Purchase Order Details screen in 4.0

Add Picklist Items

Add Items Below Min Stock

• Purchase Order Items can be added for Products that have reached their 'Minimum Stock Quantity'.
• The 'Minimum Stock Quantity' is assigned to each Inventory Location via the 'Edit Minimum Stock Qty' right-click menu option found on the following screens:
  •  'Inventory Search' screen → 'Inventory on Hand' tab

    

  •  'Product Info' screen → 'Inventory' tab → 'Inventory on Hand' subtab

    

  • (Refer to the 'Edit Minimum Quantity' link in the 'How To Create New Purchase Order' section below.)
• In order to have access to the 'Edit Minimum Stock Qty' menu option, the User must:
  • Be assigned to the Hospital Unit (Inventory Area), and have the 'Inventory' elevated privilege; or,
  • Be a member of a Security Role that has been assigned to the Hospital Unit (Inventory Area), and has the 'Inventory' elevated privilege.
  • The 'Inventory' elevated privilege is configured via:
    • 'Hospital Setup' screen → 'Unit Setup' tab →
      • 'Assigned Users' subtab
      • 'Assigned Roles' subtab
    • (Refer to the 'Edit Purchase Order Defaults' link in the 'How To Create New Purchase Order' section below.)

1.  Create a 'New' Purchase Order.

   1. Click the  button.
   2. Confirm the action.

   

2.  Click the 'Add Items Below Min Stock Qty' button.

   1. The Products, that have reached the 'Minimum Stock Quantity' (that has been defined for the Inventory Location), will be added as Purchase Order Items.
   2. The 'Ordered Qty⁽¹⁾' will be automatically populated with a value equal to:
      1. ((Minimum Quantity⁽²⁾ - Quantity on Hand⁽³⁾ - Pending Quantity⁽⁴⁾) / Sales Quantity per Order Unit ) Rounded up to the next whole number.
      2. The Sales Quantity per Order Unit is equal to the product of the S:St and St:O ratios for the Vendor Product.

   

Add Purchase Order Items

1.  Add a Product

   1.  Enter the Product Line and Sequence Number.

      1. If the Vendor has just one offering, it will be selected.
      2. If the Vendor has multiple offerings, they will be listed in a drop-down list from which to choose the desired Vendor Product.
      3. The Product can also be located by:
         1. Entering the Product Line - the 'Product' drop-down list will display the Vendor Products from that specific Product Line.
         2. Entering the Sequence Number - the 'Product' drop-down list will display the Vendor Products with that specific Sequence Number.
         3. Entering the VetView Product Code, VetView Product Name, Vendor Product Code, Vendor Product Name, Synonym, or Alternate ID in the 'Product' field.

      

   2.  Select a Product Offering

      1. Select the 'Vendor Product' offering.

      

2.  Enter the 'Ordered Quantity'

   1. Enter the desired quantity in the 'Ordered Qty' field.  This should be expressed in the Vendor's Order Units.
   2. The 'Sales Qty' field will display the quantity ordered in Sales Units.
      1. The conversion from Order Unit to Sales Unit is based on the Vendor's S:St and St:O ratios for their Product offering.
      2. Refer to 'How to Edit the Vendor Product Details' for details on how to view and edit the S:St and St:O ratios for the Vendor Products.

   

3.  Enter the 'Unit Cost'

   1. The 'Unit Cost' will be automatically populated.
      1. The 'Unit Cost' is based on the Unit Cost per Order Unit for the Vendor Product.
      2. Refer to 'How to Edit the Vendor Product Details' for details on how to view and edit the Unit Cost for the Vendor Products.
   2. If the Unit Cost is incorrect, it can be edited.
      1. When the Purchase Order is saved, the Vendor Product Unit Cost will be updated with the new value.

   

4.  Add 'Comments'

   1. Comments pertaining to the Purchase Order Item can be entered at any time.
      1. These Comments are only displayed on the 'Purchase Order Details' screen.

   

5.  Save the Purchase Order

   1. While adding Purchase Order Items, the Purchase Order can be saved by clicking the 'Save' button at the top of the 'Purchase Order Details' section.
      1. The Purchase Order will remain in the 'New' status.
   2. Once saved, the 'Purchase Order Details' screen can be closed and reopened at a later time.
   3. To complete the purchase order process, the 'Send E-PO/Mark as Sent' button must be clicked.
      1. Refer to the 'How to Send a Purchase Order' link below.

Add Shipping, Handling, and Tax

1.  Enter the Shipping & Handling, and Taxes, from the packing slip.

   1. If applicable, the Shipping, Handling, and Taxes from the packing slip or invoice, can be added to the Purchase Order.
      1. The Shipping, Handling, and Taxes will appear on the 'Purchase Order' report, and are available for other reporting.
      2. The 'Item Total' and 'Purchase Order Total' will reflect the cost of the Purchase Order Items that have been Received only.

   

Create New Product On-The-Fly

Create Private Picklist On-The-Fly

Create Public Picklist

• Inventory Picklists can be used to quickly populate a Purchase Order.  Two types of Inventory Picklists are available:

1. 'Private':
   1. Created by a User via the 'Purchase Order Details' screen.
   2. Available only to the User who created it.
   3. As of VetView 4.0, cannot be edited, deleted, or inactivated.
   4. Refer to Create Private Picklist On-The-Fly.
2. 'Public':
   1. Created via the 'Product Setup' screen → 'Billing / Inventory Picklist Setup' tab.
   2. Available to all Users.
   3. Can be edited, deleted, and inactivated.

To create a Public Picklist:

1. Navigate to the 'Product Setup' screen → 'Billing / Inventory Picklist Setup' tab.
2. Refer to the 'Billing / Inventory Picklist Setup' wiki page.

Create New Vendor On-The-Fly

To Create a New Vendor On-The-Fly:

1. Navigate to the 'Purchase Order Details' screen.

Delete Purchase Order

• While the Purchase Order is in the 'New' Status, the Purchase Order can be deleted.
• If the Purchase Order is not in the 'New' Status, Purchase Order Items that were incorrectly entered, or otherwise not received, can be Cancelled.
  • (Refer to the 'Cancel Ordered Quantity' link in the 'How To Receive Inventory Deliveries' section below)

To Delete a Purchase Order:

1. On the 'Purchase Order Details' screen, for a 'New' Purchase Order.
2. Click the  button.
3. Confirm the action.

Delete Purchase Order Item

• While the Purchase Order is in the 'New' Status, Purchase Order Items can be deleted.
• If the Purchase Order is not in the 'New' Status, Purchase Order Items that were incorrectly entered, or otherwise not received, can be Cancelled.
  • (Refer to the 'Cancel Ordered Quantity' link in the 'How To Receive Inventory Deliveries' section below)

To Delete a Purchase Order Item:

1. On the 'Purchase Order Details' screen, for a 'New' Purchase Order.
2. Either right-click the item row; or,
3. Click the  button at the right end of the item row.
4. Select the 'Delete Item' menu option.
5. Confirm the action.

Edit Minimum Quantity

• The 'Minimum Stock Quantity' for a Product is the minimum number of units that should be held in inventory for the Hospital Unit & Location.
• When the Minimum Stock Quantity is reached, the inventory should be replenished using a Purchase Order or Inventory Transfer Request.
• The 'Minimum Stock Quantity' for each Product is configured for the Inventory Location, via the 'Edit Product Minimum Quantity by Inventory Location' dialog on the following screens (the functionality provided by this tab is the same on either screen):
  • 'Inventory Search' screen → 'Inventory On Hand' tab
  • 'Product Info' screen → 'Inventory' tab → 'Inventory on Hand' subtab

To edit the Minimum Stock Quantity for a Product and Inventory Location:

1. Navigate to the 'Inventory on Hand' tab:
   1. Navigate to the 'Inventory Search' screen → 'Inventory on Hand' tab
      1. Search for the Product.
      2. Apply the 'Inventory Area' and 'Location Filter' fields; OR,
   2. Navigate to the 'Product Setup' screen.
      1. Search for the Product.
      2. Open the 'Product Info' screen → 'Inventory' tab → 'Inventory on Hand' subtab.

      3. Apply the 'Inventory Area' and 'Location Filter' fields.  

          Click here to expand...

         

2. In the 'Search Results'
   1. Right-click the Inventory Location; OR,
   2. Click the  button at the right end of the row.
3. Select the 'Edit Minimum Stock Qty' menu option.

4. On the 'Edit Product Minimum Quantity by Inventory Location' dialog: 

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   1. Note the Product and Inventory Location, to insure they are correct.
   2. Specify the 'Min Stock' quantity in Sales, Stock, or Order Units of Measure.
      1. When a one Unit of Measure quantity is adjusted, the other two will be calculated, based on the S:St and St:O ratios.
   3. Specify the 'Critical' quantity.
      1. When this quantity is reached, the Product will have a special indicator on the 'Inventory Reorder' screen.
   4. Specify the 'Reorder' quantity.
      1. When the 'Min Stock' quantity is reached, the 'Reorder' quantity will be used to populate the quantity to be ordered on the 'Inventory Reorder' screen.

Edit Purchase Order Defaults 

1.  Configure the User's Default Unit.

   For the 'Unit' field to be automatically populated on new Purchase Orders, the 'Default Unit' must be configured for the User that creates the new Purchase Orders for the Hospital Unit (Inventory Area).

   1. Navigate to the 'User Management' screen
   2. Search for the User who will be creating Purchase Orders for the Hospital Unit.
      1. Select the 'Username' hyperlink to open the 'User Account & Employee Record' screen.
   3. On the 'User Account & Employee Record' screen → 'Hospital Options' tab → 'Hospital Options' section (image on right):
      1. Select the 'Default Unit' for the User.
         1. This User must also be assigned to the Hospital Unit, or a member of a Security Role that is assigned to the Hospital Unit; and, have the 'Inventory' elevated privilege (Refer to step 2 below).
      2. Enter the Inventory Shipping 'Department', 'Building', and 'Room' fields.
         1. These will be display in the header of the 'Purchase Order' report.

   

2.  Configure the 'Inventory' elevated privilege.

   1. Navigate to the 'Hospital Setup' screen → 'Unit Setup' tab.
      1. Select the Hospital Unit that was entered as the User's 'Default Unit'.
   2. In the 'Unit Details' subtab → 'Use For' section, insure that the 'Inventory Unit' option is selected.
   3. Navigate to the 'Assigned Users' subtab.
      1. Add the User and select the 'Inventory' elevated privilege.
   4. Alternatively, navigate to the 'Assigned Roles' subtab.
      1. Add the Security Role, to which the User belongs, and select the 'Inventory' elevated privilege.
3.  Configure the 'Purchase Order Defaults' for the Hospital Unit.

   1. Navigate to the 'Hospital Setup' screen → 'Unit Setup' tab.
      1. Select the Hospital Unit that was entered as the User's 'Default Unit'.
   2. Navigate to the 'Inventory' subtab → 'PO Defaults' subtab.
      1. Select the User who will be the contacted for 'Inquiries', and who will receive 'Deliveries'.
         1. The 'Delivery To' will be displayed on the 'Purchase Order' report.
         2. The 'Department', 'Building', and 'Room', that are displayed on the 'Purchase Order' report, will come from the employee record as configured in the 'User Account & Employee Record' screen → 'Hospital Options' tab → 'Hospital Options' section (Refer to the 'Configure the User's Default Unit' step above).
      2. Enter the internal 'Charge Account Number' to be used for inventory purchases for the Hospital Unit.
      3. Select the 'Purchase Order Number' method:
         1. Manually Assigned: The 'Internal #' (University Purchase Order Number) will be manually entered by the User.  If an electronic procurement system is configured, the 'Requisition No' will be automatically populated by the electronic procurement interface when the Purchase Order is accepted.
         2. Auto Assign University PO Number: The 'Internal #' (University Purchase Order Number) will be system-generated when the Purchase Order is saved.  This is the Purchase Order ID of the new Purchase Order record.  If an electronic procurement system is configured, the 'Requisition No' will be automatically populated by the electronic procurement interface when the Purchase Order is accepted.
         3. Auto Assign Requisition Number: The 'Internal #' (University Purchase Order Number) will be disabled. The 'Requisition No' will be system-generated when the Purchase Order is saved.  This is the Purchase Order ID of the new Purchase Order record. 

   

Edit Purchase Order Header

• The ability to edit the Purchase Order header fields depends on the Purchase Order Status.
• The Purchase Order header can be collapse using the  button in the upper-right corner⁴.
• This table shows the header fields that are editable (Y) for each Purchase Order Status. 

Edit Vendor Product Details

• While the Purchased Order Status is 'New', the Vendor Product Details can be viewed from the 'Purchase Order Details' screen → 'Vendor Product Details' dialog.

To View and Edit Vendor Product Details for Purchase Order Items:

1. Navigate to the 'Purchase Order Details' screen for a 'New' Purchase Order.
2. Select the Purchase Order Item row.
3. Right-click, or use the  button on the right end of the row, to access the context menu.
4. Select the  button.

5. On the 'Vendor Product Details' dialog: 

    Click here to expand...

   1. If the Vendor offers multiple versions of the same Product, they will be available options in the 'Vendor Product' drop-down list.
      1. The 'Create Alternate Vendor Product' option is also available.
      2. Refer to Create New Product On-The-Fly.
   2. The 'Product #', 'Product Name', 'Manufacturer', 'NDC', and 'Comments' fields are editable.
   3. The Unit Cost, Units of Measure, and Ratios are also editable.
      1. Changes to these fields will immediately affect the Purchase Order Item.

   

Expand/Collapse Inventory Details

• If the 'Purchase Order Detail' screen → 'Product List' section is displayed on a screen that has limited width, the columns in the Product List can be collapsed.
• When the columns in the Product List are collapsed, the following columns are hidden:
  • 'Qty on Hand'
  • 'Min Qty'
  • 'Pending Qty'

1.  To Collapse the columns in the Product List:

   1. Click the  button.
   2. The 'Qty on Hand', 'Min Qty', and 'Pending Qty' columns will be hidden.

   

2.  To Expand the columns in the Product List:

   1. Click the  button.
   2. The 'Qty on Hand', 'Min Qty', and 'Pending Qty' columns will appear between the 'Vendor Product' and 'Sales Qty' columns.

   

Link Existing Product and Vendor

While adding Purchase Order Items to a 'New' Purchase Order, if a Product is not available for selection, there are two options:

1. An Existing Product can be linked to the Purchase Order Vendor; OR,
   1. The 'Add / Link Product to Vendor' dialog is a reduced version of the 'Product Info' screen, and will capture the minimum amount of information needed to link an Existing Product and the Purchase Order Vendor.
2. A New Product can be created 'on-the-fly'.
   1. Refer to Create New Product On-The-Fly.

To link an Existing Product to the Purchase Order Vendor, while adding Purchase Order Items to a 'New' Purchase Order:

1. Click the  button next to the 'Product' field.
   1. The 'Add / Link Product to Vendor' dialog will open.

2. On the 'Add / Link Product to Vendor' dialog:

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   1. Select the 'Link Existing Product to Vendor' radio button.
   2. In the 'Product #' drop-down, select the Product Line to which the new Product belongs.
   3. Select the 'Product'.
      1. Enter the 'Line' and 'Seq'; OR,
      2. Enter the 'Line' and/or 'Seq' to filter the 'Description' drop-down list.

      3. Enter the Product Name, Alternate ID, or Synonym, in the 'Description' drop-down list.

   4. Configure the 'Vendor Product Info'.

       Click here to expand...

      1. Default Vendor - Each Product can have a 'Default Vendor' that will be used for functionality such as on the 'Product Reorder' screen. 

         1. If the 'Default Vendor' checkbox is not selected, the Existing Default Vendor will be displayed. 

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         2. If the 'Default Vendor' checkbox is selected, the Purchase Order Vendor will become the New Default Vendor. 

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      2. Vendor - The Vendor's Name will be prepopulated with the Purchase Order Vendor.
         1. Since the Product must belong to the Purchase Order Vendor, this field is non-editable.
      3. Contract - The Vendor's Contract will be prepopulated with the Purchase Order Contract. 
         1. Since the Product must belong to the Purchase Order Contract, this field is non-editable.
      4. Vendor Product - The Vendor's Product Name is the name by which the Product is known by the Vendor.
         1. Select the 'Create Alternate Version Product' option to create a new Vendor Product Offering; OR,

            1. This will clear the Vendor's Product Info fields, and provide the ability to enter new values for the new offering. 

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         2. Select an Existing Vendor Product Offering from the drop-down list.

            1. This will populate the Vendor Product Info fields with the Existing Vendor Product Offering values. 

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      5. Vendor # - The Vendor's Product Code - The Vendor's Product Code is the catalog code by which the Product is known by the Vendor.
         1. This code will be used to identify the Product on the 'Purchase Order' report.
      6. Manufacturer - The name of the Product Manufacturer.
         1. This may be different for each Vendor Product Offering.
      7. NDC - The National Drug Code (NDC) that has been assigned to this Product.
         1. Since the NDC includes packaging, each Product Offering from a Vendor, could contain a different NDC.
      8. Comments - Notes that are unique to the Vendor Product.

   5. Configure the Vendor Product 'Cost', 'Units', and 'Ratios'.

       Click here to expand...

      

      1. Cost - The cost (or the Vendor's Price) of the Vendor Product Offering - per Sales Unit, Stock Unit, and Order Unit.
         1. The S:St and St:O ratios are used to convert the Cost per one unit, to the other two units.
      2. Units - The Stock Unit of Measure, and Order Unit of Measure, used for the Vendor Product Offering.

         1. The Units of Measure are configured via the 'Unit Setup' screen. 

             Click here to expand...

            

      3. Ratios - The S:St and St:O ratios represent the number of Sales Units per Stock Unit, and Stock Units per Order Unit, respectively.
      1. These ratios are used to convert the Unit Cost, Unit Price, and Quantity, between the Sales Unit, Stock Unit, and Order Unit.

Print Purchase Order Report

• The 'Purchase Order' report can be printed at any time after the Purchase Order has been saved.

To Print the 'Purchase Order' report:

1. Click the  button to save any changes.
2. Click the  button to product the 'Purchase Order' report.
   1. The 'VetView Purchase Order Report' dialog will open. 
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      Report dialog functionality:

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      Button	Name	Description
      	Export to Excel	Opens the 'Save As' file dialog to save the report in .xlsx (Excel) format.
      	Menu	Opens/closes the left-side panel which displays the individual pages of the report.
      	Page	Displays the current page and totals pages.  A specific page number can be entered to navigate to any page.
      	Zoom	Provides the ability to Zoom In and Zoom Out by clicking the plus or minus button, or entering a specific value from 33% to 100%.
      	Fit to Page	Zooms to a size necessary to display the entire report page within the report dialog.
      	Rotate	Rotates the page 90 degrees counterclockwise.
      	Download	Opens the 'Save As' file dialog to save the report in .pdf (Adobe) format.
      	Print	Opens the 'Print' dialog.
      	More Actions	Provides additional menu options: Two page view - a toggle that fills the Report dialog with two pages of the report, side-by-side. Annotations - a toggle that displays/hides the report annotations. Present -  Document properties - displays the document properties.

Send Purchase Order

• After adding all of the Purchase Order Items, the Purchase Order must be 'Sent'.
  • In order for the Purchase Order to be Sent to the Electronic Procurement System, the Vendor must have an E-PO Interface ID.
  • If an Electronic Procurement System is not used, the Purchase Order must be sent in order to update the Purchase Order Status to 'Sent'.
• Sending the Purchase Order will update the Purchase Order Status to 'Sent'.
  • Once the Purchase Order Status is 'Sent', the Purchase Order Items can be Received.
  • (Refer to the 'How To Receive Inventory Deliveries' section below.)

To send a Purchase Order:

1. Navigate to the 'Purchase Order Details' screen for a 'New' Purchase Order. 

    Click here to expand...

   1. The 'Status' must be 'New'.
   2. Finish adding the 'Products', and selecting the 'Vendor Products'.
      1. These fields will not be editable after the Status transitions to 'Sent'.
   3. Specify the 'Ordered Qty' which must be greater than 0, and edit the 'Unit Cost' as necessary.
      1. These fields will not be editable after the Status transitions to 'Sent'.
   4. Make any necessary changes to the 'Unit', 'Direct Inquiries To', 'Charge Account', or 'Delivery Contact' fields.
      1. These fields will not be editable after the Status transitions to 'Sent'.
   5. Click the  button.
   6. Confirm the action.

   

2. When all Purchase Order Items have been added, and the 'Ordered Qty', 'Unit Cost', and 'Comment' fields have been updated, click the  button.
3. Click the  button.
4. Confirm the action.

5. The 'Purchase Order Details' screen will be in the 'Receiving' mode. 

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   1. The Status will be updated to 'Sent'.
   2. The 'Purchase Order' and 'Purchase Order Log' tabs, and the  and  buttons will be available.
   3. The 'Received Qty' and 'Cancelled Qty' columns will be visible in the 'Purchase Order Items' list.
      1. The 'Received Qty' column will be populated by the 'Delivery' tabs.
         1. (Refer to the 'How To Receive Inventory Deliveries' section below.)
      2. The 'Cancelled Qty' column is editable, and used to cancel the 'Ordered Qty' that is not Received.
         1. (Refer to the 'Cancel Ordered Quantity' link in the 'How To Receive Inventory Deliveries' section below.)

   

View Purchase Order History

• The Purchase Order History can be viewed at any time for a Purchase Order Item.

To View the Purchase Order History for a Purchase Order Item:

1. Navigate to the 'Purchase Order Details' screen.
2. Select a row from the list of Purchase Order Items, or Delivery Items.
   1. If the row is new, be sure to save before attempting to view the purchase history.
3. Right-click the row, or click the  button on the right end of the row.
4. Click the  button on the context menu.
   1. The 'Purchase Order History' dialog will open, and display the most recent 5 Purchase Orders on which the Purchase Order Item was ordered. 
       Click here to expand...

      

View Purchase Order Totals

• As Purchase Order Items are received the 'Item Total' can be seen at the top of the 'Purchase Order Details' screen.
• The 'Shipping & Handling' and 'Taxes' can be entered from the Vendor's invoice.
  • These amounts are per Purchase Order, so if multiple invoices are received for a single Purchase Order, the Shipping & Handling, and Taxes must be summed manually.
  • Once the Purchase Order Status is 'Received', the 'Shipping & Handling', and 'Taxes' amounts are not editable.

To View the Purchase Order Totals:

1. Navigate to the 'Purchase Order Details' screen. 

    Click here to expand...

   

2. If the Purchase Order Status is not 'Receive', the 'Shipping & Handling', and 'Taxes' amounts can be modified.

3. The 'Item Total' will display the Total Cost for Purchase Order Items that have been Received.  

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4. Hover over the  icon to view the Total Cost amounts for 'Order', 'Received', and 'Outstanding' Purchase Order Items. 

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Add Product not on Purchase Order

1. Click the  icon next to the blank 'Product' drop-down field.
   1. The icon will change to the  icon.
2. Select a Product.
   1. Enter the 'Line' and 'Seq'; OR,
   2. Enter the 'Line' and/or 'Seq' to filter the 'Description' drop-down list.
   3. Enter the Product Name, Alternate ID, or Synonym, in the 'Description' drop-down list.
3. Click on the  icon to finish.

Add Delivery Item

• When receiving Deliveries, the Purchase Order Items that are in the delivery, must be added to the the 'Delivery' tab.
• Purchase Order Items can be added to a Delivery one at a time; or, by clicking the  button.
  • (Refer to the 'Add All Delivery Items' link in the 'How To Receive Inventory Deliveries' section below.)

To Add Individual Items to a Delivery:

1. Navigate to the 'Purchase Order Details' screen → 'Delivery' tab.  
   1. If a Delivery that has not been completed is not available, click the  button to add one.

2. Add individual Delivery Items by entering the Product Line and Sequence Number; or, select the Purchase Order Item from the 'Description' drop-down list. 

    Click here to expand...

   

Add All Delivery Items

• When receiving Deliveries, the Purchase Order Items that are in the delivery, must be added to the the 'Delivery' tab.
• Purchase Order Items can be added to a Delivery one at a time; or, by clicking the  button.
  • (Refer to the 'Add Delivery Item' link in the 'How To Receive Inventory Deliveries' section above.)

To Add All Purchase Order Items to a Delivery:

1. Navigate to the 'Purchase Order Details' screen → 'Delivery' tab.  
   1. If a Delivery that has not been completed is not available, click the  button to add one.

2. Clicking the  button.  

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   1. This will add all Purchase Order Items that have not already been received, to the Delivery.

Cancel Ordered Quantity

• If the Ordered Quantity of a Purchase Order Item cannot be delivered, it can be 'Cancelled'.

To Cancel Ordered Quantities:

1. Navigate to the 'Purchase Order Details' screen → 'Purchase Order' tab:
   1. In the 'Cancelled Qty' field, enter the quantity to be cancelled.
   2. Click the  button.
      1. If some of the Purchase Order Items were Received, and some, but not all, of the remaining items were Cancelled, the Status will be updated to 'Incomplete'.
      2. If some of the Purchase Order Items were Received, and the remaining items were Cancelled, the Status will be updated to 'Received'.
      3. If all of the Purchase Order Items were Cancelled, the Status will be updated to 'Cancelled'.

Cancel Remaining Unreceived Items

• If the remaining unreceived quantity of the Purchase Order Items cannot be delivered, they can be 'Cancelled'.

To Cancel All Remaining Unreceived Items:

1. Navigate to the 'Purchase Order Details' screen → 'Purchase Order' tab:
   1. Click the  button.
   2. Confirm the action.
   3. The 'Cancelled Qty' for the unreceived Purchase Order Items will be updated with the difference between the Ordered Quantity and the Received Quantity.
   4. The 'Status' of the Purchase Order will be updated: 
      1. If some of the Purchase Order Items were Received, the Status will be updated to 'Received'.
      2. If all of the Purchase Order Items were Cancelled, the Status will be updated to 'Cancelled'.

Complete Delivery

• After the Delivery Items have been added with the 'Received Qty' greater than 0, the Delivery must be marked 'Completed'.
• If all Purchase Order Item Quantities have been Received, or Cancelled, the Purchase Order Status will be updated to 'Received'.
• If some Purchase Order Item Quantities are still not Received, or Cancelled, the Purchase Order Status will be updated to 'Incomplete'.
• If all Purchase Order Item Quantities have been Cancelled, the Purchase Order Status will be updated to 'Cancelled'.

To Complete a Delivery:

1. Navigate to the 'Purchase Order Detail' screen → 'Delivery' tab.

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   1. Add the Delivery Items.
   2. Populate the 'Received Qty' column.
   3. Click the  button.

   

2. The 'Complete Delivery' dialog will appear.

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   1. Select the 'Auto Stock' option.
      1. As of VetView 4.0, this is the only option available.
   2. If a Default Inventory Location does not already exist for a Product, select the 'Location'.
   3. Click the  button.

   

Delete Delivery

• If a Delivery is added by mistake, it can be deleted.
  • Only Deliveries that have not been saved, can be deleted.

To Delete a Delivery:

1. Navigate to the 'Purchase Order Details' screen.
2. Select the 'Delivery' tab that needs to be deleted.
3. Click the  button.
4. The 'Delivery' tab will be removed.

Delete Delivery Item

• Before a Delivery is 'completed', Delivery Items can be deleted.

To Delete a Delivery Item:

1. Navigate to the 'Purchase Order Details' screen → 'Delivery' tab.
2. Select the Delivery Item that needs to be deleted.
3. Either right-click the item row; OR,
4. Click the  button at the right end of the item row.
5. Select the 'Delete Item' menu option.

Expand/Collapse Inventory Details

• If the 'Purchase Order Detail' screen → 'Delivery' tab is displayed on a screen that has limited width, the columns in the Delivery Item List can be collapsed.
• When the columns in the Delivery Items List are collapsed, the following columns are hidden:
  • 'Sales Qty'
  • 'Stock Qty'

To Collapse the Columns in the Delivery Item List:

1. Navigate to the 'Purchase Order Details' screen → 'Delivery' tab.

    Click here to expand...

   1. Click the  button.
   2. The 'Sales Qty' and 'Stock Qty' columns will be hidden.

   

To Expand the Columns in the Delivery Item List:

1. Navigate to the 'Purchase Order Details' screen → 'Delivery' tab.

    Click here to expand...

   1. Click the  button.
   2. The 'Sales Qty' and 'Stock Qty' columns will appear between the 'Vendor Product' and 'Ordered Qty' columns.

   

Print Inventory Stocking List Report

• The 'Inventory Stocking List' report can be used as a tool to aid in the inventory stocking process.
• The 'Inventory Stocking List' report is printed for each Delivery, and shows the Inventory Location into which the Inventory was placed during the Receiving process.
  • If the name of the Inventory Location is changed at any time after a Delivery was completed, the new name will appear on this 'Inventory Stocking List' report.

To Print the 'Inventory Stocking List' report:

1. Navigate to the 'Purchase Order Details' screen → 'Delivery' tab.
2. Click the  button to complete the Delivery. 
   1. The Delivery must be marked complete in order for the 'Inventory Stocking List' report to populate properly.
3. Click the  button. 

Start New Receiving

• After the Purchase Order is Sent, it must be Received in order to update the Hospital Unit Inventory.
• Multiple Deliveries can be Received for one Purchase Order.

To Create a New Delivery:

1. Navigate to the 'Purchase Order Details' screen → 'Purchase Order' tab.

   1. This functionality is only available for Purchase Orders with a Status of 'Sent', or 'Incomplete'.

       Click here to expand...

      

2. Click the  button.

3. A new 'Delivery' tab will be added.

   1. (Refer to the 'Complete Delivery' section below.)

       Click here to expand...

      

Upload Packing Slip

• When Deliveries are received, the Packing Slip and/or Invoice, can be uploaded for storage with the Delivery.
• Multiple files can be uploaded for each Delivery.
• The files can be any format, including CSV, GIF, JPG, PDF, TXT, etc.
• The files can be downloaded at any time by clicking the file name hyperlink on the 'Purchase Order Detail' screen → 'Delivery' tab.
• As of VetView 4.0, these files cannot be deleted from the 'Delivery' tab.

To Upload a Packing Slip or Invoice to the 'Delivery' tab:

1. Navigate to the 'Purchase Order Detail' screen → 'Delivery' tab. 
    Click here to expand...

   

2. Click the  button.
   1. The 'Open File' dialog will open.

3. Locate, and select, the desired file on the local file system.  

    Click here to expand...

   

4. Click 'Open'.

   1. A file name hyperlink will be created above the Delivery Item List.  

       Click here to expand...

      

5. Click on the hyperlink to download the file.

Add Comment or Alert

• Comments and Alerts can be added to the Purchase Order via the 'Purchase Order Details' screen → 'Purchase Order Log' tab.
• The user-defined Alert Type must include the 'Purchase Order' Alert Category.

To Add Comments and/or Alerts to a Purchase Order:

1. Navigate to the 'Purchase Order Details' screen → 'Purchase Order Log' tab.
2. Click the  button.
3. Type the Comment/Alert text in the 'Comment' field.
4. Select the 'Alert' checkbox to create an Alert.
   1. Select an Alert Type from the 'Alert Type' dropdown list.

Configure Alert Types

• Alert Types are user-defined, and assigned one, or more, Alert Categories via the 'Alert Type Setup' screen.
• In order for an Alert Type to appear in the 'Alert Type' drop-down list on the 'Add Purchase Order Comment / Alert' dialog, it must include the 'Purchase Order' Alert Category.
• Below, are the minimum requirements for a Purchase Order Alert Type.  Refer to the 'Alert Type Setup' screen wiki page for more details.

To Configure Alert Types for Purchase Orders:

1. Navigate to the 'Alert Type Search' screen.  

2. Search for and select an existing Alert Type.
3. Click the  button to edit the selected Alert Type; OR,

4. Click the  button to create a new Alert Type.

    Click here to expand...

   

5. In the 'Edit Alert Type' dialog:  

   1. Enter the 'Alert Type' name/description.

   2. Select the 'Purchase Order' Alert Category.

       Click here to expand...