Congratulations, your PIMS is now connected to Vetcove! 🎉 When heading to the PIMS Integration page, you should see the following screen:
The next step will be link your PIMS inventory products to Vetcove items, and analyzing your critical shortage list!
Vetcove offers two methods for linking items: creating links per item during checkout or creating links in-bulk directly from the PIMS Integration page.
How to Link your Vetcove Items to PIMS Products during checkout:
Vetcove now offers the option to link items to your 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!
4. 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:
For assistance on receiving your Vetcove POs and updating counts within your PIMS, please contact your PIMS support team.
How to Link your PIMS Products to Vetcove Items within your 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.
Managing your "Critical Shortage List":
To make ordering even easier, you can now view your on hand, minimum, and maximum inventory counts for each PIMS product, within Vetcove.
If a product's bar appears green, thats an indication that your current on-hand inventory count is above your set minimum.
If a product's bar appears red, this is an indication that your current on-hand inventory count is below your set minimum. If product bar is red, the product will appear in your Critical Shortage list. This is an indication that your clinic is low on stock, and reorder is required.
Your minimum and maximum quantity values for each PIMS product are set within your PIMS and then pulled into Vetcove. For assistance on setting up your minimum and maximum quantities values, please contact your PIMS support team.
Still have questions on linking products and managing your PIMS integration?
Feel free to hit the chat icon at the bottom of your screen to speak directly with one of our team members!