Add or edit products and services

You can quickly add a product or service to your practice. When adding a product, you will set up information such as pricing, supplier, and default prescription label notes.

To learn how forms, reminders, and products work together, see Overview: Set up and manage reminders.

Prerequisites: Prerequisites: Before you add products and services, go to Administration > Product Settings and add product classes. This allows you to categorize products and services for filtering some product and sales reports. See Add and manage product classes for more information.

Permissions: Users must have Product Admin or System Admin permission to add or edit products and services.

Note: If you want to charge per unit for something that comes in a container (for example, tablets), you need to manually calculate the cost per tablet and use that for your unit price. 

• See Link services and inventory products to learn how to manage inventory quantities when multiple services deplete from the same inventory product.
• See FAQs: Products for answers to common questions.

Add a product or service:

1. Click your name in the menu bar. Then select Products.
2. Click New Product.
3. In the Create Product window, enter a name for the product. Then click Save.
4. In the Product Class dropdown, select a product class.
   Note: Product classes are managed under Administration > Product Settings. See Add and manage product classes for more information
5. From the Product Tracking drop-down list, select an option to enable advanced actions for this product in the patient record, as applicable.
   • None - when applicable, allows prescriptions or refills to be created from a consultation. This is the default product tracking selection.
   • Digital - enables ordering and receiving of digital images with an IDEXX capture station integration; or receiving of digital images with a validated third-party capture station integration. For more information, see Set up digital products.
   • Microchip - lets the microchip ID be entered from the consultation product line and saved to the patient record. For more information, see Set up microchip product tracking.
   • Vaccines - creates a vaccine record on the patient’s Vaccine tab; lets users add tag information, as needed, and print vaccine or rabies certificates. For more information, see the Set up vaccine product tracking section of Manage vaccines, rabies tags, and certificates.
6. In the Pricing area, select the tax rate. 
   Note: A tax rate is required. If you have nontaxable products, use the Nontaxable or Tax Free0% tax rate to associate with them.
7. Select the Enable Auto Discounts checkbox if you want a client’s discount to be automatically applied to this product when it is used on a consultation.
8. In Unit Cost Price box, enter the supplier’s cost for one unit of the product, excluding tax. The amount in the Unit Selling Price box is automatically calculated based on the cost and the default markup. If this is a service and has no cost, enter the unit selling price instead.
9. In the Fixed Fee box, enter the amount that will be added to product's sales price regardless of quantity sold. For example, dispensing fees or injection fees.
10. Inventory product only: In the Packaging area, select the unit type for how the item is sold, if applicable.
11. Inventory product only: In the Purch Package Size box, enter the number of sell units that are in a unit purchased from the supplier, if applicable. For example, 100 tablets.
12. In the Label Notes box, enter any text to include on a printed label when the item is sold, if applicable. For example, prescription label instructions.
    Tip: You can also use the Label Notes box to enter the location on the patient where a vaccine was administered.
13. In the Notes area, enter any information the staff should know about the product.
    Note: Notes appear on the Extra Information window which can be accessed by clicking the information icon  next to the product name on the consultation.
14. Inventory products only. In the Purchasing area, do the following:
    • Select the supplier, if applicable.
    • Enter the supplier's code for the product, if applicable.
    • Enter the product's barcode, if applicable. Once this is added, the product's barcode can be scanned into any field you would normally type the name to look for it; for example, products/services on a consultation.
15. Update the additional info area as needed.
16. Optional. Click Special Actions to add special actions as needed. See Manage special actions for more information.
17. Click Batches to add batch numbers and expiration dates as needed. See Enter batch numbers and expiration dates for more information.
18. Click Linked Products to deplete on-hand quantities of the linked inventory products, without having them appear on the client invoice, when this product is sold. See Link service and inventory products for more information.
19. Click Save.
20. If this is a product for which you track inventory, click Edit Stock Levels to adjust the O/H, Min and Opt amounts. For more information, see Adjust stock levels. 

Update products and services:

1. Click your name in the menu bar. Then select Products.
2. In the Search box, enter a search term. The list will filter as you type, and products that match the criteria will be listed.
   Tip: You can search by product name, product ID, or barcode. You can select additional filters to narrow your search results, as desired.
   - From the All Product Classes drop-down, select a product class.
   - To view only products that begin with the search term you entered, click the corresponding letter of the alphabet.
   - To include deactivated products, select Include deactivated records.
3. Click the name of the product to edit.
4. Make changes using the steps above. See Make a product inactive for additional information.
5. Click Save.