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Adding Products to Your Catalog

How to add or edit products in your catalog

Updated over a week ago

Introduction

Maintaining a well-organized product catalog is key to accurate inventory tracking, efficient order fulfilment and billing workflows, streamlined purchase orders and drop-ship processes, and quick access to item details. Your catalog serves as the central source of truth for all products purchased or sold through the system. This article will guide you through the process of adding new products to your catalog.

Accessing the Catalog

To begin adding or editing products:

  1. Navigate to Management > Products and Suppliers > Catalog.

  2. Here, you'll see a list of all current products in your system.

  3. You can view, edit, or add new products from this screen.

Adding a New Product

To add a new product:

  1. Click the + Blue button located in the upper-right corner of the screen.

  2. Select New Product from the dropdown menu.

This will open a page where you can enter details about the product.

Product Details

There are many fields to understand and enter when adding details for your product. Here's a view of the Product Details page.

Take time to understand what each field means in the Product Details, so you can be sure to add the correct information.

Description

  • Name: Enter the name of the product as it should appear in the catalog.

  • SKU: Enter a Stock Keeping Unit. Note that this should be a generic SKU, not tied to any specific vendor.

  • Description: Provide a brief description of the item to help users identify it.

  • ID: After adding the product, a Product ID will be auto-generated by NikoHealth. This will be a unique alphanumeric ID used to identify the product. You'll use this Product ID to specify the product within NikoHealth templates (spreadsheets), including data import/export templates and pricing templates. Note: this field will not appear until you've added and saved the product.

  • Status: Select whether the item is currently active. Only active items will be available in certain workflows and searches.

  • Manufacturer: Choose from your existing list of manufacturers.

  • Part #: Enter the item’s part number, which can help identify the product more precisely.

  • Category: Select the category that best fits the product.

  • Group: Choose the appropriate group for reporting or filtering purposes.

Picture

  • Upload an image of the product.

  • Including images enhances the user experience by making it easier to recognize items visually throughout the system.

Properties

In the Properties section, you'll define how the system should treat this product.

Type: Choose from the following options:

  • Non-Serialized: Use this for products that do not require tracking by serial number. These items can be managed without additional attributes.

  • Serialized: Use this for items that must be tracked individually. You’ll be required to scan or enter a serial number during specific workflows, such as inventory transfers, receiving, and order fulfillment.

    Note: When you select Serialized as the product Type, an additional field will populate below for Maintenance. Visit the section of this article on Maintenance to learn more.

  • Bundled: Select this when creating a product that includes multiple components but is treated as a single item in the system. For example, if you regularly purchase and sell a widget made up of several individual items, you can create a bundle product that includes those components. Bundled products are treated as a single item in orders, but all underlying components are still represented. Delivery tickets, billing, and claim documentation will display each individual item included in the bundle. Important: All sub-items must already exist in your product catalog before they can be added to a bundle.

Lotted: Check this box if the product requires lot number tracking. This is useful for items where tracking by lot is necessary for compliance, recalls, or quality assurance.

Resupply: Check this box if the item should be available for inclusion in resupply programs. This is recommended for items that are regularly replenished for patients, such as recurring disposable supplies (e.g., CPAP supplies, diabetic testing strips).

Parenteral and Enteral Nutrition: Check this box if the product requires the use of an enteral calculator during the order entry process. This calculator assists users in determining the appropriate quantity of product to dispense based on the patient’s nutritional needs, such as daily calorie intake and supply dates.

HCPCS

In the HCPCS section, you can assign billing codes that will be used on Invoices and insurance claims:

  • Primary HCPCS: Enter the main billable HCPCS code for the product. This code will automatically populate on claims and invoices that include this item.

  • Additional HCPCS: Use this field to add any supplementary HCPCS codes that should also appear on the claim. This is useful when a single product needs to generate multiple billable service lines with different HCPCS codes.

Adding accurate HCPCS codes ensures proper billing and helps avoid delays or denials in claim processing.

Billing UOM

The Billing UOM (Unit of Measure) field defines how quantities and charges are calculated for invoices and claims. It acts as a multiplier that automatically adjusts the charge amount based on: the number of items delivered and the billing configuration.

This structure ensures that the billing quantity aligns with how the product is actually priced, allowing you to configure precise billing behaviors based on the nature of the item.

  • Value: This number is used to calculate the quantity (Units) applied from the selected price option to determine the final charge amount.

  • Units: This is a visual label for representation only. It does not influence any system logic, calculations, or workflows. To set up Units of Measure in the system, visit: Management > Products and Suppliers > Units of Measure

This setting is particularly important for products that are billed in Units different from how they are dispensed or delivered. Proper configuration ensures accurate claims and prevents under-billing or over-billing.

Examples:

  • If Value = 1 and 1 item is delivered:

    • 1 × 1 = 1 billable unit

    • If the price option is set to bill per unit, the invoice/claim will show Quantity: 1

  • If Value = 2 and 1 item is delivered:

    • 1 × 2 = 2 billable units

    • With the same price option, the invoice/claim will show Quantity: 2

For a better understanding of Billing UOM and Price Option Billable Units, visit our help article on this topic.

Price

In the Price section, you can define the cost and asset management settings for the product.

Purchase Price: Enter the generic purchase price for the item. This represents your cost of goods for this product and may be used for reporting or margin analysis.

Depreciation (for Serialized items only): If the item is serialized and you intend to manage it as a fixed asset, check the Depreciation box. This enables asset tracking and depreciation over time.

  • Useful Life Period: Specify the expected useful life of the item, typically in months (e.g., 60 months).

  • Salvage Value: Enter the estimated value of the item at the end of its useful life.

Enabling depreciation allows the system to calculate and track the asset’s book value over time, which is especially useful for durable medical equipment and other capital assets.

UOM Set

The UOM Set (Unit of Measure Set) field allows you to define how the item is quantified for purchasing, inventory, and dispensing workflows. The selected UOM determines how stock is displayed and how the item can be dispensed or tracked. The available options are managed through your system's Unit of Measure settings.

Value: This represents the multiplier used when purchasing the product. For example, if the Value is set to 2, it means that ordering 1 unit of the product will actually result in 2 physical units being purchased or fulfilled.

  • This value is especially important for drop ship workflows, as it will be communicated directly to the drop ship vendor.

  • In most cases, the Value should be set to 1, unless a higher multiple is intentionally required.

Units: Select the appropriate Unit that will display. To set up Units of Measure in the system, visit: Management > Products and Suppliers > Units of Measure

Setting the correct UOM and Value helps maintain consistency and accuracy across purchasing, inventory management, and order fulfillment.

Preferred Delivery and Purchase

In the Preferred Delivery and Purchase section, you can define how the item should be fulfilled and purchased by default. These settings are especially useful for streamlining workflows like Quick Ship and Purchase Orders, but they can be adjusted by users as needed during those processes.

Delivery Method: Choose the default fulfillment method for this item. This selection will be used when processing orders through the Quick Ship workflow. Options include:

  • Inventory: Requires the user to pick items from available on-hand stock.

  • Non-Inventory: Allows the user to proceed without selecting from available inventory.

  • Drop Ship: Indicates that the item should be fulfilled directly by a third-party vendor. If Drop Ship is selected, you must also choose a Drop Ship Provider. The provider must already exist in the system to be available for selection.

Purchase Vendor: Set a default vendor to be used when creating purchase orders for this product. Like the drop ship provider, the vendor must first be set up in the system.

Product Tax Code

The Product Tax Code field is optional but can be used to assign a product grouping for tax classification purposes. This is useful if you need to manage and automate sales tax calculations based on the taxability of the product.

  • Tax Code Assignment: If you want to determine the taxability of an item, you can select a Product Tax Code. This code helps categorize the product for tax purposes and supports the automated sales tax functionality.

  • No Tax Code Needed: If you do not need to assign a tax classification for the item, you can still use the automated sales tax feature without selecting a Product Tax Code.

Maintenance

The Maintenance section allows you to define service tracking requirements for the product. This is particularly useful for equipment that requires routine servicing or preventive maintenance.

Service Required: Check this box if the item requires scheduled maintenance or service tracking.

From: Choose when the system should begin tracking the service interval:

  • Inventory Entry: Start tracking from the time the item is received into inventory.

  • Patient Delivery: Start tracking from the time the item is dispensed to a patient.

Service Interval: Enter the interval at which the item should be serviced (e.g., every 6 months).

Once configured, the system will use these settings to help prompt and report on service tasks at the appropriate time based on the selected start point and interval.

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