In the Inventory section, you can create and send Purchase Orders, update them when you receive replenishment, and change the status to keep track of your orders.
Watch the 6-minute video below to get a primer on purchase orders. Or read through our instructions below.
Note: This assumes you have already added inventory to the OptiMantra program. Click here for instructions on how to configure supplies and inventory.
In OptiMantra, please open Inventory on the Navigation bar
Creating Purchase Orders
To create a new a Purchase Order, go to More > Create Purchase Order
The OptiMantra program will allow you to pick products by vendor to create your PO > Select the vendor for which you want to create a PO by narrowing on Vendor Type and selecting from Vendor List
- You can also add a Practitioner for your PO letter head
- And location for where your inventory will be stored
Add a private description to the order if you want to include a reminder or notes
For some vendors you may have a large number of possible products, so you quickly narrow your list of requested items through the filters in the program
- Filter only to those products that are below your pre-set Reorder Point by checking the 'Filter By Reorder Point' box
- Remove all items that have units on-hand greater than a certain threshold by adding a number to 'Remove OH Greater Than'
- You can also search and add individual items
- Or individually remove items from the PO in the table below
Click Save to create your purchase order
Sending Purchase Orders
After you receive a Purchase Order replenishment, you can revisit the Purchase Order by clicking on More > Purchase Order History
Select > PDF to export your PO, or > Fax or > Email to send it to a contact
For either faxing or emailing, you'll need to add a contact from your Contacts list (configure Contacts under Settings > Business Details > Contact List)
For emailing, for example, you'll then see a pop up email message that you can edit and then send
Updating Purchase Orders
After you receive a Purchase Order replenishment, you can revisit the Purchase Order by clicking on More > Purchase Order History
Select > Receipt to update your order
- If you only received a partial order, you can adjust the quantities received under Receipt
- If you received the whole order, you can just select 'Set Receipt Qty Same as Order' to quickly update the PO
- Note that you cannot, however, make modifications to the original purchase amount
Once the PO is completed, you can save it and close out the status. This will automatically update your inventory in the program