Vetcove now integrates with select PIMS to help practices track and order inventory with ease, all in one location. By connecting your ezyVet account to Vetcove, you will be able to:
Link Items – map your ezyVet items to Vetcove items either on the shopping cart page prior to checking out, or on the Products tab on the Vetcove PIMS Integration page (Note: items must be linked in order for on-hand quantities to update!)
Manage Lists – view your on-hand quantities and add items you need to your shopping carts
Update Inventory Counts – create item receipts on Vetcove’s order history page when your orders arrive – the quantities received will then be sent to ezyVet to update your on-hand quantities for your linked items
Note: This integration only supports inventory count adjustments within ezyVet and does not support price adjustments at this time.
Step 1: Connecting with ezyVet on Vetcove
1a) Retrieve your ezyVet Partner API credentials
To connect your ezyVet account with Vetcove, you will first need to retrieve your ezyVet Partner API credentials from within you ezyVet account. Here's how:
Log into ezyVet with relevant admin privileges
Note: If you do not see the options that are outlined below, please loop in your practice manager for assistance setting up the integration, or if you are the practice manager, reach out to the ezyVet support team to ensure you have the appropriate admin permissions.
Click on the Admin tab:
Use the drop-down box on the left of the screen and select Integration:
In the Integration Search Box, type and select API Partner:
Select "Vetcove – Purchasing Platform" from the Partner drop down box and then click Save
Underneath Scopes click Select All and then click Save:
Click Download Credentials – your browser will then download a file named credentialsapi.txt.
1b) Enter the Required Fields on Vetcove
Please log into your Vetcove account and navigate to the PIMS integration page by clicking Orders > Inventory > PIMS Integration. Select ezyVet from the options displayed and enter the following data in the listed fields:
Hospital Name
Please determine the ezyVet Hospital Name that you wish to connect to Vetcove. This field will determine where in ezyVet inventory information is pulled into Vetcove from. The Hospital Name you enter should be the ezyVet separation (Database, Business or Department) that represents your hospital.
Note:
If you select a Department, Business or Database that does not have its own inventory threshold set, the stock balances as well as the minimum stock and requirements, will be summed across each inventory location that is a child of the level you select.
If you select a Department, Business or Database that does have its own inventory threshold set, the stock balances will still be summed across each inventory location that is a child of the level you select, however, the minimum stock and requirements will be taken from the inventory threshold set on the level you select.
Once you determine which level you would like to connect, to retrieve the corresponding name in ezyVet, follow the below directions:
Please log in to your ezyVet account and click on the Admin tab in the header bar, and then select Settings from the dropdown in the upper-left corner.
You should see options for Database, Businesses, Hospitals, or Departments populate in the left-side menu:
Click on the desired level, and then in the “Active” section at the bottom of the life-side menu, click on the desired option:
The corresponding Name will be displayed in the General section that appears on the right:
Enter this name in the Hospital Name field on Vetcove:
Site uID, Client ID and Client Secret
The remaining required fields are from the ezyVet Partner API credentials that were retrieved from Step 1a above:
Site uID
Client Id
Client Secret
Once all fields are entered, select "Connect to ezyVet"!
1c) Set your Primary Inventory Location in ezyVet
Before your organization can use Vetcove Purchasing Platform with ezyVet, a practice manager must configure an inventory location that receives the inventory of Vetcove purchase orders.
To configure a primary inventory location, take the following actions:
Log into ezyVet with relevant admin privileges
Click on the Admin tab:
Use the drop-down box on the left of the screen and select Settings:
Select Hospitals from the options and select the hospital that you entered as the Hospital Name in Step 1b:
In the Inventory Locations section, select the inventory location that should receive the inventory of Vetcove purchase orders:
Select Save!
Congratulations! Your ezyVet account should now be configured and connected to Vetcove! 🎉
Step 2: Syncing Items from ezyVet to Vetcove
Once connected, your ezyVet products will then begin syncing with Vetcove. Please note that syncing will happen automatically every 6 hours, but you can also trigger a manual sync via the "Sync Inventory" button on the left side of the PIMS Integration Page:
⚠️ Note: In order for ezyVet products to sync with Vetcove, you must first ensure that the Inventory Tracking Level is set to either Product or Batch.
If you would also like to view your On-Hand Quantity and corresponding Minimum and Maximum levels from ezyVet on Vetcove, you must first set an Inventory Threshold for your products within ezyVet.
Learn how to set Inventory Tracking Levels and Inventory Thresholds below!
How to View and Set Inventory Tracking Levels
Log in to ezyVet with the relevant admin privileges
Select Admin from the header bar
Select Products from the dropdown in the upper left corner
Search and click on the desired product
Select Inventory from the product page header bar:
Ensure that the Tracking Level field is set to either Product or Batch have a Minimum Inventory Level set for the desired Inventory Location and then click the Save button in the upper left corner of the page:
How to View or Set an Inventory Threshold in ezyVet
Log in to ezyVet with the relevant admin privileges
Select Admin from the header bar
Select Products from the dropdown in the upper left corner
Search and click on the desired product
Select Ordering from the product page header bar:
Ensure that you have a Minimum Inventory Level set for the desired Inventory Location
To add an Inventory Threshold, simply click on the "+" icon in the upper right corner:
Set your desired Minimum Inventory Level (units), Type, Quantity (units), Date Range, and Inventory Location and then click the Save button in the upper left corner of the page:
Should you need further guidance setting inventory thresholds in ezyVet, feel free to check out this ezyVet guide, or reach out to the ezyVet team for assistance. The contact information for the ezyVet team can be found here!
Step 3: Connect ezyVet Items to Vetcove Items
During the next step, you will need to link your ezyVet products to Vetcove items. Please note that for an ezyVet item to be sent to Vetcove, Vetcove offers two methods for linking items:
Creating links per item during checkout
Creating links in-bulk directly from the PIMS Integration page.
You will find instructions for both methods below!
⚠️ Note: items must be linked in order for on-hand quantities to update once an order has been marked as received.
Method 1: Linking Items from the Shopping Cart
Head to the Shopping Cart page by clicking on the Cart icon at the top of your screen
Click on “PIMS Link: None” (this tag indicates that the item has not yet been linked to an ezyVet product)
Search for the ezyVet product and select the "Link" button:
Choose the Unit of Measure you track this item by in your PIMS and then select "Update"
Once your items are linked to a PIMS product, the updates will be reflected in your cart to display the PIMS product that the item is linked to:
⚠️ Note: Choosing the correct unit in this step is important to ensure that inventory quantities transfer properly to ezyVet.
If you are unsure which to choose, please reach out to the Vetcove support team via live chat at the bottom right of your screen and we are happy to help!
Method 2: Linking Items from the PIMS Integration Page
Click on the Orders button at the top of your screen and navigate to PIMS Integration
Select the Products tab. This page will display all of the inventory-tracked products that were pulled into Vetcove from ezyVet. If you are missing any newly set up ezyVet products, you may click on ‘Sync Inventory’ to pull in the most up-to-date information
Select the Unlinked Items tab from the left-side menu to see the ezyVet products that have not yet been linked to Vetcove items:
Search or click on an item to start linking
In the pop up window, search for the Vetcove item to match to your ezyVet product and select the ‘Link’ button:
Choose the unit of measure that matches how you track this item in ezyVet and select ‘Update’
⚠️ Note: Choosing the correct unit in this step is important to ensure that inventory quantities transfer properly to ezyVet.
If you are unsure which to choose, please reach out to the Vetcove support team via live chat at the bottom right of your screen and we are happy to help!
How to Hide an Item
If you do not wish to link a specific item - you may also hide any unlinked items within you PIMS integration that you would not like to appear in your lists. To do so:
Head to to the PIMS Integration Products page
Click on the Actions button, located to the right of each item
Select "Hide this Item"
This will hide the item from view and move it to a Hidden Items folder, located on the lefthand side of the page. This will prevent the item from showing up in your Critical Shortage Lists, as well:
How to Un-hide an Item
To un-hide an item, head to the Hidden Items section of the PIMS Integration Product Page:
Click on the Action button
Select "Show this item":
Step 4: Shop on Vetcove through your ezyVet Lists
Once an ezyVet product has been linked to its corresponding Vetcove item(s), you may view and shop for those items straight from the Lists tab. Vetcove will automatically generate a ‘Critical Shortages’ list based on the on-hand quantities and reorder points pulled in from ezyVet.
To shop for an item that is included in a list (Ex. “Critical Shortages” list) just click on the ‘Show Items’ button next to that item:
The item listings will then drop down in the familiar Vetcove shopping format so that you may add items to your vendor carts directly from the PIMS Integration page if desired.
Your ezyVet inventory will automatically be synced to Vetcove roughly every 6 hours, but you can always trigger a manual sync using the ‘Sync Inventory’ button on the PIMS Integration page to bring in the latest inventory counts prior to shopping!
Step 5: Creating Item Receipts & Updating Inventory Counts
In order to update your inventory counts within ezyVet, you will need to mark your Orders as “received” within Vetcove by creating an item receipt.
Please note that the Vetcove item you are receiving must be linked to an ezyVet product in order for ezyVet inventory counts to update. If the item you purchased is not tracked (ex. white goods), you do not need to worry about linking the Vetcove item to an ezyVet product.
To get started creating an item receipt just head to the Orders tab from the header bar > Order & Invoices > Order History.
Once the specific order has been located, click into the order details and locate 'Create Item Receipt' on the right hand side:
After clicking 'Create Item Receipts', enter the quantity of each product received within the shipment. Once entered, click ‘Create’:
While creating item receipts, the option to enter lot and expiration numbers for the item received will be available. This will also send to ezyVet for linked items if completed.
Once the item receipt is ready, click ‘Finalize’ to send the counts to ezyVet! 🎉 It may take about 10 minutes for the inventory updates to reflect in ezyVet.
Items to Note:
Once an item receipt has been finalized, changes and updates to the receipt cannot be made. If any changes or updates are needed to your counts post-finalization, you will need to adjust your counts in ezyVet directly.
If an ezyVet product is batch-tracked, the lot number and expiration date will be required in order to finalize a receipt.
Price adjustments are not made in ezyVet based on item receipts, only inventory count adjustments.
For a more detailed walk through of item receipts, you're welcome to check out our Item Receipt article here!
Deactivate the Integration
1. Disable the Integration from within ezyVet
If you no longer wish to use the integration, it can be disabled by following the below instructions:
Log into ezyVet with relevant admin privileges
Click on the ‘Admin’ tab:
Use the drop-down box on the left of the screen and select Integration:
Use the search bar on the left-hand side of the screen to search for the "Vetcove - Purchasing Platform" integration:
Select the integration and look on the right-hand side of the screen for the DISABLE button and select "DISABLE":
A Pop-up will appear where you can confirm the disable by selecting DISABLE again:
2. Disable the Integration on Vetcove
To complete the integration deactivation process, be sure to reach out to the Vetcove support team via the live chat in the bottom right corner of the site, or via email at support@vetcove.com to request the integration be cleared from the Vetcove system
ezyVet Support and Resources
For access to ezyVet portal documentation, training, and other resources, check out the ezyVet Knowledge Center at https://docs.ezyvet.com/en!
For general ezyVet questions and inquiries, please reach out to the ezyVet team directly via email at feedback@ezyvet.com, phone at 844-439-9838, or by submitting a ticket from directly within the ezyVet portal.
Still have questions about setting up your ezyVet integration? Feel free to click on the chat icon at the bottom of your screen to speak directly with one of our team members!