Admin Overview

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  • Organization
    • The basic information about the organization.  In a multiple facility setting, this is the overarching organization.  In a single facility setting this is the same as the facility itself.
      • Details Tab
        • Mnemonic
          • Short name for the organization
        • Name
          • Full name of the organization
        • Time Zone
          • Select the correct time zone for the organization
        • Upload Logo
          • User can upload the organization’s logo here.
  • Organization Budget:
    • This is a place where you can set a monthly or yearly budget.  You can assign the budget equally among facilities or assign it as needed to each facility.  The budget will notify via email when it is reached or overreached.
  • Users:
    • The area where users can be added, edited or inactivated.  This is also the place where passwords can be reset. You can also change security settings for users here.
  • Facilities:
    • For use by multi-facility locations. New facilities can be added here.  Existing facilities can be edited here.
  • Departments:
    • Departments can be added or edited here.  In multi-facility sites, departments will be added by facility, so there may be multiples of one department shown. (Example:  A four facility company would see “Office” four times as it would be assigned to all four facilities.)
  • Physicians:
    • List of Physicians.  These are added in if the company wishes to track which physician is ordering which items and/or for preference card setup.
  • Approval Flow:
    • The area where PO approval workflow is set up.  This is a tricky area, please reach out to your implementer or cs@hybrent.com if there are issues with how approvals are working in your facility.
  • Manufacturers:
    • A listing of the manufacturers of the items in your inventory. These are the companies that actually manufacture the items.  They may sometimes be the same as a vendor (McKesson, Medline) but for the most part, manufacturers are not who you are ordering directly from.
  • GL Codes:
    • A listing of the GL codes that have been added into your site.  You can add or edit the codes here.
  • Patterns:
    • An area where you dictate the pattern a PO number would be generated as.  You can assign certain items in a certain order.
  • PO Number:
    • Here you can choose to go with the default PO number system in Hybrent, Set a specific prefix for PO numbers or set a specific PO pattern.  This is universal and does not break out via facility or department, so you cannot assign a separate PO prefix by facility or department by using PO Number Prefix.  
  • PO Special Instructions:
    • A listing of potential phrases to choose from in the “Special Instruction” field on the PO.  You can set up phrases you use all the time to be chosen. Example: Overnight Shipping or Deliver to Back Door
  • Invoice Payment Terms:
    • A listing of different payment terms that can be chosen when reconciling invoices.  You can add or edit these choices here.
  • News:
    • The place where you are able to add notes, photos or links to the News section in the Dashboard module.

VENDOR

  • Vendors:
    • A listing of all vendors set up in your system.  You can view the vendor information, see how the POs are being sent to the vendor.  You can edit or updated some information for the vendors here. You cannot add a new vendor directly, please contact your implementer or cs@hybrent.com in order to add a new vendor
  • Vendors Account Setup:
    • A listing of the account number assigned to each facility.  For both single site and multi site companies.

INVENTORY

  • Items Catalog:
    • The entire catalog of all items that have been loaded into your Hybrent site.  You can add, edit or inactivate items from here.
  • Inventory Locations:
    • A listing of all inventory locations for a single site or for multiple sites.  You can place inventory into specific locations and you can transfer between locations if you wish to track items in this manner.  This area simply lists the various inventory locations and you can add or edit them here. Each site will have at least one inventory location.
  • Inventory Transactions:
    • A listing of all the various “transactions” into and out of inventory locations.  As you receive items into a specific inventory location (even for a single site, single inventory location setup) there will be a record kept here of that transaction.  Similarly, if you transfer between locations, there will be a record kept here of that transaction.
  • Item Categories:
    • Identifiers that can be added to items to delineate them from others.  Mainly used with Preference Cards but can also be used to generate reports for specific items or item usage.
  • Print Barcodes/QR Codes:
    • This is where you go to print out barcodes or QR codes for your items.  They print on Avery Label 6879.