Q: What is the difference between Services, Retail, and Medical Supplies in Aesthetic Record?
A: Please use the guide below for each inventory type
Services are items used when performing treatments that are part of the actual treatment (e.g., filler, toxin, microneedling tips) that you'll want to chart and document.
Retail items sit on your shelf for sale, including skincare, supplements, branded merchandise, makeup, etc.
Medical Supplies are items typically used to perform services but aren't considered part of "the treatment" (e.g., IV tubing, syringes, arnica gel). You can auto-add these to services to track usage without needing to chart and document them individually.
Medical supplies will never have a price section. They are intended to only track your cost to company when used in procedures.
Q: How do I access my inventory in Aesthetic Record?
A: Inventory should be added or modified from the Web. Navigate to the Inventory tab on your web dashboard to get started.
Q: What are Product Categories, and how should I use them?
A: Product Categories help organize your inventory items. You can add as many as you need and organize them by manufacturer, treatment type, concern, etc.
These categories connect to your Business Insights reporting and tax rules, so it's helpful to establish a consistent grouping system!
Example Categories:
Allergan Toxin
Galderma Toxin
Allergan Fillers
Galderma Fillers
Retail: Obaji
Coolsculpting Services
Microneedling Services
Adding and Managing Inventory
Q: How do I add a new product to my inventory?
A: Quick steps below
Navigate to the Inventory tab on the Web
Check the AR Product Directory first to see if your product is already listed
If found, select it and click "Activate" to add it to your inventory
If not found, click "Add Product" and fill out the required information ⚠️
Complete all relevant tabs: Information, Unit Settings, Pricing, Membership Pricing, Traceability, and Tax Rules
Q: How should I handle the Cost to Company (CTC) for items sold in multi-packs?
A: Enter the cost per individual unit, not the total package cost. For example:
If syringes come 2 to a box, add the CTC as half of the box price ⚠️
For toxin, break down your 100 or 300 unit vial to the PER UNIT price
For consumable device cards with multiple cycles, inventory per single cycle using a fraction of the total card cost
Q: How do I set up charting settings for injectable products like fillers?
A: Steps listed below
Select "Injectable" as the Product Type
Choose the appropriate Injectable Type (e.g., Filler)
Set your "Start at" unit measurement (lowest amount used in a single area)
Set your "Count Units By" field (incremental amounts for charting)
For products like fillers where partial units can't be saved, toggle on "Bill for the Whole Unit" This will allow you to chart the accurate amount of the syringe, but still charge the patient full price ⚠️
Q: How do I set up membership pricing for inventory items?
A: Steps listed below
After setting your Regular Price, click into the Membership Pricing tab
You can set prices by clinic and by membership type
Choose "Same for All Clinics" if you want consistent pricing across locations
Choose "Same for All Memberships" if you want one standard member price
If you are adding a new product, you'll first complete all of the required information. Upon saving, you'll have an option to navigate to the Member Pricing tab and complete the above steps.
Inventory Tracking and Alerts
Q: How do I track lot numbers and expiration dates for my products?
A: Steps listed below
In your product's Traceability tab, toggle on "Lot Number and Expiration"
Navigate to the clinic where the inventory is located
Click "Options" and then "View Batches"
Click "Add" to enter lot number, expiration date, stock amount, and batch-specific Cost to Company
If you are adding multiple products with different expiration dates/Lot Numbers, you'll need to enter them separately to keep track of each batch as it is used and traced. ⚠️
Q: How do I set up stock alerts for when inventory is running low?
A: Steps listed below
Navigate to your inventory item and click "Options"
Select "Edit Stock Alert"
Set your desired threshold amount
Save your settings
To configure email notifications, go to "Stock Alert Emails" in the navigation bar
Select which days you'd like to receive notifications and save your preferences
Q: What happens if I don't add traceability information when charting a procedure?
A: If you don't add specific batch/lot information when charting, the system will use the general Cost to Company you added under the Inventory's Information tab, rather than batch-specific costs. You will see the general cost to company pull through to the Sales tab on the web.
Troubleshooting Scenarios
1. I'm trying to delete an inventory item, but I'm getting an error message. Why?
Before deleting any inventory item, you must first remove it from any active promotions or pricing variations where it's being used. The error message will indicate which promotions/variations include the item so you can remove it properly!
2. How do I properly set up taxes for my inventory items?
You can set tax rules at both the category level (which applies to all products in that category) and the individual product level.
If a product needs a different tax rate than its category, toggle on "Custom Tax Rule" in the product's settings to override the category tax.
⚠️ keep in mind, the product tax rule will override the category tax rule. So if you ever notice weird tax discrepancies for a product, be sure you check all tax areas for the category and product.
3. What's the best way to handle inventory for items like neuromodulators and fillers?
Neuromodulators (Botox, Dysport): Inventory by individual units, not vials. Set your Cost to Company (CTC) as the per-unit cost.
Example: 100 units of Toxin at $600
Stock in AR will be 100 units
Pricing will be set up as $/unit
CTC will be $6/unit ($600 divided by 100 units)
Dermal Fillers: Typically measured in syringes (1 mL = 1 syringe). Enable "Bill for the Whole Unit" to charge the full price even if only a partial syringe is used.
4. How do I update my inventory when new stock arrives?
You can use the Purchase Order process in Aesthetic Record to track orders, or manually add new stock:
Navigate to your inventory item
Go to Traceability
Select the appropriate clinic
Click "Options" and "View Batches"
Click "Add" to enter the new batch information