Inventory Management System RSS Inventory Control Unit Manual

Transcription

1 Inventory Management System RSS Inventory Control Unit Manual

2 Order Reservation Inventory Processing Branch Leader Order Confirmation Storage/Picking Quality Control (QC) Receiving/Shipping Transportation Unit Upload initial inventory file or Receive order from POD Is order electronic? No Key order Reserve order Print one copy of pick ticket Receive Vendor Managed Inventory (MI) Yes PT Record order # on log Info to Confirmation for Transportation label and note on log Place pick ticket in container Provide pick ticket to picker and note on log File original pick ticket and signed copy Create UPS label, input tracking number 5.1 PT Make adjustments if necessary or & mark shipped Print 2 copies of pick ticket and provide to QC/ Ship/Receive 6.1 PT Pick order noting qty on ticket Place pallet(s) and ticket in QC queue Correct discrepancies, if possible PT PT 3 PT PT Obtain UPS label from QC Check accuracy of order & attach UPS label Work with Picking Team Leader to correct mis-picks Provide pick ticket to Confirmation Provide order and pick tickets to UPS 2 PT Deliver order and return one signed pick ticket

3 TABLE OF CONTENTS 1 SIGN IN INSTRUCTIONS 3 2 GENERAL NAVIGATION TIPS 4 3 FILE TO UPLOAD A DATA FILE: TO VERIFY AND UPLOAD DATA FILE: TO ENTER VENDOR MANAGED INVENTORY: 8 4 INVENTORY AVAILABLE INVENTORY TO VERIFY INVENTORY IN THE APPLICATION: ADJUSTMENTS TO ADJUST INVENTORY DOWN TO ADJUST INVENTORY UP ORDER TO REVIEW OR MAKE CHANGES TO EXISTING ORDERS FROM PODS TO PROCESS AND SHIP ORDERS TO PODS AND TREATMENT SITES Reserve or Backorder the order Print Pick Ticket Ship an order TO CREATE A NEW ORDER FOR A POD 17 5 TRACK BY TRACKING NUMBER 18 6 REPORTS REPRINT PICK TICKET 20 7 ACRONYM LIST 21 Page 1 of 21

4 TABLE OF FIGURES Figure 1 Sign on Screen... 3 Figure 2: Navigation Tools... 4 Figure 3: Navigation tools continued... 5 Figure 4: Upload Data File Screen... 6 Figure 5: Verify & Map the Columns Screen... 7 Figure 6: Receive Inventory Screen... 8 Figure 7: Vendor Managed Inventory Screen... 8 Figure 8: Available Inventory Screen... 9 Figure 9: Adjustments Screen Figure 10: Adjust Up Inventory Figure 11: View Status Screen Figure 12: Order Summary Screen Figure 13: Order Shipment Processing Figure 14: Reserving an Order Screen Figure 15: Pick Ticket Figure 16: Shipping an Order Screen Figure 17: Reprint Pick Ticket Screen Page 2 of 21

5 1 Sign In Instructions 1. Enter assigned URL into web browser window 2. Enter your assigned user name 3. Enter your assigned password 4. Select Login Figure 1 Sign In Screen Page 3 of 21

6 2 General Navigation Tips Screen Title Calendar control button Hyperlink Navigation buttons Record Count HELP Button Figure 2: Navigation Tools The Screen Title is displayed on the upper left corner of each screen. The screen name is displayed on the lower right hand corner of each screen HELP button this displays a help menu with instructions for the specific screen Calendar button clicking on these buttons results in a calendar graphic Selecting a date in the calendar automatically enters the date in the correct format. Navigation Buttons are used to scroll through records Hyperlink - clicking on underlined text displays another screen or information related to the item Record Count Indicates the current records and the total number of records Page 4 of 21

7 Required field Look up button Back button Screen Name Figure 3: Navigation tools continued A red asterisk indicates a required field; information must be entered into these fields for the page to be saved The Back button on the page should be used to return to a previous page, not the back arrow in the web browser The Look up button brings up a list of items that should be used when entering data Page 5 of 21

8 3 FILE The Inventory Control Analyst receives and uploads the CDC Inventory file (from the TARU). If the file does not load properly, or if the IMS is unavailable or inoperable, the Inventory Control Analyst will follow the procedure Use of Excel Inventory Control Spreadsheet To upload a data file: From the Main Menu: 1. Select File, Upload data renders Upload data file screen (INFIL) Figure 4: Upload Data File Screen 2. Select Site (required field) 3. Select Browse, then point to the.txt file 4. Select Open 5. Select Upload, then the file should automatically upload into the application. If the screen returns with errors, then use the following function: To Verify and Upload data file: From Main Menu Select File, Verify & Upload Data renders the Verify & Upload data file screen (INIFVU) 1. Select Site (required field) 2. Select Browse, then point to the.txt file 3. Select Open 4. Select Upload Page 6 of 21

9 5. Returns the Verify & Map the Columns screen (INVFCM) 6. If necessary, map the columns 7. Select Upload Figure 5: Verify & Map the Columns Screen 8. Select Receive, returns the Receive Inventory screen (INIFMI) 9. Change any Item Location or receive Quantity if necessary 10. Select Submit 11. Returns the Files List screen (INLFIL) and notes the inventory is received successfully on the top left hand screen. Page 7 of 21

10 Figure 6: Receive Inventory Screen To enter Vendor Managed Inventory: The Inventory Control Analyst can enter Vendor Managed Inventory (VMI) into the IMS. From the Main Menu: 1. Select Inventory, Order, Receive Vendor Inventory- returns the Vendor managed Inventory screen (INIVMI) 2. Select Location from the drop down box (required field) Figure 7: Vendor Managed Inventory Screen Page 8 of 21

11 1. Enter Item information. Enter Item Code or select the Item Lookup icon and browse to the item 2. Click on the item number. The Package Size and Item name fields automatically populate 3. Note that Item Code, Quantity and Lot Number are required fields. N/A can be entered for Lot Number 4. If necessary, select Add Item for entering more than five (5) items at one time 5. Select Submit 4 INVENTORY 4.1 AVAILABLE INVENTORY To Verify Inventory in the application: From the Main Menu 1. Select Inventory, Available- Returns the Available Inventory screen (INLAVI) Figure 8: Available Inventory Screen Page 9 of 21

12 4.2 ADJUSTMENTS To Adjust Inventory Down Upon direction from the Inventory Process Branch Leader, the Inventory Control Analyst can make adjustments to the inventory in the case of spilled, lost or damaged goods. From the Main Menu 1. Select Inventory, Adjustments,- returns the Adjustments screen (INLAJD) 2. Click on Item Code hyperlink renders INIAJD 3. Select Type of Adjustment from drop down box (required field) 4. Enter Adjustment Date or select from Calendar (required field) 5. Enter Quantity Adjusted (required field) 6. Enter additional data 7. Select Adjust Figure 9: Adjustments Screen To Adjust Inventory Up From the Main Menu 1. Select Inventory, Adjustments,- returns the Adjustments screen (INLAJD) 2. Select the Inventory Adjust Up hyperlink at the upper right corner renders the Adjust Inventory Up screen (INIAJU) 3. Select the Adjustment Site (required field) Page 10 of 21

13 4. Enter or look up Item Code (required field) 5. Enter Adjustment Date or select from Calendar (required field) 6. Enter Quantity Adjusted (required field) 7. Enter additional data 8. Select Adjust Up Figure 10: Adjust Up Inventory 4.3 ORDER The Inventory control analyst will process orders requested from POD and Treatment Sites. Unless instructed otherwise, orders will be processed and shipped FIFO (First In First Out) To review or make changes to existing orders from PODs Depending on log-in credentials, the following View Status screen may render (INLORD) Or from the Main Menu 1. Select Inventory, Order, and Browse Page 11 of 21

14 Figure 11: View Status Screen Status field descriptions: Pending (Yellow Highlighting). These are orders have been created and saved, but not submitted. Submitted these are orders that have been placed by the PODS Cancelled orders that have been cancelled by the POD or RSS. Reserved These are orders that have been submitted by the PODs, and reserved by the RSS Inventory Unit to be filled. Picking These are orders that have been filled, and are awaiting QA checking before being shipped. Back Ordered (Red Highlighting) - These are orders that have been placed but are not available in the current inventory. Shipped (Green Highlighting) - These are orders where available inventory has been shipped. Shipped [Back Ordered] indicates an order of which a portion has been shipped, and inventory that was not available at the time of shipment has been back ordered. Page 12 of 21

15 Received These are orders that have been placed by PODs and/or Treatment Sites, filled and shipped by the RSS, and received by the PODs and/or Treatment Sites 2. Click on the Order Number hyperlink to bring up the Order Summary screen (INVOSM). The fields for Shipped Details, Received Details, and Back Order Details can be expanded by clicking the arrows on the right hand side of the field. Expand Arrows Figure 12: Order Summary Screen 3. Click on the Edit hyperlink- renders the Edit Order screen (INIJORD) 4. Enter or look up the Item Code the Quantity 5. Select add item if more than one item needs to be changed. The Edit function allows orders to be changed up until they are shipped 6. Select Save or 7. Select Submit 8. Select Ship Order To Process and Ship orders to PODs and Treatment Sites Reserve or Backorder the order Reserving the order freezes these items in the inventory. If the order is available in the current inventory, the order status changes to reserved. If the order or a Page 13 of 21

16 portion of the order is not available, the order can be backordered. The order may also be canceled. From the Main Menu 1. Select Inventory, Order, Ship returns the Order Shipment Processing screen (INLOSP) Reserve All Orders Figure 13: Order Shipment Processing To reserve all orders: 1. Select the Reserve All Orders button To reserve orders individually: 1. Select the Order number 2. Reserve Order hyperlink in the Process/Tracking Number(s) field 3. If item(s) available will return the Reserving An Order screen (INIROS) 4. Select Reserve order 5. Select OK in pop up box renders INISOSH, shows reserve status. 6. If not available, select Backorder 7. Select OK in pop-up window Page 14 of 21

17 Figure 14: Reserving an Order Screen Print Pick Ticket A pick ticket must be generated before an order can be picked and/or shipped: To print a pick ticket From the Main Menu 1. Select Inventory, Ship 2. Select the Ship Order hyperlink in the Process/Tracking Number(s) fieldreturns the Shipping an Order screen (INLOSH) 3. Select Print Pick Ticket 4. Pick Ticket is rendered in Adobe Acrobat Reader Page 15 of 21

18 Figure 15: Pick Ticket 5. Print pick ticket and Close Reader. 6. The status of the order changes to Picking Page 16 of 21

19 Ship an order From the Main Menu; Select Inventory, Ship 1. Select the Ship Order hyperlink in the Process/Tracking Number(s) fieldreturns the Shipping an Order screen (INLOSH) 2. Select OK in pop up box Figure 16: Shipping an Order Screen To create a new order for a POD The capability exists for the RSS to create on behalf of a POD, if, for example, a POD does not have internet access during the emergency, and needs to place an order via telephone. If the IMS is not available, the Inventory Control Analyst will use the SNS Item Request and Receipt Form (See Appendix). From the Main Menu 1. Select Inventory, Order, New- returns the Create Order screen (INIORD) 2. Select the Site (required field) 3. Select the Order From (required field). 4. Enter the item code, or select the item lookup and browse to the item. 5. Click on the item number. The Package Size and Item name fields automatically populate. Page 17 of 21

20 6. Enter the Quantity (required field) 7. If more than five (5) items are ordered, select Add Item 8. If you need to exit the screen prior to submitting the order, select Save 9. Select Submit to create the order Add item button Figure 17: Create Order Screen 5 TRACK BY The inventory control analyst will be able to enter UPS tracking numbers or scan barcodes into the application 5.1 Tracking Number Returns the Track Shipments screen (TRQTNU) Page 18 of 21

21 Figure 18: Track Shipments Screen 1. Enter the Tracking Number and select Track. 2. Returns the Tracking Inventory Screen (TRVTSU) Figure 19: Tracking Summary Screen Page 19 of 21

22 6 REPORTS 6.1 Reprint Pick Ticket Copies of Pick Tickets used in order processing are available through this report. From the Main Menu; 1. Select Reports, Reprint Pick Ticket, returns the Reprint Pick Ticket screen (RELPKT) 2. Select the Print hyperlink in the Pick Ticket field Figure 20: Reprint Pick Ticket Screen Page 20 of 21

23 7 Acronym List CDC ECC EP&R FHS FIFO HAN HDOC LHD MI OIM POD QA RSS SNS TARU TX UPS VDH VMI Centers for Disease Control and Prevention Emergency Coordination Center (VDH) Emergency Preparedness and Response Program (VDH) Family Health Services (VDH) First In First Out Health Alert Network Health Department Operations Center Local Health District Managed Inventory Office of Information Management (VDH) Point of Dispensing Quality Assurance Receipt, Stage and Store facility (warehouse) for SNS/MI Strategic National Stockpile Technical Assistance Response Unit Treatment Facility United Parcel Service Virginia Department of Health Vendor Managed Inventory Page 21 of 21