Supply Management Getting Started Guide. Product Name: Pharmaserv Release Version: General Release 6.3.0

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1 Product Name: Pharmaserv Release Version: General Release

2 Copyright 2013 McKesson Corporation and/or one of its subsidiaries. All Rights Reserved. This documentation is an unpublished work of McKesson Corporation and/or one of its subsidiaries, which may be used only in accordance with a license agreement with McKesson Corporation and/or one of its subsidiaries. Any unauthorized use, duplication, or disclosure is prohibited. McKesson Corporation and/or one of its subsidiaries assumes no responsibility or liability for any errors or inaccuracies that may appear in this documentation. Except as permitted by such license, no part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, recorded, or otherwise, without the prior written permission of McKesson Corporation and/or one of its subsidiaries. Any reference to company names in samples, procedures, or templates are for demonstration purposes only and are not intended to refer to any actual organization. ActiveX, Microsoft, Windows, Windows XP, Windows 7, and Windows Server 2003 are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners. Documentation Feedback We welcome your feedback. If you have comments or suggestions regarding our product online Help or user documentation (upgrade instructions, release notes, etc.), please e- mail us at [email protected] and type doc tech in the subject line. Please include the following information with your feedback: Product and version number (e.g., Pharmaserv Version 6.3.0) Document name and page numbers Topic title (for online Help) Brief description of content error (for example, inaccurate instructions, more detail needed, grammatical error, inaccurate sample graphic, etc.) Thank you for taking the time to help us improve our product. McKesson Corporation Page 2 of 57

3 Table of Contents Welcome to Supply Management... 4 Overview of EDI (Electronic Data Interchange)... 4 How This Guide Is Organized... 5 McKesson Pharmacy Systems Software Support Guidelines... 5 McKesson Printing Services... 6 Using Online Help... 6 Inventory Preferences and Imports... 7 Entering Import Preferences... 7 Entering McKesson Settings Preferences... 8 Entering Supplier and Product Numbers - Item Maintenance (Rx Processing) Entering Item Inventory Information Updating Reorder Point and Reorder Quantity Amounts Reorder Point (ROP) and Reorder Quantity (ROQ) Calculations ROP Calculation ROQ Calculation Importing Item Inventory Information Inventory Import File Specifications Importing Inventory Information Using a Handheld Device Using Supply Management Accessing the Select Purchase Order Window Select Purchase Order Window Creating an Order Adding an Item to an Order - Quick Item Entry Adding an Item to an Order - Item Lookup Sending a Purchase Order to a Supplier Sending a Purchase Order to McKesson Connect Finalizing Individual Purchase Order Line Items Finalizing a Purchase Order by Performing Manual Receipt of Goods Finalizing a Purchase Order by Performing Manual Receipt of Goods - Select Purchase Order Window Finalizing a Purchase Order by Performing Manual Receipt of Goods - Purchase Order Detail Window Creating a Return Clearing Inventory Counts Importing a Purchase Order Importing a Point-of-Sale Purchase Order AutoGenerating Purchase Orders Receiving Quantity Acknowledgments Receiving Invoice Acknowledgments Price Updates Supply Management Reports Printing a Report McKesson Corporation Page 3 of 57

4 Welcome to Supply Management McKesson Pharmacy Systems welcomes you to a growing number of pharmacies and other buying facilities that are using Pharmaserv Supply Management (PSM) to create orders and transmitting them to suppliers including McKesson, Cardinal, and AmerisourceBergen. Purchase orders are autogenerated or created manually. Items are added to the purchase order through a standard Item Lookup or through Quick Item Entry by entering a valid product number and quantity. Supply Management enables you to communicate electronically via EDI to send purchase orders formatted into a standard EDI file and receive purchase order status updates directly from the supplier via EDI 855 Order Acknowledgements and EDI 810 Invoices for each purchase order sent to the supplier. In addition, the standard EDI 832 Price Catalog can be sent to the Supply Management module by the supplier. Depending on the supplier, this EDI document updates either or both the AWP and acquisition price for items in the Pharmaserv database. Supply Management also enables you to communicate electronically (via non-edi) with McKesson to receive and send orders, receive order and acquisition price updates, and interface with McKesson Connect similar to Order Management functionality. Pharmaserv Point-of-Sale interface functionality is also available when using McKesson as a supplier. McKesson Connect is available when using McKesson as a supplier with non-edi communications. Pharmaserv Point-of-Sale is available when using McKesson as a supplier with both EDI and non-edi communications. You must use inventory tracking capabilities in Rx Processing (Quantity on Hand [QOH], Quantity on Order [QOO], Reorder Point [ROP], and Reorder Quantity [ROQ]) to autogenerate a purchase order for each supplier. Receipt of Goods or auto finalize options enable you to update your inventory based on the actual items delivered to your location. Purchase order, cost change, and exception reports are generated in Report Manager. An existing inventory report has been enhanced to include item status and availability information. NOTE: If you use EDI communications, your server and high speed Internet connection must be available 24 hours a day, seven days a week to send and receive EDI documents. An external facing static Internet Protocol (IP) address with an Internet Service Provider (ISP) is also needed. Modem connectivity is not supported. Contact your ISP for information on establishing a static IP address. Overview of EDI (Electronic Data Interchange) Electronic Data Interchange (EDI) is sending and receiving information using computer technology. Any standard business document that one company exchanges with another (e.g., a purchase order) can be exchanged via EDI between two trading partners (the business with which you are exchanging information) as long as both have made specific preparations. Supply Management enables you to create an order formatted into a standard EDI file for transmission to suppliers including McKesson, Cardinal, and AmerisourceBergen. EDI accounts cannot be activated instantly. In addition to specific hardware and communication requirements, certain procedures must be performed before exchanging EDI data with a trading partner. Contact McKesson Pharmacy Systems Support for more information about this feature. McKesson Corporation Page 4 of 57

5 How This Guide Is Organized This guide assumes that you are familiar with and are currently using Pharmaserv. If you are not, please refer to the Pharmaserv Getting Started Guide before using the Supply Management application. The Supply Management Getting Started Guide is organized as follows: Welcome to Supply Management provides an overview of the Supply Management application and other services offered by McKesson Pharmacy Systems including support and label supplies. Customizing Your System provides a checklist and overview of the steps that must be complete to customize your system before using Supply Management. Using Supply Management covers basic operations within the Supply Management application including creating and processing purchase orders, importing purchase orders, autogenerating purchase orders, and printing Supply Management reports. McKesson Pharmacy Systems Software Support Guidelines McKesson Pharmacy Systems provides software maintenance support which includes enhancements and new releases. You are responsible for following all backup procedures, care and handling of disks and CD-ROMs. In the event of loss or destruction of your data, having followed these procedures will ensure you have a complete and accurate backup of data, enabling you to continue processing without loss of information. It will also ensure that MPS can help resolve your situation. McKesson Pharmacy Systems will assume no responsibility for re-creating data destroyed by hardware malfunctions, operator misuse, or abuse. If you request additional software support services, such as file re-creation or other services not covered, we will provide the services within our reasonable capabilities and at our existing service rate. If you lose or corrupt everything on your system, MPS will restore your Pharmaserv system software and data, and the operating system. MPS is not responsible for restoring other software or data on your system. In addition, when MPS is performing maintenance via telephone to your system, no one should attempt to change disks, CD-ROMs, or tapes, or access the system unless specifically instructed to do so by MPS personnel. Using the system prior to MPS completing its work and/or without our knowledge can cause loss of data and programs. MPS will not be responsible for loss under any of the above conditions. McKesson Corporation Page 5 of 57

6 McKesson Printing Services MPS offers the convenience of ordering prescription labels and forms directly through McKesson Printing Services, a division of MPS. Since 1981, Printing Services has been committed to providing high quality products and services at competitive prices to pharmacies nationwide. McKesson Printing Services is a full service printing division. The in-house graphics department is available to assist you in designing labels and forms that incorporate your logo and unique business personality. The labels and forms are printed in-house at our Livonia, Michigan facility. To view label samples visit the McKesson Pharmacy Systems website at McKesson Printing Services has knowledgeable and courteous customer service representatives who are available to answer questions about their complete product line. Business hours are 8:30 a.m. to 5:00 p.m. Eastern, Monday through Friday, with voice mail available at any time. To talk to a representative, call , extension Using Online Help Online Help is a convenient way of looking up information without leaving your system. You can use the online Help at any time within the application. The Supply Management application provides context-sensitive Help, which means that you can read Help specific to the field or window which has focus. Or, you can use the Contents, Index, Search, or Favorites options to obtain information. There are several methods to access Help. You can open a Help menu and search for Help by using an Index, Contents, Search, or Favorites option, and you can use, Tab, and Window level Help from within the application. McKesson Corporation Page 6 of 57

7 Inventory Preferences and Imports Entering Import Preferences The Import preferences enable you to define inventory import options and to define the path and name for Purchase Order and Inventory import files. Complete the following procedures to enter import preferences. 1. Click the Imports tab on the Supply Management Preferences window. A window displays similar to the following: 2. Complete the following fields in the Inventory Import area: Add to and Replace options Indicate whether the existing inventory counts are added to or replaced by the download counts. Select the Add to option to add the downloaded counts to the Item File inventory counts. Select Replace to replace the Item File inventory counts with the downloaded counts. Dose and Package options The units by which the physical inventory quantities are downloaded to your computer. Select Dose if you want the physical inventory quantities treated as doses when downloaded to your computer. Doses are the units in which the item is normally dispensed. Select Package if you want the physical inventory quantities treated as packages when downloaded to your computer. Packages are the basic units in which the item is ordered. This is the default. McKesson Corporation Page 7 of 57

8 3. Complete the following fields in the Import Path area: Purchase Order Inventory Click and select the path to be used as the default location for the Purchase order import file. Click and select the path to be used as the default location for the inventory import file. 4. Complete the following field in the Handheld Device Settings area: Comm port Select the communications port from the drop-down list to use when the Telxon is connected to the system for inventory downloads. 5. Click OK or Apply to save your entries. Entering McKesson Settings Preferences The Entering McKesson preferences enable you to establish and maintain McKesson ordering preferences. Complete the following procedures to enter McKesson ordering preferences. 1. Click the McKesson Settings tab on the Supply Management Preferences window. A window displays similar to the following: 2. Complete the following fields in the Item area: Set Order Indicator to Do Not Order for Substituted Items Select this check box to set the Order Indicator field on the Inventory window (Item Maintenance - Rx Processing) to Do Not Order for any item substituted on an order. McKesson Corporation Page 8 of 57

9 Automatically Add Unknown Items to Pharmaserv when Acknowledgements are Processed Select this check box to use the Item Catalog functionality to add unknown items (Item Not Found) on an order when processing acknowledgements or invoices. 3. Complete the following field in the Auto Select Inventory Type area: Update Inventory for Items with Multiple Inventory Types Select the inventory type to assign to items when unknown acknowledgements or invoices are processed and the item exists in both the Pharmaserv and POS inventory. Select Manual to indicate you will assign the inventory type on the Purchase Order Detail window. This is the default. Select PServ to assign the item inventory type to Pharmaserv when the item exists in both inventory tables. Select POS to assign the item inventory type to POS inventory when the item exists in both inventory tables. 4. Complete the following fields in the Non-EDI Communications area: Customer Number Enter your primary McKesson account number. Server Name Enter the name of the server you use to send orders to McKesson. 5. Complete the following fields in the POS area: Enable POS Interface (check box) Select this check box to enable the manual and automatic import of Point-of-Sale purchase orders. POS Purchase Order Import Path Click and select the path to be used as the default location for the POS purchase order import file. This field is enabled only when the Enable POS Interface check box is selected. McKesson Corporation Page 9 of 57

10 6. Complete the following fields in the Automatic Updates area: Automatically Receive Acknowledgements and Maintenance Files Automatically Receive Acknowledgements when AutoGen is Initiated Alert for Open Orders Select this check box to automatically retrieve and process acknowledgment, invoice, and maintenance files. Supply Management checks for and retrieves all available acknowledgment and invoice files once every two hours. Supply Management checks for and retrieves all available maintenance files once per day. Select this check box to automatically retrieve and process acknowledgement and invoice files before beginning the AutoGen process. NOTE: Processing of these files may take several minutes. A message displays similar to the following: Updates are in process. AutoGen will begin once the update process is complete. Select this check box to display a warning message before running the AutoGen process that open orders exist. At that point you can cancel out of the process and finalize any open orders before starting the AutoGen process again. NOTE: Open orders are any orders with a status of Acknowledged, Invoiced, Received, or Multi-Status. This check box is enabled only when the Automatically Receive Acknowledgements when AutoGen is Initiated check box is selected. 7. Click OK or Apply to save your entries. McKesson Corporation Page 10 of 57

11 Entering Supplier and Product Numbers - Item Maintenance (Rx Processing) Supply Management can recognize an item for a specific supplier only if a supplier number has been established for the item. Complete the following procedures, if necessary, to enter supplier information for your items in Rx Processing. NOTE: If you have elected to receive price updates (EDI 832 files) from your supplier for Supply Management, these files can be used to load item numbers for that supplier in Item Maintenance. In Supply Management Purchase Order Preferences, if the Global Primary Supplier is set to your primary supplier and you ve selected the Set as Item Primary Supplier During Price Update option, then Supply Management will automatically add the supplier item number, select it as the primary supplier, and update the prices (acquisition, AWP, or both). If the Global Primary Supplier is not the supplier of the price update file (832 file), then Supply Management will automatically add the supplier product number to Rx Processing but will not mark the supplier as primary or update pricing. To manually add supplier and product numbers to Rx Processing: 1. Access the item for which you want to add supplier information and click the Inventory tool bar button on the Item Maintenance window. A window displays similar to the following: 2. Click Add to enter a new supplier for the item. A blank row displays in the Supplier area. 3. Click the Primary check box, if applicable, to indicate that this row contains the primary information for ordering purposes. Only one row can be identified as primary. If only one supplier exists it will be selected, by default, as primary. 4. Complete the following fields in the Supplier area. McKesson Corporation Page 11 of 57

12 Supplier Product Number Name of the item s supplier. Order number identifying the item to the supplier. 5. Repeat this process for each item for which you want to add supplier information. 6. Click Save. Entering Item Inventory Information Updated inventory information must be entered into the system for you to use the perpetual inventory function of Supply Management. Complete the following procedures to manually enter inventory information for your items in Rx Processing. NOTE: These procedures are not required if you do not plan on using the inventory features of Supply Management. 1. Access the item for which you want to add inventory information and click the Inventory tool bar button on the Item Maintenance window. A window displays similar to the following: 2. Enter information in the following fields in the Inventory Control area. Physical Qty (QOH) Reorder Qty The item's physical inventory. You can enter a decimal value to represent fractional packages on hand or packages that are decimal quantity. Amount of the item to reorder when the reorder point is reached or exceeded. McKesson Corporation Page 12 of 57

13 Reorder Point Quantity level at which to reorder the item. When inventory reaches or goes below this point, the item is automatically reordered. If 0 (zero) is entered in this field and the value entered in the Reorder Qty field is greater than 0, the item will automatically be reordered when its inventory reaches or falls below 0. Do Not Substitute (check box) Select this check box to indicate that the item should not be substituted for when included on a Supply Management order for the McKesson supplier when using non-edi communications. 3. Review the information in the Order Indicator field. NOTE: The following display-only fields in the ROP/ROQ Update area display information used when calculating ROP/ROQ values via the ROP/ROQ Update utility in Pharmaserv: Dispense History Days = Minimum Days Supply = Trending/Safety Stock = Last Update = Number of dispense history days used for the Reorder Point (ROP) and Reorder Quantity (ROQ) calculation. Minimum number of days supply for an item used for the ROP/ROQ calculation. The percentage used to increase or decrease the calculated ROP and ROQ. Date the ROP/ROQ Update utility updated the ROP and ROQ values. 4. Repeat this process for each item for which you want to add supplier information. 5. Click Save. Updating Reorder Point and Reorder Quantity Amounts NOTE: Using this feature is optional. The ROP/ROQ Update window enables you to calculate and set Reorder Point (ROP) and Reorder Quantity (ROQ) amounts for all or selected items. Any changes made to the ROP and ROQ values in this window update the corresponding fields for the item in the Inventory window in Rx Processing. This includes the dispense history days, minimum days supply, trending/safety stock values, and last update date. ROP and ROQ calculations are based on active dispenses. Inactive dispenses are not considered when calculating suggested ROP and ROQ values. Complete the following procedures to update ROP and ROQ amounts. McKesson Corporation Page 13 of 57

14 1. Click Utilities ROP/ROQ Update. The ROP/ROQ Update window displays similar to the following: 2. Click the Select the list of items button. The Item Lookup window displays similar to the following: McKesson Corporation Page 14 of 57

15 3. Enter search information in any of the following fields for the item you want to update: Name Strength Group Type Form Category NDC HRI UPC The name of the item on which to search. Enter as much as you know of the name to narrow the search. To include all item names in the search, leave this field blank. The strength or dosage of the item on which to search. To include all item strengths in the search, leave this field blank. The generic product identifier (GPI) on which to search. To search for items that match a generic product identifier (i.e., antacids, analgesics, sedatives), select a value from this drop-down list box. Values in the list correspond to Medi-Span GPI codes. To include all GPI groups in the search, leave this field blank. The type of item on which to search. To search for items by type (i.e., compound, over-the-counter, legend), select a value from this drop-down list box. To include all types in the search, leave this field blank. The item dosage form on which to search. To search for items based on their dosage form (i.e., capsule, table, cream), select a value from this drop-down list box. To include all dosage forms in the search, leave this field blank. The item category on which to search. To search for items by category (i.e., antibiotics, birth control, insulin), select a value from the drop-down list box. To include all item categories in the search, leave this field blank. The National Drug Code on which to search. To search for an item based on its NDC code, enter the NDC code in NNNNN-NNNN-NN format, where N is a digit. To include all NDC numbers in the search, leave this field blank. The Health Related ID (HRI) on which to search. To search for an item based on its HRI, enter as much as you know of the ID in this field. To include all HRIs in the search, leave this field blank. The Universal Product Code (UPC) on which to search. To search for an item based on its UPC, enter as much as you know of the code in this field. To include all UPCs in the search, leave this field blank. McKesson Corporation Page 15 of 57

16 Product # Mfr Dispense Days The supplier product number on which to search. To search for items by product supplier number, enter that number in this field. You must enter the complete number. To include all product numbers in the search, leave this field blank. The item manufacturer on which to search. To search for items by manufacturer, select a value from this drop-down list box. To include all manufacturers in the search, leave this field blank. Limits the search to items dispensed in the last X amount of days, where X can equal 1 through 60. If the field is left blank, all items are included in the search. 4. Click Retrieve. All matches found for the item display in a table at the bottom of the window, one item per line. 5. Select the items you want to update and click Select. You can select more than one item at a time. 6. Click Cancel to close the Item Lookup window. The ROP/ROQ Update window opens and displays the selected items in the unlabeled Items Selected table. The title bar of the table displays the number of items selected. The following information displays for the items selected: Update Name NDC Pkg Size Suggested ROP ROP ROP Last Update Suggested ROQ ROQ ROQ Last Update When selected, indicates this item will be included in the ROP/ROQ update. Name of the item. National Drug Code associated with the item. Package size of the item. The calculated reorder point for the item. This value is based on your input in the Inventory ROP/ROQ area at the bottom of the window and populates once the Calculate command button is invoked. Current reorder point of the item in units. Last date the reorder point was set using this utility. The calculated reorder quantity for the item. This value is based on your input in the Inventory ROP/ROQ area at the bottom of the window and populates once the Calculate command button is invoked. Current reorder quantity for the item in packages. Last date the reorder quantity was set using this utility. McKesson Corporation Page 16 of 57

17 7. Verify the Update check box is selected for each item in the Items Selected table that you want to update. 8. Complete the following fields in the Inventory ROP/ROQ Update area: Calculate ROP/ROQ based on the last_days of dispense history Minimum Days Supply Trending/Safety Stock _ % Enter the number of dispense history days (between 30 and 365; whole numbers only) to use for the ROP and ROQ calculation. The default is 90. This is a required field. Enter the minimum number of days supply (between 0 and 90; whole numbers only) for the item. The default is 1. This is a required field. Enter the percentage to increase or decrease the calculated ROP (between -100 and 100; negative or positive whole numbers only). 9. Click Calculate. Processing begins and a message displays at the bottom left of the window similar to the following: Please wait while ROP and ROQ values are calculated NOTE: See the next section Reorder Point (ROP) and Reorder Quantity (ROQ) Calculations for calculation details. The suggested ROP and ROQ values display for the selected items in the Items Selected table. NOTE: Click Clear ROP/ROQ to reset all suggested ROP and suggested ROQ values to 0.00 for the selected items in the Items Selected table. If you click Apply after clearing the values, the system updates all values to 0.00 for those items. 10. Click Print to print a report of all of the items in the Items Selected table. 11. To update the selected items with their suggested ROP/ROQ values, click Apply. A confirmation message displays. If you have chosen to exclude items from the update, an additional message displays. 12. Click Yes. The selected items are updated. When processing is complete a message displays at the bottom left of the window similar to the following: ROP and ROQ update complete. The Items Selected table is blank, enabling you to select additional items for updating. McKesson Corporation Page 17 of 57

18 Reorder Point (ROP) and Reorder Quantity (ROQ) Calculations Reorder Point (ROP) and Reorder Quantity (ROQ) values are calculated using the ROP Last Update and ROQ Last Update values in the ROP/ROQ Update window. ROP and ROQ calculations are calculated using units and the ROP and ROQ values and are stored as units in the database. No rounding is done until the ROP or ROQ calculation is complete. ROP Calculation ROP = (units dispensed in x days of history/x days) * minimum days supply + [(units dispensed in x days of history/x days * minimum days supply) * safety stock %] x = exact number of dispense history days from the Calculate ROP/ROQ based on the last _ days of dispense history field on the ROP/ROQ Update window. minimum days supply = the value entered in the Minimum days supply field on the ROP/ROQ Update window. safety stock % = the percent value entered in the Trending/Safety Stock _ % field on the ROP/ROQ Update window. The calculated ROP is rounded to three decimal places and displays in the Item Maintenance Inventory window in Rx Processing. ROQ Calculation ROQ = ROP/item package size, rounded to the next whole package size The ROQ value is the ROP (the value before rounding) rounded up to the next whole package size. McKesson Corporation Page 18 of 57

19 Importing Item Inventory Information You can import an inventory file composed in another program and import it into Supply Management. The valid file format is.csv with specific fields defined. Complete the following procedures to import an inventory file. NOTE: A template is available to assist you in creating an inventory file independent of Supply Management. The Inventory Import Spreadsheet.xls file is located in the Imports directory on the System drive. See the topic Inventory Import Spreadsheet Specifications in online Help for more information. 1. Select Supply Management Imports Inventory from the menu bar. A window displays similar to the following: NOTE: The Inventory Import window automatically displays when an import file exists in the Import Path specified on the Imports tab - Supply Management Preferences window, and you click the Supply Management button or Supply Management Ordering from the menu bar. When the Inventory Import window displays this way, you cannot edit the Inventory Import Path field or select a new path. 2. Change any of the information for the inventory file, as necessary: Pharmaserv and POS options Indicate the inventory type to update with the import. Select Pharmaserv to indicate the Pharmaserv inventory will be updated with the import information (file or download). Select POS to indicate the POS inventory will be updated with the import information (file or download). McKesson Corporation Page 19 of 57

20 File and Handheld Device options Indicate the location of the inventory for import. Select File to indicate the import will be a text file (inventory.csv). This is the default. Select Handheld Device to indicate the import will be downloaded from a handheld device (for example, a Telxon). Add to and Replace options Dose and Package options Inventory Import Path Indicate whether the existing inventory counts are added to or replaced by the download counts. Select the Add to option to add the downloaded counts to the Item File inventory counts. Select Replace to replace the Item File inventory counts with the downloaded counts. The units by which the physical inventory quantities are downloaded to your computer. Select Dose if you want the physical inventory quantities to be treated as doses when downloaded to your computer. Doses are the units in which the item is normally dispensed. Select Package if you want the physical inventory quantities to be treated as packages when downloaded to your computer. Packages are the basic units in which the item is ordered. This is the default. NOTE: If the inventory import file contains either a D (Dose) or P (Package) indicator, the information in the file overwrites your selection here. Click and select the path to be used as the location for the inventory import file. NOTE: Clicking the next to the Inventory Import Path field enables you to browse through your directories. Navigate through the directories until you locate the import file (inventory.csv). Then select the file and click the Open command button. 3. Click Import. Processing begins and a series of messages briefly display. If an item is not found in the Item file or if an invalid quantity, NDC, or product number is detected, a message displays similar to the following: Exceptions have occurred during the import process. Do you want to view the report? 4. Click Yes to display the Report Viewer window. You can print, view, or export the exception report. When you are done, click the Close button at the top right corner of the Report Viewer window to close the window. - Or - Click No if you do not want to view the report. McKesson Corporation Page 20 of 57

21 A message displays similar to the following: Inventory file has been successfully imported. 5. Click OK to close the message window. The inventory amounts in the Item file now reflect the amounts imported from the inventory import file. Inventory Import File Specifications The Inventory.csv file contains one item per line with the fields separated by a comma (comma delimited). Information in one of the following three fields is required: Supplier Product #, NDC, or UPC. The comma is required for the optional field when the subsequent field is blank. Following is an example of a valid file layout: McKesson, , ,,Tylenol, ,D, ,1 Supplier Name Supplier Product # NDC UPC Quantity on-hand Dose/Package Indicator Specification Forty-character name of a supplier. This name must match a supplier name previously entered through the Ordering Accounts tab on the Supply Management Preferences window in Supply Management. This field is required if you are only importing a product number. Up to a 15-character product number associated with the item. This field is optional. Eleven-digit National Drug Code without dashes. This field is optional. Eleven-digit Universal Product Code without dashes. This field is optional. Forty-character description of the item. This field is optional. Up to a 10-digit (including three decimal places) quantity of the item. If this quantity is to be adjusted from the on hand quantity, this number will be negative. If this quantity is to be added to the on hand quantity, this number will be positive. This field is optional. One-character item quantity code. D - Dose P - Package This field is optional. Reorder Point Reorder Quantity Up to a 10-digit (including three decimal places) inventory level at which to reorder the item. This field is optional. Up to a seven-digit quantity of the item to be ordered when the quantity on hand is equal to or less that the reorder point. This field is optional. McKesson Corporation Page 21 of 57

22 Data Type Length Supplier Name AN 40 Supplier Product Number AN 15 NDC AN 11 UPC AN 13 AN 40 Quantity on-hand N (N7.N3) 10 Dose/Package Indicator A 1 Reorder Point N (N7.N3) 10 Reorder Quantity N 7 Importing Inventory Information Using a Handheld Device You can import information into Supply Management for McKesson items when the supplier is McKesson using a handheld device (for example, a Telxon). 1. Select Supply Management Imports Inventory from the menu bar. A window displays similar to the following: NOTE: The Inventory Import window automatically displays when an import file exists in the Import Path specified on the Imports tab - Supply Management Preferences window, and you click the Supply Management button or Supply Management Ordering from the menu bar. When the Inventory Import window displays this way, you cannot edit the Inventory Import Path field or select a new path. 2. Select the inventory type (Pharmaserv or POS) from the Inventory Type area. 3. Select the Handheld Device option from the Import From area. If you selected POS in the Inventory Type area, the Handheld Device option is automatically selected. 4. Change any of the information in the Inventory Import area, if applicable. McKesson Corporation Page 22 of 57

23 5. Click Import. Processing begins and a series of messages briefly display. If an item is not found in the Item file or if an invalid quantity, NDC, or product number is detected, a message displays similar to the following: Exceptions have occurred during the import process. Do you want to view the report? 6. Click Yes to display the Report Viewer window. You can print, view, or export the exception report. When you are done, click the Close button at the top right corner of the Report Viewer window to close the window. - Or - Click No if you do not want to view the report. For POS imports, a message displays similar to the following: ddhhmmss.tel has been created in C:\posexe\Input In the file name, dd= day, hh = hour, mm = minutes, and ss = seconds 7. Click OK to close the message window. The inventory amounts in the Item file now reflect the amounts imported from the handheld device. McKesson Corporation Page 23 of 57

24 Using Supply Management Supply Management is designed to make ordering from your supplier a user-friendly experience. This section explains the following functions: Accessing the Select Purchase Order Window Creating an order o o o Adding an item to an order - Quick Item Entry Adding an item to an order - Item Lookup Sending a purchase order to a supplier Finalizing a purchase order by performing manual receipt of goods o o Creating a return Select Purchase Order Window Purchase Order Detail Window Clearing inventory counts Importing a purchase order Autogenerating an order Receiving Invoice Acknowledgements Receiving Quantity Acknowledgments Supply Management Reports Printing a Report Accessing the Select Purchase Order Window Supply Management enables you to create an order with all the items you need to purchase for your facility. To create an order, click Ordering from the Supply Management menu or click the Supply Management toolbar button Purchase Order window displays similar to the following:. The Select McKesson Corporation Page 24 of 57

25 Select Purchase Order Window The Select Purchase Order window enables you to add, change, or delete purchase orders, templates, or returns. You can also use this window to copy or combine purchase orders or templates and to copy returns. When you access the Select Purchase Order window, it will be blank. Use the fields in the Criteria area at the top of the window to enter filter information for retrieving purchase orders, templates, or returns. The bottom of the window contains the Purchase Order table displaying each purchase order, template, or return retrieved; one purchase order, template, or return per line. The following fields display in the Criteria area: Supplier Account PO # The supplier associated with the purchase order, template, or return for which you are searching. Only suppliers established in Business Maintenance in Rx Processing are available for selection. The account associated with the purchase order, template, or return for which you are searching. The unique identifier which distinguishes the purchase order. When searching for an existing purchase order, you can enter either a partial or the full purchase order number. Inv Type Status The type of inventory order (PServ for Rx Processing, POS for Point-of-Sale, or Unknown) you have created. The Status (Acknowledged, Exception, Failed, Finalized, Invoiced, McK Review, Multi-Status, Not Sent, Pending, Received, Sent, or Verified) of the purchase order. NOTE: A purchase order is assigned the status of Multi- Status when it consists of line items with more than one status (e.g., Acknowledged, Invoiced, Received, or Finalized). Purchase orders with this status cannot be combined with other purchase orders and cannot be sent or resent to the supplier. In addition, items cannot be added to or deleted from the purchase order and item order quantities cannot be changed. Create Date The date the purchase order, template, or return was created. Clicking Retrieve populates the Purchase Order table at the bottom of the window with purchase orders, templates, or returns matching the filter information entered in these fields; one purchase order, template, or return per line. Purchase orders are sorted by current date in descending order. The following display-only fields display in the Purchase Order table: Supplier Account Account Name The name of the supplier associated with the purchase order. The account associated with the purchase order. The name of the account associated with the purchase order. McKesson Corporation Page 25 of 57

26 PO Number Status Source Inv Type PO Type Narcotic Item Count Total Price Create Date Send Date Modify User ID Modify Date The identifier which uniquely distinguishes the purchase order. The Status (Acknowledged, Exception, Failed, Finalized, Invoiced, McK Review, Multi-Status, Not Sent, Pending, Received, Sent, or Verified) of the purchase order. NOTE: A purchase order is assigned the status of Multi- Status when it consists of line items with more than one status (e.g., Acknowledged, Invoiced, Received, or Finalized). Purchase orders with this status cannot be combined with other purchase orders and cannot be sent or resent to the supplier. In addition, items cannot be added to or deleted from the purchase order and item order quantities cannot be changed. Method used to create the purchase order (Manual, Copied, Autogenerated, Combined, Import, or Unknown). The type of inventory order (PServ for Rx Processing, POS for Point-of-Sale, or Unknown). The POS and Unknown options are available only if you have selected the Enable POS Interface option on the McKesson Settings tab Supply Management Preferences window. The type of purchase order (Order, Template, or Return). A check mark displays in this box if narcotics are on the purchase order. The total number of items on the purchase order. The total sum of all line items on the purchase order. If the purchase order has been invoiced, the total price calculation is based on the invoice dollar for each item. If the purchase order has not been invoiced, the total price calculation is based on the acquisition cost. Date and time the purchase order was created. Date and time the purchase order was sent for processing. Login of the person who last modified the purchase order. When EDI orders are sent or received, this field displays a system generated login based on where the system is in processing the order. Date and time the purchase order was last modified. McKesson Corporation Page 26 of 57

27 Creating an Order Complete the following procedures to create an order. 1. Click New on the Select Purchase Order window The Purchase Order Detail window displays similar to the following: The Purchase Order Detail window enables you to add, change, or delete items on the purchase order or template. 2. To create an order, complete the following required fields at the top of the Purchase Order Detail window: Supplier Account The supplier for which you are creating the purchase order. This field defaults to the supplier associated with the default ordering account when creating a new order. The account for which you are creating the purchase order. This field defaults to the ordering account selected as the default on the Ordering Account tab in the Preferences window. McKesson Corporation Page 27 of 57

28 PO # PO Type A new identifier which uniquely distinguishes the purchase order. If you are creating an EDI order, the number can be up to 18 alphanumeric characters plus a two digit sequence number. NOTE: The two digit sequence number is automatically added to the purchase order if one is not entered. This number can be modified before the purchase order is saved but the number must be unique. (This field defaults to the number entered in the PO Number field on the Purchase Order tab in the Preferences window when using the Standard method for creating the purchase order number.) If you are creating a non-edi order for McKesson, the number can be up to 10 alphanumeric characters. By default a date/time stamp order number displays and can be edited to a unique order number. NOTE: Sequence numbers are not used for non-edi McKesson orders. This field is unavailable for editing when creating non-edi orders (based on the Customer Number in the McKesson Settings tab in the Preferences window). You cannot enter special characters (for #, or &) or spaces in the PO number field. The type (Order, Template, or Return) of the purchase order. The top of the Purchase Order Detail window also contains the following displayonly fields: Narcotic A check mark displays in this box if narcotics are on the purchase order. This box is blank if narcotics are not on the purchase order. # of Items Displays the number of line items on the purchase order. Inv Type Displays the type of inventory order (PServ for Rx Processing, POS for Point-of-Sale, or Unknown) you are creating. McKesson Corporation Page 28 of 57

29 Status Total Price Source Create Date Sent Date Displays the Status (Acknowledged, Exception, Failed, Finalized, Invoiced, Multi-Status, Not Sent, Pending, Received, Sent, or Verified) of the purchase order. NOTE: A purchase order is assigned the status of Multi-Status when it consists of line items with more than one status (e.g., Acknowledged, Invoiced, Received, or Finalized). Purchase orders with this status cannot be combined with other purchase orders and cannot be sent or resent to the supplier. In addition, items cannot be added or deleted from the purchase order and item order quantities cannot be changed. Displays the sum of all line items on the purchase order. If the purchase order has been invoiced, the total price calculation is based on the extended invoice dollar for each item. If the purchase order has not been invoiced, the total price calculation is based on the acquisition cost Displays the method (Manual, Copied, Autogenerated, Combined, Import, or Unknown) used to create the purchase order. Displays the date and time the purchase order was created. Displays the date and time the purchase order was sent for processing. The bottom of the window contains a table displaying each item on the purchase order; one item per line. The following information displays for each item: Line # Inactive Line number of the item on the purchase order or template. A check mark displays in this box if this item is inactive. This box is blank if this item is active. McKesson Corporation Page 29 of 57

30 Do Not Sub A check mark displays in this box if no substitutions are allowed for the item. This box is blank if substitutions are allowed for the item. NOTES: This field is editable only when the purchase order has a status of Not Sent. This field displays only when using non-edi communications with McKesson as the supplier. This option can be set for the item on the Item Inventory window in Rx Processing. Preferred Status A check mark displays in this box if this item is preferred. This box is blank if this item is not preferred. Displays the status of the item. Acknowledged - A purchase order Acknowledgement file was accepted and processed for this item. Exception - The order status when the order number was changed due to duplication in McKesson Connect and the updated order number already exists in Supply Management. Finalized - The item has been finalized and inventory has been updated. No further edits can be made. Invoiced - An Invoice file was accepted and processed for this item. McK Review The order has been sent to McKesson Connect. Not Sent - The purchase order containing this item has not been sent or has failed. Pending - The purchase order containing this item has been sent and is waiting verification. Received - The item was received and inventory has not been updated. Sent - The purchase order containing this item has been sent or verified. Verified - The transmission containing this item was received and approved by the supplier. NDC Name Displays the 11-digit National Drug Code assigned by the manufacturer under format guidelines set by the National Pharmacy Association. Displays the name of the item. McKesson Corporation Page 30 of 57

31 Product # Ord Qty ACQ EXT Strength Form Narcotic Pkg Mfr ROP ROQ QOH Avail Qty AWP Ack Date Ack Qty Inv # Inv Date Displays the product number in the format used by the supplier to assign product numbers. Product numbers displaying in red indicate the item has been added more than once to the purchase order. You can modify the quantity accordingly in the Ord Qty field. The amount of the item on the order. This field is required but defaults to one. Displays the acquisition cost of the item. Displays the extended dollar amount for the item. This is the price paid for the item multiplied by the quantity ordered. Displays the dosage strength of the item. Displays the form in which the item is dispensed (e.g., T - tablet, C - capsule, etc.). A check mark displays in this box if this item is a narcotic. This box is blank if this item is not a narcotic. Displays the metric size of the package for the item. Displays the name of the company that manufactures the item. Displays the inventory level (Reorder Point) at which the item should be reordered. Displays the amount of the item, in doses, to order when the inventory level is less than the Reorder Point (ROP). Displays the number of items in your inventory (Quantity On Hand) at the time the purchase order was created. Displays the amount of the item available for dispensing at the time the purchase order was created. Displays the average wholesale price of the item. Displays the date the purchase order was acknowledged. Displays the amount that the distribution center has allocated (acknowledged quantity) for the item that was ordered. Displays the number assigned to the invoice. Displays the date the invoice was processed. McKesson Corporation Page 31 of 57

32 Inv Qty Inv $ Ext Inv $ Rec Date Rec Qty Inventory Type Displays the amount of the item invoiced by the supplier. Displays the purchase price of the item on the invoice. Displays the quantity invoiced multiplied by the purchase price. Displays the date the purchase order was received. The amount of the item received. Displays the inventory type (PServ, POS, or unknown). This field is editable only when it is blank. Finalize (check box) Finalized Date Finalized By Select this check box to indicate you want to finalize the line item. Displays the date the item was finalized. Displays Autofinalized if the item was finalized automatically. Displays the User ID of the user if the item was finalized manually. McKesson Corporation Page 32 of 57

33 Adding an Item to an Order - Quick Item Entry Complete the following procedures to add an item to an order when you know the item number. 1. Click Quick Entry. The Quick Item Entry window displays similar to the following: 2. Complete the following fields on the Quick Item Entry window: Product # The product number in the format used by the supplier to assign product numbers. This is the format selected in the Prod # Format field on the Ordering Accounts tab - Supply Management Preferences window. Quantity The amount of the item you want to order. 3. Click Add to Order to close the Quick Item Entry window and add the items to the purchase order on the Purchase Order Detail window. 4. Click Save to save the purchase order. McKesson Corporation Page 33 of 57

34 Adding an Item to an Order - Item Lookup Complete the following procedures to order an item when you do not know the item number. 1. Click Add Item. The Supply Management Item Lookup window displays similar to the following: 2. Enter search information in any of the following fields: Name Strength Group Type The name of the item on which to search. Enter as much as you know of the name to narrow the search. To include all item names in the search, leave this field blank. The strength or dosage of the item on which to search. To include all item strengths in the search, leave this field blank. The generic product identifier (GPI) on which to search. To search for items that match a generic product identifier (i.e., antacids, analgesics, sedatives), select a value from this drop-down list box. Values in the list correspond to Medi-Span GPI codes. To include all GPI groups in the search, leave this field blank. The type of item on which to search. To search for items by type (i.e., compound, over-the-counter, legend), select a value from this drop-down list box. To include all types in the search, leave this field blank. McKesson Corporation Page 34 of 57

35 Form Category NDC HRI UPC Product # Supplier Mfr Dispense Days The item dosage form on which to search. To search for items based on their dosage form (i.e., capsule, table, cream), select a value from this drop-down list box. To include all dosage forms in the search, leave this field blank. The item category on which to search. To search for items by category (i.e., antibiotics, birth control, insulin), select a value from the drop-down list box. To include all item categories in the search, leave this field blank. The National Drug Code on which to search. To search for an item based on its NDC code, enter the NDC code in NNNNN-NNNN-NN format, where N is a digit. To include all NDC numbers in the search, leave this field blank. The Health Related ID (HRI) on which to search. To search for an item based on its HRI, enter as much as you know of the ID in this field. To include all HRIs in the search, leave this field blank. The Universal Product Code (UPC) on which to search. To search for an item based on its UPC, enter as much as you know of the code in this field. To include all UPCs in the search, leave this field blank. The supplier product number on which to search. To search for items by product supplier number, enter that number in this field. You must enter the complete number. To include all product numbers in the search, leave this field blank. Display-only. Displays the supplier selected in the Purchase Order Detail window. The item manufacturer on which to search. To search for items by manufacturer, select a value from this drop-down list box. To include all manufacturers in the search, leave this field blank. Limits the search to items dispensed in the last X amount of days, where X can equal 1 through 60. If the field is left blank, all items are included in the search. 3. Click Retrieve. All matches found for the item display in the search results area in a table that lists items that match the search criteria submitted. The item name, strength, form, quantity on hand, NDC, package size, manufacturer, average wholesale price, and acquisition cost display in the search results table for each matching item. The number of matching items displays above the table. McKesson Corporation Page 35 of 57

36 4. Once you have retrieved a list of items, select one or more rows in the table and click Select to add the item to the Purchase Order Detail window. 5. Click Cancel to close the Supply Management Item Lookup window. The Purchase Order Detail window displays. 6. Enter the amount for the added item in the Ord Qty field. 7. Click Save to save the purchase order. Sending a Purchase Order to a Supplier Once you have created a purchase order and finished adding items, you can send the order. Complete the following procedures to send a purchase order to a supplier. 1. Click the Supply Management toolbar button or click Supply Management Ordering from the menu bar. The Select Purchase Order window displays. NOTE: When an import file (Purchase Order or Inventory) exists in the Import Path specified on the Imports tab - Supply Management Preferences window, the applicable import window displays when you click the Supply Management button or Supply Management Ordering from the menu bar. 2. Enter search information in any of the following fields in the Criteria area for the purchase order you want to find: Supplier, Account, PO #, Inv Type, Status, and Create Date. 3. Click Retrieve. Every purchase order, template, and return in your system matching the criteria you entered displays in a table at the bottom of the Select Purchase Order window, one purchase order, template, or return to a line, similar to the following: 4. Select each line with a purchase order that you want to transmit. To move lines up and down and left and right in the Purchase Order table, use the scroll bars. McKesson Corporation Page 36 of 57

37 5. Click Send. Pending displays in the Status column for each purchase order sent. Upon verification that the transmission was received by the supplier, the status of the purchase order changes to Sent. Once the purchase order is approved by the supplier, the status changes to Verified. When the Acknowledgment is received from the supplier, the purchase order status is updated to Acknowledged. When the Invoice is received from the supplier, the purchase order status is updated to Invoiced or Finalized (based on your selection in Preferences). The status changes to Multi-Status if an item on the purchase order is not Acknowledged, Invoiced, Received, or Finalized. NOTE: For purchase orders with a status of Failed, you can copy an existing purchase order to a new purchase order and then send the copied order. Refer to the online Help topic Copying an Existing Purchase Order to a New Purchase Order for complete instructions. If you are using the inventory feature you should delete the Failed purchase order to adjust your quantity on-order level. Sending a Purchase Order to McKesson Connect If you are using non-edi communications to send orders to McKesson, you can send the order to McKesson Connect for review. The order can then be submitted from McKesson Connect for fulfillment. Complete the following procedures to send a purchase order to McKesson Connect: 1. Click the Supply Management toolbar button or click Supply Management Ordering from the menu bar. The Select Purchase Order window displays. NOTE: When an import file (Purchase Order or Inventory) exists in the Import Path specified on the Imports tab - Supply Management Preferences window, the applicable import window displays when you click the Supply Management button or Supply Management Ordering from the menu bar. 2. Enter search information in any of the following fields in the Criteria area for the purchase order you want to find: Supplier, Account, PO #, Inv Type, Status, and Create Date. McKesson Corporation Page 37 of 57

38 3. Click Retrieve. Every purchase order, template, and return in your system matching the criteria you entered displays in a table at the bottom of the Select Purchase Order window, one purchase order, template, or return to a line, similar to the following: 4. Select each line with a purchase order that you want to transmit. To move lines up and down and left and right in the Purchase Order table, use the scroll bars. 5. Click McK Review. Pending displays in the Status column for each purchase order sent. Upon verification that the transmission was received by McKesson Connect, the status of the purchase order changes to McK Review. Purchase orders in this status cannot be deleted. The purchase order can be reviewed and sent to McKesson from McKesson Connect. NOTE: To avoid any disconnects in the processing of acknowledgements and invoices, you should not change the purchase order number of this purchase order in McKesson Connect. Once purchase orders are sent to McKesson Connect they cannot be sent to McKesson from Supply Management. When the Acknowledgment is received from the supplier, the purchase order status is updated to Acknowledged. When the Invoice is received from the supplier, the purchase order status is updated to Invoiced or Finalized (based on your selection in Preferences). The status changes to Multi-Status if an item on the purchase order is not Acknowledged, Invoiced, Received, or Finalized. NOTE: For purchase orders with a status of Failed, you can copy an existing purchase order to a new purchase order and then send the copied order. Refer to the online Help topic Copying an Existing Purchase Order to a New Purchase Order for complete instructions. If you are using the inventory feature you should delete the Failed purchase order to adjust your quantity on-order level. McKesson Corporation Page 38 of 57

39 Finalizing Individual Purchase Order Line Items Finalization of one or more line items commits the received goods to inventory by changing inventory quantities and the status of the purchase order line items selected for finalization without changing the status or inventory levels for the remaining items. The purchase order status does not change to Finalized until all line items are finalized. Line item finalization is available regardless of the purchase order finalization preference selected on the Purchase Order tab on the Supply Management Preferences window. In some instances you may be required to manually receive and finalize line items when the automatic finalize (Invoice is Received) preference is selected. This is because the quantities invoiced differ from the acknowledged quantities and user verification of the actual received quantity is required to finalize the line item and ultimately, the purchase order. Complete the following procedures to finalize an individual purchase order line item: 1. Click the Supply Management toolbar button or click Supply Management Ordering from the menu bar. The Select Purchase Order window displays. 2. Enter search information in any of the following fields in the Criteria area for the purchase order you want to find: Supplier, Account, PO #, Inv Type, Status, and Create Date. 3. Click Retrieve. Every purchase order and template in your system matching the criteria you entered displays in a table at the bottom of the Select Purchase Order window, one purchase order or template to a line. 4. Select the purchase order for which you want to finalize line items. To move lines up and down and left and right in the table, use the scroll bars. 5. Click Edit. The Purchase Order Detail window displays. Enter the amount of the item you received in the Rec Qty column for each item each item on the purchase order that does not have a received quantity. NOTE: To copy the last updated quantity amount (ordered, acknowledged, or invoiced) to the Rec Qty column for all items, click the Move All Qty command button. A message displays similar to the following: This option will copy the last updated quantity (ordered, acknowledged, or invoiced) to the received quantity amount for all items that do not have an entry in the received quantity column. Do you want to continue? Click Yes to continue. 7. Select the Finalize check box for each item you want to finalize. 8. Click Finalize Lines. A confirmation message displays similar to the following: Finalize the line item(s). Are you sure? 9. Click OK. If you have not entered received quantities for any items you have selected to finalize, a message displays similar to the following: Some item(s) have not been received. These items will be autoreceived, using the last updated quantity, if you choose to finalize these item(s). Do you wish to finalize these items? McKesson Corporation Page 39 of 57

40 10. Click Yes. The status for the purchase order line changes to Finalized. The Finalized Date column displays the current date. The Finalized By column displays either the name of the user that finalized the line item or displays Autofinalized if the line item was finalized by the application during invoice processing. All received quantities are moved to the inventory updating the Quantity on Hand value. Any outstanding Quantity on Order values for this purchase order are removed. NOTE: Line item finalization information (Finalized Date and Finalized By) and inventory information will not change if additional line items or the purchase order is finalized. Finalizing a Purchase Order by Performing Manual Receipt of Goods Finalization of a purchase order commits the received goods to inventory by changing inventory quantities and the status of the purchase order. Finalizing a purchase order decreases the quantity on order and increases the quantity on hand for each inventory item on the purchase order. You can finalize a purchase order by manually entering the amount of an item you received. This process is called Receipt of Goods. You can perform this process from either the Select Purchase Order window or the Purchase Order Detail window. NOTE: Finalizing a purchase order will not update line item or inventory information previously finalized. Finalizing a Purchase Order by Performing Manual Receipt of Goods - Select Purchase Order Window Complete the following procedures to finalize a purchase order by performing manual receipt of goods using the Select Purchase Order window. 1. Click the Supply Management toolbar button or click Supply Management EDI Ordering from the menu bar. The Select Purchase Order window displays. 2. Enter search information in any of the following fields in the Criteria area for the purchase order you want to find: Supplier, Account, PO #, Inv Type, Status, and Create Date. 3. Click Retrieve. Every purchase order and template in your system matching the criteria you entered displays in a table at the bottom of the Select Purchase Order window, one purchase order or template to a line. 4. Select the purchase order for which you want to finalize. To move lines up and down and left and right in the table, use the scroll bars. 5. Click Finalize. A message displays similar to the following: Finalize the selected purchase order(s). Are you sure? 6. Click OK. If you have not received some of the items on this order, a message displays similar to the following: Some items on this purchase order have not been received. These items will be auto-received, using the last updated quantity, if you choose to finalize this order. Do you wish to finalize this order? 7. Click Yes. The status of the purchase order changes to Finalized. All received quantities are moved to inventory updating the Quantity on Hand (QOH) value. McKesson Corporation Page 40 of 57

41 Finalizing a Purchase Order by Performing Manual Receipt of Goods - Purchase Order Detail Window Complete the following procedures to finalize a purchase order by performing manual receipt of goods using the Purchase Order Detail window. 1. Click the Supply Management toolbar button or click Supply Management Ordering from the menu bar. The Select Purchase Order window displays. 2. Enter search information in any of the following fields in the Criteria area for the purchase order you want to find: Supplier, Account, PO #, Inv Type, Status, and Create Date. 3. Click Retrieve. Every purchase order and template in your system matching the criteria you entered displays in a table at the bottom of the Select Purchase Order window, one purchase order or template to a line. 4. Select the purchase order for which you want to enter receipt of goods. To move lines up and down and left and right in the table, use the scroll bars. 5. Click Edit. The Purchase Order Detail window displays. 6. Enter the amount of the item you received in the Rec Qty column for each item on the purchase order that does not have a received quantity. NOTE: To copy the last updated quantity amount (ordered, acknowledged, or invoiced) to the Rec Qty column for all items, click the Move All Qty command button. A message displays similar to the following: This option will copy the last updated quantity (ordered, acknowledged, or invoiced) to the received quantity amount for all items that do not have an entry in the received quantity column. Do you want to continue? Click Yes to continue. 7. Click Save. The status of the purchase order changes to Received. 8. Click Finalize PO. A message displays similar to the following: Finalize the selected purchase order(s). Are you sure? 9. Click OK. The status of the purchase order changes to Finalized. All received quantities are moved to inventory updating the Quantity on Hand (QOH) value. 10. Click Cancel to return to the Select Purchase Order window. McKesson Corporation Page 41 of 57

42 Creating a Return You can create a return and add items to that return. Complete the following procedures to create a return. NOTE: Returns are not transmitted but can be used to record returned items and decrement inventory. 1. Click the Supply Management toolbar button or click Supply Management Ordering from the menu bar. The Select Purchase Order window displays. 2. Click New on the Select Purchase Order window. The Purchase Order Detail window displays. 3. Select the Return option from the PO Type drop-down list box. The Return Detail window displays similar to the following: 4. To create a return, complete the following required fields at the top of the Return Detail window: Supplier The supplier for which you are creating the return. This field defaults to the supplier associated with the default ordering account when creating a new return. McKesson Corporation Page 42 of 57

43 Return # Account A new identifier which uniquely distinguishes the return. The number can be up to 18 alphanumeric characters plus a two digit sequence number. You cannot enter special characters (for #, or &) or spaces in this field. NOTE: The two digit sequence number is automatically added to the return if one is not entered. This number can be modified before the return is saved but the number must be unique. The account for which you are creating the return. This field defaults to the ordering account selected as the default on the Ordering Account tab in the Preferences window. The top of the Purchase Order Detail window also contains the following displayonly fields: Narcotic A check mark displays in this box if narcotics are on the return. This box is blank if narcotics are not on the return. # of Items Displays the number of line items on the return. Inv Type Status Total Price PO Type Source Create Date Displays the type of inventory order (PServ for Rx Processing, POS for Point-of-Sale, or Unknown) you are creating. Displays the Status (Finalized, Multi-Status, or Not Sent) of the return. NOTE: A return is assigned the status of Multi- Status when it consists of line items with more than one status (e.g., Not Sent or Finalized). Returns with this status cannot be combined with other returns. In addition, items cannot be added or deleted from the return and item order quantities cannot be changed. Displays the sum of all line items on the return. If the return has been invoiced, the total price calculation is based on the invoice dollar for each item. If the return has not been invoiced, the total price calculation is based on the acquisition cost Displays the type Return. Displays the method (Manual or Copied) used to create the return. Displays the date and time the return was created. McKesson Corporation Page 43 of 57

44 Sent Date Displays the date and time the return was sent for processing. The bottom of the window contains a table displaying each item on the return; one item per line. The following information displays for each item: Line # Status NDC Name Product # Ret Qty ACQ EXT Inv # Finalize (check box) Finalized Date Finalized By Line number of the item on the return. Displays the status of the item. Finalized - The item has been finalized and inventory has been updated. No further edits can be made. Not Sent - The return containing this item has not been sent or has failed. Displays the 11-digit National Drug Code assigned by the manufacturer under format guidelines set by the National Pharmacy Association. Displays the name of the item. Displays the product number in the format used by the supplier to assign product numbers. Product numbers displaying in red indicate the item has been added more than once to the return. You can modify the quantity accordingly in the Ret Qty field. The amount of the item on the return. This field is required but defaults to one. This field is not editable once the return is finalized. Displays the acquisition cost of the item. Displays the extended dollar amount for the item. This is the price paid for the item multiplied by the quantity ordered. Displays the number assigned to the invoice. Select this check box to indicate you want to finalize the line item. Displays the date the item was finalized. Displays the User ID of the user who finalized the item. 5. To add an item to the return when you know the item number, complete the following: 6. Click Quick Entry. The Quick Item Entry window displays. McKesson Corporation Page 44 of 57

45 7. Complete the following fields on the Quick Item Entry window: Product # Quantity The product number in the format used by the supplier to assign product numbers. This is the format selected in the Prod # Format field on the Ordering Accounts tab - Supply Management Preferences window. The amount of the item you want to order. 8. Click Add to Order to close the Quick Item Entry window and add the items to the return on the Return Detail window. Go to Step 15. Or To add an item to the return when you do not know the number, skip to Step To add an item to the return when you do not know the item number, click Add Item. The Supply Management Item Lookup window displays. 9. Enter search information in any of the following fields: Name Strength Group Type Form Category The name of the item on which to search. Enter as much as you know of the name to narrow the search. To include all item names in the search, leave this field blank. The strength or dosage of the item on which to search. To include all item strengths in the search, leave this field blank. The generic product identifier (GPI) on which to search. To search for items that match a generic product identifier (i.e., antacids, analgesics, sedatives), select a value from this drop-down list box. Values in the list correspond to Medi-Span GPI codes. To include all GPI groups in the search, leave this field blank. The type of item on which to search. To search for items by type (i.e., compound, over-the-counter, legend), select a value from this drop-down list box. To include all types in the search, leave this field blank. The item dosage form on which to search. To search for items based on their dosage form (i.e., capsule, table, cream), select a value from this drop-down list box. To include all dosage forms in the search, leave this field blank. The item category on which to search. To search for items by category (i.e., antibiotics, birth control, insulin), select a value from the drop-down list box. To include all item categories in the search, leave this field blank. McKesson Corporation Page 45 of 57

46 NDC HRI UPC Product # Supplier Mfr Dispense Days The National Drug Code on which to search. To search for an item based on its NDC code, enter the NDC code in NNNNN-NNNN-NN format, where N is a digit. To include all NDC numbers in the search, leave this field blank. The Health Related ID (HRI) on which to search. To search for an item based on its HRI, enter as much as you know of the ID in this field. To include all HRIs in the search, leave this field blank. The Universal Product Code (UPC) on which to search. To search for an item based on its UPC, enter as much as you know of the code in this field. To include all UPCs in the search, leave this field blank. The supplier product number on which to search. To search for items by product supplier number, enter that number in this field. You must enter the complete number. To include all product numbers in the search, leave this field blank. Display-only. Displays the supplier selected in the Purchase Order Detail window. The item manufacturer on which to search. To search for items by manufacturer, select a value from this drop-down list box. To include all manufacturers in the search, leave this field blank. Limits the search to items dispensed in the last X amount of days, where X can equal 1 through 60. If the field is left blank, all items are included in the search. 10. Click Retrieve. All matches found for the item display in the search results area in a table that lists items that match the search criteria submitted. The item name, strength, form, quantity on hand, NDC, package size, manufacturer, average wholesale price, and acquisition cost display in the search results table for each matching item. The number of matching items displays above the table. 11. Once you have retrieved a list of items, select one or more rows in the table and click Select to add the item to the Return Detail window. 12. Click Cancel to close the Supply Management Item Lookup window. The Return Detail window displays. 13. Enter the amount for the added item in the Ret Qty field. 14. Repeat Step 8 through Step 13 for each item you want to add to the return. 15. Click Save to save the return. McKesson Corporation Page 46 of 57

47 Clearing Inventory Counts You can use the Clear Inventory Counts utility to reset the quantity on-hand and/or quantity on-order for all items. Since this utility clears the quantity for all items it should be performed prior to entering your initial inventory or prior to you using perpetual inventory. It is recommended that you do not run this utility once inventory has been entered or imported. Complete the following procedures to clear inventory counts. 1. Select Utilities Clear Inventory Counts from the menu bar. The Clear Inventory Counts window displays, similar to the following: 2. Click either or both of the following check boxes to clear quantities: Clear Quantity on Hand Clear Quantity on Order Select this check box to clear on-hand quantities for all items in Rx Processing. Select this check box to clear on-order quantities for all items in Rx Processing. 3. Click OK. A verification window opens, displaying the options to be cleared. 4. Click Yes. A confirmation window displays. 5. Click Yes. When processing is complete, a confirmation window displays. 6. Click OK to close the confirmation window. The inventory counts have been reset. McKesson Corporation Page 47 of 57

48 Importing a Purchase Order You can import a purchase order created in another application into Supply Management. Complete the following procedures to import a purchase order. NOTE: A template is available to assist you in creating a purchase order independent of Supply Management. The Purchase Order Import Spreadsheet.xls file is located in the Imports directory on the System drive. See the topic Purchase Order Import File Specifications in online Help for more information. 1. Select Supply Management Imports Purchase Order from the menu bar. The Select a valid purchase order file window displays, similar to the following: 2. Verify that the name of the import file (Purchase_order.csv) displays in the window. NOTE: The system recognizes Purchase_order.csv as the import file name and automatically locates it and displays it in the Select a valid purchase order file window. If your import file has a different name or, if a file name does not display in this window, clicking the next to the Inventory Import Path field enables you to browse through your directories. Navigate through the directories until you locate the import file. Then select the file and click the Open command button. 3. Click OK. The Purchase Order Import window displays, similar to the following: McKesson Corporation Page 48 of 57

49 4. Change any of the following information for the purchase order import file, if necessary: Supplier Account # PO # The supplier from which you are importing the purchase order. The account for which you are importing the purchase order. This field defaults to the account set as the default on the Ordering Accounts tab in Preferences. If this is a non-mckesson supplier, then the first account in the drop-down list box will be the account set for import. The unique identifier which distinguishes the purchase order. Use the small field to the right of the hyphen to enter the sequence number associated with the purchase order. NOTE: You cannot enter a sequence number for McKesson non-edi orders. 5. Click Apply. The updated information displays in the Purchase Order table at the bottom of the window. 6. Click Import. A message displays similar to the following: Do you want to place narcotic item(s) on a separate order? 7. Click Yes to place the narcotic items on a separate purchase order if the purchase order has a combination of narcotic and non-narcotic items. - Or - Click No to keep all of the items on one purchase order. When processing is complete, a message displays similar to the following: Purchase Order(s) have been successfully imported. NOTE: This message does not display if you previously clicked in the box next to the In the future, do not show this message on this window prompt. 8. Click OK. If an item is not found in the Item file or if an invalid quantity, NDC, or product number is detected, a message displays similar to the following: Exceptions have occurred during the import process. Do you want to view the report? 9. Click Yes to display the Report Viewer window. You can print, view, or export the exceptions. When you are done, click the Close button at the top right corner of the Report Viewer window to close the window. - Or - Click No if you do not want to view the report. The purchase order has been imported and can be viewed from the Select Purchase Order window. McKesson Corporation Page 49 of 57

50 Importing a Point-of-Sale Purchase Order You can create a purchase order in the McKesson Point-of-Sale application and import it into Supply Management. Complete the following procedures to import a POS purchase order. 1. Select Supply Management Imports POS Purchase Order from the menu bar. The Select a valid purchase order file window displays, similar to the following: 2. Verify that the name of the import file (3pmpo.dat) displays in the window. NOTE: The system recognizes 3pmpo.dat as the POS import file name and automatically locates it and displays it in the Select a valid purchase order file window. If your import file has a different name or, if a file name does not display in this window, clicking the next to the Inventory Import Path field enables you to browse through your directories. Navigate through the directories until you locate the import file. Then select the file and click the Open command button. 3. Click OK. The Import Purchase Order window displays, similar to the following: McKesson Corporation Page 50 of 57

51 4. Change any of the following information for the purchase order import file, if necessary: Supplier Account # PO # The supplier from which you are importing the purchase order. McKesson is the only supplier used for POS purchase order imports. The account for which you are importing the purchase order. This field defaults to the account set as the default on the Ordering Accounts tab in Preferences. The unique identifier which distinguishes the purchase order and sequence number. 5. Click OK or Apply to save your entries. McKesson Corporation Page 51 of 57

52 AutoGenerating Purchase Orders Complete the following procedures to automatically generate a purchase order for items that are below or equal to the established Reorder Point. 1. Select Supply Management AutoGen Purchase Orders from the menu bar. The AutoGen Purchase Orders window displays, similar to the following: 2. Click the box to the left of the account for which you want to generate a purchase order. You can select only one account per supplier. NOTE: The default account number is always selected if there are items to order from the supplier. You must clear the default account before selecting a different account for the same supplier. 3. Click Generate. A message displays similar to the following: Do you want to place narcotic item(s) on a separate order? 4. Click Yes to place the narcotic items on a separate purchase order if the purchase order has a combination of narcotic and non-narcotic items. - Or - Click No to keep all of the items on one purchase order. McKesson Corporation Page 52 of 57

53 NOTE: If the Type field is set to Manual in the Automatic PO Generation area on the Purchase Order tab on the Supply Management Preferences window, the Assign PO Number window displays, similar to the following: Enter a purchase order number and sequence in the PO Number field and click OK. This window displays for each of your suppliers. In addition, if you are using McKesson non-edi communications and you select to create a separate narcotic order, the Narcotic PO Number field displays in this window similar to the following: Keep the default PO numbers with the date/time stamp or edit either number with a unique PO number. Click OK. When processing is complete, a message displays similar to the following: Purchase Order(s) have been successfully created. NOTE: This message does not display if you previously clicked in the box next to the In the future, do not show this message on this window prompt. 5. Click OK. McKesson Corporation Page 53 of 57

54 6. If the AutoGen order quantity exceeds either the reorder quantity (ROQ) limit or the maximum order quantity, if the item is set to "order now", or if the item's quantity on hand (QOH) is less than zero, a message displays similar to the following: Exception(s) have occurred during AutoGen of purchase order(s). Do you want to view the report? 7. Click Yes to display the Report Viewer window. You can print, view, or export the exceptions. When you are done, click the Close button at the top right corner of the Report Viewer window to close the window. - Or - Click No if you do not want to view the report. The purchase order has been generated and can be viewed from the Select Purchase Order window. From here you can edit, send, copy, combine, finalize, or delete the purchase order. McKesson Corporation Page 54 of 57

55 Receiving Quantity Acknowledgments Soon after receiving your purchase orders, suppliers prepare quantity acknowledgements. If you are using EDI communications, quantity acknowledgements from your supplier (Cardinal, AmerisourceBergen, or McKesson) will automatically be sent and processed in PSM. If you are using non-edi communications for McKesson ordering, you can receive available quantity acknowledgements by establishing communication with McKesson especially for the purpose of receiving quantity acknowledgments. To receive quantity acknowledgements when you are not transmitting purchase orders, select Supply Management Communications Receive Acks from the menu bar. The received quantity acknowledgments are applied to the appropriate purchase orders. The status of any affected purchase orders is updated once the acknowledgements are processed. NOTE: Options are available in the Automatic Update area on the McKesson Settings tab on the Supply Management Preferences window that enable you to automatically retrieve and process acknowledgement, invoice, and maintenance files. Receiving Invoice Acknowledgments The morning after you send your purchase orders, suppliers prepare invoice acknowledgements for those purchase orders. If you are using EDI communications, invoice acknowledgements from your supplier (Cardinal, AmerisourceBergen, or McKesson) will automatically be sent and processed in Supply Management. If you are using non-edi communications for McKesson ordering, one method of receiving available invoice acknowledgements is by establishing communication with McKesson especially for the purpose of receiving invoice acknowledgments. To receive invoice acknowledgements when you are not transmitting purchase orders, select Supply Management Communications Receive Acks from the menu bar. The received invoice acknowledgments are applied to the appropriate purchase orders. The status of any affected purchase orders is updated once the acknowledgements are processed. NOTE: Options are available in the Automatic Update area on the McKesson Settings tab on the Supply Management Preferences window that enable you to automatically retrieve and process acknowledgement, invoice, and maintenance files. Price Updates If you are using EDI communications, the price update file updates acquisition and/or AWP prices depending on the price updates you have requested from your supplier. If you are using non-edi communications with McKesson as a supplier, only acquisition prices will be updated. NOTE: Price updates are applied to items with a primary supplier that matches the supplier of the price update file. McKesson Corporation Page 55 of 57

56 Supply Management Reports The following reports are available for Supply Management: NOTE: You can view samples of these reports in online Help. Report Name AutoGen Orders Exception Cost Change Inventory Import Exception PO Acknowledgement Exception Purchase Order Detail PO Import Exception PO Invoice Exception Purchase Order Summary Price-Item Number Exception Return Summary The AutoGen Orders Exception report displays items that produced exceptions during the auto-generation of a purchase order. This report can be viewed or printed at the end of the autogeneration. You can also view or print this report at any time from within Report Manager. The Cost Change report provides a list of price changes produced when the price update (EDI 832 file) or maintenance file was processed. The Inventory Import Exception report displays items that produced exceptions during the import process. This report can be viewed or printed at the end of an import process. You can also view or print this report at any time from within Report Manager. The PO Acknowledgement Exception Report displays items that produced exceptions during the acknowledgement process. This report can be viewed or printed at the end of the acknowledgement process. You can also view or print this report at any time from within Report Manager. The Purchase Order Detail report displays a detailed list of items on the purchase order. The PO Import Exception report displays items that produced exceptions during the import of a purchase order. This report can be viewed or printed at the end of an import process. You can also view or print this report at any time from within the Report Manager. The PO Invoice Exception Report displays items that produced exceptions during the invoice process. This report can be viewed or printed at the end of the invoice process. You can also view or print this report at any time from within Report Manager. The Purchase Order Summary report displays a summarized list of items on a purchase order. The Price-Item Number Exception report provides a list of exceptions produced when the price update (EDI 832 file) was processed. This report includes item information and exception reasons related to either a price change or a supplier product number entry. You can also view or print this report at any time from within Report Manager. The Return Summary report displays a summarized list of items on a return. McKesson Corporation Page 56 of 57

57 Report Name ROP/ROQ Update The ROP/ROQ Update Report displays item updates applied using the ROP/ROQ Update window in Pharmaserv. This report does not display manual modifications or updates from other sources. Printing a Report Complete the following procedures to print a report. 1. Click Reports Report Print Manager. The Report Manger window opens, similar to the following: 2. Click to the left of the Supply Management option. 3. Select the report you want to print from the Supply Management expandable tree. NOTE: To access the Cost Change report, you must select the to the left of the Pharmaserv option and then select Pricing. 4. Click the Print Options tab. 5. Select the Print to Printer option. NOTE: To view the report on screen before printing, click the View on Screen toolbar button, or right-click the report name and select Print to Screen from the menu. The Report Viewer window opens to display the report. 6. Select the printer from the drop-down list box to the right. 7. Enter the number of copies to print in the Copies field. 8. Click the Print Report button to print the report. NOTE: You can also send the report to the printer by right clicking the report name and selecting Print To Printer from the menu, or by clicking the Print toolbar button. McKesson Corporation Page 57 of 57