Vetcove now integrates with select PIMS to help practices track and order inventory with ease, all in one location. By connecting your HVMS 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 HVMS
To connect your HVMS account to Vetcove:
Before activating the integration,
If you have a Vetcove username associated with multiple Vetcove accounts, please ensure you are toggled into the correct Vetcove account.
If you have multiple HVMS locations with your HVMS account, please ensure you are toggled into the correct HVMS account.
Once confirmed, enable the Vetcove integration by contacting HVMS Support.
Once enabled, head to "Vetcove Module" on the left hand side of your HVMS account.
Once the Vetcove login screen appears, enter your Vetcove username and password.
You will then see the option to Authorize HVMS with Vetcove, click Continue to link your accounts.
When the HVMS notification pops up asking you to initiate your product sync with Vetcove, click Yes.
This process can take 5 to 10 minutes. (Please do not close HVMS while this is processing!)
Once you see the 'Vetcove Product Sync Completed!' notification, click OK.
Heading back to Vetcove, you should now see all your HVMS tracked inventory, within Vecove! 🎉
Congratulations! Your HVMS account should now be connected to Vetcove!
Step 2: Connect HVMS Items to Vetcove Items
Once you are successfully connected with HVMS on Vetcove and you have allowed enough time for your inventory items to be imported, you may visit the following page to access your HVMS 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 HVMS 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.
During this step for HVMS - please select your item's CONTAINER UNIT, not your item's base unit. When receiving within HVMS, your quantity will be multiplied according to the count ordered.
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!
During this step for HVMS - please select your item's CONTAINER UNIT, not your item's base unit. When receiving within HVMS, your quantity will be multiplied according to the count ordered.
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.
Linking Expansion Products
You may also link your expansion products to the corresponding count you purchase within Vetcove.
When linking products part of an expansion package, please link your main expansion product of the item, and not the base item's products. When receiving the "expansion" product within HVMS, HVMS will programmatically update the base item's inventory counts. 👍
Note: HVMS expansions will not show a on-hand, min, max similar to how HVMS displays them. You will need to look at the base item for current base item quantities.
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 HVMS for receiving.
When making your unit of measurement selection for HVMS products - please select the item's CONTAINER UNIT, not the item's base unit
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!
Hiding Items
You may also hide any unlinked items within you HVMS 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 HVMS Lists
Once all relevant HVMS 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 HVMS 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 HVMS for that item) you may then add items to your vendor carts straight from here, just as normal!
Step 5: Placing Orders & Receiving
Now, when you place an order on Vetcove it will automatically be sent as a PO to HVMS! You’ll find your POs within HVMS by clicking Vetcove Integration on the left hand side, and selecting Order Queue.
To receive a PO and update the inventory counts:
Log into HVMS
Click on Vetcove Module on the left hand side.
Select Order Order Queue.
Locate the specific PO
Enter supplier details
Review items to ensure correct HVMS item is aligned to each Vetcove item (pay close attention to expansion containers!)
If there are items on the PO you do not want to import, check off the 'Do Not Import'.
If needed, adjust received quantity and tax.
If partially received, the order will be available to receive once more once the rest of the items arrive.
Once ready, click "Create Purchase Receipt" in the top right corner to create your receipt!
Verify all alignments, and if so, click 'Yes' to proceed.
Open your HVMS Purchase Receipt and process it like you would any other HVMS Purchase Receipt.
Once received, your stock levels will update to reflect your received inventory counts. 🎉
For assistance on receiving your Vetcove POs and updating counts within your PIMS, please contact your PIMS support team.
Inventory Syncing
Please keep in mind that your HVMS inventory counts will be sent by HVMS to Vetcove nightly.
If you need to trigger a manual sync to have counts sent over immediately, click Vetcove Module on the left hand side > Set Up > Force Product Synchronization.
Need to reach out to HVMS support?
HVMS General Support
HVMS support requests can be submitted at any time through a support ticket here.
HVMS Live Chat & Phone Support
Support Hours
Monday, Tuesday, Wednesday, Friday: 9:30am – 5:00pm CST
Thursday: 10:30am – 5:00pm CST
Live Chat
Found in the bottom right hand corner on the HVMS SUPPORT page.
Customer Support Number
1-855-508-4800 or 1-877-207-3335 ext.2
Customer Support Email
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 HVMS 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 HVMS 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!