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Adding and Configuring Items
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Every item in your inventory needs to be configured before it can be used on invoices or tracked in stock. The Add Item page has fields for naming, pricing, categorization, clinical behavior, and multi-clinic settings. This guide covers every option available.
Adding a new item
- From the Inventory List, click Add Item (dark button, top right).
- The Add Item page opens as a full-screen form.
Item configuration fields
Basic information
Field | Description |
|---|---|
Name | Internal item name (used for search and reports) |
Display name | Name shown on invoices (can differ from internal name) |
Can have custom name on the invoice | Toggle: when ON, staff can rename this item per invoice |
CodeSKU | Stock keeping unit code for reference |
Type | Dropdown: consumable, service or bundle |
Category | Item category (configured in Settings) |
Unit of measure | Unit type (Tablet, Ml, Unit, etc.) |
Location and control settings
Field | Description |
|---|---|
Route | Administration route (None, Oral, Injectable, Topical, etc.) |
Location | Storage location in the clinic |
Is it controlled? | Toggle: marks the item as a controlled substance |
Print on invoice | Toggle: whether this item appears when printing the invoice |
Stock and alerts
Field | Description |
|---|---|
Low stock alert at | Threshold number that triggers a low stock warning |
Mark patient as deceased | Toggle: when this item is used, it changes the patient status to Deceased |
Mark Patient as neutered | Toggle: when this item is used, it marks the patient as Neutered |
Additional settings
Button | Purpose |
|---|---|
Instructions | Toggle to add dispensing or usage instructions that print on labels |
Reminder settings | Toggle to configure automatic reminders when this item is dispensed (e.g., vaccine booster reminders) |
Clinics List (multi-clinic pricing)
Below the main fields, the Clinics List section lets you set pricing and tax separately for each clinic branch.
Column | Description |
|---|---|
Clinic | Select which clinic this configuration applies to |
Tax group | Tax group to apply (configured in Settings > Tax Groups) |
Starting stock | Initial stock balance for this item at this clinic |
Purchase price | What you pay the supplier per unit |
Markup | Markup percentage over purchase price |
Price | Selling price (can be calculated from markup or set manually) |
Minimum price/ line | Lowest allowed price when overriding on invoices |
Click + Add another clinic to add pricing for additional branches.
This means the same item can have different prices, tax rules, and stock levels at different clinic locations.
Item Details page
After an item is created, its detail page shows comprehensive information.
Header section
Field | Value shown |
|---|---|
Name | Item name |
Status | Badge showing if it’s consumable, service or bundle |
Code | Unique code for the item |
Item display name | Display name |
Price | Selling price |
Minimum price | Floor price |
Tax group | Applied tax group |
Controlled? | Yes or “not controlled” |
Unit of measure | Unit type |
No. of units purchased | Total units ever purchased |
Purchase price | Per unit cost |
No. of units sold | Total units ever dispensed |
Low stock alert at | Threshold |
Route | Administration route |
Location | Storage location |
Current balance | Up to date stock count |
Action buttons (top right)
Button | What it does |
|---|---|
Transfer | Move stock to another branch or storage |
Print a label for this item | |
Edit | Open the item configuration for editing |
Merge | Combine with a duplicate item |
Delete | Remove the item |
Tabs
Tab | What it shows |
|---|---|
Clinics | Per-clinic configurations (ID, Clinic Name, Current Balance, Price, Tax Groups, Actions) |
Purchases | Purchase history for this item with dates and statuses |
Invoices | All invoices containing this item |
Item logs | Audit trail of all changes to this item |
Transferring stock between clinics
From the item detail page, click Transfer:
- The Transfer modal opens.
- Clinic/Storage dropdown: Select the destination clinic or storage area.
- Quantity field: Enter how many units to transfer.
- The modal shows “Available: X Items” to confirm current stock.
- Click Transfer to confirm, or Cancel to discard.
Merging duplicate items
If the same item was accidentally created twice:
- Open one of the items.
- Click Merge in the action buttons.
- The Merge Item modal opens with an Item dropdown.
- Select the duplicate item to merge into this one.
- Click Submit.
All invoice history, purchase records, and stock from the merged item combine into the current item. The duplicate is removed.
Bundles
Bundles group multiple items into a single billable package.
Bundle detail page
The bundle item detail page shows:
- Bundle name and status
- The items included with their names, quantities, and configurations
- Total bundle price
When a bundle is added to an invoice, it appears as a single line item but expands to show included items that can be individually toggled on or off.
Configuring a bundle
When adding a bundle to an invoice during creation:
- Select the bundle from the Item dropdown.
- The Items in this bundle section shows all included items.
- Each item shows: Name, Quantity, and Active Item toggle.
- Deactivate any items the client does not need for this specific invoice.
- The bundle price adjusts based on active items.
What to do if something goes wrong
Item price not showing correctly on invoices: Check the Clinics List on the item detail page. Make sure the price is set for the specific clinic branch where you are creating the invoice.
Low stock alert not triggering: Verify the “Low stock alert at” value is set to a number greater than zero. The item must be a Consumable type (services do not have stock).
Transfer not reducing source stock: The transfer only works between clinics/storage areas you have configured. Make sure both locations exist in your Clinics And Storages settings.
Markup not calculating the price: Enter the purchase price first, then the markup percentage. The price field calculates automatically. If you enter the price directly, the markup field is ignored.
Patient not being marked as neutered after dispensing: Confirm the “Mark Patient as Neutered” toggle is ON for that specific item and that the item was actually added to an invoice for that patient.
Note: Contact the viggoVet help if any of these problems persist after following the instructions.