Vetcove now integrates with select PIMS to help practices track and order inventory with ease, all in one location. By connecting your DaySmart 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 DaySmart
Before you can start using the integration, you will need to enable the Vetcove add-on from within DaySmart as follows:
Login to DaySmart
Click on Settings
Click on Add-Ons
Navigate to the Vetcove line item and click on the plus icon
Select the inventory categories that you wish to sync with your Vetcove account
Click on Connect
Authorize the integration in the form that appears
Once the add-on is enabled, your inventory items will be imported into your Vetcove account. Please allow a few minutes for this process to complete!
Congratulations! Your DaySmart account should now be connected to Vetcove!
Step 2: Link DaySmart Product to Vetcove Items
Once you are successfully connected with DaySmart on Vetcove and you have allowed enough time for your inventory items to be imported, you may visit the following page to access your DaySmart PIMS Integration. You will see two additional options at the top of your Vetcove PIMS Integration page: Lists and Products.
During the next step, you will need to link your DaySmart products to Vetcove items.
Vetcove offers two methods for linking items: creating links per item during checkout or creating links in-bulk directly from the PIMS Integration page.
Method 1: Linking Vetcove Items to PIMS Products during checkout:
To ensure that all of your Vetcove items are linked to PIMS products, you can link new items to PIMS products directly in your shopping cart! To get started, simply head to your Shopping Carts and view the the PIMS Link box beneath each item:
You will be able to see if each of the items you're purchasing are currently linked to your PIMS products. If any of the items are not currently linked, you will see "PIMS Link: None" as shown in the image above.
Select the PIMS Link box and type in the name your product is under within your PIMS, or search by your PIMS ID here to pull up the PIMS product. Once you've located the PIMS product you'd like to link this item to, select the blue link button:
Once the item is linked to your PIMS product, you will want to select the Unit of Measure that you track this item by within your PIMS.
In the example below, you will see that you have the option to select whether you would like the item Doxycycline 100mg Tablets, to be received in your PIMS as bottle or tablet. If you receive and track the item in your PIMS per bottle, you would select bottle – if you receive and track the item in your PIMS per tablet, you would select tablet:
While linking, you may see the following unit selections avaliable. These serve as equivalent options when a unique unit is not an avaliable addition on Vetcove:
-Purchasing Unit: This unit represent quantity '1' of this item. When you order '1' of this item on Vetcove, your PIMS will update the count by 1.
-Each: This unit represent the smallest individual unit quantity within the item.
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!
Repeat this process with any items in your cart that show "PIMS Link: None" if you'd like to link them to your PIMS products. 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:
Method 2: Linking Vetcove Items to PIMS Products within the PIMS Integration page:
To get started, head to your PIMS Integration page from your Vetcove header bar. (Orders > Inventory > PIMS Integrations)
Once on the page, select "Products" at the top of the page and then filter by "Unlinked Items":
Locate the specific PIMS product you'd like to link and click on it. You will then be prompted to select the Vetcove item(s) you would like to link to your PIMS product. Please note that you can link multiple Vetcove items, as long as the medications are the same strength and form. You will also be able to see if you've previously purchased a given Vetcove item:
Once you've selected your Vetcove Items, please select the appropriate Unit of Measurement. This should be the unit the product is tracked by in your PIMS! This dictates which "unit quantity" is sent back to your PIMS system.
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 bottle or as 10mL. If you receive and track the item in your PIMS per vial, you would select bottle – if you receive and track the item in your PIMS per mL, you would select mL:
While linking, you may see the following unit selections avaliable. These serve as equivalent options when your unique unit is not an avaliable addition on Vetcove:
-Purchasing Unit: This unit represent quantity '1' of this item. When you order 1 of that item on Vetcove, your PIMS will update the count by 1.
-Each: This unit represent the smallest individual unit quantity within the item.
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!
Once linked, you will be able to shop your linked Vetcove items directly from the Critical Shortage List by clicking on "Show Items"! Please note that you may also use the general Vetcove search page to place your orders as well.
For assistance on receiving your Vetcove POs and updating counts within your PIMS, please contact your PIMS support team.
If you wish to not 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 hide an unlinked Item, head to to the PIMS Integration page - Products page. 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 DaySmart Lists
Once a DaySmart item has been linked to their corresponding Vetcove items, you may now view and shop these items straight from the Lists page based on reorder points. To shop an item that is included in a DaySmart 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 DaySmart for that item) you may then add items to your vendor carts straight from here, just as normal!
Step 4: Shop and Place Orders as Normal
Now, when you place an order on Vetcove it will automatically be sent as a PO to DaySmart! You’ll find your POs under the Orders tab in Inventory. These orders will have a status of “submitted” so that new receipts can be recorded against them (for more information about creating receipts, please reach out to DaySmart support! Their support info is at the bottom of this article).
Please keep in mind that your DaySmart inventory counts will be sent by DaySmart to Vetcove each night. If you suspect that your DaySmart inventory has not been updated on Vetcove, please contact DaySmart support below.
Need to reach out to DaySmart support?
Online on-demand support
Visit the DaySmart Help Center then click on Contact Support at the bottom to create and submit a ticket to their team.
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 DaySmart 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 DaySmart integration? Feel free to click on the chat icon at the bottom of your screen to speak directly with one of our team members here at Vetcove!