Reconciling the Order

Transcription

1 Reconciling the Order Pharmacy Technology Solutions May, 2013

2 Inventory: Reconciling the Order McKesson Invoice files must be downloaded from PharmaClik to auto-reconcile McKesson purchase orders This can be done from any computer in your pharmacy 1. From the Workbench, minimize PharmaClik Rx and doubleclick the PharmaClik icon located on the desktop. 2. Type your Username and Password. 3. Press or click the Login button. 4. Press or click the Finance button to view the drop-down menu. The Finance menu allows you to view your invoice, statement and other account history All invoiced orders are available for download from this menu 5. Press or click the Invoices Download option. 2

3 All invoiced orders for McKesson are stored on the McKesson s website and available for download using PharmaClik Invoices that have not been downloaded appear in the NEW INVOICES list Invoices that have been downloaded appear in the OLD INVOICES (Downloaded) list You will want to look through both lists to locate the invoice with the same date in the Date column as the ship date on your paper invoice 6. Press or click the Download button. When the invoices you wish to download have already been downloaded by the pharmacy because the file includes a pharmacy OTC order, you will select the download button in the OLD INVOICES list An invoice file contains all invoices created in one day; therefore, an invoice file may contain a number of invoices, and may also include a mix of front-shop and pharmacy product 3

4 7. Press or click the Save button in the File Download window. This will allow you to save the invoices from this file to a selected folder on your computer 8. Press or click the Save button in the Save As window. In order to receive these invoice(s) properly, the Save in: field should display Medis and the File name: field should display invoice.dat or invoice If it does not type \\SVR1\Nexxsys\Inventory\Medis\invoice.dat 9. Re-open PharmaClik Rx from the Windows task bar. 4

5 Purchase orders sent from PharmaClik Rx to McKesson can be auto-reconciled by downloading the invoices from the McKesson PharmaClik website This allows pharmacies to reconcile their purchase order with little intervention 10. Press or click the More button. 11. Press or click the Supplier button. 12. Type MDS in the Code field. If the code is not known, type the name of the supplier in the Supplier Name field MDS is the code for McKesson Ontario 13. Press or click the Search button. 14. Highlight the correct Supplier. 15. Press or click the OK button. 5

6 The Orders tab in the Supplier folder lists all OPEN and SENT purchase orders for this supplier You can use the Orders tab to view open or sent purchase orders, modify open purchase orders, or reconcile Sent purchase orders 16. Press or click the Orders tab. 17. Press or click the Apply button (if the Apply button is unavailable, press or click the Revert button). Purchase orders that have a status of Open are sitting on the Order Pad waiting to be sent The Auto-Reconciliation box shows the Current Invoice File date, time and status that was downloaded from PharmaClik 6

7 The Applied Date will appear if the invoice has been properly applied. 18. Press or click the Actions button. 19. Press or click the Reconcile button. 20. Press or click the Yes button. Clicking Yes on the Purchase Order prompt allows the autoreconciliation process to begin 7

8 One or more of the following window(s) may appear: Purchase Order window appears when PO Price Variance is selected in Pharmacy Preferences Identifies all items that are being received that have a pack price variance between the ordered price and the pack received price 21. Press or click the Yes button. Will continue with the reconciliation Print a copy for review, used as a check list to correct any discrepancies Selecting No will abort the reconciliation process Purchase Order warning window appears when Automatically Reconcile owe amounts with PO is not selected in Pharmacy Preferences 22. Press or click the Yes button. Checks for and reconciles owe amounts A prompt appears if there are no owe amounts. Press OK to continue Selecting No continues with the reconciliation of the order All owe amounts will have to be adjusted manually Re-Order window appears when there are products that were not received 23. Press or click the Yes button. Selecting Yes places these items back on the Order Pad to be re-ordered Selecting No closes the re-order window without re-ordering the back-ordered items Print a copy for review The received products become reconciled and the purchase order status changes to CLOSED 24. Continue to follow the above steps to reconcile all Purchase Orders with an Applied Date. 8

9 Inventory: Auto-Substitution The Auto-Reconcile Exceptions Report prints as soon as the McKesson invoice file is applied for all stores All substitutions will be reported on the report It will display the substitutions for both pack size and DIN The Auto-Reconcile Exceptions - Actions Items is a separate page of the report and will ONLY print under certain conditions (see At a Glance for details) 1. If printed, read the Notes section of the Action Items report. 2. If manual adjustments are required, refer to Inventory Manually Adjusting. 9

10 Inventory: Auto Reconcile Exceptions a Glance The Auto-Reconcile Exceptions Report prints as soon as the McKesson invoice file is applied All substitutions will be reported on the report It will display the substitutions for both pack size and DIN There are two sections: the Auto-Reconcile Exceptions- Actions Items and Auto-Reconcile Exceptions Report Auto-Reconcile Exceptions Report Lists products that could not be auto-reconciled from McKesson invoice file Lists invoice exceptions, Purchase Order Exceptions and Back-Orders Lists Pack Size and DIN substitutions that were reconciled with no changes to re-order parameters Auto-Reconcile Exceptions - Action Items Lists Pack Size and DIN substitutions that could not be reconciled and substituted items that were set to Monitor and had the re-order point entered by PharmaClik Rx Actions Items only print if there are pack size substitutions where the substituted item was not reconciled because there was no matching item number in PharmaClik Rx or the received item was not previously monitored The Auto Reconcile Exceptions Report is listed under All Reports and also under the Inventory Category 10