UC1 - Create a Purchase Order (PO) manually

Description	Manually create a purchase order for a vendor. Products are manually selected and added to PO with desired order quantity. Once PO has been filled out, print and/or send the PO to vendor.
Actor	Inventory Manager, Inventory Staff, Tech, Pharmacy Manager
Privileges	Access Purchase Order Search Access Purchase Order Screen Add/Edit Purchase Orders Admin Edit Sent Purchase Orders Product Setup (Creating new products on the fly) Add/Edit Vendor Setup Add/Edit Vendor Product Setup
Triggers	Critical Inventory Alert
Preconditions	Hospital Unit Setup Set as Purchase Order Unit PO can only be created and edited by employees associated with the ordering unit. Limit PO items to hospital unit’s pre-associated inventory list Limit PO items to current vendor product setup Vendor Product Vendor Product Setup
Steps	Basic Workflow Alternate Flow 3A – Use picklist to select from a predefined list of products Alternate Flow 3B – Create a new product and add to PO. Alternate Flow 3C – Use barcode scanner to select product. Alternate Flow 3D - Edit vendor product information. Alternate Flow 1A - Create a new vendor.
Post Conditions	Once a PO is marked as “Send E-PO/Mark as Sent”, changing the PO’s status to “Sent”, elevated privileges are needed to edit the PO’s details.
Proposed Changes	Add more navigation button/workflow Cancel PO Button – return to search if working on a new un-save PO. Cancelling a PO if already saved. Confirming Action. Back to search button Unit Dropdown will be limited to Hospital Units designated as “Purchase Order Units” Add ability to add alerts to a PO Add an additional “Requested By” employee field separate from the current billing inquire and contact person. Limit items that can be selected to be put on a PO and/or create new products, by role and unit/employee privileges. Picklist – ability to quickly add items to a PO from predefined list of products list of products pre-associated to the vendor of the PO Update product selector to search by alternate IDs like synonyms Eliminate the “Printed PO” and “Working” status for POs. PO is either “New” meaning it is still being created/edited or “Sent” indicating that the PO has been sent to vendor and waiting delivery. Electronic PO and interface settings will be set at the vendor and system level. Add more details on the PO item line Config Icon/link to vendor/product setup Product Alerts Icon Default vendor icon Change Log Add a “Quantity Calculator”
Specifications	Purchase Order Search Screen Purchase Order Details Screen Purchase Order Details Screen - Picklist Dialog Hospital Unit Setup

Basic Workflow

Access the purchase order search screen and click the “New PO” button.
Choose a vendor, enter PO details, and save PO.
Select product and enter desired order quantity.
Save changes and click the “Send E-PO/Mark as Sent” button.
Print PO

Alternate Workflow 3A – Use picklist to select from a predefined list of products

Click “Picklist” button
Select picklist – Default List is the active products with the selected vendor as the default for the product. This list is auto generated. The other pick lists can be created from previous orders.
Enter desired quantity for item you want to add and then click “Post” to add them to the PO.

Alternate Flow 3B – Create a new product and add to PO

Click “+” icon on new PO item line. Enter product details and save new product.

Alternate Flow 3C – Use barcode scanner to select product

Place cursor in the product name field and scan barcode. Product name, synonyms, and alternate IDs can be used to search for products

Alternate Flow 3D - Edit vendor product details

Right click on item row to edit to access menu, Select “Vendor Product Details”

Alternate Flow 1A - Add new vendor

Click “+” icon next to vendor