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Overview

  • Provides the ability to receive inventory from a purchase order.
 Features of the Inventory Receiving screen ...
  • Purchase Order Header
    • Vendor
    • Contract
    • Order Number
    • Order Date
    • Status
    • Number of Items Ordered, Cancelled, and Received.
    • Quick Entry - Provides the ability to type the product number, and quantity received and cancelled.  If the product exists on the purchase order, it will be located, and the quantity received and cancelled will be populated.  If the product does not exist, it can be added on-the-fly.
  • Inventory Breakdown:
    • Inventory Location - Physical locations within the Inventory Area (Hospital Unit), where the inventory will be stored.  If the product has been received before, the location will default to the location that was specified the first time the product was received.  If the location is changes, it will update the default location, and will be used the next time the product is received.
    • Vendor-Product default values for Stock and Order Units, S:St and St:O ratios, and Cost per Order Unit.  If any of these defaults are modified on the 'Inventory Receiving' screen, the vendor defaults, on the 'Product Setup' screen, will be updated.
    • Inventory values for Expiration Date, Serial Number, Lot Number, and Manufacturer.
  • Each Purchase Order Item can be received in one, or more, lots - so multiple sets of information can be captured in the 'Inventory Breakdown'.
  • Display Current Inventory  - A dialog that provides the ability to select from a list of inventory already held, to populate the details in the 'Inventory Breakdown'.

Navigation

  1. Click the 'Navigation' button on the VetView button bar at the top of the screen

  2. Click the 'Purchase Orders' hyperlink.

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  3. Search for Purchase Orders with 'PO Printed' or 'Sent' status.

  4. Only Purchase Orders in the 'Sent', 'PO Printed', or 'Incomplete' status can be received, but you can review the inventory breakdown for 'Received' Purchase Orders.

     Click here to expand...

  5. Select the Purchase Order to be received

  6. Click the 'Go to Inventory Receiving' button.

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  7. The Inventory Receiving screen will open.

  8. Enter the quantity received and cancelled (in Stock Units).

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  9. If the order was filled using a variety of packaging, prices, lot numbers, serial numbers, and manufactures, the item can be divided into lots by adding a new row in the 'Inventory Breakdown', and specifying the unique quantity, S:St and St:O ratios, price, expiration date, lot number, serial number, and manufacture for each lot.  Each lot can also be placed in a unique Inventory Location.  Since the Sales Unit is a property of the Product, it can not be changed.  VetView will convert the quantity of each lot, from Order Units, to Sales Units, using the S:St and St:O ratios of each lot.  Each lot will be held separately in VetView using their unique attributes so that they can be converted again if need be.

  10. Click the 'Save' button to save your work without posting it to inventory.

  11. Click the 'Post' button to post the changes to inventory.  This will commit the changes to inventory, and cannot be undone.
  12. If the quantities received and cancelled equal the quantities ordered, the status of the items and purchase order will be be updated to 'Received'.

  13. If any of the quantities received and cancelled is less than the quantity ordered, the status of the item and purchase order will be updated to 'Incomplete'.  The purchase order can be completed at a later time.

The availability of menu items is controlled by privileges that are assigned to each user, so the 'Navigation Menu' will not look the same for all users.

Screen

Mockups

Following is a list of mockups for this screen:

 Click here to expand...

Fields and Controls

This section describes the fields and controls found on this screen.

How To ...


Receive Inventory From a Purchase Order

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  1. Purchase orders can be received if the status of the purchase order is equal to 'PO Printed', 'Sent', or 'Incomplete'.
  2. Selecting a row in the purchase order item list, will display the 'Inventory Breakdown' section for that item.
  3. The 'Inventory Breakdown' section displays the breakdown of how the purchase order item was received.
    1. The first row is added when the purchase order item is selected.
    2. When the first row of the inventory breakdown is populated, another blank row is added so that (if necessary) a second variation of the purchase order item can be entered.
  4. If the product has been received into inventory in the past, the 'Location' will default to the location selected on the previous purchase order.  This field is required, and can be modified; if it is modified, the new value will replace the old default value, the next time the product is received.
  5. If the 'Received' quantity is entered on the row that represents the purchase order item, the 'Order' quantity in the first row of the 'Inventory Breakdown' section, will be populated.
  6. The 'Order' quantity will be populated when the 'Received' quantity is entered for the row that represents the purchase order item; or, the 'Order' quantity can be entered in the 'Inventory Breakdown' section.
    1. The S:St and St:O ratios, stock and order units, and unit price (per order unit), are auto-populated based on the values entered on the previous purchase order for the same vendor; or, the product defaults.  These values can be modified.  If they are modified, the defaults for the product and/or vendor, will be updated (after an affirmative response to a confirmation message).
  7. Each variation of the product can have a unique set of values for the Expiration Date, Lot Number, Serial Number, and Manufacturer.  
  8. If the same variation of the product already exists in inventory, the quantity of that variation will be updated; otherwise, the new variation will be added to inventory.
    1. This can be verified on the 'Product Setup' screen → 'Inventory' tab -> 'Inventory' tab.
  9. Click the 'Save' button to save changes, without posting them to inventory; or, click the 'Post' button to save the changes, and post them to inventory.

This functionality is usually performed by the 'Central Receiving' or 'Main Warehouse' inventory area; however, it is available to any inventory area, and User with the Hospital 'Inventory Receiving' privilege.

When inventory is received, the status of the purchase order, and the purchase order items, is updated to either 'Received' or 'Incomplete' (see 'Inventory and Accounting Definitions').


Planned Improvements

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Bugs

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Open Issues

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VetView Wiki

Most recent releases of VetView:  Version 4.2.5 Hotfix (Released 10/31/2024)

This page may contain functionality not found in the current version of VetView.

Definitions

Refer to the 'Inventory and Accounting Definitions' wiki page for definition of inventory terms, and for details about fields and controls.

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