Herbs and Helpers

Herbal Services and Solutions | Herbalist | Supplier | Herbs

Jul 20

Batch Master PRO – Total Traceability System Automatic


BATCH MASTER PRO – Automatic Total Traceability System and Practice Management Solution for Professional Practitioners

Batch Master PRO - Total Traceability System and Stock Management Automatically As You Work

Total Traceability System and Stock Management Automatically as you Work.

The Ultimate Affordable, One-Stop, Tailor-made Solution for your Herbal Practice.

Label Maker, Supplement Facts Panel, DSHEA Images. Geared to all your needs.

Enjoy all the new features …

More feedback, more features, FREE upgrade for all current users …

Check out What’s New below or click here

Check out What’s Coming Next below or click here

Get it now …

FREE 30 day trial (Windows 32 bit computers) Download

FREE 30 day trial (Windows 64 bit computers) Download

Currently a one off fee (£210.00 GBP) allows permanent use of Batch Master PRO and includes 3 months free, unlimited, one to one email support.

We are also happy to license the use of Batch Master PRO to professional bodies/Universities/Clinics/Dispensaries for the benefit of their members/users at very reasonable cost please enquire. Other business users welcome!

Batch Master PRO 24/7 Online Support Centre – Register/Visit

Use the Quick Updaters for a painless upgrade!

  • To purchase Batch Master PRO Automatic Total Traceability System now
  • Access the FREE download
  • View all related products: Shop – Order Online

Due to extensive recent updates although current price will not go up, no further discounts will apply to current price, even at events as before … Thank you early adopters!

The new stuff …

NEW! Organic Ingredients Calculator

  • NEW! Organic Ingredients Calculator

    Allows for any formula indication of organic ingredients and calculate % of organic ingredients according to total amount of formula selected to make. Product Made wizard takes care of tracking and total traceability as usual and indicates for each component selected the exact amount to use for the amount of formula selected. Total Traceability assured, no paperwork! Just print off info as required! Also includes ability to create a Product Made by parts, including adding a safe dose range per product. Product Made Wizard shows exact amount of each ingredient to use to make the amount of product entered, beside each ingredient, manually select the batches you need. One button press exports to Excel if required in Product Formulation Sheet PFS-02 style.

PSF-02 Organic Ingredients Calculator USDA

PSF-02 Organic Ingredients Calculator Herbal Medicine

PSF-02 Organic Ingredients Calculator Herbal Medicine

PSF-02 Organic Ingredients Calculator Herbal Medicine

PSF-02 Spreadsheet Organic Ingredients Calculator Herbal Medicine

New Features

  • Product Duplication

    For when you quickly need to duplicate a product especially to quickly and easily create a new DSHEA product. One click in Product Updates instantly creates and displays a new duplicate product with ALL details carried over except ingredients. Delete button activates when you click to highlight a record to delete that particular record only. On Stock Adjustments screen allows all transactions to be deleted at once. To delete specific highlighted records use the Delete key as usual which will confirm exact number of records to delete.

  • Allow non stock items such as Codes to be ordered without adding stock first

  • Allows category assignment to be handled by Code Manager alone

    After Code Manager adds codes/products you can order them straightaway. They stay as non stock parts with batch number being code/product number and expiry date continually updating. No stock to add or maintain, any current stock items left undisturbed. If you try to assign a category starting with ICD or CPT to a product then this is prevented and can only be set via Code Manager to prevent accidently locking a product. Minimum stock and Re-order levels are locked as these are no longer needed. Non stock parts can only be added via Code Manager and the category name must start with ICD or CPT.

  • Automatic Product Picture detection

    Any product pictures that are placed in the Batch Master folder (C:\Program Files\Batch Master\ (32 bit computers) or C:\Program Files (x86)\Batch Master\ (64 bit computers)) that have the Product code/number as the name are automatically detected and saved/refreshed by each Product Record. Only .bmp natively supported but most computers have graphics filters to display .jpeg, .jpg, .gif, and .png also. Batch Master will search for all files with these extensions.

  • Despatched status for Orders

    You can now partially despatch an order more securely. Creating a Delivery Note allows the order to be marked as “Despatch” which means that the available items have been sent out. A Delivery Note remains accessible from Sales order for printing until the Despatch order is invoiced. A despatch order cannot be deleted or amended further only invoiced. Any stock available at invoicing is included as part of the original order, any stock still not available goes onto back order as usual. Any unavailable items play a full part in stock control until invoiced. After invoicing Delivery Notes can be accessed from Customer screen using new list box selection.

  • Better Selection

    On Customer, Product, Supplier and Order Screens you can now click directly on an order number or name and go direct to the record. Multiple list box selection allows you to select any number of Customers, Products, Suppliers or Orders and display the report or records required. Updates instantly to display any changes to selections.

  • Automatic Add new item

    If the item you type is not in the list e.g. units, category, supplier, product, deliver to, order type, customer status, tax rates etc. then a pop up box advises and asks if you want to add it. Saying yes adds the item, then makes it the choice when you return to the original screen. Saying no opens drop down box choices. Watch your spelling though!

  • Allow Superbill to be printed.

    Allow hiding of all CMS insurance info/data by turning off in Reference. Allow Label Maker to print DSHEA labels using a Dymo Label printer (Dymo 30323 labels) also prints direct onto L7165 and OML 103. Normalisation of data – To make areas handling orders and customers and CMS Insurance info quicker.

  • Return Visit Info

    From Sales Order you can now enter a number and select days, weeks, months, years and enter any accompanying instructions (up to 255 char.) concerning the return visit.

  • Printer Options

    For any currently previewed report you can choose Printer, Paper Size and Orientation which update straightaway in preview for immediate printing. Report data retains original layout.

  • Prescription Cards Printer

    Prints the Order details onto standard plain 4×6 inch post cards in odd or even or all pages, reverse or use with PDF! Includes bar code, key, customer number and name, order number, order despatch date, user, products sold and quantities with batch numbers and instructions if entered.

  • Can now import ICD and CPT codes

    Directly into Batch Master from a CSV file in a flash! Example csv files are provided if needed. Add your own categories e.g. ICD-9, ICD-10, prices and tax for CPT codes etc.

  • 64 bit Version

    For Windows 7 and Windows 8, 64 bit computers, with or without Office/Access 2007 – NOTHING LOWER! All areas work well except Accounts Extraction (fixing) – it’s fast!

  • Product Live Batches Report

    View by Product name or Expiry date (Ascending) from today, also added to Product Records.

  • Data File Compact

    Automatically when copy of Data File placed in Documents.

  • Updater Tool

    Automatically bring ANY existing Data File containing data up-to-date to work with the latest version of Batch Master. Integrated into all Batch Master new releases.

  • Add full User profiles

    including qualifications, insurance, credentials with document thumbnails and renewal dates. Rolling history per user.

  • Document logging

    Records access of client notes. Report and rolling history of access per Customer can operate via bar codes if required. Anonymous dispensing cards can be produced.

  • Allows Audit Tracking

    Of any changes to your data, user can leave a reason for critical data changes.

  • Allows printing of CMS 1500 form

    From your printer. Twip adjustment for perfect results. Can also import ICD and CPT codes from a CSV file.

  • Allows bar code scanning

    On deliveries, generates bar code labels for Products Made and Stock delivered. Looks up product by scanning bar code label on product code/batch number, if required.

  • Allows you full access to your MS Outlook Calendar

    Directly from within Batch Master. So you can add appointments, call backs, reminders etc. as you work, fully synchronised.

  • Allows stock optimisation

    From your historical stock usage patterns to suggest an optimal level. Gives average lead time, re-order point, re-order amount, Sales across 30, 90, 365 days.

  • Publish

    With Word, Analyse with Excel, Zoom, Multiple views per page/printing of reports. Allows second product name to *250 char. (*needs data file update).

Labels and DSHEA

DSHEA - Supplement Facts Panel - Labelling

  • Gridlines

    On Product/Order Label Maker and Product labels on Despatch screen for any Product labels (L7163, L7165, 5163, OML 103) starting in position one. Allows you to check fit of labels (if all black border shows) and adjust. Gridlines are non-printing. Minor label adjustments to help better fit for printing.

  • Expanded Label choices

    On Product Made, Stock Labels, including bar codes, and Product and Order labels on despatch. Includes L7163, L7165 and 5163 (US 2in x 4in) for all these areas. On Product Made labels allows preview/printing of selection or individual records. Label 5163 (US 2in x 4in) added to Label Makers in Product, Order, DSHEA and DSHEA Image formats.

  • DSHEA Labels for Dymo printer

    These have been tested to work, you can now select “B” in Symbol 4 to indicate part of a Blend and set one ingredient as Ingredients: to act as a title for the blend. All Label Maker DSHEA labels converted to Dymo tested format. Locking improved, delete prevented. Once Container size, Serving size, one ingredient and a Sale have been made then the label ingredients and sections, product code, product name etc. cannot be altered to ensure total traceability.

  • Allow printing of Warning/Safety labels

    From Label Maker according to how many order/product labels printed. Set text in Reference up to 255 char. prints label size L7160 with red border.

  • Individual customised colour background

    For each product/order label on Label Maker – For any products that you have set a customised colour background then selecting the product as part of an order or as a product gives the label a customised colour background.

  • Allow custom colour backgrounds on DSHEA labels

    Or enter RGB numbers to get your exact shade. All Adjustments: Font, Left, Top, Height, Width to work fully – change ignored if outside label limits. Locks after first Sales order to preserve total traceability. Allow switching between Default and Custom label/image settings on Image/Label Maker with a button press.

  • Label Maker

    For Customers, Deliver To, Suppliers and Orders. Choose label (5160, 5163, 8163, L7163, L7165, OML 103 (yours can be added)), choose number of labels, choose start print position. Click however many Customers, Deliver To, Suppliers, Products or Orders you need – Print! One job Done! US address layout supported (one click to switch), includes your logo, Return Address labels for each job if needed.

  • Create DSHEA images/labels

    For any viable batches of product. Includes Supplement Facts Panel. Images loaded to clipboard, adjust Supplement Facts Panel settings to fit labels. Supplement Facts Panel can be fully customised, report records your settings for future reference.

  • Provides Stock delivery labels

    With bar codes if needed, to print off for newly delivered products. Currently you only need write shipment number onto product to ensure total traceability, backwards, forwards and sideways (if you make new products from those delivered) automatically.

Minor Updates

  • Progress Bar

    Added for reports and forms that may take a long time to load e.g. Catalogue/Despatch with option to press ESC key to cancel operation (reports only).

  • One Admin User only

    In Users Admin has now been locked and disabled to only allow for one Admin user to exist. User interface improved to display Telephone numbers, email address and Status below each User. Add Document now opens hyperlink window to browse computer and add document/credential using your own custom title. Any type of file can be added although only supported image formats will display e.g. .bmp, .jpeg, .jpg, .gif, .png. Other file formats e.g. PDF display file when link clicked. Only images placed in the Batch Master folder display, click to view others.

  • Allow deeper Audit Tracking

    Audit Analyser will show for any Record ID on Audit Tracking report a more detailed breakdown of the data altered.

  • Add Lot#: and Best Before:

    To all DSHEA labels and Lot#: where Batch mentioned for US users. Change Carriage charge to Shipping charge. Allow Label Maker window to be maximised for small screens.

  • Order Number

    Order Number drop down box (Descending) on Customer screen, view Order Details per order, ideal for repeats.

  • Filtering

    Improved on all reports from Customer, Products and Supplier selection screens that use the Date Range tool.

  • Label Printing

    For all labels from within BM (not just Label Makers) you can now choose the print start position and number of copies of labels. All labels have also been checked and automatic text resize included for ingredients and product names ensuring full text fits.

  • Display of CPT and ICD

    Items corrected in Business Monitor Tool. These items are also now prevented from appearing in Purchase Order screens as they renew automatically.

Coming next…

  • Appointments to Gmail or any calendar and Outlook sync.

    Enable sync with Outlook and appointments to Gmail or any calendar via iCal/ics files generated from Sales Order screen. Appointments can be made quickly according to defaults from Sales Order for any customer via a button press. Appointment manager on Sales Order selection screen allows you to check/alter and confirm appointments or reset defaults. You can then sync direct to Outlook via button press and/or create iCal/ics files to save on your computer/send via email. These can then be imported into the calendar of your choice by direct import or via email attachment.

  • Helpfiles overhaul

    Full review and overhaul of current Helpfiles.

    Due to many recent additions (13.3.3) and updates the Helpfiles need to be re-organised, condensed and re-written to remain useful and efficient for users to improve access and usability. To be condensed, re-written in line with current update and SOP’s added for common operations to assist training and use.

  • SOP’s for Batch Master operations.

    A set of SOP’s in the help file which can be printed off to help in accomplishing common tasks in a standard way and can be used as standard procedures to train users. TO BE COMPLETED AT A LATER DATE.

  • SOAP Note Template

    For those who want to input client notes in this format, can attach to Customer records if required.

  • Online License Management

    Looking to move management of your current licenses to being totally web-based, online. This will mean an interface where you can see your current licenses and using your Removal Code generate your own new Activation Code for whenever you need to move Batch Master PRO to a new computer etc.

  • Clinical Audit Tool

    Separately purchased Clinical Audit Tool integrating your Batch Master PRO data with conditions, diets, vitamins, supplements, test data etc. to allow qualitative and quantitative analysis. Configure your own reports and graphs.

  • iPhone/Mac

    A possible iPhone app/Mac/Linux version for tablets!! Current users will be given the choice of moving, App purchased separately.

Feedback …

Are there any burning features you are waiting for? Let us know:

Contact Us

Batch Master PRO – Automatic Total Traceability System and Stock Management As You Work – Practice Management Solution For Professional Herbal Practitioners

Guide to setting up …

Ideal for your next stock take! Get set up in only Ten Simple Steps:

FIRSTLY READ!:

For guidance on how to do this read the READ ME text (Can be found from Start-All Programs-Batch Master) or in the Batch Master help file under ESSENTIALS. You can also read HOW DO I START under FAQ in the Batch Master help file too. The Batch Master help file can be found by opening Batch Master and pressing the F1 key or by clicking on the ? in the toolbar above, or from the All Programs menu.

THE BEST WAY TO SET UP……………

You can follow the ten easy steps listed below (you may want to print this off):

Ten Simple Setup Steps To Get You Started:

  1. Load the CD or follow instructions from the download to install Batch Master PRO (BM) onto your computer, then restart/reboot your computer, this is essential!
  2. Open Batch Master and log on as the System administrator using the password “access”. Enter Reference (in red) and enter your company details, Vat Status etc. Enter Users (lower right hand corner) and amend System administrator to your own name and change the password! You can now log on as yourself!
  3. Go to the Suppliers screen and enter all your usual suppliers past and present including yourself! (See HOW TO: Add a supplier and FAQ 8 & 9).
  4. Next we advise that using Batch Updates on the Products screen that you modify the products data to suit your situation. Ensure you enter Default supplier (you can change this later) and Minimum stock and Re-order quantity levels so that each product will show up in the Purchase order screen (PO). If you have multiple clinics then read FAQ 14 before you start altering the products. Sometimes it is best to enter ingredients as you order and need the products.
  5. You may wish to enter some of your regular customers although you can add these as you need each time you need to do an order.
  6. Do a complete stock take, including all your clinics if more than one! The easiest way to do this is to print off the Product list from the Products screen then you only need to add the quantity, batch, manufacturer and expiry date as you do your stock take. You can also do the stock take by category.
  7. Finished stocking taking? Enter all your opening stock into Batch Master through the Stock control screen (Opening stock). Calculate costs from supplier catalogues, old invoices, as you go along. When ready, with everything entered and correct answer yes to the Opening stock complete? question and confirm if you are satisfied and finished. Otherwise say no. (You need to close to get this question).
  8. After completing Opening stock you can now fully use Batch Master! If you discover any mistakes in your opening stock then you can adjust these using Stock adjustments (See HOW TO: Opening stock errors & After stock take you want to ..) you can also add anything you have forgotten.
  9. Check your Purchase order screen to see if anything needs re-ordering! (Go to Stock control screen then Purchase ordering then Create Purchase orders). You can alter default suppliers if you wish from here.
  10. Congratulations! You are now fully set up and can start becoming more efficient, freeing up your time and increasing profitability. Don’t forget to keep backing up your data file (BM_be.mdb See FAQ 12).

Where HOW TO: or FAQ is mentioned this refers to information in the Help file which can be accessed at any time from Batch Master by pressing the boxed question mark on the toolbar upper left corner.

It is advisable that you read the other documentation inside or READ ME file before you perform the above steps. READ ME file can be accessed from Start-All Programs-Batch Master.

What does it do…?

The ultimate affordable one stop package tailor-made for your practice producing über organisation for you, your staff and your customers.

Complete stock management and total traceability solution for professional practitioners.

“Everything you need to do as a herbalist in practice should be covered”

Performs essential tasks such as complete stock control and management, automatic total traceability of all products to all customers automatically as you work, Product Made Wizard automatically tracking costs and components when you create new products from existing stock,  Business Monitor Tool so you can check profitability, Audit function, synchronise all your Customer and Supplier Contact data with one button press to MS Outlook, Make appointments, call backs, reminders directly with full access into MS Outlook Calendar, integration of transactions with your accounts package via QIF or XML file output, customer accounts/product records allow linking of documents, networking enabled etc. Gives full and secure control over all your practice activities, all for a one off fee. See features and benefits lists below for more detail.

How can it do this?

Only three operations are required to experience the full benefits:

  • Stock is entered into Batch Master as it arrives through the delivery screen (error free scan in using a bar code scanner if required). A delivery screen is automatically created from the purchase order, you just enter (or scan) batch number, cost, expiry date and manufacturer.
  • Stock is re-ordered via built in Purchase Order system (email, print or export to your favourite Suppliers), Stock Optimisation can help you order optimal levels, monitor usage, reduce waste.
  • Sales Orders (things you sell; prescriptions, consultations etc.) are entered through Batch Master PRO.

We also recommend an annual stock take, although stock is monitored and corrected as you go, just follow the paperwork Batch Master produces for automatic total traceability each time.

Batch Master automatically provides the rest of the information, at your fingertips whenever you need it. Audit and stock are kept accurate as you go along through stock adjustments and any mistakes can usually be corrected. Information recovery is instant and immediate as needed. Comprehensive, context sensitive help via F1 and one to one email support to guide you.

Why do I need it…?

As a responsible and professional practitioner you are obligated to keep accurate records on what medicines/prescriptions you have dispensed to patients. Batch Master PRO does this automatically and effortlessly every time you make an order, providing safer practice in that any products dispensed or patients who have received them can be traced instantly. Total traceability goes backwards (to your suppliers), forwards (to your customers) and sideways (covering any products you make/assemble in house), whichever way you look at it you’re covered! Since costs and stock management are also included then one of the greatest areas of expense in a practice (holding stock) can be managed efficiently increasing profitability and eliminating waste. The time saved can be used to provide a better service and reduce the stress of running a busy practice. Also the Business Monitor Tool can help further your practice development by measuring your profits. Batch Master can be the hub at the centre of your practice meeting your needs.

Batch Master PRO has been made deliberately flexible to allow:

Printing through your own custom label maker e.g. Dymo (by reading Access Database fields) if you prefer to customise these. Or you can use the Label Maker to generate labels and DSHEA images which can be copied to the clipboard. Supplement Facts Panel is fully customisable according to your needs. Publish or Analyse any reports using Word or Excel.

As many different groups/categories of product, orders and customers as you want.
As many users as you want restricted by three different levels of access.

Discounts to allow to different pricing for the same products and overall extra order discounts if you prefer. Supports networking if an existing network in place.

Who needs to use it…?

Ideal for your next stock take…once you have completed the Ten Simple Setup Steps you’re ready to go………….

Ideal for Herbal practitioners, naturopaths, small scale manufacturing, if you wild craft, cultivate, make and create your own creams, capsules etc. Suppliers of multiple items involving split batches in various combinations going to any customers.

Generic format so can be adapted to other businesses, countries, professions too.
Currently used by herbal practitioners in the UK, US and Africa.

Batch Master has been designed to be easy to use:

On purchase you have three months free, unlimited, one to one email support. There is a comprehensive context sensitive help file (press F1 at anytime) to guide you through most procedures. Screenshot rich to demonstrate the areas you are dealing with. Includes comprehensive, indexed manual if you prefer.

The website provides a support centre and forum where you can find the latest free updates, exchange views with other Batch Master users, access extra help and support 24/7, give feedback. Or find out about Batch Master PRO DAY COURSES.

We are busy developing the Clinical Audit Tool to allow linking of your Batch Master PRO data with client conditions, diet, tests etc. to assess outcomes and usage of products in relation to customers. We aim to make this easy by allowing linking with MYMOP protocols, performing T test analysis etc. to account for both qualitative and quantitative measuring (See Shop for more details): Shop – Order Online

Batch Master PRO

A core system meeting the obligation to keep accurate and professional standard records, building safety in automatically as you practise day to day. Suitable for herbalists, phytotherapists, naturopaths, homeopaths and any healthcare practitioners administering individually made/any products and tailor-made treatments to individual clients.

˜Everything you need to do as a herbalist should be covered

A selection of what is possible:

DSHEA Label Images

Now possible to create good quality, resizable DSHEA images for any live batches of product. Images can be copied onto clipboard then pasted into a label program/document of your choice. Can switch between a customised picture (Product picture link) or current Product details; Product name etc. as in Product Record. Adds description from Product record if entered. DSHEA Label composed a third your picture or current Product record details, a third DSHEA Supplement Facts panel and a third Product description if entered. It is your responsibility to ensure that the labels you produce meet the minimum FDA font sizes.

DSHEA Compatible Labels

It is now possible to create the full Supplement Facts Panel for any product in Batch Master PRO with all the customised detail you need. Currently will print on labels L7165 and OML 103 in DSHEA Label Maker, however you may need to adjust Supplement Facts Panel settings for it to fully fit. Full control over nutrients and amounts, ingredients and amounts, warnings, usage etc. Add up to 4 unique symbols per item to indicate Dietary Value, Claims info, add any customised sections e. g. part of Proprietary Blend, Other Ingredients etc. Standard FDA disclaimer texts included. All Adjustments on DSHEA labels: Font, Left, Top, Height, Width work fully – change ignored if outside label limits. Full control over field positions and sizes, Report allows print out of your settings for future reference.
Label Maker prints DSHEA labels using a Dymo Label printer (Dymo 30323 labels) also prints direct onto L7165 and OML 103
Custom colour backgrounds on DSHEA labels or enter RGB numbers to get your exact shade
Switching between Default and Custom label/image settings on Image/Label Maker with a button press
DSHEA product code/number, product name and ingredients lock after first Sales Order preserving total traceability throughout

Label Maker

For Customers, Deliver to and Supplier addresses

You can now select any combination of each, or all, any number of labels for each and which label! Labels supported so far: 5160, 5163, 8163, L7163, OML 103 standard Avery inkjet labels or equivalent. You can also pick the starting print position so no labels are wasted! Each label carries number of label e.g. 1 of 3, 2 of 3, 3 of 3 to indicate part of a set etc. There is also a Label Print report to track what has been printed. Currently some duplicate entries if switching to US layout. We can easily add any more label types you use, please email. US/UK address layout supported! (One click to switch).

For Invoiced and Despatched items

Product Labels: For any order you can select the transaction line and produce a product label with order number, customer name, logo, ingredients, instructions, quantity, units, batch, expiry date etc. As above you can choose number of labels and starting position. L7165, OML 103 and L7163 standard Avery labels or equivalent supported so far.

Order Labels: Choose any transaction line from an order and an Order label, L7165, OML 103 or L7163 standard Avery labels or equivalent currently supported, produces a label with order number, customer name, logo, all order transaction lines with quantities, batches, units, total, instructions etc. As above starting position and number of labels can be chosen. You can set which order transaction lines will be available for the Order label by using Tick/Untick on Despatch screen. Only tick the items you want to appear. Although all transaction lines will show, only those ticked will appear on Order labels. Depending on size of data you may get warning messages on print or experience overlap, but all info will print in space/label position specified. THE SOLUTION: Choose a bigger label!!!

Return Address Labels

L7159 and L7163 available from Product Label Maker according to how many Product/Order labels generated.

Individual customised colour background

For each product/order label on Label Maker – For any products that you have set a customised colour background then selecting the product as part of an order or as a product gives the label a customised colour background. Selected/set from DSHEA panel on Products.

Allow printing of Warning/Safety labels

From Label Maker according to how many order/product labels printed. Set text in Reference up to 255 char. prints label size L7160 with red border.

Adjustments to Product Label Maker

You can now shift the labels up/down and left/right in twips for a custom fit, then save the adjustments for future reference, ideal for printing on the fly if needed. Default label settings are left undisturbed.

CMS and Insurance

CMS 1500 Form

Can now use a drop down box to position each field left-right and up-down, in twips, for printing with YOUR printer. Two versions of CMS 1500 are now ready as reports to produce electronic copies that can be emailed/exported or printed. Currently all fields can be filled and updated, automatically where enabled.

Allow Superbill to be printed with your logo and LIC number etc.

Allow hiding of all CMS insurance info/data by turning off in Reference

Return Visit Info

From Sales Order you can now enter a number and select days, weeks, months, years and enter any accompanying instructions (up to 255 char.) concerning the return visit. Will appear on Invoice (below Other Information, unless number left blank) and Super Bill (always). If CMS switched on then Return Visit info can be edited from CMS data update form and toggled on/off to show on invoice. Forms basis of appointments to Outlook/Google Calendar.

Can now import ICD and CPT codes directly into Batch Master from a CSV file in a flash!

Example csv files are provided if needed. Add your own categories e.g. ICD-9, ICD-10, prices and tax for CPT codes etc. You can select and highlight the codes to import then one click to add, prevents duplicates automatically. There is also a Quick Add function for adding individual codes manually. Once in Batch Master the code, code name and category are locked to prevent editing. You can delete any codes that are wrong as long as no transactions are attached.

Please note it is necessary to obtain your own codes to import, Batch Master does not provide a license or provide any codes for you. The Batch Master Code manager also let’s you search on codes imported, codes in csv files and add prices, add tax rates etc. As these are Stock items you will need to ‘deliver’ an amount to yourself to use. We suggest using the code as batch number. Once stock exists you can use Stock Adjustments to alter the amounts. The codes will also help form the basis of the Clinical Audit Tool coming next.

Normalisation of data

To make areas handling orders and customers and CMS Insurance info quicker.

Printer Options

For any currently previewed report you can choose Printer, Paper Size and Orientation which update straightaway in preview for immediate printing. Report data retains original layout. This feature is already included in the 64 bit version and also supports export to PDF. (On 32 bit computers select your PDF printer).

Audit Tracking

Even if a user just enters a box then this is recorded. When a critical record is changed or updated the user has the option of recording a reason. Records the new data added and any changes to what it was previously, unobtrusively. Records either BM user log on or Windows user log on depending on data changed. Detailed admin reporting allows you to check up anytime. Can be limited by date range. A user requested feature!

Deeper Audit Tracking

Audit Analyser will show for any Record ID on Audit Tracking report a more detailed breakdown of the data altered.

Document Logging

Everytime you remove a document from safe storage the user can log this and the reason automatically. Return of document is also logged and running history of all access kept. New Bar Code Log Labels enable prescription cards to be totally anonymous for dispensing. No bar code scanner needed to operate.

User Profiles

This means you can add full details for each user and also store qualifications, certificates and credentials by linking to a folder on your computer. Documents show as thumbnails in report and User profiles, use zoom to read! You can list documents by renewal date or type for each.

Order Number Field

From Customer Screen you can now view Order Details per order for any customer. Selecting a customer shows all the Orders for that customer. Ideal for when repeats are needed, just print off! Prevents having to access Invoices containing financial data.

Product Live Batches Report

Using selections from Stock Screen you can display the current live batches of all products from today’s date onwards. Limit by supplier, product, category, batch. Shows expiry dates, batch, manufacturer, total amount and DSHEA info if entered. List by Product name or Expiry date (Ascending). A user requested feature!

Data File Compact

Place a copy of your data file (BM_be.mdb) into the Documents folder on your computer. From Reference press the Compact Data File button, BM finds your data file, compacts it, then exits BM. if your data file is not found a message is issued. Data File must be in Documents folder and be named BM_be.mdb to work. Best achieved by copying your data file to this location temporarily.

Updater Tool

Enables users with current data to bring the structure of their data file up to date to work with the latest release of Batch Master PRO. Once updated every time BM opens it checks to see if the data file is up to date. If not it informs the user and asks for confirmation to perform automatic update. Once complete BM opens as normal. Sometimes it may take two update runs before this occurs. It will be incorporated into all new Batch Master releases. You can check how many updates have applied by looking in Reference, currently there are 276!

Prescription Cards Printer

Prints the Order details onto standard plain 4×6 inch post cards in odd or even or all pages, reverse or use with PDF! Includes bar code, key, customer number and name, order number, order despatch date, user, products sold and quantities with batch numbers and instructions if entered.

Customise

You can add your logo or a picture to all your invoices, purchase orders, credit notes, delivery notes, Superbill, DSHEA, Product and Order labels. You can set a picture for your product label if you prefer. Supplement Facts Panel can be customised by adding your own sections. You can choose a customised colour background from RGB numbers if necessary to get your exact shade on DSHEA, Product and Order labels per product.You can add your logo or a picture to all your invoices, purchase orders, credit notes, delivery notes, Superbill, DSHEA, Product and Order labels. You can set a picture for your product label if you prefer. Supplement Facts Panel can be customised by adding your own sections. You can choose a customised colour background from RGB numbers if necessary to get your exact shade on DSHEA, Product and Order labels per product.

Product Made Wizard

This enables you to make up a product from existing stock items whilst preserving total traceability and automatically updating stock etc. Common examples of use: Manufacturing your own products, filled capsules, any customisation of existing products.

— Synchronise your customer and supplier data with MS Outlook and make appointments direct into the MS Outlook Calendar straightaway“ NEVER FORGET ANYONE!

— Attach a document to customer and product records: Write letters, keep extensive notes, add specifications, data sheets, maximum doses, contra-indications etc.“

ALL YOUR INFORMATION IN ONE PLACE FOR INSTANT ACCESS!

— Product Made Wizard for everyone who makes their own products, automatically records traceability, works out costs etc. – EASY PROCESS MANAGEMENT!

—  ** Import and update your accounting package via QIF or XML file output“ SEAMLESS INTEGRATED WORKING!

— Business Monitor Tool: Check your profitability and then adjust for help in business development. Charts and graphs to help you make vital decisions.

— Back up data file wizard allows you save a dated back up to your chosen location.

— Automatic stock ordering according to your requirements, history allows checking of previous prices“ NEVER RUN OUT, MAKE THE BEST DECISION!
— Full automatic traceability and stock management as you order“ LIVE UP TO DATE INFORMATION ON ALL YOUR CURRENT AND PREVIOUS OPERATIONS!

— Powerful rapid searching, you can customise output via reporting suite. Add you own company logo.

— Preloaded with common herbal product and ingredient names: Chinese, Western to aid set up.

— Batch number length up to 20 char. Full bar code scanning and generation.

— View audit trail of all Batch Master PRO transactions.

Export data to MS Excel/Publish with Word.

— Print/Email/Export and produce invoices, statements, purchase orders, delivery notes, pro forma invoices, reports, credit notes, back orders, address, product, stock, Product Made, prescription labels with your instructions etc. and bar codes (stock and Product Made labels).

—**Use in multiple clinics via a laptop or VPN (extra file needed to enable networking, free from support centre)**

— Multiple users at three levels with password log on: Admin, Manager, Staff

— Easy to load and operate. Comprehensive help file and manual. 3 months free email support.

— 24/7 Online Batch Master support centre***

*Need to have MS Outlook, Word, Excel or Office pre-installed. **Requires extra software, configuration. *** Requires internet connection.

Practice management solution

Batch Master PRO Features

Apart from Automatic Total Traceability (split batches handled etc.) and Stock Management as you work some of best liked things are:

Product Made Wizard

This enables you to make up a product from existing stock items whilst preserving total traceability and automatically updating stock etc. Common examples of use: Manufacturing your own products, filled capsules, any customisation of existing products.

Synchronise Contacts with Outlook

Every time you add a new customer or supplier you can automatically send their details to Microsoft Outlook using this feature. A tick indicates they have been synchronised, untick if you want to resend. Works with all Microsoft Outlook versions.

Stock Optimisation

Can suggest the amount of stock to order for any product at any time based on historical use patterns, wastage, previous orders etc. Can help to optimise and plan your stock levels.  Gives lead time, re-order point, re-order amount and sales across 30, 90 and 365 days (excluding credit notes) in helpful at a glance charts/graphs etc.

Calendar

From within Batch Master you can have full access to the default Outlook calendar and all its functionality. After synchronising your current customers and suppliers, it’s easy to make and change appointments, schedule call backs and reminders etc. all directly from within Batch Master.

Export Accounts Data

You can export transactions and payments for any period into a .QIF or .XML format for import into Quick Books/other accounts packages etc. You must be careful when choosing dates not to export duplicates or leave gaps.

Run more than one Clinic

Batch Master can keep track of stock and products for any number of separate clinics. All you need to do is ensure that the product name and batch number allow you to see which clinic it relates to. Through reports you can compare and see at a glance your stock requirements and usage for each clinic/dispensary. Total traceability is of course automatically preserved across every operation.

User Accounts Control

You have control over what other users can do and see. All users have a password log in and each time a new transaction is created the date and their initials are recorded against it. Also Batch Master includes further in built safeguards to ensure your systems processes are tightly managed. In addition on Windows Vista and above standard account users require the Admin account password to start Batch Master or make any changes to Batch Master’s files. Your data file is always secured by a password. You can disable a users log in or change your Windows Vista/7 Admin password to prevent users accessing Batch Master on your computer. You can use Batch Master over an existing network with the help of an extra file, see help support on this.

Business Monitor Tool

This allows you to know the exact profit and costs for any time period on any combination of orders, customers, products or types of these, wastage is also monitored. This information can be shown graphically for further clarity. You can also monitor payments status at a glance.

Attaching documents

A document can be attached to any customer or product record. This means you can keep information relating to that customer or product all in one place. Useful for safety data relating to products e.g. maximum doses, drug interactions and contraindications. Or letters you have written to customers for example.

Automatic Data File Back Up

Every time you close Batch Master you are given the opportunity to BACK UP to a location on your computer by pressing the Back Up button. In the event of any problems as long as you have a safe back up of this file then you can simply start from where you last left off. You need to be logged on as an Admin level user for this to happen.

Catalogue

A basic catalogue allows you to quickly print off a group of products with pictures, prices and descriptions if needed.

Ease of use

Batch Master has been designed to be simple to use. To keep Batch Master running only three operations are required:

  1. Make any sales or orders through the Sales Order screen.
  2. Check Purchase Order screen and order any stock needed.
  3. Enter any stock received into the Stock Deliveries screen.

In addition stock adjustments may need to be done to keep existing stock levels on the shelves and Batch Master stock levels in sync. This can done as you go along but we would also advise at least an annual stock take is done as well. As long as you follow the paperwork Batch Master produces then total traceability is automatically achieved.
Once you have decided on stock levels for each product Batch Master automatically tells you when you are low and need to reorder. Total traceability is automatic for every operation in Batch Master all you have to do is record the shipment number onto the products on stock delivery (© 2004 COPYRIGHT LORRAINE HODGKINSON/HERBS AND HELPERS).  Or you can print out the Stock labels (with shipment no. inc.) produced to stick on each product if you prefer.
You can explore the rest of the features offered at your leisure and use as much or as little as you need. Batch Master has been left deliberately flexible in nature to accommodate your way of working!

SAFETY!

Should anything ever happen you have total traceability and peace of mind at your fingertips in seconds. Being able to trace from product, customer or batch instantly and act. You also automatically have Full Audit Ready Records to demonstrate your due diligence in any area of making or sending out or receiving products. Don’t worry it’s all recorded and written up as you work letting you get on with your business and your life.

FEEDBACK!

The features of Batch Master have been largely shaped by customer feedback. If there is something you would like to tell us then please don’t hesitate, we listen and will action in most cases if reasonable and feasible! Any new features will be accessed by all therefore we have to weigh up the general usefulness of any particular suggestions. Thank you for helping with this product.

Look forward to…

Reclaim your life!

  • Only three operations to keep everything running right: Order stock, Enter stock, Make sales/orders
  • Instant information access maximises customer safety, enables quicker working, better responsiveness
  • Covers all the operations a professional practitioner should need, total traceability automatically
  • Allows business development and planning, producing better customer service
  • Provides audit of your practice and integration with other areas
  • One off fee for permanent use, large amount of free support included
  • Networking: allow other users to safely use your system at different levels

Traceability:

Do you know exactly what has happened to every g, ml or tablet of stock that came in? What shipment it came on? Who supplied it? Who manufactured it? Who made it up? Who it was sold too? When it left? Whether any was wasted? Who has had a particular ingredient or batch number? Which products contain what? Now you can trace the history of any product and who receives them – Safety as standard.

Stock:

You decide and set the levels you need and Batch Master automatically knows what to order and from whom, according to stock on hand, stock on order, back orders and what is on it’s way! Stock optimisation info helps you decide what and how much to keep in, when and how much to order, how to minimise wastage – Saving time and money.

Suppliers:

Do you know who is the best value to buy from? Now you can compare the price of any product bought from any previous supplier. Then switch default supplier so you get the best deal for any product. – Save money.

From supplier to end user you have control and can produce paperwork in seconds – A quick response on any issue.

Sales:

Do you know how much each sale costs? Can you categorise every order and analyse it in detail several different ways? Do you know exactly how much is outstanding? How each sale was paid for? How many credit notes went out? Can you send your customers statements, invoices, pro forma invoices, credit notes? Blow by blow transaction records?

Customers:

Know who they are according to your groups and categories. Provide them with information they need-about payments, current state of account, knowledge on products/availability – All instantly available.

Products:

See any aspect of management of this: e.g. most wasted item (keep less in), biggest selling (keep more in), current live batches available for sale, profitability, delivery history, sales history and much more etc.

Also:

Product catalogue with pictures, add your own company logo/picture, export and email data, create address labels, product labels, delivery notes, set/restrict other users access etc. Powerful instant searching. Reporting suite.

This can lead to less stress, more time, peace of mind and a chance to reclaim your life!

Techinical bits…

To purchase Batch Master PRO or access the FREE download: Shop – Order Online
Due to extensive recent updates although current price will not go up, no further discounts will apply to current price, even at events as before … Thank you early adopters!

You can also purchase the NEW Batch Master Set Up Services which means opening up and seeing all your current customers, stock, products, suppliers etc. all set up and ready to go from your Excel spreadsheets data…..

System requirements:

Windows XP, Windows Vista, Windows 7 or Windows 8 with full updates and all service packs applied. No MS Office is needed, if you have MS Office installed Batch Master is compatible with all versions (Office 10 not tested). 64 bit version suitable only for Windows 7 or Windows 8 with or without Office/Access 2007 – NOTHING LOWER!

The minimum system requirements are:

In order to successfully load, install and operate this software the minimum system requirements are: System memory of 512mb RAM or more, Windows XP, Windows Vista, Windows 7 or Windows 8 (Essential that full Windows and any Office updates have been done), CPU 1.5GB, printer required, Internet Explorer 5.5 or higher/Browser, Maximum of 250mb of free disk space.

Live Help:

When active you can chat one-to-one via Live Help on the web site or leave a message about any issues you are experiencing.



© Copyright 2004 Lorraine Hodgkinson – Herbs and Helpers. All rights reserved.
HERBS AND HELPERS | Lorraine Hodgkinson AHG MRCHM | 6, Butts Fold, Cockermouth, Cumbria, CA13 9HY. UK. | Tel: +44 (0) 1900 826392 | Text: 07761 489838 | Email: info@herbalmedicineuk.com