Purchase Order Creating a Replenishment Order

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1 Purchase Order Creating a Replenishment Order Pharmacy Technology Solutions Issued July 2014

2 Purchase Orders: Creating a Replenishment Purchase Order A replenishment order will generate a purchase order for products sold during a date range you specify Using the date range specified, PharmaClik POS looks at the number of products sold and suggests an order quantity based on that sold amount This type of ordering is best for new stores that are not currently tracking inventory, or not sure of sales volume 1. Click the Inventory Control icon The function buttons that appear are related to Inventory Control in the Application bar above 2. Double-click the Purchase Order function button 2

3 Purchase Orders: Creating a Replenishment Purchase Order Setting Up an Order 3. Type the Vendor code This is the code that is assigned to this vendor for ordering purposes (e.g., MED for McKesson) Clicking the Look-up button display a list of VENDOR codes will If this is not the first time you are creating a Purchase Order for this vendor, the Select Purchase Order window will appear. Ensure that New is highlighted and then click OK to continue. 4. Click the OK button 3

4 Purchase Orders: Creating a Replenishment Purchase Order Calculating the Order 5. Click the Cal Order F6 button You can also use the F6 key on your keyboard to activate the function 6. Click the New Calculation radio button New Calculation allows you to generate a purchase order now based on the criteria selected Scheduled Calculation allows you to schedule a purchase order to be generated at a later date 7. Click the OK button 6. Click the New Calculation option 4

5 Purchase Orders: Creating a Replenishment Purchase Order Order Parameters This is the starting screen for the different types of calculated orders The other two order types (Min/Max, Scientific) are covered in other sections Calculation Parameters options allow you to choose a specific time frame by which to calculate the sales history: - Monthly: calculates sales history for the current month - Daily: calculates sales history for the current day - Date Range: calculates sales history for a specific time period based on the start and end dates you select 8. Click the Replenishment option 9. Click the Date Range Selecting Date Range will allow you to specify a start date and an end date for the calculation 10. Click the Include Portion of a Day s Sales option Selecting this option allows you to specify a time of day to start the calculation This will allow you to capture sales that occurred since the last purchase order was created This is helpful in case you place orders early, or late in the day This option is only available for the Date Range calculation option; it is otherwise unavailable 5

6 Purchase Orders: Creating a Replenishment Purchase Order Order Parameters (cont d) 11. Click the Calendar icon in the From and To field 12. Click the desired Month tab This is month that you want the calculation to start 13. Type the 24hr Time, if desired The time defaults to 00:00:00 Optional: Enter the time that the last order was created according to the 24h clock, e.g. for 1:00 p.m., type 13:00: Click the Date This is day that you want the calculation to start and end 15. Click the OK button 6

7 Purchase Orders: Creating a Replenishment Purchase Order Order Parameters (cont d) 16. Click the drop-down button to select Preferred Vendor This will only order items where the select vendor is listed as the Preferred Vendor In Product Manager 17. Click the Phase Out Items option This will ensure that items that you discontinued will not be re-ordered This will also help decrease the calculation time 18. Click the Inactive Items option This will help speed up your calculation To also replenish all items that are charged to Store Use or RX Use accounts, check the Include Z Matrix Sales checkbox 19. Click the Next button Depending on the time frame you selected, it may take 5-20 minutes to generate the order; a close date range will result in a shorter wait time 7

8 Purchase Orders: Creating a Replenishment Purchase Order Reviewing the Order These are all the items that sold within the date parameters that you defined on the previous screen At this point you would review the products and determine if you want to order the product If you decide that you do not want to order the product, select the item then click the Delete button to remove it from the order Once you have reviewed the order, continue with the steps Clicking the Properties button will show you the sales history of all products for the Suggested Order, so that you can see how the order amount was calculated 20. Click the Next button 8

9 Purchase Orders: Creating a Replenishment Purchase Order Finalizing the Order (cont d) At this point, you can make additional modifications to the order If changes are not required, the order can be finalized If changes are required: a. Double-click the item and change the quantity in the Modify Item Screen to change the Qty b. Click the F12 button to access the green Function Bar then click Delete F3, to delete an item 21. Click the Finalize F8 button If the Warning window appears, make the necessary modifications to the Replenishment Order based on the warning message: - Click Adjust Order Item to accept the changes - Click Proceed to ignore the warnings 9

10 Purchase Orders: Creating a Replenishment Purchase Order Finalizing the Order (cont d) You can change print options; you can change the number of copies to print, change the printer, and preview the report that will print 22. Click the Generate Order File checkbox Checking the Transmit Order checkbox turns on the feature to create an electronic file that can be uploaded to the McKesson PharmaClik website If the checkbox is not selected, the order will not be able to upload to McKesson Canada 23. Click the OK button 10

11 Purchase Orders: Creating a Replenishment Purchase Order Finalizing the Order (cont d) Once the Purchase Order has printed, the Printing Purchase Order disappears 24. Click the Cancel button 11

12 Purchase Orders: Creating a Replenishment Purchase Order Exiting the Purchase Order 25. Click the Close F10 button You can also use the F10 key on your keyboard to activate the function 12

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