1. The following information is information I have gathered throughout my time here that has made counting and ordering simple. While reading this manual be sure to use the “COUNT LIST-EASY FORMAT” provided to follow along. The COUNT LIST- FORMAT is located in a word document to be printed out. If at any time you need to add a items and information, then it is located in Excel as INVENTORY CHECK LIST.

2. The first column states every item in the office up to date. The second column states a single items packaging and cost.  Ex. 1 bag of airwater syringes costs 24.25 and contains 250 tips. The third column is # In office – This is the number of quantity for each item the office should have in stock. This is the number I have chosen works best for this office and can make the material last up to a month and sometimes even longer depending on the product. After many counts, you will gain a sense of feel of how some products run out faster than others and will know how to order accordingly. You can refer to the next column Order when close to this #. This is a guide to help you do that. The #COUNT column is the physical amount of items in the office. The last column is the current company we receive items from.

3. Before counting: the office should be fully stocked and items organized. You will find assistants grab something from one place and don’t place it back. If an assistant can’t find the item then it’ll appear as if you have none and they will ask you for more. If I count 1 box of cotton rolls and place an order for one. Then at the end of the day assistants restock the rooms, you will be down 1 box and really should’ve ordered 2. That is why stocking and organization before counting is mandatory. Counting: Now that the office is organized and restocked, count the quantity of every item. If it’s a bag of air water syringes. 1 bag has 250 tips. You don’t have to count each tip. I usually count as “ I have ½ a bag remaining. Other items like heavy body will be counted as whole, because of the fast rate they are used. Ex. I have 13 tubes left, not 13 ½ because it'll be used up faster then you can count. In the second column under #COUNT write in how much needs to be ordered.

4. After everything has been counted, highlight every item that must be ordered. On a separate sheet of paper, organize each item by their vendor. In drive under inventory contacts you will find the name of the vendor and their phone numbers, customer ID information, and reps if specified. When ordering, ensure that the prices in the COUNT-LIST FORMAT are the same. Also: ask for any specials, use coupons if any, and most importantly if anything is BACKORDERED!!! Anything in backorder will cause a delay in your stock. If you have ½ bag of airwater syringe tips and they are on back order for 4 weeks, then refer to another company that can accommodate you for around the same price or just for a few until backorder arrives. Be sure to inform back staff of any back orders so if they run out completely they will be able to adjust and hang on until order arrives. Regarding the previous example, the office has stainless steal air water syringes that are auto-clavable and may be used if necessary or see if another location may spare some.

5. When Ordering products, we are not specific to any brand of items. These are a select few: Brassler RCT endosequence B.C. Sealer, implant products, and bonegraft. All other items are susceptible to change brands according to vendor.  These items may change due to Dr.’s request and/ or better pricing at different vendors. Some companies require you to know item/product number when ordering. If so, ensure you’ve noted item number in your CROSS-LIST FORMAT so you don’t have to keep looking it up. Constant catalogues will be given to you and representatives will ask to speak with you. If the price is right and makes a difference in how much you usually spend then changing vendors may be a right choice. If not, then inform them of your already set competitive prices. Some companies will try to compete and give better prices, others will congratulate you on your great prices and back down. Once you get to know these companies you will know whose willing to compete and whose not.

6. Once orders have been placed, you must refer to google drive. There is a document called orders/purchases. Here you will input all necessary information: Date of order, indicate any order note (ex. back orders), name and number of products ordered, identify for which location the items are for, and finally which company it was ordered from. Once all the packages and items have been received and accounted for may you insert received date. * Be sure to insert received date of backordered items as well. Upon arrival of packages search for invoices first. Check that all items ordered match what you’ve noted in google drive, the prices match, and nothing like an unknown backordered was placed. <- if this happens then you must call and put in a complaint because it could delay your inventory. Ex. If you were low on crown cement and previously placed an order, received the invoice and it states “backorder”, because you were unaware of this backorder then the doctor/office would be incapable of providing the necessary steps in finalizing a crown for a patient such as cementation.

7. Counts should be done at least twice a month (on the 1 st and 15 th ). You won’t always place an order with every count, it is just to ensure that stock is available and the inventory manager won’t be in dying need of a product. This will cause headaches and most importantly unwanted extra expenses. All invoices should be scanned and placed in folders. Invoices currently are being ordered in regards to which company the product is for. In some cases, products may be used by both Aces Braces & Aces Dental. If this is true, then make sure to coordinate with the doctor which billing information should be used. Any system in place at Aces Braces & Dental has been provided to ensure the most efficient, organized, and productive way to get the job done. The right person for this job has to be extremely detail-oriented in order to have success. This is a must! Any thoughts on how you can help improve this process are always welcome!