To get to Inventory, log in to your account via https://beta.aestheticrecord.com/. Click on Inventory.
You can add products to Inventory via web in two ways: by activating existing products from the Aesthetic Record Product Directory or by manually entering product details.
A. Add Products to Inventory
1. Add Products via AR Product Directory
On the left, click on AR Product Directory and then type in the search box the name of the product you want to add. Once the product shows up, check the box next to the product's name, and then click on Activate. Clicking that sends the product to Your Inventory.
Continue to do so for all relevant products in this directory. If you can't find a product here, you can manually add them later.
Once you've added every product that you can find, it's time to head over to Your Inventory to add the missing details.
2. Add the Missing Details for Activated Products
While you're still in Inventory, click on Your Inventory and all your active products will show up.
To search for the product you want to edit, simply type its name in the search box or click on its name on the list below. If you don't see the name on the list, scroll down to see all the other active products. Click on the product's name to edit it.
You will notice that many fields here have been auto-populated by Aesthetic Record. We recommend that you leave the information that has already been filled in intact. Here are what you should be editing:
Cost to Company: This is the total cost of this product. If it is a package containing many smaller units, enter the total cost of the entire package and not the unit cost.
Product Price: This is the price your clients will be paying for each unit of the product. If your clinic has a membership program, make sure to enter the product price for members as well.
Lot Number and Expiration: Enter the batch ID, expiration date, stock number, and stock alert number of your products. This option is not mandatory but you can use it for product tracking and stock alert.
If applicable, you can also add the tax rate for the product as well as the supplier's info. If not, just leave the toggles turned off.
Please make sure to fill out every area with a RED ****
After you're done, hit Save. Repeat this process until all activated products are updated.
3. Manually Add the Rest of Your Products
If you still have missing products after the first 2 steps, you can create a new product entry to add it to your active product list. Click on Your Inventory and then Add Product.
The next page will show you the following tabs: Information, Pricing, Traceability, Tax Settings, and Supplier Info.
Under Information, you'll need to add the following information:
Product Name: The name of your product.
Inventory Type: You can choose from Retail, Service, or Medical Supplies.
Product Category: Click on the drop-down menu and select the product category that you have set up for your products. If you haven't added the necessary product category or if you can't find it, click on Create New Category and add a new category to your inventory.
Product Type: Click on the drop-down menu and select the product type. Aesthetic Record has several pre-configured product types available here. Each type may require you to specify different product information. For instance, the Injectable product type will further require you to describe the Injectable Type.
Product SKU (optional): The product SKU is a string of number used to identify your product. If your practice uses product SKU, enter it here.
Cost to Company: The total cost of your product or product package.
Product Image: If you have a product image, you can upload it to your Aesthetic Record database here.
Description: The description of your product. This description is only for internal use - it won't be shown to your clients.
Product Ratio (optional): The ratio of the number of units used for injection versus the number of treatment received.
Product Keywords: You can associate your product with certain keywords and tags to make product searching easier on the Aesthetic Record app.
In addition, for Retail and Service Inventory Types, you can choose to Bill for the whole unit.
For Medical Supplies Inventory Type, you can choose to Include the product to Cost to Company report and Deduct inventory when it gets used in procedure.
After you've entered the Product Information, let's move on to Pricing.
Product Price: The selling price per unit of your products, for both members and non-members.
Additionally, the fields on this page will only show up if Retail and Service Inventory Types are chosen.
For Medical Supplies Inventory Type, the page will look like this.
When you're done with pricing, click on Traceability.
Lot Number and Expiration (optional): Toggle this on and you can specify the clinic where this product is physically available, along with its expiration date, batch ID and current stock number here.
Under stock alert, enter an appropriate stock number here. Aesthetic Record will automatically send you an alert when your stock goes below this number.
If your product is available at more than one clinics, click on Add New Stock and specify the stock level at other clinics, too.
After adding the Lot Number and Expiration information, click on Tax Settings.
Custom Tax Rule (optional): If you want to set up a tax rate specifically for this product, toggle this on and enter your tax rate.
The last tab is for Supplier Info (optional): For supplier tracking, toggle this on and enter the product's supplier name, reference number and contact details.
Hit Save at the top right corner of the form to finish the product creation. Repeat this step until all products are added to your inventory.
4. Reconcile Your Inventory
To reconcile your inventory, hit Inventory and then Inventory Reconciliation.
Select the clinic and whether you want to reconcile all or just some of the products in your inventory, and then hit Go. If reconciliation is already in progress, you'll be asked to take over, click on Yes.
If you choose All inventory, all products will show up on the page, whereas if you choose Only few products, you'll need type in the name of the product in the search box. Once the product shows up, you can do the update.
Expected Stock shows what you have in Aesthetic Record and In Stock is where you'll add what you actually have remaining. Hit Solve.
The next page will let you manage the stock deviations. State the reason, leave some notes, resolve the deviation in batches, and click on Save.
After that, hit Save & Update Inventory and then Save again. Then the report, which you can download, will show up.
To view past reconciled reports, simply click on View Past Reconciled Reports.
You can also click on this link to watch a video tutorial on this.
Additionally, you can easily download your inventory list and inventory-related reports from your account.
B. Export Your Inventory List
In Inventory, click on Your Inventory and then Options in the upper right hand corner and hit Download CSV or Download Excel.
C. Create and Export Inventory-Related Reports from Business Insights
Click on Business Insights, Inventory, Create report, choose which type of report you want to download, select the information required, Continue, and then Save or Download Excel.
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