Adding a Retail Item

1. The user can add a retail item by accessing the “Products & Inventory” App from two entry points.
   1. From the EMR Panel, click on “Products” under “Products & Inventory”.
      
   2. From the Left Navigation, open the “EMR Admin” dropdown, select “Products & Inventory”, and then choose “Products” from the subsequent dropdown menu.
      
2. To add a new retail item, click "New Product" in the top right corner of the screen.
   
3. Step 1: Product
   1. In Step 1, select ‘Retail’ from the Inventory Type dropdown menu. Next, enter the required product details, including the Product Name, Product Category, and Cost to the Company.
      Note: “Cost to Company” is the amount the Med SPA pays to acquire the product from a supplier. “Inventory Type” defines the purpose or category of the product within the Med SPA’s inventory, such as Retail (products sold directly to patients) or Service (items used internally, like treatment supplies). “Product Category” is a classification that groups similar products together, such as Skincare, Injectables, or Laser Equipment.
   2. The Product Image, Product SKU, Color, Description, Product Ratio, Product Keywords, and Bill for Whole Unit fields are optional. After entering all the required information, click “Create Product” to proceed.
      Note: “Product Image” is a visual representation of the product, such as a photo. “Product SKU (Stock Keeping Unit)” is a unique number assigned to the product for inventory tracking and management. The specific “color” of the product is used to distinguish variations. “Description” is a detailed explanation of the product, including its features, benefits, or uses, to provide additional context. “Product Ratio” is a measurement or proportion that indicates the product's usage or mixing requirements. “Product Keywords” are search terms associated with the product to make it easier to locate in the inventory system. “Bill for Whole Unit” is an option to specify whether the product is billed as a whole unit rather than in parts or portions.
4. Step 2: Pricing
   1. In Step 2, enter the “Product Price Per Unit” and “Member Price for Single Tier Membership”, if applicable, for each location where the retail item is available. Product price per unit may vary by location, and member prices, if applicable, can also differ between locations. Click “Next” to proceed.
      Note: ‘Product Price Per Unit’ is the cost of a single measurable unit of the product. ‘Member Price for Single-Tier Membership’ refers to a discounted or special rate offered to patients enrolled in a subscription program with a single level of benefits. This price is lower than the standard service rate, providing added value to members and encouraging loyalty through exclusive savings.
5. Step 3: Traceability
   1. In Step 3, selecting the “Stock and Inventory” option will enable additional options to enter “Stock per clinic” details, and “Stock in Unit”, and “Stock Alert” fields.
      Note: The Stocks in Unit value is initially displayed as ‘0’ because a purchase order must first be created and received for this specific product. Once the order is received, the stock will be updated. For detailed steps on creating and receiving a purchase order, refer to the ‘Add Purchase Orders’ user guide. “Stock in Units” refers to the total amount of the retail item available in inventory, measured by individual units, and tracks availability across all locations or specific clinics. “Stock Alert” is a notification that triggers when inventory falls below a certain level, prompting timely reordering to avoid stockouts.
   2. Selecting the “Stocks Per Clinic” option enables individual fields for each location, allowing the user to enter separate “Stock in Units” and “Stock Alert” values for each site, as stock availability and alert values may vary by location. Click “Submit” to proceed.
      
6. Step 4: Tax Settings
   1. In Step 4, selecting the “Custom Tax Rule” option enables individual fields for each location to enter the applicable custom tax rule, if any. Once all information is entered, click “Save”.
      Note: “Custom Tax Rule” refers to a specific tax applied to retail items, considering factors like location, service type, or special promotions. This ensures accurate tax application in compliance with local tax laws while offering flexibility to manage varying tax rates for different items at different locations.The retail item has been successfully added!

Edit a Retail Item

7. From the product list, click on three dots under the action column and select "Edit" for the specific retail item.
   
8. Go to the step where changes are required. After making the desired updates, click “Save.”Note: The retail item can also be edited by clicking the "Edit Product" button in the top right corner of the View Product Page.

Activate/ Inactivate a Retail Item

9. From the product list, click on three dots under the action column and select "Inactivate" for the specific retail item.
   
10. To activate a retail item, click on three dots under the action column and select “Activate” for the specific retail item, in the similar way.
    Note: Inactivating a retail item means the retail item is currently unavailable at all locations and will not appear for selection at any point in the portal until activated.