................................................................................................... Inventory Control Receive Inventory from McKesson Pharmacy Technology Solutions Issued July 2014
Downloading invoices from PharmaClik allows you to reconcile your purchase orders with McKesson invoices, so that you keep your PharmaClik POS inventory up-to-date You can also create purchase orders for front shop orders placed directly with McKesson through the PharmaClik Web site to match with the electronic invoices you are downloading The process also helps maintain PharmaClik POS efficiency by regularly clearing the Purchase Order file 1. Click the Utilities icon The function buttons that appear are related to Utilities in the Application bar above 2. Double-click the McKesson Canada Ordering function button 2
This window gives you a way to directly access McKesson Canada s PharmaClik Web site to download your electronic McKesson invoices This window will be familiar to you from uploading your PharmaClik POS purchase orders to PharmaClik If you have not yet uploaded an order to PharmaClik, you may see the Medis.ord file 3. Click the Order Via Web button Clicking this button will open the PharmaClik Web welcome page, so that you can login and download invoice files 3
Using your PharmaClik credentials, log into their website 4. Type your Username This is the Username you created on PharmaClik; it is not your PharmaClik POS User Code 5. Type your Password Password characters appear as a series of bullets, for security purposes chrisfeshi Usernames and Passwords on the PharmaClik Web site are case sensitive if your password includes all or some uppercase and/or lowercase letters, you must type them in the correct case (e.g., PasswOrd11) 6. Click the Login/Ouvrir session button For problems associated with login credentials, contact your McKesson/PharmaClik representative 4
7. Click the Finance drop-down menu The Finance option also allows you to view your account history 8. Click the Invoices Download option Selecting this option will take you to your list of electronic invoices to download 5
This screen lists both front shop and pharmacy invoices All the invoices of a particular day are combined into one file Invoices that have not been downloaded are listed under NEW INVOICES (Pending download) Invoices that have been downloaded are listed under OLD INVOICES (Downloaded) If the pharmacy has already downloaded the file, go to the OLD INVOICES list to download for front shop 9. Click the Download button To ensure you download the correct file, check the Ship Date on the invoice that accompanied the McKesson delivery against the date shown here 6
10. Click the Save button Check that the File name is: invoice.dat. Any other file type will not process successfully Save the file under the Medis folder, or go to C:\EZComm\Medis If you do not save the invoice.dat file in the Medis folder, you will not be able to process it later 11. Click the Save button 7
With the invoice file downloaded and saved, you can log off the PharmaClik website 12. Click the Logoff button This will close your PharmaClik session 13. Click the Yes button 14. Click the button 8
15. Click the Exit button The invoice file(s) you downloaded and saved will not display in the McKesson Canada Interface Utility window until you exit and launch the McKesson Canada Ordering Interface again 16. Double-click the McKesson Canada Ordering function button This action will reopen the McKesson Canada Interface Utility window 9
When the window opens, the INVOICE.DAT file appears in the Advance Shipment Notices If the INVOICE.DAT file does not display, the invoices were not downloaded or they were saved to the wrong folder. Ensure the file is saved to: C:\EZComm\Medis 17. Double-click the INVOICE.DAT file This will change the INVOICE.DAT status to Yes Yes must appear in the Status column before the file can be processed 18. Click the Process Files button 10
When an order is made directly on the PharmaClik Web site, a purchase order is not created in PharmaClik POS, and without a PO number to match the electronic invoice, you will be prompted to create one By creating a purchase order that does not currently exist, you will not have to manually scan items during the Inventory Control process The invoice numbers will appear in numerical order on the Confirm window; be sure to sort your paper invoices in numerical order as well The Confirm message tells you that a PO number does not exist for invoice number #114-444474: If you have the paper invoice #114-444474 in your hand, click Yes to create a new purchase order If you do not have the paper invoice #114-444474 in your hand, click No as you do not want to create PO s for items that you will not receive through the PharmaClik POS When placing an order directly in PharmaClik, the information you typed in their Order Number field, will appear here (e.g., hair care) 11
A selection must be made for each invoice number that displays on the Confirm window 19. Make your selection for each invoice number With your paper invoices in hand (in numerical order), compare the invoice numbers to the prompt Click the Yes button To create a purchase order When the invoice # on prompt matches your paper invoice Click the No button When you do not have an paper invoice that matches the invoice # on the prompt You DO NOT want to create Purchase Orders for pharmacy orders because you will not be receiving them through POS system Click the No to All button This option is not recommended as you will want to verify all invoice numbers individually To ensure inventory is correctly updated, you must be careful when responding to this message You should only create a new PO if the Invoice Number shown is for a front shop order 12
Once invoice file has been processed, the Print Option window will appear, so that you can print copies of the Confirmed Orders report for each invoice that was processed 20. Type the number of Copies If you would like to print multiple copies of the report, type the number of copies you wish to print 21. Click the OK button For a detailed explanation of the Confirmed Orders Report, see AT A GLANCE at the end of this section 13
When the McKesson Canada Interface Utility window appears again, you will notice that the INVOICE.DAT file now appears in the bottom portion of the window as it processes Once the file has finished processing, a message appears 22. Verify that file processing has completed If the Done Processing Files message does not appear, call POS Support 23. Click the Exit button 14
Confirmed Orders Report: AT A GLANCE For each invoice that is received, the Confirmed Orders report lists the following: New These are new stock items that were automatically created for you in POS based on the electronic invoice They were created because: I. A product was substituted by McKesson II. The items ordered were not on your original PO For each of the items listed, you must add any missing information in Product Manager (e.g., Taxes, Fineline, Retail Price) Unconfirmed These are items that were ordered but not shipped, including: I. Backordered items II. Items that will be shipped at a later date, such as OTC and HBA products III. Out of stock, unavailable products, or split shipments IV. Codes that explain the reason for non-shipment are on the McKesson invoice Confirmed These are items that were shipped and invoiced by McKesson You would have successfully manually checked the physical order when it arrived Errors This section contains items that could not be found in POS and therefore could not be automatically created, such as those items in the New section were (e.g., bar code, or an item number mismatch between the PO and McKesson Invoice) 15
Inventory Control: Receive Inventory from McKesson After matching the physical inventory received to the McKesson paper invoice, match the paper invoice with the updated quantities in PharmaClik POS The quantity in PharmaClik POS is updated after you download the electronic invoice from PharmaClik 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 Receiving Inventory function button 16
Inventory Control: Receive Inventory from McKesson (cont d) 3. Type the McKesson Vendor Code This is the code that is assigned to this vendor for ordering purposes (e.g., MED for McKesson) 4. Press the Tab key on your keyboard The downloaded invoices from PharmaClik are matched with P.O. numbers 5. Click the Invoice Number matching the paper invoice 6. Click the OK button After you select the Vendor, the Load Only Invoice Number checkbox is automatically selected. Purchase orders may have more than one invoice attached to them so this will only load the items listed on the invoice entered 17
Inventory Control: Receive Inventory from McKesson (cont d) General information for the Invoice selected displays, e.g., 114-6571967 (for PO-1) selected earlier now displays 7. Click the Update Vendor Cost checkbox This will update the Regular Cost field in the Product Manager with the product s most recent cost, keeping your product file up to date To prevent the Regular Cost field in Product Manager from being updated with special deals or promo cost prices, check the Receiving Cost different from New Regular Cost checkbox. 18
Inventory Control: Receive Inventory from McKesson (cont d) 8. Click a radio button in the Set Items Not On Inventory Control section This will change the Inventory Control Status in Product Manager once the receiving is processed The field has the following values: No Change (Default): The items will stay set to None. A window will appear when the order is finalized listing all items set to None, and a note will print in the header of the finalized report indicating that items marked with an asterisk (*) on the report are set to None. The items will print on the report, but they will not have inventory added to them because the item is still set to None for inventory control. To Basic: The items will be changed to Basic. A window will appear when the order is finalized listing all items that will be changed from None to Basic, and a note will print in the header of the finalized report indicating that items marked with an asterisk on the report will be set to Basic. Inventory will be added to the items as normal. To Advanced: The items will be changed to Advanced. A window will appear when the order is finalized listing all items that will be changed from None to Advanced, and a note will print in the header of the finalized report indicating that items marked with an asterisk on the report will be set to Advanced. Inventory will be added to the items as normal. 19
Inventory Control: Receive Inventory from McKesson (cont d) 9. Click the Yes button Clicking Yes will load the items listed on the invoice Clicking No will allow you to escape the process without loading the items A progress message will briefly appear and automatically close PO 1 is the purchase order for the invoice selected Invoice 114-657196 20
Inventory Control: Receive Inventory from McKesson (cont d) If the Load Only Invoice Number checkbox WAS selected, only the shipped items on the invoice are displayed If the Load Only Invoice Number checkbox WAS NOT selected, you will see all the items for this purchase order including items that were not shipped Items that were not shipped will appear with a Zero (0) in the Qty field and will appear in the Backorders section upon finalization For a detailed explanation of the Receive Inventory for [YOUR STORE], see AT A GLANCE at the end of this section 21
Inventory Control: Receive Inventory from McKesson (cont d) 10. Verify the Receiving Total field This total should be the same total that is on the paper invoice 11. Compare the Qty column on the POS with the Quantity column on the paper invoice Incorrect information will adversely affect your inventory 12. Verify the New Retail column on the POS with paper invoice The field will be highlighted green if there is a change 13. Compare the Old Margin column with the New Margin column on the POS Change the Retail price to achieve your desired margin 14. Double-click an item to adjust the Qty or Retail if the New Margin is too high or low 15. Click the Finalize F8 button For a detailed explanation of the Modify an Item window, see AT A GLANCE on page 10 You can also use the F8 key on your keyboard to activate the function 22
Inventory Control: Receive Inventory from McKesson (cont d) Continue receiving more invoices or exit If you do not want to print a report, change the number in the Copies field to 0 16. Click the OK button Select the Preview checkbox to view the Receiving report on-screen 17. Click the Cancel button 18. Click the Close F10 button You can also use the F10 key on your keyboard to activate the function 23
Receive Inventory window: AT A GLANCE Quantities, costs, and retail prices of item being received can be verified for accuracy; incorrect information can be edited Product Information These columns display the following information: Item is the product s bar code Description is the name of the product Qty is the Quantity of items received as shown on the electronic invoices that were downloaded On Order is the quantity of items that are shown on the Purchase Order Cost is the cost of the item (the box will display red when a lower Regular cost exists for another vendor attached to the item) stored in Product Manager Extended cost is the value of the quantity ordered multiplied by the item s cost (e.g., 2 x 0.720=1.440) Discounts will show price cuts that were applied, in a percentage value New Cost is the cost of the item being received as shown on the invoice Regular Cost is the cost of the item stored in Product Manager Information Bar This field displays the Receiving Mode, Receive By measurement, and Receiving Total New Retail may suggest a new retail price when Target Margins are set and there is a difference (the box will display green) Retail is the current Retail Price of the item as listed in Product Manager T.M. is the Target Margin as set in Product Manager Old Margin is the Cost-Retail calculation New Margin is the New Cost-Retail calculation 24
Modify Item Window AT A GLANCE This window is accessed from Receive Inventory window and is used to make corrections, or changes, to a Receiving order Received Unit Qty field Adjust the Unit Qty field if the number of items actually received differs from the POS quantity Received Unit Cost field The dollar amount shown here is the cost for the item Modifying this field will also modify the New Regular Cost field (unless the Receiving Cost different from New Regular Cost option is checked) New Price field To modify the Regular Retail price for the item being Received, select Regular Retail option from the dropdown list Regular Retail field This field becomes available when Regular Retail is selected; it is otherwise greyed out In this field, you will enter the new retail price of the item 25