This page was created for VetView version 4.1.1 on 12/12/2023.

Inventory Transfer Request Screen (4.1)

The Inventory Transfer Request process in VetView has multiple parts and multiple screens that work together to allow you to track inventory as it changes from one inventory location to another in your hospital.

Key points in this process:

An Inventory Transfer Request comes from one Inventory Location to another Inventory Location, asking for specific items in a Shopping List. The requesting location is the Destination. The location that they are asking for inventory items from is the Source.
The Source Location, upon receiving the Inventory Transfer Request, initiates an Inventory Pull to add the items from the Shopping List to the physical shopping cart or other means of transport, so that they can be moved from the source to the destination.
The source location physically moves the items and completes a delivery to the destination location.
The Destination location then initiates an Inventory Stocking event with the physical inventory items that were delivered.
All inventory units are responsible for performing regular Inventory Counts and completing tasks such as stock rotation, pulling out damaged or expired goods, or otherwise managing their inventory.

A diagram showing the VetView Inventory Workflows. The steps in this diagram were described in the previous section.

Inventory Transfer Request Search

This screen is found in the Inventory Screens subsection of the Navigation menu.

A VetView screenshot showing the Inventory Screens section under the Navigation Menu. The Inventory Transfer Request link has been highlighted.

At the top of the main Inventory Transfer Request screen there is a series of search options to look for any existing Inventory Transfer Requests that were previously submitted.

Each Inventory Transfer Request is assigned a unique request number, but also has other attributes stored so that the request can be tracked from its start to the end of the request’s completion.

A screenshot of the Inventory Transfer Request search options. Details regarding each option are listed in the section following this image.

Field	Description
Request Number	Search for an inventory transfer request by the request number.
Requested By	Search for an inventory transfer request by the user name of the person who requested it. This can be useful for looking for only the requests that you submitted.
Product	Search for inventory transfer requests that contain specific products. This search can be useful for identifying which users or locations are requesting a specific product most frequently.
Source Area	Searches for inventory transfer requests based on source location/area. Each transfer request must contain a source and destination. The source is where the inventory items are stored before the request.
Requested Date	Searches for inventory transfer requests based on the date on which it was requested. This date filter can be used in conjunction with any other search condition.
Status	Searches for inventory transfer requests based on the current status. The statuses are New, Submitted, Incomplete, Transferred, Received, and Cancelled.
Destination Area	Searches for inventory transfer requests based on the destination location/area. Each transfer request must contain a source and a destination. The destination is where the inventory transfer request items will be delivered and ultimately stocked.
Needed By Date	Searches for inventory transfer requests based on the date that the person who submitted the requested said the items would be needed by. A request can be ordered ahead of time, with an expected delivery date later on that week or even later in the month. These dates can be done in accordance with your hospital’s policies.
Alerts	Searches for inventory transfer requests based on transfer request alerts that were applied to the inventory transfer request itself. These alerts are added on the Transfer Log tab.

Inventory Transfer Request List

After selecting the filters and clicking on the Search button, a list of matching Inventory Transfer Requests appears.

New Inventory Transfer Request

To start a new inventory transfer request, click on the New Inventory Transfer Request button.

A small window will open with options to create a new transfer request.

A screenshot of the New Inventory Transfer Request window. Details on the fields in the window are in the section immediately following the image.

Field	Description
Source Area	Select the source area for this transfer request. The Source Area is the location from which the items will be pulled.
Destination Area	Select the destination area for this transfer request. The Destination Area is the location to which the inventory request items will be delivered.
Date Needed	The date by which the items should be delivered. Inventory Transfer Requests can be scheduled several days or weeks ahead of time, if your hospital’s policies allow it.
Auto Add items below min stock levels	This feature checks the Destination area and identifies items that are below the minimum stock levels needed, as defined by the PAR levels on the item for the area. PAR levels are set per location. This feature can be used to streamline the request process by automatically adding items that are below the desired stock values.

Minimum Quantity Transfer Request

This option is a shortcut to turn on the Auto Add items below min stock levels when the New Inventory Transfer Request window loads.

Main Inventory Transfer Request Page

Inventory Transfer Request Details

At the top of the Inventory Transfer Request screen is a section that contains a menu bar with buttons and text details regarding the Inventory Transfer Request.

A screenshot of the top portion of the Inventory Transfer Request screen. This screen contains a menu bar with buttons and a series of text fields. Additional details on both the menu bar and the fields are in the section following the image.

Field	Description
Back to Search Button	Returns to the Inventory Transfer Request search screen using the same parameters that were previously used.
Save Button	Saves any changes to the Inventory Transfer Request that you were actively working with.
Print Button	Prints the Inventory Transfer Request report. This report includes the header and the original request. This report may be different from the Inventory Pull report or the Inventory Stocking report, which display additional details on each row.
Submit Button	Saves changes and submits the Inventory Transfer Request to the Source location so that they may begin processing the Pull.
Cancel Request Button	This option should be used to cancel a request that was submitted in error. For example, it was sent to the wrong Source unit, or the Destination unit found missing stock for an item and it will no longer be needed on the original date. Any user with the Manage Inventory privilege for the Destination unit can cancel the request.
Delete Request Button	This option removes the Request from the system entirely. Use this option to delete the request prior to submission, if it was created in error.
Request Number	The auto generated Inventory Transfer Request number. This number is unique and will be used to link any subsequent Inventory Pulls and Inventory Stocking.
From	This is the Source location that indicates where the Inventory Items should be pulled from.`
To	This is the Destination location that indicates where the Inventory Items should be delivered and stocked.
Date Needed	The date by which the Inventory Transfer Request items should be delivered. This date must be the same date or in the future.
Status	An Inventory Transfer Request begins in New status until it is Submitted. From Submitted status, it can change to Incomplete when the Pull has been started but not delivered, Received once all the pulls have been delivered but not stocked, Transferred once the delivery has been acknowledged and stocked, or Cancelled if the submitting location marked the Request as Cancelled on their end for any reason.
Requested By	The user who submitted the Request to the Source location.
Requested On Date	The date that the requesting user submitted it to the Source location. This may be different from the Needed By Date.
Comments	Any comments from the Requesting location to the Source location, such as how to reach the destination location for delivery (“Knock on door 112A”) or other special instructions (“please remove shrink wrap from palette, we don’t have a knife”), etc.

Submit Transfer Request

Once you have added any items and comments that you need to the Request, click on the Submit button to pass it to the Source location for processing as an Inventory Pull.

Once submitted, no further changes can be made to the original Inventory Transfer Request. You will either need to cancel the request and submit a new one, create a second request if you only need to add additional items, or contact the Source location if there are additional items you will need on the pull. Which step you follow will be based on the policies set by the Source location or your hospital or lab’s internal inventory workflows.

Print Inventory Transfer Request

This prints the Inventory Transfer Request Report.

Transfer Request Tab

This tab contains a list of all the items on the original Transfer Request after it has been submitted. At the top of this tab is a menu bar that contains buttons for the Shopping List Report, to Start Inventory Pull, and to Cancel Remaining Unreceived Items.

Following this are rows of the items, with a Product Line/Seq, Product Name, an info dot that contains additional Product Details, and columns for various quantities. On the right most column is a menu button specific to that row. (See the Inventory Context Menu page for more details.)

Comments may be added to individual items and saved even after the request is Submitted.

Each line can also switch between Sales to Stock to allow for a clearer understanding of exactly what will be delivered.

On a Submitted request that has not yet been Pulled or Stocked, the values on those columns will appear as zero. These values will change as the Inventory Request progresses through its workflow.

Print Shopping List Report

This section is incomplete due to the Whitelabel error on the report, which has now been accidentally pushed to Master.

Start Inventory Pull

Clicking on the Start Inventory Pull button initiates the Inventory Pull workflow. The Inventory Pull screen will load within this same window. This button is intended for the Source location after they have reviewed and accepted the Inventory Transfer Request.

Please see the Inventory Pull page for details on this workflow.

Once initiated, the Inventory Pull tab will appear on the request for the original requester to review if needed.

Cancel Remaining Unreceived Items

If the majority of a Pull has been delivered but there are outstanding items due to insufficient stock at the Source location, the remaining undelivered items can be cancelled so that the Inventory Request can be stocked.

These items can be requested again on a new Inventory Transfer Request at a later time.

You will receive a warning prompt asking you to confirm the cancellation.

A VetView screenshot showing the Cancel Remaining Unreceived Items confirmation window. At the top of the window is text that says Cancel Remaining Unreceived Items on this Transfer Request, and then there are two buttons. Yes to confirm the cancellation, and No to return back to the Transfer Request screen without cancelling the items.

Inventory Pull Tab

This tab shows the status of the Inventory Pull that is being processed by the Source location.

A brief list of details appears at the top of the tab, followed by a menu bar with buttons, and then a list of all the items on the Inventory Pull.