Vetcove now integrates with select PIMS to help practices track and order inventory with ease, all in one location. By connecting your Onward Vet 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 Onward Vet
To connect your Onward Vet account to Vetcove, enable the Vetcove integration by contacting Onward Vet Support at firstname.lastname@example.org- include the name of your clinic, contact name, email address, website, and phone number to request the Vetcove connection.
Once the connection is enabled, select Inventory and then select Manage Vetcove Integration within your Onward Vet account.
Check off the box next to the items items you would like to move to Vetcove, and select Merge to Vetcove.
Once you receive a success message, these products will be available within Vetcove!
Step 2: Connect Onward Vet Products to Vetcove Items
Once you are successfully connected with Onward Vet on Vetcove and you have received a success message that your inventory items have been imported, you may visit the following page to access your Onward Vet 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 Vetcove items to Onward Vet products
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:
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:
Method 2: Linking Vetcove Items to PIMS Products within the PIMS Integration page:
3. 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:
4. 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!
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.
Unlinking/ Hiding Onward Vet Products
Unlinking an Onward Vet product:
To unlink a product from Vetcove in Onward Vet check off the box next to the item you'd like to remove, under Current Vetcove Items. Then, select Unlink to Vetcove to remove the product from populating on Vetcove:
Hiding an Onward Vet product:
You may also hide any unlinked items within you Onward Vet integration that you would no longer 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.
Step 3: Shop on Vetcove through your Onward Vet Lists
Once all relevant Onward Vet products 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 Onward Vet 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 Onward Vet 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 Onward Vet!
You’ll find your POs within Onward Vet by clicking Inventory (the box icon in the bottom lefthand corner) and selecting Manage/ Receive Purchase Order:
To receive a PO and update the inventory counts:
Once you're on the Manage/ Receive Purchase Order page click search for your Purchase Orders to populate (you may also enter the Purchase Order Number in the search bar to narrow down your results):
Select Receive to view the Purchase Order
Enter the lot number if needed and then select the save option at the bottom of your page
You'll receive the following Warning message “Purchase Order successfully updated”:
Once you receive this message your stock levels will update to reflect your received inventory counts!
Inventory syncs every 15 minutes. Please keep in mind that quantities will update 15 minutes after being received or edited in Onward Vet.
Need to reach out to Onward Vet support?
Customer Support email: email@example.com
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 Onward Vet 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 Onward Vet 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!