Prior to starting Automatic Purchase Orders, vendor information in the Item Master File must be complete and the minimum and maximum fields in the Item Department master must be updated. Correct inventory balances in the system is critical for an accurate report.
The following steps should be taken when using the Automatic Purchase Order system:
|1.||Print the Inventory Under Stock Report and review. The report, also known as the Exception Report, lists the items that are under stocked. This is determined by comparing the minimum level and the current balance. If the current balance is at or below the minimum amount, the item will appear on this report. This report will display any outstanding purchase orders and may be run to display outstanding requisitions, backordered items and items scheduled for a procedure. All items that appear on this list, and do not have an outstanding purchase order, will be ordered when purchase orders are generated. Review the report and make corrections. The three most common changes to be made are: correct the balance in the ordering department with an adjustment, minimum is incorrect and the Item Department Master must be changed, and the maximum is incorrect and the Item Department Master must be changed.|
Any item that should not be ordered due to inaccurate item balances or a minimum that is too low may be changed at this point. Once any corrections have been made, reprint the Exception Report and immediately move to the next step. This report creates a temporary file that the generation of purchase orders uses. This must be completed before continuing the process.
Many Materials Management managers use this report along with the Item Usage report for charge usage only, comparing the usage across the hospital with the minimum and maximum. This will aid in developing the ordering levels. This is helpful especially when there are not current minimums and maximums set.
|2.||Determine the Purchase Order Number. There are two options. The first is manually entering the number. If a logbook is being used to track the numbers, then the first available number may be entered and the system will follow in sequential order. This procedure is followed by Pharmacy.|
The second option is to use the automatic numbering scheme. The system may automatically assign a number using the next available number. The system will track all numbers used. Consult with a CPSI Materials Management Support Representative before setting up the automatic purchase order numbers.
|3.||Generate the Purchase Order file. This will actually create a purchase order in the system using the primary vendor, manufacturer number and quantity. The system will order up to the maximum quantity of the item. All items that have the same vendor will be listed on the same purchase order; that is, the system will create a purchase order for each vendor, and for all items that are under stocked from that vendor. The system will not create a purchase order for items that have an outstanding purchase order. When creating the purchase orders, a prompt for the PO number will appear with the first automatic number. At this point, change the number or allow the computer to assign the number. The system will be updated with the numbers used.|
The system may be set to force a new purchase order number for every twelve items. The benefit of this is the shortened length of a packing slip per purchase order. Please contact a CPSI representative to implement this feature.
Remember to run the Exception report prior to generating purchase orders. If this report is not printed first, an error will occur. This means that the temporary file created by printing the Exception report is not available. Simply run the report, and immediately generate the purchase orders. This error message will also appear if the generation is run twice. The Purchase Order Edit print prompt will immediately follow when the generation process is complete.
|4.||Print Purchase Order Edit. This selection prints a sample purchase order to review for corrections before it is printed in the final form. The purchase order may be changed through the Purchase Order Entry and Maintenance screen. If another copy of the edit is desired after changes have been made, change–Print Status on the Master Maintenance screen from an E to a blank. This is done by entering shift and the pound sign (#) .|
|5.||Print Purchase Order Forms. This option prints the final version of the purchase order and will update the Print Status of the Purchase Order Master. This selection will print all unprinted purchase orders. Any purchase order printed to a workstation printer using the PR command is considered by the system to be printed and will not print again unless the print status is changed manually from P to blank|
A PO may always be printed again using a print option of Print Reports-Inventory Reports - PO Print (Forms)
A more in-depth discussion of the individual reports may be found in Materials Management Reports User Guide.