Add a Product

1. The user can add a product by navigating to 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 product, click "New Product" in the top right corner of the screen.
   
3. Step 1: Product
   1. In Step 1, enter the Product Name and upload the Product Image. Select "Inventory Type" from the dropdown menu.
      Note: “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 Image” is a visual representation of the product, such as a photo.
   2. Enter the Product SKU Number and select the ‘Product Category’ from the dropdown menu.
      Note: “Product SKU (Stock Keeping Unit)” is a unique number assigned to the product for inventory tracking and management. “Product Category” is a classification that groups similar products together, such as Skincare, Injectables, or Laser Equipment.
   3. Enter the Cost to Company, select a Color for the product, and provide a Description of the product.
      Note: “Cost to Company” is the amount the Med SPA pays to acquire the product from a supplier. “Description” is a detailed explanation of the product, including its features, benefits, or uses, to provide additional context. The specific “Color” of the product is used to distinguish variations.
   4. Enter the Unit Settings by selecting the Unit Type, Injectable Type, Count Unit By, and Start at Unit from the dropdown menu. 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: Unit settings are applicable only for adding service items and are not required for adding retail items.
      ‘Unit Type’ specifies the measurement unit for the product. ‘Injectable Type’ refers to the category of the injectable, such as neurotoxin, dermal filler, or biostimulator. ‘Count Unit By’ determines how the product is counted or billed, such as per unit, syringe, vial, or dose. ‘Start at Unit’ defines the minimum quantity that can be used or billed, such as a minimum of 10 units for Botox or 0.5 mL for a filler. “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 product 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, enter separate “Stock in Units” and “Stock Alert” values for each Med SPA location, as stock availability and alert values may vary by location. Click “Submit” to proceed.
      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 a product 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.
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 products, 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 products at different locations.The product has been successfully added!

Edit a Product

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

Activate / Inactivate a Product

9. From the product list, click on three dots under the action column and select "Inactivate" for the specific product.
   
10. To activate a product, click on three dots under the action column and select “Activate” for the specific product, in the similar way.
    Note: Inactivating a product means the product is currently unavailable at all locations and will not appear for selection at any point in the portal until activated.
11. To check the status of a product, go to the Products tab and review the status indicators in the top scopes bar for the current updates.
    
12. Click on the “Active” scope to view the list of all Products that have been activated in the Portal.
    
13. Click on the “Inactive” scope to view the list of all Products that have been inactivated in the Portal.
    Note: The status of your product can also be viewed in the ‘All’ list. The ‘Status’ column shows whether a product is Active or In Active currently.