1 Inventory Systems and Supply Ordering

2 Inventory Systems and Ordering Supplies List of the stock and assets in the dental office Inventory includes ordering, receiving, and storing supplies Can be managed manually or using an electronic system One person should be in charge of ordering and inventory control List of the stock and assets in the dental office Inventory includes ordering, receiving, and storing supplies Can be managed manually or using an electronic system One person should be in charge of ordering and inventory control

3 Types of Supplies Expendable – Items that are used up: anesthetics, cotton products, disposables, amalgam, composites Expendable – Items that are used up: anesthetics, cotton products, disposables, amalgam, composites

4 Non-expendable supplies – Reusable items of moderate cost: hand instrument s

5 Capital supplies – Reusable, costly items that are seldom replaced: computer, dental chair, unit

6 Automated Computer Inventory Systems Centralized Database: Which allows staff to enter the shipment data into the system and update inventory automatically Bar Codes: That uses bar codes; a light scanner reads the bar codes and the inventory is updated automatically when the item is scanned Supplies can also be ordered on the internet through the company’s website

7 Computerized Inventory Systems Desired minimal and maximal stock levels need to be determined in advance When items are received shipment data is entered into the program When items are used the removal of stock is entered into the program Desired minimal and maximal stock levels need to be determined in advance When items are received shipment data is entered into the program When items are used the removal of stock is entered into the program

8 Manual Inventory System: Some dentists may find that a manual system is sufficient; either a card system or an alphabetical list can be used Card System: Separate cards for each product placed in alphabetical order Can tag cards: red – to be ordered blue – on order yellow – on back order Alphabetical List: Includes code number for each supplier, name of each product, maximum on-hand level and minimum reorder point Supply representatives review list and complete the order

9 Determining Supply Quantity - Rate of use Some items that do not expire can be purchased in bulk at a reduced rate. However, you must have the space for it. - Rate of use Some items that do not expire can be purchased in bulk at a reduced rate. However, you must have the space for it.

10 Shelf life of a material Some items such as film and impression material should be stored in a cool dry place others may need refrigeration like composites and etch. ALWAYS rotate the stock and use what you have first! Some items such as film and impression material should be stored in a cool dry place others may need refrigeration like composites and etch. ALWAYS rotate the stock and use what you have first!

11 Receiving Supplies If it is a new item, it must be recorded on the OSHA poster and an MSDS must be filed The package will contain a packing slip, invoice, or both –A packing slip just lists the enclosed items –An invoice lists the contents, prices, and total charge –The invoice may also serve as a statement If it is a new item, it must be recorded on the OSHA poster and an MSDS must be filed The package will contain a packing slip, invoice, or both –A packing slip just lists the enclosed items –An invoice lists the contents, prices, and total charge –The invoice may also serve as a statement

12 Maintaining the Inventory System Identify reorder points Determine supply quantity Receive supplies Receive credit Follow up on back-ordered supplies Produce purchase orders (in large facilities) Store supplies in appropriate location Maintain inventory control routinely Identify reorder points Determine supply quantity Receive supplies Receive credit Follow up on back-ordered supplies Produce purchase orders (in large facilities) Store supplies in appropriate location Maintain inventory control routinely