Inventory Transfer Request Screen 4.1
- Rick Eggleston (Unlicensed)
- Cathy Allison
This page was created for VetView version 4.1.1 on 12/12/2023.
- 1 Inventory Transfer Request Screen (4.1)
- 2 Main Inventory Transfer Request Page
- 2.1 Inventory Transfer Request Details
- 2.2 Transfer Request Tab
- 2.3 Inventory Pull Tab
- 2.4 Inventory Stocking Tab
- 2.4.1 Print Stocking List
- 2.4.2 Print Stocking Report
- 2.4.3 Continue Stocking
- 2.4.4 Delete Stocking
- 2.5 Transfer Log Tab
- 2.5.1 Add Alert
- 2.5.2 List of Events
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.
Inventory Transfer Request Search
This screen is found in the Inventory Screens subsection of the Navigation menu.
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.
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.
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.
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
The Shopping List Report is intended to be used by the source location to gather the requested items. The VetView Pull screen can be used in real time during an Inventory Pull for this process if the person handling the pull has a tablet or laptop, but the Shopping List can be printed and used with a clipboard as an offline replacement.
Click on the Print Shopping List button to load this report in PDF format.
A blank line will appear at the end of each row of the requested items, so that the total pulled quantity can be filled in and then entered on the Inventory Pull Screen.
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.
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.
Field | Description |
|---|---|
Pull No | The unique identifier for this pull. An Inventory Transfer Request can have multiple pulls. |
Pulled By | The VetView user who acknowledged the Inventory Transfer Request and started the Inventory Pull. |
Pull Date | The date the Inventory Pull was started. Depending on your hospital’s workflow policies, most pulls should be initiated and completed on the same day unless there is an issue. |
Print Shopping List Button | This button contains the list of all items in the Inventory Transfer Request, and a blank line next to each item for the person performing the Inventory Pull to write down notes and quantities for the item as they grab it from the shelf. This information can also be entered in real time on the Inventory Pull screen itself. |
Print Button | This button prints the Inventory Pull Report which is different from the Shopping List. This report contains the pull quantities, not just the requested quantities. |
Continue Pull | As this tab is only visible when a pull has been started, if the pull is not in Complete status, this tab will present the option to Continue the pull. Clicking this button will load the Inventory Pull screen. When the pull is complete, this button will become disabled. |
Start Stocking | When the pull has been marked as Completed on the Inventory Pull screen, this button becomes available on the Inventory Transfer Request screen. Clicking on it will load the Inventory Stocking screen to begin the process. |
Delete Pull | A pull is a transient part of the Inventory process and if one was initiated by mistake and cannot be completed on the day it was started, it can be deleted and a new one created, so long it has not yet been marked as completed. |
Expand Inventory Details | Lot, serial, manufacturer, and NDC are hidden on smaller screens to prevent the need for scrolling horizontally. For products where these details are important, such as pharmaceuticals, this button will display the hidden columns. It can be toggled on and off at any time. |
Print Shopping List
Clicking on this button will load the Inventory Shopping List Report.
This is the same PDF report that appeared when clicking on Print Shopping List on the Transfer Request tab.
Print Button (Inventory Pull Report)
Clicking on this button loads the Inventory Pull Report, which contains the details of the Inventory Transfer Request at the top of the screen, and then lists each of the items in the pull and the quantity that was pulled.
The Shopping List report is intended to be used by the person who is processing the Inventory Pull in real time, but the Inventory Pull Report is intended to be delivered with the items to the Destination location, as a receipt for them to confirm the items requested were delivered as expected.
Continue Pull (Pull Incomplete)
This button is only available on Pulls that have been initiated but not completed. It will load the Pull on the Inventory Pull screen.
Start Stocking (Pull Complete)
This button is only available on Pulls that have been marked as completed. It will load the Pull on the Inventory Stocking screen.
Delete Pull
This button will delete a pull that was started but had no work performed on it. A new pull can be started with the items that were not marked as pulled on the original request at any time.
This screen will not issue a warning when Delete Pull is clicked.
This can also be useful if the remaining items are out of stock. Deleting the pull allows the person performing the Inventory Pull to return to the original transfer request and Cancel Remaining Undelivered Items.
Delete pull is not available on Pulls that have been marked as Completed.
Inventory Stocking Tab
When a Pull has been marked as Completed, an offline process of manually delivering the requested items to the Destination location is assumed to occur.
The Stocking process begins when the Destination acknowledges receipt of the delivered items via the Inventory Stocking Screen. The process can also be initiated from the Pull tab on the Inventory Transfer Request screen, but the Start Stocking button will load the delivery on the Inventory Stocking screen itself.
Once the pull has started stocking, the Inventory Stocking tab becomes visible on the Inventory Request screen.
Field | Description |
|---|---|
Stocking No | The unique number assigned to this stocking event. This is the number that displays on the Inventory Stocking Search screen. |
Stocked By | The user who started the stocking event. |
Stocked Date | The date that the stocking event was started. |
Print Stocking List | Opens the Stocking List PDF report to be printed. This is similar to the Inventory Pull report, but the values next to the transferred items are left as blank lines to be filled in. |
Print (Stocking Report) | Opens the Inventory Stocking Report as a PDF to be printed. This report has the original Inventory Transfer Request at the top of the page, and then the items from the stocking process listed with the total quantity stocked. |
Continue Stocking | If a stocking event has not yet been marked as Completed, the option to continue the stocking is available on the Stocking tab on the Inventory Transfer Request. This will open the Inventory Stocking Screen. |
Delete Stocking | If a stocking event has not yet been marked as Completed, it can be deleted. Use this if the stocking cannot be performed on the date it was initiated, to clear it out from the list. |
Expand Inventory Details | On smaller screens, the Lot, Serial, NDC, and Manufacturer fields may automatically hide to eliminate a scroll bar. This button will expand the rows to display these fields so the data can be entered during the stocking process. |
Print Stocking List
Clicking the print Stocking List button loads the Inventory Stocking List report in a PDF viewer. This report contains the original transfer request and the Inventory Stocking details, and a list of each of the items that is to be stocked.
Print Stocking Report
This report is identical to the Inventory Stocking List, but contains the values that were entered on the Inventory Stocking screen and not the blank lines on the Stocking List.
Continue Stocking
This
Delete Stocking
Transfer Log Tab
This tab contains a running list of all the events that have occurred on the Inventory Transfer Request and the user who performed the action.
This tab is also where you can add an Inventory Transfer Request alert.
Add Alert
Clicking on this button will open the Add Comment window. You can add a comment, or create an Inventory Transfer Alert that can be searched on the Inventory Transfer Request search screen (allowing it to act similar to a tag.)
List of Events
The list of events includes a column for the date, the contents of the Comment field or a description of the event, the Alert Type if it was associated with an alert, and the Transfer Log itself.