25, 26, 27…. wait a second, did I count those right?
Inventory can sometimes be a bit tedious, but that doesn’t necessarily mean it has to be difficult. In addition to making sure that all of your products are accounted for in the backroom, there are times when you might also want to know the total value of all of these products combined. This guide walks through all things Inventory so let’s dive in!
- The Inventory Report
- Product Price List
- Calculating Revenue/Cost of Inventory
- Updating Product Inventory
- Viewing the Log of Changes for a Product
The Inventory Report
This report displays the name of the product, the number sold within the past 30 days, how many are in stock at the various clinic locations, as well as the supplier, manufacturer, and reorder quantity.
Staff members with Administrative / All Billing access or higher can access this report by heading over to the Reports tab and clicking on Inventory within the left sidebar menu.
Note📝 : If you’re not able to see this report within the Reports tab, you may need to reach out to a staff member with a higher access level. Check out our guide on Staff Access Levels for more detailed information.
NOTE📍: The Inventory Report reflects your clinic’s current inventory, not past records. If you need inventory data for a specific date, such as month-end or year-end, we recommend you export the report on that exact date. Remember, you can’t access previous dates’ data, so timely exporting ensures you have a record of what your inventory was on that date.
Leaving the report unfiltered will generate a complete list of all the products entered in Jane. Archived products won’t appear in this product list but you can easily see archived products by heading to Settings > Products > Show Archived.
Product Price List
Sometimes you may need to export a product list and the Inventory Report can be a helpful report for that.
Often times with reports in Jane, we like to include a little extra information that isn’t shown when it’s viewed in Jane. With the Inventory report, Jane will generate not only a list of all the products and their current inventory levels but exporting it will include the Price and Cost columns.
To export the Inventory report, you’ll want to click on the three horizontal black dots to the right of the report and select the desired format you’d like to export to. We like to recommend Excel or CSV so you can customize the columns and add any fancy formulas.
Alternatively, staff with Full Access to the account can head over to the Settings tab and then click on Products to view the full list of products and their prices.
For staff that don’t have this access level, a user with a higher access level exporting this report is a handy way to have a price list on hand.
Calculating Revenue/Cost of Inventory
You may be interested in the total retail value of all of these items to have a better understanding of the potential revenue that could be earned, or you may want to know the total cost of all of the products to the clinic so that you can review your expenses accordingly.
To learn more about these two factors, we are going to work with the Inventory Report in tandem with some introductory Excel calculations— we promise it won’t be too bad!
Once you’ve exported the report to your preferred spreadsheet program, you’ll notice that a few additional pieces of information will be available to you. Most importantly, this includes the price per unit and cost per unit for each product.
Since we are interested in the total retail value of all of our inventory, we will want to determine the value of the remaining number of products in stock for each location.
In other words, we will want to multiply the number of units for that particular product by its retail price (amount charged to your patient). For example, $10 price x 5 items = $50.
If you are interested in the total cost of these products to the clinic, you would want to multiply the total number of units by the cost column instead. For example, $5 cost x 5 items = $25.
From here, you’d want to create a new column which can hold the calculation between these two numbers. You could call this column something like, “Location Name - Total Retail Value” for your reference.
From here, this is where those fancy formulas come in… but not to worry! It’s actually much simpler than it initially sounds. To let Excel (or a similar program) know that you are looking to calculate a multiplication formula, you’ll want to start typing in the first available box of your new column =(Price)*(Inventory).
In our particular spreadsheet, this would be =(C2)*(L2) where “C2” is the first value in the price column and “L2” is the first value in the inventory column for that location.
Poof! Excel will take a peek at what information is stored in “C2” and “L2”, then go ahead and multiply them together for you.
You’ll be able to drag the edge of this newly calculated cell in your spreadsheet down the rest of the column, and Excel will go ahead and use the same formula for the remainder of the rows.
Finally, if you wish to produce a grand total of all of these individual product totals, you can SUM up the entirety of the row with a formula similar to =SUM(M2:M6), where in our example M2 is the very start of the column, M6 is the end of the column, and the “:” sign indicates to include everything in between.
And voila! You should now have a final total value that reflects the price or cost of all of the items in your inventory for a certain period of this.
We would recommend creating a new column in Excel that will calculate the value of all of the stock for a particular item. You can create multiple columns like this if you are looking to separate the totals for your different locations.
Want to learn more about working with exported reports in Jane? Check out our other handy article on Exporting Reports and Customizing them in Excel for more spreadsheet tips and tricks.
Updating Product Inventory
To add inventory for accurate reporting, you can use the Inventory report! Once you have the report opened up by heading over to the Reports tab and then on Inventory, you’ll want to click on the blue text with the name of the product.
Jane will open up a direct link to the settings of that product where you can add to your current inventory by changing the value within the Location Quantity field.
Make sure to enter a reason for the change since it is a Required field before scrolling down and clicking on the blue Update Product button.
Viewing the Log of Changes for a Product
Need to keep tabs on your ever-changing inventory? Jane keeps track of every little detail!
NOTE📍: Since this is a clinic-wide setting, only users with Full Access to the account can view this area. Check out our guide on Staff Access Levels for more details.
To start, you’ll want to head over to the Settings tab and select Products from the left sidebar menu. You can browse the page for the desired product inventory you need to investigate. Alternatively, you can use the search bar to help narrow down the options.
From here, you can click on the blue View Log text under the Inventory column.
This log will show a list of when inventory increased or decreased. Additionally, you’ll be able to see the reason for the change, any notes from your lovely staff and the date those actions took place - all in one go.
If you’d like to see a bit more details for a purchase, click on the blue Created Purchase text. Jane will redirect you straight to the invoice for a little extra sleuthing 🔍