What are the Inventory Reports?
Inventory reports in Aesthetic Record are a collection of specialized reports designed to help you track, analyze, and manage all aspects of your product inventory. These reports cover critical areas such as:
Current stock levels and usage trends
Provider-specific product utilization
Lot number tracking for compliance and safety
Year-over-year and period-over-period comparisons
Inventory forecasting based on upcoming appointments
Historical order details and stock additions
These reports empower you to make data-driven decisions about ordering, staffing, and treatment planning while ensuring you have the right products available at the right time.
How to Access the Inventory Reports
Accessing inventory reports in Aesthetic Record is straightforward:
Log into your Aesthetic Record account through the Web
Navigate to the "Business Insights" tab in the top navigation
Select "Inventory" from the dropdown menu
Click "Create Report"
Choose from the various report options available:
Current Inventory Levels
Product Usage Per Provider
Provider Inventory Usage
Lot Number
Previous year vs Current year
Inventory - Forecasting by % booked
Inventory - Ordering details
Previous Period vs Current period
Each report can be further customized with filters for date ranges, specific products, providers, and clinic locations to deliver precisely the data you need.
Understanding the Key Inventory Reports
Current Inventory Levels
What it shows: This report displays the current stock on hand for all inventory items across specified clinic locations, along with usage metrics (Month-to-Date, Quarter-to-Date, and Year-to-Date).
Key columns:
Product Name: The inventory item being tracked
Available Stock: Current quantity available across all locations
MTD/QTD/YTD Usage: Usage metrics for different time periods
Historical Usage Trends: Comparison data to inform ordering decisions
When to use it:
This should be your go-to report for daily or weekly inventory checks to monitor stock levels and usage patterns.
It's particularly valuable when planning orders to ensure you maintain optimal stock levels.
Product Usage Per Provider
What it shows: A detailed breakdown of how specific products are being utilized by different providers within your practice.
Key columns:
Provider Name: Individual provider who used the product
Quantity Used: Amount of product used in procedures
Quantity Sold: Amount of product sold through transactions
Invoice Amount: Revenue generated from the product
Discounts: Any discounts applied to the product
When to use it:
Use this report to identify which providers are your "product champions" for specific items, to spot inconsistencies in usage patterns that might indicate training opportunities, or to analyze provider performance with particular products.
Provider Inventory Usage
What it shows: The inverse of the Product Usage report, this shows all inventory items used by a specific provider over a selected time period.
Key columns:
Product Name: Inventory items used by the provider
Quantity Used: Amount of each product used in procedures
Quantity Sold: Amount of each product sold through transactions
Invoice Amount: Revenue generated from each product
Discounts: Any discounts applied to the products
When to use it:
This report is valuable for provider performance reviews, identifying training needs, or analyzing an individual provider's product preferences and selling patterns.
Lot Number Report
What it shows: Critical tracking information for products by specific lot number, identifying all patients who received products from a particular batch.
Key columns:
Patient Name: Patients who received the product from the specified lot
Date Applied: When the product was used
Provider: Who administered the product
Quantity Used: Amount of product used from the lot
When to use it:
This report is essential for safety monitoring, product recalls, and tracking adverse reactions. If a patient experiences an issue with a product, you can quickly identify other patients who received products from the same batch.
Previous Year vs Current Year
What it shows: Comparative analysis of product usage between the same period in consecutive years.
Key columns:
Current Year Usage: Product usage in the selected period of the current year
Previous Year Usage: Product usage in the same period of the previous year
Variance: Difference between current and previous year
Percentage Change: Percentage increase or decrease in usage
When to use it:
This report helps identify seasonal trends, measure year-over-year growth, and inform inventory planning based on historical patterns.
Inventory - Forecasting by % Booked
What it shows: Projected inventory needs based on upcoming booked appointments and historical usage patterns.
Key columns:
Current Stock: Available inventory
Upcoming Appointments: Number of booked appointments likely to use the product
Estimated Usage: Projected amount needed based on booking percentage
Stock Status: Indicator showing if current stock is sufficient for upcoming needs
When to use it:
Use this report for proactive inventory management, ensuring you have adequate stock for upcoming appointments and avoiding last-minute ordering emergencies.
Inventory - Ordering Details
What it shows: Historical record of stock additions for specific inventory items.
Key columns:
Date Added: When stock was added to inventory
Lot Number: Batch identifier for the added stock
Quantity: Amount of stock added
User: Who performed the stock addition
Notes: Any additional information recorded at the time of addition
When to use it:
This report helps track order history, verify received shipments were properly entered into inventory, and audit inventory management actions.
Previous Period vs Current Period
What it shows: Comparison of inventory used, sold, and on hand between two user-defined time periods.
Key columns:
Current Period Usage: Amount used in the current period
Previous Period Usage: Amount used in the comparison period
On Hand Comparison: Change in available stock
Usage Variance: Difference in usage between periods
When to use it:
Use this report to analyze shorter-term inventory trends and to measure the impact of specific initiatives or promotions on product usage.
How These Reports Differ From Others
Inventory reports are distinct from other reports in Aesthetic Record in several key ways:
Focus on physical products: Unlike financial or appointment reports, inventory reports specifically track physical products and their movement through your practice.
Stock-based vs. revenue-based: While sales reports track revenue, inventory reports track actual quantities of products, focusing on usage patterns rather than just monetary value.
Provider performance lens: Inventory reports offer unique insights into how providers utilize products, which can differ significantly from revenue-based performance metrics.
Compliance orientation: With features like lot tracking, inventory reports serve important compliance and safety functions that other reports don't address.
Predictive capabilities: The forecasting report offers forward-looking data based on appointments, unlike most other reports that only show historical information.
How Your Actions in Aesthetic Record Affect These Reports
Understanding how your day-to-day activities impact these reports is crucial for maintaining accurate data:
Adding inventory: When you add stock via the Inventory > Traceability > Options > View Batches > Add pathway, this updates your Current Inventory Levels report and is recorded in the Ordering Details report.
Charting procedures: When providers chart procedures and add traceability information, this affects:
Current Inventory Levels (reducing available stock)
Product Usage Per Provider (increasing usage counts)
Provider Inventory Usage (increasing usage counts)
Lot Number tracking (creating patient-lot associations)
Setting up inventory items: How you configure inventory items (service vs. retail vs. medical supply) determines how they're tracked in reports:
Services with traceability enabled track lot numbers and expiration dates
Retail items track units but not lot numbers
Medical supplies track units but not lot numbers
Reconciling inventory: When you use the Inventory Reconciliation feature to manually adjust stock levels, these changes are reflected in your Current Inventory Levels and are tracked in internal inventory logs.
Strategic Uses for Inventory Reports
Cost control and profitability analysis:
Identify products with high usage but low profitability
Track CTC (Cost to Company) to optimize purchasing decisions
Monitor discount patterns to ensure pricing strategies are effective
Provider performance optimization:
Compare product usage between providers to identify training opportunities
Recognize top performers for specific products to encourage knowledge sharing
Identify providers who may need additional support with certain products
Patient safety and risk management:
Use lot tracking to quickly respond to recalls or adverse events
Ensure consistent product application across all providers
Maintain comprehensive records for compliance purposes
Strategic planning and growth:
Analyze year-over-year trends to inform growth projections
Use forecasting data to plan staffing and resource allocation
Identify seasonal patterns to optimize purchasing and promotions
Tips for Maximizing Value from Inventory Reports
Establish regular reporting rhythms:
Review Current Inventory Levels weekly for ordering decisions
Analyze Provider Usage reports monthly for performance insights
Compare year-over-year data quarterly for strategic planning
Combine reports for deeper insights:
Export multiple reports to Excel and create pivot tables to discover new patterns
Cross-reference inventory usage with sales data to analyze profitability
Compare provider usage patterns with patient satisfaction metrics
Set up inventory correctly from the start:
Ensure proper categorization (service, retail, medical supply)
Enable traceability for products requiring lot tracking
Configure accurate Cost to Company values for profitability analysis
Train your team on proper charting:
Emphasize the importance of accurate traceability information
Ensure providers understand how to properly chart inventory used
Regularly audit charting practices to maintain data integrity
Use forecasting tools proactively:
Set up regular stock alerts for critical items
Review the Forecasting by % Booked report before placing orders
Adjust ordering patterns based on seasonal trends identified in year-over-year reports
Common Questions About Inventory Reports
Q: Why is my Current Inventory Levels report showing zero stock for items I know I have?
A: Check that you've added stock with proper traceability information. For service items, stock must be added through the Traceability > Options > View Batches > Add pathway, including lot numbers and expiration dates.
Q: Why aren't my retail items showing up in the Lot Number report?
A: Only service-type inventory with traceability enabled will appear in the Lot Number report. Retail items and medical supplies are not tracked by lot number in Aesthetic Record.
Q: What should I do if I get a "No Data" error when trying to add traceability?
A: Check that: 1) The product is set up as a "service" in inventory, 2) "Lot number and Expiration" is toggled on in the product's inventory settings, 3) Stock has been added for the product at the selected clinic location.
Q: How can I track which products are being used most frequently?
A: The Product Usage reports (by provider or overall) will show which products are used most frequently. The Current Inventory Levels report also provides MTD/QTD/YTD usage metrics for each product.
Q: How do I identify if we're running low on critical inventory?
A: Use the Current Inventory Levels report to view available stock, and the Forecasting by % Booked report to project future needs. You can also set up Stock Alerts in the inventory settings to receive notifications when items reach a defined minimum level.
Q: How can I use inventory reports to improve provider training?
A: The Product Usage Per Provider report can highlight discrepancies in how different providers use the same products. Significant variations might indicate that some providers need additional training or that best practices could be shared among the team.
Q: Does the system account for damaged or expired products?
A: You should use the Inventory Reconciliation feature to manually remove damaged or expired products from your inventory. Navigate to Inventory > Inventory Reconciliation, select the affected products, adjust quantities, and provide a reason for the adjustment.
By leveraging these powerful inventory reports in Aesthetic Record, you can transform your inventory management from a reactive process to a strategic asset that enhances profitability, ensures product availability, and maintains the highest standards of patient safety and satisfaction.