Vetcove now integrates with select PIMS to help practices track and order inventory with ease, all in one location. By connecting your Vetspire account to Vetcove, you will be able to:
Manage Lists – shop your PIMS lists directly on Vetcove
View Quantities – view your quantity on hand and reorder points
Sync Purchase Orders – purchase orders will automatically be synced
Step 1: Connecting with Vetspire
To connect your Vetspire account with Vetcove, please head to the header bar and click Orders > Inventory > and select "PIMS Integration". On this Connect page, you will see the option to select Vetspire. Please click on the box for Vetspire and scroll down to view your linking instructions:
Enter your Vetspire API Key
Enter your Vetspire Location ID
Select "Connect to Vetspire"
If you do not have these values, please reach out to the Vetspire support team for assistance!
Congratulations! Your Vetspire account should now be connected to Vetcove!
Step 2: Connect Vetspire Items to Vetcove Items
Once you are successfully connected with Vetspire on Vetcove, you will see the following message:
Please click on Manage Connection to continue to initial setup process. You will now see two additional options at the top of your Vetcove PIMS Integration page: Lists and Products.
To ensure that your PIMS lists and product quantities are pulled into Vetcove, and to be able to shop items from your Vetspire lists, you will need to link your Vetspire products to Vetcove products. This will only need to be done one time around, but can be updated at any point. (**Please note that you will first need to set up inventory tracking on your Vetspire account directly before you can view and connect items on Vetcove. For assistance with this process, please reach out to your Vetspire contact directly.)
Simply click on the Products tab at the top of your page, and click into each item that does not show a green check mark. You may also select the filter for unlinked items from the menu on the left side of this page to view all items that still need to be linked:
When you click on a given item, you will be prompted to search and then select the Vetcove item/s in the left column that you wish to link to the Vetspire item listed at the top of the window. Keep in mind that a given Vetcove item can only be linked to a single Vetspire item:
Unit of Measurement
When linking items, you will often also have the ability to select a unit of measurement. Selecting a unit of measurement will help ensure the quantities for each item in a given purchase order are translated properly from Vetcove to your PIMS for receiving.
It is important to only link Vetcove items that match the Vetspire item's product, strength, size, count, etc. This will ensure that your inventory counts get updated properly in your PIMS when you place orders. For the most part, these item links will be 1:1 as seen in this example:
If you do see multiple Vetcove items that can be linked to a Vetspire item, you can primarily focus on items that you've purchased in the past. When searching for items to link, you will be able to view how many previous purchases you've had for that item. This will be a good indication of whether or not this is the correct item to link, based on if it has been purchased for the clinic in the past!
In the example below, you will see that you have the option to select whether you would like the item, Convenia Injectable: 10ml, to be received in your PIMS as 1 vial or as 10mL. If you receive and track the item in your PIMS per vial, you would select vial – if you receive and track the item in your PIMS per mL, you would select mL:
You may edit and update item unit of measurements at any time. Please note that if you do not select a unit of measurement, the default unit for that item listing on Vetcove will be selected. If you do not see your preferred unit of measurement listed as an option, please reach out to the Vetcove support team via the live chat in the lower right corner and we would be happy to assist!
You may also hide any unlinked items within you PIMS integration that you would not like to appear in your lists.
To hide an unlinked Item, click on the Actions button, located to the right of each item, and 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.
From within the Hidden Items folder, you may move a hidden item back into view with the rest of your items. Simply click on the Action button, and select "Show this item."
Step 3: Shop on Vetcove through your Vetspire Lists
Once all relevant Vetspire items have been linked to their corresponding Vetcove items, you may view and shop items straight from the Lists page based on reorder points. To shop an item that is included in a Vetspire list (Ex. Critical Shortages list) just click on the Show Items button.
The item listings will then drop down in the familiar Vetcove shopping format. Using the purchase quantity suggested (based on the optimal quantity entered on Vetspire for that item) you may then add items to your vendor carts straight from here, just as normal!
Do keep In mind that your Vetspire inventory will automatically be synced to Vetcove roughly every 6 hours; however, you may always trigger a manual sync from the Lists or Products tabs on the Vetcove PIMS page to bring in the latest inventory counts before shopping!
Step 4: Creating Item Receipts & Updating Inventory Counts
In order to update the inventory counts within Vetspire, the order will need to be marked as “received” within Vetcove by creating an item receipt.
(Please note that in order to update counts within Vetspire for a received item - the Vetcove item received MUST be linked to a Vetspire product within the integration. For additional assistance with linking click here!)
To get started creating an item receipt - just head to the Orders tab from the header bar > Order & Invoices > Orders. 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:
Once the item receipt is ready - click Finalize to send the counts to Vetspire! As an important note, after finalization, changes/updates to the receipt cannot be made. If any changes/updates are needed to the counts post-finalization, please reach out directly to Vetspire Support!
Any items that were not marked as "received" during the first item receipts, will be available for receiving preceding shipments.
Need to turn off the integration?
Send us a message in our Live Chat (the little blue icon at the bottom of your screen) with your request! You'll also want to reach out to the Vetspire support team directly to verify whether there are any additional steps that need to be taken on their end to verify that your connection is fully turned off.
Still have questions about setting up your Vetspire integration? Feel free to click on the chat icon at the bottom of your screen to speak directly with one of our team members!