Manage procurement products

Add, edit, and view products in Procurement - and link them to Supplies items.

Summary

In order for Procurement to work, products must be created in the system and linked to existing items in the Supplies module. Items are what users see when counting or resupplying their containers (e.g. "4x4s"). Products are what is ordered from the vendor (e.g. "Uline™ Sterile 4x4 Gauze Pads”, "Dynarex™ 4x4 Gauze Pads”, etc.). Each item can potentially have multiple products linked to it, since you may order from multiple vendors or have variations of product options within the same vendor. Here's how to add, link, and manage Procurement products efficiently:

Instructions

There are three options available to add products in the Procurement module: adding products manually, importing products, and using an integration with Life-Assist to automatically add products from their catalog into PSTrax.

Add products manually

As you update the different products that your agency stocks (and vendors you stock from), you may want to add, remove, and edit products directly in the Product List. Here's how:

1. Navigate to the Product List (Settings > Procurement > Products).

2. Add a new product by clicking the Add button. Enter the product's details, including:

   • Associated Item - This is what links the product in Procurement (e.g. "Uline™ Sterile 4x4 Gauze Pads”) to the item in Supplies (e.g. "4x4s"), making the ability to create purchase orders possible.
   • Product Details - Vendor, product name, product #, description, and additional details.
   • Preferred Vendor - If you use multiple suppliers for a specific item, you can set a default vendor that will be automatically selected when creating a purchase order. Note that you can change the vendor when generating a P.O. without changing the "Preferred Vendor" field. 
   • Package Units - add different packaging options that the vendor allows (e.g. each, box, case, etc.). You can also update Price and Lead Time details if available. Note that package units will automatically convert between the order amount and the supply amount. So if you order a case of bandaids from a vendor, but issue boxes of bandaids to your supply locations, the math will be done automatically when creating a P.O. and restocking items into your supply locations.
   • Image - Upload a product image for reference.
3. Click Save to add the product.

Import products

The PSTrax team can help you upload products into Procurement using an import template. Please contact us if interested.

Vendor integration

PSTrax currently offers an integration with Life-Assist, one of the leading vendors of emergency medical equipment and supplies in the industry. Customers who use Life-Assist as a supplies vendor can link their product catalog automatically to PSTrax's Product List. This provides real-time pricing and availability for contracted products, and allows orders to be submitted directly to Life-Assist from within PSTrax. Learn more about this partnership and how to set up the integration.