Covetrus Ordering Integration - Receiving Covetrus Invoices

Receiving Invoices

When the order comes into the practice, go to Menu > Inventory > Covetrus Order and click on the Invoices. A screen similar to the one below will open displaying the items on the invoice.

1. Data in this area will display all invoices for orders placed within CONA. 
   1. If an order is placed with multiple items within that order and items were shipped out at different times, the system will display two different invoices for each item shipped with a unique status and invoice numbers.                                         
2. Items ordered for use in the practice but not being tracked by an inventory code can be marked as "Not Tracked". Use the buttons to mark all items as Tracked or Untracked.
3. Use the checkbox under Not Tracked to mark single items as tracked or not tracked.
4. Include Tax in cost will be automatically selected if you have selected this setting in your CONA setup. You are able to select/deselect this checkbox for each item to alter the selling cost to customers.                                                                                          
5. Items not mapped to an Inventory Item can be mapped before the item is received into inventory. From the drop-down list, begin typing in the inventory item name or code and select the item to map. Once mapped, it will not be required again. The program will automatically map the item in the future.
6. If an item gets linked to the wrong Inventory Item, use the Link to Different Item button to select a different product the item should be linked to.
7. Once an item is mapped, receiving can begin. By default, a new lot is created at each receive. When receiving an item without a Lot, you can use the Use Lots option to opt out of creating lot. To start receiving, click on Start Receiving. 
   

• Receiving with Use Lots not selected
  
• Enter the quantity being received and the Expiration date. Expiration date is not required. When left empty, the system will assign the expiration date as current date plus 50 years. Select Complete Receiving when done.

• The user has the ability to Add received quantity to negative on hand to allow the user to ensure they have the correct total for a product.

  • Receiving with Use Lots option enabled
    
    
    • Enter in the Lot number. If the item is going to be received into more than one lot, enter the first lot and all required information then click on the button labeled New Lot to create another lot for the item.
    • Enter the Expiration date. This field is not required. When left empty, the system will assign expiration date as current date plus 50 years.
    • Enter the quantity being received. 

    • The user has the ability to Add received quantity to negative on hand. When this option is selected, the receiving quantity will be added to the negative quantify. In contrast, when this option is not selected, the negative on hand will not be used to calculate the on-hand quantity. Instead, the updated on-hand quantity will be the receiving quantity. 

    • When the information has been entered for the item, the user will have the option to Delete or Edit the receipt.
      
    • When everything has been entered and reviewed for accuracy, click Save Pending for each item.

When there has been a change in the cost of an item, a Cost Change Notification will pop up. It gives the user an opportunity to go with the price increase (or decrease), or keep the existing price.

8. To review the entire order you can click on the order number within the invoice section to bring you to the order section of the Covetrus Ordering section.

Tip: You may also be interested in our article for Covetrus Ordering Integration - Setup.