Purchase Order Details screen in 4.0

• Private Picklists are created in one of two ways:

  • The 'Purchase Order Details' screen when the Purchase Order Status is 'New'

    • Refer to:

      • Create Private Picklist On-The-Fly (Purchase Order)

  • The ‘Product Setup' screen → ‘Billing / Inventory Picklist Setup’ tab

    • Refer to:

      • Billing / Inventory Pick List Setup

      • Configure Inventory Picklist

• Public Picklists are created using:

  • The 'Product Setup' screen → 'Billing / Inventory Picklist Setup' tab.

    • Refer to:

      • Billing / Inventory Pick List Setup

      • Configure Inventory Picklist

      • Create Public Picklist

To Add Purchase Order Items from a Picklist:

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

   

   1. Create, or locate, a 'New' Purchase Order.

   2. Click on the ‘Picklist’ button.

      1. The ‘Picklist’ dialog will open.

2. On the ‘Picklist’ dialog, select a private or public picklist from the 'Picklist' drop-down list.

   

   1. There are two standard choices in addition to the custom Picklists:

      

      1. ‘Products Below Min Stock Qty’:

         1. Active Products that are currently in the Inventory Area, belong to the Purchase Order Vendor (and Contract, if required), and the Available Quantity is below the Minimum Quantity.

      2. ‘Standard Orderable Products’:

         1. Active Products that are currently in the Inventory Area, and belong to the Purchase Order Vendor (and Contract, if required).

   2. Only Active Products, that are associated to the Purchase Order Vendor, will appear on the Picklist.

3. Enter the ‘Needed Qty’ (expressed in Order Units).

4. Click the 'Post' button; OR,

5. Click the ‘Cancel’ button to close the dialog without saving or posting.

• Purchase Order Items can be added for Products that have reached their 'Minimum Quantity'.

• Refer to Configure Inventory Minimum Quantity.

To Add Purchase Order Items that are Below Minimum Quantity:

1. Create a ‘New’ Purchase Order.

   1. Click the ‘Add Items Below Minimum Quantity’ button.

   2. Confirm the action.

      

2. Click the ‘Add Items Below Minimum Quantity’ button.

   1. The Products that have reached the Minimum Quantity will be added as Purchase Order Items.

   2. The 'Ordered Qty⁽¹⁾' will be automatically populated with a value equal to:

To Add a Purchase Order Item:

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.

      

3. 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 Edit Vendor Product Details for details on how to view and edit the S:St and St:O ratios for the Vendor Products.

         

4. 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 Edit Vendor Product Details for details on how to view and edit the Unit Cost for the Vendor Products.

      3. 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.

   2. The ‘Total Cost’ will be calculated automatically by multiplying the ‘Unit Cost’ by the ‘Ordered Qty’.

5. 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.

6. 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 Status will remain 'New'.

      2. Refer to About Purchase Order 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 Send Purchase Order.

To Add Shipping, Handling, and Tax:

1. Navigate to the ‘Purchase Order Details’ screen.

   

2. 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.

         

• Two options for adding Products on-the-fly:

  • An Existing Product can be linked to the Purchase Order Vendor; OR,

    • Refer to Link Purchase Order Item to Vendor.

  • A New Product can be created 'on-the-fly'.

To create a New Product on-the-fly:

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

   

2. While adding Purchase Order Items:

   1. Click the '+' (plus) button next to the 'Product' field.

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

   

   1. Select the 'Add New Product' radio button (this is the default radio button when this dialog opens).

   2. In the 'Product #' drop-down, select the Product Line to which the new Product belongs.

   3. In the 'Sequence #' field, enter the unique Product Sequence Number for the new Product.

      1. The Sequence Number must be unique within the Product Line.

      2. Click the ‘Next’ button to have the system find the next largest unique number; or,

      3. To find an available gap in Sequence Numbers, hover over the Info Dot icon to expose a list of Sequence Numbers and Products within the selected Product Line.

         

   4. Enter the 'Name', 'Description', and 'Billing Description'.

   5. Select the 'Product Type'.

      1. Product Types are system-defined categories that drive functionality:

         1. Equipment - May be held in inventory.  Equipment is typically not 'Sold', but charges can be associated for the 'Use' of, 'Sterilization' of, and/or 'Loss'.

         2. Inventory - All Products that are held in Inventory for expendable use, or to be 'Sold'.  If it is a Pharmacy Product, additional configuration options are provided on the 'Product Info' screen.  This classification will make the 'Inventory' tab available on the 'Product Info' screen.

         3. Package - A Product that is composed of other Component Products.  This classification will make the 'Multi-Item' tab available on the 'Product Info' screen.

         4. Service - Can be 'Sold', but not held in Inventory.

         5. Service Fee - Exclusively available as 'Add Ons' to other Products.  These Products/Services are not available for direct sale on a bill/order.

   6. Select the 'Category'.

      1. Categories are user-defined, and can be used to classify and find groups of Products.

         1. Product Categories are defined via the 'Product Setup' screen → 'Product Category Setup' tab.

         2. Refer to Configure Product Categories.

   7. Configure the 'Product Pricing'.

      

      1. Base Price - The minimum price that will be charged by VetView on an Order/Bill.

      2. Sales Unit - The smallest Unit of Measure used for the Use/Sale of the Product.

         1. When the 'Fractional Qty' checkbox is selected, the quantity Used/Sold, can be expressed as a fraction of a whole Sales Unit.

      3. Fractional Use - when selected, indicates that the Product can be Used/Sold as a fraction of a whole Sales Unit.

      4. Markup - A multiplier that will be applied to the Base Price, to increase the amount charged by VetView on an Order/Bill.  The Markup can be selected from a pre-defined list, or entered as a value that will be unique to the Product.

         1. The pre-defined Markups are defined via the 'Product Setup' screen → 'Markup Setup' tab.

         2. Refer to Configure Product Markup Multiplier.

      5. Minimum Price - If the final Pre-tax Price of the Product is less than the 'Minimum Price', a 'Minimum Price' debit adjustment will be automatically created.

      6. Volume Discount - Determines the amount of 'Volume Discount' credit adjustment that will be applied to a Charge for this Product on the Order/Bill.

         1. Product Volume Discounts are configured via the 'Product Setup' screen → 'Product Scale Setup' tab.

         2. Refer to Configure Volume Discounts (Product Scales).

      7. Product Tax Category - Determines the amount of Sales Tax to be applied when a Charge for the Product/Service is added to an Order/Bill.

         1. Product Tax Categories are configured via the 'Product Setup' screen → 'Tax Setup' tab → 'Product Tax Category Setup' subtab.

         2. Refer to Configure Sales Taxes.

   8. Configure the 'Vendor Product Info'.

      

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

         1. For a New Product, the Purchase Order Vendor is prepopulated and designated as the 'Default Vendor'.

      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. This name will be used to identify the Product on the 'Purchase Order' report.

      5. Vendor # - 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.

   9. Configure the 'Cost', 'Units', and 'Ratios' for the Vendor Product.

      

      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.

         2. Refer to Configure Units of Measure.

      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.

To Create a Private Picklist:

1. Navigate to the ‘Purchase Order Detail' screen for a 'New’ Purchase Order.

   

2. Add the Products, that should be contained in the Private Picklist. 

3. Click the ‘Save as Picklist’ button.

4. The ‘Add Picklist’ dialog will open.

   

5. Enter the ‘Picklist Name’.

6. Click the ‘Save’ button to save the Picklist and close the dialog; OR,

7. Click the ‘Cancel’ button to close the dialog without saving.

8. To review the Private Picklist, click the 'Picklist' button. 

9. The 'Picklist' dialog will open.

   

10. Select the Picklist to be reviewed.

11. To edit or delete a Picklist, refer to Configure Inventory Picklist.

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:

Basic Purchase Order Workflow Outline with How-To pages:

This is an outline of the a general workflow for Purchase Orders, using the ‘How-To’ wiki pages found in this section.

1. Search for Purchase Orders:

   1. Search for Purchase Orders

   2. Open a Purchase Order

   3. Open a Purchase Order Stocking

   4. View the Purchase Order Totals

   5. View Pending Inventory Transfers & Purchase Orders

   6. View the Purchase Order History

   7. View the Purchase Order Log

2. Start a Purchase Order:

   1. Start a Purchase Order

   2. Create a Purchase Order On-The-Fly from a Delivery

   3. Expand / Collapse the Inventory Details

   4. Add Purchase Order Items:

      1. Add Purchase Order Items

         1. Create a Vendor On-The-Fly

         2. Link Existing Products to a Vendor

         3. Create Products On-The-Fly

      2. Add Purchase Order Items from Barcodes

      3. Add Purchase Order Items from a Picklist

         1. Create a Private Picklist On-The-Fly

         2. Print the Picklist report

      4. Add Purchase Order Items that are Below Minimum Quantity

   5. Add Shipping & Handling, and Taxes

   6. Add Purchase Order Comments & Alerts

      1. Configure Alert Types

   7. Save the Purchase Order

   8. Cancel the Remaining Unreceived Purchase Order Items

   9. Delete a Purchase Order

   10. Delete a Purchase Order Item

   11. Go To Product Setup from a Purchase Order Item

   12. Print the 'Purchase Order' report

3. Create Purchase Orders using the ‘Product Reorder’ screen:

   1. Refer to Create Purchase Orders using the Product Reorder screen.

4. Send a Purchase Order:

   1. Add Purchase Order Comments & Alerts

      1. Configure Alert Types

   2. Send a Purchase Order

5. Receive a Delivery:

   1. Receive a Delivery

   2. Receive a Delivery and Create the Purchase Order On-The-Fly

   3. Expand / Collapse the Delivery Details

   4. Add Purchase Order Items to the Delivery

      1. Add all Purchase Order Items to the Delivery

      2. Add Delivery Items from Barcodes

      3. Add Delivery Item not on the Purchase Order

   5. Upload a Packing Slip

   6. Delete the Delivery

   7. Delete Delivery Items

   8. Save the Delivery

   9. Mark the Delivery Complete

   10. Print the 'Delivery' report

   11. Start an Inventory Stocking from the Delivery:

       1. Start an Inventory Stocking

       2. Auto-Stock the Delivery

       3. Add the Delivery to the Stocking List

6. Start an Inventory Stocking for a Delivery:

   1. Start an Inventory Stocking

      1. Add a Delivery to the Stocking List

      2. Auto-Stock a Delivery

   2. Expand / Collapse the Inventory Details

   3. Split an Inventory Item

   4. Split a Stocking Item

   5. Add Inventory while Stocking

   6. Edit the Minimum Quantity for a Stocking Item

   7. Add Inventory Adjustments

   8. Save the Inventory Stocking

   9. Complete the Inventory Stocking

   10. Open the Purchase Order

   11. Go to Product Setup from a Stocking Item

   12. View Pending Transfer Requests and Purchase Orders

   13. View the Transaction Log

   14. Print the 'Inventory Stocking' report

   15. Print the 'Inventory Stocking List' report

‘About’ Topics:

Also refer to the ‘About’ wiki pages for more information about related topics.

• About ASAQ — Commonly known as ‘ASAQ’ in VetView, the MAPAQ program, or the Programme d'aide à la maîtrise de l'assurance-qualité (Program for the Mastery of Quality Assurance), is a Quebec government program that provides financial assistance to veterinary colleges in Quebec. The program is designed to help colleges improve the quality of their veterinary education programs.
• About Elevated Privileges
• About Highlight Colors and Other Indicators — Highlight Colors and other Indicators have been added to the Inventory Management screens in order to make them easier to use, and to reduce the amount of unnecessary information displayed on the screens.
• About Inventory Transfer Request Status — The Status of a Inventory Transfer Request indicates where it is in the Transfer Process; and, it dictates what functionality is available in the Inventory Transfer Process.
• About National Drug Codes (NDC) — The National Drug Code (NDC) is an identifier that may be associated with a Product; or, since the commercial package size is part of the NDC, each Inventory Item may have an NDC that is different.
• About Purchase Order Status — The Status of a Purchase Order indicates where it is in the Procurement Process; and, it dictates what functionality is available on the ‘Purchase Order Details’ screen.
• About Unique Inventory Attributes — Inventory may be uniquely defined and identified by 7 attributes.

How-To Configure Inventory Settings:

Also refer to the ‘How-To Configure Inventory Settings’ section for related configuration options.

• Configure Alert Types — Alerts provide the ability to identify certain Clients, Episodes, Inventory Transfer Requests, Patients, Products, Purchase Orders, and Vendors that require special attention.
• Configure Auto-Stocking — Inventory Areas can ‘Auto-Receive (Stock) Inventory', with a ‘Default Inventory Location’ as the location for Inventory that is auto-received (stocked).
• Configure Default Vendor — Each Product that is acquired from one or more Vendors, should have a ‘Default Vendor’. The ‘Default Vendor' is used by the ‘Product Reorder’ screen to determine how to group the Products onto Purchase Orders.
• Configure Inventory Elevated Privilege — Elevated Privileges provide the User with access to various functionality at the Hospital Unit level. The User can be granted the Elevated Privilege, or they can belong to the Security Role that has been assigned to the Hospital Unit and Elevated Privilege.
• Configure Inventory Locations — Inventory Locations are physical locations that contain Inventory for Inventory Areas (Hospital Units). A hierarchical structure can be built to represent the Inventory Area’s physical storage space.
• Configure Inventory Minimum Quantity — The 'Minimum Quantity' for a Product is the minimum number of Units that should be held in the Inventory Location.
• Configure Inventory Options for Inventory Area — A Hospital Unit becomes an ‘Inventory Areas’ via the ‘Inventory Area’ option. The Inventory Area can ‘Auto-Receive (Stock) Inventory', with a ‘Default Inventory Location’ as the location for Inventory that is auto-received (stocked).
• Configure Inventory Picklist — Inventory Picklists are configured via the ‘Product Setup' screen → ‘Billing / Inventory Picklist' tab. Picklists are either used for ‘Billing’ or ‘Inventory’. Inventory Picklists are either ‘Public’ or ‘Private’, and can be assigned to an Inventory Area (Hospital Unit). As of Version 4.3, they will be editable from within Inventory Management screens.
• Configure Product Categories — Product Categories are user-defined, and can be used to classify and find groups of Products.
• Configure Product Default Manufacturer and NDC — Products have a variety of default values that are used in downstream functionality throughout the application. When the Product Default Manufacturer and NDC are populated, they can be used when the Product is added to Inventory.
• Configure Product Markup Multiplier — Product Markup Multipliers are applied to the Base Price to increase the amount charged by VetView on an Order/Bill.  The Markup can be selected from a pre-defined list, or entered as a value that will be unique to the Product.
• Configure Purchase Order Alert Types — Purchase Order Alerts provide the ability to identify certain Purchase Orders that require special attention.
• Configure Purchase Order Defaults for Inventory Area — When a Hospital Unit is designated as an Inventory Area, that Hospital Unit will be able to generate Purchase Orders. When a new Purchase Order is started, the Purchase Order Number can be auto-generated; and, the Charge Account Number, and the personnel to be contacted about the Purchase Order, can be specified as default values for the Inventory Area.
• Configure Purchase Order Defaults for User — When a User starts a new Purchase Order, the Inventory Area ('Unit') that is assigned to the Purchase Order will be auto-populated based on the User’s ‘Default Unit’.
• Configure Sales Taxes — The Product Tax Category determines the amount of Sales Tax to be applied when a Charge for the Product or Service is added to an Order. Products and Services are assigned a Product Tax Category. For each Tax Jurisdiction, the Product Tax Category is assigned an appropriate Tax Rate. Tax Jurisdictions are combined within a Tax Region which is defined by a geographic area. The Hospital is assigned a Default Tax Region based on its location, and each Hospital Unit that is located elsewhere, ca
• Configure Service Fee Add-Ons — A Service Fee is a special Product Type that can be added to a Product or Service as a ‘Service Fee Add-on.
• Configure Units of Measure — User-defined Units of Measure are used throughout the Laboratory and Hospital VetView applications wherever a Quantity is specified.
• Configure Volume Discounts (Product Scales) — Volume Discounts (Product Scales) can be applied to Products and Services based on the Total Dollar Amount of the item.

Purchase Order How-To wiki pages (in alphabetical order):

Following is the list of all Purchase Order ‘How-To’ topics in alphabetical order:

To Create a New Vendor On-The-Fly:

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

   

2. This functionality is only available for 'New’ Purchase Orders.

3. Click the green ‘+' (plus) next to the 'Vendor’ drop-down field.

4. The ‘Add Vendor’ dialog will open.

   

5. Specify:

   1. Vendor Name - This is displayed on the ‘Purchase Order’ report.

   2. Vendor Code - This is displayed on the ‘Purchase Order’ report.

6. Specify:

   1. Account No - This is the identifier assigned by the Vendor to the College. It is displayed on the ‘Purchase Order’ report as the ‘Customer #’.

   2. Accepts Credit Cards - This is provided for information only.

   3. Electronic POs - If the Vendor accepts Electronic POs, the ‘E-Account No’ is required.

   4. E-Account No - If the Vendor accepts Electronic POs, the Account Number used to identify them in the Electronic Procurement System, is required.

7. Specify:

   1. Contact Name - This will be the ‘General’ contact for the new Vendor.

8. Specify:

   1. Address - This will be the Primary Address of the ‘General’ contact for the new Vendor.

   2. City

   3. State

   4. Zip Code

   5. Phone - This will be the Primary Phone Number of the ‘General’ contact for the new Vendor.

   6. Fax - This will be the Primary Fax Number of the ‘General’ contact for the new Vendor.

   7. Email - This will be the Primary Email Address of the ‘General’ contact for the new Vendor.

9. Comments are optional information only.

10. Click the ‘Save’ button to save the new Vendor, close the dialog, and return to the 'Purchase Order Details' screen; OR,

11. Click the ‘Cancel’ button to cancel the operation, close the dialog, and return to the 'Purchase Order Details' screen.

12. After adding a new Vendor, Products must be added and/or linked to the new Vendor by clicking the green ‘+' (plus) located to the right of the 'Product’ drop-down field.

    1. Refer to:

       1. Create Products On-The-Fly

       2. Link Purchase Order Item to Vendor

To Delete a Purchase Order:

1. On the 'Purchase Order Details' screen, for a 'New' Purchase Order.

2. Click the ‘Delete PO’ button.

3. Confirm the action.

   

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, click the Hamburger button at the right end of the item row.

3. Select the 'Delete Item' menu option.

4. Confirm the action.

   

• When the Minimum Quantity is reached, the Inventory should be replenished using a Purchase Order or Inventory Transfer Request.

• The ‘Minimum Quantity' for each Product is configured for the Inventory Location, via the 'Edit PAR Levels' dialog from the following screens:

  • ‘Inventory Management’ screen:

  • ‘Inventory Transfer Request’ screen:

    

  • ‘Inventory Search’ screen → ‘Inventory on Hand’ tab:

    

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

    

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

1. Navigate to one of the screens mentioned above.

2. Select the 'Edit Minimum Qty' menu option.

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

   

   1. Note the Product and Inventory Location, to insure they are correct.

   2. Specify the 'Min Stock' quantity in Sales, Stock, or Order Unit of Measure.

      1. When 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 'Minimum Quantity is reached, the 'Reorder' quantity will be used to populate the quantity to be ordered on the:

         1. 'Inventory Reorder' screen

         2. ‘Inventory Transfer Request’ screen

         3. ‘Purchase Order Details’ screen

      2. The ‘Min Qty’ is also displayed on the ‘Purchase Order Details’ screen.

• Purchase Order Default affect the following fields on each New Purchase Order:

  • ‘Charge Account’

  • 'Delivery Contact'

  • 'Direct Inquires To'

  • 'Shipping Department', 'Building', and 'Room'

  • 'Unit' (Inventory Area)

To Edit the Purchase Order Defaults:

1. Configure the User’s ‘Default Unit’.

   1. Refer to Configure Purchase Order Defaults for User .

2. Configure the ‘Inventory’ Elevated Privilege.

   1. Refer to Configure Inventory Elevated Privilege .

3. Configure the ‘Purchase Order Defaults’ for the Inventory Area (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. Enter the internal 'Charge Account Number' to be used for inventory purchases for the Inventory Area (Hospital Unit).

      3. Select the 'Purchase Order Number' method.

• The Purchase Order header (1) can be expanded or collapsed using the 'v' or '^' button (2) in the upper-right corner.

  

The following table shows the header fields that are editable (Y) for each Purchase Order Status.

• Refer to About Purchase Order Status.

Notes:

⁽¹⁾ Manually Assigned

⁽²⁾ Auto Assign University PO Number

⁽³⁾ Auto Assign Requisition Number

The ability to edit the following fields depends on the 'Purchase Order Number' option on the 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory' subtab → 'PO Defaults' subtab:

1. Internal # (University PO Number)

2. Requisition No

3. E-PO Number

• Refer to Edit Purchase Order Defaults.

1. The Purchase Order header can be collapsed using the '^' button in the upper-right corner⁴.

To Edit the Purchase Order Header:

1. Navigate to the ‘Purchase Order Detail’ screen for a New Purchase Order.

   

2. Depending on the Purchase Order Number Method (refer to table above), edit the ‘Internal #’ (University Purchase Order Number).

3. Set the ‘Delivery Date’ to the date on which the delivery is desired.

4. Set the:

   1. ‘Unit’:

      1. The Hospital Unit (Inventory Area) for which the Purchase Order has been prepared; and, to whom the Purchase Order Items will be delivered.

      2. The 'Unit' will be automatically populated based on the User's 'Default Unit' selected via the 'Users Account & Employee Record' screen → 'Hospital Options' tab → 'Hospital Options' section. See Edit Purchase Order Defaults.

   2. 'Direct Inquires To', 'Charge Account', and ‘Delivery Contact’:

      1. These three fields will be automatically populated based on the selected 'Unit', and the Purchase Order Defaults that have been defined via the 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory' subtab → 'PO Defaults' subtab. See Edit Purchase Order Defaults.

      2. The 'Charge Account' and 'Delivery Contact' will appear on the 'Purchase Order' report.

5. The ‘Shipping & Handling’ and ‘Taxes’ should be entered from the invoice or packing slip when the inventory is received.

   1. The 'Item Total' reflects the total dollar amount of the Purchase Order Items that have been Received.

   2. The 'Shipping & Handling' field is editable, and provides the ability to capture the amount that was charged for shipping and handling on the invoice.

   3. The 'Taxes' field is editable, and provides the ability to capture the amount that was charged for taxes on the invoice.

   4. The 'Purchase Order Total' reflects the total dollar amount of the Purchase Order Items that have been Received, plus the 'Shipping & Handling' and 'Taxes'.

   5. See Add Shipping & Handling, and Taxes.

6. Edit the ‘Comments’.

   1. The 'Comments' field provides the ability to add a short note about the Purchase Order in general.

   2. The Comments note is displayed on the 'Purchase Order' report.

   3. Comments and Alerts can also be added to a Purchase Order via the 'Purchase Order Details' screen → 'Purchase Order Log' tab. See Add Purchase Order Comments & Alerts.

   4. The 'Comment' field on the Purchase Order, and the Purchase Order Log Comments, are not the same type of comment.

7. Edit the ‘Delivery’ notes.

   1. The 'Delivery' field provides the ability to add a short note about the Purchase Order delivery.

   2. The Delivery note is displayed on the 'Purchase Order' report.

8. Click the ‘Save’ button.

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 Pancake button on the right end of the row, to access the context menu.

4. Select the ‘Vendor Product Details’ menu option.

   1. The ‘Vendor Product Details’ dialog will open.

5. On the 'Vendor Product Details' dialog:

   

   1. If the Vendor offers multiple versions of the same Product, the 'Vendor Product' drop-down list will display the Vendor Product Offerings.

      1. Vendor Product Offerings are created when any of the following attribute of the Vendor Product are unique:

         1. Contract

         2. Manufacturer

         3. NDC

         4. Order Unit of Measure

         5. Product #

         6. Product Name

         7. S:St Ratio

         8. St:O Ratio

         9. Sales Cost

         10. Stock Unit of Measure

      2. The 'Create Alternate Vendor Product' option is also available to provide the ability to add a unique Vendor Product Offering that does not already exist.

      3. Refer to Create Products On-The-Fly.

   2. The following Vendor Product Detail fields make the Vendor Product Offering unique:

      1. 'Product #'

         1. The Vendor’s catalog number.

      2. 'Product Name'

         1. The name by which the Vendor refers to the Product.

      3. 'Manufacturer'

         1. The Manufacturer of the Product as provided by the Vendor.

      4. 'NDC'

         1. The National Drug Code (NDC) that has been assigned to this Product.

         2. Since the NDC includes packaging, each Product Offering from a Vendor, could contain a different NDC.

         3. See About National Drug Codes (NDC).

      5. 'Comments'

         1. This comment is saved with the Vendor Product and is available for reporting; although, it does not currently appear on any other screens or reports.

   3. The following Vendor Product Cost fields also make the Vendor Product Offering unique:

      1. Unit Cost

      2. Units of Measure

      3. Ratios

      4. Changes to these fields will immediately affect the Quantity and Cost fields of the Purchase Order Item on 'Purchase Order Details' screen.

• On the 'Purchase Order Detail' screen, when the columns in the Product List are collapsed, the following columns are hidden:

  • 'Qty on Hand'

  • 'Min Qty'

  • 'Pending Qty'

• On the 'Purchase Order Detail' screen → 'Delivery' tab, when the columns in the Delivery Items List are collapsed, the following columns are hidden:

  • 'Sales Qty'

  • 'Stock Qty'

'Purchase Order Detail' screen:

To Collapse the columns in the Product List:

1. Click the ‘Collapse Inventory Details' button.

   1. The 'Qty on Hand', 'Min Qty', and 'Pending Qty' columns will be hidden.

      

To Expand the columns in the Product List:

1. Click the ‘Expand Inventory Details’ button.

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

   

'Purchase Order Detail' screen → 'Delivery' tab:

To Collapse the Columns in the Delivery Item List:

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

   

To Expand the Columns in the Delivery Item List:

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

   

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

  • An Existing Product can be linked to the Purchase Order Vendor; OR,

    • 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.

  • A New Product can be created 'on-the-fly'.

    • Refer to Create Products On-The-Fly.

To link an Existing Product to the Purchase Order Vendor:

1. Navigate to the ‘Purchase Order Details’ screen.

   

2. Click the '+' (Plus) button next to the 'Product' field.

   1. The 'Add / Link Product to Vendor' dialog will open.

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

   

   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'.

      1. Default Vendor:

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

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

            

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

            

      2. Vendor:

         1. The Vendor's Name will be prepopulated with the Purchase Order Vendor.

         2. Since the Product must belong to the Purchase Order Vendor, this field is non-editable.

      3. Contract:

         1. The Vendor's Contract will be prepopulated with the Purchase Order Contract. 

         2. Since the Product must belong to the Purchase Order Contract, this field is non-editable.

      4. Vendor Product:

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

               

            2. Select an Existing Vendor Product Offering from the drop-down list. (This will populate the Vendor Product Info fields with the Existing Vendor Product Offering values.) 

               

      5. Vendor #

         1. The Vendor's Product Code - The Vendor's Product Code is the catalog code by which the Product is known by the Vendor.

         2. This code will be used to identify the Product on the 'Purchase Order' report.

      6. Manufacturer:

         1. The name of the Product Manufacturer.

         2. This may be different for each Vendor Product Offering.

      7. NDC:

         1. The National Drug Code (NDC) that has been assigned to this Product.

         2. Since the NDC includes packaging, each Product Offering from a Vendor, could contain a different NDC.

      8. Comments:

         1. Notes that are unique to the Vendor Product.

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

      

      1. Cost:

         1. The cost (or the Vendor's Price) of the Vendor Product Offering - per Sales Unit, Stock Unit, and Order Unit.

         2. The S:St and St:O ratios are used to convert the Cost per one unit, to the other two units.

      2. Units:

         1. The Stock Unit of Measure, and Order Unit of Measure, used for the Vendor Product Offering.

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

         3. Refer to Configure Units of Measure.

      3. Ratios:

         1. The S:St and St:O ratios represent the number of Sales Units per Stock Unit, and Stock Units per Order Unit, respectively.

         2. These ratios are used to convert the Unit Cost, Unit Price, and Quantity, between the Sales Unit, Stock Unit, and Order Unit.

4. Click the ‘Save’ button to create the link, close the dialog, and return to the 'Purchase Order Details' screen; OR,

5. Click the ‘Cancel’ button to return to the 'Purchase Order Details' screen without creating the link.

To Print the 'Purchase Order' report:

1. Navigate to the ‘Purchase Order Details’ screen.

   

2. Click the ‘Save’ button to save any changes.

3. Click the ‘Print’ button to produce the 'Purchase Order' report.

   1. The 'VetView Purchase Order Report' dialog will open.

      

Report Dialog Functionality:

Throughout VetView, when a report is executed, the Report dialog provides the ability to preview, print, and export the report.

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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.