Vetcove has now begun to integrate with select PIMS to help practices track and order inventory with ease, all in one location. By connecting your Vetport Pronghorn 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
At this time, the integration only supports Vetport Pronghorn, not Vetport Legacy.
Step 1: Connecting with Vetport
To connect your Vetport account with Vetcove, head to the header bar and click on Orders > Inventory > and select "PIMS Integration". On this Connect page, you will see the option to select Vetport. Please click on the box for Vetport and scroll down to view your linking instructions:
Log into Vetport using your clinic's unique Vetport login URL (for example https://CLINICNAME.vetport.com
Once in Vetport, click on Marketplace on the left side
Scroll down to Vetcove and click on the green "FREE" button
You'll then be taken to a page showing Description, How to Install?, and Configuration Details tabs across the top. Click on the Configuration Details tab
Locate your practice within the list and click on Integrate
You'll then be prompted with a window asking you to "Authorize Vetport with Vetcove?" Click on "Continue as (name)"
You'll then see a green box pop up in the top right corner with a success message
Congratulations! Your Vetport account should now be connected to Vetcove!
Step 2: Connect Vetport Items to Vetcove Items
Once you are successfully connected with Vetport 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.
During the next step, you will need to link your Vetport 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.
Hiding Items
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, 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 Vetport Lists
Once a Vetport product has 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 Vetport 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 Vetport 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 Vetport! Do keep in mind that your Vetport inventory will automatically be synced to Vetcove roughly every 6 hours; however, you may always trigger a manual sync from either the Lists or Products tabs on the Vetcove PIMS page to bring in the latest inventory counts before shopping.
Additional Training Resources
Vetport has provided a short screen recording of the initial integration process as well as how to view and reference a few things within Vetport directly. Check it out here ➡️ Vetport Integration Demo
Support
To reach the Vetport team:
Chat from within their Vetport application
Phone: 513-449-2300
To reach Vetcove:
Send us a message in our Live Chat which is the little blue chat icon that can be accessed at the bottom of your screen to speak directly with one of our team members!
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 Vetport 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 Vetport integration? To reach the Vetcove team feel free to click on the little blue Live Chat chat icon at the bottom of your screen to speak directly with one of our team members for the fastest response.
Or you may call (646) 504-2696 or email support@vetcove.com