Documentation & Support

automed Web Portal User Guide

How to Navigate the automed Web Portal

New to the automed web portal? The instructions below will guide you to:

  • Create a new site
  • Add a new user
  • Add inventory through the web portal
  • Add minimum quantities to a site
  • Manually adjust inventory
  • Take physical inventory of the warehouse
  • Create a request (Site Managers)
  • Create an order (Warehouse Manager)

How to Create and Set Up Your automed Account 

Before you can use the automed system, an account needs to be created and activated. This is an easy task and can be completed by:

  1. Navigating to the automed website and clicking the Login/Register button on the right-hand side of the page.
  2. Click the Register link which is just below the username and password entry fields.
    1. Enter your full name and email address in the boxes provided. Once the details are entered, click Create Account

An account activation link will be instantly sent to your nominated email address. If the activation email from [email protected] is not received, check your junk/spam folders.

  1. In the activation email click on Activate Now and fill in all the details on the form.
  2. Once the form is completed and submitted, your essentials account will be activated.

The essentials account will allow you to set up a single site with one user and access a limited functionality medical inventory management tool.

If multiple sites or users are required, or more comprehensive inventory management, please contact automed or one of our distributors to arrange for an upgrade to our enterprise package.

Create a New Site

Once an admin is logged into their inventory management account:

  1. On the Top menu click on Account > Sites
  2. Once on the Sites page click +New Site located on the left side bar.
  3. Fill out the site’s information:
    1. Physical Address
    2. Postal Address
    3. Site Information
  4. Click Save

Create a New User

  1. On the Top menu click on Account > Users
  2. Once on the User page click +New User located on the left side bar.
  3. Fill out the new user’s information:
  4. Click Save.
  5. Once the new user is created click on their name that appears in the Left Menu.
    1. Add Site Access for this user:
      1. Click on the Add Site Access button.
      2. Check all sites you want the user to have access to.
  6. Click Save.

How to Add Inventory Through the Web Portal 

Adding Medication Inventory

  1. Log into your automed account: https://app.automed.io
  2. On the top menu click on Inventory > Medication Inventory
  3. On the right side of the page click New
    1. Fill in the following fields: (* are required fields)
    2. Medication *
    3. Volume *
    4. Quantity *
    5. Description
    6. Part No.
    7. Price
    8. Batch No.
      1. (If the warehouse is not going to be using Batch No. do NOT put anything in this field, the system will create a generic number)
    9. Prescription No.
    10. Expiry Date *
  4. Click Add
    1. The medication you entered should then show up in your active medication list.

Adding Non-Medication Inventory

  1. Log into your automed account: https://app.automed.io
  2. On the top menu click on Inventory > Non-Medication Inventory
  3. On the right side of the page click New
  4. Fill in the following fields: *Are required fields
    1. Item *
    2. Description *
    3. Category *
    4. Part No.
    5. Barcode
    6. Quantity *
    7. Price
  5. Click Add
    1. The non-med item you entered should then show up in your items list.

How to Add Minimum Quantities to a Site

Minimum quantities are set so the user is prompted to re-order when the product reaches the set quantity.

  1. On the top menu click on Account > Sites
  2. On the left Sites Menu click on the site you are adding Min settings for.
  3. To add Medication Minimum click on New Medication Setting.
    1. From the drop down select what items you want to set minimum quanity for.
    2. Click Save.
  4. Enter in the min. value you want to set.
  5. * A max. value does have to be entered, if you are not needing a max. please type in 9999.
  6. Once values are entered click Update Quantity.
  7. To add Non-Medication Minimums click on New Item Setting.
    1. From the drop down select what items you want to set minimum quantities for.
    2. Click Save.
  8. Enter in the min. value you want to set.
  9. * A max. value does have to be entered, if you are not needing a max. please type in 9999.
  10. Once values are entered click Update Quantity.

 How to Adjust Inventory Manually 

  1. On the top menu click on Inventory > Reports
  2. On the left menu you are able to click on either Non-Medication Inventory Stock Report or Medication Inventory Stock Report.
  3. To adjust the Current Quantity on the far-right box under Quantity you can type in the amount you need to add or subtract:
    1. Example:

i. Need to add 2:

ii. Need to subtract 3:

  1. Once you have typed in the quantity you will then click on Update to adjust the Current Quantity.

How to take Physical Inventory of the Warehouse

  1. On the top menu click on Inventory > Reports
  2. On the left menu you will be able to select Non-Medication Inventory Stock Report and then Medication Inventory Stock Report.
  3. You will be able to print each list individually.
  4. The Print button is located on the right corner of the Inventory List.
  5. Once you have taken your Physical Counts if you need to adjust any quantity you can do so by typing in the quantity you need to either add or subtract.
    1. You can also use the arrows in the box.

6. Once you have adjusted the quantities click Update to save the changes.

 How to create a Request (For Site Managers) 

  1. On the top menu click on Inventory > Requests
  2. Click on +New Order.
  3. On the drop down for *Action select:
    1. Request To
  4. On the drop down for *Select a warehouse select:
    1. Warehouse
  5. Click Add
  6. Once the Request has been generated make sure that the orange box is around the new request you just created.

7. To add medication items to your request:

  1. Click +Add Medication
  2. From the drop down, select all items you need added to this request.
  3. Click Add
  4. You will then need to fill in the Quantity for each item.
  5. Once quantity is filled in click on Update Quantity.

8. To add non-medication items to your request:

  1. Click +Add Items
  2. From the drop down, select all items you need to add to this request.
  3. Click Add
  4. You will then need to fill in the Quantity for each item.
  5. Once quantity is filled in click on Update Quantity.

*Tip: As long as the Warehouse Manager has not started processing the request you are able to edit the Quantities.  Once the Warehouse Manager has changed the request status to Processing you are no longer able to edit or add items to that request.

 How to create an Order (For Warehouse Manager)

1. Must be logged into the Warehouse Manager’s account.

2. On the top menu click on Inventory > Requests

3. Click on +New Order.

4. On the drop down for *Action select:

  1. Delivery T

5. On the drop down for *Select a site select:

  1. Warehouse
  1. Click Add
  2. Click on the top right corner: +Bulk Display.
  3. Type in Quantities of items that you need to re-order.
  4. Be sure to do all Medications first and then click Update Quantity.
  5. Then do all non-med Items and click Update Quantity.
  6. To email your order to the supplier:
    1. Click on Print located under the Barcode for the order.
    2. There should be an option to either Open PDF in Preview or Save as PDF.

How to automatically check inventory into the warehouse once arrived from the supplier:

  1. Find the Order on your Request page.
  2. Click on the order so the Orange Box is around it.
  3. Change the status from Open to Closed (using the drop down menu)
    1. You have to go through the process of moving the order:
      1. Open > Processing > In-Delivery > Received > In-Check > Closed
    2. Once the order is on closed it will automatically add that inventory to the Warehouse Inventory.

If you need further assistance, be sure to contact our support team at [email protected]

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