PharmaClik POS ONE Training Guide

Transcription

1 PharmaClik POS ONE Training Guide Book 1: Essentials Prior to Go Live Last edited: January-14-16

2 2015, McKesson Canada. All rights reserved. The information contained in this document is proprietary to McKesson Canada.

3 Table of Contents Training Overview and Objectives... 5 How to Use This Learning... 5 Module 1: Getting Started... 7 Pharmacy Technology Solutions (PTS) Website... 7 Starting and Logging into PharmaClik POS ONE... 7 Reviewing the PharmaClik POS Main Menu... 8 Creating an Employee Record in PharmaClik POS ONE... 9 Managing Passwords... 9 Setting Passwords for Employees... 9 Unlocking Passwords Check Your Knowledge Module 2: Customer Profiles BEFORE YOU GO LIVE Creating Customer Profiles Module 3: Creating Vendors and Products Creating a Vendor Record BEFORE YOU GO LIVE Product Manager Creating a Product Creating PLU Codes (Province Specific) Linking Items to a PLU Code (Province Specific) Activity: Linking Items to a PLU Code (Province Specific) Cloning a Product Check Your Knowledge Module 4: Creating Shelf Labels BEFORE YOU GO LIVE Printing Shelf Labels Check Your Knowledge Module 5: Creating Promotions Creating Promotions P age

4 Check Your Knowledge Answer Key P age

5 Congratulations on your purchase of PharmaClik POS ONE. You now have industry leading software at your fingertips to help serve your customers and your business. Training Overview and Objectives The training you will need to complete covers the essential components of PharmaClik POS ONE that are needed to successfully serve customers on your go live day. What you are expected to be able to do (learning objectives) will be outlined at the start of each module. How to Use This Learning This book is designed to guide you through activities that will teach you how to use the features of PharmaClik POS ONE. The activities will be the steps you need to perform and this will offer practice in a safe environment. Once an activity is done, place a check mark in the white box on the activity. This will help you keep track of where you are if the learning gets interrupted. Icons Identifies an activity that you must perform to learn the task. Identifies reference to information on the PTS website Identifies a Knowledge Check. This will allow you to see whether you have mastered the key objectives for the module. Review concepts that aren t clear before moving on. 5 P age

6 Supporting Resources Every feature of PharmaClik POS ONE has detailed how to steps on our PTS website. You will be asked to access the site throughout the learning. Since this is your personal book, feel free to make notes throughout the training. Before You Start You will be asked to print some reference material and/or job aids throughout this book. You can print them now to save time. > learning > PharmaClik POS Learning > PharmaClik POS Reference Guide > Product Management > Creating a Product > learning > PharmaClik POS Learning > PharmaClik POS Job Aids > Different Price Methods within Promo Manager 6 P age

7 Module 1: Getting Started Module Objectives By the end of this module, you will be able to: Open the PTS website and locate PharmaClik POS ONE documentation. Start PharmaClik POS ONE and identify if it is running correctly. Create employee user codes and strong passwords in POS. Pharmacy Technology Solutions (PTS) Website The PTS website contains all the user guides and reference material for how to use POS. This is always the first resource you should use when you have questions Activity: PTS Website 1. Go to You may have a shortcut on your desktop. 2. From the website, select the Learning tab (top right button). 3. Select PharmaClik POS Learning. 4. Select PharmaClik POS Reference Guide. This contains the detailed how to guides for all PharmaClik POS ONE functionality. 5. Now go back to PharmaClik POS Learning and select PharmaClik POS ONE Job Aids. These are quick steps for key features of the software. Starting and Logging into PharmaClik POS ONE The icon, Star~Plus Menu, is on your desktop and it is used to start PharmaClik POS ONE. Once POS is started, an icon appears in the system tray: ASDBEngine. It will first be red (not running), then change to blue (starting) and finally become yellow. The colour YELLOW means that the system is operating correctly. If the icon isn t yellow, the database isn t running (either red or blue) and you must call the PTS Customer Care team at , Option 3. Once PharmaClik POS ONE is launched do not exit out of the Main Menu screen. You can, however, minimize the Main Menu screen. If the main menu is closed, any overnight reports that are set up in the system will not print. 7 P age

8 Activity: Logging In 1. Locate and double-click the Star~Plus Menu icon on your desktop. 2. Log into PharmaClik POS using the following credentials. (all upper case) Login: MGR Password: LEARNING1 Reviewing the PharmaClik POS Main Menu Your store number is referred to as a PID, or Pharmacy Identification number. This is what Pharmacy Technology Solutions uses to identify your store. Review the graphic below to familiarize yourself with the different areas of the PharmaClik POS Main Menu. IMPORTANT: All text entered into POS must be IN UPPER CASE! The POS system is case sensitive, therefore entering all text in uppercase decreases the likelihood of duplication for information/files. 8 P age

9 Creating an Employee Record in PharmaClik POS ONE An employee record needs to be created in PharmaClik POS ONE. This can be used by anyone to log into the system. Activity: Create an Employee 1. From the main menu, select the Associates icon. 2. Double click the Employee Editor function button. 3. Select the +Add button (below the list of employees). 4. Enter RX as the Employee Code (upper case). 5. Type values for the First Name and Last Name fields (mandatory). 6. Select a City Code using the Look-up button (mandatory). Clicking on the Look-up button will display a list to choose from. Level 2 will be set by default as your security level. 7. Select the Add button at the bottom of the screen. For more details on security levels and other fields on this screen, see: PharmaClik POS Reference Guide > Employee Codes > Creating a New Employee on our PTS website. Managing Passwords Setting Passwords for Employees Passwords must change every 90 days (you will be prompted). A strong password is required. o Password must be at least seven (7) characters in length. o Password must contain a minimum of one (1) letter and (one) 1 number. 9 P age

10 Activity: Create Passwords 1. Highlight the user code that you just created. 2. Select the Passwords button. 3. Select the Change button just below the Logon Password section. 4. Enter your new strong password and re-enter it in the Confirm Password field. 5. Select OK twice and then select the Close button. Unlocking Passwords If an employee makes six (6) unsuccessful attempts at logging in, their user account will lock. Users with a higher security level can unlock the account. If you cannot unlock your password, you will need to call PTS Customer Care at For more details on creating and managing passwords, see PharmaClik POS Reference Guide > Employee Codes > Managing Passwords on our PTS website. Check Your Knowledge Answer these questions to confirm what you have learned in this module. 1. Locate the PharmaClik POS Job Aids on the PTS website. 2. Open and print the PharmaClik POS Till Job Aid. 3. Which graphic do you see on your POS system that indicates it is running? Circle the correct answer. 4. Which of the following are strong passwords, according to PharmaClik POS ONE rules? apple TRAINING1 apple2 5. True or False: All text entered into PharmaClik POS must be in UPPER CASE. 10 P age

11 Module 2: Customer Profiles Module Objectives By the end of this module, you will be able to: Create customer profiles Apply discounts to specific customers BEFORE YOU GO LIVE If you are going to offer discounts to employees or customers, these will need to be set up prior to going live with PharmaClik POS ONE. Creating Customer Profiles For customers or employees that are entitled to a purchase discount, a profile and pricing rules can be created. The Customer Editor is used to perform these tasks. Pricing rules are referred to as Price Matrix in PharmaClik POS ONE. Your system has been preloaded with the following Price Matrices: C for cost price C5 for cost plus 5% 10 for retail price minus 10% 20 for retail price minus 20% 30 for retail price minus 30% When creating customer profiles: Customer codes are required and need to be unique. Customer codes should be made up of the first four (4) letters of the customers last name and the first two (2) of their first name (e.g., John Smith s Code is SMITJO). Always use UPPER CASE for all information in POS. Use the lookup button to select the City code. The City code populates the Province and Country fields. 11 P age

12 Activity: Creating a Customer Profile You are going to create a customer profile for yourself. This should be done for all employees and customers who receive a specific discount. 1. Click the Associates icon. 2. Double-click the Customer Editor function button. 3. Enter the six-letter code (first 4 letters of the last name and first 2 of the first name) in the Code field. 4. Press the Tab key and the select the Create button. 5. Enter the contact information: First Name, Last name. 6. Using the lookup button select the City code. 7. Enter the remaining contact information (optional). 8. Select the Price Matrix code for the discount you would like associated with the profile. 9. Click the Add button. 10. Click the SAVE F7 button to complete the profile. 12 P age

13 Module 3: Creating Vendors and Products Module Objectives By the end of this module, you will be able to: 1. Create a Vendor using correct Vendor codes. 2. Place product in the correct hierarchy. 3. Enter accurate and complete Report Descriptions for products. 4. Successfully add three products using the correct Fineline. 5. Successfully clone a product. Creating a Vendor Record Before you are able to order products from a Vendor, you must first set up the vendor code in PharmaClik POS ONE. Vendor records allow for the electronic storage and organization of vendor information. Vendor codes are associated and attached to product files. When creating purchase orders, you are able to view a list of all items being ordered from a specific vendor. A vendor record has been created in the system for McKesson under the code MED. Best Practice: Always use UPPER CASE for all information in POS. Vendor codes should be the first three letters of the vendor name (ie, Pepsi = PEP). Use optional fields to record vendor specific information, such as Comes in on Wednesdays, minimum order requirements, cell phone. Adding vendor address and phone number allows for electronic storage of information instead of keeps vendor cards. Activity: Creating a Vendor Record 1. From the Associates icon, open the Vendor Editor function button. 2. Select the ADD F5 button. 3. Enter the first three letters of the Vendor name as the Code (all upper case). 4. Enter the company name, city, address and contact numbers. The Account number and Notes are optional to enter. 5. When completed select the Add button. 6. Select SAVE F7 to save your new Vendor record. 7. Select CLOSE F10 to exit Vendor Editor. 13 P age

14 BEFORE YOU GO LIVE PharmaClik POS ONE will come pre-loaded with ONLY McKesson items. Before you begin to use POS with customers, you must create non-mckesson items in the system. Some items that are not in the system or do not have barcodes, for example, magazines, some newspapers, books, greeting cards, do not need to be created. They will be entered under Open Departments. You will learn about this shortly. Product Manager PharmaClik POS ONE uses a Product Hierarchy for managing products. The Product Hierarchy is used when creating new products to ensure that the product is grouped with other products of the same type. It is important that these items are grouped together for product ordering and for sales reporting purposes. Your PharmaClik POS ONE system is preloaded with a five-level Product Hierarchy. Normally new Categories and Departments are not needed. However, if you have a product line you wish to group separately for reporting purposes, Customer Care is available to assist. To view a list of existing Finelines, run the Editor Listing report or view the Category Fineline Listing job aid (on the website under PharmaClik POS Learning > PharmaClik POS Job Aids > Category Fineline Listing). Product Hierarchy Example 14 P age

15 Activity: e-learning on Creating a Product 1. From the PTS website, go to Learning > PharmaClik POS ONE Learning > Continuing Education and take the short e-learning course called Creating a Product. 2. Locate, print and read the reference material for Creating a Product from the website. (PharmaClik POS Reference Guide > Product Management > Creating a Product.) Creating a Product The Report Description field will display on reports and shelf labels, so will need to contain specific details about the product. Information should include abbreviations for manufacturer name and product information (including product size, flavours, etc). Good example: ATOMA NATURAL SPRING WATER 500ML. Putting products in the correct Fineline is critical, for ordering and reporting purposes. When typing in a barcode, do not type the number that appears in the far right, past the barcode image (the 12th digit, the last digit). Some products will have a 6-digit barcode. When entered, it will automatically expand to a full 11-digit barcode in POS. Activity: Creating a Product (e-learning must be taken first) 1. Pull three non-mckesson items from your shelves, for example, chips, pop and giftware. 2. From the Product Management icon, open the Product Manager function. 3. Select Add F5 and scan the product barcode. 4. Enter the following key fields: Vendor Identification Number (VIN) (optional) Report description detailed description that appears on reports and shelf labels POS description brief description that appears on the Till receipt Fineline code group that the product belongs to Regular Retail you must enter the decimal point when entering this price Vendor Code this attaches the product to the correct vendor Target Margin (optional) Regular Cost- you must enter the decimal point when entering this price Maximum On Hand Qty and Minimum On Hand Qty (optional) Taxes 5. Select the Add button. 6. Select SAVE F7. 7. Repeat the process for the other products you pulled from the shelf. 8. Once all products have been added, select CLOSE F P age

16 Creating PLU Codes (Province Specific) Product Look Up (PLU) codes are used for items that don t have a barcode (i.e., bottle deposits, environmental levies). PLU codes must first be created in Product Manager, almost identical to creating products. Prices for these codes will vary, depending on your province. Instead of a barcode, you will enter a number for each PLU. You could use 1001, 1002, 1003 for bottle deposits and 2001, 2002, 2002 for environmental levies. Activity: Creating a PLU for Bottle Deposits (Province Specific) 1. From the Product Management icon, open the Product Manager function. 2. Select Add F5 and type in 1001 in the Barcode field. 3. Enter the following key fields: Vendor Identification Number (VIN) (optional) Report description detailed description that appears on reports and shelf labels POS description brief description that appears on the Till receipt Fineline code group that the product belongs to Regular Retail you must enter the decimal point when entering this price Vendor Code this attaches the product to the correct vendor Target Margin (optional) Regular Cost- you must enter the decimal point when entering this price Maximum On Hand Qty and Minimum On Hand Qty (optional) Taxes 4. Select the Add button. 5. Select SAVE F7. 6. Repeat the process for the other PLU s that need to be created. Linking Items to a PLU Code (Province Specific) When linked, the related PLU retail will automatically be added to the retail price of the item when it is sold at the Till. If two PLU codes are required (for example, bottle deposit and environmental fee), separate each number with a comma. When you scan the item at the Till, the linked item amount will automatically be added to the sub-total and there will be an L (for Linked) displayed in the Status field. 16 P age

17 Activity: Linking Items to a PLU Code (Province Specific) From the Product Manager function: 1. Scan a bottle or can of pop. The product file will open. 2. In the Linked Item Lookup field, type the PLU code for bottle deposits (e.g. 1001). For multiple PLU codes, for example if you are linking both a bottle deposit and an environmental fee, separate each with a comma (e.g. 1001, 2001). 3. Select SAVE F7. 4. Add PLU codes to additional products, if required. 5. Once done, select CLOSE F10. Cloning a Product Cloning allows an existing product in PharmaClik POS ONE to be copied over to a new product. Useful when two products have similar qualities but minor differences (when products share the same vendor, brand, retail, cost, Fineline, etc). The product to be cloned must first exist in PharmaClik POS ONE. Activity: Cloning a Product 1. Scan the barcode for a can of Coke or any other product that you would like to use as a model for the clone. 2. Now scan the item that you would like to clone, Diet Coke, for example. 3. Select the Clone button. 4. Make necessary changes to the Report Desc and POS Desc. 5. Make any other required changes, for example, the price. 6. Enter the VIN for the new product. 7. Select SAVE F7. 8. Scan the next item to be cloned, or select CLOSE F P age

18 Check Your Knowledge Complete this knowledge check to reinforce what you learned. Once done, check your answers with the Answer Key at the end of this document. 1. Connect each vendor to the correct vendor code using a line. Vendor Pepsi Old Dutch Coca Cola Sigvaris Vendor Code OLD COC SIG PEP 2. For each product, draw a line to the correct Fineline. PRODUCT FINELINE Old Dutch Potato Chips Regular C7 -Nut. Chips & Snack Foods Head & Shoulders Dry Shampoo H0- Shampoo Crest Pro Health Toothpaste OA- Denifrice Tylenol XST Cplt 500mg MA- Analgesic Oral 3. For the following products, fill in the blanks. L Oreal Colour Radiance Shampoo for Coloured Hair 750 ml Vendor Code Fineline Report description POS description 18 P age

19 4. Complete the following crossword puzzle to confirm your understanding of terminology used in this module. 19 P age

20 Module 4: Creating Shelf Labels Module Objectives By the end of this module, you will be able to: Create shelf labels by scanning products into the label program. BEFORE YOU GO LIVE Shelf labels will need to be printed and put in place. Printing Shelf Labels Shelf labels make re-ordering easier because they display the product s barcode. Shelf labels make shopping easier for the customer because they display the retail price. The Label Program in PharmaClik POS ONE is located within the Product Management icon on the Application bar. To re-order shelf labels, contact our Sales department at ptssales@mckesson.ca or call Select Option 5 for Sales Best Practice Create Labels One Section at a Time Follow these suggested steps to create shelf labels. 1. Start off with one four foot section of shelf. 2. From the first shelf take one of every item to the computer and scan into the label program. 3. Put the products back, then get the next items off the shelf and scan them. 4. Continue scanning the four foot section until all items have scanned. 5. Print the shelf labels and put in place. 6. Continue with the next four foot section. If shelf labels did not print it s either because: The item was missed when scanning, or The item is not in the system The label program does not let you know if an item is not in the system. These missing items need to be created in Product Manager. 20 P age

21 Print Labels Window Overview Selecting Original Order will ensure labels print in the order they were scanned. This will help speed up the placement of the labels if they are scanned in sequence of shelf placement. Ensure your printer is connected and set to be the default printer by checking the Printer field. 21 P age

22 Activity: Creating Labels 1. Collect three McKesson items. 2. From Product Management, open the Label Program. 3. Change the Display option to Original Order in the Item Information section. 4. Ensure the Format field lists the correct label type. 5. If more than one label is required for a product, highlight the product and change the Qty field. 6. Scan the products, one after another. Products will appear in the Item Listing section of the Print Labels window. 7. Select Print F7. 8. Put the required number of label sheets into the printer, as directed on the screen. 9. Select the OK button to print the labels. 10. Once the labels print, select Yes in the confirmation window and select CLOSE F10. Check Your Knowledge Answer these questions to confirm what you have learned in this module. 1. In which Application icon will you find the Label Program? o Associates o Product Management o Utilities 2. The Qty field in the Print Labels window needs to be set for each product, if more than one label is required. Circle your answer. TRUE FALSE 22 P age

23 Module 5: Creating Promotions Module Objectives By the end of this module, you will be able to: Create new store promotions. Identify the benefits of running promotions. Creating Promotions The Promo Manager allows you to offer promotional pricing of products within your store. Promotions are given Start and End dates so they are automatically managed once created. A store can have several promotions running at any one time. If an item appears on multiple promotions, the customer will receive the best price. It is important to create promotions as opposed to manually discounting items at the Till for sales tracking purposes. o If you are participating in a banner flyer program, your promotions will automatically be downloaded. Reference Material on the Website PharmaClik POS Learning > PharmaClik POS Job Aids > Promotions PharmaClik POS Learning > PharmaClik POS Reference Guide > Promotions 23 P age

24 Activity: Creating a Store Opening Promotion To learn about creating promotions, you will create a simple opening day promotion for a McKesson item in your store (i.e., allergy medicine). Please read the reference guide and job aids about promotions for more information. 1. First, print off the job aid Different Price Methods within Promo Manager from the POS Job Aids section of the website. 2. In POS, click the Product Management icon. 3. Double-click the Promo Manager function button. 4. Click the Look-Up button in the Event field. This displays current promotions. 5. Click Add at the bottom of the window. The Create a Promo Event window opens. 6. In the Code field, enter a short description of the promotion. This field cannot contain any spaces, for example, MGRSPC In the Description field, enter a long description of the promotion. This will appear on the Till screen when promotional items are sold. Example, Manager Special Enter the Start and End dates, using the calendar icon. You will need to select the month and the day for each field. 9. Select the Add button and then the OK button. 10. Once you are back at the Promo Parameters window, click OK. 11. Scan the McKesson product. The Edit Item Information window will open. 12. For this activity, select Regular Retail in the Price Method field. 13. In the Promo Retail field, enter the sale price for the product (you must use decimals in this field). 14. Enter the Price Allowance or Promo Cost, optional (you must use a decimal). Price Allowance is a discount being applied by the Vendor for this promotion (e.g., the Vendor may offer.04 off this item during the promotion). Promo Cost is the special cost the Vendor may be offering for this item during the promotion (e.g., the Vendor may offer the product at a cost of 0.15 for this promotion). 15. Click the OK button to complete the promo for this product. For additional products, you would scan the next product and follow the same steps. 16. Select FINALIZE F8 to complete the promo. Finalizing the promotion sends all the information to the Till and allows the promotional pricing to start when the promotion does. A promotion can be modified at any time after it is finalized. 17. You will have the option to print the details of the promo. 24 P age

25 Check Your Knowledge Answer these questions to confirm what you have learned in this module. 1. Read each statement and decide whether it is true or false. Circle your answers. A store can only have one promotion running at any one time. TRUE FALSE If an item appears on multiple promotions, the customer will receive the best price. TRUE FALSE It is preferable to create promotions as opposed to manually discounting items at the Till for sales tracking purposes. TRUE FALSE 25 P age

26 Answer Key Knowledge Check #1 Answers 1. Locate the PharmaClik POS ONE Job Aids on the PTS website. 2. Which graphic do you see on your POS system that indicates it is running? Circle the correct answer. 3. Which of the following are strong passwords, according to PharmaClik POS ONE rules? apple TRAINING1 apple2 4. TRUE or FALSE All text entered into PharmaClik POS ONE must be in UPPER CASE. Knowledge Check #2 Answers 1. Connect each vendor to the correct vendor code using a line. Pepsi Revlon Garnier Hostess REV GAR HOS PEP 26 P age

27 2. For each product, draw a line to the correct Fineline. FINELINE PRODUCT Old Dutch Potato Chips Regular Head & Shoulders Dry Shampoo Crest Pro Health Toothpaste Tylenol XST Cplt 500mg H0- Shampoo C7 -Nut. Chips & Snack Foods MA- Analgesic Oral OA- Denifrice 3. For the following products, fill in the blanks. L Oreal Colour Radiance Shampoo for Coloured Hair 750 ml Vendor Code _LOR Fineline _Shampoo_H0 Report description POS description 4. Crossword puzzle solution. 27 P age

28 Knowledge Check #3 Answers 1. In which Application icon will you find the Label Program? o Associates o Product Management o Utilities 2. The Qty field in the Print Labels window needs to be set for each product, if more than one label is required. Circle your answer. TRUE FALSE Knowledge Check #4 Answers 1. Read each statement and decide whether it is true or false. Circle your answers. A store can only have one promotion running at any one time. TRUE FASLE If an item appears on multiple promotions, the customer will receive the best price. TRUE FALSE It is important to create promotions as opposed to manually discounting items at the till for sales tracking purposes. TRUE FALSE 28 P age