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HVMS Integration

Learn how to connect your HVMS Inventory Management System to Vetcove

Updated over a week ago

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:

  1. Before activating the integration,

    1. If you have a Vetcove username associated with multiple Vetcove accounts, please ensure you are toggled into the correct Vetcove account.

    2. If you have multiple HVMS locations with your HVMS account, please ensure you are toggled into the correct HVMS account.

  2. Once confirmed, enable the Vetcove integration by contacting HVMS Support.

  3. Once enabled, head to "Vetcove Module" on the left hand side of your HVMS account.

  4. Once the Vetcove login screen appears, enter your Vetcove username and password.

  5. You will then see the option to Authorize HVMS with Vetcove, click Continue to link your accounts.

  6. When the HVMS notification pops up asking you to initiate your product sync with Vetcove, click Yes.

    1. This process can take 5 to 10 minutes. (Please do not close HVMS while this is processing!)

  7. Once you see the 'Vetcove Product Sync Completed!' notification, click OK.

  8. 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:

​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 Items from Shopping Cart Steps:

  1. Head to the Shopping Cart page by clicking on the Cart icon at the top of your screen

  2. Click on “PIMS Link: None” (this indicates that the item needs to be linked to a PIMS product)

3. Search for the PIMS product and select the link button:

4. Choose the Unit of Measure you track this item by in your PIMS and then select update

5. 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

  1. Click on the Orders tab at the top of your screen > PIMS Integrations

  2. Select Products and filter by “Unlinked Items”

3. Search for the item and select link:

4. Select the preferred unit of measure (that you track this item by in your PIMS) and click update:

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.

  1. Click on the Actions button, located to the right of each item

  2. 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.

  1. Click on the Action button

  2. 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:

  1. Log into HVMS

  2. Click on Vetcove Module on the left hand side.

  3. Select Order Order Queue.

  4. Locate the specific PO

  5. Enter supplier details

  6. Review items to ensure correct HVMS item is aligned to each Vetcove item (pay close attention to expansion containers!)

    1. If there are items on the PO you do not want to import, check off the 'Do Not Import'.

  7. If needed, adjust received quantity and tax.

    1. If partially received, the order will be available to receive once more once the rest of the items arrive.

  8. Once ready, click "Create Purchase Receipt" in the top right corner to create your receipt!

    1. Verify all alignments, and if so, click 'Yes' to proceed.

  9. Open your HVMS Purchase Receipt and process it like you would any other HVMS Purchase Receipt.

  10. 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!

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