Receiving

Hippo Manager’s receiving functionality allows you to keep track of new shipments of your inventory, and update certain fields that automatically populate on invoices and other documentation (e.g. lot numbers).

How to receive new inventory:

1. Go to the Management tab.
2. Click on the Receiving widget.
3. Type the name of the item you are receiving in the Find/Scan Item field, and select it from the list of matching results. Alternatively, scan the barcode if you use a scanner.
4. Enter the Cost you paid.
5. Enter the Qty you received.
6. (Optional): Enter a Disc % offered by the supplier/manufacturer.
7. (Optional): Enter the Lot No.
8. (Optional): Enter the Exp. Date.
9. Click Save Item.
10. Repeat steps 3-9 for every item being received at that time.
11. (Optional): Type the name of the supplier/manufacturer in the Select Supplier field in the top right corner, or use the New Supplier button to add a new one to your platform.
12. (Optional): Select a payment method from the Payment Type drop down.
13. (Optional): Enter the amount you paid in the Amount Tendered field.
14. Click Finish when satisfied with your selections.

The quantity in your Items and Services widget for any items on the receiving receipt will automatically be updated for your internal tracking.

How to update items’ lot numbers, expiration dates, and cost prices:

Hippo Manager tracks inventory in batches and uses the FIFO (first in, first out) method for dispensing with those batches. In order to update the lot number and expiration date that appears on invoices, certificates, etc. for items automatically, you will need to first receive a new batch of that item.

1. Navigate to the Receiving widget.
2. Type in the item that needs to be updated in the Find/Scan Item field.
3. Follow the steps for receiving new inventory, using the updated information for the item.
4. Click Finish when satisfied with your selections.
5. Go to the Management tab.
6. Click on the Items and Services widget.
7. Locate the item that was just updated, and click Update QTY on the right side of the screen.
8. In the new window, click Set Active for the receiving batch that has the proper information.
9. If needed, you can use the +/- button on the right side of the window to zero out the old batch, and/or add that quantity to the new batch. (e.g. the cost to your practice changed, and you want all your inventory of that item to be marked up from the new cost).

Steps 5-9 are only necessary to switch to the new batch immediately. Otherwise, Hippo Manager will automatically switch to the new batch when the old one’s quantity reaches 0.

Helpful Hint:

If you need to manually adjust a quantity, you can do so in the Items and Services widget. Any stocking item will have an Update QTY button at the far right of its line. Click on that button, then click on the +/-  button in the Adjust column to expand the active batch. Enter in the inventory to add or subtract (the system will automatically do the math for you to generate the Resulting Quantity). You can mark this adjustment as due to waste or not, and add comments as you like to notate the manual adjustment. Click Submit when done. NOTE: Only items that have been received at least once can be updated manually, and you’ll be directed to create a receiving line. Use the Details button from the Items and Services widget to view a complete history of all inventory adjustments, including quantity and pricing changes.