Page 37 - Inventory Manager

10006 - RECEIVING ORDERS

Result Statement: Orders are regularly received (up to 7 days a week), are placed in the correct
labeled area, and are processed and checked-in the same day (or by noon the next day). This
happens even if the inventory manager is off for multiple days. AVImark accurately reflects all
received orders. All products and supplies are kept in the correct labeled areas at all times,
even before, during, and after checked-in.

Orders Received: All received orders are placed within taped section on floor of storeroom
labeled with “Orders Received”. This includes pet food, MWI plastic bins, paper towels, etc.
They STAY in this area until they are checked into AVImark and stocked in the appropriate area.

Order check-in: Received orders are checked in and stocked DAILY by 4pm by either the
Inventory Manager, Assistant Inventory Manager, Dir of Admin, or ED.

Inventory Receiving Protocol

1. Instruct vendors to drop all shipments in the labeled are of the storeroom.
2. Reconcile shipments to packing slips / invoices…verify item received against invoice to
ensure correct reconciliation. Initial invoice upon reconciliation. Controlled Drug items
require x 2 initials. Have a tech or TA confirm we received the controlled drug and initial
next to the line item. Controlled drugs must be stored in lockbox immediately.

a. Make sure what’s on the invoice/packing slip are in the box then initial the top
right corner of the invoice/packing slip.
b. Enter each item in AVImark by using the “+” sign, enter quantity and clicking
done. Initial to the left of each item after quanity is entered.
c. Adjust prices and expiration dates in AVImark. Initial to the right of each item
after change is made.
d. Cost decreases are entered, but the client cost remains the same.
e. Cost increases are entered and the client cost is increased by the Inventory

Manager. Cost increases need to be turned into the Director of Administration in
writing. On a full piece of paper, write or type the name of the product and the
AVImark code for the product and place in the DOA’s mailbox.
f. Once all complete, file the invoice/packing slip in the inventory received binder in
reverse chronological order (most current on top). Controlled drug invoices must
be filed in controlled drug binder.

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