on inventory report 26263. Note: See glossary for field descriptions. Create a New Vendor
1. Go to MM1.29.8 2. Enter the group. 3. Skip vendor code; it will be auto assigned when you save the record. 4. Enter vendor name (required field). 5. Enter street address. 6. Enter zip code, which will auto populate city and state information. 7. Enter vendor business phone number. 8. Enter contact name. 9. Enter contact email. 10. Enter contact cell phone number. 11. Enter Y if this vendor is active or N for inactive (required field). 12. Enter a comment if wish to enter additional relevant information (free text field).
13. Select or <F4> to save vendor information.
This concludes the Getting Started section. You are now ready to begin adding inventory.
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Inventory and Retail Sales Menu
MM1.29 – Inventory and Retail Sales Menu
The Inventory and Retail Sales menu is used to set up and maintain products, vendors and sale tax information. Users also have the ability to create orders, transfer inventory and generate reports. Note: The menu items listed on this form are listed in order of the most to least used. Menu items 6, 7 and 8 should be completed first and will rarely need to be changed except for adding and updating information. Menu items 1-5 will be used to maintain inventory, maintain orders, and transfer inventory from location to location.
MM1.29.1 – Product Inventory Maintenance
The Product Inventory Maintenance screen is the primary dashboard for inventory information. From this screen you can track how much product inventory you have from a specific vendor and/or at a specific location. Information such as unit cost, retail effective date, and retail charge is available on this screen. Products that are on order or being transferred also will be shown on this screen. Lastly, you can manage your re-order points to ensure you are notified when inventory gets below a certain level. Note: See glossary for field descriptions. Key Functions:
Overall inventory information dashboard Add beginning inventory Adjust inventory On order or transfer information Maintain reorder points
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View order numbers Delete a product in inventory (user restricted)
Add Beginning Inventory 1. Enter group. 2. Enter location. 3. Enter product that is being added to inventory.
a. The Product field pulls procedures that are set up in MM1.6 and have been marked Y.
b. There is a LOV available if you need to look up a product code. Note: If using a barcode scanner, place the cursor in the Product field and scan the product. If you setup the product properly and the barcode is found in MM1.6; you will see the product code appear in the Product field. The full product description will be displayed in the following field.
4. Enter the vendor number of the product.
a. There is a LOV available if you need to look up a vendor code. 5. Enter your purchase price of the product. 6. Enter the retail effective date of the product.
a. If the product code has an effective date set on the product code, this field will automatically populate. See page 4 for more detail.
7. Enter the retail charge. a. If the charge amount has been set on the product code, this field will automatically
populate. 8. Enter the product’s beginning on hand quantity. A popup will appear; select “New Product-
Beginning Inventory”.
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9. Select or <F4> to save the inventory record.
Adjust Inventory You can adjust inventory on the product inventory maintenance screen. There may be times when it is necessary to manually adjust inventory. Reasons may include damaged merchandise, stolen product, new product not acquired from a vendor, or any reason you wish. Adding and editing adjustment codes are done in MM1.29.6 and shown on page 13 of this document. Note: See glossary for field descriptions.
1. Query and identify which product line item you wish to adjust. 2. Change the inventory amount in the On Hand field and a popup will show.
3. Choose Inventory Adjustment and click the Reason Code LOV button.
4. Query a reason code by selecting on the toolbar or by typing <F2>.
5. Select the code by double clicking and then pressing the enter key to populate the reason code description.
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6. Select OK, and save by selecting or <F4> when you return to the product inventory screen.
Reorder Point You can enter a set reorder point that inventory needs must reach or fall below in order to receive a pop-up notification. Inventory report 26263 can be generated for reorders. This is also referred to as restock level or replenishment point.
Delete a Product in Inventory A user with the appropriate permissions does have the ability to remove a product from inventory.
Products that have been sold are not able to be removed from inventory due to reporting purposes.
Furthermore, products that have open orders associated with them are not able to be removed from
inventory.
1. Query and identify which product line item you wish to delete 2. Put the cursor on any field of the product line item you wish to delete
3. Select the in the toolbar or <Ctrl-E> to delete the product
4. Select or <F4> to save your changes
Note: This function is generally reserved for managerial personnel. A standard user will not be able to
carry out this function. If unclear of how user restrictions work then please contact your client manager.
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MM1.29.2 –Create / Edit Orders
The Create / Edit Orders screen allows you to enter order information that is placed through a vendor or supplier. By entering the information on this screen, products and supporting information will be added to the Product Inventory Maintenance screen. Note: See glossary for field descriptions.
Create a New Order
1. Choose the group. 2. Choose the location. 3. Choose the vendor. 4. Enter your vendor order number (if available). 5. Enter order date (It is defaulted to today’s date). 6. Enter order ETA (estimated time of arrival) date (if available). 7. Choose the product or enter a product code
a. Note: If using a barcode scanner, place the cursor in the Product field and scan the product. If you setup the product properly and the barcode is found in MM1.6; you will see the product code appear in the Product field.
8. Enter your unit cost. 9. Current unit retail and retail effective date will populate from information located in product
inventory maintenance. 10. Enter the quantity ordered. 11. Extended cost and extended retail will then calculate automatically.
12. Select or <F4> to complete your order and generate your order number.
Note: After creating an order, the product(s) will be shown as On Order and In Transit in Product Inventory Maintenance.
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Cancel an Order You have the ability to cancel an order. This can occur as result of no longer needing a product that is on order or if the user has mistyped information when creating the order. By doing this, the system removes the on-hand and in-transit amounts displayed in product inventory maintenance. For examining purposes, all cancelled orders are logged in the Audit Trail located in MM1.29.9.
1. Go to Create / Edit Orders MM1.29.2
2. Enter query mode by selecting on the toolbar or by typing <F1> 3. Select the group and change order status to “Open”
4. Execute the query by selecting or on the toolbar or by typing <F2> 5. Locate the order you wish to cancel 6. Change the order status to “Cancelled”.
7. Select or <F4> to save your changes.
Note: This function is generally reserved for managerial personnel. A standard user will not be able to carry out this function. If unclear of how user restrictions work then please contact your client manager.
Cancel a Partial Order
You have the ability cancel a partial order as well. To do this you must first change the order status from
partial to open before cancelling the order.
1. Go to Create / Edit Orders MM1.29.2
2. Enter query mode by selecting on the toolbar or by typing <F1> 3. Select the group and change order status to “Partial”
4. Execute the query by selecting or on the toolbar or by typing <F2> 5. Locate the order you wish to cancel 6. Change the order status to “Open”
7. Select or <F4> to save your changes.
8. Change the order status to “Cancelled”
9. Select or <F4> to save your changes.
Note: This function is generally reserved for managerial personnel. A standard user will not be able to
carry out this function. If unclear of how user restrictions work then please contact your client manager.
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MM1.29.3 –Receive Order
The Receive Order screen is where you input product orders that are received. You can query by Order No which will populate the order details that were entered in Create/Edit Orders. I Note: See glossary for field descriptions.
Receive an Order
1. Enter your order number. a. To retrieve your order number, highlight the line item in product inventory maintenance
(MM1.29.1) and the number will be listed at the bottom left of the page.
2. Select on the toolbar or enter <F2> to execute your query. 3. Enter expiration date (if applicable). 4. Enter total units received. 5. Date received will default to today’s date.
6. Select or <F4> to complete receiving your order and change order status from “Open” to “Closed”.
Receive a Partial Order
1. Follow steps 1-4 above and enter the number of units received from the order. 2. Date received will default to today’s date.
3. Select or <F4> to complete receiving your order and change order status from “Open” to “Partial”.
Note: Any number less than the quantity ordered will change the order status to “Partial”.
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MM1.29.4 –Create/Edit Transfers
The Create / Edit Transfer screen allows you to transfer products between locations. This is used when needing to relocate inventory between locations due to fluctuations in supply and demand. By entering the information on this screen, the products and supporting information will be added to the Product Inventory Maintenance screen. Note: See glossary for field descriptions. Create a New Transfer
1. Choose the group. 2. Choose which location you want to transfer product FROM. 3. Choose which location you want to transfer product TO. 4. Enter transfer ETA date (if applicable). 5. Choose the product or enter a product code.
a. Note: If using a barcode scanner, place the cursor in the Product field and scan the product. If you setup the product properly and the barcode is found in MM1.6; you will see the product code appear in the Product field.
6. Choose the vendor.
7. Choose retail effective date by selecting the LOV.
8. Choose unit cost by selecting the LOV. 9. Enter transfer quantity.
a. The system pulls current on-hand quantity amount from Product Inventory Maintenance.
10. Select or <F4> to complete your transfer and generate your transfer number (see below).
Note: It is important for the user to note the transfer number and provide it to the transfer receiving location. This will help the receiving location find the transfer information quickly and easily.
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Note: After creating a transfer, the product will be shown as In Transit in Product Inventory Maintenance.
MM1.29.5 –Receive Transfer
The Receive Transfer screen is where you input transfers that are received. You can query by Transfer No, which will populate the transfer details that were entered in Create/Edit Transfers. This transfer receiving process will add the inventory quantity in Product Inventory Maintenance. Note: See glossary for field descriptions.
Receive a Transfer
1. Enter your transfer number.
2. Select on the toolbar or type <F2> to execute your query. 3. Enter number of units received. 4. Date received will default to today’s date.
5. Select or <F4> to complete receiving your transfer, which will change the status from open to closed.
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MM1.29.6 –Create / Edit Adjustment Codes
The Create / Edit Adjustment Codes screen allows you to add or maintain any number of adjustment codes and descriptions. This is also referred to as reason code. Reasons such as damaged merchandise, stolen product, or new product not acquired from a vendor are just a few of the many codes you can add. To learn more about manually adjusting inventory, see page 8 of this document. Note: See glossary for field descriptions.
Note: When you access this screen, it executes a query automatically. You can either edit the fields or
enter in new adjustment codes.
Add Adjustment Codes
1. Press <F3> or on the toolbar to create a new adjustment code record.
2. Enter a new unused number for the stock adjustment code.
3. Enter a description.
4. Check mark whether this adjustment will add or subtract from inventory.
5. Select or <F4> to save your new adjustment code.
Edit Adjustment Codes 1. Select the adjustment code to be edited. 2. Make the desired changes to the code, description, or add/subtract from inventory.
3. Select or <F4> to save your changes.
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MM1.29.7 –Sales Tax Setup
The Sales Tax Setup screen allows you to add and maintain the sales tax rates by location. This
information will be used during the check-out process to calculate the appropriate amount of sales tax
liability. A sales tax report can be generated for auditing purposes. Information on how to access this
report is found on page 18 of this document. Note: See glossary for field descriptions.
Setting up Sales Tax
1. Enter group. 2. Enter location. 3. Enter state tax rate. 4. Enter county/parish rate (if applicable). 5. Enter municipal rate (if applicable). 6. Enter other 1 rate, other 2 rate, or other 3 rate (if applicable).
a. These are additional taxes that can be entered if more rates apply other than those listed above.
b. If any rate is entered in any one of these 3 fields, the title of the tax can be free texted into the Other 1 Name, Other 2 Name and Other 3 Name fields.
7. Enter tax rate effective date. 8. Enter tax rate expiration date.
9. Select or <F4> to save your tax information.
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MM1.29.8 –Vendor Setup
The Vendor Setup screen is where you add and edit vendor or supplier information. Only one vendor record will show on the screen at a time. It may be necessary to select on the toolbar to scroll through multiple vendor records. Vendors associated with a particular group code will be accessible to all locations. Vendor information is shown on inventory report 26263. Note: See glossary for field descriptions. Create a New Vendor
1. Enter group. 2. Skip vendor code, as this will be auto assigned when you save the record. 3. Enter vendor name (required field). 4. Enter street address. 5. Enter zip to auto populate city and state information. 6. Enter vendor business phone number. 7. Enter contact name. 8. Enter contact email. 9. Enter contact cell phone number. 10. Enter Y if this vendor is active or N for inactive (required field). 11. Enter comment if you want to enter additional relevant information (free text field).
12. Select or <F4> to save vendor information.
Edit a Vendor
1. When first accessing the screen enter <F1> or select on the toolbar to query a vendor. 2. Enter group.
3. Enter <F2> or select on the toolbar to execute your query.
4. To view the next vendor record select on the toolbar to scroll through the group’s vendor list. 5. After finding the vendor you wish to edit, make the appropriate changes to one or all of the fields.
6. Select or <F4> to save updated vendor information. MM1.29.9 –Audit Trail
The Audit Trail screen allows you to view modifications that have been made within the module. These functions happen behind the scenes, but can be a useful tool for reviewing insertions and/or updates to Clinix tables. A user can query any of the fields to investigate changes in inventory data. When accessing
this screen, it comes up blank. Select <F2> or on the toolbar to view the latest changes. Note: See glossary for field descriptions.
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MM1.29.10 – Inventory and Retail Sales Reports
You have the ability to generate reports that will assist in managing product sales inventory. In order to access the reports, select No.10 from the Inventory and Retail Sales screen. The three reports that are available are 26263, 26265, and 27485. When you click a report, the expanded selection gives you options to print either a PDF or CSV version. Note: See glossary for field descriptions.
Inventory Report 26263
This report includes current product inventory quantities by group and location. The following information
is shown on the report: product code, product description, vendor code, vendor name, vendor contact,
contact phone, and contact email. The required fields are the group code and ONLY one of the last three
fields. You also can view inventory at or below its reorder point.
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Inventory Report 26263 (Sample PDF report shown below)
The last page of the Inventory Report gives a summary of the current inventory for all locations.
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Sales Tax Report 26265 This reports shows sales tax liability by group, location and taxing jurisdiction. Totals are provided at the end of the report. The required fields are the beginning and ending dates.
Sales Tax Report 26265 (Sample PDF report shown below)
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Retail Sales and Inventory Report 27485
This report displays the beginning and end-of-month inventory total and sales by product code. The
required fields are the beginning and ending dates. Note: The beginning and ending dates refer to the
date of service. The CSV version of the report includes a more comprehensive detail of inventory and
sales; the PDF version focuses mainly on sales.
Retail Sales and Inventory Report 27485 (Sample PDF report shown below)
Retail Sales and Inventory Report 27485 (Sample CSV report shown below)
Due to the width of the report, the screen shots are broken into three sections.
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End of Month (EOM) Reports
Below are end-of-month reports that provide useful inventory and retail sales information. These are
available now, and Clinix can include additional reports depending on your specific needs. Please contact
your client manager for more information.
EOM Procedure Analysis with Payments/Adjustment by Category (med9093.pdf)
This report shows charges, payments, and adjustments sorted by category code. Month-to-date (MTD)
and year-to-date (YTD) information is shown when applied directly to a procedure code. The following
information is displayed on the report: category, code, description, charge amount, units, pay amount,
number of payments, adjustment amount, and number of adjustments.
EOM Procedure Analysis by Group (ndc5417_grp.pdf)
This report shows charges, payments, and adjustments sorted by group. Month-to-date (MTD) and year-
to-date (YTD) information is shown when applied directly to a procedure code. The following information
is displayed on the report: MTD charge amount & quantity, YTD charge amount & quantity, and previous
year charge amount & quantity.
EOM Volume Statistics by Doctor (ndc4392_doctor.pdf)
This report shows the number of procedure charge entries sorted by doctor and month. Each month will
display as a header, and totals will be shown by doctor and by group.
EOM Client Procedure Analysis by Group by Location (ndc4282_loc.pdf)
This report shows charges, payments, and adjustments sorted by group by location within a master group.
Month-to-date (MTD) and year-to-date (YTD) information is shown when applied directly to a procedure
code. The following information is displayed on the report: category, code, description, current/MTD
charge amount & quantity, YTD charge amount & quantity, and previous year charge amount & quantity.
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Additional Reports
Detailed Account Information Report As the name implies, this report give a detailed payment, adjustment, or charge information for a given account or guarantor. It can include error corrections, and can include medical, retail or a combined view of those particular types of transactions. To access this report go to MM7, query an account, select the
tab, then select
Miscellaneous
Patient Account and Posted Detail with Products
When viewing product related posted detail information it will be necessary to select the Retail Sales tab
on MM7 – Shift F8 (Posted Detail). This will switch from viewing posted medical charges to posted retail
sales charges. When the Retail Sales tab is activated, the tab label will change to Medical Services. This
will allow a user to toggle back to the medical charges.
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Retail Sales Checkout
Retail Sales Checkout, like other charge entry processes in ClinixPM, can be accessed through a batch. Go to the Batch Control screen MM9.2; there is direct access to checkout through the tab shown below or by selecting <F6>.
You can also access the product checkout screen through MM9.2 and then selecting <F8>.
Step-by-Step Product Checkout Process
1. Enter location 2. Enter customer account number. (If unknown, you can query for the customer by using the
Account LOV). a. This is a required field so this person needs to be in the Clinix system; otherwise you’ll want
to create a miscellaneous account for walk-ins. 3. Service date will default to the current date.
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a. You can change the date by typing or selecting from the calendar icon. 4. If the patient is an employee, users can place a check mark in the box beside Employee Sale? 5. Enter doctor code in the Provider field. 6. Choose the product LOV or enter a product code.
a. Note: If using a barcode scanner, place the cursor in the Product field and scan the product. If you setup the product properly and the barcode is found in MM1.6; you will see the product code appear in the Product field. The full product description will be displayed in the following field.
b. Unit charge and sales tax amounts will auto populate. c. Sales tax is calculated from information entered in MM1.29.7.
7. Enter the quantity purchased 8. If applying a discount, enter the percentage or dollar amount you wish to discount the item. 9. Enter Pay Code or select the LOV to capture what method of payment the customer uses (required
field) a. If paying electronically check mark ePayment
i. To use this option you must be signed up through PayLeap. 10. Enter Check # (if applicable) 11. Enter Additional Pay if the customer wants to pay towards their current outstanding balance. 12. Enter Copay Code or select the LOV if the customer is paying copay. 13. Enter the copay dollar amount if the customer is paying copay. 14. Product Total will display the total amount of retail products. 15. Total Payment will add product total plus any additional payments or copays. 16. Click Process Payment to complete the checkout, and you will receive a pop up stating “Product
Payment has been applied” 17. The print receipt parameter will display a pop-up. The user can select the appropriate printer or
choose View to view the receipt as a PDF that can be printed after the user selects OK.
Processing Additional Payment for Medical Charges When posting an additional payment for a medical charge on the checkout form, you are sent to the Auto
Payment Distribution screen after the Process Payment button is selected. On this screen, you will be
able to see the medical charge that is pending. It will display at the bottom of other charges that the
patient might have on their account. Also you can apply the additional payment to a charge on a specific
Date of Service (DOS), by entering the date into the DOS field on this form. This will populate only the
charges for that specific DOS.
Processing Payments through ePayment You can also process the patient’s payment with a credit card through the ePayment process at the bottom of the Retail Sales Checkout form. Important Note: It is necessary to have the EPAYP pay code setup in MM1.6. Additionally, if you have not used ePayment before it is necessary to setup a PayLeap account. Please contact your client manager for more information.
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Entering Discounts Checkout can accommodate discounts for promotions, on-sale items, and employee-discounted purchases. These can be entered as a dollar amount or as a percentage. The example below shows a dollar and cent discount amount for the first product and a percentage discount for the second product.
After you select <Enter> for the percentage discount, the application calculates the discount into dollars and cents and adjusts the tax and charge as shown below.
How to tag a reason for a discount Step-by-step on how to set up your discount adjustment code.
Go to MM1.6.
Procedure Type = A
Procedure Code – Create your specific adjustment code.
Catalog Code – Attach your code for your products.
Enter Type of Service.
Enter a ‘Y’ in the Product field. Note: the Bill Insurance will default to N, the Stmt Print? field will default to Y, and the Custom? field will default to Y. You can leave these fields as populated or you could remove the default and leave them null. These fields will not pertain to an adjustment code.
Enter the Statement Description, if desired.
Enter the Full Description of the adjustment. This field is required.
Mark the Insurance Pay/Adj Procedure as a ‘N’.
Enter an ‘X’ in the Prof Courtesy field.
Save
Step-by-step on how to apply the discount adjustment code.
When posting the product and you are entering either a dollar amount or a percent amount in the Discount field, the cursor will now advance to the Discount Reason field that has been added to the bottom of the form. Enter your discount adjustment code. There is a Discount Reason LOV,
, if you need to look up your code.
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After you enter your discount reason and tab or enter out of the field the description of the discount
will populate.
Continue the process to apply the product payment and complete the transaction. Forms where you will see the reason for the discount are as follows:
Account Detail Information
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Previous Purchases
Reverse Transactions
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Previous Charges for Repeat Purchase or Product Returns On the product checkout screen you have the option to View Previous Purchases. Here is where you can select products for repeat purchases or for return.
How to Repeat a Purchase
1. Click on the View Previous Purchases button on the product checkout screen 2. When viewing previous purchases, check the R box of the product you want to repeat purchase 3. Click Repeat Purchases and the selected product(s) will populate on the main checkout screen. 4. Complete the checkout process as noted in steps 1-17 above
How to Return a Product
1. Click on the View Previous Purchases button on the product checkout screen 2. When viewing previous purchases, check the R box of the product you want to return 3. Click Customer Return and you will get a pop-up asking “Is the product able to be resold?”
4. Is the product able to be resold? Click Yes or No
a. Answering yes adds the product back into inventory; answering no does not.
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b. After your selection, you are then taken back to checkout with negative quantity and charge information.
5. Enter a Pay Code or Adjustment code that references a refund or product return (required field) a. If you do not have a product refund pay code setup, go to MM1.6 to set up one. b. If you choose to use an adjustment code instead of pay code, then check box Adj
i. 6. Select Process Payment to complete the process and to receive the pop-up stating “Product
Payment has been applied” 7. Select OK view or print your receipt or select cancel.
Note: If no previous charges are selected, the user can select the Cancel button and the application will return to checkout without any changes. Enter New Sales On the product checkout screen, click Enter New Sales to clear the fields. This will allow you to begin
another checkout process with a new customer.
Retail Sales Checkout Screen Quick Links On the product checkout screen, you can directly access the following screens:
Sales and Inventory Menu MM1.29
Receipt if you need to print a receipt for the customer.
Pymt/Allocation if you need to apply a previously posted payment to the product
Reverse Transaction if you need to reverse a transaction that is still in your batch.
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How to Search and Post a Payment to a Product without Payment Information 1. On the product checkout screen, enter location, account #, and date of service 2. In the Provider field or anywhere in the product detail block, select <F1> to enter query mode.
3. Select <F2> to execute the query.
4. Products without payment that match query criteria are then populated. 5. Enter new payment information and process payment.
How to Create a New Account for a Walk-In Customer in Product Checkout
1. On the checkout screen leave the account blank (null) and select the Account LOV a. This takes you back to the patient account screen to set-up a new account.
2. Setup Guarantor first, and then exit back to setup customer/patient info. a. This step should not be too time consuming as generally no insurance is added and the
customer is their own guarantor and would be classified as self-pay. 3. After setting up the account, and exiting back to the checkout screen, the account number will then
auto-populate.
How to Reverse a Charge and/or Payment As a standard practice, it is recommended to follow the steps to return a product as opposed to reversing
a transaction noted below. Credit card transaction cannot be reversed at this time. Pending (non-posted)
transactions are available to be reversed, only if the nightly batch process has not been run. Only a user
with the appropriate permissions has the ability to reverse a product charge and/or payment. For
examining purposes, all reversed transactions are logged in the Audit Trail located in MM1.29.9.
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Steps by step reverse charge and payment To reverse both the charge and payment then follow the steps below. By doing this, the products will
automatically be added back into inventory. If an error was made with just the payment portion when
checking out a product, then follow the reverse payment in the following section.
1. On the product checkout screen choose your location. 2. If known, enter customer account number.
a. Otherwise all non-posted transactions will show, regardless of account information. 3. Select the Reverse Transaction tab located in the far right of the top ribbon. 4. Put the cursor on the charge transaction you wish to reverse.
a. This will notated by a C (charge) in the T (transaction type) column
5. Select the in the toolbar or <Ctrl-E> to reverse the charge transaction
a. In doing this, this will also reverse the associated payment
i. Notated by a P in the T (transaction type) column.
b. To remove the payment only, then follow the reverse payment in the following section.
6. Select or <F4> to save your changes
Step by step reverse payment To reverse both the charge and payment then follow the steps in the previous section. If an error was
made with just the payment portion of product checkout, then follow the reverse payment steps below.
This can occur as a result of inaccurate information originally entered in any of the following fields: Pay
Code, Check #, Additional Pay, Copay Code, or Copay amount. After reversing the payment transaction,
the user is directed back to product checkout to input new payment information.
1. On the product checkout screen choose your location. 2. If known, enter customer account number.
a. Otherwise all non-posted transactions will show, regardless of account information. 3. Select the Reverse Transaction tab located in the far right of the top ribbon. 4. Put the cursor on the payment transaction you wish to reverse.
a. This will notated by a P (payment) in the T (transaction type) column.
5. Select the in the toolbar or <Ctrl-E> to reverse the payment transaction
a. In doing this, this will NOT reverse the associated charge.
6. Select or <F4> to save your changes.
7. The user is then directed back to product checkout with the original charge information
populated so that new payment data can be entered.
8. Select Process Payment to complete the updated transaction, and you will receive a pop up stating “Product Payment has been applied”
Note: This function is reserved for managerial personnel. A standard user will not be able to carry out this
function. If unclear of how user restrictions work then please contact your client manager.
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Step by Step on how to reverse an Allocated Payment
There may be times when only the product payment needs to be reversed without reversing the product as well. Below are step-by-step directions for this process.
From the Retail Sales Checkout form, enter the account number <Enter>
Click on the View Previous Purchases button
You will see the new Previous Payments button, click on that button for access to the payments that have been applied to a product.
Locate the payment(s) that you need to reverse and click in the ‘R’ column to the right of the line item(s).
Then click on the Reverse Payments button
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This will reverse the payment and automatically create an 888888 batch. The 888888 batch will automatically release during the nightly post and the reversed payment(s) will then appear in Posted Detail under the Retail Sales tab as an error correction. Note: In order to see the reversed payment(s) you will need to click on the EC button to load the error corrections.
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Frequently Asked Questions
1. How do I add beginning inventory?
2. How do I create and receive orders?
3. How do I use product checkout?
4. How do return a product?
5. What types of reports are available?
Glossary
Procedure Maintenance MM1.6
Procedure Type
“C” for charges
Procedure Code
Free text product charge code, maximum 8 characters
Catalog Code
Enter if created on MM10.10 for reporting
Type of Service
Enter TOS, user can choose from the LOV
Place of Service
Enter POS, user can choose from the LOV
Product? Enter Y for inventory products
Bill Insurance?
If Product field shows Y then this field will default N. Enter Y if the procedure should be billed to insurance.
Custom? If Product field shows Y then this field will default Y. System will disregard this procedure when annual AMA update occurs.
Barcode If utilizing barcode functionality, you may scan the product barcode/UPC to add the number here. You call also manually type the number, but it is advised to scan the product to ensure it is correct
SKU If utilizing SKU (stock keeping units), you may enter the number here.
Product Inventory Maintenance MM1.29.1
Product Or Product Code. Setup in MM1.6. LOV is available to look up products.
Vendor Or Vendor Code. Setup in MM1.29.8. LOV is available to look up vendors.
Unit Cost The purchase price of a product from a vendor.
Retail Effective Date
Date at which you begin to sell the product.
Retail Charge
The retail amount or sales price you charge the customer for the product.
On Hand The amount of product you have in inventory.
On Order The amount of product that is currently on order.
In Transit The amount of product that is currently on order or being transferred.
Re-order Point
The lowest point to which you would like inventory to go before ordering more product. This is also referred to as restock level or replenishment point.
Taxable? Checked if the product is taxable. The default is set to automatically check this field on all products. If the product is not taxable then uncheck box
Inventory Adjustment Pop-up
New Product Beginning
Used when adding beginning inventory.
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Inventory
Inventory Adjustment
Reasons may include damaged merchandise, stolen product, new product not acquired from a vendor, or any reason you wish. You can add and edit adjustment codes in MM1.29.6.
Other (explain)
Displays a free text field that the user can add comments regarding the inventory change. 100 characters max.
Create / Edit Orders MM1.29.2 / Receive Orders MM1.29.2
Order No This field will auto populate after you save your order.
Vendor Order No
This order number should be provided by your vendor at the time of your order.
Order Date This defaults to today date but can be changed to any pre or post date.
Order ETA Date
This is the estimated time of arrival date for your product.
Order Cost Auto populated based on the unit cost and quantity ordered.
Product Or Product Code. Setup in MM1.6; LOV is available to look up products.
Unit Cost The purchase price of a product from a vendor.
Current Unit Retail
Auto populated based on what is listed on Product Inventory Maintenance. (Protected Field)
Retail Effective Date
Date at which you begin to sell the product . (Protected Field)
QTY Ordered
The number of units you ordered of a particular product.
Extended Cost
Auto populated by multiplying unit cost by quantity ordered.
Extended Retail
Auto populated by multiplying unit retail charge by quantity ordered.
Expiration Date
If your product has an expiration date, note it here.
Total Units Received
If this equals quantity ordered the Order Status will change to Closed. Any number less than the quantity ordered will change the order status to Partial
Date Received
This defaults to today date but can be changed to any pre or post date
Create Transfer MM1.29.4 / Receive Transfer MM1.29.5
Transfer ETA Date
This is the estimated time of arrival date for your transfer.
Transfer No This field will auto populate after you save your transfer.
Transfer Date
This defaults to today date but can be changed to any pre or post date.
Product Or Product Code. Setup in MM1.6. LOV is available to look up products.
Vendor Or Vendor Code. Setup in MM1.29.8. LOV is available to look up vendors.
Retail Effective Date
Date at which you begin to sell the product. LOV is available to look up associated Retail Effective Dates
Unit Cost Purchase price of a product from a vendor. LOV is available to look up associated Unit Costs
On Hand Number of units that are on hand. Auto populated by utilizing the previous information
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Qty of Product, Vendor, Retail Effective Date, and Unit Cost.
Transfer Qty The number of units you are transferring.
Units Receive
The number of units you received from the transfer
Date Received
This defaults to today date but can be changed to any pre or post date.
Create / Edit Adjustment Codes MM1.29.6
Stock Adjustment Code
User-defined numeric code. It is recommend you add codes in sequential order to minimize gaps
Description Easily identifiable adjustment code description
Add/Subtract from Inventory
Check mark appropriate box to determine if a particular code will add or subtract from inventory.
Sales Tax Setup MM1.29.7
State Rate Applicable state-wide sales tax rate entered as a percentage. Check with your local tax authority.
County/Parish Rate
Applicable county-wide sales tax rate entered as a percentage. Check with your local tax authority.
Municipal Rate
Applicable city-wide sales tax rate entered as a percentage. Check with your local tax authority.
Other1 Rate Any additional sales tax for which you are liable. Check with your local tax authority.
Other2 Rate Any additional sales tax for which you are liable. Check with your local tax authority.
Other3 Rate Any additional sales tax you are liable for. Check with your local tax authority.
Effective The effective date at which these rates apply. Check with your local tax authority.
Expiration The expiration date at which these rates terminate.
Other1 Name The description or name of the Other1 rate for reporting purposes
Other2 Name The description or name of the Other2 rate for reporting purposes
Other3 Name The description or name of the Other3 rate for reporting purposes
Vendor Setup MM1.29.8
Code Vendor code is auto assigned after adding a new vendor.
Contact The name of the main contact person for this vendor.
Email Email address of the main contact person for this vendor.
Cell Cell phone number of the main contact person for this vendor.
Active Enter Y for Yes, or N for No, to show whether this vendor is active.
Comment Free form text field to enter relevant vendor information.
Audit Trail MM1.29.9
Table Table name shown in the very top left of every Clinix screen. Located above the toolbar.
Code Any code referenced in the inventory and retail sales module. e.g. product code, vendor code, adjustment code, etc.
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Subject Field description.
Action Displays whether a field was “U” for Updated or “I” for Inserted.
Old Value Previous value of the field noted as “Subject”.
New Value New value of the field noted as “Subject”.
Entry Date Date and time and change were made.
Userid The user identification of who made the change.
Inventory and Retail Sales Reports MM1.29.10
Group Code Group code (enter in all capital letters).
Location Code
Numeric location code as setup in MM1.3.
Product Code
Alpha or numeric product codes as setup in MM1.6 (applies to Inventory Report – 26263 and Retail Sales & Inventory – 27485).
Vendor Code
Auto generated numeric code found in MM1.29.8 (applies to Inventory Report – 26263).
Product Inventory Count
>= shows inventory greater then a specified number (applies to Inventory Report – 26263). <= shows inventory less than a specified number (applies to Inventory Report – 26263).
Enter Y for inventory at or below Reorder Point
Enter Y to view inventory at or below its designated reorder point (applies to Inventory Report – 26263).
Date Type Enter E for Entry Date or date that the product was purchase (Default is E for Entry Date). Enter P for Post Date.
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List of Icons
Task Bar
Icon Function
Keyboard
Key
This will save whatever data you have entered or changed. It will
also act as a sticky cursor from an (LOV)
<F4>
This will print a print screen of whatever screen you are currently
working on. (Note: The workstation is connected to a printer.)
<Ctrl-P>
This icon will always return users to the previous screen. If you
need to go back through two screens, you would simply click this
icon twice.
<Ctrl-Q>
Cut <Ctrl X>
Copy <Ctrl C>
Paste <Ctrl V>
The first icon initiates a query/search.
<F1>
The second icon executes a query, finding your data based on the
search parameters entered when you began the query/search
<F2>
The third icon cancels a query/search <Ctrl-Q>
When there are multiple blocks on one screen, this icon will move a user to the previous block.
<F9>
When there are multiple records, this icon will move a user to the
previous record.
<Up Arrow>
When there are multiple records, this icon will move a user to the <Down
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next record. Arrow>
When there are multiple blocks on one screen, this icon will move a
user to the next block.
<F8>
Insert a record. <F3>
Delete a record. <Ctrl-E>
Connect you to ClinixPM Resource Guides and Helpful Hints web
page <Ctrl-I>
The ePayment Icon, which enables clients to post patient payments. <Ctrl-N>
The reports Icon will default the system to the Reports menu. <Ctrl-R>
The Portal icon will access other applications such as
DashboardMD. <Ctrl-L>
Please feel free to contact your client manager with any questions.
