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Inventory Systems and Supply Ordering

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Inventory Systems and Ordering Supplies

• List of the stock and assets in the dental office• Inventory includes ordering, receiving, and storing

supplies• Can be managed manually or using an electronic system• One person should be in charge of ordering and inventory

control

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Types of Supplies

• Expendable– Items that are used up: anesthetics, cotton products,

disposables, amalgam, composites

4Non-expendable supplies

– Reusable items of moderate cost: hand instruments

5Capital supplies

– Reusable, costly items that are seldom replaced: computer, dental chair, unit

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Automated Computer Inventory Systems

Centralized Database: Which allows staff to enter the shipment data into the system and update inventory automatically

Bar Codes:

That uses bar codes; a light scanner reads the bar codes and the inventory is updated automatically when the item is scannedSupplies can also be ordered on the internet through the company’s website

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Computerized Inventory Systems• Desired minimal and maximal stock

levels need to be determined in advance

• When items are received shipment data is entered into the program

• When items are used the removal of stock is entered into the program

8Manual Inventory System:

Some dentists may find that a manual system is sufficient; either a card system or an alphabetical list can be used

Card System:

Separate cards for each product placed in alphabetical orderCan tag cards: red – to be ordered blue – on order yellow – on back order

Alphabetical List:

Includes code number for each supplier, name of each product, maximum on-hand level and minimum reorder pointSupply representatives review list and complete the order

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Determining Supply Quantity

- Rate of use• Some items that do not expire can be purchased in bulk

at a reduced rate. However, you must have the space for it.

10Shelf life of a material

• Some items such as film and impression material should be stored in a cool dry place others may need refrigeration like composites and etch.

• ALWAYS rotate the stock and use what you have first!

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Maintaining the Inventory System• Identify reorder points• Determine supply quantity• Receive supplies• Receive credit• Follow up on back-ordered supplies• Produce purchase orders (in large

facilities) • Store supplies in appropriate location• Maintain inventory control routinely