3. Click Add New. A new Bill Item record window opens.

4. From the General Information tab on the Bill Item window, type a unique bill item code in the Bill Code box.

Helpful Hint: To help remember and organize bill item records, you may want to create a bill item code that uses the Category code plus a number, such as RX5000 for the pharmacy item Amoxicillin 50mg. This makes it easy to identify the category to which the bill item belongs.

5. In the field to the right of the Bill Code box, type a bill item description. This is a brief name or description you want to give to the bill item.

6 In the Category box, type the category code in which to place that the bill item. To display a list of all Category Codes, press BACKSPACE and TAB (DELETE and TAB on a Macintosh system). Select a Category Code from the list and click OK.

7. The Bar Code box is used to hold a secondary bill item code. It is typically a UPC (universal product code). A Bar Code is not required to create a Bill Item, and you may choose to leave this box blank.

Helpful Hint: The Bar Code box can be up to 15 characters long. If your system contains data converted from another practice management program, you may want to use this field to hold the code used by your previous system for this item or service.

8. If the Bill Item will not be linked to an inventory item, type a simple price in the Service Price box. The price for a service or an inventory item whose cost does not fluctuate can be entered in the Service Price box.

9. Est. High Price designates the estimated high-end cost of this bill item when applied to an estimate. The default value of the Est. High Price is the Net Price. The estimated high price can be increased as necessary to indicate a higher potential estimate, but will always be at least as much as the Net Price of the bill item. Estimated High Price applies only to DVMax versions 6.5 and higher.

10. Select Minimum if this bill item will have a minimum price when placed on an invoice. Type a minimum fee value in the field to the right of the Minimum checkbox. You must both select Minimum and type a fee value in order to use this bill item feature on an invoice. If the price based on quantity sold is below the minimum price, DVMax will automatically charge the minimum price.

11. Select Add-On if you want to set this item to have a set fee automatically added to the calculated price when this item is placed on an invoice. Type an add-on fee value in the field to the right of the Add-On checkbox. You must both select Add-On and type a fee value in order to use this bill item feature on an invoice.

Linking Inventory Items to Bill Items

Every Bill Item record can be linked to one or more inventory items. Linking inventory items to bill items lets you accurately reflect the depletion of inventory Quantity on Hand for tracking and reorder purposes. It also gives you the option of using a markup percentage based on inventory cost when calculating the bill item price (the price charged to clients on an invoice). You do not need to link inventory items to bill items if you do not plan to track the physical inventory of a bill item, and/or you do not plan to use markup percentages to adjust your bill item price, such as when you are using a flat-rate Service Price.

There are two ways to link inventory items to bill items:
1. Use the Auto-Link function to create a new inventory item and link it to a new bill item as you create the bill item record.
-OR-
2. Link an existing inventory item to a new bill item record.

Helpful Hint: Typically, an associated inventory item does not exist at the time of creating your new bill item, so using the Auto-Link function is the easiest way to accomplish both tasks at once.

Linking a New Inventory Item to a Bill Item Using Auto-Link

Typically, an associated inventory item record has not been created at the time you are creating a new bill item record. DVMax’s Auto-Link function, available from the Bill Item record window, let’s you create and link a new or existing inventory item to the bill item record.
To link a new inventory item record to a new bill item record, first create the inventory item, then complete the linked inventory item details. An overview of the steps involved in creating a linked inventory item is as follows:

To create a new inventory item to link to a bill item:

1. From the Inventory Links drop-down menu, select Add Linked Inventory.

2. Click Auto-Link. A new Inventory Item record window opens.

3. The identical code and description assigned to the linked bill item will be given to the new inventory item.

4. In the Purchase Units box, type over the default text with a description of how you purchase and receive your inventory for this item. For example, you might type Case of 24 Cans as the Purchase Units for a certain pet food.

5. In the Dispensing Units box, type over the default text with a description of the way that this item will be dispensed to clients. For example, the units might be in Cans for pet food.

6. Type the number of dispensing units contained in a purchase unit in the Unit Factor box.

Purchase Units Example: If this bill item is for One Can Dog Food, but you purchase dog food from your vendor in a case of 24 cans, the Purchase Units field would be Case of 24, the Dispensing Units would be Can and the Unit Factor would be 24, because there are 24 cans of dog food in a Case of 24.

7. Select Rx Item if this inventory item is a pharmacy item and should appear on your Rx Labeling list.
Important Note: If the inventory item is Rx, it will not appear on the Rx list until you rebuild that list or quit and restart DVMax on each terminal.