Quick Start Guide for Accounts, Doctors, Products and Pricing

Quick Start Guide for Accounts, Doctors, Products and Pricing

This Quick Start Guide will go over the highlights of adding an account, doctor, products and price lists. 


Products and Price Lists
The quickest way to add a product and price list is with our Product_PriceList_Import spreadsheet that is attached to this guide. This spreadsheet will allow you to add multiple products and create multiple pricelists in one simple import. Below is a screenshot of the import template with example data.


Below is a description of each field:

Product Name: The searchable name for each product, and how it will display on the order.
Description: The description of the product.
PriceListname: The name of the pricelist the product will be on.
To create multiple pricelists, the product must be listed for each pricelist. In the example above, there is an In House pricelist and External pricelist. Each product is listed twice to create the separate pricelist. If a product should not be on every pricelist, there is no need to create a row for it. It will still add the product in the system and set the price as No Price Set.
Price: The default price for the product on the previously specified pricelist.
IsZeroPriced: If the product should be a No Charge Item, set this field as 1 for True. If this product has a charge, set this field as 0 for False.
IsVariablePriced: If set to 1 for True, this will allow the product price to be changed per order. The default price will appear on the order, but can be changed if needed. If set to 0 for False, the price will be locked on the order and cannot be changed on an individual order.
UnitValue: This is how many units 1 completed product creates. Most will be 1, but sometimes a combo product can be more units. For example, an Upper and Lower product may be counted as 2 units.
UseQuantityAsUnitCount: This will allow the quantity set on the order to define the unit count. If the order is for 2 Zirconia Crowns, this would make the unit count 2 if set to True. If set to False, it would keep the unit count as 1 or whatever the default unit quantity is set to.
CanDiscount: If set to 1 for True, this will allow the product to be discounted. If set to 0 for False, this will lock the discount field for that product on an order.
ProductTypeName: This will set the Product Type and create the product type list for future products added.
DepartmentName: This will set the Department for the product and create the department list for future products added.
AlphaCode: This is a code to search for the products with an abbreviation or a product code.
InvoiceNote: This is a note that can be included on invoices for the product when ordered. It is usually a warranty or information for the client to keep on record for the product.

  Importing  

  1. To import the spreadsheet, select the Product Management drop down, then Products. Once on the Products screen, select the Menu on the right corner of the screen and select Import Products.














  1. Select Choose File, and navigate to the import template.
The file name should not include any spaces, and must include the words Product and Pricelist.


  1. Once the file is selected. Click UPLOAD to make the file ready for import. Once added, it will appear as an available import.

  1. Select IMPORT PRODUCTS. A dialog box will appear confirming the import. Select, Yes, Import them.



A success message will appear on the bottom of the screen after the import.



  1. The products have now been added as well as the Price Lists

Accounts and Doctors
Now that the Price Lists have been created, the accounts and doctors can be added. These can be done via import, or adding individually. 
Accounts: The office/practice. This is where the statements will be sent. These are found under Finance/Accounts. There can be multiple doctors associated to an account.
Doctors: The doctor that is sending in the script. They are found under People>Doctors. Doctors can be associated with multiple accounts. 
  1. To add a new account. Select the FINANCE dropdown then select Accounts. Then click ADD NEW on the top of the screen.


  1. Enter the Account Name and Description, then click Save at the bottom of the page.

  1. Once the account is created, enter a phone number, email and address. Click the green plus sign next to each icon to add the information and click the blue save button to save.
A default address can be used for both billing and shipping. If adding a billing address, a shipping address must also be added.



  1. Select the ACCOUNT SETTINGS tab on the top of the screen to set account specific settings such as Taxability, Price List, Default Discount, Finance Charge, and Route.




























Adding Doctors
Click the People drop-down, select Doctors, and click ADD NEW.


  1. Enter the Doctor information and click Save.
Be sure to enter a Doctor Description. This is used in many reports.



Now it is time to connect the Doctor to the Account created.
  1. Select the BILLING ACCOUNTS tab at the top of the screen and enter the account name in the blank. Select the account as it appears below. Then click LINK ACCOUNT.


  1. The Account has now been linked. If linking the doctor to another account, follow the previous step and enter the next account name. 
The green check mark means the account is the default account for this doctor.



Now that Products, Price Lists, Accounts, and Doctors have been added, orders can now be entered. 

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