Purchase invoices from veterinary wholesalers From delivery to shelf
straight from the invoice.
Purchase invoices from veterinary wholesalers reach VetiCloud as a PDF, a photo or a delivery file. The program reads the supplier, the items and the amounts, and receives stock with the batch and expiry date of each drug.
- .FAK and XMLwholesaler delivery files the program takes batches and expiry dates from
- PDF, JPG, PNG, WEBPinvoice files read by the “Drag in the invoice” area
- Item memorythe program remembers which product in stock matches a given wholesaler’s item
In many clinics, receiving a delivery means an hour at the desk: the invoice in one hand, the boxes in the other, and the program filled in line by line, with batches and expiry dates copied from the cartons. Then someone still has to enter invoices from smaller suppliers into the purchase register, checking the bank account and the payment due date on each one.
In VetiCloud you drag the invoice onto the page. The program reads it from a PDF, a photo or a scan, and the form can be corrected before saving. A wholesaler’s delivery file fills in batches, expiry dates and quantities, and after a successful receipt the program remembers which product in stock matches that wholesaler’s item.
How it works
-
01
Drag in the invoice
A PDF, a photo or a scan dropped onto the page fills in the number, dates and bank account, as well as the supplier and the items. The file becomes an attachment straight away, and a new supplier’s details are filled in by themselves.
-
02
AI reads the scan
With a photo or a scan the program offers an AI reading straight away. The invoice read this way appears in the form, which can be checked and corrected before saving.
-
03
Wholesaler delivery files
A delivery file in a supported format (.FAK or XML), dragged onto the goods receipt, fills in batches with expiry dates, quantities and prices, even when one item has several batches.
-
04
Into stock with batch and expiry
Batch and expiry date are mandatory for drugs, vaccines and controlled drugs. The receipt gets a goods receipt (PZ) number and a printout, and quantities above the order or an expired batch only go through after confirmation.
Three boxes from the wholesaler and an invoice in the inbox
On Tuesday morning three boxes of drugs arrive, and the wholesaler’s invoice is already in the inbox as a PDF. The practice manager drags it onto the page and the purchase invoice fills itself in. Then she opens the goods receipt for the order. Items known from earlier deliveries match their products by themselves, and for one new item she picks the product from the list. The wholesaler does not put batches on the invoice, so she adds its delivery file and the batches with expiry dates fill in the rows. A pack missing from the file she adds by scanning the code on the box. Saving creates a goods receipt with a PZ number, and the drugs are in stock.
Questions and answers
Your question is not here? Call us: +48 222 992 995
Can the program read a purchase invoice from a photo?
Yes. AI reads a photo or scan of the invoice and fills in the form, which can be corrected before saving. AI reading works in clinics with the AI summaries module.
Which wholesaler delivery files does the inventory accept?
.FAK delivery files and invoices saved as XML in the supported formats. A file can be used when receiving an order and when creating a new order.
Do invoice items have to be matched to products every time?
No. After a successful receipt the program remembers which product matches a given wholesaler’s item, including for later invoices and delivery files.
What if the same invoice gets into the program twice?
The program recognises a duplicate invoice before saving and asks whether to cancel it or keep both.
Can we also record a cost invoice here, for example for a lease?
Yes. On the invoice record you choose how it is settled: goods into stock, a variable cost or a fixed cost. When the invoice shows a lease agreement number, the program suggests attaching it to the right fixed cost.
Which invoice files can be dropped onto the page?
PDF files as well as JPG, PNG and WEBP photos and scans. The dropped file becomes an attachment to the invoice straight away.
See it with examples from your clinic.
In the demo we will show you this feature on your own scenarios and answer your team’s questions.
The plan depends on the number of people in your team, and the essentials of clinic work are in every plan. How much veterinary software costs