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IDEXX Cornerstone. Administrator’s Manual (8.3 NEXT version 8.3.6) - page 6

Chapter 5: Setting Staff Defaults

Staff Defaults for Miscellaneous Settings

The Staff defaults Miscellaneous tab allows you to set defaults for Cornerstone settings, miscellaneous

practice settings, and imaging settings to apply when a particular staff ID is logged in to Cornerstone.

To set the Staff Defaults for Miscellaneous settings:

1. On the Staff Defaults window, click the Miscellaneous tab.

Miscellaneous tab in Staff Defaults window

2. Multi-Location/Single Database configurations only: From the Default practice drop-down list, if

operating in a multi-practice environment, select the default practice to associate with this staff ID.

(This Staff default practice overrides any Workstation default practice.)

3. From the Login page drop-down list, select the window to display automatically each time the staff

ID logs into Cornerstone.

4. In the Revenue center text box, type the default revenue center to use for this staff ID.

5. From the Appointment suite drop-down list, select the suite to display when the staff member logs

in to Cornerstone and accesses the Schedule for Today window.

6. To automatically see the log from your backup when the staff ID logs in to Cornerstone, select the

Display backup log when logging in check box.

7. To enable the use of keyboard shortcuts in the Image Viewer, select the Enable keyboard

shortcuts check box.

8. To set the Advanced Search as the default search option on the Image Explorer for this staff ID,

select the Show advanced search on Image Explorer check box.

9. Click Save to save your changes and continue setting staff defaults, or click OK to save your

changes and close the Staff Defaults window.

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Staff Defaults for Inventory

The Staff defaults Inventory tab allows you to set defaults for saving and deleting when using

Cornerstone Inventory, as well as assigning a default location for inventory depletion when a particular

staff ID is logged in to Cornerstone.

To set the Staff Defaults for Inventory:

1. On the Staff Defaults window, click the Inventory tab.

Inventory tab in Staff Defaults window

2.

For the Auto save changes without prompting check box, do one of the following:

• If you want a ”Do you want to save?” confirmation prompt to appear if the staff member

switches windows without saving inventory changes first, clear the check box (recommended).

• If you want the program to automatically save inventory changes the staff member makes

without displaying a confirmation prompt, select the check box.

3.

For the Auto delete changes without prompting check box, do one of the following:

• If you want a “Do you want to delete?’ confirmation prompt to appear for this staff member when

the Delete button is clicked on any inventory window, clear the check box (recommended).

• If you want the program to automatically delete within inventory (when the Delete button is

clicked on any inventory window) without displaying a confirmation prompt for this staff

member, select the check box.

4.

Multiple location inventory only: If using a multi-location per item inventory setup, from the Inventory

location group drop-down list, select the default group of locations the staff member will use to

deplete inventory.

Note: If a Workstation default and a Staff default location are set, the Workstation location is used.

5.

Multiple location inventory only: If using a multi-location per item inventory setup, from the Location

list, select a specific location (within the selected location group) that the staff member will use to

deplete inventory.

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6. To view a list of the default inventory location assigned to each staff ID, click Print.

7. Click Save to save your changes and continue setting staff defaults, or click OK to save your

changes and close the Staff Defaults window.

Staff Defaults for Favorite Document Templates

The Staff defaults My Favorites tab allows you to designate enhanced medical notes or

correspondence templates as staff favorites to appear in the template list when filtering on My Favorites

(in the Document Template List window and Start New Document window).

To set the Staff Defaults for My Favorites:

1. On the Staff Defaults window, click the My Favorites tab.

My Favorites tab in Staff Defaults window

2. In the Document templates list:

• To add a document template to the list, double-click in the blank row at the bottom of the list or

press F2 to display the Document Template List and select the template to add to the favorites

list.

• To remove a document template from the list, click on the template’s ID in the ID column and

then press CTRL+D.

Note: Classic medical note templates cannot be selected as favorites.

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Chapter 6: Setting Cornerstone* Imaging Defaults

The Imaging Configuration window, displaying the Archive defaults

3. If you want the software to alert you when it is time to archive, select the Enable Archive Alerts

check box.

4. In the Alert Frequency area, specify when you want an alert to appear:

• To be alerted when a certain number of images have accumulated, select the Images option

and type the number of images in the text box.

• To be alerted when a certain number of days have occurred, select the Days option and type

the number of days in the text box.

Tip: When the value of images or days is reached, a pop-up box opens, indicating that it is time to

archive your images.

5. In the Archive Location text box, specify the location where you want to store archived files.

6. Click Save.

Modality Layout Defaults

You can set up how you want images to be displayed on the Image Viewer window based on the

modality of the images. Images with a modality of Intra-oral Radiography are set up in a slightly different

manner than images from other modalities.

Note: When you change these settings, you are changing how all images of that modality are displayed.

For example, if you change the settings for arranging Digital Radiography (DR) images in the viewer, the

new settings are applied any time you look at DR images.

To set Image Viewer display formats for Intra-oral Radiography:

1. On the Controls menu, select Defaults > Imaging. The Imaging Configuration window appears.

2. In the navigation pane, select Modality Layout.

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The Modality Layout window, displaying the Intra-oral Radiography modality and a dental template

3. Select the image modality from the Modality drop-down list.

4. Select a dental template from the Template drop-down list. The template layout is displayed in the

Preview area of the window.

Note: The Study Layout area and the Series Layout area do not apply.

5. Click Save.

To set Image Viewer display formats for other modalities:

1. On the Controls menu, select Defaults > Imaging. The Imaging Configuration window appears.

2. In the navigation pane, select Modality Layout.

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The Modality Layout window, displaying the Computed Tomography modality

3. To set up how individual series are displayed within a study, type the number of rows in the Rows

text box and columns in the Columns text box.

4. To set up how individual images are displayed within a series, type the number of rows in the Rows

text box and columns in the Columns text box.

5. If you want to display the images in a stacked display, select the Stacked check box.

Note: The Template drop-down list and the Preview area do not apply.

6. Click Save.

Image Email Defaults

To email images from within Cornerstone software, you must have an email system set up on your

computer that is configured in Cornerstone.

Note: High-speed Internet access is highly recommended because you will be transmitting large

amounts of data when you send images.

If you set up a particular email account to be used for a staff member, that account will be used for

emails sent from the Image Explorer, Image Viewer, or the Email tab of the Case Actions pane on the

Case Details window when that staff member is logged in to Cornerstone.

If you do not set up an email account for a staff member, image emails will use the account that has

been set up at the system level.

To set up image email to use a staff-member specific email account:

1. On the menu bar, select Controls> Defaults> Imaging. The Imaging Configuration window

appears.

2. In the navigation pane, click E-mail. Email configuration options appear on the right.

3. Click the tab with that staff member’s name.

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4. In the SMTP Server Name text box, type the name of your email server.

5. In the SMTP Port text box, type the number of the port on your computer from which email will be

sent.

6. Select the Enable SSL check box if your email provider requires the use of SSL (Secure Socket

Layer) ports. Many Internet-based email providers have this requirement.

7. In the SMTP User Name and SMTP Password text boxes, type the information that Cornerstone

needs to log into your email server.

8. From the Default E-mail Attachment File Type drop-down list, select the type of file to use for

sending images. This default can be changed when emailing images.

9. In the Default Send E-mail Address text box, type the address to be listed as the sender.

Note The email address cannot begin with a number.

10. In the Reply E-mail Address text box, type the address to which the recipient should reply.

Note The email address cannot begin with a number.

11. Click Save to save and close the Imaging Configuration window or click Apply to save without

closing the window.

To set up the system-level image email account:

1. On the Controls menu, select Defaults > Imaging. The Imaging Configuration window appears.

2. In the navigation pane, select E-mail.

The Imaging Configuration window, displaying the Email system-level defaults

3. In the configuration pane, click the System tab.

4. In the SMTP Server Name text box, type the name of your email server.

5. In the SMTP Port text box, type the number of the port on your computer from which email will be

sent.

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6. Select the Enable SSL check box if your email provider requires the use of SSL (Secure Socket

Layer) ports. Many Internet-based email providers have this requirement.

7. In the SMTP User Name and SMTP Password text boxes, type the user name and password

provided by your Internet service provider.

8. From the Default E-mail Attachment File Type drop-down list, select the type of file (.jpeg, .bmp,

etc.) to use for sending images. This default can be changed when emailing images.

9. In the Default Send E-mail Address text box, type the address to be listed as the sender.

Note The email address cannot begin with a number.

10. In the Reply E-mail Address text box, type the address to which the recipient should reply.

Note The email address cannot begin with a number.

11. Click Save.

Cornerstone Imaging Defaults

To set up Cornerstone Imaging defaults:

1. On the Controls menu, select Defaults > Imaging. The Imaging Configuration window appears.

2. In the navigation pane, select Imaging.

The Imaging Configuration window, displaying the Imaging defaults

3. In the Image Scan Settings area, do the following:

a. Select your scanner from the TWAIN Source drop-down list.

b. Select the resolution values in dots per inch (dpi) from the Horizontal Resolution and Vertical

Resolution drop-down lists.

c. Select the pixel type (Black-and-white, Grayscale, or Color) from the Pixel Type drop-down

list.

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The Imaging Configuration window, displaying the Keyword defaults

3. Click Add to add a keyword to the Keywords list.

4. In the Description text box, type the name of the keyword (up to 30 characters).

5. Click Save.

To edit a keyword from the Keywords list:

1. Select a keyword in the Keywords list.

2. In the Description text box, type changes to the keyword.

3. Click Save.

To delete a keyword from the Keywords list:

¾ Select a keyword in the Keywords list and click Delete.

Note: You cannot delete a keyword once it has been associated with an image.

Telemedicine Provider Defaults

You can submit a case to a telemedicine provider directly through the telemedicine provider’s website.

The Telemedicine Provider default settings allow you to enter the provider’s website address and

associated information used to reach the telemedicine provider.

To set up Integration Technology for Telemedicine:

1. On the Controls menu, select Defaults > Imaging. The Imaging Configuration window appears.

2. On the left, click Telemedicine Provider. The Telemedicine Provider configuration table appears on

the right.

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The Imaging Configuration window, displaying the Telemedicine Provider defaults

3. To add a new provider, click Add.

4. In the row that appears, in the Name text box, type the name that you want to be displayed for this

provider on the Case Detail window.

5. In the API URL text box, type the web address you use to reach the telemedicine provider. Be sure

to start with “http://” or “https://” per the instructions of your telemedicine provider. For example, you

would type https://api.vetmedstat.com/VMSIntegrations/VMSTMS.asmx for IDEXX Telemedicine

Consultants.

6. Skip the Homepage text box—it has been provided to support future functionality.

7. In the Login and Password text boxes, type the login name and password you use to log into the

telemedicine provider’s site.

8. From the Authentication drop-down list, select the password authentication method that your

telemedicine provider specifies.

9. Click the row you just entered to select it.

10. Click Apply.

11. Click Test Tele-provider. A confirmation message appears.

12. Click Save to save and close the Imaging Configuration window or click Apply to save without

closing the window.

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Single and Multiple Location Inventory-Cornerstone Functionality Comparison Table

Inventory Feature/Functionality

Single Location Inventory

Multiple Location Inventory

Want List

X

X

Order List

X

X

Purchasing Work List

X

X

Receipt List

X

X

View Quantity on Hand

X

X

Return to Vendor

X

X

Internal Stock Use

X

X

Backorder List

X

X

Adjustment List

X

X

Vendors

X

X

Locations

X

X

Cost Centers

X

X

Adjustment Reasons

X

X

Assign One or More Locations per Item

X

Find and Transfer Items

X

Use Stock Transfer List

X

Use Location Groups

X

Use Location Types

X

For information on setting up a single location inventory system, see “Chapter 8: Setting Up a Single

Location Inventory System” beginning on page 171.

For information on setting up a multiple location inventory system, see “Chapter 9: Setting Up a Multiple

Location Inventory System” beginning on page 174.

How Can I Tell Which Type of Inventory Setup Is in Use Now?

For Cornerstone versions 7.6 and later, you can check to see what type of inventory setup was installed

by checking the display of your Purchasing Work List window (Inventory > Purchasing Work List). If

you have single location inventory, the Want/Suggested List tab is the only tab available at the top of

the window. If you have multiple location inventory, the Locate an Item and Quantity at Location tabs

are also available.

Tip: For Cornerstone 7.6 and later, single location inventory is the default inventory setup used for all

new Cornerstone system installations.

What if My Practice Wants to Switch Its Inventory Setup Type?

If you have single location inventory and would like to move to multiple location inventory (or vice versa),

contact Cornerstone Support at 1-800-695-2877 for information on converting your inventory system.

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Setting Up Your List of Vendors

From the Vendor List, you can add vendors, update a vendor’s information, delete a vendor that has

never been used, or inactivate a vendor you no longer use.

Vendor information tracked in Cornerstone Inventory includes:

• Vendor name, address and website (if applicable)

• Vendor contacts, telephone numbers, email addresses and notes

• An alert message that appears when placing an order with the vendor

• Additional notes about the vendor

To add a new vendor or edit information for a vendor:

1. On the Inventory menu, select Vendors. The Vendor List window appears.

Vendor List window

Tip: To search for a vendor, in the Vendor text box, type the beginning letters or full name of the

vendor and click Search.

2. Do one of the following:

• To edit information for a vendor, select the vendor in the vendor list and click the Edit button.

The vendor’s information appears.

• To add a new vendor, click the Add New button. The Add a New Vendor window appears.

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Add or edit a vendor

Note: Fields with an asterisk (*) next to them are required fields.

3. If adding a new vendor, in the ID text box, type a unique identification code to distinguish this

vendor in Cornerstone.

4. If you no longer use this vendor, select the Inactive check box to inactivate the vendor. When you

do a vendor search, inactive vendors can be hidden.

5. In the Vendor name text box, type the vendor’s name.

6. In the Account Number text box, type the practice’s account number with the vendor.

7. From the Vendor Type drop-down list, select the vendor type (Manufacturer, Distributor, or

Other).

8. In the Web site address text box, type the vendor’s website address. After you enter the address, it

becomes a hyperlink that you can click to access the site (Internet access required). To change the

website address, click the Edit button and make changes.

9. In the applicable fields, enter the vendor’s address, city, state, and postal code information.

10. In the Phone numbers area, do the following:

• Enter the names of your vendor contacts, their phone numbers, extensions, email addresses,

and any notes about the contacts.

• To indicate your primary contact with the vendor, click the round option button to the left of the

contact’s name.

• To remove a contact from the list, select the contact and then click the Delete button.

11. In the Notes area, type any notes pertaining to this vendor. The notes will print on the Vendor

Summary Report.

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12. In the Alerts area, type any information you would like to appear in an alert when placing a new order

or receiving an order from the vendor (for example, minimum order requirements or shipping

policies).

13. Click Save to save your changes.

To delete a vendor:

Note: If there is a history with the vendor, it cannot be deleted, only inactivated.

1. On the Inventory menu, select Vendors. The Vendor List window appears.

2. To search for a vendor, in the Vendor text box, type the beginning letters or full name of the vendor

and click Search.

3. Select the vendor you want to delete and click Delete. You are prompted to confirm the deletion.

Note: If the Remember my decision check box is selected, the confirmation message will no

longer appear after performing a Delete operation within Cornerstone Inventory. We recommend that

you leave this option unchecked.

4. Click Yes to delete the vendor.

To view a list showing the primary vendor for each inventory item, print an Inventory-Item Vendor

Information Report.

For a list of vendors, print an Inventory-Vendor Summary Report.

Setting Up Internal Cost Centers

The Internal Stock Use feature tracks inventory costs associated with items you use within your practice.

In order for this feature to correctly reflect your internal inventory costs, you need to first set up cost

centers and any applicable usage taxes in your practice. (For more information on setting up taxes, see

“Taxes” on page 29.)

Cost Centers are specific areas in your practice where you use inventory items that are not invoiced. You

can set up several cost centers that represent different facets of your business.

To set up cost centers:

1. On the Inventory menu, select Cost Centers.

2. Click Add New. The Add a Cost Center window appears.

Add a Cost Center window

3. In the ID text box, type an ID for the cost center.

4. In the Description text box, type a brief description for the cost center.

5. To inactivate the cost center, select the Inactive check box.

6. Click OK to save your changes.

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To see the cost of inventory used within your practice within each cost center, print an Inventory-

Internal Usage Report.

Setting Up Inventory Adjustment Reasons

An adjustment reason must be selected from a drop-down list when quantity on hand is adjusted.

Several of the most common reasons for adjusting inventory have already been set up for you in

Cornerstone. In addition to the reasons included with the software, custom adjustment reasons can be

added, edited, deleted, or designated as inactive.

To maintain the list of adjustment reasons:

1. On the Inventory menu, select Adjustment Reasons. The Adjustment Reasons List window

appears.

Adjustment Reasons List window

2. Do one of the following:

• To add a new adjustment reason, click Add New.

• To change an existing reason, select the reason that you want to change and click Edit.

• To delete a reason, select the reason that you want to delete and click Delete.

If you clicked Add New or Edit, a window appears allowing you to add or edit the description for the

adjustment reason.

Add an Adjustment Reason window

3. In the Description text box, type a brief description for the adjustment reason.

4. To inactivate the adjustment reason, select the Inactive check box.

5. When finished, click Save.

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Chapter 8: Setting Up a Single Location Inventory System

This chapter includes steps required to set up a single location inventory system in the IDEXX

Cornerstone* Practice Management System. For information on daily usage tasks for single location

inventory, see “Chapter 22: Using a Single Location Inventory System” in the Cornerstone User’s Manual.

Overview

With single location inventory, each item is associated with a single location and quantities of an

inventory item may only be received into, adjusted in, or consumed for this single location. This makes

initial inventory setup less complicated and fairly straightforward.

The following table lists 15 steps for a complete single location inventory setup.

Step

Single Location Inventory Task

Cornerstone Location

Link to Section in this Manual

1

Set up departing instructions

Lists > Departing Instructions

Departing Instructions

2

Set up prescription instructions

Lists > Prescription Instructions

Prescription Instructions

3

Set up units of measure

Controls > Units of Measure

Units of Measure

4

Set up price change reasons

Controls > Price Change Reasons

Price Change Reasons

5

Set up vendors

Inventory > Vendors

Setting Up Your List of Vendors

6

Set up locations

Inventory > Locations

Setting Up Locations

7

Set up cost centers

Inventory > Cost Centers

Setting Up Internal Cost Centers

8

Set up adjustment reasons

Inventory > Adjustment Reasons

Setting Up Inventory Adjustment

Reasons

9

Inactivate invoice items not used

Lists > Invoice Item

Inactivating Invoice Items

10

Set up item classifications and

Lists > Invoice Item Class

Setting Up Invoice Item

subclassifications

Classifications and Subclasses

11

Set up inventory items

Lists > Invoice Item

Setting Up a New Invoice Item

Use the Invoice Item Setup tool

Tools > Invoice Item Setup

Using the Invoice Item Setup

Tool

12

Link inventory items

Lists > Invoice Item

Linking Inventory Items

13

Receive past invoices

Inventory > Receipt List

Receiving Past Invoices

14

Perform a cycle count using the

Reports > Find a Report >

Performing a Cycle Count

Inventory-Counts Report

Inventory report group

15

Adjust quantity on hand and cost

Inventory > Adjustment List

Adjusting Quantity on Hand and

Cost

Note: If you are currently using single location inventory and have more than one practice using

quantities of inventory stored in multiple locations, you may want to consider using multiple location

inventory. With this type of setup, each item can have quantities stored in multiple locations (any item

can be used in any location) and location groups are enabled. Contact Cornerstone Support at

1-800-695-2877 for instructions on activating this functionality in your Cornerstone software.

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Setting Up Locations for Single Location Inventory

In Cornerstone Inventory, locations are the physical places in your practice where you keep inventory

items. With single location inventory, more than one location can be set up by the practice for tracking

inventory, but each inventory item can be assigned to only one location.

Examples of locations include room names, room numbers, shelf numbers, reception areas,

stockrooms, trucks, refrigerators, lock boxes, kennels and controlled substance cabinets.

Note: At least one location is required if your practice wishes to track the quantity on hand of inventory

items.

Before You Begin

• Set up Practice and Workstation defaults for Inventory (see “Inventory Defaults” on page 109).

• Set up Staff defaults for Inventory (see “Staff Defaults for Inventory” on page 153).

To set up inventory locations:

1. On the Inventory menu, select Locations. The Locations List window appears.

Locations List window

2. Do one of the following:

• To add a new location, click Add New.

• To change an existing location, select the location that you want to change and click Edit.

• To delete a location, select the location that you want to delete and click Delete. (Note: You

cannot delete a location if it is assigned to an invoice item or is part of purchase history.)

If you clicked Add New or Edit, a window appears allowing you to add/edit the identifying

information for the location.

Add or edit a Location

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Chapter 9: Setting Up a Multiple Location Inventory System

This chapter includes steps required to set up a multiple location inventory system in the IDEXX

Cornerstone* Practice Management System. For information on daily usage tasks for multiple location

inventory, see “Chapter 23: Using a Multiple Location Inventory System” in the Cornerstone User’s

Manual.

Overview

With multiple location inventory, each item can have quantities stored in multiple locations, and location

groups and types are enabled. The initial inventory setup for multiple location inventory can be fairly

straightforward or more advanced, depending on the needs of your practice.

The following table lists 18 steps for a complete multiple location inventory setup.

Step

Multiple Location Inventory

Cornerstone Location

Link to Section in this Manual

Setting

1

Set up departing instructions

Lists > Departing Instructions

Departing Instructions

2

Set up prescription instructions

Lists > Prescription Instructions

Prescription Instructions

3

Set up units of measure

Controls > Units of Measure

Units of Measure

4

Set up price change reasons

Controls > Price Change Reasons

Price Change Reasons

5

Set up vendors

Inventory > Vendors

Setting Up Your List of Vendors

6

Set up location types

Inventory > Location Types

Setting Up Location Types

7

Set up location groups

Inventory > Location Groups

Setting Up Location Groups

8

Set up locations

Inventory > Locations

Setting Up Locations

9

Set up cost centers

Inventory > Cost Centers

Setting Up Internal Cost Centers

10

Set up adjustment reasons

Inventory > Adjustment Reasons

Setting Up Inventory Adjustment

Reasons

11

Inactivate invoice items not used

Lists > Invoice Item

Inactivating Invoice Items

12

Set up item classifications and

Lists > Invoice Item Class

Setting Up Invoice Item

subclassifications

Classifications and Subclasses

13

Set up inventory items

Lists > Invoice Item

Setting Up a New Invoice Item

and/or

Use the Invoice Item Setup Tool

Tools > Invoice Item Setup

Using the Invoice Item Setup

Tool

14

Link inventory items

Lists > Invoice Item

Linking Inventory Items

15

Receive past invoices

Inventory > Receipt List

Receiving Past Invoices

16

Transfer items to appropriate

Inventory > Find and Transfer Items

Transferring Items to the

locations

Appropriate Locations (Multiple

Location Only)

17

Perform a cycle count using the

Reports > Find a Report >

Performing a Cycle Count

Inventory-Counts Report

Inventory report group

18

Adjust quantity on hand and cost

Inventory > Adjustment List

Adjusting Quantity on Hand and

Cost

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Note: If you have a multiple locations per item inventory setup and would like to simplify inventory to

have each item associated with a single location, there is a Cornerstone Location Consolidator Utility

available that automates this process for you. Contact Cornerstone Support at 1-800-695-2877 for

instructions on using the Consolidator Utility.

Location Groups, Locations, and Location Types

Practices using multiple location inventory have the option to set up location groups and location types,

which can be helpful when needing to maintain a logical organization for complex inventory systems.

Note: You can receive inventory only into locations (not into location groups or types).

• Location Groups-Location groups are primarily used within practices that have satellite clinics

or separate facilities, where each clinic or facility can be designated as a separate location

group. This enables staff to track inventory information by locations within a specific clinic or

facility and allows ordering by location group.

Other examples of location groups include mobile units or warehouses.

• Locations-More than one location can be set up by the practice in order to track inventory. With

multiple location inventory, an inventory item can be stored in multiple locations (e.g., cans of

ABC Dog Food might be stored in both the reception room and the stockroom).

Examples of locations include room names, room numbers, shelf numbers, reception areas,

stockrooms, trucks, refrigerators, lock boxes, kennels, and controlled substance cabinets.

• Location Types-Practices that have multiple locations set up to store inventory may use

location types to categorize locations. Location types provide an additional way of defining and

distinguishing inventory storage locations.

Examples of location types include trucks, refrigerators, retail centers, pharmacy centers, and

supply centers.

Multiple Location Inventory Setup Examples

Example 1: Locations Only

In this example, the practice stores inventory items in multiple locations but does not use location

groups or location types.

Example 2: Locations and Location Groups

In this example, the practice stores inventory items in multiple locations and uses location groups to

separate the two different clinic locations.

Location Groups

Locations

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Example 3: Locations and Location Types

In this example, the practice stores inventory items in multiple locations and uses location types.

Locations

Location Types

Example 4: Locations, Location Groups and Location Types

In this example, the practice stores inventory items in multiple locations and uses location groups and

location types.

Location Group

Locations

Location Types

Setting Up Location Types

Location types are an optional inventory feature available only with a multiple location per item inventory

setup. Location types provide an additional way of defining inventory storage locations. See “Location

Groups, Locations, and Location Types” on page 175 for more information on location types.

To set up a location type:

1. On the Inventory menu, select Location Types. The Location Types window appears.

Location Types window

2. In the Description text box, type a description for the type of location (e.g., Primary Storage,

Refrigerators, Supply Centers, etc.).

3. Click Add.

4. If an existing location type is no longer used by the practice, you can delete it by highlighting it in the

list and clicking Delete. (Note: You cannot delete a location type if it is assigned to a location.)

5. Click

to close.

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Setting Up Location Groups

Location groups are an optional inventory feature available only with a multiple location per item

inventory setup. Location groups are especially useful for practices that have satellite clinics or separate

facilities, where each clinic or facility can be designated as a separate location group. See “Location

Groups, Locations, and Location Types” on page 175 for more information on location groups.

After inventory groups are set up, inventory locations can be assigned to them. Note, however, that a

location may be part of only one location group.

Before You Begin

• Set up Practice and Workstation defaults for Inventory (see “Inventory Defaults” on page 109).

• Set up Staff defaults for Inventory (see “Staff Defaults for Inventory” on page 153).

• Set up Workstation defaults for Inventory (see “Workstation-All Defaults” on page 148).

To add or maintain location groups:

1. On the Inventory menu, select Location Groups. The Location Group List window appears.

Location Group List window

2. Do one of the following:

• To add a new location group, click Add New.

• To change an existing location group, select the group that you want to change and click Edit.

• To delete a location group, select the group that you want to delete and click Delete. (Note: You

cannot delete a location group if it is assigned to a location, order or Want List item.)

If you clicked Add New, or Edit, a window appears allowing you to add/edit the identifying

information for the location group.

Add a Location Group window

3. In the Description text box, type a brief description for the location group.

4. To inactivate the location group, select the Inactive check box.

5. When finished, click Save.

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Chapter 9: Setting Up a Multiple Location Inventory System

6. Click Back to return to the Location Group List or click

to close.

Setting Up Locations for Multiple Location Inventory

In Cornerstone Inventory, locations are the physical places in your practice where you keep inventory

items. With multiple location inventory, you can set up multiple locations within your practice and track

inventory items by location (with one inventory item being stored in multiple locations). More than one

location can be set up by the practice in order to track inventory in specific areas within the practice, as

well as in satellite clinics or mobile units.

Examples of locations include room names, room numbers, shelf numbers, reception areas,

stockrooms, trucks, refrigerators, lock boxes, kennels, and controlled substance cabinets.

If you choose to set up multiple locations per inventory item, when orders are received or inventory is

adjusted, you must select a location for items for which you track quantity on hand.

A location can be assigned to a specific location group and may have multiple location types.

Note: At least one location is required if your practice wishes to track the quantity on hand of inventory

items.

To set up inventory locations:

1. On the Inventory menu, select Locations. The Locations List window appears.

Locations List window

2. Do one of the following:

• To add a new location, click Add New.

• To change an existing location, select the location that you want to change and click Edit.

• To delete a location, select the location that you want to delete and click Delete. (Note: You

cannot delete a location if it is assigned to an invoice item or is part of purchase history.)

If you clicked Add New or Edit, a window appears allowing you to add/edit the identifying

information for the location.

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Chapter 9: Setting Up a Multiple Location Inventory System

Add or edit a location

Note: Fields with an asterisk (*) next to them are required fields.

3. If adding a new location, in the Location ID text box, type a unique identification code to distinguish

this location from other locations in Cornerstone.

4. In the Description text box, type a name to describe the location.

5. If you are using location groups and you want to include this location in a group, select the specific

group this location should be assigned to from the Group drop-down list.

Tip: To set up location groups, see “Setting Up Location Groups” on page 177.

6. If this is a location from which you supply other locations, select the supply order for the location

(First, Second, etc.) from the Supply location drop-down list. For example, if the supply order for

this location is second, then staff would come to this location if the first supply location did not have

the needed item.

7. If you are using location types, in the Type of location list, highlight the applicable types that are

included in this location.

Tip: To set up location types, see “Setting Up Location Types” on page 176.

8. If this location is no longer used by the practice, select the Inactive check box to inactivate it.

9. When finished, click Save.

10. Click Back to return to the Locations List or click

to close.

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Chapter 10: Setting Up Your Invoice Items

Overview

Invoice items are the service and inventory items that you sell. As you invoice these items, you will:

• Add the items to the patient’s medical history

• Add the invoice amount to the client’s A/R balance (for credit accounts)

• Print item-specific departing instructions on the invoice

• Add reminders to the patient’s medical history

• Take the items out of your physical inventory

Invoice Item Terminology

Before you begin setting up your invoice items, you should understand the terminology used in the

program.

Term

Definition

Usage Tax

Tax applied when the item is used internally.

Sell UOM

The unit of measure used when invoicing.

Buy UOM

The unit of measure used when purchasing the item from the vendor.

Buy/Sell Ratio

The ratio that defines how many sell units are in each unit purchased from the

vendor. (For example, 1 case to 24 cans.)

Quantity on Hand (QOH)

The current physical inventory of the item (using the Sell UOM).

Average Cost

The average cost you pay the vendor for the item for each unit you sell (using

the Sell UOM). The total cost is calculated by multiplying the average cost by

the quantity on hand.

Markup (dollar amount or

The amount or percentage to mark the item up when the vendor increases their

percentage)

cost to you.

Reorder Point

The stock level (using the Sell UOM) at which the item appears as a suggested

item to order.

Reorder Quantity

The amount (using the Buy UOM) Cornerstone* Inventory automatically enters

when you place an order for this item. (You can change this number in the

order itself.)

Overstock Point

The stock level you do not want to exceed. This number must be greater than

the Reorder Point plus the Reorder Quantity (using the Sell UOM).

Primary Vendor

The main supplier for this product.

Inventory Calculations

The IDEXX Cornerstone* Practice Management System uses the following calculations for determining

inventory quantities, costs, and prices.

Place Order

Buy UOM

New Qty On Order = Qty Ordered + Current Qty On Order

Sell UOM

New Qty On Order = Qty Ordered / Sell Ratio + Current Qty On Order

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