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					MM User Manual, Volume 2: Purchasing

            VERSION:   4.8

            MAY 22, 2000
MM User Manual, Volume 2: Purchasing                                  TABLE OF CONTENTS



1      Introduction.............................................................1
1.1        The MM Documentation Set.............................................4
1.2        How to Use this Manual...............................................5

2      System Conventions.......................................................7
2.1        Dictionaries.........................................................8
2.2        MM Parameters........................................................9
2.3        Date Conventions....................................................21
2.4        Identifying Items...................................................22
2.5        Identifying Stock...................................................26
2.6        Identifying Vendors.................................................30
2.7        Identifying Departments.............................................32
2.8        Identifying Purchase Requisitions...................................33
2.9        Identifying Purchase Orders.........................................35
2.10       Security............................................................38
2.11       Integration with Other Modules......................................41

3     Requisitions Overview...................................................43
3.1       Purchase Requisitions...............................................47
3.2       Purchase Requisition Security.......................................48
3.3       Process a Purchase Requisition......................................51
3.3.1       Enter/Edit Purchase Requisition...................................55
3.3.2       Enter/Edit Line Items.............................................59
3.3.3       Verify Purchase Requisition.......................................68
3.3.4       Print Purchase Requisition........................................69
3.3.5       Cancel Purchase Requisition.......................................70
3.3.6       Delete Line Items.................................................71
3.3.7       Create Lines......................................................73
3.4       Overview of Purchase Requisition Inquiry............................77
3.4.1       Summary Inquiry...................................................80
3.4.2       Orders Inquiry....................................................81
3.4.3       All Transactions Inquiry..........................................83
3.4.4       Inventory Worksheet...............................................84
3.5       Multiple Purchase Requisition Inquiry...............................85
3.6       Create Non Stock Purchase Requisitions..............................90
3.7       Verify Purchase Requisitions........................................95
3.8       Cancel Purchase Requisitions........................................96
3.9       Unlock Purchase Requisitions........................................97
3.10      Print Purchase Requisitions.........................................98
3.11      List Requisitions by Department.....................................99
3.12      List Requisitions by Inventory.....................................102

4      Purchase Orders........................................................106
4.1        Working With Purchase Orders.......................................108
4.2        Purchase Order Statuses............................................109
4.3        Types of Purchase Orders...........................................110
4.4        Return POs Versus Negative Receiving...............................112
4.5        Standing and Blanket Orders........................................116
4.6        Purchasing GL Transactions.........................................121
4.7        Process Purchase Order.............................................123
4.7.1        Enter/Edit PO....................................................130
4.7.2        Enter/Edit Line Items............................................144
4.7.3        Verify PO........................................................165
4.7.4        Print PO.........................................................167
4.7.5        Print Receiving Document.........................................169
4.7.6        Receive PO.......................................................170
4.7.7        Print Receiving Report...........................................171
4.7.8        Cancel PO........................................................173
4.7.9        Close/Unclose Return PO..........................................174
4.7.10       Print PO Changes.................................................176
4.7.11       Delete a Line....................................................178
4.7.12       Manage EDI Queue for PO..........................................179
4.7.13       Print EDI Acknowledgement........................................182
4.7.14       Convert PO to ITC................................................184
4.7.15       Copy Lines.......................................................186
4.7.16       Enter/Edit Multiple Lines........................................188
4.8        Verify Purchase Orders.............................................203
4.9        Print Purchase Orders..............................................205
4.10       Receive Purchase Order.............................................210
4.11       Cancel Purchase Order..............................................231
4.12       Cost/Qty Change....................................................236
4.13       Blanket Orders.....................................................242
4.14       Closing Return POs.................................................243
4.15       Unlock POs.........................................................246
4.16       Convert POs to ITC.................................................247
4.17       Purchase Order Inquiry.............................................248
4.17.1       Summary Inquiry..................................................258
4.17.2       Orders Inquiry...................................................260
4.17.3       Receipt Detail Inquiry...........................................262
4.17.4       All Transactions Inquiry.........................................264
4.17.5       Enter Comment Transaction........................................266
4.17.6       EDI Transactions Inquiry.........................................267
4.17.7       PO Contacts and Comments Inquiry.................................269
4.18       Multiple PO Inquiry................................................270
4.19       Create Purchase Orders from Inventory..............................274
4.20       Create Purchase Orders from Requisitions...........................280
4.21       Purchase Order Reports.............................................284
4.21.1       Receiving Document...............................................285
4.21.2       Receiving Report.................................................289
4.21.3       Purchase Order Changes...........................................291
4.21.4       Cost Change Report...............................................294
4.21.5       PO Detail By Item................................................300
4.21.6       List POs Created/Updated from Inventory..........................304
4.21.7       List POs Created/Updated from Purchase Requisitions..............307
4.21.8       List POs in EDI Queue............................................308
4.21.9       List POs Verified in Background..................................309
4.21.10      Bid Analysis Document............................................311
4.22       Purchase Order Compiled Reports....................................315
4.22.1       How to Sort and Select PO Data...................................317
4.22.2       Troubleshooting Problem Compiles.................................322
4.22.3       Report Formats - PO..............................................323
4.22.4       Compile Report - PO..............................................328
4.22.5       Print Report - PO................................................337
4.22.6       List Reports - PO................................................342
4.22.7       Purge Report - PO................................................343

5       Consignment Overview...................................................344
5.1         Consignment Processing.............................................352

6     Contract Management Overview...........................................356
6.1       Enter/Edit Contracts...............................................357
6.1.1       List Contracts...................................................368
6.1.2       List Contracts For Review........................................372
6.1.3       Verify Contracts.................................................375
6.1.4       Copy Contracts...................................................377
6.1.5       Remove Item(s) From Contract.....................................380
6.1.6       Process Bid Analysis.............................................383

7       ITC Tax Method.........................................................387

      INDEX....................................................................390
Introduction (1)                                                       Page 1


Chapter 1:   Introduction


Materials management has become increasingly important for health care
organizations due to the increasing pressure to reduce costs. MEDITECH's
Materials Management application software allows goods to be purchased and
supplied to end users in an efficient, cost effective manner.


Features of the Materials Management Module


Inventory and Purchasing

Allows your health care organization to:

    * maintain an unlimited number of inventories

    * issue, transfer, return and adjust stock items

    * use inventory requisitions and track activity

    * accommodate surgical case carts

    * support LIFO, FIFO, and Average Cost accounting methods for valuing
      inventories

    * automatically calculate economic order quantities, minimum reorder
      points, etc.

    * handle patient issues

    * perform ABC Analysis

    * provide supporting routines and reports for taking physical inventories

    * perform extensive inventory and purchase order inquiries

    * use purchase requisitions and provide associated tracking

    * automatically generate purchase orders based on stock levels

    * fully and/or partially receive purchase orders and line items
Introduction (1)                                                         Page 2



Period End Processing

    * perform month end closings of inventory and purchasing

    * create a GL inventory batch that includes all stock activity

    * create an MM/AP accrual batch that recognizes receipts that have yet to
      be successfully matched with an invoice

    * print inventory, purchasing, departmental, and month end reports



Equipment Management

    * schedule repairs and preventive maintenance for your health care
      organization's equipment

    * generate reports that can compare the durability of different makes of
      equipment and determine when equipment needs to be replaced



Electronic Data Interchange

    * transmit PO information to vendors

    * receive invoices from vendors

    * make payments to vendors


Hand-Held Terminal (HHT)

    * Utilize hand held terminals to remotely key or bar code read
      inventory activity, then upload data session to MM from the HHT


Just In Time Inventory Management

    * on line requisitioning

    * automated PO creation from requisitions

    * automated PO creation based on inventory levels
Introduction (1)                                                      Page 3



Other Features

   * maintain multiple databases

   * purge information when it no longer needs to be maintained on-line

   * may be integrated with MEDITECH's General Ledger, Accounts Payable,
     Fixed Assets, Cost Accounting, Billing/Accounts Receivable, Order Entry,
     Radiology, Laboratory, Executive Support System and Operating Room
     Applications
The MM Documentation Set (1.1)                                        Page 4



1.1:   The MM Documentation Set


This manual is designed to be used in conjunction with the other manuals in the
Materials Management documentation set. These manuals are listed below.

   *   Materials Management Dictionary Guide

   *   Materials Management/Accounts Payable Interface User Manual

   *   Volume 1:   Inventory

   *   Volume 3:   Period End Closing and Purging

   *   Volume 4:   Equipment Management

   *   Volume 5:   Electronic Data Interchange Option

   *   Volume 6:   Hand-Held Terminal Option
How to Use this Manual (1.2)                                              Page 5



1.2:   How to Use this Manual


Understanding the structure of this manual will help you to use it more
efficiently. This manual is made up of the following components:



Table of Contents

The Table of Contents lists the name and page number of every chapter, section
and appendix in the manual, as well as the page number on which the Index
begins.



Introductory Chapters

This manual contains the introductory chapters described below.


Introduction

Briefly describes the function and features of the Materials Management Module.


The MM Documentation Set

This section describes other manuals available in the MM documentation set, so
that you can locate information covered in other volumes.


How to Use this Manual

This section describes the design of the manual so that you can easily find
the information that you need. (which you are reading)



System Conventions

Describes system conventions that apply to the Materials Management Module and
related NPR financial applications.
How to Use this Manual (1.2)                                              Page 6



Chapter Overviews

Chapter overviews provide a detailed explanation of the following:

    *   how routines interact

    *   how to use routines to accomplish specific tasks

    *   key concepts that will be covered, typical uses of the software
        and any MEDITECH recommendations



Routine Documentation

Documentation of each routine consists of a description, a sample screen and
prompts. Each of these parts is described below.


Description of Routines

A description of each routine includes guidelines for how and when to use the
routine. Routines generally appear in the order in which they are used to
accomplish a series of tasks.


Sample Screen

A sample screen is provided for each routine. This allows you to see what the
screen looks like even if you are not at a terminal/PC.


Prompts

Every prompt on the screen is listed below the sample screen with an
explanation of how to respond to it. In addition, prompt documentation often
provides details on the effects of your response, and, when appropriate,
prepares you for the next step.


Index

The Index lists the key concepts, terms, prompts and routines in alphabetical
order. Consult it whenever you need to locate specific information.
System Conventions (2)                                                  Page 7



Chapter 2:   System Conventions


The system conventions used by all NPR applications are described in the NPR
System Conventions manual.

Some conventions, however, are unique to the Materials Management Module and/or
all NPR financial applications. These include:

    * item/stock quantity format

    * Materials Management dictionaries

    * Materials Management parameters

    * identification of: items, stock, vendors, departments, purchase
      requisitions and purchase orders

    * security

    * integration with other modules


The item/stock quantity format is described below.   Other conventions are
described individually in this chapter.



Item/Stock Quantity Format

On Materials Management reports, an item or stock's quantity is typically
displayed in units of issue. For example, if an item's packaging string is
BX/2 CS/12 EA and the unit of issue is BOX, the quantity displayed might read
10 BOX.

Sometimes it may be necessary to display the quantity in units smaller than the
unit of issue.

For example, if you have ten boxes containing, and one of the cases from a box
are distributed to a patient, you still have more than nine boxes left. To
display this quantity, the report would read:

    9;12 BOX

This quantity indicates that you have nine full boxes and 12 EA(eaches) in the
tenth box.
Dictionaries (2.1)                                                     Page 8



2.1:   Dictionaries


A dictionary is a user-defined table which maintains MM information unique to
your health care organization. Dictionaries are created when your system is
implemented and can be easily updated at any time to accommodate changes in
policy, vendors, packaging, etc. Dictionaries help prevent users from entering
incorrect data and ensure that all information is captured and formatted
properly. They are the principal means, along with parameters, of tailoring a
standard application to fit the specific needs of your organization.


Function of Dictionaries

Dictionaries maintain information necessary to carry out your Materials
Management Department's tasks. Dictionaries do not perform specific functions
(e.g., they do not check inventory levels and generate purchase orders);
rather, they maintain most of the information required to accomplish the
module's activities.

Instructions for setting up each dictionary appear in the Materials Management
Dictionary Guide. Information on Equipment Management and EDI (Electronic Data
Interchange) may be found in MM User Manuals, Volume 4: Equipment Management
and Volume 5: Electronic Data Interchange.
MM Parameters (2.2)                                                    Page 9



2.2:   MM Parameters


In addition to the dictionaries that your health care organization must set up
before you can use the Materials Management Module, MEDITECH must set up
several parametersfor the module.

Parameters determine how some features of the MM Module work. For example,
parameters determine which inventory accounting method is used by your
organization, and they determine the length of time that data must remain
on-line before it is eligible to be purged.

Since parameters are relatively permanent specifications, organization cannot
directly edit them. If a parameter needs to be changed, contact your MEDITECH
Application Consultant.

                           MATERIALS MANAGEMENT PARAMETERS

(The following asterisk (*) denoted parameters are used by the system during
installation to create a default Purchasing Facility. After installation,
edits here will NOT pass to the default Purchasing Facility; users should edit
these fields directly in the Purchasing Facility dictionary. Purchase orders
will always reference the comparable Purchasing Facility fields rather than
these parameters.)

HOSPITAL NAME FOR POs:*
HOSPITAL ADDRESS FOR POs:*     1)
                               2)
                               3)

These two parameters pertain to the name and address of the hospital. The
system prints this information on the standard printed Purchase Order. This
name and address indicate from whom the Purchase Order came. The hospital name
and at least the first line of the address is required.


VENDORS SEND ORDERS TO:*
1)
2)
3)

This parameter specifies to what address the vendor should ship the
merchandise. At least the first line is required.


VENDORS SEND INVOICES TO:*
1)
2)
3)

This parameter specifies to what address the vendor should send the invoice. At
least the first line is required.
MM Parameters (2.2)                                                       Page 10




INV ACCTG METHOD

The MM system offers a choice of three inventory accounting methods.

a)     FIFO (First In/First Out)
b)     LIFO (Last In/First Out)
c)     AVG (Average Cost)

Individual stock items are not tracked in the system. To do so would be
expensive from an operational standpoint (every item would need a sticker that
included a serial number) and a system standpoint (more information would be
recorded which would require more storage capacity, which means higher hardware
costs). Since individual stock items not being tracked, the system must make
certain assumptions. The first is done at system installation when an
inventory accounting method is chosen. FIFO (first in, first out) expenses in
the system oldest goods first. LIFO (last in, last out) expenses in the system
the most recently received goods. AVG (average) expenses goods based on the
average cost, which gets updated when goods are received. [Note the
terminology "expenses in the system" - regardless of the inventory accounting
method it would be prudent to physically issue older goods first.]

When goods are received into an    inventory, their actual (not dictionary)
cost is stored. Issues/returns     are made according to the inventory accounting
method and the "open receipt".     For example, assume the following purchases
were received into an inventory    for a FIFO system:

PO     QTY     UNIT COST

1      10          10

2      10          11

3      10          12

The following was issued:

DATE         DEPT       QTY    UNIT COST       EXTENDED COST

12/1           A           5       10             50.00

12/2           B           7    5 @ 10, 2 @ 11     72.00

12/3           A           5       11              55.00

The FIFO inventory accounting method determined how the above issues got
expensed. Since there is still qty 3 left from PO 2, PO 2 is the "open
receipt", and it's cost, 11.00, will be used for the first seven returns; PO
1's cost of 10.00 would be used for returns beyond seven. If a return of qty 1
stock is done from department A, the system doesn't know if that stock came
from the 12/1 or the 12/3 issue. The system will decide matters by crediting
department A with the current "open receipt" cost, or 11.00. Thus, it would be
MM Parameters (2.2)                                                    Page 11



possible for a department to get a larger or smaller credit for a return than
they were expensed on the original issue.

ORDER METHOD

There are three choices for order method:

                         Maximum Shelf Quantity (MSQ)

When stock levels fall below a user-defined Minimum Reorder Point (MRP) the
system can generate a quantity to order needed to bring the Quantity on Hand
(QOH) back to the user-defined Maximum Shelf Quantity.

With an MSQ ordering method, the system will first determine if an item needs
to be ordered for an inventory by doing the following calculation:

                            QOH + QOO - IBQ - MRP '>0

where QOH is Quantity On Hand, QOO is Quantity On Order (including unreceived
PO quantities from OPEN and BACKORDER POs), IBQ is Inventory Backorder Quantity
(quantity for that item on backordered inventory requisitions), MRP is Minimum
Reorder Point, and "'>0" is not greater than zero. If this evaluates as true
then the system will calculate what needs to be ordered by doing this
calculation:

                                 MSQ-QOH-QOO+IBQ

(MSQ is Maximum Shelf Quantity, which is defined in the Stock Dictionary.) This
logic is used in the following areas: when an item is ordered on a PO for an
inventory, the quantity that defaults is determined; in the Create POs From
Inventory routine, the required quantity will either be added to an existing
working PO for that vendor/buyer or a new PO will be created; if the inventory
is supplied by another inventory, an Inventory Restock type inventory
requisition can be entered against the supplying inventory and the required
quantity will default onto the requisition.

For example, if MSQ is 10, MRP is 5, QOH is 0, QOO is 3 and IBQ is 5, then the
system would evaluate whether the stock item is below MRP as follows: 0+3-5-5
equals -7, and since -7 is "not greater than zero" then the MRP equation
evaluates as true. This causes the system to then calculate how much needs to
be ordered as follows: 10-0-3+5 or 12 need to be ordered. This method allows
one to set the safety stock for each stock item on an individual basis -
factoring in the appropriate lead time - so inventory levels may be fine tuned
to your specifications. That the IBQ component is factored in ensures that
goods that are received do not get immediately consumed by existing backorder
requisitions; enough is ordered to fill these requisitions and keep the
appropriate quantity of goods on the shelves. Thus, "just in time" inventory
purchasing is possible.


                         Economic Order Quantity (EOQ)

EOQ is used in conjunction with past usage and several variables from the MM
MM Parameters (2.2)                                                    Page 12



dictionaries to determine the most economic and cost effective amounts to order
for a particular item.


                         Dynamic Order Quantity (DOQ)

DOQ is used in conjunction with past usage and several variables from the MM
dictionaries to determine when an item should be ordered based upon dynamic
order quantity.


The system uses the selected Order Method to calculate the Recommended Order
Quantity (ROQ) during the Create POs From Inventory and Process PO routines.


ORDER OPTIM METHOD

The Order Optimization Method is used by the system when the Optimization
Compile Routine is run. If EOQ or DOQ were selected as the Order Method, then
the Order Optimization will automatically be EOQ or DOQ, respectively, and this
cannot be edited. This is because EOQ and DOQ systems work off the ROQs
(Recommended Order Quantities) generated by the Optimization Compile.

If MSQ is selected as the Order method, then the Order Optimization Method may
be defined as either EOQ or DOQ. The system will actually order based on MSQ
calculations, but users may run the optimization routines for comparison
purposes.


RESTOCK METHOD

The restock method determines the units that will be used for inventory
requisitions generated by the Exchange Cart Create Cart Restock and Inventory
Restock type Inventory Requisition routines. The choices for this field are I
and R. If the restock method is I (default value), the receiving inventory
will be restocked in terms of the issuing inventory's stock's DEPT UI. If the
issuing DEPT UI is higher than the receiving DEPT UI, then the quantity issued
to the receiving stock might cause it to exceed its MSQ (Maximum Shelf
Quantity). For example, given the following:

item 1001 is packaged as CS/4 PK/6 EA
in the issuing inventory, CSTORES, it has a DEPT UI of CS
in the receiving inventory, 3W, it has a DEPT UI of EA
stock 1001 in inventory 3W has MSQ=10, MRP=10 and QOH=7

then the Create Restock routine will call for one CS to be delivered. Since a
case contains 24 EA, the QOH will end up being 24 + 7 = 31, which exceeds the
MSQ.

If the restock method is R, the receiving inventory will be restocked in terms
of the receiving inventory's stock's DEPT UI. In the above example, a CS in
inventory CSTORES would be broken up so that 3 EA of stock 1001 could be
supplied to inventory 3W.
MM Parameters (2.2)                                                    Page 13




MAX ITEM NUMBER LEN

This parameter defines how many characters long the item number can be. A
maximum number of digits should be chosen that will allow for possible future
growth, but not so many that it will be necessary to type unnecessary digits in
the long term. NOTE: It is preferable to have stock numbers the same as item
numbers. Since stock numbers are limited to 7 digits, even though item numbers
may go up to 9 digits, it is preferable to limit them to 7 digits as well.


MAX PO NUMBER LENGTH

This parameter defines how many characters long the Purchase Order number can
be. Some common choices are five digits for smaller hospitals and six for
larger hospitals. A number between 1 and 10 may be chosen.


MAX PUR REQ # LENGTH

This parameter defines how many characters long the Purchase Requisition number
can be. If the hospital intends to utilize purchase requisitions by the floor
staff, then this length may be the same as the Purchase Order length or maybe
even one digit longer. The assumption is made that there logically would be
one or more requisitions for a given PO. A number between 1 and 10 may be
chosen.


MAX FA LINK # LENGTH

This parameter defines how many characters long the FA LINK number can be.


AUTO EQUIP # LENGTH

This parameter defines how many characters long the Equipment number can be.
Some common choices are five digits for smaller hospitals and six for larger
hospitals. Entering a value here will cause system generated numbers (i.e.
those numbers generated when the user chooses "N" at the number prompt) to zero
fill to the specified length. For example, if six is entered here, the first
system generated number will be 000001. If nothing is entered here, the first
system generated number would be 1. A number between 1 and 10 may be chosen.


TAX EXEMPT #
TAX EXEMPT STATE

These two parameters are for specifying a tax exempt number and state. There
is a 20 character field for the tax exempt number and a five character field
for the appropriate state. This number will be printed on the Purchase Order.
These fields can be left blank; however, the hard coded text will still print.
MM Parameters (2.2)                                                   Page 14




----- PURGE DELAYS -----

There are two types of purge parameters. For parameters in the automatic type,
the purging occurs as part of the midnight run - no user action is required.
The three MM/AP purge parameters, the EDI DATA (DAYS) parameter and the ITEM
DICT. AUDIT TRAIL (DAYS) parameter fall into this type. For all other purge
parameters, the parameter value defaults into a purge routine, and the user
must run the purge routine for purging to take place. For this second type,
since the defaulted value is uneditable, the parameter serves as a safety.
Nothing can be purging inside of the parameter defaulted date. (The "Completed
EQP WOs (Days)" parameter is an exception in that the defaulted value is
editable.)


STOCK TXN DELAY (PERIODS)

The value entered here defaults as the "X" in the "This routine will purge all
inventory transactions which are at least X periods old." field in the PURGE
AND SUMMARIZE INVENTORY TRANSACTIONS routine, and it is uneditable. This
routine purges all inventory transactions (issues, transfers, adjustments,
etc.) that occurred before the purge date.


STOCK REQUISITIONS (DAYS)

The value entered here defaults as the "X" in the "This routine will purge all
CLOSED and CANCELLED inventory requisitions which are at least X days old."
field in the PURGE INVENTORY REQUISITIONS routine, and it is uneditable.


STOCK PT. ISSUE (DAYS)

The value entered here defaults as the "X" in the "This routine will purge all
CLOSED and CANCELLED patient issue records which are at least X days old."
field in the PURGE PATIENT ISSUE RECORDS routine, and it is uneditable. After
purging, affected patient issue records will not be available but Stock
Inquiries will continue to show the patient issue transactions as long as those
stock transactions have not been purged.


PURCHASE REQS (DAYS)

The value entered here defaults as the "X" in the "This routine will purge all
CLOSED and CANCELLED purchase requisitions which are at least X days old."
field in the PURGE PURCHASE REQUISITIONS routine, and it is uneditable.


CANCELLED POs (DAYS)

The value entered here defaults as the "X" in the "This routine will purge all
POs that were: 1) CANCELLED at least X days before" field in the PURGE
PURCHASE ORDERS routine, and it is uneditable. These Purchase Orders are not
MM Parameters (2.2)                                                    Page 15



checked against MM/AP since no invoice data could have been generated against
these POs.


COMPLETE POs (PERIODS)

The value entered here defaults as the "X" in the "This routine will purge all
POs that were: 2) COMPLETE and reconciled at least X periods before" field in
the PURGE PURCHASE ORDERS routine, and it is uneditable. These Purchase Orders
do need to be checked against MM/AP if they are candidates to be purged in MM.
The criteria for purging in MM is:

1.   The PO has been COMPLETE for the requisite number of periods.
2.   Every line has been completed (ORD = REC + CAN)
3.   The PO's status is COMPLETE
4.   The PO's completed date is on or before the purge date, which is based on
     this parameter and the last date a GL batch was generated in MM. There are
     also MM/AP criteria for purging that must be met in addition to the above
     criteria.


EDI DATA (DAYS)

Based on this delay, the system will automatically purge EDI (Electronic Data
Interchange) PO batches that have been transmitted to vendors. The idea behind
keeping the batches is that vendors sometimes have a problem on their end that
requires a batch to be resent. Purging these batches does NOT purge the
individual POs. Even after the batches have been purged, if it is necessary to
resend a group of POs, users can manually queue them for retransmission by
using the Process Purchase Order option 12, Manage EDI Queue for PO.


COMPLETED EQP WOs (DAYS)

The value entered here defaults as the "X" in the "PURGE ALL WORK ORDERS
COMPLETED/CANCELLED ON OR BEFORE" field in the PURGE EQUIPMENT WORK ORDERS
routine, and it is editable.


ITEM DICT. AUDIT TRAIL (DAYS)   (4.7 or greater release only)

Item Dictionary Audit Trail entries older than the specified days will purge
automatically.


----- B/AR DATABASES -----

Enter the B/AR database(s) with which Materials Management will interface
for patient issue and/or surgical case cart transactions.


EXCLUDE ITEM DESC. FROM B/AR
MM Parameters (2.2)                                                    Page 16



This field controls whether the description from the Item Dictionary in
Materials Management is sent to Billing for Patient Issues and/or Surgical Case
Carts. If the user enters a "Y", the item description will not pass to BAR.
Since there usually is a description associated with an item's procedure in
BAR, this will prevent a second description line from printing on patient bills
and statements. If an "N" is entered, or if the prompt is left blank, the item
description will go over to BAR.


OR MANAGEMENT INVENTORIES

This field allows the user to enter inventories that are used in MEDITECH'S OR
Management application. The general idea is to eliminate the need to enter and
maintain stocks in both the OR and MM applications. There are two ways that MM
stock information is set up for OR retrieval.

1. When users start with the OR product, or later have their consultant add an
inventory to the OR Management Inventories multiple, the parameter inventories
will default in the INITIALIZE MM/OR AUDIT INDEX dictionary routine. Users may
delete any of the defaulted inventories, but they may not add an inventory that
is not set up in the parameter. By running this routine, users will queue up
all stocks for the selected inventories for OR retrieval. (MM DTS 2288)

2. For the parameter inventories, any newly created stock or edit to an
existing stock will queue up for transfer to OR. (MM DTS 2271)


NPR OE DBs

Enter the OE databases from which the MM application can receive orders. The
OE to MM interface also requires that the MM Toolbox System Status field
"Enable MM-OE Background Job?" be set to Y and that the MM database be defined
in the OE parameters


G/L EXPENSE ACCOUNT EXPRESSION

Since the system associates Department numbers and Expense codes with various
activities, the system can form the complete account number automatically. This
expression is the mechanism by which the system can do this. The most common
expression is

   DPT_"."_EOC

which combines the department with a period and then the EOC (Expense Object
Code).


MAINTAIN SALES TAX?

This parameter drives the timing of the expensing of the tax amount for
inventory purchases. The possible responses are Yes or No. If the response is
"N"o, then the tax amount will be expensed directly to the Inventory Tax
MM Parameters (2.2)                                                    Page 17



Account, which should be entered in the Inventory Dictionary as an EXPENSE type
account. If the response is "Y"es, then the tax amount will be held in the
Inventory Tax Account, which in this instance should be entered in the
Inventory Dictionary as an ASSET type account. When the period end inventory
batch for GL is created, the system will debit departments that received any
items which were taxable upon receipt into the MM system, and in turn, credit
this Inventory Tax Account.


CHARGE LABEL PROGRAM

This parameter specifies the charge label program used by the hospital. There
are two standard charge label programs available: "CHG 5" and "CHG GE BAR".


HHT RECEIVE PROGRAM

The program used to download stock information to a HHT (Hand Held Terminal). A
MEDITECH supplied program must be entered here in order to use the Hand Held
Terminal (HHT) feature in the Materials Management Module.


HHT TRANSMIT PROGRAM

The program used to upload stock information from a HHT (Hand Held Terminal).
A MEDITECH supplied program must be entered here in order to use the Hand Held
Terminal (HHT) feature in the Materials Management Module.


PO FORM PROGRAM

This parameter is no longer used. The PO FORMAT PROGRAM in the Purchasing
Facility dictionary should be used to define PO formats by facility.


----- PO INTERFACES -----

The interface(s) listed here may be associated to an EDI (Electronic Data
Interchange) program in the EDI program dictionary. EDI allows for the
electronic transmission of purchase orders.


PRINT QOH ON PICKLISTS?

The system offers a choice of printing or not printing the stock's Quantity on
Hand on inventory picklists.


USE PURCHASING FACILITIES?

This prompt requires a Yes or No Response (leaving it blank defaults to No).
Even if this is left blank or answered "N", users will still have access to a
default purchasing facility where they can edit addresses, PO formats, etc. If
MM Parameters (2.2)                                                   Page 18



answered "Y" then multiple purchasing facilities may be entered.


DEFAULT EDI SHIP-TO MAP

When an EDI ship-to map is entered in this field, it is available when sites
wish to change the ship-to address of a PO being created for EDI transmission.
Access to this default ship-to map is obtained by entering "#<lookup>" at the
OFFSITE/ALTERNATE ADDRESS field when creating a purchase order.

This capability is not generally used. Alternate shipping addresses are most
often handled by the specific EDI vendor software.


PURCHASE ORDER ARCHIVE

Choices are NONE or OPT DISK, leaving it blank is the same as NONE.
If the hospital is using optical disk as a purge storage method, then
OPT DISK should be entered. This will also provide access to the Optical
Disk Archiving routines in the MM system.

 Note: If there is any intention of purchasing MEDITECH's Data Repository
       application then POs should not be purged to optical disk until after
       they have been made available to Data Repository. Reports may be
       generated for information stored on Data Repository. Optical Disk
       stores an optical image of a PO that allows one to recall that image.
       However, reports on data contained within optical images are not
       possible.


HANDHELD MERGE DUP STOCKS?

This prompt determines whether additional entries for a stock uploaded from an
HHT should be treated as a keying error and deleted, choice "N", or treated as
valid additional counts of the stock, choice "Y ".



----------------------- MM-AP PARAMETERS ------------------------

ACCRUAL JOURNAL

The GL JOURNAL name that is entered here will be used as the journal name
whenever an MM-AP accrual batch is created.



At times there will be discrepancies between a PO's pricing and the invoice
that comes in for that PO. Some customers may insist that all discrepancies -
large and small - be resolved before payment is made. In such a case, the
variance parameters would be left blank. However, most of our customers think
it imprudent to spend time resolving minor discrepancies. In those cases,
allowable variances can be defined as noted below.
MM Parameters (2.2)                                                      Page 19




MATCH TYPE ----->                  -----AUTOMATCH-----
INVOICE TYPE --->             INVENTORY ONLY   MIXED OR DEPT
$ VAR PER INVOICE                  xxxxxx         xxxxxx
% VAR PER INVOICE                  xxxxxx         xxxxxx

The first column of variance parameters is used for checking inventory invoices
within the Automatch process. An inventory invoice is one where all lines on
the invoice are inventory items. The second column of variance parameters is
used for checking mixed or department invoices within the Automatch process.
These are invoices which contain lines of either all non-inventory items or a
mix of inventory and non-inventory items.

MATCH TYPE ----->                  -----MANUAL MATCH-----
INVOICE TYPE --->             INVENTORY ONLY   MIXED OR DEPT
$ VAR PER INVOICE                  xxxxxx         xxxxxx
% VAR PER INVOICE                  xxxxxx         xxxxxx

The first column of variance parameters is used for checking variances for
inventory invoices outside the Automatch process. Outside the Automatch
process refers to filing an invoice after Automatch fails or when Automatch has
not been attempted at all. The second column of variance parameters is used
for checking mixed or department invoices outside the Automatch process.


AUTO MATCH VARIANCE ACCOUNT

This parameter is an account number which is used in certain circumstances
during AP Invoice Reconciliation. It is used when the system is attempting to
reconcile an invoice to PO receipts and there is more than one line on that PO.
If there is an account entered in this field, then the allowable variance
amount will be expensed to this account. If this field is left blank, then the
variance amount will be prorated among the lines from the PO receipts.


GROSS ACCRUAL OFFSET EXPR (IN 'CRP' OR 'SUP')
TAX ACCRUAL OFFSET EXPR (IN 'CRP' OR 'SUP')

These two parameters represent the account(s) that will receive the offsetting
CREDIT/(DEBIT) for the Payables Accrual transaction; one for the gross amounts,
and one for the tax amounts. These expressions allow the system to
automatically insert the offsetting entry in order to send a balanced accrual
batch to GL. These are typically LIABILITY type accounts.


The second type of purge parameters, those noted   below, automatically purge as
part of the close day process when the specified   periods/days are reached.
Users do NOT have to run a purge routine. Close    day starts for the previous
day when a user first signs on to MEDITECH MM on   the new day.

NUMBER OF PERIODS TO KEEP AGING DATA

This parameter governs how long the data will be available for generating the
MM Parameters (2.2)                                                    Page 20



Accrual Aging report. If the data has been purged for a certain period, then
this report will not be available for that period. If this parameter is left
blank, the system will assume three fiscal periods.

NUMBER OF DAYS TO KEEP BATCHES

This parameter governs how long MM/AP batches that have a status of TRANSFERRED
or DELETED will remain on the system. For each AP database with which MM/AP
batches are associated, batches are deleted for dates that precede the first
"open" batch date by more than the specified number of days in this parameter.
If this parameter is left blank, the system will assume 15 days. NOTE: This
refers only to the MM/AP batches, which are how invoices are grouped for
transfer to AP. The actual invoices will continue to reside in AP and will
only be purged when AP invoices are purged.

NUMBER OF DAYS TO KEEP TRANSFERS

The system generates a transfer file each time invoices are transferred from MM
to AP. The system will automatically purge these files according to this
parameter. If the parameter is left blank, the system will assume 15 days.
Date Conventions (2.3)                                                 Page 21



2.3:       Date Conventions



System Century

Dates are stored as 8 digits in the MEDITECH system, but users are allowed to
enter 6 digit dates. The system uses the MIS System Century parameter to
convert the 6 digit date to an 8 digit date. The system compares the year
digits (for both US format MMDDYY and Canadian format DDMMYY this will be the
last two digits) to the system century to determine the century. For example,
if your system century is 1930-2029, then 010130 translates to January 1, 1930
and 010129 translates to January 1, 2029.

An exception to this is the birthdate field which uses today minus 100 years as
the century. Please refer to the documentation in applications that use
birthdates (e.g. PP, ADM) for full details.

 Note: Dates are stored internally in format YYYYMMDD (US) or YYYYDDMM
       (Canadian), but the system generally displays the date as MM/DD/YY (US)
       or DD/MM/YY (Canadian). An exception is if the date is initially entered
       as 8 digits AND it falls outside the system century. In this case it
       will continue to display as entered (e.g. for a system century that ends
       December 31, 2029, if 01012031 is entered, then 01012031 will display
       rather than 01/01/31).


T and P Syntaxes

To enter today's date, enter the letter T. To choose a date before or after
today, enter T and then subtract or add the desired days. Examples are as
follows:

If today's date is September 10, 1999 (US format)

  Entering              Results In

       T                09/10/99

    T-30                08/11/99

    T+5                  09/15/99

For Period fields, P selects the current period. Similar to the T convention,
you may subtract or add from this. However, since you can only run period
reports for closed months, only the P minus format will yield a valid period.
Identifying Items (2.4)                                                 Page 22



2.4:   Identifying Items


Items may be identified by number, description, name, vendor catalog number,
manufacturer number, universal product number (UPN), stock number (for the
specified inventory) or procedure code. Lookups can also be restricted to
specified vendors or manufacturers.

For all the Lookups described   below, when the selected items are displayed, an
arrow pointing up will appear   at the top of the screen if there are further
entries above what appears on   the screen. Likewise, an arrow pointing down will
appear when there are further   entries below what appears on the screen.

The software sorts special characters (e.g. *, @, etc.) first, then numbers,
then upper case letters, then lower case letters. Numbers with less digits sort
before those with more digits, e.g. 99 will sort before 001. A value is
considered numeric if it starts with a number. For example, H10400016723452
will sort before H1043230 because the H prefix makes it non-numeric and
H1040... sorts before H1043...


Lookup by Number, Description or Name

An item will normally appear three times in each lookup, with one entry sorted
by Item Number, one by Description and one by Name(the Common Name field in the
Item Dictionary). An exception would be if any of the values exactly matched.

For example, if item 001427 had GLOVES as both the Name and Description, it
would only appear twice, once for number 001427 and once for GLOVES. Items
appear multiple times because some users may know the number, others the name
and still others the description. Thus, each user can enter the information he
or she knows and all users will be brought to the appropriate area of the
Lookup.

To perform a Lookup on all items, press <Lookup>. Enter a number, name or
description and then press <Lookup> to start the Lookup from that point. If you
enter a partial value, the system will take you to the closest matching entry.


Lookup Using Component Search

If you enter a partial name or description, the system will only search for
names or descriptions that begin with the partial value. A component search
allows you to search for any component (characters separated by a space) of
the item's description or common name, not just the first.

Enter the component (or the first few letters of the component) followed by a
comma (,) and press <Lookup>. The Lookup only displays items whose components
begin with the characters entered. For example, if an item's description is
DOWN PILLOW MEDIUM, some possible components you can enter include

  DOWN,
Identifying Items (2.4)                                               Page 23




  DO,

  PILLOW,

  PIL,

  MEDIUM,

If you enter PILLOW, and press <Lookup>, the Lookup starts displaying items
with PILLOW in their description or name. If you entered PILLOW without a
comma, the search would be a regular search and DOWN PILLOW MEDIUM would be
before the search start since DOWN sorts before PILLOW. Likewise, since
searches are case sensitive and lower case letters sort after upper case
letters, a search on pillow, would start after DOWN PILLOW MEDIUM.

For a more specific search, you can combine components in any order and press
<Lookup>. Components must be separated by a comma.


Lookup by Vendor

Enter V\ or #V and press <Lookup>. You can enhance the Lookup by adding part
of the vendor number, mnemonic or name after the \ or V. Choose a vendor and
press <Lookup>. The system lists by item number all items associated with the
chosen vendor.


Lookup by Vendor Catalog Number

Enter VC\ or #VC and press <Lookup>. You can enhance the Lookup by adding part
of the vendor catalog number after the \ or VC. Items with a vendor catalog
number defined appear once, sorted by vendor catalog number.


Lookup by Manufacturer

Enter M\ or #M and press <Lookup>. You can enhance the Lookup by adding part of
the manufacturer mnemonic after the \ or M. Choose a manufacturer and press
<Lookup>. The system lists by item number all items associated with the chosen
manufacturer.


Lookup by Manufacturer Catalog Number

Enter MC\ or #MC and press <Lookup>. You can enhance the Lookup by adding
part of the manufacturer catalog number after the \ or MC. Items with a
manufacturer catalog number defined appear once, sorted by manufacturer catalog
number.


Lookup of Items Stocked in an Inventory
Identifying Items (2.4)                                                Page 24



Enter S\ or #S followed by the mnemonic of the inventory, in brackets, whose
stocked items you want to list and press <Lookup>. If you know the stock number
for which you wish the Lookup to start you may enter that after the inventory.
For example, S\[CENTRAL]001406 would show stocks (and their items) that are
stocked in inventory CENTRAL, beginning with stock number 001406, sorted in
stock number order.

If you do not know the inventory mnemonic you may choose it from the Lookup of
inventories that will appear after you press S\ or #S. You can enter a partial
inventory in brackets to aid in picking the correct inventory. You may also
enter the stock number for which you wish the Lookup to start after the partial
inventory or if you enter no inventory. When you do pick an inventory from the
Lookup, the list of stocks will begin with the stock you entered. For example,
if you typed S\001406 and pressed <Lookup>, a list of inventories would appear
for you to choose from. If you choose inventory CENTRAL, the Lookup will
include stocks in inventory CENTRAL starting with stock 001406.


Lookup by Procedure Code

Enter P\ or #P and press <Lookup>. All item procedure codes appear. You can
enhance the Lookup by adding part of the procedure code after the \ or P.

For example, if you enter P\1001 or #P1001 and press <Lookup>, the Lookup would
start to display items whose procedure code start with 1001.

 Note: Procedure codes in the Item Dictionary serve as a default value when
       stocks are being entered in the Stock Dictionary. Since only stock
       procedure codes pass to B/AR, you may want to search for stock procedure
       codes rather than item procedure codes.


Lookup by Universal Product Number (UPN)

Enter U\ or #U and press <Lookup>. You can enhance the Lookup by adding part of
the UPN after the \ or U. An item can have multiple UPNs defined for it - one
for Case, another for a Box, etc. If so, it would appear once for each UPN.
Identifying Items (2.4)                           Page 25



                                 Syntax Summary

V\vendor

M\manufacurer

VC\vendor catalog number

MC\manufacturer catalog number

S\[inventory]stock

P\procedure code

U\universal product number
Identifying Stock (2.5)                                                Page 26



2.5:   Identifying Stock



To identify a stock, enter the stock number defined for it in the Stock
Dictionary. You can view a Lookup of entries in the Stock Dictionary and select
one of the stock items. You can view all entries on a Lookup or limit the stock
included on a Lookup in the following ways:

  stock starting with a selected stock number

  stock starting with a selected item description, common name

  stock by procedure code

  stock by UPN (Universal Product Number)

  utilize the component search feature

  stock by vendor

  stock by vendor catalog number

  stock by manufacturer

  stock by manufacturer catalog number

  stock created by the PHA application (MM Pharmacy only)


Lookup of all Stock

To view a list of all stock at a selected Inventory (as defined in the Stock
Dictionary), press <Lookup> at the Stock # prompt. Stocks are sorted
numerically by stock number.

 Note: An asterisk (*) in the Disc. column indicates that a stock is
       discontinued. A stock is considered discontinued when the Copy Item
       Routine is used to create a new entry for an item, and the stock is
       still associated with the old item number. If a discontinued stock has a
       quantity on hand at the time of the Lookup, <QOH> appears to the right
       of the asterisk.


Stock Lookup by Number

Enter the first stock number with which you want the Lookup to begin. Stocks
are sorted in ascending order beginning with the number entered (or the next
available number).


Stock Lookup by Item Description, Common Name
Identifying Stock (2.5)                                               Page 27




Enter #I or I\ followed by up to 14 letters of the stock's item description or
common name and press <Lookup> (Note: for this and the following syntaxes,
pressing <Enter> instead of <Lookup> also works. However, it is advisable to
get in the habit of pressing <Lookup> as <Enter> is not always acceptable.) An
item will normally appear three times in each Lookup, with one entry sorted by
Item Number, one by Description and one by Name. An exception would be if any
of the values exactly matched.

For example, if item 001427 had GLOVES as both the Name and Description, it
would only appear twice, once for number 001427 and once for GLOVES. The
software sorts special characters (e.g. *, @, etc.) first, then numbers, then
upper case letters, then lower case letters. Items appear multiple times
because some users may know the number, others the name, and still others the
description. Thus, each user can enter the information he or she knows and all
users will be brought to the appropriate area of the Lookup.


Stock Lookup Using Component Search

If you enter I\ or #I followed by a partial name or description, the system
will only search for names or descriptions that begin with the partial value. A
component search allows you to search for any component (characters separated
by a space) of the item's description or common name, not just the first.

Enter I\ or #I followed by the component (or the first few letters of the
component) followed by a comma (,) and press <Lookup>. The Lookup only displays
items whose components begin with the characters entered. For example, if an
item's description is DOWN PILLOW MEDIUM, some possible components you can
enter include

  DOWN,

  DO,

  PILLOW,

  PIL,

  MEDIUM,

If you enter PILLOW, and press <Lookup>, the Lookup starts displaying items
with PILLOW in their description or name. If you entered PILLOW without a
comma, the search would be a regular search and DOWN PILLOW MEDIUM would be
before the search start since DOWN sorts before PILLOW. Likewise, since
searches are case sensitive and lower case letters sort after upper case
letters, a search on pillow would start after DOWN PILLOW MEDIUM.

For a more specific search, you can combine components in any order and press
<Lookup>. Components must be separated by a comma.


Lookup by Procedure Code
Identifying Stock (2.5)                                                Page 28




Enter P\ or #P and press <Lookup>. All stock procedure codes appear. You can
enhance the Lookup by adding part of the procedure code after the \ or P.

For example, if you enter P\1001 or #P1001 and press <Lookup>, the Lookup would
start to display items whose procedure code start with 1001.

 Note: Procedure codes are also stored in the Item Dictionary. If a procedure
       code is defined for an item, it will default as the stock procedure code
       when a stock is being entered for the item, but it is editable. If a
       Lookup of item procedure codes is preferred, enter I\P\ or #I#P.


Stock Lookup by Universal Product Number (UPN)

Enter I\U\ or #I#U and press <Lookup>. You can enhance the Lookup by adding
part of the UPN after the \ or U. An item can have multiple UPNs defined for it
- one for Case, another for a Box, etc. If so, it would appear once for each
UPN.


Lookup for PHA Created Stock Items

Items appear in the Lookup dialogue window based on the value you enter in the
Access Dictionary at the PHA Default Lookup prompt.

To see regular items, overriding the default, enter #S or S\.


Lookup by Vendor

Enter I\V\ or #I#V and press <Lookup>. You can enhance the Lookup by adding
part of the vendor number, mnemonic or name after the \ or V. Choose a vendor
and press <Lookup>. The system lists by item number all items associated with
the chosen vendor that are stocked in this inventory.


Lookup by Vendor Catalog Number

Enter I\VC\ or #I#VC and press <Lookup>. You can enhance the Lookup by adding
part of the vendor catalog number after the \ or VC. Items with a vendor
catalog number defined appear once, sorted by vendor catalog number.


Lookup by Manufacturer

Enter I\M\ or #I#M and press <Lookup>. You can enhance the Lookup by adding
part of the manufacturer mnemonic after the \ or M. Choose a manufacturer and
press <Lookup>. The system lists by item number all items associated with the
chosen manufacturer that are stocked in this inventory.


Lookup by Manufacturer Catalog Number
Identifying Stock (2.5)                                               Page 29




Enter I\MC\ or #I#MC and press <Lookup>. You can enhance the Lookup by adding
part of the manufacturer catalog number after the \ or MC. Items with a
manufacturer catalog number defined appear once, sorted by manufacturer catalog
number.
Identifying Vendors (2.6)                                              Page 30



2.6:    Identifying Vendors


To identify a vendor, enter one of the following:

    * vendor number

    * vendor mnemonic

    * vendor name (if space permits)


If you do not know any of those (or to reduce keystrokes), you can view a
Lookup of entries in the Vendor Dictionary and select one of them. The Lookup
can include all entries or it can begin with a selected vendor number, mnemonic
or name.

Each type of vendor Lookup is described on the following pages. To select a
vendor on a Lookup, enter the number to the left of the vendor number.



Lookup of All Vendors

To view a list of all entries in the Vendor Dictionary, press <Lookup>.   The
Lookup displays all vendors in ascending order by vendor number.
For example:




                                       VENDOR

         Number          Mnemonic        Name

       1 ~LjA0000001        NORHS          NORTHEAST HOSPITAL SUPPLY
       2 A0000002        JJ              JOHNSON & JOHNSON
       3 A0000003        ACE             ACE SURGICAL SUPPLY
       4 A0000004        SURGI           SURGISET, INC


                              Vendor Lookup, All Entries
Identifying Vendors (2.6)                                              Page 31



Vendor Lookup by Number

Enter part of the vendor's number and press <Lookup>. The Lookup starts with
the vendor number entered (or the next available number).

For example, if you enter A0000100, the Lookup might display these vendors:




                                     VENDOR

         Number           Mnemonic     Name

     1 ~LjA0000100          AMEHS        AMERICAN HOSPITAL SUPPLY
     2 A0000101           AMEPS        AMERICAN PRINTING SUPPLY
     3 A0000102           OVEPS        OVERNIGHT PRINTING SUPPLY
     4 A0000103           DRASS        DRAKE SURGICAL SUPPLY


                            Vendor Lookup by Number



Vendor Lookup by Mnemonic or Name

Enter part of the vendor's mnemonic or name and press <Lookup>. The Lookup
searches first on the mnemonic and then on the name. The display starts with
the first vendor whose mnemonic or name begins with the characters entered.
After that, the entries are sorted alphabetically by mnemonic.

For example, if you enter AMER, the Lookup might display these vendors:




                                     VENDOR

         Number           Mnemonic     Name

     1   A0000105      ~LjAMERS          AMERICAN RADIOLOGY SUPPLY
     2   B0000105       AMERS          AMERICAN RADIOLOGY SUPPLY
     3   A0000100       AMEHS          AMERICAN HOSPITAL SUPPLY
     4   B0000100       AMEHS          AMERICAN HOSPITAL SUPPLY
     5   A0000110       BIRSU          BIRNEY SURGICAL


                     Vendor Lookup by Mnemonic or Name
Identifying Departments (2.7)                                          Page 32



2.7:   Identifying Departments


To identify a department, enter either the department number or name and press
<Enter>. A Lookup of department entries in the MIS GL Component and Summary
Value Dictionary is available.

 Note: Department numbers are limited to 15 characters while names may be up to
       30 characters. Departments are entered in a 15 character field that will
       display the department number for the selected department. A 30
       character field to the right of this field will display the department
       name for the selected department. Therefore, only if the name is 15
       characters or less will you be able to directly select the department by
       name as noted above. If the name is 16 characters or longer you may
       still enter up to the first 15 characters and then press <Lookup> to
       start the Lookup selection from that point, as is noted below in the
       Lookup by Partial Name or Number section.

A Lookup can display a maximum of 10 entries on the screen at one time, marked
by a selection number from 1 to 10 that appears to the left of the entry. To
select the entry, enter the selection number and press <Enter>. If there are
more entries available below, a down arrow will appear. Press <Enter> or <Page
Down> to be brought to these entries. Likewise, if there are more entries
above, an up arrow will appear; press <Page Up> to access them.


Lookup by Partial Name or Number

If you do not know the full department number or name you may enter a partial
name or number and press <Lookup>. The Lookup will list departments beginning
with the department whose name or number most closely matches the partial
entry. You can then choose the selection number for the desired department.

Even if you do know the exact department name or number, you may find it
expedient to select from a partial value Lookup rather than key the whole
department name or number.
Identifying Purchase Requisitions (2.8)                                Page 33



2.8:   Identifying Purchase Requisitions


To identify a purchase requisition, enter its number. If you were previously
working on a requisition, press space bar then <Enter> to recall the last
requisition you worked on in that session. A session starts when you sign onto
MM and ends when you sign off.

You do not need to key leading zeros when entering the purchase requisition.
For example, for purchase requisition 00019812 if you key 19812 it will be
selected.

If you do not know the purchase requisition number you can view a Lookup of
purchase requisitions on file and select the one you want. For all the Lookup
methods mentioned below, a maximum of 10 entries will appear on the screen at
one time, marked by a selection number from 1 to 10 that appears to the left of
the entry. To select the entry, enter the selection number and press <Enter>.
If there are more entries available below, a down arrow will appear. Press
<Enter> or <Page Down> to be brought to these entries. Likewise, if there are
more entries above, an up arrow will appear; press <Page Up> to access them.

The Purchase Requisition Lookup feature is very versatile. You can select from
all purchase requisitions or limit Lookup entries as follows:

    * Purchase requisitions ordered on or after a selected date

    * Purchase requisitions ordered for a selected department

    * Purchase requisitions which include a selected item


Lookup of all Purchase Requisitions

To select from all purchase requisitions press <Lookup>. The prompt "From
(Order Date):" will appear. Press <Enter> and purchase requisitions will appear
in number order.


Lookup Restricted by Date

To limit the Lookup to purchase requisitions on or after a selected date, enter
that date at the "From (Order Date):" prompt. Please refer to the Date
Conventions document for further information on how the system handles dates.


Lookup Restricted by Item

To limit the Lookup to purchase requisitions that include a certain item, enter
I\ or #I followed by the item number and then press <Enter>. The system will
then prompt "From (Order Date):" so that you may further limit the Lookup to
requisitions that have that item AND are on or after the specified order date.
Identifying Purchase Requisitions (2.8)                                Page 34



If you do not know the item number for which you wish to restrict the Lookup,
enter I\ or #I and then press <Lookup>. A list of all items will appear, from
which you may choose your item. If you enter a partial item number or name, the
list will begin with the item that is the closest match to the partial
value. Please refer to the Identifying Items document for more information on
searching for items.


Lookup Restricted by Department

To limit the Lookup to purchase requisitions for a certain department, enter D\
or #D followed by the department number and then press <Lookup>. The system
will then prompt "From (Order Date):" so that you may further limit the Lookup
to requisitions that are for that department AND are on or after the specified
order date.

If you do not know the department number for which you wish to restrict the
Lookup, enter I\ or #I and then press <Lookup>. A list of all departments will
appear, from which you may choose your department. If you enter a partial
department number or name, the list will begin with the department that is
the closest match to the partial value.
Identifying Purchase Orders (2.9)                                      Page 35



2.9:   Identifying Purchase Orders


To identify a purchase order, enter its PO number. If you were previously
working on a PO, press space bar then <Enter> to recall the last PO you worked
on in that session. A session starts when you sign onto MM and ends when you
sign off.

You do not need to key leading zeros when entering the PO. For example, for PO
00019812 if you key 19812 it will be selected.

If you do not know the PO number you can view a Lookup of POs on file and
select the one you want. For all the Lookup methods mentioned below, a maximum
of 10 entries will appear on the screen at one time, marked by a selection
number from 1 to 10 that appears to the left of the entry. To select the entry,
enter the selection number and press <Enter>. If there are more entries
available below, a down arrow will appear. Press <Enter> or <Page Down> to be
brought to these entries. Likewise, if there are more entries above, an up
arrow will appear; press <Page Up> to access them.

The PO Lookup feature is very versatile. You can select from all POs or limit
Lookup entries as follows:

    * POs ordered on or after a selected date

    * POs ordered for a selected vendor

    * POs which include a selected item

    * POs for a selected department


Lookup of all POs

To view a Lookup of all POs, press <Enter> at both the Purchase Order and "FROM
(ORDER DATE):" prompts.

The Lookup displays all POs starting with the PO with the earliest order date.
Within an order date, POs sort by number.

An example of a Lookup screen is as follows:
Identifying Purchase Orders (2.9)                                       Page 36




                                   Purchase Orders

     Identification by PO Number
     PO Number Type                      Status      Date       Buyer    Lines

 1   1000000012 BLANKET   PURCHASE      COMPLETE     05/15/99   KB       18
      VENDOR A0000019 - AJAX HOSPITAL SUPPLY CO.
 2   1000000045 REGULAR   INV STORES    WORKING      05/15/99   KB       32
      VENDOR A0000019 - AJAX HOSPITAL SUPPLY CO


In the Type column, the Type of Order lists first, then the Type of PO. For an
INVENTORY Type of PO, INVENTORY will be abbreviated to INV followed by a space,
followed by the mnemonic of the PO's Inventory.


PO Lookup Restricted by Date

To view a Lookup of POs restricted by date, press <Lookup> at the Purchase
Order prompt. Then, at the "FROM (ORDER DATE):" prompt, enter the earliest
order date of the POs to include on the Lookup. The Lookup displays all POs
with an order date on or after the date that you enter.

Please refer to the Date Conventions document for further information on how
the system handles dates.


PO Lookup Restricted by Vendor

To limit the PO Lookup to only those POs entered for a selected vendor, respond
to the Purchase Order prompt in one of these three ways:

     * If you do not know the vendor number, mnemonic or name, enter V\ or
       #V and press <Lookup>. All active vendors in the Vendor Dictionary are
       displayed. Enter the selection number of the vendor for which you want
       to view POs.

     * If you know the partial number, mnemonic or name of the vendor, enter
       V\ or #V followed by those characters, and press <Lookup>. For example,
       if you know that the first part of the vendor's mnemonic is ABC, you
       would enter V\ABC, press <Lookup>, and then enter the selection number of
       the appropriate vendor on the Lookup.

     * If you know the exact number, mnemonic, or name of the desired vendor,
       enter V\ or #V followed by the appropriate characters, and press <Enter>.


At the "FROM (ORDER DATE):" prompt, you can further limit the Lookup by vendor
to only include POs which were ordered on or after a selected date. To do so,
enter a date using standard date format. To include all POs ordered for the
selected vendor, regardless of order date, press <Enter>.

Please refer to the Identifying Vendors document for further information
Identifying Purchase Orders (2.9)                                      Page 37



regarding vendor selection.


PO Lookup Restricted by Item

To limit the Lookup to POs that include a certain item, enter I\ or #I followed
by the item number and then press <Enter>. The system will then prompt "FROM
(ORDER DATE):" so that you may further limit the Lookup to POs that have that
item AND are on or after the specified order date.

If you do not know the item number for which you wish to restrict the Lookup,
enter I\ or #I and then press <Lookup>. A list of all items will appear, from
which you may choose your item. If you enter a partial item number or name, the
list will begin with the item that is the closest match to the partial
value. Please refer to the Identifying Items document for more information on
searching for items.
Security (2.10)                                                          Page 38



2.10:   Security



MEDITECH designs systems with several layers of security. Access to the system
requires a password and menu/routine access may be customized for each user.
The MIS User dictionary can also be used to limit users to processing
transactions for certain corporations or departments. Information on the
security features common to all MEDITECH applications is available in the NPR
System Conventions and MIS User manuals.

The Materials Management Module also includes some additional security
features, which are described in this section.



Access Dictionary

This Materials Management Dictionary allows you to restrict user access to
options which are part of these seven process routines:

    * Process Purchase Order

    * Process Purchase Requisition

    * Process HHT Session

    * Process Inventory Requisition

    * Process Exchange Cart Record

    * Process Patient Issue Record

    * Process Combined Requistion

A process routine consists of multiple options that may be used to perform
similar tasks. For example, the Process Purchase Order Routine allows you to
create a new PO, enter and edit line items, verify the PO, print it, and
numerous other activities. You may not want users to have access to all
options that are part of a process routine.

The Access Dictionary may also be used to limit the information available to
receivers on the receiving screen, place verification dollar limits on purchase
requisitions and POs, and determine whether the user is allowed to create new
items, update an item's cost in the Item Dictionary, create INV RESTOCK type
requisitions and edit GL account numbers in MM/AP batches.

For more information, see "The Access Dictionary" in the Materials Management
Dictionary Guide.
Security (2.10)                                                        Page 39



Inventory Dictionary

For each inventory defined in the Inventory Dictionary, a list of AUTHORIZED
USERS is identified. If a user is not one of those authorized users, he or
she cannot access either that inventory or stock at that inventory in any
of the MM routines. For example, a user cannot close the Inventory Period for
an inventory if he or she is not listed as an authorized user for that
inventory.



MM Integrity Checks


Purchasing

    * Non-stock items may only be ordered for a department. (This includes
      any items not already defined in the Item Dictionary.)

    * Items on a service type PO may only be ordered for a department (i.e., a
      service could not be ordered for an inventory).

    * When a user creates POs automatically from inventory:

         - standing/blanket order items and transfer items (i.e., items
           replenished by another inventory) are not reordered.

         - the routine protects against ordering a quantity greater than the
           ROQ (recommended order quantity).

    * A warning appears if a user attempts to order an item identified as a
      standing or blanket order item on a non-standing or non-blanket PO.

    * A warning appears if a user attempts to print a PO that has already been
      printed. This decreases the likelihood that duplicate POs will be sent
      to vendors.

    * Edits to a PO and line items are restricted based on the PO's status.

    * If a user edits the cost of a line item on a PO, he or she is prompted to
      update the item cost in the Item Dictionary also, if his or her access
      allows this.

    * Edits to a verified PO are recorded and may be printed.

    * A report is available which lists edits to a PO's cost only.

    * New versions of a standing or blanket PO may be automatically added to
      the EDI queue.
Security (2.10)                                                        Page 40



Period End

   * Users cannot close any inventories for a period until after the
     Purchasing Period has been closed.


Midnight Run

This routine ensures that:

   * patient detail is prepared for transfer to the B/AR module

   * new editions of standing POs are generated if necessary

   * old process lists and B/AR batches are purged
Integration with Other Modules (2.11)                                     Page 41



2.11:    Integration with Other Modules



                    Summary of Inter-Module Communications
                     for the Materials Management Module


From                      To
Module                  Module                  What Information is Exchanged?


Materials    Accounts       Throughout the month, the MM/AP interface allows
Management   Payable        invoices to be matched to MM receipts and the
                            invoices transferred to AP. When transferred invoices
                            are posted in AP, this information will be set up for
                            transfer to GL.

Materials    General         At month end, the Create GL Inventory Batch is used
Management   Ledger          to send inventory activity - excluding receipts -
                             directly to GL. Examples of non-receipt inventory
                             activity are issues to departments, issues to
                             patients, transfers between inventories, adjustments,
                             etc. Receipt activity is passed to GL either by the
                             MM/AP interface described above or at month end by
                             the Create GL Payables Accrual Batch routine in the
                             MM/AP Interface menu. The latter picks up all
                             receipts that have yet to be successfully invoiced
                             and passed to AP. (See Note below)

Materials    Billing/AR      Patient specific information used to charge patients
Management                   for billable stock items (e.g., slippers, catheters).
                             This information is set up for retrieval to B/AR by
                             the midnight run. The midnight run begins when the
                             first person signs onto the MM module that day.

Materials    Executive      Data fields of MM statistics which can be viewed
Management   Support        with and compared to statistics from other
             System         modules.

Materials    Fixed Assets    When an invoice is approved and transferred in the
Management                   Materials Management-Accounts Payable interface,
                             information from MM may be passed to FA to minimize
                             double keying of shared information.

Laboratory   Materials      Allows items used for tests performed in LAB to
             Management     be depleted in the Materials Management Module
                            by batch.

Pharmacy     Materials      Allows for purchasing and inventory tracking.
             Management     Pharmacy has their own MM database.
Integration with Other Modules (2.11)                                   Page 42




Order        Materials     Patient information and appropriate supply charging
Entry        Management    information. A patient issue batch is set up that can
                           deplete inventory and pass charges to B/AR.

Radiology    Materials     Supply charging information only is sent. The
             Management    transaction will be PTI (patient issue transaction)
                           type, but it will not be a patient issue record.


 Note: If the MM/AP interface is not used, there will be no MM to AP
       transactions. Less obvious is that if the MM/AP interface is not used,
       MM receipts will not be compared to AP invoices and there will be no
       system recognition - in the form of an accrual batch - of goods that
       have been received but not invoiced. Thus the MM to GL interaction will
       consist solely of the inventory batch.

        AP invoices will send to GL information about goods that have been
        purchased/invoiced, but there is no attempt in the system to reconcile
        this to what was actually received.
Requisitions Overview (3)                                              Page 43



Chapter 3:   Requisitions Overview


MEDITECH provides a variety of ways of getting goods to end users. This
overview will give an overall picture of supplying end users, then describe
the different types of requistions and where they fall in the overall picture.
More specific detail is available at each requisition routine.

Goods flow from outside vendors to the end user in one of the two general paths
noted below:

  1. vendor -----> inventory ---------> end user

or

  2. vendor --------------------------> end user

In example 1, goods might also flow between a number of inventories before
being disbursed to the end user, but the concept is the same.

Before going further, it is necessary to clarify some terms. MEDITECH refers
to goods as items. If an item is stocked in an inventory, it will have an
associated stock number. One orders items, so the information associated with
ordering an item, such as the vendors who supply it, their price for the item
(our cost), catalog numbers, etc. are stored in the Item Dictionary. Items that
are to be stocked have a stock number(s) defined for them in the Stock
Dictionary, where information related to stocking the item is stored. MEDITECH
strongly advises that the same number be used to identify the stock and the
item. It is possible for one item to be associated with one stock number in
inventory X and with a different stock number in inventory Y, but we advise
that a straightforward one to one relationship be maintained.

In the simplest supply situation - at least for the end user - the end user
takes what he needs from a physical inventory and enters nothing in the system.
This can be handled in two ways. In the first, the physical inventory is set up
as a system inventory and the Process Exchange Cart Record routine would be
used to note consumption. The Create Restock option of the Process Exchange
Cart Record routine would be used to replenish supplies. In the second, stocks
would be Department Issued to the physical inventory; the stocks would not be
part of a system inventory. As far as the system is concerned, the stocks are
consumed when they are Department Issued; there is no attempt to track the
quantity on hand in the physical inventory. Periodically, a user would visually
estimate or do a cycle count to determine what is needed to replenish supplies.
A Department Issue would then be done to move replacement stocks to the
physical inventory.

A variation of the first option above would be if some or all of the stocks
were patient chargeable. When the nurse took a stock, it would either be keyed
directly into the Process Patient Issue Record routine or its charge label
could be detached and saved for keying into the Process Patient Issue Record
routine at a later time. Stocks issued to patients in this manner would appear
as consumption in the system, so one of the automated replenishing options
Requisitions Overview (3)                                              Page 44



could be run to restock the inventory. Periodic counts would still be done to
ensure system and physical quantities agree.

In the above scenarios, requisitions would only need to be made for items not
stocked in the physical inventory. Prior to the 4.8 release, the user had to
know if such an item was stocked in another inventory, and if so in which one,
or if it had to be purchased directly for the user. The answer to this question
determined which routine the user needed to process to request the item. The
Process Inventory Requisition routine would be used for goods stocked
elsewhere. The Process Purchase Req routine would be used for non-stock items.

The 4.8 release Combined Requisition functionality simplifies the process; the
user simply requests an item and the system determines if the item will be
supplied via an inventory requisition or a purchase requisition. This same
functionality applies to users who do not have access to their own physical
inventory.

Each of the requisition paths, inventory for stocked items and purchase for
non-stock items, are further divided into types. They may also pull in
associated templates to facilitate ordering. The types appear in upper case
letters in the chart below.

                             Combined Requisition
                             /                  \
                           /                    \
                Inventory Requisition     Purchase Requisition
                     DEPT                      PURCHASE
                     RECURRING                 INVENTORY
                     INV RESTOCK               CAPITAL
                     WORK ORDER                SERVICE
                     SURGICAL                  RETURN

The Recurring Req dictionary serves as a template for RECURRING and SURGICAL
type inventory requisitions. The Non Stock Requisitions dictionary serves as a
template for combined requisitions and purchase requisitions. Stock items are
allowed in the Non Stock Requisitions dictionary.

If users need to request something that is not stocked in their inventory -
or if they don't have access to an inventory - they would use the Create
Combined Requisition routine. If the user needed just a few items he could
enter them. If a group of items are required on a regular basis, they could be
set up as a template and pulled onto the requisition. In either case, the MIS
User Dictionary department/corporation restriction capability could be used to
restrict the user to ordering for departments for which he has access. The MM
Category and Item dictionaries could be used to determine which items may be
ordered for a given department. These dictionaries also determine whether the
request will be met by creating a purchase requisition(s), inventory
requisition(s) or a combination of the two.

MM staff would then process the inventory and purchase requisitions created by
the user. Users do not need to process purchase requisitions, but they should
have access to the Purchase Req Inquiry routine so they can track their
request. This routine will inform them when their requisition was pulled onto a
Requisitions Overview (3)                                             Page 45



PO and it will list the PO number. The user could then use the Purchase Order
Inquiry (Restricted) routine to further track the progress of their request.

Likewise, most users do not need full access to the Process Inventory
Requisition routine, but they should have that routine's viewing subroutines so
they can track the portion of their request that will be met by one or more
inventory requisitions.

Picklists for Inventory Requisitions that are created by the Combined
Requisition routine can be set to automatically print to a printer in the
supplying inventory. This capability, plus the MIS User Dictionary security
Combined Reqs now provide for inventory goods, significantly improve MEDITECH
MM on line requistioning. The inefficiencies of paper and phoned in
requisitions can be eliminated.

In addition to the MM staff using the Process Inventory Requisition routine to
process DEPT type inventory requisitions created by the Create Combined
Requisition routine, the Process Inventory Requisition routine needs to be used
to process SURGICAL, WORK ORDER, and INV RESTOCK type requisitions.

SURGICAL type inventory requisitions allow stocks to be pulled for surgeries
and charges to be passed to BAR. Surgery users will likely do much of the
inventory processing. Each health facility needs to delegate processing
responsibility between MM and surgery users to best meet their needs.

In a similar manner, how much of WORK ORDER type inventory requisition
processing is done by equipment management personnel needs to be determined.
WORK ORDER type inventory requisitions pull the stock an Equipment Management
Work Order lists as necessary to maintain or repair a piece of equipment.
Please refer to the documentation for Work Orders in the Equipment Management
submenu and for the Req Type prompt of the Process Inventory Requisition
routine for details on WORK ORDER type inventory requisitions.

INV RESTOCK type inventory requisitions created by the Process Inventory
Requisition routine would normally be used by MM department users to restock an
inventory. INV RESTOCK type reqs may also be created in the Process Exchange
Cart Record, Create Cart Restock routine for the same purpose. An INV RESTOCK
type req created in the Exchange Cart routine is unique in that it is on a fill
or kill basis, i.e. one must either fill an existing open/backordered INV
RESTOCK type req or cancel/close it before another such req can be entered.
This prevents inventories from being over stocked. For example, assume a stock
was two below Maximum Shelf Quantity (MSQ) on day one, and an INV RESTOCK req
requested two of the stock. Assume that this req is neither filled nor
cancelled. On day two another count is done and the stock is now three below
MSQ. Only three of the stock are needed to reach MSQ, but if both reqs are
filled, five will be restocked, two from the first req and three from the
second. Since this would result in a quantity two over MSQ, it can't be
allowed, hence the fill or kill logic. Since the other req types do not deal
with MSQ levels, there is no open/backordered req limit.

An INV RESTOCK type inventory requisition created by the Process Inventory
Requisition routine (rather than the Exchange Cart routine) handles backorder
reqs differently. The user is warned of the backorders but is allowed to
Requisitions Overview (3)                                              Page 46



procede. Existing backorder quantities are then considered when calculating the
restock quantity to prevent over stocking.

Please refer to the documentation at the Req Type prompt of the Process
Inventory Requisition routine for further details on INV RESTOCK type inventory
requisitions.

In summary, the typical non Materials Management user will use the Combined
Requisitions submenu routines to request goods that are not stocked in their
inventory or if they do not have access to an inventory. They would only use
the Process Inventory Requisition routine's View and List capabilities if they
wished to track the progress of that portion of their combined requisition that
will be filled by one or more inventory requisitions. The Purchase Req Inquiry
routine would be used to track the progress of that portion of their combined
requisition that will be filled by a purchase requisition.

MM personnel will have full access to the Inventory and Purchase Requisition
routines so that they can process in the system the requisitions the end user
created through Combined Requisitions.
Purchase Requisitions (3.1)                                            Page 47



3.1:   Purchase Requisitions


Please refer to the Requisitions Overview document for information on how
purchase requisitions fit into the overall process of supplying end users with
goods. As described in that document and in the Combined Requisition routine
documentation, your health care organization may decide to provide end users
only with combined requisition processing capability. In such a case, purchase
requisitions would not be created directly by the end user, but would be
created through the use of combined requisitions.

A purchase requisition is a request for the purchase of items that may be
entered by someone other than the designated buyer. A purchase requisition is
typically used by a department to order items that are not stocked, though
stocked items may be included after the user is warned that they are stocked
(at the warning the user may opt to see where the item is stocked and how many
are available). A request for stock item(s) from an inventory is normally
satisfied via the Combined Requisition or Process Inventory Requisition
routines.

 Note: It is possible to prevent a stocked item from being ordered on a
       purchase requisition by eliminating the EOC in the Item Dictionary.
       Please refer to the Purchase Requisition Security document, MIS GL
       Account Restrictions section for further details.

It is possible to enter a purchase requisition for the restock of an inventory.
However, this would not be a typical use. Inventories normally are restocked
by POs that are created or augmented automatically by the Create PO From
Inventory routine. Alternatively, a buyer could manually enter line items for
an inventory.

There are three steps for getting an item on a PO via a purchase requisition.

1. A user enters the requested item in the Process Purchase Requisition routine
by using the Enter/Edit Line Items or Create Lines option.

2. A user verifies the requisition by using the Verify Req option in the
Process Purchase Requisition. This changes the requisition from a WORKING to
VERIFIED status, which means that the requisition is now eligible to be pulled
onto a PO.

3. A user pulls verified requisitions onto POs by using the Create PO From Req
routine. The requisition goes to OPEN status, which signifies to the end user
that it has been pulled onto a PO.

By differentiating the user for each step, it is possible to control what gets
ordered and when it gets ordered. For example, an end user may be given the
ability to enter lines on a requisition, but not the ability to verify it. That
user's supervisor could then review the requisition to ensure that all lines
are appropriate prior to verifying it. Finally, the buyer could set aside
certain times to pull verified requisitions onto POs.
Purchase Requisition Security (3.2)                                     Page 48



3.2:   Purchase Requisition Security


Security for Purchase Requisitions is controlled in the following ways:

Access Dictionary

The MM Access Dictionary may be used to limit those Process Purchase
Requisition options for which a user has access. The Purchase Requisitions
document discusses how one could give end users the ability to enter line
information, but prevent them from verifying requisitions. Since requisitions
cannot be pulled onto a PO until they are verified, limiting verification
capability to a specified user(s) - such as a supervisor - allows a level of
control at the department level.

It is also possible to limit the amount of information a user may enter for a
line by choosing between the Enter/Edit Line Items and Create Lines options.

The Enter/Edit Line Items option allows the user to do the following:

  enter as a line item an item that exists in the Item Dictionary

  create a new item (if the user's access dictionary allows this)

  enter information for the line item in the Additional Description field

  change the vendor that defaults for the line item, which is the primary
  vendor, to another vendor for that item, or even assign to the item an
  existing vendor not previously associated with that item. In either case, the
  new vendor could then be made the primary vendor for that item.

  change the EOC (Expense Object code) that will get expensed

  change the GL account number

  change the unit of purchase

  add or edit conversion packaging

  edit the unit of purchase cost

  edit the confirmed field

  edit the quantity


Given the extensive editing capability of the Enter/Edit Line Items option,
most users opt to limit end users to the Create Lines option. The Create Lines
option allows the user to do the following:

  delete items that were pulled in from the non stock requisition
Purchase Requisition Security (3.2)                                   Page 49



  add items that exist in the Item Dictionary (but not create new ones)

  determine the quantity required

Thus, with the Create Lines option, users only specify what items they want and
at what quantity; all other ordering considerations are left to MM purchasing
personnel.

Non stock requisitions can be set up for different groups of items, perhaps one
for office supplies, another for radiology film, etc. Non stock requisitions
are entered by department, and since users may be restricted to departments
(see the following MIS User Dictionary section), users may be restricted to non
stock requisitions set up for their department.

For those times when only a few items need to be ordered, it may be more
efficient enter past the non stock requisition field. The few required items
can then be easily entered.

Because of the limited edits that are allowed, the Create Lines option allows
for quicker data entry. The fact that twelve lines appear on the entry screen
at a time should also help the user to keep track of what they are entering.

Though end users generally will not have access to the Enter/Edit Line Items
option, sites often opt to include this option for supervisors. Supervisors may
be asked to use this only to request items that are not set up in the system.
They could be allowed to create new items. If purchasing personnel prefer to
reserve new item creation for themselves, then the supervisors could be
instructed to instead enter a specially designated miscellaneous item.

A miscellaneous item is an item whose mnemonic begins "MISC.". They are
typically used to order items that do not merit inclusion in the item
master. In this case, you could set up item MISC.NEW for supervisors to use
when they need to communicate to purchasers a need for a new item. They can
fully describe the item in the Additional Description, Vendor and Manufacturer
sections. Purchasers can be instructed to look for MISC.NEW items, and to check
first that there is no existing item that matches what was requested. If there
is no existing item, the purchaser would then evaluate whether a new item
should be defined or if it should be ordered as a miscellaneous item.

Health care organizations often have formal procedures governing the creation
of new items, especially if they are to be patient chargeable and thus need to
be set up in B/AR. The miscellaneous item capability may allow for electronic
communication to replace paper forms.


MIS User Dictionary Restrictions

Users may be restricted in the MIS User Dictionary, Report Writer/Financial
Data Access screen, to selected corporations or departments. In the Process
Purchase Requisitions routine, the user's restriction will be enforced in the
Enter/Edit Req screen, where the user will only be allowed to enter a
department for which he has access (if he was restricted to corporation 01,
then he would only be able to enter a department that had 01 as its
Purchase Requisition Security (3.2)                                    Page 50



corporation component).

The user will also be limited to non stock requisitions that have been defined
for his corporation/department. Not only does this prevent him from selecting
an inappropriate non stock requisition, it makes selecting a non stock
requisition easier; he does not need to select from the universe of non stock
requisitions, just those that are appropriate for his department.


MIS GL Account Restrictions

Even users that only have Create Lines capability and whose MIS User Dictionary
corporation/department restriction limits their non stock requisition choices,
still may select any item to add to their template. However, selecting the item
does not mean it will be filed for the requisition. The system will first check
to ensure that the EOC (from the Item Dictionary EOC field) will form a valid
GL account when combined with the requisition's department.

The formula that governs expense account creation is defined at the G/L Expense
Account Expression field in the MM parameters. Typically, the formula is
DPT_"."_EOC, which calls for the department to be combined with a period and an
EOC to form a GL account number. For example, if a purchase requisition is
entered for department 01.3000, for an item whose EOC is 600, then the system
will check whether account 01.3000.600 exists and is active. If it is not an
active account you will not be able to file line items for the requisition
until that line item is removed.

 Note: If an MIS GL component (such as EOC or department) has its Prevent
       Further Use field set to Y, when that component is entered in MM a
       warning will appear. Heed the warning and choose another component
       (contact your GL department if you need assistance). If you choose to
       ignore such a warning when entering the purchase requisition's
       department, you will be prevented from filing any lines as it is not
       possible to form an active GL account number with a department whose
       Prevent Further Use field is set to Y.

So if a laboratory user tried to order radiology film, if that user's
laboratory department did not form a valid GL account when added to the item's
radiology EOC, then it could not be ordered. If you choose to restrict purchase
requisitions to non stock items, then remove the Item Dictionary EOC from
stocked items. Without an Item Dictionary EOC, a valid GL account cannot be
formed, so the item may not be added to the purchase requisition. These stocked
items will still have an EOC(s) defined in the Stock Dictionary to use in
forming expense accounts when stocks are issued from the inventory.

Remember, the ability noted above to restrict items that can be ordered on a
purchase requistion requires that users do NOT have the Enter/Edit Line Items
option. If they do, then they could get around EOC restrictions by
editing either the EOC or GL account number.
Process a Purchase Requisition (3.3)                                      Page 51



3.3:   Process a Purchase Requisition


This routine enables you to create and process purchase requisitions via seven
options. The following chart presents these options:


                    Purchase Requisition Options

Option                                       Use to:


1) Enter/Edit REQ           For WORKING or VERIFIED requisitions, enter
                            general information about the purchase requisition
                            (e.g., type, order date, buyer, etc.). You may not
                            perform any other activities on a new requisition
                            until you enter all required data via this
                            option.


2) Enter/Edit Line Items    For WORKING or VERIFIED requisitions, enter
                            lines individually.

3) Verify                   Approve all line items on a WORKING requisition,
                            indicating that it is ready to be placed on a
                            purchase order. The status changes to VERIFIED.


4) Print REQ                For all statuses, print a hardcopy of a
                            requisition.


5) Cancel REQ               Cancel a WORKING or VERIFIED requisition.


6) Delete Line Items        Delete line item(s) on a WORKING or VERIFIED
                            requisition. When a line is deleted, the system
                            renumbers the remaining line items.

7) Create Lines             For WORKING status, PURCHASE type requisitions,
                            create line items by pulling in a list of items
                            that are stored as a Non Stock Requisition
Process a Purchase Requisition (3.3)                                   Page 52

+-------------------------------------------------------------------------------+
|                       M/M Process Purchase Requisitions                       |
|===============================================================================|
|                                                                               |
|Requisition #                                                                  |
|                                                                               |
|Type of Req                                                                    |
|Inventory                              Req Total                               |
|Department                             Req Status                              |
|Order Date                             Status Date                             |
|Resp. User                             Status Chngd By                         |
|Buyer                                  Last Line No                            |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                      - Requisition Options -                                  |
|Select                                                                         |
|                                                                               |
|1) Enter/Edit Req                    5) Cancel Req                             |
|2) Enter/Edit Line Items             6) Delete Line Items                      |
|3) Verify Req                        7) Create Lines                           |
|4) Print Req                                                                   |
+-------------------------------------------------------------------------------+


Requisition #

To assign the next sequential number to this requisition, enter N. To work on
an existing requisition, enter its number. A Lookup of existing purchase
requisitions is available. Please refer to the Identifying Purchase
Requisitions document for details on Lookup capabilities.

The display only fields that appear under the Requisition # field fall into two
categories. In the first category are the following fields that display what
was entered for them in the Enter/Edit Req option: Type of Req, Inventory,
Department, Order Date, Resp. User and Buyer. They are detailed in the
Enter/Edit Purchase Requisition document.

The second category of fields are described below.


Req Total

This display only field displays on the Process screen and the Enter/Edit Req
screen. It is the total value of all requisition lines.
Process a Purchase Requisition (3.3)                                      Page 53



Req Status

Requisition statuses track the progress of a requisition, from when it is first
entered until the requested items have all been received on one or more POs or
cancelled. The five statuses are:

WORKING           Assigned when the requisition is first created. In this
                  status, a requisition may be edited, cancelled, and have line
                  items added and/or deleted. Items on a WORKING purchase
                  requisition have not yet been placed on a purchase order.

VERIFIED          After you create and enter items on a requisition, you must
                  verify it before the items can be added to a purchase order.
                  This status indicates that the information on the requisition
                  is correct and complete. However, it may still be edited
                  and/or cancelled.

                  NOTE:   If you edit a VERIFIED requisition, its status
                          changes back to WORKING. You must then re-verify the
                          requisition.

CANCELLED         If you cancel a WORKING or VERIFIED requisition (via the Cancel
                  REQ Subroutine), the system automatically assigns the
                  requisition a status of CANCELLED. When you do this, the
                  system cancels all line item(s) associated with the
                  requisition. Information can no longer be entered/edited on
                  the requisition, but you may print the requisition (via the
                  Print REQ Subroutine).

OPEN              Once the items on a requisition are placed on purchase
                  order(s), the requisition's status automatically changes to
                  OPEN. An OPEN requisition cannot be edited, deleted or
                  cancelled.

CLOSED            When all of the requisition's items are resolved on the
                  associated POs, the requisition's status changes to CLOSED. For
                  a RETURN type requisition this would occur when all the
                  associated RETURN POs are closed. For all other requisition
                  types, this would occur when the associated PO line items are
                  either received or cancelled.


Status Date

The date the requisition went to the displayed status.


Status Chngd By

The user responsible for the current status.
Process a Purchase Requisition (3.3)                                   Page 54



Last Line No

The last line number on the requisition.


Select

If this is a new purchase requisition, 1 appears. To enter purchase
requisition data, press <Enter>. You must do this before you can perform any
other activities for the requisition.

If this is an existing requisition, indicate the type of activity you want to
perform by selecting an option. Each option is detailed in its own document.
Documents may be viewed on line or printed in the NPR application.
Enter/Edit Purchase Requisition (3.3.1)                               Page 55



3.3.1:   Enter/Edit Purchase Requisition


Use this option to enter or edit general purchase requisition information.
+--------------------------------------------------------------------------------------------+
|                                M/M Enter/Edit Requisitions                                 |
|============================================================================================|
|                                                                                            |
|Requisition                                                                                 |
|                                                                                            |
|Type of Req:                                                                                |
|                                                                                            |
|Inventory                                                                                   |
|                                                                                            |
|Department                                                                                  |
|                                                                                            |
|Order Date                                                                                  |
|                                                                                            |
|Resp. User                    Buyer                                                         |
|                                                                                            |
|Req Total                                                                                   |
|                                                                                            |
|    Comment                                                                      Appears on |
|                                                                                            |
|                                                                                            |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


Requisition

The identified requisition's number and status display for reference purposes
only.
Enter/Edit Purchase Requisition (3.3.1)                                Page 56



Type of Req:

Identify the type of this requisition. The requisition types are the same as
the types of PO. A requisition will only be pulled onto a PO whose type of PO
matches the requistion type. The following chart presents the available types:

   Enter     Type            Used for:

    --------------------------------------------------------

   I         (INVENTORY)     all items ordered for one inventory (no
                             non-inventory items)

   P         (PURCHASE)      any combination of inventory and non-inventory
                             items

   R         (RETURN)        a return of any item(s) to a vendor

   S         (SERVICE)       a request for services (e.g. a repair)

   C         (CAPITAL)       a request for Captial Equipment.

You may edit a requisition's type as long as there are no line items entered
onto it.


Inventory

Identify the inventory for which this requisition is being created. The cursor
moves to this prompt for INVENTORY type requisitions. A Lookup to the Inventory
Dictionary is available.


Department

The cursor moves to this prompt only for PURCHASE, CAPITAL, RETURN and SERVICE
type requisitions.

Enter the department associated with this requisition. When you do this, the
name of the department appears to the right.

A Lookup of Departments (by number or name) is available.


Order Date

Today's date appears. To apply this date to the requisition, press <Enter>.
Otherwise, delete the default and enter the applicable date.

You cannot create a requisition in a month that has already been closed. If you
Enter/Edit Purchase Requisition (3.3.1)                                Page 57



attempt to do so, the following error message displays:

                            Closed through MM/DD/YY

 Note: This purchase requisition order date does not need to agree with the PO
       order date.


Resp. User

Your user mnemonic appears. Press <Enter> if you are the responsible user for
this purchase requisition, or delete your mnemonic and enter another. A Lookup
of users is available.

The purpose of this field is to record the requistion originator as distinct
from the buyer.


Buyer

If this is an INVENTORY type requisition and the inventory has a Default Buyer
defined in the Inventory Dictionary, that buyer defaults. You may use this
buyer, change it to another or leave the field blank. A Lookup to the MIS User
Dictionary is available.

For PURCHASE, CAPITAL, RETURN and SERVICE type requisitions, enter the mnemonic
of the buyer for this requisition.

If you choose to enter a buyer here it will help determine whether each
requisition line is added to an existing WORKING PO or if a new PO needs to be
created for that line. Please refer to the Create PO from Purchase Requisition
routine documentation for further details.


Req Total

The total dollar amount for the identified requisition displays for reference
purposes only.



Comment

Enter additional information or comments you wish to associate with this
requisition. Comments may consist of up to 75 characters of free text per
comment or you may pull in comments from the Comment Dictionary of unlimited
length. You may enter as many comments as you like.

Comments will always be included when you list a requisition. At the "Appears
on" prompt you may decide for each comment whether you wish for it to appear on
Enter/Edit Purchase Requisition (3.3.1)                                  Page 58



the PO, the Receiving Document or both (ALL).


How to use the Comment Dictionary

Comment dictionary entries allow you to efficiently enter lenghty comments that
are frequently used. For example, for a requistion that is required ASAP you
might want to include this comment: "RUSH ORDER! Please ship via quickest
method. Overnight air delivery is authorized." Rather than typing this each
time you want to enter it as a comment, you could enter a Comment Dictionary
mnemonic of RUSH with that text. Then you would need only to enter #RUSH as the
comment.

The full comment text will not appear on screen for purchase requisitions or
the POs they were pulled onto - only the pound sign (#) plus the comment
mnemonic appears - but the full text will appear when they are printed.

If you know the comment mnemonic enter either # or C\ followed by the mnemonic.
For example, if the mnemonic is RUSH you could enter either #RUSH or C\RUSH. If
you enter C\RUSH the system will file this on the screen as #RUSH.

To access a Lookup of entries from the Comment Dictionary, enter # or C\ and
press <Lookup>. You may also perform a partial Lookup of Comment Dictionary
entries. For example, if you insert #RU and press <Lookup>, the Lookup will
start with Comment Dictionary entries which begin with "RU".


Appears on

ALL appears. To include the previously entered comment on the PO and
receiving document associated with this req, press <Enter>. Otherwise, delete
it and enter one of the following:

   PO   -   Comment appears on PO associated with req.

   RCV -    Comment appears on receiving document associated with req.

For example, you may want a comment specifying overnight delivery to appear
only on the PO. A comment asking that all received electronic items be shipped
first to engineering for review could be limited to receiving documents, and a
comment warning of latex content could be set to appear on the PO and receiving
document.
Enter/Edit Line Items (3.3.2)                                         Page 59



3.3.2:   Enter/Edit Line Items


This option allows you to enter/edit line items individually on WORKING or
VERIFIED requisitions. Please refer to the Purchase Requisition Security
document for information regarding making this option available to end users.

NOTE:  If you edit a VERIFIED requisition, its status reverts back to
       WORKING. You must then re-verify the requisition via the Verify
       Req option.
+--------------------------------------------------------------------------------------------+
|                      M/M Enter/Edit Purchase Requisition Line Items                        |
|============================================================================================|
|Req #                                                                                       |
|                                                                                            |
|Line No                                             - Order/Packaging -                     |
|Item No                                           Std Pkging                                |
|Common Nm                                                                                   |
|Category                                          Unit of Pur                               |
|Descript                                          Conv Pkging                               |
|                                                  Cost/UP                   Confirmed?
|
|                                                  Quantity                                  |
|       - Additional Description -                                                           |
|          1                                                                                 |
|          1                                                                                 |
|                                                                                            |
|       - Vendor/Manuf -                                                                     |
|Vendor #                                                                                    |
|Vndr Ctlg                                                                                   |
|                                                                                            |
|Manuf                                                                                       |
|Man Catlg                                                                                   |
|                                                                                            |
|       - Inventory/Dept/GL Account -                                                        |
|Inventory                   Stock #                                                         |
|Dept                        On Order                                                        |
|EOC                         On Hand                                                         |
|Account                                                                                     |
+--------------------------------------------------------------------------------------------+


Req #

The system displays the number, type, status and date of the identified
requisition for reference purposes only.
Enter/Edit Line Items (3.3.2)                                            Page 60



Line No

To access an existing number, enter it. A Lookup of existing line items is
available.

To enter a new line item enter N. It is possible to directly enter a new number
by entering the next sequential number after the last existing line number.
However, if you choose to do this you will be flagged with the message "Line
not found. New?", so using N to enter lines is more efficient.

To perform an inquiry on existing line items on the requisition, enter
#REV. This message appears:

   Which - 1)Summary, 2)Orders, 3)Transactions 4)Invent Wksht. (1,2,3,4)?

Enter the number of the type of inquiry you wish to view. You can print the
inquiry to a printer or to a screen. A description of each inquiry is
provided in the section titled "Overview of Purchase Requisition Inquiry."
Option 4, Inventory Worksheet should only be chosen for Inventory type purchase
requisitions.


Item No

Enter the item number. A Lookup to the Item Dictionary is available. Please
refer to the Identifying Items document for details on how to use the item
Lookup.

There are a series of checks the system runs for each entered item. Warning
messages will display when certain conditions are met. The conditions and
warning messages are as follows:

If the item is discontinued, the following will appear:

 Warning - item is DISCONTINUED.

You may still select the item. Discontinued items are items that have been
copied and they are noted by an alpha suffix on the number.

If the item is already on the requistion this will appear:

  Already on this order (line X ). Order Anyway? N

where X is the line item number where the item currently is filed. If you
delete the N and enter Y, when the Create PO From Req routine is run, each
requisition line will go on its own PO line.

If the requisition's department combined with the item's EOC (from the Item
Dictionary) does not form an active MIS GL account number, this will appear:
Enter/Edit Line Items (3.3.2)                                          Page 61



  Warning - cannot form a valid GL expense account with Dept & item's EOC

Please refer to the Purchase Requistion Security document for further
information on GL account creation and how you can set up your system to
prevent stocked items from getting ordered on purchase requisitions.

If an item is in stock in an inventory or on order for an inventory the
following warning will appear:

  Item is in stock (or on order) in at least 1 inventory - list them? N

If you wish to see further information, delete the N and enter Y. The following
is an example:

                                  IN STOCK ITEM LIST
ITEM: 000399 - SPONGE
PACKAGING: CS/20 BX/101 EA

 INVENT   QOH         VENDOR                           PO NO.     LINE QOO

* B       5 EA       A000002 ABBOTT LABORATORIES       000229    1    1    EA
                     A000002 ABBOTT LABORATORIES       000360    1    2020 EA

* Z3      9 EA

For inventory B, there are 5 EA in stock and 2021 EA on order for this
inventory (1 on PO 000229 and 2020 on PO 000360). Quantities on order for
departments, i.e. department PO line items, are not included in the Lookup. All
quantities are displayed in the department unit of issue. Purchase order 000360
is actually for one case, but since there are 2020 eaches in a case and the
department unit of issue for stock 000399 is each in inventory B, 2020 EA
displays. The asterisks that appear on the left are meaningless.

For INVENTORY type requisitions, if the item is not stocked in that inventory
then this will appear:

  Item not stocked in this inventory

The item may not be added to the requisition.

Also unique to INVENTORY type requisitions, even if your access (as entered in
the Access Dictionary) allows you to create new items, you may not create a new
item here. This will display:

  Can't assign new items for inventories here

The final condition that is unique to INVENTORY type requisitions is that if
the item's stock has the "Standing/Blanket Order Item?" prompt in the Stock
Dictionary set to Y, this will appear:
Enter/Edit Line Items (3.3.2)                                          Page 62



  Warning - Item is designated as a Standing/Blanket Order item

This warning is not enforced.

If you were in a requisition whose type was not INVENTORY but your access
prevented new item creation, you would receive this message if you attempted to
enter a new item:

  You cannot create new items on Purchase Reqs.

If your access does allow for new item creation, the following applies. You can
order items which are not already defined in the Item Dictionary on a PURCHASE,
CAPITAL RETURN, or SERVICE type requisition. When you order a new item, an
entry is created for it in the Item Dictionary.

To enter the new item, either enter N to assign the next available item number
or enter a unique item number.

Because you have not previously defined the inventories where the item is
stocked (in the Stock Dictionary), you can only order a new item for a
department.

For new items, you are prompted to enter descriptive data about the item which
will be saved as part of the item's entry in the Item Dictionary.

For existing items, the cursor proceeds to either the Tax Code prompt (if the
Tax Method in MIS Parameters is set to ITC, i.e., Item Tax Code), or the
Additional Description prompt.


Common Nm

For existing items, displays the item's common name as defined in the Item
Dictionary. For new items, enter a value.

 Note: The item description prints on the requisition and PO, not the common
       name.


Category

For existing items, displays the item's category as defined in the Item
Dictionary. For new items, enter a value.


Tax Code

This field only appears if the MIS parameter Tax Method is set to ITC (Item Tax
Code). The label "Tax Code" and its entry field are not shown on the screen
example at the beginning of this document. For an ITC system they will appear
Enter/Edit Line Items (3.3.2)                                         Page 63



to the right of category.


Descript

For existing items, displays the item's description as defined in the Item
Dictionary. For new items, enter a value.

If there are two lines of description, both will appear on the PO but only the
first will appear on a printed requisition.


Additional Description

Enter any additional comments or information about this item that you want to
appear on the requisition and PO. There is a maximum of 50 characters per line
and you can enter as many lines as needed.

To insert a comment from the Comment Dictionary into this field, enter # or C\
followed by the mnemonic of the comment. Please refer to the Enter/Edit
Purchase Requisition document for further information on comments.


Vendor #

For an existing item, the primary vendor for this item appears as the default.
The vendor name appears to the right. For a new item, enter an active vendor.

If you want to purchase the item from a different vendor, delete the default
and enter that vendor. A Lookup to the Vendor Dictionary is avaialble. When you
press <Lookup>, only vendors associated with the item display. The following
information displays on the Lookup: order number, vendor number, vendor name,
UP (unit of purchase), cost and whether a contract exists with the vendor for
the item.

Enter the selection number of the vendor you wish to use. The UP, conversion
packaging and cost fields update to the new vendor's values.

If you wish to choose a vendor not associated with the item, after you press
<Lookup>, instead of entering a selection press <Enter>. The number, name and
mnemonic of all vendors display. If you choose a vendor not associated with the
item, the UP and cost will not default in and must be defined. The system will
automatically update the Item Dictionary when the line item is filed.

Whenever you choose a vendor other than the primary vendor that defaulted, the
system will prompt you to make the new vendor the primary vendor.
Enter/Edit Line Items (3.3.2)                                           Page 64



Vndr Ctlg

For existing items, displays the item's vendor catalog as defined in the Item
Dictionary. For new items, enter a value.

If there is another item(s) with the same vendor catalog number, the
following message will display.

           VEND CATLG # already in use by at least 1 other item - list them?

To view the list of items with the same vendor catalog number, delete the N
(the default value), enter Y and press <Enter>. The list will display the item
number and description as well as the vendor number and name.


Manuf

For existing items, displays the item's manufacturer mnemonic and name as
defined in the Item Dictionary. For new items, enter as a value an active
manufacturer that exists in the MM Manufacturer Dictionary. A Lookup to this
dictionary is available.


Man Catlg

For existing items, displays the item's manufacturer catalog number as defined
in the Item Dictionary for the line's vendor. For new items, enter a value.


Inventory

For INVENTORY type requisitions only, the system displays the inventory (from
Process screen) for which this requisition is being created for reference
purposes only.


Stock #

For INVENTORY type requisitions only, the system displays the stock number for
the identified item.


On Order

For INVENTORY type requisitions only, the system displays the stock on order
for the identified inventory.
Enter/Edit Line Items (3.3.2)                                          Page 65



On Hand

For INVENTORY type requisitions only, the system displays the stock on hand
for the identified inventory.


Dept

For PURCHASE, SERVICE, RETURN and CAPITAL requisition types, the department
entered in the Enter/Edit Req screen displays.


EOC

For PURCHASE, SERVICE, RETURN and CAPITAL requisition types, the EOC (Expense
Object Code) defined for the item in the Item Dictionary defaults. This is
editable.

A Lookup of EOCs is available. If a value appears in parentheses it means the
"Prevent Further Use?" field in the Enter/Edit MIS GL Component & Summary Value
Dictionary has been set to Y, so this EOC should not be selected. If you do
select it the following warning will appear:

   Warning: XXX has further use prevented! Use anyway? N

where XXX is the EOC value selected. You can delete the N and enter a Y, but
you will not be able to form a valid GL account with the EOC.


Account

For INVENTORY type requisitions, the stock's Asset Account (from the Stock
Dictionary) appears. To associate this account with this requisition, press
<Enter>. Otherwise, delete the default and enter the appropriate account.
A Lookup to the MIS GL Accounts Dictionary is available. To restrict the Lookup
to asset accounts enter A\ prior to pressing <Lookup>.

For PURCHASE, CAPITAL, RETURN and SERVICE type requisitions, an expense account
number will display if the department and EOC combine to form an active GL
expense account. Please see the Purchase Requisition Security document for
further details on how GL accounts are formed.

If nothing displays, then the department plus EOC do not form an active GL
expense account. Either change the EOC to a value that will form an active GL
expense account when combined with the department, or delete it and enter as an
account an active asset or liability account. For CAPITAL type requisitions you
may want enter an asset account even if an active GL expense account displays.
Enter/Edit Line Items (3.3.2)                                           Page 66



Std Pkging

For existing items, displays the item's standard packaging as defined in the
Item Dictionary. For new items, enter a value.

A Lookup of available packaging strings is available. When a packaging string
is selected, a pop up screen appears that includes the units, the slashes and
entry boxes in which you may enter the quantities of each smaller unit that
constitute the larger unit to the left. For example, if you selected packaging
string CS/PK/EA the following would appear on the pop up screen:

        CS / __ PK / __ EA

You then enter the appropriate numeric value before the PK and EA packaging
units. For example, if an item is packaged in a case which contains 4 packs of
6 each you would enter 4 then 6 to to get a packaging string of CS/4 PK/6 EA.

You may enter packaging strings without using the Lookup as long as your string
is valid.

For additional information on this topic, refer to the section titled
"Packaging" in the MM Dictionary Guide.


Unit of Pur

For items that are already associated with the vendor, the item's unit of
purchase as defined in the Item Dictionary defaults but may be edited. If this
is a new vendor for the item, enter the unit of purchase for this order. Your
entry must be one of the packaging units defined for the item at the previous
prompt.

To the right of the unit of purchase, the system displays the quantity of
smallest units packaged in the vendor unit of purchase.


Conv Pkging

For items that are already associated with the vendor, the item's conversion
packaging as defined in the Item Dictionary defaults but may be edited. If this
is a new vendor for the item, enter the conversion packaging for this order.

You only need to enter conversion data if this vendor's packaging varies from
the standard packaging for the item. For example, if the standard packaging
reads:

                             CS/10 BX/24 EA

but this vendor only ships 5 boxes in a case, you would enter 5 BX at this
prompt if you ordered by case. The system would then know that a case from this
Enter/Edit Line Items (3.3.2)                                           Page 67



vendor contains 120 eaches (5 boxes times 24 eaches in a box).

For additional information on this topic, refer to the section titled
"Conversion Packaging" in the Materials Management Dictionary Guide.


Cost/UP

For items that are already associated with the vendor, the item's cost per unit
of purchase defined in the Item Dictionary defaults. This may be edited as long
as the item is not on a contract for the vendor. If the user's access has the
Restrict Cost Updates field set to N, then the user will be prompted to update
the Item Dictionary with the new pricing.

If this is a new vendor for the item, enter the cost per unit of purchase for
this order.


Confirmed?

Y appears. If the price has been confirmed with the vendor, press <Enter>.
Otherwise, delete the default and enter N.

This field is informational only. It is useful to indicate whether the price
was confirmed with the vendor in case a discrepancy appears on the invoice.


Quantity

Enter the quantity of this item that you want to purchase.

The total cost of this quantity based on the Cost/UP appears to the right
for reference purposes only.

After you enter the quantity and press <Enter> or <OK> the system will prompt
you to file the line item. If this is a newly created item the system will also
prompt if it is taxable.
Verify Purchase Requisition (3.3.3)                                    Page 68



3.3.3:   Verify Purchase Requisition


Use this option to verify a requisition with a status of WORKING when you
are sure the requisition is correct and complete. When you do this, the
requisition's status changes to VERIFIED and it becomes eligible to be pulled
onto a PO by the Create PO From Req routine.

VERIFIED requisitions may have line items edited and/or deleted, and may also
be cancelled and/or printed.

 Note: If you edit a VERIFIED requisition via the Enter/Edit Line Items
       options, its status reverts to WORKING. You must then re-verify the
       requisition.


Related Routines

You can also verify several purchase requisitions with the Verify Purchase
Requisitions Routine on the Purchasing and Receiving Menu.
Print Purchase Requisition (3.3.4)                                       Page 69



3.3.4:    Print Purchase Requisition


Use this option to print the identified purchase requisition, regardless of
its status.

To print several purchase requisitions at once, use the Print Purchase
Requisitions Routine on the standard Purchasing and Receiving Menu.


Information Displayed

General Requisition Information:

    *    number
    *    type
    *    inventory or department associated with requisition
    *    status
    *    buyer
    *    responsible user
    *    order date
    *    closing date


Line Item Information:

    *    line number              *    packaging information
    *    item number              *    vendor catalog number
    *    PO number                *    manufacturer catalog number
    *    status                   *    GL account
    *    description              *    order quantity
    *    vendor                   *    unit of purchase
    *    expected delivery date   *    cost/unit of purchase
    *    manufacturer             *    extended value


NOTE:    Any comments associated with the requisition appear at the bottom of
         the printout.
Cancel Purchase Requisition (3.3.5)                                    Page 70



3.3.5:   Cancel Purchase Requisition


Use this option to cancel a WORKING or VERIFIED purchase requisition. When
you cancel a requisition, all line items on the requisition are cancelled
and will not be placed on purchase orders.


Related Routines

The Cancel Purchase Requisition Routine on the Purchasing and Receiving Menu
cancels all line items on a requisition.
Delete Line Items (3.3.6)                                              Page 71



3.3.6:    Delete Line Items


Use this subroutine to delete a line item from a WORKING or VERIFIED
requisition.

 Note: If you delete a line item from a VERIFIED requisition, the
       requisition's status changes back to WORKING. You must then re-verify
       the requisition.

After you delete a line item, the line numbers of the remaining items are
adjusted. For example, if you delete line 5, the item that was previously line
6 becomes line 5. To delete several line items, it is best to work from
highest line number to lowest. Otherwise, you may accidentally delete the
wrong line item.
+--------------------------------------------------------------------------------------------+
|                        M/M Delete Purchase Requisition Line Items                          |
|============================================================================================|
|                                                                                            |
|Req #                                                                                       |
|Line No                                           - Order -                                 |
|Item No                                         Std Packaging                               |
|Common Nm                                                                                   |
|Descript.                                       Unit of Pur                                 |
|                                                Conv Pkging                                 |
|                                                Cost/UP                    Confrmd?
|
|                                                Quantity                                    |
|       - Additional Description -                                                           |
| 1)                                                                                         |
| 2)                                                                                         |
| 3)                                                                                         |
|                                                                                            |
|       - Vendor/Manuf -                                                                     |
|Vendor #                                                                                    |
|Vndr Ctlg                                                                                   |
|Manuf                                                                                       |
|Man Catlg                                                                                   |
|                                                                                            |
|      - Inventory/Dept/GL Account -                                                         |
|Inventory                   Stock #                                                         |
|Dept                        On Order                                                        |
|EOC                         On Hand                                                         |
|Account                                                                                     |
+--------------------------------------------------------------------------------------------+


Line No

Enter the number of the line that you want to delete. A Lookup of existing line
Delete Line Items (3.3.6)                                                Page 72



items is available. To perform an inquiry on existing line items enter
#REV. This message appears:

  Which - 1)Summary, 2)Orders, 3)Transactions 4)Inventory Wksht. (1,2,3,4)?

Enter the number of the type of inquiry you wish to view. You can print the
inquiry to a printer or a screen. A description of each inquiry is provided
in the section titled "Overview of Purchase Requisition Inquiry." The Inventory
Wksht choice should only be selected for INVENTORY type requisitions.

When you select a line, its information appears.



When you enter a line number to delete the following prompt appears:

  REQ Status will be changed to WORKING. Delete this line?

To delete the identified line, enter Y.

Otherwise, enter N. When you do this, the cursor returns to the Line No
prompt. You may enter another line number to delete or press <Enter> to move
your cursor to the Select prompt on the Process screen.
Create Lines (3.3.7)                                                     Page 73



3.3.7:   Create Lines


Use this   option to create line items on a WORKING status, PURCHASE type
purchase   requisition. Please refer to the Purchase Requisition Security
document   for an overview of the use of the Create Lines option and a comparison
of using   it versus the Enter/Edit Line Items option.

+--------------------------------------------------------------------------------------------+
|                                 Create Purchase Req Lines                                  |
|============================================================================================|
|Purchase Req                                                                                |
|                                                                                            |
|For Department                                                                              |
|                                                                                            |
|Use Non Stock Req                                                                           |
|                                                                                            |
|Sort Items in               Order.                                                          |
|                                                                                            |
|    Item #               Description                    Qty Unit                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|    Current Packaging                                                                       |
|                                                                                            |
|Copy Zero Qty Items?                                                                        |
+--------------------------------------------------------------------------------------------+


Purchase Req

The requisition number and status display for informational purposes.


For Department

The requisition's department number and name display for informational
purposes.
Create Lines (3.3.7)                                                   Page 74



Use Non Stock Req

Enter a non stock requisition that has been set up for the requisition's
department. A Lookup of such non stock requisitions is available.

When the non stock requisition is entered, the items defined for it default in,
together with their descriptions, quantities, and units of purchase.

If you do not wish to pull in a non stock requisition, you may enter past this
field and enter items individually below.


Sort Items in <blank> Order

Enter how you want the items sorted. You have three options:

                    WORKSHEET   - Items by category. Within a category, items
                                  sort by item number. This is the order used by
                                  the Non Stock Requisitions Dictionary Print
                                  routine, which acts as a worksheet.

                    REQUISITION - Same order as entered in the Non Stock
                                  Requisition Dictionary.

                    ITEM NUMBER - In item number order.

The items are copied from the NON STOCK REQ and displayed in the desired order.

 Note: MISC.items are not copied and cannot be added.


Item #

The item numbers from the non stock requisition default in. Defaulted items may
be deleted. Items defined in the Item Dictionary may be added, but new items
may not be created here, even if the user's Access allows for new item
creation.

There are two series of checks the system runs for each entered item. The first
series of checks occurs when the item is entered. The second series of checks
occurs when you attempt to file the lines.

Warning messages will display when certain conditions are met. In some cases
you will have an option on how you wish to proceed. Other times, the line item
must be deleted before you can proceed. The conditions and warning messages -
which differ from those in option 2, Enter/Edit Line Items - are as follows:


Checks performed when item is entered
Create Lines (3.3.7)                                                     Page 75



Miscellaneous items (items whose numbers start "MISC.") are not allowed. This
is because such items do not have vendors defined for them, and this option
does not allow edits to an item's vendors.

Items already on that Create Purchase Req Lines screen may not be entered a
second time. The system will prompt that it is a duplicate line and you must
delete the item before you can proceed.

The system will generate this warning if the item is stocked:

Item is a stock item in inventory X. Add Anyway?

where X is the first inventory where it is stocked. Answer Y to add the item.


Checks performed when you attempt to file the items

An item MAY already exist on the purchase requisition (i.e. not on the Create
Purchase Req Lines screen you are working on but previously added to the req
either by the Create Lines or Enter/Edit Line Items options). In this case, the
system will check to see if the unit of purchase for the item being entered
matches the item already on the req. If it matches, this message will appear:

#X) Item YYYY is already on this Purchase REQ.   Add this qty to it?

where X is the line item number for the item generating the warning flag and
YYYY is the item number.

If the unit of purchase for the item being entered does not match the UP of the
item already on the req, this message will appear:

#X) Item YYYY is already on this Purchase REQ..add a new line?

where X is the line item number for the item generating the warning flag and
YYYY is the item number.

In either case, if you opt to not include the item you must delete it.

Finally, the system will check if the department plus the item EOC (from the
Item Dictionary) combines to form an active GL account number. If not, this
will appear:

#X) Cannot form a valid GL Account for Item YYYY.

where X is the line item number for the item generating the warning flag and
YYYY is the item number.

The line item must be deleted before lines will be created. Please refer to the
Purchase Requisition Security document for further information on how GL
account numbers are formed.
Create Lines (3.3.7)                                                   Page 76



Description

The item's description from the Item Dictionary displays for informational
purposes.


Qty

A quantity will default in for each item that defaults in from the non stock
requisition as follows:

 if there are values entered in the Non Stock     this will default
 Dictionary for these fields

   MIN   MAX   ORDER                                  ORDER

   MIN   MAX                                          MIN

   <only one value entered>                           that value

   <nil for all values>                                0


Unit

For an item that defaulted in from the non stock requisition, the unit of
purchase (UP) defined for that item in the non stock requisition defaults.

For an item that is entered directly, the unit of purchase defined for the
item's primary vendor in the Item Dictionary will default.

In either case, the UP may be edited. The req UP will be the UP used on the PO
line created from this requisition line.


Current Packaging

The packaging string for the item whose line the cursor is on displays. As you
move between lines, this field will be updated to the current item's packaging
string.


Copy Zero Qty Items?

N appears. To exclude zero quantity items from being copied to the purchase
requisition, press <Enter>.

To include zero quantity lines on the purchase requisition, delete the N and
enter Y.
Overview of Purchase Requisition Inquiry (3.4)                          Page 77



3.4:   Overview of Purchase Requisition Inquiry


Use this routine to view requisition information for all items on one selected
requisition. This routine provides three types of inquiry that may be used for
all purchase requisition types. There is also an Inventory Worksheet option
that is restricted to INVENTORY type purchase requisitions.

The MIS User Dictionary Financial Data Access Type restrictions are observed by
this routine. For example, if a user is restricted to department 01.3020, then
he will not be able to access a requisition for department 01.6000.

For the three inquiry options (Summary, Orders and All Txns) the lines that are
selected can be restricted to a range of lines by using the From Line and Thru
Line prompts. For the Inventory Worksheet, all lines on the req are included.

Each inquiry type is described below:

_______________________________________________________________________________

                    Purchase Requisition Inquiry Options
_______________________________________________________________________________

Option                                         Provides


Summary                     A summary of requisition information for each line.


Orders                      Descriptive information for each line is followed by
                            a list of POs which include that line.


All Transactions            Transactions for the PO line that was created from
                            the requistion line are listed.


Inventory Worksheet         A worksheet prints that includes the system Quantity
                            on Hand (QOH) for each line item's stock in the
                            requisition inventory. Beside this, there is a space
                            to record the actual QOH.


To view an inquiry for more than one requisition, use the Multiple Requisition
Inquiry Routine (on the standard Purchasing and Receiving Menu).

The following purchase requisition information appears in the header section
for all options:

           *   number and type

           *   inventory/department associated with the requisition
Overview of Purchase Requisition Inquiry (3.4)                         Page 78




          *   responsible user

          *   status

          *   buyer

          *   total dollar value of the requisition

          *   order and close dates

          *   the combined req number that created the purchase req

          *   the PO numbers that were created or augmented when the Create PO
              From Req routine pulled line items from this req

+-------------------------------------------------------------------------------+
|                             Purchase Req Inquiry                              |
|===============================================================================|
|                                                                               |
|Requisition                                                                    |
|                                                                               |
|Type of Req                                                                    |
|Inventory                              Req Total                               |
|Department                             Req Status                              |
|Order Date                             Status Date                             |
|Resp. User                             Last Line No                            |
|Buyer                                                                          |
|                                                                               |
|                                                                               |
|                                                                               |
|Display?                 From Line                                             |
|                         Thru Line                                             |
|                                                                               |
|1) Summary                          3) All Txns                                |
|2) Orders                           4) Inventory Worksheet                     |
+-------------------------------------------------------------------------------+


Requisition

Enter the number of the requisition for which you want to perform this inquiry.
A Lookup of purchase requisitions on file is available.

For additional information about the Purchase Requisition Lookup, refer to the
document titled "Identifying Purchase Requistions."

After you select a requisition, a summary of requisition information displays
on the screen.
Overview of Purchase Requisition Inquiry (3.4)                         Page 79



Display?

Indicate which option you wish to select by entering one of the following
numbers:

                      1   -   Summary
                      2   -   Orders
                      3   -   All Txns
                      4   -   Inventory Worksheet

Each option is fully described in its own document. These documents are
available in the NPR application.


From Line

For the three inquiry options (Summary, Orders and All Txns) you may limit the
inquiry to a range of line items. BEG, for beginning, defaults. Enter that if
you want the inquiry to start with the first line on the requisition.

If you want the inquiry to start with another line, delete BEG and enter the
line. A Lookup of requisition line items is available.


Thru Line

For the three inquiry options (Summary, Orders and All Txns) you may limit the
inquiry to a range of line items. END defaults. Enter that if you want the
inquiry to end with the last line on the requisition.

If you want the inquiry to end with another line, delete END and enter the
line. A Lookup of requisition line items is available.
Summary Inquiry (3.4.1)                                                   Page 80



3.4.1:    Summary Inquiry


This inquiry displays a summary of requisition information for each line on a
requisition, including:

    *    Line number, item number, and item description

    *    PO number associated with that line

    *    Quantity ordered, received, cancelled, and left on the requisition

    *    Unit of purchase and cost per unit of purchase

    *    Requisition status and supplying vendor


An example of a Summary Inquiry appears below.




RUN DATE: 05/20/99          MEDITECH DEMONSTRATION HOSPITAL                 PAGE 1
RUN TIME: 1418                   PURCHASE REQ INQUIRY
RUN USER: DMG

REQ NUMBER: 100000061           STATUS:    OPEN                ORD DATE: 05/15/99
REQ TYPE:   PURCHASE            RESP USER: DMG                 CLS DATE: 05/17/99
INVEN/DEPT: 1-7000 (D)          BUYER:     MEDITECH            TOTAL $: 600.00
COMB REQ #:
POs: 200000137

===============================================================================


LINE ITEM #      DESCRIPTION
          PO #           ORDER           RCV       CAN        LEFT UP      COST/UP
          STATUS     VENDOR

   1 777743D    8 1/2 WHITE PAPER
          200000137         2           2             0          0 BOX     15.0000
          WORKING   A000010 - JORDAN INC.

   2 777746     WHITE LARGE SLIPPERS
          200000137         20         19             1          0 BOX     30.0000
          COMPLETE A000010 - JORDAN INC.
Orders Inquiry (3.4.2)                                                   Page 81



3.4.2:    Orders Inquiry


This inquiry displays information for each line item followed by a list of POs
which include that item.

The descriptive information for each line includes:

    *    Line number, item number, and item description

    *    Manufacturer and manufacturer catalog number

    *    Vendor and vendor catalog number

    *    PO number associated with that line

    *    Quantity ordered

    *    Unit of purchase and cost per unit of purchase

    *    Extended value (quantity ordered x cost per unit of purchase)

    *    PO status

    *    For INVENTORY type purchase requisitions only, stock number, quantity
         on hand and on order, recommended order quantity and days on hand


In the "ITEM APPEARS ON FOLLOWING POs" section, the PO number, order date,
quantity ordered, unit of purchase, and PO status appear.

A sample of an Orders Inquiry appears below:
Orders Inquiry (3.4.2)                                                  Page 82




RUN DATE: 09/30/99       MEDITECH DEMONSTRATION HOSPITAL                 PAGE 1
RUN TIME: 1303                PURCHASE REQ INQUIRY
RUN USER: DMG

REQ NUMBER: 100000061           STATUS:   OPEN              ORD DATE: 09/15/99
REQ TYPE:   INVENTORY           RESP USER: DMG              CLS DATE: 09/21/99
INVEN/DEPT: CENTRAL (I)         BUYER:    MEDITECH          TOTAL $: 600.00
COMB REQ #:
POs: 200000137

===============================================================================


LINE ITEM #    DESCRIPTION                       MANUF      MANUF CAT #
     PO #      VENDOR CATLG #        ORDER UP                COST/UP EXT VALUE
     STATUS    VENDOR

   1 777743D   8 1/2 WHITE PAPER
     200000137 12345                  2 BOX/12 EA           15.0000      30.00
     COMPLETE A000010 - JORDAN INC.
     STOCK #: 6455543D On Hand: 258 14 Days>
                       On Order: 8   ROQ: 2

     ** ITEM APPEARS ON FOLLOWING POs:
          2000000044 11/06/87       20 BOX           OPEN
All Transactions Inquiry (3.4.3)                                         Page 83



3.4.3:   All Transactions Inquiry


This inquiry displays transactions recorded for each requisition line's
associated PO line item. The descriptive information that appears for each line
is the same information that appears on the summary inquiry. Below that the PO
transactions appear.

Users can use this option to track the progress of their request. When the PO
is verified, an ORDER transaction is generated and when it is received a REC
transaction is generated. Changes that occur to the line item's price or
quantity AFTER the PO is verified generate transactions, but changes made on
the PO BEFORE it is verified will not generate a transaction, but they will
change the order information that displays on the inquiry. To see the original
req information, print the requisition.

For example, assume you request 2 of an item at $50.00 each. If you view the
inquiry after the req line has been pulled onto a PO and no edits have been
made to the PO, 2 will appear as the order amount and 50.00 as the cost per
unit of purchase. If the PO line is edited to 1 at $75.00 prior to the PO being
verified, the req inquiry will then show 1 as the order amount and 75.00 as the
cost. The order information will initially show what was requested but will
ultimately show what actually was ordered.

A sample of the All Transaction Inquiry is as follows:




RUN DATE: 05/21/99       MEDITECH DEMONSTRATION HOSPITAL                   PAGE 1
RUN TIME: 1303                PURCHASE REQ INQUIRY
RUN USER: DMG

REQ NUMBER: 100000071           STATUS:    CLOSED             ORD DATE: 04/12/99
REQ TYPE:   PURCHASE            RESP USER: DMG                CLS DATE: 04/20/99
INVEN/DEPT: 1-6000 (D)          BUYER:    MEDITECH            TOTAL $: 300.00
COMB REQ #:
POs: 200000369

===============================================================================

LINE ITEM #      DESCRIPTION
          PO #          ORDER           RCV       CAN      LEFT UP       COST/UP
          STATUS     VENDOR

   1 5555555    SURGICAL BANDAGES
          200000012        2           0          2         0 CASE         20.00
          COMPLETE   A00000010 - JORDAN INCORPORATED
     04/13/99 STD.DOC    ORDER   6 @100.00
     04/20/99 STD.DOC    REC       6 EA    (TAX) PL# 04/20/99-001
Inventory Worksheet (3.4.4)                                                Page 84



3.4.4:    Inventory Worksheet


This inquiry generates a worksheet for INVENTORY type purchase requisitions
which contains the following information for each line item:

    *    Line number and stock number

    *    Locations (defined in Stock Dictionary) and stock description

    *    Unit of issue

    *    System's current Quantity on Hand (QOH) for the stock

MEDITECH does not advise using this routine. As noted in the Purchase
Requistions document:

  It is possible to enter a purchase requisition for the restock of an
  inventory. However, this would not be a typical use. Inventories normally are
  restocked by POs that are created or augmented automatically by the Create PO
  From Inventory routine. Alternatively, a buyer could manually enter line
  items for an inventory.

In addition, there is no need to use the Inventory Worksheet option to count
inventory when the system provides physical inventory routines (in the
Physical Inventory menu, which is part of the Inventory menu). The physical
inventory routines include worksheets, comparison reports and most importantly,
allow for adjustments to be automatically posted for the stocks.

A sample of this inquiry format is as follows:




RUN DATE: 02/11/99        MEDITECH DEMONSTRATION HOSPITAL                   PAGE 1
RUN TIME: 1046                 PURCHASE REQ INQUIRY
RUN USER: DMG

REQ NUMBER: 100000063            STATUS:   OPEN               ORD DATE: 01/03/99
REQ TYPE:   INVENTORY            RESP USER: DMG               CLS DATE:
INVEN/DEPT: BULK (I)             BUYER:    MEDITECH           TOTAL $: 1000.00
COMB REQ #:
POs: 200000889

===============================================================================
                                                              ------ QOH ------
LINE STOCK #      LOCN(S)   DESCRIPTION                 UI    SYSTEM     ACTUAL

   1    77771B      123         CERVICAL PILLOW             BOX   25         ______
Multiple Purchase Requisition Inquiry (3.5)                              Page 85



3.5:    Multiple Purchase Requisition Inquiry


Use this routine (located on the standard Purchasing and Receiving Menu) to
view requisition information for all line items included on a purchase
requisition, a range of purchase requisitions, or multiple ranges of purchase
requisitions.

 Note: To view an inquiry for a single requisition, use the Process Purchase
       Requisition Inquiry Routine. That routine also allows you to limit the
       inquiry to specified lines on the requisition.

You may limit the selection of requisitions by:

    *    A range of departments or a range of inventories

    *    Order date

    *    Requisition type (INVENTORY, CAPITAL, PURCHASE, RETURN or SERVICE)

    *    Requisition status (WORKING, CANCELLED, VERIFIED, OPEN or CLOSED)


There are four output options availabe. Three are inquiry options (Summary,
Orders and All Txns) and the fourth is a worksheet (Inventory Worksheet).

_______________________________________________________________________________

                    Purchase Requisition Inquiry Optionss
_______________________________________________________________________________

Option                                          Provides


Summary                      A summary of requisition information for each line.


Orders                       Descriptive information for each line is followed by
                             a list of POs which include that line.


All Transactions             Transactions for the PO line that was created from
                             the requistion line are listed.


Inventory Worksheet         A worksheet prints that includes the system Quantity
                            on Hand (QOH) for each line item's stock in the
                            requisition inventory. Beside this, there is a space
                            to record the actual QOH.
Multiple Purchase Requisition Inquiry (3.5)                            Page 86



An example of each type of inquiry appears in the section titled "Overview of
Purchase Requisition Inquiry" in the Materials Managment Module User Manual
Volume 2: Purchasing. This information is also available on line in the NPR
application.

+-------------------------------------------------------------------------------+
|                      Print Multiple Purchase Req Inquiry                      |
|===============================================================================|
|From Req #       Thru Req #                                                    |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|Dept/Inven/All                                                                 |
|                                                                               |
|From Department                   From Inventory                               |
|Thru Department                   Thru Inventory                               |
|                                                                               |
|From Order Date                                                                |
|                                                                               |
|Req Type                                                                       |
|Req Status                                                                     |
|                                                                               |
|Select?                                                                        |
|                                                                               |
|1) Summary            3) All Txns                                              |
|2) Orders             4) Inventory Worksheet                                   |
+-------------------------------------------------------------------------------+


From Req #

BEGINNING appears. To print this inquiry for a range of purchase requisitions,
beginning with the lowest numbered requisition, press <Enter>. Otherwise,
delete the default and enter the appropriate requisition number. A Lookup of
Purchase Requisitions on file is available.

For additional information about the Purchase Requisition Lookup, refer to the
Identifying Purchase Requisitions document.

To print this inquiry for a single requisition, enter its number here and at
the To Req # prompt.

After you select the last requisition to include in the range (at the To Req #
prompt), the cursor returns to this prompt. Either specify another range
of requisitions or press <Enter>.
Multiple Purchase Requisition Inquiry (3.5)                               Page 87



To Req #

END appears. To print this inquiry for a range of purchase requisitions,
ending with the highest numbered requisition, press <Enter>. Otherwise,
delete the default and enter the appropriate requisition number. A Lookup of
Purchase Requisitions on file is available.

For additional information about the Purchase Requisition Lookup, refer to the
Identifying Purchase Requisitions document.


Dept/Inven/All

ALL appears. If you do not wish to limit requisitions to those for a
department(s) or inventory(s) press <Enter>. Otherwise, delete the default and
enter either:

           D   -   for requistions for the specified department(s)

           I   -   for INVENTORY type requisitions for the specified inventory(s)

If you enter D you will need to specify a range of departments. If you enter I
you will need to specify a range of inventories.


From Department

The cursor moves to this prompt only if DEPT appears at the Dept/Inven/All
prompt.

BEGINNING appears. To print this inquiry for requisitions whose department
falls in a range of departments that begins with the lowest numbered
department, press <Enter>. Otherwise, delete the default and enter the
appropriate department number.

A Lookup of Departments defined in the MIS GL Component & Summary Values
Dictionary is available.

To include requisitions from one department on this inquiry, enter its number
here and at the Thru Department prompt.


Thru Department

END appears. To print this inquiry for requisitions whose department falls in a
range of departments that ends with the highest numbered department, press
<Enter>. Otherwise, delete the default and enter the appropriate department
number.

A Lookup of Departments defined in the MIS GL Component & Summary Values
Multiple Purchase Requisition Inquiry (3.5)                            Page 88



Dictionary is available.


From Inventory

The cursor moves to this prompt only if INVEN appears at the Dept/Inven/All
prompt.

BEGINNING appears. To begin this inquiry with requisitions for the first
inventory defined in the Inventory Dictionary, press <Enter>. Otherwise,
delete the default and enter the appropriate inventory.

A Lookup of inventories in the Inventory Dictionary is available.

To print requisitions from a single inventory, enter that inventory here and at
the Thru Inventory prompt.


Thru Inventory

END appears. To end this inquiry with requisitions for the last
inventory defined in the Inventory Dictionary, press <Enter>. Otherwise,
delete the default and enter the appropriate inventory.

A Lookup of inventories in the Inventory Dictionary is available.


From Order Date

BEGINNING appears. To begin this inquiry with the earliest dated requisition
on file, press <Enter>. Otherwise, delete the default and define the starting
date of requisitions to include.


Req Type

ALL appears. To include all types of requisitions in the inquiry, press
<Enter>. Otherwise, delete the default and enter one of the following:


   Enter   Type              Used for:

    --------------------------------------------------------

   I       (INVENTORY)       all items ordered for one inventory (no
                             non-inventory items)

   P       (PURCHASE)        any combination of inventory and non-inventory
                             items
Multiple Purchase Requisition Inquiry (3.5)                                Page 89



   R      (RETURN)                a return of any item(s) to a vendor

   S      (SERVICE)               a request for services (e.g. a repair)

   C      (CAPITAL)               a request for Captial Equipment


Req Status

ALL appears. To include all requisition statuses in the inquiry, press
<Enter>. Otherwise, delete the default and enter:

                              W     -   for WORKING requisitions only

                              CA    -   for CANCELLED      "

                              V     -   for VERIFIED       "

                              O     -   for OPEN           "

                              C     -   for CLOSED         "

For additional information on purchase requisition statuses, refer to the
document titled "Process a Purchase Requisition."


Select?

Indicate the inquiry you wish to select by entering one of the following
numbers:

                      1   -   Summary
                      2   -   Orders
                      3   -   All Txns
                      4   -   Inventory Worksheet
Create Non Stock Purchase Requisitions (3.6)                              Page 90



3.6:   Create Non Stock Purchase Requisitions


This routine is very close to the Create Lines option in the Process Purchase
Req routine. It is even more efficient for an end user who will not be
verifying the requisition, because he will not need to enter requisition
information. To allow for this efficiency, the following assumptions are made
concerning the requisition that gets created:

    1. The requisition type will be PURCHASE.

    2. The Responsible User will be the person executing the routine.

    3. The Order date will be the current date.


As is the case with the Create Lines option, the user will only be able to:

  delete items that were pulled in from the non stock requisition

  add items that exist in the Item Dictionary (but not create new ones)

  determine the quantity required

Also, the same restrictions that apply to the Create Lines option - no
miscellaneous items, no duplicate items, an active GL account must result from
the department/EOC combination - apply here. Please refer to the Create Lines
and Purchase Requisition Security documents for full details. The Purchase
Requisition Security document also explains how you can prevent stocked items
from being requested with this routine. The Non Stock Requisition does allow
stocked items, but you can prevent them from actually making it onto the
purchase requisition that gets created with this routine.
Create Non Stock Purchase Requisitions (3.6)                            Page 91

+--------------------------------------------------------------------------------------------+
|                              Create a Non Stock Purchase Req                               |
|============================================================================================|
|                                                                                            |
|For Department                                                                              |
|                                                                                            |
|Use Non Stock Req                                                                           |
|                                                                                            |
|Sort Items in               Order.                                                          |
|                                                                                            |
|    Item #               Description                    Qty Unit                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|    Current Packaging                                                                       |
|                                                                                            |
|Use Items With Zero Qty?                                                                    |
+--------------------------------------------------------------------------------------------+


For Department

Enter the department number for which you wish to create a requisition. The
department name will display to the right of the number.

A Lookup is available.


Use Non Stock Req

Enter the non stock requisition mnemonic that you wish to pull onto a purchase
requisition. The non stock requisition description appears to the right of the
mnemonic.

Lookup - Non Stock Reqs belonging to the Department entered, or those
with no Department.

If you do not wish to pull in a non stock requisition, you may enter past this
field and enter items individually below.
Create Non Stock Purchase Requisitions (3.6)                             Page 92



Sort Items in <blank> Order

Enter how you want the items sorted. You have three options:

                  WORKSHEET    - Items by category. Within a category, items
                                 sort by item number. This is the order used by
                                 the Non Stock Requisitions Dictionary Print
                                 routine, which acts as a worksheet.

                  REQUISITION - Same order as entered in the Non Stock
                                Requisition Dictionary.

                  ITEM NUMBER - In item number order.

The items are copied from the NON STOCK REQ and displayed in the desired order.

 Note: MISC.items are not copied and cannot be added.


Item #

The item numbers from the non stock requisition default in. Defaulted items may
be deleted. Items defined in the Item Dictionary may be added, but new items
may not be created here, even if the user's Access allows for new item
creation.

There are two series of checks the system runs for each entered item. The first
series of checks occurs when the item is entered. The second series of checks
occurs when you attempt to file the lines.

Warning messages will display when certain conditions are met. In some cases
you will have an option on how you wish to proceed. Other times, the line item
must be deleted before you can proceed. The conditions and warning messages -
which differ from those in option 2, Enter/Edit Line Items - are as follows:


Checks performed when item is entered

Miscellaneous items (items whose numbers start "MISC.") are not allowed. This
is because such items do not have vendors defined for them, and this option
does not allow edits to an item's vendors.

Items already on that Create Purchase Req Lines screen may not be entered a
second time. The system will prompt that it is a duplicate line and you must
delete the item before you can proceed.

The system will generate this warning if the item is stocked:

Item is a stock item in inventory X. Add Anyway?
Create Non Stock Purchase Requisitions (3.6)                             Page 93



where X is the first inventory where it is stocked. Answer Y to add the item.


Checks performed when you attempt to file the items

An item MAY already exist on the purchase requisition (i.e. not on the Create
Purchase Req Lines screen you are working on but previously added to the req
either by the Create Lines or Enter/Edit Line Items options). In this case, the
system will check to see if the unit of purchase for the item being entered
matches the item already on the req. If it matches, this message will appear:

#X) Item YYYY is already on this Purchase REQ.   Add this qty to it?

where X is the line item number for the item generating the warning flag and
YYYY is the item number.

If the unit of purchase for the item being entered does not match the UP of the
item already on the req, this message will appear:

#X) Item YYYY is already on this Purchase REQ..add a new line?

where X is the line item number for the item generating the warning flag and
YYYY is the item number.

In either case, if you opt to not include the item you must delete it.

Finally, the system will check if the department plus the item EOC (from the
Item Dictionary) combines to form an active GL account number. If not, this
will appear:

#X) Cannot form a valid GL Account for Item YYYY.

where X is the line item number for the item generating the warning flag and
YYYY is the item number.

The line item must be deleted before lines will be created. Please refer to the
Purchase Requisition Security document for further information on how GL
account numbers are formed.


Description

The item's description from the Item Dictionary displays for informational
purposes.


Qty

A quantity will default in for each item that defaults in from the non stock
requisition as follows:
Create Non Stock Purchase Requisitions (3.6)                           Page 94




 if there are values entered in the Non Stock     this will default
 Dictionary for these fields

   MIN   MAX   ORDER                                  ORDER

   MIN   MAX                                          MIN

   <only one value entered>                           that value

   <nil for all values>                                0


Unit

For an item that defaulted in from the non stock requisition, the unit of
purchase (UP) defined for that item in the non stock requisition defaults.

For an item that is entered directly, the unit of purchase defined for the
item's primary vendor in the Item Dictionary will default.

In either case, the UP may be edited. The req UP will be the UP used on the PO
line created from this requisition line.


Current Packaging

The packaging string for the item whose line the cursor is on displays. As you
move between lines, this field will be updated to the current item's packaging
string.


Use Items With Zero Qty?

N appears. To exclude zero quantity items from being copied to the purchase
requisition, press <Enter>.

To include zero quantity lines on the purchase requisition, delete the N and
enter Y.
Verify Purchase Requisitions (3.7)                                     Page 95



3.7:   Verify Purchase Requisitions


This routine (located on the standard Purchasing and Receiving Menu) allows you
to verify one or several WORKING purchase requisitions. When verified, a
requisition's status automatically changes to VERIFIED. You may still edit and
delete line items on the requisition. However, if you do so, the requisition's
status reverts back to WORKING. You must then re-verify the requisition.


Related Routines

You may verify a single requisition with the Process Purchase Requisition
Verify Option.
+-------------------------------------------------------------------------------+
|                            M/M Verify Requisitions                            |
|===============================================================================|
|                                                                               |
|Requisitions                                                                   |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
+-------------------------------------------------------------------------------+


Requisitions

Identify the WORKING purchase requisitions(s) that you want to verify. You may
enter as many requisitions as desired.

A Lookup of all WORKING status purchase requisitions on file is available.

For additional information about the Purchase Requisition Lookup, refer to the
document titled "Identifying Purchase Requisitions."
Cancel Purchase Requisitions (3.8)                                     Page 96



3.8:    Cancel Purchase Requisitions


Use this routine to cancel all line items on a WORKING or VERIFIED status
purchase requisition. When you cancel a requisition, its status automatically
changes to CANCELLED. You may no longer enter/edit the requisition, however, it
may still be printed.

While you may not cancel an OPEN status requisition, if all the associated PO
lines are cancelled the requisition status will change to CLOSED. Thus, for a
non RETURN type requisition, a CLOSED status requisition does not necessarily
mean that the requested items were received. This differs from a non RETURN
type, CLOSED status PO, where CLOSED signifies that at least one PO line had a
receipt and quantities not received were cancelled. For RETURN type reqs/POs,
CLOSED signifies the the item(s) has been returned to the vendor.

Note that you can also cancel a purchase requisition with the "Cancel Req"
option of the "Process Purchase Req" routine on the Main Menu.
+-------------------------------------------------------------------------------+
|                           M/M Cancel Requisitions                             |
|===============================================================================|
|                                                                               |
|Cancels all line items on the specified Working/Verified Req.                  |
|                                                                               |
|Req #                                      Req Type                            |
|Req Total                                  Order Date                          |
|Last Line                                  Cancel Date                         |
+-------------------------------------------------------------------------------+


Req #

Identify the requisition that you want to cancel. A Lookup of Purchase
Requisitions on file is available. For additional information about the
Purchase Requisition Lookup, refer to the document titled "Identifying Purchase
Requisitions."

After you select a requisition, the Req Total, Last Line, Req Type, Order Date
and Cancel Date for the requisition appear on the screen and the cursor moves
to the Cancel Date field.


Cancel Date

Today's date defaults. Feel free to edit this to any date you wish, but the
date of the cancellation will be today's date.

When you press <Enter>, an "OK?" prompt will appear. Enter Y and press <Enter>
to cancel the requisition.
Unlock Purchase Requisitions (3.9)                                     Page 97



3.9:   Unlock Purchase Requisitions


Use this routine (located on the standard Unlock Process Menu, which is in the
standard Purchasing and Receiving Menu) with EXTREME caution to unlock a
purchase requisition that is locked as a result of a system failure. Before
unlocking the purchase requisition, you should contact your MIS staff to make
sure that the job is no longer updating the requisition in question.

+-------------------------------------------------------------------------------+
|                      M/M Unlock a Purchase Requisition                        |
|===============================================================================|
|                                                                               |
|Use this procedure with extreme caution. It should only be used when the       |
|system has crashed leaving a Purchase Requisition locked.                      |
|                                                                               |
|Requisition #                                                                  |
+-------------------------------------------------------------------------------+


Requisition #

Enter the number of the requisition that is locked. A Lookup of requisitions on
file is available.

For additional information about the Purchase Requisition Lookup, refer to the
document titled "Identifying Purchase Requisitions."

If you try to unlock a requisition that is not locked, an error message
displays and your entry is rejected.
Print Purchase Requisitions (3.10)                                     Page 98



3.10:   Print Purchase Requisitions


Use this routine (located on the standard Purchasing and Receiving Menu) to
print one or several purchase requisitions regardless of status.

 Note: You can also print a single requisition with the Process Purchase
       Requisition routine.


+-------------------------------------------------------------------------------+
|                              Print Purchase Reqs                              |
|===============================================================================|
|                                                                               |
|Requisitions                                                                   |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
+-------------------------------------------------------------------------------+


Requisitions

Identify the requisition(s) that you want to print.

A Lookup of purchase requisitions on file is available.

For additional information about the Purchase Requisition Lookup, refer to the
document titled "Identifying Purchase Requisitions."
List Requisitions by Department (3.11)                                     Page 99



3.11:    List Requisitions by Department


This routine allows you to generate two types of purchase requisition reports
(Summary or Detail) for a range of departments. Each department prints on a
separate page. You may also opt to exclude CLOSED status requisitions and
requisitions dated prior to a specified order date.

The following requisition information appears on each report:


Summary

    *    Number

    *    Type

    *    Order Date

    *    Status

    *    Number of the Combined Requisition that generated the Purchase Req

Detail

    *    Number                  *   Unit of Purchase

    *    Type                    *   Cost/Unit of Purchase

    *    Order Date              *   Quantity Requested

    *    Status                  *   Extended Value (quantity ordered X cost per
                                                     unit of purchase)
    *    Line Item Description

    *    Line Item Number        *   Total extended value for department

    *    Number of the Combined Requisition that generated the Purchase Req



A sample of each report appears at the end of this section.
List Requisitions by Department (3.11)                                 Page 100

+-------------------------------------------------------------------------------+
|                     Requisition Activity (By Department)                      |
|===============================================================================|
|                                                                               |
|Summary or Detail?                                                             |
|                                                                               |
|From Order Date                                                                |
|                                                                               |
|From Department                                                                |
|Thru Department                                                                |
|                                                                               |
|Incl. Closed Reqs?                                                             |
+-------------------------------------------------------------------------------+


Summary or Detail?

Enter S(UMMARY) or D(ETAIL) to specify the type of report you want to
generate. The Summary report provides one line per requisition, including
requisition number, type, order date, and status. The Detail report includes
both line item detail and the information on the Summary report.


From Order Date

BEGINNING appears. To list requisitions starting with the earliest order
date, press <Enter>. Otherwise, delete the default and enter the date with
which you want to begin.


From Department

BEGINNING appears. To begin listing requisitions with the lowest numbered
department, press <Enter>. Otherwise, delete the default and enter the
appropriate department.

A Lookup of Departments defined in the MIS GL Component & Summary Values
Dictionary is available.


Thru Department

END appears. To list requisitions for department(s), up to the highest
numbered department, press <Enter>. Otherwise, delete the default and enter
the department with which you want to end the report.

A Lookup of Departments defined in the MIS GL Component & Summary Values
Dictionary is available.


Incl. Closed Reqs?
List Requisitions by Department (3.11)                                        Page 101




N appears. To exclude CLOSED requisitions from this report, press
<Enter>. Otherwise, delete the default and enter Y.

Summary Format




RUN DATE:   05/31/99           MEDITECH DEMONSTRATION HOSPITAL                PAGE 1
RUN TIME:   1150           PURCHASE REQUISITION LIST (BY DEPARTMENT)
RUN USER:   DMG

DEPARTMENT: 1-6000 - 1     ADMINISTRATION

REQ #               TYPE             ORDER DATE        STATUS        COMB REQ #

100000015           PURCHASE         09/17/98          OPEN            0018
100000054           PURCHASE         11/17/98          WORKING



Detail Format




RUN DATE:   05/31/99           MEDITECH DEMONSTRATION HOSPITAL                PAGE 1
RUN TIME:   1150           PURCHASE REQUISITION LIST (BY DEPARTMENT)
RUN USER:   DMG

DEPARTMENT: 1-6000 - 1     ADMINISTRATION

REQ #        TYPE          ORDER DATE   STATUS      COMB REQ #

100000015    PURCHASE 09/17/98          OPEN          0018
LINE ITEM #     DESCRIPTION                              COST UP        QTY EXT VALUE
   1 6520017    CUPS,HOT                              15.6600 CASE        1     15.66
                                                                            ---------
                                                                                15.66

100000054    PURCHASE 11/17/98          WORKING
LINE ITEM #     DESCRIPTION                              COST UP        QTY EXT VALUE
   1 6520018    PAPER,WHITE LINED                    18.8900 BOX          2     37.96
                                                                            ---------
                                                                                37.96

100000071    PURCHASE 12/23/98          WORKING
LINE ITEM #     DESCRIPTION                              COST UP        QTY EXT VALUE
   1 6520022    FILES, HANGING                          5.553 BOX        10     55.53
                                                                            ---------
                                                                                55.53

                                                                              =========
                                                            DEPT TOTAL:          109.15
List Requisitions by Inventory (3.12)                                       Page 102



3.12:    List Requisitions by Inventory


This routine allows you to generate two types of purchase requisition reports
(Summary or Detail) for a range of inventories. Each inventory prints on a
separate page. You may also opt to exclude CLOSED status requisitions and
requisitions dated prior to a specified order date.

Summary

    *    Number

    *    Type

    *    Order Date

    *    Status


Detail

    *    Number                   *   Unit of Purchase

    *    Type                     *   Cost/Unit of Purchase

    *    Order Date               *   Quantity Requested

    *    Status                   *   Extended Value (quantity ordered X cost per
                                                      unit of purchase)
    *    Line Item Description

    *    Line Item Number         *   Total extended value for department



A sample of each report appears at the end of this section:
+-------------------------------------------------------------------------------+
|                      Requisition Activity (By Inventory)                      |
|===============================================================================|
|                                                                               |
|Summary or Detail?                                                             |
|                                                                               |
|From Order Date                                                                |
|                                                                               |
|From Inventory                                                                 |
|Thru Inventory                                                                 |
|                                                                               |
|Incl. Closed Reqs?                                                             |
+-------------------------------------------------------------------------------+
List Requisitions by Inventory (3.12)                                  Page 103



Summary or Detail?

Enter S(UMMARY) or D(ETAIL) to specify the type of report you want to
generate. The Summary report provides one line per requisition, including
requisition number, type, order date, and status. The Detail report includes
both line item detail and the information on the Summary report.


From Order Date

BEGINNING appears. To list requisitions starting with the earliest order
date, press <Enter>. Otherwise, delete the default and enter the date with
which you want to begin.


From Inventory

BEGINNING appears. To begin listing requisitions for a range of
inventories, beginning with the first inventory in the Inventory Dictionary,
press <Enter>. Otherwise, delete the default and enter the appropriate
inventory with which you want to begin.

A Lookup of inventories in the Inventory Dictionary is available.

To list requisitions for one inventory, enter that inventory here and at the
Thru Inventory prompt.


Thru Inventory

END appears. To list requisitions for inventories, up to the last
inventory defined in the Inventory Dictionary, press <Enter>. Otherwise,
delete the default and enter the inventory with which you want to end the
report.

A Lookup of inventories in the Inventory Dictionary is available.
List Requisitions by Inventory (3.12)                                Page 104



Incl. Closed Reqs?

N appears. To exclude CLOSED requisitions from this report, press
<Enter>. Otherwise, delete the default and enter Y.


Summary Format




RUN DATE:   05/31/99          MEDITECH DEMONSTRATION HOSPITAL        PAGE 1
RUN TIME:   1150          PURCHASE REQUISITION LIST (BY INVENTORY)
RUN BY :    DMG

INVENTORY: CSS - CENTRAL STERILE SUPPLY

REQ #              TYPE            ORDER DATE        STATUS

100000015         PURCHASE         09/17/98          OPEN
100000054         PURCHASE         11/17/98          WORKING
100000062         PURCHASE         12/07/98          CANCELLED
List Requisitions by Inventory (3.12)                                 Page 105



Detail Format




RUN DATE:   05/31/99       MEDITECH DEMONSTRATION HOSPITAL             PAGE 1
RUN TIME:   1150       PURCHASE REQUISITION LIST (BY INVENTORY)
RUN BY :    DMG

INVENTORY: CSS - CENTRAL STERILE SUPPLY

REQ #        TYPE       ORDER DATE   STATUS

100000015    INVENTORY 09/17/98      OPEN
LINE ITEM #     DESCRIPTION                          COST UP      QTY EXT VALUE
   1 6520017    CUPS,HOT                          15.6600 CASE      1     15.66
                                                                      ---------
                                                                          15.66

100000054    INVENTORY 11/17/98      WORKING
LINE ITEM #     DESCRIPTION                          COST UP      QTY EXT VALUE
   1 6520018    PAPER,WHITE LINED                18.8900 BOX        2     37.96
                                                                      ---------
                                                                          37.96

100000071    INVENTORY 12/23/98      WORKING
LINE ITEM #     DESCRIPTION                          COST UP      QTY EXT VALUE
   1 6520022    FILES, HANGING                      5.553 BOX      10     55.53
                                                                      ---------
                                                                          55.53

                                                                      =========
                                                   INVENTORY TOTAL:      109.15
Purchase Orders (4)                                                      Page 106



Chapter 4:   Purchase Orders


This chapter describes the Materials Management purchase order routines,
including how to:

    * order stock and non-stock items for inventories and departments

    * approve orders before sending them to the vendor

    * receive items on a purchase order in full or in part, and how to
      backorder items


Electronic Data Interchange (EDI)

An Electronic Data Interchange option is available to hospitals who want to
transmit POs electronically to the vendor, rather than mailing paper POs.
If your hospital has this option, the EDI routines are described in the MM User
Manual, Volume 5: Electronic Data Interchange (EDI) Option.



Faxing POs

Purchase orders may also be faxed to vendors. To fax a PO to a vendor, enter
FAX at the Print On prompt during any routine that allows you to print
a PO. At that point, you are prompted to enter more detailed fax transmission
data. For more information, refer to the MIS Fax Mini-Document.


Tracking Purchase Orders

Several standard reports are available for tracking POs entered and items
received. These reports are described in the section titled "Purchase Order
Reports."



Hospital Defined Purchase Order Reports

In addition to the standard purchase order reports, your hospital can design
purchase order reports which display data in a format which is most useful to
your hospital. You can specify how to sort the report (e.g., by purchase order
number), what range of items or purchase orders to include on the report (e.g.,
purchase order numbers 10 - 100), and then you can compile and print the
report. The Compiled Reports feature is discussed in the section titled
"Purchase Order Compiled Reports".
Purchase Orders (4)                                                    Page 107



Hospital Defined Purchase Order Formats

If you wish to use a format other than one of the two standard formats, you may
create your own format in the NPR Report Writer application. You would then
inform your MM consultant of the report name so that it could be linked to a
format program. The format program can then be associated to the purchasing
facility in the MM Purchasing Facility Dictionary. You may have a different
format for return POs.



Security

The routines used to enter purchase requisitions and purchase orders may be
restricted to selected users via their passwords. In this way, your hospital
can prevent users who not are not authorized buyers from accessing the purchase
order routines, but still provide them with access to the routines used to
enter a purchase requisition. Access is further controlled through the Access
Dictionary. For more information, refer to the chapter on the Access
Dictionary in the Materials Management Dictionary Guide.

Users may also be restricted to entering purchase order lines for specified
corporations or departments in the MIS User Dictionary.


Purchase Order Layout

A purchase order is divided into three sections.

Shipping Information

At the top of the PO are the hospital address, vendor address, and special
instructions from the hospital. Also, in this area is purchase order data such
as the payment terms, order date, and the expected delivery date.


Line Item Information

At the middle of the PO is line item information such as the receiving
inventory or department, unit of purchase and cost per unit of purchase.


Purchase Order Comments, Instructions and Signature

At the bottom of the PO is an area where an authorized person can sign the PO
to approve the line items ordered, their quantity and cost. Standard
instructions to the vendor print. Any comments entered when the PO is created
also print in this area.
Working With Purchase Orders (4.1)                                     Page 108



4.1:   Working With Purchase Orders


Purchase orders may be generated in two ways, manually or automatically.


Manual Generation of Purchase Orders

A purchase order may be created manually using the Process Purchase Order
Routine. The user must enter all relevant data for the purchase order and then
specify each item to order and the order quantity.



Automatic Generation of Purchase Orders

Two routines are available which automatically place items on purchase orders.

* The Create POs from Inventory Routine places on POs all stock items which
  need to be replenished.

* The Create POs from Purchase Requisitions Routines places items from verified
  purchase requisitions on POs.


In both cases, the routines search through existing WORKING purchase orders for
the appropriate vendor, buyer, PO type and purchasing facility combination
in an attempt to consolidate orders.

For more information, refer to the documents titled "Create POs from Inventory"
and "Create POs from Purchase Requisitions."



Processing the Purchase Order

A purchase order created manually or automatically initially has a WORKING
status. After an authorized person has reviewed the PO and the quantity and
cost of each line item, he or she may verify the PO, indicating that it is
ready to be sent to the vendor. The PO status changes to OPEN.

As items are received from the vendor, your hospital can record the items
and quantity received. The PO status will change to COMPLETE if all lines are
received in full. If some, but not all, of the PO is received, the PO status
will change to BACKORDER.

Finally, if you are using MEDITECH's Accounts Payable application and the MM-AP
interface, you can reconcile receipts to invoices and send transactions to the
General Ledger application. (For more information, refer to the section titled
"Create GL Payables Accrual Batch", in the MM-AP User Manual and the Purchasing
GL Transactions section of this manual.)
Purchase Order Statuses (4.2)                                            Page 109



4.2:     Purchase Order Statuses


A purchase order may be in one of seven statuses. Each status is described
below.


   Status             Definition

  WORKING       Line items may be added to and deleted from the PO. The PO has
                not been verified because it is not yet ready to be sent to the
                vendor. It is considered to be in a draft stage.

  OPEN          The PO has been verified and sent to the vendor. The PO data
                that you may edit is limited (e.g., you may not delete a line
                item; you must cancel it).

  BACKORDER     At least one item on the PO has been received and at least one
                item is on backorder.

  COMPLETE       All of the items ordered have been fully received.

  CANCELLED      A PO with a status of WORKING has been cancelled.

  VOIDED         A PO with a status of OPEN has been cancelled.

  CLOSED         A PO with a status of BACKORDER has been cancelled.
Types of Purchase Orders (4.3)                                         Page 110



4.3:   Types of Purchase Orders


You can generate five different types of purchase orders.


                             Purchase Order Types




 PO Type                  Function

 PURCHASE        Order stock items for multiple inventories and/or order
                 items for departments

   RETURN        Return items received to the vendor (e.g., damaged goods,
                 overages)

  SERVICE        Request a service (e.g., maintenance, repair) from a vendor

INVENTORY        Order stock items for one inventory

  CAPITAL        Order capital equipment. Trade ins are allowed.



For each PO type (except RETURN which must be a REGULAR order type), you can
generate one of three order types:


                                   Order Types




 Order Type             Function

    REGULAR      A one time order for a unique set of line items and
                 quantities

   STANDING      An order for a predetermined set of line items and quantities,
                 which are scheduled to be delivered in regular intervals.
                 The quantity received with each shipment and the time between
                 shipments is constant. Each new edition of this type of
                 purchase order is automatically generated by the system.

    BLANKET      An order for a predetermined set of line items and quantities,
                 which are scheduled to be delivered as needed. The time
                 between shipments and quantities ordered may vary. New
                 editions of this type of purchase order must be generated
                 manually by a user.
Types of Purchase Orders (4.3)                                         Page 111



Return POs

Return POs have a few unique characteristics because they involve sending goods
back to the vendor, rather than receiving goods from the vendor.

As mentioned earlier in this section, return POs may only be regular orders,
and not standing or blanket orders. In addition, return POs are not
verified like other purchase orders; instead, they are either closed or
unclosed. (Refer to the section titled "Closing Return POs" for more
information.)

A return PO may be in one of three statuses: WORKING, BACKORDER, or COMPLETE.

When a return PO is first created, its status is WORKING. When it is closed,
its status to COMPLETE. If, however, a return PO is closed and there is not
enough goods in stock to cover the return, its status changes to BACKORDER.

The unique characteristics of standing and blanket orders are discussed in the
next section, titled "Standing and Blanket Orders".
Return POs Versus Negative Receiving (4.4)                                 Page 112



4.4:    Return POs Versus Negative Receiving


Items that were ordered and received may be returned to the vendor with a
RETURN PO or by entering a negative receipt (i.e. use the Receive option with a
negative quantity, e.g. -10). RETURN POs offer a number of advantages over
negative receiving. The RETURN PO, which is a separate PO from the PO on which
the item was received, may be printed and attached to the item. RETURN POs have
fields to record an authorization number and the reason for the return for each
item. These will print on the PO, as will the comment "(RETURN GOODS)" and the
original PO number. If you wish, you can create a completely different PO
format for RETURN POs to further differentiate them from non RETURN POs.

Another benefit of RETURN POs is that you can specify whether the returned item
needs to be exchanged. If an exchange item is not needed, the original PO will
be unaffected. However, if the item needs to be exchanged (perhaps it was
damaged in shipment) the system will automatically add the return quantity to
the original PO. If the original PO was COMPLETE, its status will change to
BACKORDER. When the exchange item arrives it can then be received on the
original PO. By processing a RETURN PO for an exchange item, you create a
document that can accompany the returned good AND edit the original PO in the
same step.

RETURN POs can handle restocking fees while negative receiving cannot. For a PO
department line item, enter the original cost less the restocking fee on the
RETURN PO. The expense account (from the PO line) will get credited for the net
amount entered, so the department is charged for the restocking fee. For
example, for a vendor that charges a 20 percent restocking fee, to return an
item that was purchased for $100.00, $80.00 would be entered as the cost on the
RETURN PO. Since the department originally was expensed for $100.00 but only
got $80.00 back on the return, they incurred a $20.00 restocking expense.

For a PO inventory line item, the RETURN PO would be processed in a similar
manner, only the restocking fee would be charged to the inventory's adjustment
expense account. The system will post a return adjustment (transaction type
radj) for the item's stock to account for the restocking fee. For the above
example, the stock transactions would be as follows:

                                    CLOSE
 DATE       TXN    QUANTITY & UM    QTY(PR)    EXT VAL USER


 10/14/99 Radj                                -20.0000 STD.DOC   PO # R00279
 10/14/99 RCP           -1 EA            0    -80.0000 STD.DOC   PO # R00279

With negative receiving, you may not change the cost at all, so a restocking
fee cannot be accommodated. In fact, for inventory line items, an item may only
be negative received if that PO line receipt is still in stock. For example,
assume that the following occurred:

                                   CLOSE
DATE       TXN    QUANTITY & UM     QTY(PR)   EXT VAL USER
Return POs Versus Negative Receiving (4.4)                             Page 113




10/14/99             0   PR        0                       OPENING QUANTITY
10/14/99 RCP        10   PR @10   10   100.0000 STD.DOC    PO # 000367
10/14/99 RCP        10   PR @15   20   150.0000 STD.DOC    PO # 000369
10/14/99 ISS        15   PR        5   175.0000 STD.DOC    01.3010

If you attempted to negative receive the item on PO 367, you would be flagged:

  Not enough left on this line's rcpts. A stock adjustment is necessary

This system's inventory accounting method is FIFO (First In, First Out), so the
current receipt is the 10 PR @15 for PO 369. In order to negative receive PO
367 you would have to return enough of what was issued to cover what needs to
be returned. For example, if you need to return 2 for PO 367 you would need to
return 7; 5 of the seven apply to PO 369 and 2 to PO 367. Rather than reverse
issues to allow for negative receiving, process a RETURN PO.

Do use negative receiving to correct receiving information that is incorrect.
For example, if 10 boxes (of 10 each) were received in the system, but only 10
eaches were physically received, you could either negative receive 10 boxes
and receive the correct amount, 10 eaches, or negative receive 90 eaches. While
you can change the cost of an item on a PO after it has been received, you may
opt to first negative receive it and then re-receive it at the correct cost.
Currently, the system does not send cost changes to GL after the month has
closed. Such changes are recorded in the Manual Adjustment column of the Cost
Change Report, so that they can be manually entered in GL. An alternative would
be to reverse the issue, negative receive, re-receive at the correct cost and
then re-issue at the correct cost. You must decide how such problems are to be
handled; using both methods to correct one problem will over correct, that is,
cause a new error.


Processing a RETURN type PO

RETURN POs have a few unique characteristics because they involve sending goods
back to the vendor, rather than receiving goods from the vendor.

RETURN POs may only be regular orders, and not standing or blanket orders. In
addition, RETURN POs are not verified like other purchase orders; instead, they
are either closed or unclosed. A return PO may be in one of three statuses,
WORKING, BACKORDER, or COMPLETE.

When a return PO is first created, its status is WORKING. When it is closed,
the system evaluates whether each line may be returned. Department lines may
always be returned. If the return quantity exceeds what was originally ordered
the system will warn

  Warning: Quantity exceeds receipts for return from PO.

but you may proceed. The same warning will appear for an inventory item if more
is being returned than is left in stock from THAT PO's receipt AND there is
sufficient stock on hand to allow the return. However, if there is insufficient
total QOH to meet the return, this message will appear:
Return POs Versus Negative Receiving (4.4)                             Page 114




  Line X Qty more than on hand in inventory or stock is inactive - skipped

In such a case, the PO status will change to BACKORDER. When there is
sufficient quantity on hand (perhaps a Department Return needed to be
processed), the Close/Unclose Return PO option of Process PO needs to be used
to close the PO to bring it to a COMPLETE status. Note the difference between
the RETURN PO requirements versus negative receiving. For the RETURN PO, you
must have in stock quantity on hand (QOH) to cover the return, but it may be
from ANY PO. For negative receiving, there must QOH to cover the return from
THAT PO.

If you need to edit the return quantity on a BACKORDER status PO, use the
Close/Unclose Return PO option (select UNCLOSE) to change the status to
WORKING, make your edit, then use the same option to close the PO again.


 Note: RETURN POs can be entered for an associated Return From PO (the original
       PO) or this field can be skipped. If it is skipped, exchanges are not
       supported and there will be no copying of information from the original
       PO. This document is written with the assumption that the Return From PO
       field is used.

Since the RETURN PO is a new PO number, to make its association with the
original PO apparent, we advise that the return PO number be entered manually
(i.e. do not enter "N" to get the next sequential PO number as you would do for
a non RETURN PO) as follows: substitute the first number of the original PO
with an "R" and then use the remainder of the original PO number. For example,
if the original PO number is 0010567, enter R010567 as the RETURN PO number.

For a WORKING status RETURN PO type with no line items, you can specify a
RETURN FROM PO for the return (at the Return From PO prompt in the Enter/Edit
PO routine in the Process Purchase Orders Routine). If you use purchasing
facilities, the system checks to see if the Return From PO is for the same
facility. However, you can enter Return From POs with different facilities.

When you select a Return From PO, the system transfers information from that PO
to the return PO. This information includes:

  buyer

  vendor number, name, and address

  FOB (Free-On-Board)

  vendor payment terms

  tax rate

You can edit all of this information except the vendor number. You can also
enter a free text description regarding the Return From PO.

On a RETURN PO, the system restricts the selection of lines available to those
Return POs Versus Negative Receiving (4.4)                             Page 115



on the Return From PO (at the Item prompt in the Enter/Edit Lines Routine).
After you select a line item, the system transfers the following information
from the line item of the Return From PO:

  item name, category, and descriptions

  vendor catalog number

  manufacturer and manufacturer catalog number

  tax code (if applicable)

  line inventory

  department

  expense object code (EOC)

  GL account

  item packaging and unit of purchase

  cost per unit of purchase


Transactions Generated by Closing a RETURN PO

As noted above, when a RETURN PO is closed, the system evaluates each line to
determine if it is eligible for closing. Department lines are always eligible;
inventory lines may only be returned if there is sufficient QOH in the
inventory to meet the return. The following applies to returned lines.

Both department and inventory lines on the RETURN become eligible for MM/AP
processing. Since the RETURN PO is closed and not received, there is no packing
list receipt to select in the MM/AP interface. Simply enter the value for the
return and if it is within allowable variances it will be approved. Since we
are returning goods to the vendor, the invoice is a credit memo (CRM) type
instead of an invoice (INV) type. The GL transactions are the opposite of when
the item was first received. The PO line GL account that was initially debited
is now credited and the liability account that was credited is now debited.

As with a non RETURN PO, false accruals my be eliminated with the Enter/Edit
External Offsets routine. Again, there will be no packing lists to match
against, just enter the line that needs to be offset and file.

Inventory line items will be processed in the MM/AP interface similar to
department line items. Inventory transactions will also be generated by the
close. A negative receipt will be posted for the item's stock, and if the
return value differs from current inventory value, a return adjustment (radj
transaction type) will be generated for the difference.
Standing and Blanket Orders (4.5)                                        Page 116



4.5:   Standing and Blanket Orders


Of the three PO order types (not to be confused with PO types), REGULAR is most
often used. The automatic PO creation routines, Create PO From Inventory and
Create PO From Req, create or augment REGULAR order type POs. A REGULAR order
type would also be used by a buyer to order items for immediate needs.

STANDING and BLANKET order types do offer some unique capabilities which can
help meet certain ordering requirements.

Standing

A STANDING order type PO automatically orders - and automatically receives
should you opt to do so - set quantities of items at regular intervals. When a
user first creates a STANDING PO, she must indicate how often delivery should
occur and how many times the PO will be issued. For example, if you want to
receive goods once a month for one year, then you would:

    * request a delivery every 30 days (enter 30 at the Days in Cycle
      prompt on the Enter/Edit Purchase Order Screen)

    * request a total of 12 issues (enter 12 at the # of Cycles prompt
      on the Enter/Edit Purchase Order Screen)

Each new issue of the PO is referred to as an edition. The time between
one edition and the next is known as a cycle. In the previous example, the
length of the cycle is 30 days and the total number of editions is 12.


Order Quantity

When a user enters line items for a STANDING PO, he must specify the order
quantity for the first shipment and for all subsequent editions. From these
values, the total number that will be ordered can be calculated. For example,
if the first shipment quantity is 10 and the quantity for the subsequent eleven
editions is also 10, the total quantity would be calculated as follows:

    10 + [10 x 11 (# of editions after the first shipment)] = 120 (Total)

When a new edition of the standing PO is generated, the order quantity defaults
to the quantity defined for subsequent editions (e.g., 10), but may be edited.


Processing the PO

Like a REGULAR order, a STANDING order initially has a status of WORKING. When
the PO is ready to be sent to the vendor, an authorized user verifies the PO,
and its status changes to OPEN.

The first cycle is started on the order date and is considered complete when
the expected delivery date is reached. The second cycle is started when the
Standing and Blanket Orders (4.5)                                         Page 117



first delivery date is reached. The delivery date of the second cycle is
determined by adding the number of days in the cycle to the delivery date of
the previous shipment. For example, if the first delivery date is 05/15/99,
and the number of days in the cycle is 30, then the delivery date of the next
edition is 06/15/99.

Future editions of the PO are generated automatically by the system via the
Midnight Run. The Midnight Run occurs when the first user signs on to MM that
day. Unlike the first edition, you do not have to verify future editions
because the entire PO is already considered verified.

To print a new edition of a STANDING order, use the Print Purchase Order
Changes Routine.


Editing the Quantity and Cost on New Editions

You can edit the current order quantity for a line item on a STANDING order by
editing the Cur Ord Qty value. If you do so, only the current edition of the PO
is affected. To edit the quantity for future editions, edit the Qty Per Ord
value.

You can also edit the cost of a line item. However, doing so affects not only
the cost of the current edition, but also the price of all previous receipts
and future editions. If you do not want a retroactive price adjustment, enter
the line item with a changed price as a new line item, and then receive against
that line item. Afterwards, cancel any remaining on order quantity for the
original line item and edit the "Tot Ord Qty" field so it matches the total of
what has been received and cancelled.


Terminating the PO

After items have been received against the PO, its status changes to BACKORDER.
If the PO completes all cycles and all lines are completely received, the PO
will go to COMPLETE status. However, if you need to terminate the PO prior to
this, do the following:

 1. Resolve all lines with an On Order value by receiving or cancelling them
    (use the Cancel PO option of Process Purchase Orders to cancel lines).

 2. Edit each line item so that the "Tot Ord Qty" value equals the "Qty
    Ordered" value.

The new PO status will depend on whether, for any line, there were receipts
and/or cancelled quantities. If there was at least one receipt and one
cancelled quantity, the status will go to CLOSED. If there was at least one
cancelled quantity and there are no receipts, the status will go to VOIDED. If
there were no cancellations the status will go to COMPLETE.
Standing and Blanket Orders (4.5)                                      Page 118



Considerations when using STANDING order type POs

As noted above, changing the cost of a line item or terminating the PO prior to
all cycles being completed requires some work. Also, if shipments come in
earlier than expected, they can not be received that day. For example, if a PO
calls for a shipment every 30 days, if the 30th day falls on a weekend, the
vendor might opt to deliver it on Friday. In such a case, it would not be
possible to receive on the PO because the edition would not have been created.
To avoid such a situation, the cycle can be set to 28 days. New editions will
be created on the same day, which you can set as a weekday. The receive date
will move up each month, but you will always have an order amount for which to
receive.

If you do receive for an edition that has not been generated (the system will
warn you that your receipt is greater than what is on order, but it will let
you proceed), the receipt will NOT count towards the next edition(s). For the
previous example, receiving an item on Friday that will not be ordered until
Saturday will NOT prevent the item from being ordered on Saturday.

If an item's stock has its Stock Dictionary field "Standing/Blanket Order
Item?" answered Y, it will not be considered for replenishment by the Create PO
From Inventory routine.

Finally, if you are thinking of using a STANDING order type PO to avail
yourself of automatic receiving, consider that the AP application has a
recurring invoice capability that is well suited to handle monthly service
contract fees, subscriptions, or other orders that do not involve actual
physical receipt of goods. To use the automatic receiving capability for
goods that are physically received by MM personnel could cause
inventory/expensing integrity problems.

Given these challenges, you may want to explore some of the alternatives.
BLANKET order type POs, described below, place order limits on each edition and
the PO as a whole, but allow flexibility on how much can be ordered each time
and how often it can be ordered. Stocked items typically are replenished by the
Create PO From Inventory routine. End users can pull in frequently ordered
non stock items from a non stock requisition to a purchase or combined
requisition. The purchase requisitions can then be pulled onto POs with the
Create PO From Req routine. The Copy Lines option on the Process Purchase Order
can be used every month to pull in the lines from last month's PO, and edits
can be then be made.

Blanket

The chief use of a BLANKET order type PO is when the vendor needs the PO number
for a certain group of items to remain the same for a certain period of time.
An example of this would be lab reagents. A vendor may make a batch for use by
your health care organization and allow you to order portions of it at a time.
In order to get the same batch you need to use the same PO. This will save time
and money by obviating the calibration of equipment for each new shipment.

Why not include the full batch amount in REGULAR type PO and then partially
receive it as needed? First, this would only work for a phone order where you
Standing and Blanket Orders (4.5)                                      Page 119



called in one quantity while the quantity on the system was a different, larger
amount. A PO transmitted by fax or EDI would need to specify what was needed
at that time. Second, if the PO had many line items set up for the full batch
amount, but you called in only a few lines, the receiving document would
include all lines; with a BLANKET order only the edition lines would appear.
Third, your vendor performance would skew, since it would appear that the
vendor is tardy for goods that in fact have not really been ordered.

Why not include just the portion of the batch you need on a REGULAR order type
PO, and then increment it each time you need more? This would be somewhat
better than the previous alternative, but the only place to record on line the
total quantity of the batch would be a line comment. The quantity limit that
can be set for a line item on a BLANKET order type PO will generate a warning
flag if it is exceeded. The dollar limit per order and dollar limit for the PO
will generate warnings, and they will be enforced.


Order Quantity

When a user enters a line item for a BLANKET order, she must specify the order
quantity for the first shipment and the total quantity to order for all
editions of the PO. When a new edition of the PO is generated, the quantity to
order defaults to the quantity ordered for the previous edition, but may be
edited. The only exception to this is if that value plus the quantity ordered
so far would exceed the total quantity to order for the BLANKET PO. In that
case, the order quantity would default to the total quantity to order minus the
quantity ordered so far.

For example, suppose the total order quantity is 100, 85 units have been
received so far, and 20 units were ordered on the last edition. The order
quantity on the next edition would normally default to the quantity ordered on
the previous edition (i.e., 20). In this case, however, the quantity would
default to 15, not 20, because the 85 received plus an additional order of 20
would exceed the 100 units ordered. If a user edited the 15 and entered a
higher quantity, a warning would appear on the screen, but the user would not
be prevented from ordering that quantity. However. if the extra quantity caused
the "$ Per Order" limit to be exceeded, the user would not be able to file that
quantity.


Processing the PO

Like a REGULAR order, a BLANKET order initially has a status of WORKING. When
the PO is ready to be sent to the vendor, an authorized user verifies the PO,
and its status changes to OPEN.

New editions of the PO must be generated manually using the Blanket Orders
routine in the Purchasing & Receiving menu. Users can edit the quantity ordered
but not the cost of the items. Editing the item cost can only be done in the
Process Purchase Order and Cost/Qty Change routines. However, an edit to an
item's cost affects not only the cost of the current edition but also the cost
of all previous receipts and future editions. If you do not want a retroactive
cost adjustment, enter the line item with a changed cost as a new line item at
Standing and Blanket Orders (4.5)                                      Page 120



the new cost, and then receive against that line item. (Afterwards, cancel the
quantity of the original line.)

New editions of the PO do not have to be verified because the entire PO is
already considered verified. New editions of the PO may be generated,
regardless of whether any receipts have been recorded for it. To print a new
edition of a BLANKET order, use the Print Purchase Order Changes Routine.

After items have been received against the PO, its status changes to BACKORDER.
The status only changes to COMPLETE after the Tot Ord Qty for all lines has
either been received or cancelled.

(See also the Blanket Orders document, in MM User Manual, Volume 2.)
Purchasing GL Transactions (4.6)                                       Page 121



4.6:   Purchasing GL Transactions


 Note: This document applies to sites that also have MEDITECH's Accounts
       Payable (AP) and General Ledger (GL) applications AND use the MM/AP
       interface. If the MM/AP interface is not used, receipt generated GL
       activity needs to pass to GL directly from the AP application that is
       being used.

When is GL Activity Generated for POs?

No GL activity is generated when a PO is verified.

No GL activity is initially generated when a PO is received.

All PO receipts will be recognized in GL each month in one of two possible
ways:

  a. The receipt is successfully matched to an invoice and passed to AP. From
     AP the activity is passed to GL. This occurs during the month as MM/AP
     interface processing is done.

  b. Any receipts that were received on or after the Accrual Start Date that
     have not been successfully matched with an invoice and passed to AP will
     be captured in the GL Payables Accrual Batch. The Create GL Payables
     Accrual Batch, which is located in the Accounts Payable Interface menu, is
     processed by a user at month end. The Accrual Start Date is defined in the
     MM Toolbox; contact your consultant if it needs to be changed.

The debit side of the GL transaction is identical for both choices. Each PO
line has an associated GL account, such as the following:

    * GL asset account (for stock purchases)

    * GL capital asset account (for capital equipment purchases)

    * GL expense account (for department purchases)

    * GL liability account (for fund accounting)

The credit side of the GL transaction varies as follows:

  a. When the receipt is successfully matched with an invoice and passed to AP,
     the PO's vendor's bank's liability account is credited.

  b. When the receipt is included in the accrual batch, the Gross Accrual
     Offset Expression (defined in the MM parameters) is credited for the gross
     amount. The Tax Accrual Offset Expression (also defined in the MM
     parameters) is credited with the tax amount.

Items that are returned to the vendor by a RETURN type PO or are negative
received have the debits and credits reversed. For example, for an inventory
Purchasing GL Transactions (4.6)                                      Page 122



line item, the PO's asset account would be credited and one of the liability
accounts that are described immediately above will get credited. The return
receipt must be matched to a Credit Memo type invoice and passed to AP (you
returned something so now the vendor owes you money) or if it is not matched by
month end the accrual offset account(s) will be debited.
Process Purchase Order (4.7)                                           Page 123



4.7:   Process Purchase Order


The Process Purchase Order routine consists of several options which allow you
to perform various purchase order activities, including:

    * Manually creating a PO and entering line items

    * Verifying and printing a PO

    * Closing and unclosing a return type PO

    * Receiving all items on a PO

    * Printing both a Receiving Document and a Receiving Report

    * Cancelling the PO

    * Deleting line items from the PO

    * Copying line items from previous POs

    * Print PO changes

    * Enter/Edit Multiple Lines

    * Managing EDI Queue for PO and print EDI Acknowledgements


Related Routines

    * Create POs from Inventory - creates new (or augments WORKING) POs
      when stocks in an inventory need to be replenished

    * Create POs from Purchase Requisitions - creates new (or augments WORKING)
      POs according to verified purchase requisition requirements

    * Purchase Order Inquiry - lists PO data in several formats


The standard Materials Management Purchasing and Receiving Menu also provides
several routines which perform the same or similar activities as the
options included in this routine. For example, a routine is available
which allows you to verify multiple purchase orders, and another routine allows
you to receive a partial shipment on a PO.

Lastly, several standard purchase order reports are available for tracking PO
data. These reports are documented MM User Manual, Volume 2. That manual, which
is available on line in the NPR application, also incudes extensive
documentation on purchasing.
Process Purchase Order (4.7)                                           Page 124



+--------------------------------------------------------------------------------------------+
|                                M/M Process Purchase Orders                                 |
|============================================================================================|
|Purchase Order                                                                              |
|Vendor                                                                                      |
|Purch Facility                    - Standing Order -            - PO Activity -             |
|AP Database                     Auto Receive                 Last Rcpt                      |
|Type of PO                      Days in Cycle                Last Line                      |
|Return for PO                   # of Cycles                  Verified                       |
|Inventory                       # of Cycle Comp.             Last EDI Type                  |
|Type of Order                     - Blanket Order -           Last EDI Date                 |
|Confirm Date                    Exp. Date                                                   |
|Next Deliv                      $ Per Order                  EDI Pgm                        |
|Buyer                           $ for PO                     Auth. #                        |
|PO Total                                                                                    |
|                                                                                            |
|                   - Purchase Order Options -                                               |
|Select                                       Effective Date                                 |
|                                                                                            |
|1) Enter/Edit PO                             8) Cancel PO                                   |
|2) Enter/Edit Line Items                     9) Close/Unclose Return PO    C/U              |
|3) Verify PO                                10) Print PO Changes          From              |
|4) Print PO                                 11) Delete a Line             Thru              |
|5) Print Receiving Document                 12) Manage EDI Queue for PO                     |
|6) Receive PO                               13) Print EDI Acknowledgement Ack               |
|7) Print Receiving Report                   14) Convert PO to ITC     Tax Code              |
|   Packing List                             15) Copy Lines                                  |
|                                            16) Enter/Edit Multiple Lines                   |
+--------------------------------------------------------------------------------------------+


 Note: Most of the fields that display in the top portion of the Process
       Purchase Order screen are entered in the Enter/Edit Purchase Orders
       screen (option 1 on the Process Purchase Order screen). Those fields are
       documented in the Enter/Edit Purchase Orders document. Fields that only
       apply to the Process Purchase Order screen, or if they warrant further
       explanation, are:

Purchase Order

To create a new purchase order, enter N. The system assigns the next
available PO number.

To perform an activity for an existing PO, enter the number of that PO.

A Lookup of Purchase Orders on file (by order date) is available. For more
information about the PO Lookup, please refer to the "Identifying Purchase
Orders" section of the MM User Manual, Volume 2.

When you select an existing PO, information is displayed in the top portion of
Process Purchase Order (4.7)                                           Page 125



the screen as appropriate for that type of PO.


Select?

If this is a new purchase order, 1 appears. To enter purchase order data,
press <Enter>. (You must do this before you can perform any other activities
for the PO.)

If this is an existing PO, indicate the type of activity you want to perform
by entering one of the following numbers:

     Option                     Use To:

 1. Enter/Edit PO     Enter general information about the PO such as the PO
                      type, order type, buyer and vendor. You may not perform
                      any other activities for a new PO until you have entered
                      all relevant data for it using this option.

 2. Enter/Edit Line    Specify which items are being purchased, the cost and
    Items              quantity, and the receiving inventory or department.

 3. Verify PO         Approve all line items on a purchase order with a status
                      of WORKING, indicating that it is ready to be sent to
                      the vendor. The status changes to OPEN.

 4. Print PO          Print a hardcopy of the purchase order which may be
                      mailed to the vendor. You may also fax, spool or
                      download the PO by using the keywords FAX, SPOOL or
                      DOWNLOAD at the "Print On:" prompt.

 5. Print Receiving   Print a list of all line items on an OPEN or BACKORDER
    Document          PO. This list may be used as both a worksheet to
                      manually record the receipt of items and an audit trail
                      if a discrepancy with the count occurs.

 6. Receive PO        Receive items on OPEN or BACKORDER status POs. The
                      functionality of this option is determined by the user's
                      MM Access Dictionary, Receiving Screen value. If it is
                      RCV STANDARD, using this routine will receive all lines
                      on the PO that have quantity left on order and the PO
                      will be brought to COMPLETE status. If it is any other
                      receiving screen (RCV MULT, etc.), the user will be
                      brought to that screen.


 7. Print Receiving    Print a report of all items received on the PO or just
    Report             items received on selected packing lists.

 8. Cancel PO          Cancel a PO with a status of WORKING, OPEN or
Process Purchase Order (4.7)                                               Page 126



                        BACKORDER that is not a RETURN type of PO.

 9. Close/Unclose       After line items are entered for a RETURN type of PO,
                        close it to indicate that eligible items have been
                        returned to the vendor.

10. Print PO Changes    Print any edits to line item cost or quantity which were
                        entered for a verified PO, or print the most recent
                        edition of a standing or blanket order.

11. Delete a Line       Delete a line item from a PO with a status of WORKING.

12. Manage EDI Queue    Place the PO in a queue for electronic transmission to
    For PO              the vendor or remove it from the queue.

13. Print EDI           Print a vendor's acknowledgment of an EDI transmission.
    Acknowledgment

14. Convert PO to ITC   Convert a purchase order to ITC (Item Tax Code).

15. Copy Lines          Use this routine to copy PO lines to another PO.

16. Enter/Edit          Use this routine to enter multiple PO lines at one time
    Multiple Lines      on a PO.


Last Rcpt

The latest date on which a receipt was made for the PO.


Last Line

The last line on the PO. This does not include consignment issue lines.


Verified

The date the PO was verified.


Last EDI Type

If an EDI transaction was processed for the PO, its type will appear here. The
types are:

  SENT - for PO information sent to the vendor

  ACK - for acknowledgement of the PO sent from the vendor to MEDITECH
Process Purchase Order (4.7)                                            Page 127



 Note: Not all EDI programs are set up to upload ackowledgements to MEDITECH
       MM. A PC based EDI will call for MEDITECH MM PO information to
       download to a PC and from there it will be sent to the vendor. The
       vendor acknowledgement would then flow back to the PC. Whether it is
       then uploaded from the PC to MEDITECH MM depends on the vendor and EDI
       program.


Last EDI Date

The date of the latest EDI transaction.


Effective Date

The cursor stops at this prompt when you perform one of the following
activities for a PO:

                      *   Verify the PO
                      *   Receive the Entire PO
                      *   Cancel the PO
                      *   Close or Unclose a Return PO

Today's date appears. If this is the date for which you want to record this
activity, press <Enter>. If you want to record this activity for an earlier
date, delete today's date and enter a different date using standard date
format. You may not enter a future date.

The verification date, first receipt date, transaction date, and activity date
of a PO may be used as sort and selection factors on Purchase Order compiled
reports.

In addition, a vendor's payment terms may be based on the receipt date.


Packing List

If you are RECEIVING a PO, do one of the following:

* Enter the number of the packing list enclosed with the order using up to 20
  characters.

* If there is no packing list with this delivery, enter N and a system
  generated packing list number will be assigned to the PO. The system
  generated packing list number consists of today's date followed by three
  numbers, starting with 001. The number is increased by one for each new
  system generated packing list. For example: 05/05/99-002

* If this is a BACKORDERED PO, you may either select any packing list
  previously entered for the PO, or enter a new packing list number.
Process Purchase Order (4.7)                                               Page 128




  Lookup:   Packing Lists previously entered for the PO

The packing list helps to identify the shipment. It will be used by the MM/AP
routine to match invoices to receipts.

If you are printing a Receiving Report, ALL appears. To print the receiving
report for items received in all shipments, press <Enter>. To print the
receiving report for items received in one shipment, delete ALL and enter
the number of the packing list for that shipment.

Lookup:   Packing Lists previously entered for the PO.


Close/Unclose Return PO    C/U

For POs whose Type of PO is RETURN:

* If this PO has a status of WORKING, "CLOSE" appears.    Press <Enter> to close
  the PO.

* If this PO has a status of COMPLETE, "UNCLOSE" appears.    Press <Enter> to
  unclose the PO.


Print PO Changes From

BEGINNING appears. To print changes starting with the earliest recorded
change, press <Enter>.

To print changes starting with a specific date, delete BEGINNING and enter
that date using standard date format.


Print PO Changes Thru

END appears.   To print changes through the latest change on file, press
<Enter>.

To print changes through a specific date, delete END and enter that date
using standard date format.


Ack

The most recent EDI vendor acknowledgement number appears. To print that
acknowledgement, press <Enter>. To print an earlier acknowledgement, delete the
default number and perform a Lookup to obtain a list of the other existing EDI
acknowledgements.
Process Purchase Order (4.7)                                             Page 129



Tax Code

The cursor will only stop at this field if the user chooses option 14,
Convert PO to ITC and the following conditions are met:

 a. your tax method, which is defined in the MIS parameters, is set to ITC
    (Item Tax Code)

 b. the PO's tax method is not ITC (i.e. when the PO was created the tax method
    was not ITC).

 c. if conditions a and b are met the system will prompt: "Get Tax Codes from
    Item Dictionary?". If you answer Y, the PO will be updated with tax codes
    from the Item Dictionary and the cursor will not move to the Tax Code
    field. If you answer N, the cursor will move to this field. All taxable
    line items on the PO will be updated with the tax information associated
    with the tax code you enter. Tax code information is defined in the MIS Tax
    Codes dictionary, which is in the MIS GL Other Dictionaries Menu.
Enter/Edit PO (4.7.1)                                                  Page 130



4.7.1:   Enter/Edit PO


Use this option to enter general purchase order information.

Screen 1

+--------------------------------------------------------------------------------------------+
|                               M/M Enter/Edit Purchase Orders                               |
|============================================================================================|
|PO                             Purchase Facility                 AP Database                |
|                                                                                            |
|Type of PO                     Order Date                        Standing Orders            |
|Return From PO                 Confirm Date                Auto Receive                     |
|Inventory                      Ok to Prepay                Days In Cycle                    |
|Type of Order                  Buyer                       # Cycles                         |
|Deliv/Return                                               # Cycles Done                    |
|                                                                                            |
|Vendor                                                           Blanket Orders             |
|Name                                                       Exp. Date                        |
|          >                                                $ Per Order                      |
|Address                                                    $ for PO                         |
|          >                                                                                 |
|          >                                            Sales Tax %                          |
|Terms                                                  EDI Program                          |
|FOB                                                    Ship Via                             |
|Our Acct #                                             Send new editions                    |
|                                                       of PO via EDI?                       |
|     Contact Name        Phone                 Comment                                      |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|      Comment                                                                    Appears on |
|                                                                                            |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


PO

The number and status of the PO are displayed.

Please refer to MM User Manual, Volume 2, section "Purchase Order Statuses" for
information on PO statuses.


Purchase Facility

If the MM "Use Purchasing Facilities?" parameter is set to Y, the prompt "Purch
Enter/Edit PO (4.7.1)                                                    Page 131



Facility" and the PO's purchasing facility will appear. If the MM "Use
Purchasing Facilities?" parameter is set to N, nothing will appear.

The MM "Use Purchasing Facilities?" parameter determines whether a site has
opted to allow multiple purchasing facilities to be created. Multiple
facilities allow one MM application to differentiate by facility the following:
addresses, tax exempt information, PO formats, and vendor account numbers.
Facilities may be linked to corporations and restricted to specific users.

Even if your site has answered the MM "Use Purchasing Facilities?" parameter N,
a default purchasing facility will exist and it will be used for all POs.
Changes to the PO addresses may be made in the Purchasing Facility dictionary
for the default purchasing facility.

If your user mnemonic has not been entered as an authorized user for the
facility you enter, the following message appears:

    "You do not have access to this purchasing facility."

You must choose a purchasing facility for which you have access before you can
proceed, as this is a required field.

 Note: Purchasing facilities are NOT the same as MIS/Admission facilities.


AP Database

If the MM "Use Purchasing Facilities?" parameter is set to Y, the prompt "AP
Database" and the AP database specified in the Purchasing Facility Dictionary
appear. If the MM "Use Purchasing Facilities?" parameter is set to N, nothing
will appear. The AP database is used by the EDI invoicing program to determine
the AP database to which invoices should be sent.

The database that defaults may be edited. It is a required field if the MM "Use
Purchasing Facilities?" parameter is set to Y.



Type of PO

The cursor only stops at this prompt if you are creating a new PO or if you are
editing a PO with no line items.

PURCHASE appears. You may accept this by pressing <Enter>, or delete it and key
in the first letter of one of the four other types of PO.

- PO Type Definitions -

 PURCHASE - An order for items for various inventories and/or departments
Enter/Edit PO (4.7.1)                                                    Page 132



   RETURN - An order returning merchandise to a vendor

  SERVICE - An order for services to be performed (e.g., maintenance) for
            selected departments

INVENTORY - An order for stock items for one selected inventory

  CAPITAL - An order for capital equipment


Return From PO

For WORKING status RETURN POs with no line items, you can identify a PO for the
return.

A Lookup of non-WORKING status Purchase Orders on file (by order date) is
available.

When you identify a Return From PO at this prompt, the system transfers the
following information to the Return PO:

  buyer

  vendor number, name, address, account number and contact information

  terms

  FOB (Free-On-Board)

  tax rate

The buyer, FOB, terms and tax rate may be edited. The vendor number and its
associated information (name, address, account number and contact information)
cannot be edited.


Inventory

The cursor only stops at this prompt if you are creating or editing an
INVENTORY type PO.

Enter the mnemonic of the inventory for which you are creating this
purchase order.

Lookup: Inventory Dictionary

All line items ordered on this PO must be in this inventory (as defined in the
Stock Dictionary).
Enter/Edit PO (4.7.1)                                                     Page 133



Type of Order

The cursor only stops at this prompt if you are creating a new PO or editing a
PO with no line items.

REGULAR appears. Either accept this by pressing <Enter> or delete it and enter
one of the other order type choices, STANDING or BLANKET. Please refer to the
"Standing and Blanket Orders" and "Blanket Orders" documents for further
information on order types.


Deliv/Return

Enter the date on which your health care organization expects items on the PO
to be delivered. For return POs, enter the date on which you expect the vendor
to receive the returned items. You may not enter a date earlier than today.

This date helps to track a vendor's performance (e.g., percent of items
received on time) on the Vendor Performance Report.

For standing orders, the Days in Cycle number is added to this date to
determine the delivery date of the next edition of the PO.

 Note: For a REGULAR order type, if you intend to go with the default values
       for the fields in the next column (Order Date, Confirm Date, etc.)
       rather than pressing <Enter> to file the date and entering through each
       field in the next column, press <Page Down> twice to bring the cursor to
       the Vendor field. For an INVENTORY Type of PO, if you want to have the
       system pull in the Buyer from the Inventory Dictionary (rather than the
       user entering the PO, which is what defaults), you would need to enter
       through the Buyer field rather than page down past it.



Order Date

For a new purchase order, today's date appears. If this is the correct order
date for the PO, press <Enter>. If this is not the correct order date, delete
today's date and enter the correct date using standard date format.

For an existing purchase order, the order date previously recorded appears.
If this is the correct order date, press <Enter>. If not, delete it and enter
the correct date.

On a purchase order Lookup, purchase orders are displayed in chronological
order from the earliest order date through the most recent order date.
Enter/Edit PO (4.7.1)                                                    Page 134



Confirm Date

For a new purchase order, today's date appears. If that is the date on
which the order and prices are confirmed by the vendor, press <Enter>. If
that is not the confirmation date, delete the date displayed and either enter
the correct date or press <Enter>.

For an existing purchase order, the confirmation date recorded earlier
appears, but may be edited.


OK to Prepay

N appears. If you want to prevent paying an invoice in the MM/AP interface when
there are no receipts for the PO, press <Enter>.

If you want the ability to approve invoices for this PO when there are no
receipts for the PO, delete N and enter Y.


Buyer

For a new PO, one of the following appears but may be edited:

  For a PURCHASE, RETURN, SERVICE or CAPITAL PO, the mnemonic of the user who
  signed on appears.

  For an INVENTORY PO, the mnemonic of the user who signed on initially
  appears. However, if the cursor stops at this field, if there is a default
  buyer defined for the inventory in the Inventory Dictionary, it will replace
  the initial buyer.

Lookup: MIS User Dictionary

For an existing PO, the mnemonic of the buyer recorded for the PO appears but
may be edited.


------ Standing Orders -------

The next four fields only apply to STANDING Type of Order POs.

Auto Receive:

The Midnight Run that generates the order quantities for the new edition of the
PO will also automatically receive them if this field is set to Y. The Midnight
Run is started when the first user signs onto the MM application that day. The
default value is N because in most situations you would not want the system to
automatically receive what has just been ordered.
Enter/Edit PO (4.7.1)                                                    Page 135



Please refer to the "Standing and Blanket Orders" document for further
information on STANDING order type POs.


Days In Cycle

Enter the number of days you want the system to add to the delivery date to
determine when the next edition of this PO will be issued. For example, if
you want to order items weekly, enter 7.

This number determines how often new editions of the PO are issued.


# Cycles

Enter the number of times that this PO will be issued.

This number will default as the Tot Ord Qty as each line is being entered, but
it may be edited. Once the line is created, editing this field will NOT update
the Tot Ord Qty for each line. If you wish to terminate a PO prior to it
reaching the original Tot Ord Qty values, you must edit the Tot Ord Qty value
for each line so that it equals the Qty Ordered.


# Cycles Done

The number of cycles completed (i.e., the number of times this PO has been
issued) is displayed.


----- Vendor Data -----

Vendor

Enter the number, mnemonic, or name (if less than 12 characters) of the vendor
to which this PO is being sent.

 Note: If this vendor has its Block Activity field set to Y in the vendor
       dictionary, you will not be able to create a purchase order.

A Lookup to the Vendor Dictionary is available. For full details on the Lookup
feature, please refer to the "Identifying Vendors" section of the MM User
Manual, Volume 2, Purchasing.

When you enter line items for this purchase order, a message appears if this
vendor is not identified as a supplier of an item (in the Item Dictionary), and
you are given the opportunity to add this vendor for the item.

 Note: If you discover you entered the wrong vendor for a PO after you invested
       time entering lines, cancel the incorrect PO, create a new one for the
Enter/Edit PO (4.7.1)                                                   Page 136



        correct vendor, then use the Copy Lines option to copy lines from the
        incorrect PO to the new PO.

Miscellaneous Vendors

One or more miscellaneous vendors may be set up to handle vendors which you
prefer not to define in the Vendor Dictionary. You might not want to set up a
vendor in the Vendor Dictionary if you thought you were only going to order
from them once for a small amount (US sites, please see CAUTION below). A
miscellaneous vendor is set up in the Vendor Dictionary with the "Misc?" field
answered Y and the name, address and terms fields left blank. Therefore, when
such a vendor is selected for a PO, the user must enter the vendor name,
address, terms, etc. at the appropriate prompts.

 CAUTION: US sites are responsible for generating 1099s for all vendors that
          are paid over a certain amount. So unless you are certain that the
          vendor will not be paid over this amount, do not use a miscellaneous
          vendor.


Name

If you selected a miscellaneous vendor at the previous prompt, the cursor stops
at this prompt so that you may enter up to two lines of the vendor name, 35
characters per line. You must enter at least one line of the name.

If you did not select a miscellaneous vendor, the vendor name (defined in the
Vendor Dictionary )appears.


Address

If this PO is for a miscellaneous vendor, the cursor stops at this prompt so
that you may enter up to three lines of the vendor address, 35 characters per
line. You must enter at least one line of the address.

If this PO is not for a miscellaneous vendor, the vendor address defined in the
MIS Vendor Dictionary appears.


Terms

The payment terms defined for this vendor (in the Vendor Dictionary) appear.
If these are the correct payment terms, press <Enter>. If these are not the
correct payment terms, delete the default response and enter the correct terms.

The payment terms determine how a default payment schedule is calculated for
the invoices from this PO. You cannot pay a vendor unless you set up payment
terms.
Enter/Edit PO (4.7.1)                                                  Page 137



Defining Payment Terms

Instructions for specifying payment terms are provided in the MM Dictionary
Guide, in the section titled "The Enter/Edit MIS Vendor Dictionary Routine."
You should pay special attention to the arrangement and spacing of the terms.
System messages will appear if you make any errors.


FOB

The "Free-on-Board" point defined for the vendor (in the Vendor Dictionary)
appears. If this is the correct FOB, press <Enter>. If not, delete the
default response and enter the correct FOB using up to 35 characters.

The FOB prints on a purchase order, and appears on the screen during the MM/AP
Interface routines.

The FOB is the point (location) at which the responsiblity for goods in transit
passes from the vendor to your health care organization.


Our Acct #

The vendor account number is displayed. The system will default in the Account
Number value set for the PO's vendor for the PO's facility if it exists. If
there is no account number defined for the vendor in the Purchasing Facility
Dictionary, the system will default in the Our Acc # value defined for the
vendor in the Vendor Dictionary. If there is no value in either place, nothing
will default.


-------- Blanket Orders --------

The next three fields only apply to BLANKET Type of Order POs.

Exp. Date

Enter the expiration date of the PO. In the Blanket Orders routine (in the
Purchasing & Receiving menu) if a PO is entered on a date which is greater than
that PO's expiration date, the following will appear:

  Purchase order expired.   Are you sure?

If you answer Y then you may proceed. However, the effective date for the
edition cannot be greater than the expiration date. This warning will appear
and it will be enforced:

  Date is past expiration date for PO (<expiration date>).
Enter/Edit PO (4.7.1)                                                  Page 138



$ Per Order

Enter the maximum dollar amount for editions created with the Blanket Orders
routine in the Purchasing & Receiving menu. The edition cannot be filed until
it is edited so that it is no longer over the limit.

When the BLANKET Type of PO is first created in the Process Purchase Order
routine, if the initial edition exceeds this limit a warning will appear but it
will not be enforced.


$ for PO

Enter the maximum dollar limit for all editions combined. This limit will be
enforced both in the Blanket Orders routine and in the Process Purchase Order
routine.


Sales Tax %

This prompt only appears if the tax method (set up in the MIS Parameters) is
set to VR (Vendor Rate).

The tax rate defined for the vendor (in the Vendor Dictionary) defaults but may
be edited.

To edit, use an NN.N format. For example, if the sales tax is 5%, you would
enter 5 rather than 0.05.

This rate is used to calculate the tax for taxable items on the PO.


EDI Program

The cursor only stops at this prompt if your health care organization has the
Electronic Data Interchange (EDI) Option, which allows you to send POs
electronically to the vendor.

The EDI program defined for the vendor (in the Vendor Dictionary) defaults but
may be edited.

Lookup:    EDI Program Dictionary

The EDI program determines how a purchase order will be transmitted
electronically to a vendor.


Ship Via

Enter the method of shipment for this PO using up to 10 characters.
Enter/Edit PO (4.7.1)                                                   Page 139



Send new editions of PO via EDI?

The cursor only stops at this prompt if:

    * your health care organization has the EDI Option

    * this is a STANDING or BLANKET Type of Order

    * an EDI program is identified for this PO earlier on this screen


To automatically send new editions of this PO to the vendor via EDI, enter Y.
If you do not want to automatically send new editions of this PO to the vendor,
enter N.


Contact Name

The first two contact names from the MM Vendor Dictionary appear. To see
further contact names, bring the cursor to the contact number field and either
press <Enter> or the down arrow.

The Vendor Dictionary is used by the Materials Management, Accounts Payable and
Fixed Assets applications. It actually resides in MIS. The contact information
that displays here is what has been entered in the Vendor Dictionary contact
fields by a user entering the Vendor Dictionary from the MM application.
Different contact information can be set up for AP users by accessing the
Vendor Dictionary from the AP application; such contact information will not
appear here.


Phone

The MM Contact phone numbers from the Vendor Dictionary display.


Comment (for Contact)

The MM Contact Comment information from the Vendor Dictionary displays.


COMMENT NO: Enter the number of the comment on the PO.


Comment

Enter any additional information or comments about this purchase order using up
to 75 characters of free text. You can enter as many comments as you like. You
can select an entry from the Comment Dictionary by entering # or C\ followed by
the mnemonic of the comment.
Enter/Edit PO (4.7.1)                                                  Page 140




Lookup:   Comment Dictionary (enter # or C\ and press <Lookup>)

If a Comment Dictionary entry is selected, the # sign and the comment mnemonic
will appear on the screen, but the full text of the comment will print.

These comments can be printed on the purchase order or the Receiving Document
or both. The location where a comment prints is determined at the next prompt.


Appears on

ALL appears. To print the comment on both the purchase order and the
Receiving Document, press <Enter>.

To only print the comment on the purchase order, delete ALL and enter PO.

To only print the comment on the Receiving Document, delete ALL and enter REC.
Enter/Edit PO (4.7.1)                                                  Page 141



Screen 2

+--------------------------------------------------------------------------------------------+
|                               M/M Enter/Edit Purchase Orders                               |
|============================================================================================|
|                                                                                            |
|Purchase Order                                                    Type of PO                |
|Vendor                                                            Inventory                 |
|                                                                  Purch Fac                 |
|                                                                                            |
|         Offsite/Alternate Delivery Address                                                 |
|Line 1                                           Authorization #                            |
|     2                                                                                      |
|     3                                                                                      |
|                                Customer Defined Screen                                     |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


The fields in the top portion of this screen - Purchase Order (and status),
Vendor, Type of PO, Inventory, and Purch Fac - are display only. The Purch Fac
field will only appear if the MM parameter "USE PURCHASING FACILITIES?" is set
to Y.

Offsite/Alternate Delivery Address

If the items ordered on this PO should be delivered to an address that is
different from the PO's purchasing facility's "Vendors Send Orders to" address,
enter that address here. If POs need to regularly be shipped to a different
address, then that address should be set up under its own purchasing facility
so that users will not have to continually make an entry for this field.
(If your organization is not set up to use multiple purchasing facilities,
contact your MEDITECH MM consultant.)

Up to three lines of the alternate address, 30 characters per line, may be
entered. The alternate address will print in the "SHIP TO:" section of the PO.


--EDI--

Some EDI (Electronic Data Interchange) programs may be set up to use a
specially designated EDI map in conjunction with this field. For users to have
access to the special EDI functionality, the following conditions must be met:

 1. an EDI program must be defined on page one of the PO

 2. an EDI Map Dictionary entry that contains ship to information must exist

 3. that entry must be defined as the "DEFAULT EDI SHIP-TO MAP:" parameter
Enter/Edit PO (4.7.1)                                                  Page 142



If all this is true, users will be able to key the pound sign (#) plus <Lookup>
to get a list of the delivery locations that are defined in the DEFAULT EDI
SHIP-TO MAP. In this map, the alpha description of the location typically is
set up under the "If Data Value on PO Is" column, while the numeric ship code
required by the vendor is set up under the "Transmit This Value" column. The
user chooses the alpha description and that appears in the field immediately
after the pound sign; the numeric value is transmitted via EDI to the vendor.

If you know the alpha description you may key it directly after the pound sign
rather than using the Lookup.

Again, whether this functionality should even be set up depends on whether it
is applicable for your EDI protocol. Your MEDITECH MM consultant can help
determine this.


Authorization #

This field is accessible only for POs whose Type of PO is RETURN. If the vendor
provides an authorization number for returned goods, enter that number here.
The field is 20 characters and is a free text field.

Customer Defined Screens

The Purchase Order Customer Defined Screen (CDS) Map Dictionary allows you to
associate CDSs with purchase orders, based on the vendor or PO type. After you
create your CDS in MIS, use this dictionary to associate the CDS with purchase
orders. (For a complete explanation of CDSs, see the MIS Module User Manual,
Volume 3.) You can set up CDSs for various combinations of purchase order types
and vendors.

The information on the CDS does NOT print on the PO; it is for internal
purposes. For example, you may wish to document your internal procedures for
handling RETURN POs. While a generic CDS can be set to display for RETURN POs
for most vendors, a different CDS can be set up for RETURN POs for vendor ACME.
Since you can make CDS queries required, a CDS could be created for CAPITAL POs
that contained a required query that asked whether the PO received the required
management approval. While the buyer could still answer this falsely, the
answer will be on file.

Auditors/accreditors often require written documentation for hospital
procedures. This is a perfect vehicle for such documentation. It is available
on line for their review and it is also readily available for your staff.
Information experienced personnel have committed to memory can be made
available to all staff.

The system will pull from the PO CDS Map Dictionary CDSs in this priority:

 1. Vendor and PO Type match

 2. Vendor match
Enter/Edit PO (4.7.1)                                                 Page 143



 3. PO Type match

For example, if a CDS is set up for vendor ACME with no PO Type restriction,
and a second CDS is set up for PO Type RETURN with no vendor restriction, a
RETURN PO Type for ACME will get the first CDS. If you created a third CDS for
vendor ACME and PO Type RETURN, then the PO would get that CDS.
Enter/Edit Line Items (4.7.2)                                          Page 144



4.7.2:   Enter/Edit Line Items


Use this option to specify which items you want to order on a PO, including
the:

    * item number

    * unit of purchase

    * cost per unit of purchase

    * quantity

    * receiving inventory or department

    * GL account


A PO cannot be verified unless at least one line item is ordered on it.

While there is no formal "type" of line item comparable to the "Type of PO" and
"Type of Order" that exist at the PO level, it is helpful when explaining line
items to break them down into informal "types."


One PO line "type" is a line that replenishes an inventory. An INVENTORY Type
of PO contains only these lines for stocks in the PO's inventory. A PURCHASE
Type of PO can include inventory lines for multiple inventories as well as
department line "types." The only Type of PO that does not allow inventory
line items is SERVICE, since that is used to order a service.

An item must be stocked in the line's inventory for it to be ordered as an
inventory line item. The line's GL account number - which is debited for all
Types of PO other than RETURN, where it is credited - in this case most often
will be an asset account. While one can change the asset account that defaults
from the Stock Dictionary, doing so is not advisable. Most often, the stocks
within an inventory count toward one asset account, so users should be able to
tie out the inventories that use an asset account to the account's balance in
GL. If edits are made at the PO level, this will not be possible.

The other possible GL account type for an inventory line item is liability.
This could be used for fund accounting, but is not common.

A department PO line "type" is an order for a stocked or non stocked item for a
department. The line's GL account number will normally be an expense account.
Please refer to the documentation at the GL prompt for further information.

There are special rules for line items on a RETURN Type of PO that specifies a
Return From PO. The unique fields for RETURN POs are documented here.
Additional information is also available in the "Return POs" section of the MM
User Manual, Volume 2.
Enter/Edit Line Items (4.7.2)                                         Page 145




Related Routines

   * Enter/Edit Multiple Lines - displays up to six lines on the screen at
     once.

   * Cost/Qty Change - may be used to edit the cost, quantity or item tax
     code (if ITC tax method is used) for a line item

   * Process Purchase Order, Delete a Line - may be used to delete
     line items on one PO with a status of WORKING

   * Cancel Purchase Order - may be used to cancel either an entire PO or
     selected line items on a PO with a status of OPEN or BACKORDER.

   * Copy Lines - can be used to copy lines from an existing PO to any
     WORKING PO (of the same PO type and order type).

+--------------------------------------------------------------------------------------------+
|                         M/M Enter/Edit Purchase Order Line Items                           |
|============================================================================================|
|PO #                            Vndr                                                        |
|                                                  - Invent/Dept/GL Acct -                   |
|Line No                                    Invent                  Stock                    |
|Item No                                    Dept                    On Hand                  |
|Common Nm                                  EOC                     On Order                 |
|Category                                   G/L                               Add'l GL
|
|Trade In                                          - Order -                                 |
|Ret/Exch                                    Standard Pkg                                    |
|Tax Code                                                                                    |
|Vndr Ctlg                                   Unit of Pur                                     |
|Manuf                                       UPN                                             |
|Mfr Ctlg                                    Conv Pkging                                     |
|Desc (1)                                    Cost/UP                   Confirmed?            |
|Desc (2)                                    Cur Ord Qty                                     |
|                                            Qty Per Ord                                     |
|                                            Tot Ord Qty                                     |
|                                            Effect Date                                     |
|Additional Desc                             From Req #                Line #                |
|          2                                              Last Rcpt                          |
|          2                                              Qty Ordered                        |
|          2                                              Qty Rcv'd                          |
|                                                         Qty Cancl'd                        |
|Asset Tag ûü                                             On Order                           |
|Comment Txn                                                                                 |
|Rtn Reason                                                                                  |
+--------------------------------------------------------------------------------------------+
Enter/Edit Line Items (4.7.2)                                          Page 146



PO #

The PO number and status are displayed.


Vndr

The number and name of the vendor to which the PO is being sent is displayed.


Line No

To enter a new line item enter N to assign the line item to the next available
line item number. It is possible to enter a new line number by entering a
number that is one more than the largest number on the PO. If you do this the
system will prompt:

                    Line not found.   New?

Since entering N yields the same result without the message, we advise that you
enter N.

To edit an existing line item, enter it. All data previously recorded for that
line item appears on the screen.

Lookup:   All line items on the PO.

To perform an inquiry on existing line items on the PO enter #REV. This message
appears:

  Which - 1)Summary, 2)Orders, 3)Receipts, 4)Transactions (1,2,3,4)?

Enter the number of the type of inquiry you wish to view. You then have the
option of printing the inquiry to a printer or to your screen. A complete
description of each inquiry is provided in the "Purchase Order Inquiry" section
of the MM User Manual, Volume 2.


Item No

Enter the number, description, or common name of the item you wish to order or
return.

Lookup:   Item Dictionary

The item Lookup feature is described in the "Identifying Items" section of the
MM User Manual, Volume 2.

The system will run a series of checks on the item that include the following:
Enter/Edit Line Items (4.7.2)                                            Page 147



If the item has been discontinued (the Copy Item routine was run for the item
and you selected one of the older, alpha suffixed versions), this will display:

  This item has been discontinued.   Order anyway?   N

You may choose to order it by deleting the N and entering Y.

If the item is associated with the PO vendor, but is not the primary vendor,
this warning will appear:

  Warning...Vendor for PO not primary vendor for item.    Display vendor order?

If you opt to display the vendor order, the vendors will display in order with
their number, name, UP (Unit of Purchase), Cost/UP and Contract (Y/N)
information.

 Note: When you are in display screens such as this, usually the <Escape> and
       <Exit> keys will not get you out. You may enter through all the fields
       to exit, but to save key strokes, press <Page Down>. Pressing <OK> will
       also work, but you may not want to become accustomed to using this key
       to exit.

Whether or not you opt to display the vendor order, the system will next
prompt:

  Make this vendor the PRIMARY VENDOR for this item?

Answer Y to make the vendor primary for the item.

 Note: If you are sending prices (cost plus mark up) to the B/AR application,
       changing the primary vendor may affect the price sent to B/AR for this
       item, so proceed with caution.

If the vendor for this PO is not already identified as a supplier of the item
(in the Item Dictionary), this message appears:

           Vendor Not found for this Item.   New?

Enter Y if you want to add this vendor to the   item's vendors, or enter N to
return to the Item No prompt. If you do enter   Y, the cursor will stop at the
Vndr Ctlg, Manuf, and Mfr Ctlg fields so that   you may enter information in
these fields; these fields are displayed only   when an item has previously been
associated with that vendor.

If an item is in stock in an inventory or on order for an inventory the
following warning will appear:

  Item is in stock (or on order) in at least 1 inventory - list them? N

If you wish to see further information, delete the N and enter Y. The following
Enter/Edit Line Items (4.7.2)                                           Page 148



is an example:

                                  IN STOCK ITEM LIST
ITEM: 000399 - SPONGE
PACKAGING: CS/20 BX/101 EA
 INVENT QOH           VENDOR                           PO NO.     LINE QOO

* B      5 EA        A000002 ABBOTT LABORATORIES       000229    1      1    EA
                     A000002 ABBOTT LABORATORIES       000360    1      2020 EA

* Z3     9 EA

For inventory B, there are 5 EA in stock and 2021 EA on order for this
inventory (1 on PO 000229 and 2020 on PO 000360). Quantities on order for
departments, i.e. department PO line items, are not included in the Lookup. All
quantities are displayed in the department unit of issue. Purchase order 000360
is actually for one case, but since there are 2020 each in a case and the
department unit of issue for stock 000399 is each in inventory B, 2020 EA
displays. The asterisks that appear on the left are meaningless.

You can order items which are not already defined in the Item Dictionary on a
PURCHASE, CAPITAL, or SERVICE type PO. When you order a new item, an entry is
created for it in the Item Dictionary.

To enter the new item, either enter N and it will be assigned to the
next available item number or enter a unique item number.

Because you have not previously defined the inventories where the item
is stocked (in the Stock Dictionary), you can only order a new item for a
department.

The answer to the Stock Dictionary "Standing/Blanket Order Item?" prompt may
affect entering inventory lines. If the answer to this prompt conflicts with
the PO's Type of Order, a warning will appear, but the user will be allowed to
continue.

For example, assume item 10001 is stocked in inventory CS and that the
"Standing/Blanket Order Item?" prompt is answered Y. If you enter item 10001 as
a line item for inventory CS on a REGULAR Type of Order PO, you will be flagged
that it is a standing/blanket order item. In a similar manner, if item 20002 is
stocked in inventory CS and it has the "Standing/Blanket Order Item?" prompt
answered N, if it is included on a BLANKET PO for inventory CS, you will be
warned that it is not a standing/blanket order item.


Common Nm

The cursor only stops at this prompt if your are ordering a new item.

For a new item, enter its common name (that is, how most users refer it) using
Enter/Edit Line Items (4.7.2)                                          Page 149



up to 30 characters.

For an existing item, the item's common name will appear.


Category:

The cursor only stops at this prompt if you are ordering a new item.

For a new item, you must enter the mnemonic of the category to which the
item belongs.

For an existing item, its category (specified in Item Dictionary) appears.

Lookup:    Category Dictionary.


Trade In

The cursor stops here only if this is a CAPITAL purchase order and is not the
first line.

Y or N response (N is the default)

The value of the trade in line item will be subracted from what is owed the
vendor.


For Line #

Enter the line number for which this item is a trade in.


Lookup: line numbers on the PO

If a line item is designated as a trade-in, then the TAX CODE and the
INVENT/DEPT/GL ACCT information will default in from the associated line number
entered at the prompt.

If a trade-in is associated with a line that is a capital purchase for an
inventory, then no INVENT/DEPT/GL ACCT information will default in. You
will need to enter a valid DEPT NUMBER, EOC and GL ACCOUNT.



Ret/Exch

This prompt only appears if you specify a new line item for a RETURN Type of PO
that has specified a Return From PO.
Enter/Edit Line Items (4.7.2)                                           Page 150



Answer RET to only return the line. This will create a negative receipt when
the PO is closed. The negative receipt can then be linked to a Credit memo type
invoice in the MM/AP interface to record that the vendor now owes your
organization money for the returned item(s).

Answer EXCH to do the return transactions noted above AND to order a
replacement (exchange) for the returned item(s). The line item on the Return
From PO will have its quantity increased by the quantity of the return.

For further information, please refer to the "Return POs Versus Negative
Receiving" section of the MM User Manual, Volume 2.


Tax Code

The cursor only stops at this prompt if the tax method (in the MIS Parameters)
is set to ITC (Item Tax Code). You may accept the tax code that defaults from
the Item Dictionary or delete it and enter another.


Vndr Ctlg

The cursor only stops at this prompt if one of the following is true:

 the item is a new item

 the item is not a new item, but it is new for the PO vendor

 the item is a miscellaneous item (i.e., its number begins with "MISC.")

Enter the vendor catalog number for this item using up to 15 characters.

If there is another item with the same vendor catalog number, the
following message will display.

  VEND CATLG # already in use by at least 1 other item - list them? N

To view the list of items with the same vendor catalog number, delete the N and
enter Y. The list will display the item number and description as well as the
vendor number and name.


Manuf

The cursor only stops at this prompt if one of the following is true:

 the item is a new item

 the item is not a new item, but it is new for the PO vendor
Enter/Edit Line Items (4.7.2)                                            Page 151



 the item is a miscellaneous item (i.e. its number begins with "MISC.")

Enter the mnemonic of a manufacturer that is defined in the Manufacturer
Dictionary.

Lookup: MIS Manufacturer Dictionary

For existing items, the manufacturer (specified in the Item Dictionary) is
displayed.




Mfr Ctlg

The cursor only stops at this prompt if one of the following is true:

 the item is a new item

 the item is not a new item, but it is new for the PO vendor

 the item is a miscellaneous item (i.e. its number begins with "MISC.")

                                      AND

 you identified the item's manufacturer at the previous prompt.

Enter the manufacturer catalog number using up to 15 characters.

For existing items, the manufacturer catalog number (defined in the Item
Dictionary) is displayed.



Desc (1)
Desc (2)

The cursor only stops at these prompts if you are ordering a new item.

Enter the description using up to 30 characters per line. You must enter at
least one line of the description.

The first line of the description appears on an Item Lookup.

For existing items, the description (defined in the Item Dictionary) is
displayed.
Enter/Edit Line Items (4.7.2)                                           Page 152




Additional Desc:

Enter any additional comments or information about this item that you want to
appear on the PO. There is a maximum of 50 characters per line and you can
enter as many lines as needed.

To insert a comment from the Comment Dictionary into this field, enter # or C\
followed by the mnemonic of the comment. Please refer to the "Enter/Edit
Purchase Requisition" section of the MM User Manual, Volume 2, for further
information on comments.


Invent

The cursor stops at this prompt only if the Type of PO is PURCHASE, CAPITAL or
RETURN and the item is not miscellaneous (miscellaneous items have numbers that
begin with "MISC."). You may not enter an inventory for a SERVICE Type of PO
because a service isn't a physical item that can be stocked in an inventory.
For an INVENTORY Type of PO, the PO's inventory will display, but the cursor
will not stop at the field because you may not change the inventory (an
INVENTORY PO includes only items stocked in one inventory).

For a RETURN Type of PO, the returned line inventory will default if a Return
From PO was specified and the returned line is an inventory line item;
otherwise, nothing will default.

Since a miscellaneous item is used to purchase different (miscellaneous)
physical items, you cannot stock them in an inventory; the variable fields
associated with a miscellaneous item (vendor catalog number, packaging,
manufacturer, etc.) are stored only on the PO.

Enter the mnemonic of the inventory. You may only select an inventory
where the item is stocked (as defined in the Stock Dictionary).

Lookup: Inventory Dictionary

If you are ordering a standing/blanket order item on a regular order, a warning
appears, but you are not prevented from ordering the item for an inventory.

If you are ordering an item which is not a standing/ blanket order item on
a standing or blanket order, a warning appears, but you are not prevented from
ordering the item for an inventory.

After you identify the inventory, the following information is displayed:

 * Stock number of the item in that inventory
Enter/Edit Line Items (4.7.2)                                          Page 153



 * Quantity of the item on hand in that inventory

 * Quantity of the item on order for that inventory

The cursor then skips to the G/L prompt.

If you want to enter a department line item press <Enter> to skip this prompt,
then enter the department number at the next prompt.


Stock

For inventory line items, displays the item's stock number.


On Hand

For inventory line items, displays the quantity on hand for the stock in that
inventory.


On Order

For inventory line items, displays the quantity on order for the stock in that
inventory.


Dept

The cursor stops at this prompt only if an inventory is not specified at the
previous prompt.

Enter the number of the department for which the item is being ordered or from
which the item is being returned.

A Lookup of GL Departments (defined in the MIS GL Component and Summary Value
Dictionary) is available. If a department has its "Prevent Further Use?" field
set to Y, it will appear in parentheses on the Lookup. Such a department should
not be selected since you cannot form an active GL account with it. If you do
select it, this warning will appear:

  Warning: <department> has further use prevented! Use anyway?    N

If you choose to delete the N and enter Y, you can proceed but you won't get
far. Since a component cannot have its "Prevent Further Use?" field set to Y
unless all accounts that include it are inactive, it is impossible to form an
expense account with the department and any EOC. Therefore, no matter what EOC
you enter at the next prompt, the system will warn:

  WARNING - Cannot form a valid GL expense acct with Dept & EOC
Enter/Edit Line Items (4.7.2)                                          Page 154




You will not be able to proceed until valid information is entered.

The only way a department whose "Prevent Further Use?" field is set to Y can be
filed for a line is if nothing is entered for the EOC at the next prompt and a
valid asset or liability account is entered at the G/L prompt. In this case,
the department will not be part of the account number that is sent to GL.

A warning message will display if the PO's purchasing facility is restricted to
one or more corporations and the department's corporation does not match one of
the purchasing facility's corporations. The warning is not enforced. If you
prefer not to see warnings then do not enter any corporations for the
purchasing facility in the Purchasing Facility Dictionary.


EOC

The cursor stops at this prompt only if the item is ordered for a department.

The expense object code assigned to the item (in the Item Dictionary) appears.
If this is the correct code, press <Enter>. If not, delete it and enter the
correct EOC.

If you entered a department in the previous field, but you do not want the G/L
number in the next field to be an expense account, do not enter an EOC. If you
want to order capital equipment for a department, typically you would not enter
an EOC and you would enter an asset account in the G/L field.

A Lookup of EOCs (defined in the MIS GL Component and Summary Value Dictionary)
is available. If an EOC has its "Prevent Further Use?" field set to Y, it will
appear in parentheses on the Lookup. Such an EOC should not be selected since
you cannot form an active GL account with it. If you do select it, this warning
will appear:

  Warning: <EOC> has further use prevented! Use anyway?   N

If you choose to delete the N and enter Y, you can proceed but you won't get
far. Since a component cannot have its "Prevent Further Use?" field set to Y
unless all accounts that include it are inactive, it is impossible to form an
expense account with the department and any EOC. Therefore, the system will
warn:

  WARNING - Cannot form a valid GL expense acct with Dept & EOC

You will not be able to proceed until valid information is entered.

Even if the EOC does not have its "Prevent Further Use?" field set to Y, it may
still not form a valid expense account when combined with the department. If
so, the above warning will appear and you will need to do one of the following
before you can file the line item:
Enter/Edit Line Items (4.7.2)                                          Page 155




 if department plus EOC should combine to form a valid GL account, but it has
 not been set up, request (from the person in your organization responsible for
 maintaining accounts) that this account be set up

                                      or

 enter an EOC that combines with the department to form a valid expense account

                                      or

 delete the EOC and enter a valid asset or liability account in the G/L field
 (This is listed as an option because it is technically possible. Normally,
 this would only be done for a capital line item. It should not be done as a
 way around the first two options.)


G/L

The General Ledger account number that will be sent to GL varies according to
the following:

                      Item is Ordered for an Inventory

The GL asset account assigned to the stock (in the Stock Dictionary) appears.
If this is the correct account, press <Enter>. If not, delete it and enter
the GL asset or liability account for the inventory. (Liability accounts are
only used here if fund accounting is practiced by your hospital).

Lookup: MIS GL Accounts Dictionary


                     Item is Ordered for a Department

The formula that governs expense account creation is defined at the G/L Expense
Account Expression field in the MM parameters. Typically, the formula is
DPT_"."_EOC, which calls for the department to be combined with a period and an
EOC to form a GL account number. For example, if the line is entered for
department 01.3000, for an item whose EOC is 600, then the system will check
whether account 01.3000.600 exists and is active. If it is not an active
account this will appear:

          WARNING - Cannot form a valid GL acct with Dept & EOC

Please refer to the documentation at the EOC field for an explanation of your
options.


                    GL Expense Account is a Control Account
Enter/Edit Line Items (4.7.2)                                            Page 156



If an account is designated as a control account(in the MIS GL Accounts
Dictionary), it is not directly debited or credited. Instead, it is only
affected by the activity of subsidiary accounts, which are also defined in the
MIS GL Accounts Dictionary.

The control number of the account appears followed by an asterisk (*).
Add numbers to this so that the whole constitutes a valid subsidiary account
for the control account.


                                RETURN Type of POs

If a Return From PO is specified, the Inventory/Department/GL information from
the original PO will default. If a Return From PO is not specified, this
information will need to be entered. In either case, the GL account will be
formed as noted above in the "Item is Ordered for an Inventory " and "Item is
Ordered for a Department" sections. What is different is that the GL account
will be credited rather than debited.


                                Capital Equipment

While it is possible to enter an expense account for a line on a CAPITAL Type
of PO, typically capital equipment is treated as an asset that can then be
depreciated over its useful life. In this case, enter a department, do NOT
enter an EOC, and enter an asset account in the G/L field.



Standard Pkg (number)

If the Update Item Packaging String has never been run for this item, the
number should be zero. Each time this routine is run for an item, a new
packaging string number is created.

For non RETURN Types of PO, the current packaging string will default. For a
RETURN PO that specifies a Return From PO, the packaging string from the Return
From PO line item that is being returned will default.

The cursor will skip over this field because in   most cases the default value
does not need to be edited. If you do choose to   edit it, press <Prev Field>
from the Unit of Pur field to access the field.   Then press <Lookup> and choose
an existing string number from the Lookup - you   may not enter the number
directly.


Standard Pkg (packaging)

For an existing item, the packaging string for the packaging number that
appears directly above it displays.
Enter/Edit Line Items (4.7.2)                                            Page 157




The cursor only stops at this prompt if you are ordering a new item. A Lookup
of available packaging strings is available. When a packaging string is
selected, a pop up screen appears that includes the units, the slashes and
entry boxes in which you may enter the quantities of each smaller unit that
constitute the larger unit to the left. For example, if you selected packaging
string CS/PK/EA the following would appear on the pop up screen:

        CS / __ PK / __ EA

You then enter the appropriate numeric value before the PK and EA packaging
units. For example, if an item is packaged in a case which contains 4 packs of
6 each you would enter 4 then 6 to to get a packaging string of CS/4 PK/6 EA.

You may enter packaging strings without using the Lookup as long as your string
is valid (i.e. an active entry exists in the Packaging String Dictionary, which
means that all units within the string also have active entries in the
Packaging Units Dictionary).

For more information about item packaging, refer to the section titled
"Packaging" in the Materials Management Dictionary Guide.


Unit of Pur

For items that are already associated with the vendor, the item's unit of
purchase as defined in the Item Dictionary defaults but may be edited. If this
is a new vendor for the item, enter the unit of purchase for this order. Your
entry must be one of the packaging units defined for the item at the previous
prompt.

To the right of the unit of purchase, the system displays the quantity of
smallest units packaged in the vendor unit of purchase.


UPN

The item's UPN (Universal Product Number) from the Item Dictionary for this
line's Unit of Purchase appears here. The cursor does not stop at this field;
edits to the UPN need to be made in the Item Dictionary.


Conv Pkging

Any conversion data defined for this vendor (in the Item Dictionary) appears.
If this data is correct, press <Enter>. If not, delete the data displayed and
enter the correct conversion data.

You only need to enter conversion data if this vendor's packaging varies from
the standard packaging for the item. For example, if the standard packaging
Enter/Edit Line Items (4.7.2)                                          Page 158



reads:

                           CS/10 BX/24 EA

But this vendor only ships 5 boxes in a case, you would enter the following at
this prompt:

                           5 BOX

For more information on how to enter conversion data, refer to the section
titled "Packaging", in the Materials Management Dictionary Guide.


Cost/UP

The cost per unit of purchase (defined in the Item Dictionary) appears. If the
cost is correct for this order, press <Enter>. If the cost is not correct,
delete it and enter the correct cost using standard dollar format.

 Note: To view the pricing history of the item press <Lookup> at the Cost/UP
       prompt. This will bring you to the Item Inquiry where you can perform an
       inquiry on POs for this item.

If you edit the cost and a contract is set up for this item which is still
effective, this prompt appear:

                           Override Contract Pricing?

Enter Y to override the contract pricing, or enter N if you do not want to
override that price.

If the price that you enter is different from the cost per unit of purchase
recorded in the Item Dictionary and you are not restricted from making cost
updates (i.e. you do not have the Restrict Cost Updates field set to Y in your
Access Dictionary mnemonic) this prompt appears:

                  Change cost in Item Dictionary also?

Enter Y to update the cost in the Item Dictionary, or enter N if you do not
want to change the cost in that dictionary.

You can edit the cost of this line item at a future date via this prompt. Note
that for standing and blanket orders, editing the price also changes the price
of the line item on all previous and future editions of the PO. If you do not
want to affect past orders, enter the item as a new line with the new price and
edit the existing line so that the total order quantity matches what is ordered
under the old price.

                                *** WARNING ***
Edits to the Cost/UP may require manual entries be made in GL. This will occur
Enter/Edit Line Items (4.7.2)                                            Page 159



under the following circumstances:

  the line was received prior to the cost edit

  that receipt was issued

  a period end GL Inventory Batch has been created after the above two
  occurrences and prior to the cost edit

The system will capture such occurrences in the Cost Change Report, which your
site must run each month. On this report are listed the manual adjustments that
must be made to GL.




Confirmed?

Y appears. If the price has been confirmed with the vendor, press <Enter>. If
not, delete Y and enter N.

This field is informational only. It is useful to indicate whether the price
was confirmed with the vendor when the PO was placed in case a price
discrepancy appears on the invoice.



Cur Ord Qty

Enter the quantity of units of purchase that you want to order.

For inventory type POs, this value defaults to the recommended order quantity
(ROQ). You can edit the ROQ if desired. (Please refer to the "MM Parameters"
section of the MM User Manual, Volume 2, for information on how ROQ is
calculated.)

For standing and blanket POs, enter the quantity of items you want to receive
with the first shipment.

For blanket POs, the quantity entered at this prompt is the default order
quantity on subsequent editions of the PO. An exception to this is the last
edition of the blanket order where what defaults is the total order quantity
less what already has been ordered. For example, if 10 is entered as the
current order quantity and the total order quantity is 52, after the initial
order of 10, the next four editions of the blanket order will default 10, but
the last will default two (10 + 10 + 10 + 10 + 10 + 2 = 52).

After you specify the order quantity, the extended cost for this item is
displayed to the right of the quantity (extended cost = current order quantity
x cost/up).
Enter/Edit Line Items (4.7.2)                                           Page 160




Qty Per Ord

The cursor stops at this prompt only if this is a standing order.

The current order quantity appears. If this is the quantity that should be
ordered on future editions of this PO, press <Enter>. If not, delete it and
enter the quantity of units of purchase that you want delivered on future
editions of this PO.

This quantity is used to calculate the total order quantity at the following
prompt.

On future editions of this PO, you can edit the order quantity by accessing
this option and changing the current order quantity. This change will not
affect the quantity ordered on the next edition of the PO.




Tot Ord Qty

The cursor stops at this prompt only if this is a standing or blanket order.

For a standing order, the total order quantity that defaults is calculated
using the following formula:

  Total order quantity = current quantity + <quantity per order x (number of
  cycles - 1)>

If the default quantity is correct, press <Enter>. If not, delete it and enter
the total order quantity of this item on all editions of the PO.

The cost for the total order quantity is calculated and displayed to the right
of the quantity.

For blanket orders, enter the total quantity of this item which you expect
to order from the vendor. A blanket PO is considered COMPLETE when this
quantity has either been received and/or cancelled for all line items.




Effect Date

The cursor stops at this prompt only if you edit any of the following
Enter/Edit Line Items (4.7.2)                                          Page 161



information for a line item on a PO with a status of OPEN, BACKORDER, CLOSED,
VOIDED or COMPLETE:

                     *   unit of purchase

                     *   conversion packaging

                     *   cost per unit of purchase

                     *   current order quantity

Today's date appears. If this is the date on which these changes should go into
effect, press <Enter>. If not, delete today's date and enter a different date
using standard date format. You may not enter a future date.




Add'l GL

The cursor will stop at this prompt for WORKING POs only. Press <right arrow>
to access this screen:

|===============================================================================|
|               E/E Additional General Ledger Account Numbers                   |
|                                                                               |
|    Ord Qty Invent       Dept             EOC      G/L                         |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
+-------------------------------------------------------------------------------+

The system will automatically create an additional PO Line for every line
entered in this screen when the line is filed. When you have finished
entering information in this screen, enter Y to the "Done?" prompt. The "Done?"
prompt will appear when you enter through the last Order Quantity multiple
rather than entering a quantity.

 Note: If you revisit this screen prior to verifying the PO and there are many
       lines, rather than entering through to the end to exit, press <Page
       Down> and the "Done?" prompt will appear. Pressing <Exit> or <Escape>
       will not exit you from the screen.

When information has been entered in this screen, an asterisk (*) will appear
to the right of the field indicating that there is data within. After the PO
Enter/Edit Line Items (4.7.2)                                          Page 162



line is filed, the lines from this screen will have been placed on their own
lines on the PO; there will no longer be information on this screen. The system
will display the lines it is creating when the line is filing and the total
lines created will display when the filing is complete.


From Req #

If this line item was pulled from a purchase requisition and added to this PO
via the Create POs from Purchase Requisitions Routine, the number of the
purchase requisition is displayed.


Line #

If this line item was pulled from a purchase requisition and added to this PO
via the Create POs from Purchase Requisitions Routine, its line number on the
purchase requisition is displayed.




Asset Tag

To enter asset tag or serial numbers, press <right arrow> and the following
screen will appear:

|===============================================================================|
|           Enter/Edit Asset Tag/Serial Numbers                                 |
|                                                                               |
|      Quantity   Asset Tag No. Serial No.                                      |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|Total                                                                          |
+-------------------------------------------------------------------------------+

When you are finished entering information on this screen, answer Y to the
"Done?" prompt. When asset information has been entered, an asterisk (*) will
appear to the right of this field indicating that there is information within.

The asset tag numbers entered here may be used to pull asset information into
our Fixed Asset application, which will reduce data entry. Please refer to the
Fixed Assets Advanced User Guide for full information on this capability.
Enter/Edit Line Items (4.7.2)                                             Page 163



Qty Ordered

For a WORKING PO zero will display. After the PO has been verified, the
quantity ordered for this line will display.


Qty Rcv'd

For a WORKING PO zero will display. After the PO has been verified, the
quantity received for this line will display.

If part of a unit of purchase was received, it will appear in terms of the
smallest unit after the quantity received in whole whole units; the two numbers
will be separated by a semicolon. For example, assume item 1001 is packaged
CS/4 PK/6 EA and that four cases were ordered. If two cases and one pack are
received, 2;6 will display. The 2 represents the 2 cases and the 6 represents
the one pack in terms of the smallest unit, each.


Qty Cancl'd

For a WORKING PO zero will display. After the PO has been verified, the
quantity cancelled for this line will display.


On Order

For a WORKING PO zero will display. After the PO has been verified, the
quantity left on order for this line will display.


Last Rcpt

The last date this line was received displays.


Comment Txn

Enter any additional information or comments about this line item using up
to 75 characters of free text. You can select an entry from the Comment
Dictionary by entering # or C\ followed by the mnemonic of the comment.

Lookup: Comment Dictionary (enter # or C\ and press <Lookup>)

If a Comment Dictionary entry is selected, the # sign and the comment mnemonic
will appear on the screen, but the full text of the comment will print.

These comments will appear only on a PO inquiry, and not on the PO itself.

While the comment field is only one line, you can enter as many comments as you
Enter/Edit Line Items (4.7.2)                                          Page 164



like. If you do need to enter multiple comments for a line item, you may find
it more efficient to enter them in the PO Inquiry routine. When you file a line
in the Enter/Edit Purchase Order Line Items routine and you select the line
again, the cursor will go to the Additional Desc field, so you need to bring
the cursor to the comment field. With the PO Inquiry routine, Enter Comment
Transaction option, after you select the line again the cursor is brought to
the Comment Transaction field.




Rtn Reason

This prompt only appears for RETURN Type of POs that have a Return From PO
defined.

Enter a free text comment why the item is being returned.
Verify PO (4.7.3)                                                         Page 165



4.7.3:    Verify PO


Use this option to verify a PO with a status of WORKING when the quantity
and cost of each item on the PO are correct and you are ready to send the PO to
the vendor.

After you verify a PO, its status changes to OPEN, and the data which may be
edited is limited. In addition, each item's quantity on order (QOO) is updated
by the amount of the order.

During this routine, a PO may be verified on the screen or in the
background. If a PO is verified on the screen, you may not perform any
other activities on-line until the verification is complete. If a PO is
verified in the background, the verification is submerged so that you
may perform other activities on-line during the verification process.

If your hospital has the Electronic Data Interchange (EDI) Option, you may
add the PO to the EDI queue after you verify it.

Return POs are closed (option 9) not verified.


Related Routines

    * List POs Verified in Background - lists the status (VERIFIED or
      RUNNING) of all POs verified in the background

    * Verify Purchase Order - (on the standard Purchasing and Receiving
      Menu) allows you to verify multiple POs at one time. This routine is
      useful when multiple POs have been automatically generated (via the
      Create PO from Inventory or Create PO from Purchase Requisitions
      routines), and you want to verify them all at one time.



Prompts

Effective Date

Today's date appears. If the order was verified today, press <Enter>. If the
order was verified before today, delete today's date and enter that date using
standard date format. You may not enter a future date.

The verification date of a PO may be used as a sort and selection factor on
Purchase Order Compiled Reports.

If an EDI program is identified for the PO, this prompt appears:

   Place PO on EDI Queue?

Enter Y to place the PO in the EDI Queue, or enter N if you do not want
Verify PO (4.7.3)                                                        Page 166



to place the PO in the EDI Queue at this time.


Before the PO is verified, this prompt appears:

   Submerge the verification?

Enter Y if you want to verify the PO in the background (which frees up
your device for other uses), or enter N if you do not.

If you respond Y, the process list number of the background job is
displayed on the screen. During the List POs Verified in the Background
Routine, you must identify the range of process list numbers which you want to
include on the list. (A Lookup is available in that routine.)
Print PO (4.7.4)                                                       Page 167



4.7.4:    Print PO


Use this option to print a hardcopy of a purchase order or fax it to a
vendor. This is useful if you want to review all of the items on a PO, or if
you want to send a copy of a verified PO to a vendor.

You can print a PO of any status except CANCELLED. To print CANCELLED POs,
use the Print Purchase Order Routine on the standard Purchasing and Receiving
Menu.



Related Routines

    * Print Purchase Orders - (on the standard Purchasing & Receiving Menu)
      prints specific POs or a selected list of POs

    * Process Purchase Order, Print PO Changes - prints a PO which only
      displays line items which were edited after the PO was verified. For
      standing and blanket orders, the routine prints the most recent edition
      of a standing or blanket order.



Prompts

After you select this option, this prompt appears:

    Print Zero Quantity Lines?

Enter Y to print all line items on the PO, including items with a current
order quantity of 0, or enter N to suppress those items.

After you identify the printer on which you want to print the PO, this prompt
appears if the printer device type does NOT begin with "HPLASER":

                                 Alignment Test?

Enter Y to print a copy of the PO to test the alignment of the printer, or
enter N if you do not want to test the alignment. If you enter Y, the PO prints
on the selected printer, and the PO number is replaced by the message ******
ALIGNMENT TEST ******. If the alignment is not correct, you can adjust the
printer. The "Alignment Test?" prompt continues to appear so that you can keep
testing the alignment until you are satisfied that the printer is adjusted
correctly.

If the printer device type does begin with "HPLASER" then there will be no
"Alignment Test?" prompt, since one does not align paper for laser printers.

If this PO has already been printed, this message appears to ensure that
duplicate copies of the PO are not sent to the vendor:
Print PO (4.7.4)                                                         Page 168




    PO was last printed on MM/DD/YY.   Print Anyway?

Enter Y to print the PO, or enter N if you decide not to print the PO.


Faxing a PO

To fax a PO to a vendor, enter FAX at the Print On prompt. A screen
appears which collects additional fax transmission data. For more information,
refer to the MIS Fax Mini-Document.
Print Receiving Document (4.7.5)                                       Page 169



4.7.5:   Print Receiving Document


This document provides a convenient worksheet on which employees can manually
record the receipt of items on a PO. This document lists those items on the PO
that have a quantity left to receive. Department line items sort first, in GL
account number order and in PO line number order within GL account. Inventory
line items sort next. They sort by inventory and then PO line number order
within inventory.

For each line item there is a blank line in the RCV column on which the
receiver can write the quantity received. There are also two options for
signing off on the receipt. At the end of each department and inventory there
is this line:

  RCV'D BY ________________________   ON _____/_____/_____   DEPT: ___________

This can be used if receiving is to be done at the department and inventory
level. If you prefer that materials management personnel receive the PO and
that department and inventory personnel only sign off that PO items have been
delivered to them, they should sign the receiving report instead.

At the bottom of each page is a similar line, only "MTLS MGMT" prints as the
department. This can be used if materials management is to receive the PO.

Prior to printing the receiving document you will be flagged as follows:

Include Asset Tag numbers?

Print receiving comments?

Answer Y to include the information and N to exclude it.

You may only print a Receiving Document for a PO with a status of OPEN or
BACKORDER since there must be an outstanding quantity on order.

 Note: If you try to handle a blanket order by using a REGULAR Type of Order
       PO, you will have a problem with the receiving document. For example,
       assume that 100 items are included on a REGULAR Type of Order PO that
       you are using as a blanket order. The authorized quantities are listed
       as the current order quantities, but you only phone in the three items
       you need. When you print the receiving document ALL 100 items will be
       included because they all have a quantity left. If instead a BLANKET
       Type of Order was entered with the authorized quantities set up as the
       total order quantities, when an edition for three items is entered, the
       receiving document will only include those three items.
Receive PO (4.7.6)                                                     Page 170



4.7.6:   Receive PO


Use this option to receive PO lines. The functionality of this option is
determined by the user's MM Access Dictionary, Receiving Screen value. If
it is RCV STANDARD, using this routine will receive all lines on the PO that
have quantity left on order and the PO will be brought to COMPLETE status. For
STANDING and BLANKET Type of Order POs, all outstanding editions will be
fully received. If it is any other receiving screen (RCV MULT, etc.), the user
will be brought to that screen.

Please refer to the "Receive Purchase Order" section of the MM User manual,
Volume 2, for full information on the non standard receiving screen options.

If the user's MM Access Dictionary, Receiving Screen value is RCV STANDARD, the
cursor will move to the Packing List field. After a Packing List is entered,
the cursor will move to the Effective Date field. When a date is entered, the
system will prompt

  Receive all lines. OK?

Answer Y to receive all lines on the PO that have quantity left on order and
bring the PO to a COMPLETE status.

The system will then prompt

  Print Receiving Report on:

Enter past this prompt if you do not want to print a receiving report. Enter a
printer if you do wish to print the receiving report. You can print a Receiving
Report at a later time using the Receiving Report routine, which is located on
the PO Reports Menu, which is in the Purchasing & Receiving menu.

For inventory line items, receiving them updates their quantity on order (QOO)
and quantity on hand (QOH).


Related Routines

    * Receive Purchase Order - (in the Purchasing & Receiving menu) allows you
      to partially receive a PO even if the user's Access Dictionary Receiving
      Screen is RCV STANDARD. Also, a user may receive one edition of a
      standing or blanket PO when more than one edition is unreceived.
Print Receiving Report (4.7.7)                                         Page 171



4.7.7:    Print Receiving Report


This report details receiving information after receipts have been made. A
separate page prints for each department and inventory that has received items.
Typically, this report is used as follows: each page accompanies the items as
they are delivered internally to the department/inventory; both the receiver
and internal receipient sign the receiving report; and it is then filed as
proof of delivery.

If a PO is received in several partial shipments, there may be more than one
packing list number. (A packing list number is assigned to each shipment
received.) You can print this report for all packing lists, or for one
selected packing list.

For trade-in items, the trade-in value for COST UP and RCV'D VAL will appear
within parenthesis. The TOTAL RCV'D VALUE will be the amount of the capital
purchase less trade-in.

Asset Tags and Serial Numbers entered on the PO will print as part of the
Receiving Report. You are prompted on whether you wish receiving comments to
print as well.

When you select this option you will be brought to the Packing List field. ALL
appears. To print the receiving report for items received on all shipments of
this PO, press <Enter>. To print the report for items received in one shipment,
delete ALL and enter the packing list for that shipment.

Lookup:   Packing Lists entered for this PO.


Related Routines

    * Receiving Document - generates a list of all line items on a PO that have
      a quantity left. This report is printed before line items have been
      received; it helps the receiving department to manually record the
      receipt of items on the PO.




An example of the receiving report appears on the following page:
Print Receiving Report (4.7.7)                                                      Page 172




                                  Example Receiving Report


RUN DATE: 12/13/99                       4.8 US MM - fac A & B
RUN TIME: 1607                              RECEIVING REPORT
RUN USER: STD.DOC

PO #:             000430       OF 12/08/99 EXPECT DEL 12/08/99
VENDOR:           BAXTER HEALTHCARE CORP - TRAVENOL - A000021
INVENTORY:        B - BULK STORES
PACKING LIST:     12/13/99-004


LINE ITEM/DESC         STOCK NO   VEND PROD #    MANUF/NAME     MFR CATLG

            RCV DATE              QTY UM                  COST UP                 RCV'D VAL
VAL


2      000070     500070     00-00046            BARD           BARD-000-000070
        ROBNEL 8FR CATH, STERILE                 CR BARD INC


    ASSET TAG No.             SERIAL No.                          QTY

    29587                     3409856                             1



            12/13/99    RCV         1 BX              26.3070    CS               26.31

            PACKING LIST: 12/13/99-004
            COMMENTS: One box damaged. Refused delivery.



                                        INVENTORY TOTAL RCV'D VALUE                26.31
Cancel PO (4.7.8)                                                     Page 173



4.7.8:   Cancel PO


This option works differently for verified versus unverified POs. For an
unverified (i.e. WORKING status) PO, this option brings the PO to a CANCELLED
status and no further activity is allowed.

For verified POs, the PO status, Type of PO and Type of Order are all a factor.

RETURN Type of PO purchase orders may not be cancelled. They may only be closed
or unclosed by using option 9, Close/Unclose Return PO.

You may not cancel a PO that has nothing left on order, i.e. COMPLETE, CLOSED
or VOIDED status POs. For an OPEN or BACKORDER status PO, the cancel option
will cancel all on order quantities for all the lines. For a REGULAR Type of
Order purchase order, the status will change to VOIDED if there have been no
receipts for the PO, and CLOSED if there has been at least one receipt.
COMPLETE status is reserved for verified POs where the quantity received equals
the quantity ordered.

For an OPEN or backorder status PO that is a STANDING or BLANKET Type of Order,
the on order quantity will be cancelled, but this may not change the PO status.
These type of order POs will only change status when the total order quantity
for each line equals the received/cancelled quantity for the line. When this
does occur, the status will change as noted above.

When you select this option the cursor will move to the Effective Date field
where today's date appears. If this is the date on which the PO was cancelled,
press <Enter>. If not, delete today's date and enter the date on which the PO
was cancelled using standard date format. You may not enter a future date.

When you enter a date, this prompt appears:

  Cancel all lines.   OK?

Enter Y to cancel the order quantity for all PO lines, or enter N if you decide
not to cancel them.


Related Routines

    * Cancel Purchase Order - (on the standard Purchasing & Receiving Menu)
      use to cancel some or all lines items on a PO with a status of OPEN or
      BACKORDER, either in full or in part
Close/Unclose Return PO (4.7.9)                                        Page 174



4.7.9:    Close/Unclose Return PO


Use this option to close a return PO. A return PO should be closed when all
items on the PO have been sent back to the vendor. After you close a return PO
the PO's status changes from WORKING to COMPLETE if all lines can be returned.
A department line item can always be returned but an inventory line item may
only be returned if there is sufficient quantity on hand to make the return. If
there is not enough, the status of the PO changes to BACKORDER. The system will
prompt:

  Line X Qty more than on hand in inventory or stock is inactive - skipped

The Close/Unclose Return PO option would need to be run again when there is
sufficient quantity on hand to fill the return.

The close will also credit the PO G/L account for each line returned. Either
the vendor's bank's liability account will be debited if the credit memo for
the return PO is processed through the MM/AP interface, or the MM Parameter
Accrual Liability account will be debited at month end if a credit memo is not
processed.

This routine may also be used to unclose a return PO if the PO was mistakenly
closed or if additional items need to be included on the PO. If you unclose a
return PO, its status changes from COMPLETE (or BACKORDER) to WORKING.


Prompts

C/U

If this is a WORKING or BACKORDER PO, CLOSE appears. Press <Enter> to close the
PO. For a BACKORDER PO, you can also delete CLOSE and enter U to unclose the
PO.

If this is a COMPLETE PO, UNCLOSE appears. Press <Enter> to unclose the PO.

If this a BACKORDER PO, indicate whether you want to close or unclose the PO
by entering C or U.

EFFECTIVE DATE

Today's date appears. If the PO was verified (or unclosed) today, press
<Enter>. If the PO was verified (or unclosed) on an earlier date, delete
today's date and enter the correct date using standard date format. You may not
enter a future date or a date in a closed purchasing period.


If you close the PO, this prompt appears:

  CLOSE PO.   OK?
Close/Unclose Return PO (4.7.9)                                       Page 175



Enter Y to close the PO, or enter N to leave it unclosed.


If you unclose the PO, this prompt appears:

    UNCLOSE PO.    OK?

Enter Y to unclose the PO, or enter N to leave it closed.


Related Routines

    * Closing Return POs - (on the standard Purchasing and Receiving Menu)
      allows you to close or unclose one or multiple POs at one time
Print PO Changes (4.7.10)                                                Page 176



4.7.10:   Print PO Changes


This routine may be used in two ways:

    * For regular orders, it prints a copy of a PO which only displays line
      items whose cost or quantity was edited after the PO was verified.

    * For standing and blanket orders, it prints the most recent edition of the
      PO.

For both order types, you can select the range of dates for which you want to
print changes. In this way, you can print copies of older editions of the PO,
or you can print a change to a line item cost or quantity which is not the most
recent change.



Related Routines

    * Purchase Order Changes - (on the standard Purchasing & Receiving
      Menu) allows you to print PO changes for one or multiple POs



Prompts

FROM                   BEGINNING appears. To print edits to the item
                       cost and quantity which were entered on any date after
                       the order was verified, press <Enter>. To only print
                       edits which were entered after a selected date, delete
                       BEGINNING and enter that date using standard date
                       format.

                       This is useful if you have already verified all edits to
                       the PO through a selected date, and you only want to
                       review the most recent edits.


THRU                   END appears. To print the most recent edits to
                       the item cost and quantity, press <Enter>. To print
                       edits up to a selected date, delete END and enter
                       that date using standard date format.

                       This is useful if you want to print a change which is
                       not the most recent edit, or if you want to print an
                       edition of a standing or blanket order which is not the
                       most recent edition.
Print PO Changes (4.7.10)                                             Page 177



After you identify the printer on which you want to print the PO, this prompt
appears ONLY if the printer's name does NOT begin "HPLASER":

    Alignment Test?

Enter Y to print a copy of the PO to first test the alignment of the
printer. If you test the alignment, the PO number is replaced by the message:
****** ALIGNMENT TEST ******. Enter N if you do not want to test for
alignment.


Faxing a PO

To fax a PO to a vendor, enter FAX at the Print On prompt. A screen
appears which collects additional fax transmission data. For more information,
refer to the MIS Fax Mini-Document.
Delete a Line (4.7.11)                                                    Page 178



4.7.11:   Delete a Line


Use this option to delete a line item from a PO with a status of WORKING.
Since the item was not verified, the quantity on order is not affected.

After you delete a line item, the line item numbers of the remaining items are
immediately adjusted. For example, if you delete line number 5, the item that
was previously line number 6 becomes the new line number 5. To delete several
line items, it is best to work from highest line number to lowest. Otherwise,
you may accidentally delete the wrong line item.



Prompts

LINE NO                   Enter the number of the line item you wish to
                          delete.

                          Lookup:   All line items on the PO


This prompt appears:

    Delete this item?

Enter Y to delete this line, or enter N to leave the line item on the
PO.

The cursor returns to the LINE NO prompt so that you can delete other
lines, if applicable. Either identify the next line that you want to delete or
press <Enter>.
Manage EDI Queue for PO (4.7.12)                                       Page 179



4.7.12:   Manage EDI Queue for PO


This option may be used to perform four different activities for hospitals
who use the Electronic Data Interchange (EDI) option. Those activities are:

    * Add an entire PO to the EDI queue

    * Remove a PO from the EDI queue

    * Add only line items whose cost or quantity were edited to the EDI queue

    * Add a new edition of a standing or blanket PO to the EDI queue


(For more information, refer to the MM User Manual, Volume 5: Electronic Data
Interchange Option.)



Adding Edited Line Items to the Queue

If you add an edited line item to the queue and the line item's PO is still in
the queue, the PO in the queue is not updated to reflect the change. Instead,
the line item is added to the queue as a separate purchase. During the EDI
transmission, POs and changes are consolidated.

If the PO is no longer in the queue, you should either resend the entire PO or
call in the change to the vendor.



How EDI Programs are Assigned to POs

The EDI program used to transmit a PO to a vendor is specified during the
Process a Purchase Order - Enter/Edit PO Subroutine. If a PO was generated
automatically, the EDI program assigned to the vendor (in the Vendor
Dictionary) is assigned to the PO.



Related Routines

    * List POs in EDI Queue - lists all POs currently awaiting transmission
      to vendors via EDI
Manage EDI Queue for PO (4.7.12)                                      Page 180

+-------------------------------------------------------------------------------+
|                           Manage EDI Queue for a PO                           |
|===============================================================================|
|                                                                               |
|PO                                                                             |
|                                                                               |
|Last Sent                                                                      |
|Last Acknowledgement                                                           |
|                                                                               |
|EDI Program                                                                    |
|                                                                               |
|Add/Delete Entire PO                                                           |
|                                                                               |
|Send PO Changes From                                                           |
|                Thru                                                           |
|                                                                               |
|Note: Changes Are Sent As New Purchases                                        |
+-------------------------------------------------------------------------------+


PO

The PO number, PO type, status and date default from the main process screen.


Last Sent

The date on which this PO was last sent to the vendor via EDI defaults from the
main process screen.


Last Acknowledgement

The date that the latest EDI acknowledgement was received defaults from the
main process screen.


EDI Program

The EDI program associated to this PO defaults from the main process screen.


Add/Delete Entire PO

Enter ADD to add the purchase order to the EDI queue or enter DELETE to remove
it from the EDI queue. A Lookup containing these two options is available.

If you choose to add or delete a PO from the EDI queue, the cursor will skip
the Send PO Changes From/Thru prompts and the message "OK?" will appear. Answer
Y to proceed.
Manage EDI Queue for PO (4.7.12)                                       Page 181



If you are adding PO changes to the queue for a purchase order that has already
been transmitted and is no longer on the queue or adding a new cycle of a
standing PO or a new edition of a blanket PO to the queue, do not respond to
this prompt. Instead, enter the range of dates for which you want to add
changes to the queue at the following prompt.


Send PO Changes From

This field designates the earliest date for which you wish to add PO changes to
the EDI queue. This routine is helpful if the PO has already been transmitted
and is no longer on the queue, but changes have been made to the PO since the
last transmission date. It is also useful to add new cycles of a standing PO or
new editions of a blanket PO to the EDI queue if the Send New Editions of PO
Via EDI? field in the Enter/Edit PO option in the Process Purchase Order
routine is set to N.

The cursor only stops at this prompt if you do not respond to the previous
prompt.


Thru

Enter the last date in the range of dates for which you want to add PO changes
to the EDI queue.
Print EDI Acknowledgement (4.7.13)                                     Page 182



4.7.13:   Print EDI Acknowledgement



 Note: This option might not be configured for your system, even if you process
       EDI. When POs are passed from the MEDITECH CPU to a PC and from the PC
       to the vendor, acknowledgements may be sent to the PC and not pulled
       into MEDITECH.

Use this option to print vendors' EDI acknowledgements. A vendor transmits
an acknowledgement after receiving a PO or PO changes via EDI.


Acknowledgement Information

The following acknowledgement information is listed at the top of the page:

    * PO number

    * acknowledgement type (ACCEPT, REJECT or CHANGE)

    * order type (REGULAR, STANDING or BLANKET)

    * vendor number and name

    * vendor order number

    * EDI program

    * user (i.e., buyer)

    * acknowledgement number

    * date and time acknowledgement was received

    * PO order date

    * vendor acknowledgement date

    * customer code



Line Item Information

The following information is provided for each line item:

    * line number                            * vendor catalog number

    * line item status (ACCEPT or REJECT)    * manufacturer mnemonic

    * item number ordered                    * quantity shipped
Print EDI Acknowledgement (4.7.13)                                               Page 183




      * quantity ordered                             * quantity backordered

      * unit of purchase                             * ship date

      * cost per unit of purchase                    * item description


A sample EDI Acknowledgement is shown below. (For more information, read the
MM User Manual, Volume 5: Electronic Data Interchange Option.)


Prompts


ACK                        The most recent EDI vendor acknowledgement number
                           appears. To print that acknowledgement, press <Enter>.
                           To print an earlier acknowledgement, delete that number
                           and enter the correct number.

                           Lookup: EDI acknowledgements on file for the PO.




RUN DATE: 05/15/92          MEDITECH DEMONSTRATION HOSPITAL                       PAGE 1
RUN TIME: 1200                 PRINT EDI ACKNOWLEDGEMENT

PO NUMBER:       2000000998                               ACK NUMBER:     1091
TYPE:            CHANGE        PROGRAM: ABCHS             RECEIVED:       19920513 1730
ORDER TYPE:      REGULAR       BUYER:   LJB               ORDER DATE:     05/12/92
VENDOR:          A000019    ABC HOSPITAL SUPPLY CO.       VEN ACK DATE:   19920514
VEN ORDER #:     MDH-100091                               CUS CODE:       MDH-02113

===============================================================================

LINE    STATUS
                 ITEM #         QTY   UP     COST/UP   VEND CAT #         MANUFACTURER

  1     ACCEPT
      ORDERED: 6000541            10 BOX       10.00    GLO-MED-50/BOX    ABC.HS.CO

      WILL SHIP     SHIP QTY:         10   BO QTY:            SHIP DATE: 92/05/16

      60 WATT BULBS
Convert PO to ITC (4.7.14)                                             Page 184



4.7.14:   Convert PO to ITC


Use this option to convert a PO which is not set up for the ITC (Item Tax Code)
tax method to one that is set up for ITC. Typically, you would only need to
change non-ITC POs to ITC if your health care organization has changed its tax
method to ITC. The option is not available unless your tax method is ITC. Your
organization's tax method is specified in the MIS Parameters.

For the Vendor Rate (VR) tax method, tax rates are set at the vendor level and
the only choice at the item level is whether the item is taxable. The ITC tax
method allows taxes to be assigned to items individually, including multiple
taxes per item. This tax method is used in Canada where both PST and GST taxes
may apply to an item. This tax method also allows one to accrue taxes when the
vendor does not include them on invoices. For states such as California that
require organizations to pay taxes directly to the state when the vendor does
not collect and remit taxes, ITC may be the best tax method. Further details
are available in the "ITC Tax Method" section of the MM User Manual, Volume 2.


Assigning Tax Codes to Line Items

When you convert a PO to ITC, you can assign line items to tax codes (which are
used to calculate the tax on an item) in one of two ways:

    * assign each line item to the default tax code defined for the item in the
      Item Dictionary

    * assign all line items to one selected tax code


Editing the Tax Code

After you convert the PO, you can edit the tax code assigned to a line item
using either:

    * Process a Purchase Order - Enter/Edit Line Item Subroutine

    * Cost/Qty Change Routine



Related Routines

    * Convert POs to 'ITC' - (on the standard Purchasing & Receiving Menu)
      use to convert one or multiple POs to ITC



Prompts

Get Tax Codes from Item Dictionary?
Convert PO to ITC (4.7.14)                                            Page 185




To assign line items on the PO to the tax codes set up for each item (in the
Item Dictionary), enter Y. To assign items on the PO to one tax code, enter N
and the cursor proceeds to the TAX CODE prompt.

Tax Code

The cursor stops at this prompt only if you respond N to the prompt Get
Tax Codes from Item Dictionary.

Enter the mnemonic of the tax code which should be used to determine the tax
rate for all taxable line items on the PO.

Lookup:    MIS Tax Code Dictionary
Copy Lines (4.7.15)                                                    Page 186



4.7.15:   Copy Lines


Use this option to copy PO lines from another PO. This option can be useful if
you mistakenly enter a number of lines on a PO and later discover that you
have entered the wrong vendor for the PO. You cannot change a PO's vendor but
you can quickly set up a new PO for the correct vendor and then use this option
(in the new PO) to copy lines from the incorrect PO.

You must be in a WORKING status PO to access this routine. After this first
check is passed, when you enter a Copy From PO, the system will perform
these additional checks:

The Copy From PO must match this PO's Type of Order and Type of PO. If it does
not the following will appear:

  This PO may not be chosen here.


If the Copy From PO has a different vendor, this will appear:

  Warning: Vendors are different.

This is only a warning - you may do the copy.


If the Process PO already has 2 lines on it, this will appear:

  PO already has 2 lines. New lines will be appended to it. OK?

Answer Y to proceed or N if you need to choose a different PO.


When these PO level checks are done and you answer Y to the "Copy Lines?"
prompt, each line will be checked. If the item does not have the Process PO
vendor defined for it in the Item Dictionary, a message similar to this will
appear:

  Line 3 is being skipped. Item 000103 is new for vendor A000020.

If Process PO already has the item that is being copied, a message similar to
this will appear:

 Copying PO 000434 line 1 to PO 000436 line 2.

 Item 001406 already exists on PO 000436 line 1. Copy anyway?

If you answer Y the item will be set up as a separate line rather than adding
its quantity to the existing line.


At the end of this checking, the system will display the number of lines that
Copy Lines (4.7.15)                            Page 187



were copied in a message similar to this:

 Copied 2 lines from PO 000360 to PO 000436.
Enter/Edit Multiple Lines (4.7.16)                                      Page 188



4.7.16:   Enter/Edit Multiple Lines


Use this option to enter or edit multiple PO lines at one time. Because some of
the less frequently used fields reside in a separate screen that users can
easily skip (the screen is called by answering Y at the More field), this
option may allow for quicker entry of PO lines. Also, the two screen approach
allows for 6 lines to display on the screen at one time, versus one line with
the Enter/Edit Lines option.

+--------------------------------------------------------------------------------------------+
|                                MM Enter/Edit Multiple PO Lines                             |
|============================================================================================|
|PO #                                 Vendor                                                 |
|                                                                                            |
|Type                             Ship Via                           Purch Facility          |
|Buyer                            PO Total                           Effective Date          |
|                                                                                            |
|Line Item         Description                    Unit Pur   Conv Pkg Ord Qty Cost/UP Confrm|
|      Vend Ctlg #      Inventory Department       EOC       G/L Acct               TX CD   e|
|                                                                                            |
|                                                                                15
|
|
|
|                                                                                            |
|                                                                                15
|
|
|
|                                                                                            |
|                                                                                15
|
|
|
|                                                                                            |
|                                                                                15
|
|
|
|                                                                                            |
|                                                                                15
|
|
|
|                                                                                            |
|                                                                                15
|
|
|
+--------------------------------------------------------------------------------------------+


The following display only fields pull from the Enter/Edit PO screen:

PO - the PO number and status

Vendor - the vendor number and name

Type - the Type of Purchase Order
Enter/Edit Multiple Lines (4.7.16)                                      Page 189



Buyer - the buyer

Ship Via - the method of shipment for the PO

PO Total - the total dollar amount of the PO

Purch Facility - the Purchase Facility


Effective Date

Today's date appears. Press <Enter> to accept this or delete it and enter a
different date using standard date format. You may not enter a future date
or a date for a closed purchasing period.

The date entered here will be associated with the information you enter/edit.
Changes to WORKING status POs are not recorded.


Line

Specifies which line of the PO the item is on.


Item

Enter the number, description, or common name of the item you wish to order or
return.

Lookup:   Item Dictionary

The item Lookup feature is described in the "Identifying Items" section of the
MM User Manual, Volume 2.

The system will run a series of checks on the item that include the following:

If the item has been discontinued (the Copy Item routine was run for the item
and you selected one of the older, alpha suffixed versions), this will display:

  This item has been discontinued.   Order anyway?   N

You may choose to order it by deleting the N and entering Y.

If the item is associated with the PO vendor, but is not the primary vendor,
this warning will appear:

  Warning...Vendor for PO not primary vendor for item.   Display vendor order?

If you opt to display the vendor order, the vendors will display in order with
their number, name, UP (Unit of Purchase), Cost/UP and Contract (Y/N)
Enter/Edit Multiple Lines (4.7.16)                                     Page 190



information.

 Note: When you are in display screens such as this, usually the <Escape> and
       <Exit> keys will not get you out. You may enter through all the fields
       to exit, but to save key strokes, press <Page Down>. Pressing <OK> will
       also work, but you may not want to become accustomed to using this key
       to exit.

Whether or not you opt to display the vendor order, the system will next
prompt:

  Make this vendor the PRIMARY VENDOR for this item?

Answer Y to make the vendor primary for the item.

 Note: If you are sending prices (cost plus mark up) to the B/AR application,
       changing the primary vendor may affect the price sent to B/AR for this
       item, so proceed with caution.

If the vendor for this PO is not already identified as a supplier of the item
(in the Item Dictionary), this message appears:

           Vendor Not found for this Item.     New?

Enter Y if you want to add this vendor to the item's vendors, or enter N to
return to the Item No prompt. If you do enter Y, you will be brought to the
Item Dictionary screen where you will be able to enter information for the item
such as Unit of Purchase (UP), Cost/UP, Vndr Ctlg, Manuf, and Mfr Ctlg fields.

If an item is in stock in an inventory or on order for an inventory the
following warning will appear:

  Item is in stock (or on order) in at least 1 inventory - list them? N

If you wish to see further information, delete the N and enter Y. The following
is an example:

                                     IN STOCK ITEM LIST
ITEM: 000399 - SPONGE
PACKAGING: CS/20 BX/101 EA
 INVENT QOH           VENDOR                              PO NO.   LINE QOO

* B      5 EA        A000002 ABBOTT LABORATORIES          000229   1   1    EA
                     A000002 ABBOTT LABORATORIES          000360   1   2020 EA

* Z3     9 EA

For inventory B, there are 5 EA in stock and 2021 EA on order for this
inventory (1 on PO 000229 and 2020 on PO 000360). Quantities on order for
departments, i.e. department PO line items, are not included in the Lookup. All
Enter/Edit Multiple Lines (4.7.16)                                     Page 191



quantities are displayed in the department unit of issue. Purchase order 000360
is actually for one case, but since there are 2020 each in a case and the
department unit of issue for stock 000399 is each in inventory B, 2020 EA
displays. The asterisks that appear on the left are meaningless.

You can order items which are not already defined in the Item Dictionary on a
PURCHASE, CAPITAL, or SERVICE type PO. When you order a new item, an entry is
created for it in the Item Dictionary.

To enter the new item, either enter N and it will be assigned to the
next available item number or enter a unique item number.

Because you have not previously defined the inventories where the item
is stocked (in the Stock Dictionary), you can only order a new item for a
department.

The answer to the Stock Dictionary "Standing/Blanket Order Item?" prompt may
affect entering inventory lines. If the answer to this prompt conflicts with
the PO's Type of Order, a warning will appear, but the user will be allowed to
continue.

For example, assume item 10001 is stocked in inventory CS and that the
"Standing/Blanket Order Item?" prompt is answered Y. If you enter item 10001 as
a line item for inventory CS on a REGULAR Type of Order PO, you will be flagged
that it is a standing/blanket order item. In a similar manner, if item 20002 is
stocked in inventory CS and it has the "Standing/Blanket Order Item?" prompt
answered N, if it is included on a BLANKET PO for inventory CS, you will be
warned that it is not a standing/blanket order item.


Description

The Description of the Item is displayed.


Unit Pur

The Unit of Purchase (UP) defaults from the Item Dictionary but my be edited.


Conv Pkg

Any conversion data defined for this vendor (in the Item Dictionary) appears.
If this data is correct, press <Enter>. If not, delete the data displayed and
enter the correct conversion data.

You only need to enter conversion data if this vendor's packaging varies from
the standard packaging for the item. For example, if the standard packaging
reads:
Enter/Edit Multiple Lines (4.7.16)                                     Page 192



                           CS/10 BX/24 EA

But this vendor only ships 5 boxes in a case, you would enter the following at
this prompt:

                           5 BOX

For more information on how to enter conversion data, refer to the section
titled "Packaging", in the Materials Management Dictionary Guide.


Ord Qty

Enter the quantity of units of purchase that you want to order.

For standing and blanket POs, enter the quantity of items you want to receive
with the first shipment.

For blanket POs, the quantity entered at this prompt is the default order
quantity on subsequent editions of the PO. An exception to this is the last
edition of the blanket order where what defaults is the total order quantity
less what already has been ordered. For example, if 10 is entered as the
current order quantity and the total order quantity is 52, after the initial
order of 10, the next four editions of the blanket order will default 10, but
the last will default two (10 + 10 + 10 + 10 + 10 + 2 = 52).


Cost/UP

The cost per unit of purchase (defined in the Item Dictionary) appears. If the
cost is correct for this order, press <Enter>. If the cost is not correct,
delete it and enter the correct cost using standard dollar format.

 Note: To view the pricing history of the item press <Lookup> at the Cost/UP
       prompt. This will bring you to the Item Inquiry where you can perform an
       inquiry on POs for this item.

If you edit the cost and a contract is set up for this item which is still
effective, this prompt appear:

                           Override Contract Pricing?

Enter Y to override the contract pricing, or enter N if you do not want to
override that price.

If the price that you enter is different from the cost per unit of purchase
recorded in the Item Dictionary and you are not restricted from making cost
updates (i.e. you do not have the Restrict Cost Updates field set to Y in your
Access Dictionary mnemonic) this prompt appears:
Enter/Edit Multiple Lines (4.7.16)                                       Page 193



                  Change cost in Item Dictionary also?

Enter Y to update the cost in the Item Dictionary, or enter N if you do not
want to change the cost in that dictionary.

You can edit the cost of this line item at a future date via this prompt. Note
that for standing and blanket orders, editing the price also changes the price
of the line item on all previous and future editions of the PO. If you do not
want to affect past orders, enter the item as a new line with the new price and
edit the existing line so that the total order quantity matches what is ordered
under the old price.

                                *** WARNING ***
Edits to the Cost/UP may require manual entries be made in GL. This will occur
under the following circumstances:

  the line was received prior to the cost edit

  that receipt was issued

  a period end GL Inventory Batch has been created after the above two
  occurrences and prior to the cost edit

The system will capture such occurrences in the Cost Change Report, which your
site must run each month. On this report are listed the manual adjustments that
must be made to GL.


Confrm

Y appears. If the price has been confirmed with the vendor, press <Enter>. If
not, delete Y and enter N.

This field is informational only. It is useful to indicate whether the price
was confirmed with the vendor when the PO was placed in case a price
discrepancy appears on the invoice.


Vend Ctlg #

The Vendor Catalog Number from the Item Dictionary displays.


Inventory

The cursor stops at this prompt only if the Type of PO is PURCHASE, CAPITAL or
RETURN and the item is not miscellaneous (miscellaneous items have numbers that
begin with "MISC."). You may not enter an inventory for a SERVICE Type of PO
because a service isn't a physical item that can be stocked in an inventory.
For an INVENTORY Type of PO, the PO's inventory will display, but the cursor
Enter/Edit Multiple Lines (4.7.16)                                     Page 194



will not stop at the field because you may not change the inventory (an
INVENTORY PO includes only items stocked in one inventory).

For a RETURN Type of PO, the returned line inventory will default if a Return
From PO was specified and the returned line is an inventory line item;
otherwise, nothing will default.

Since a miscellaneous item is used to purchase different (miscellaneous)
physical items, you cannot stock them in an inventory; the variable fields
associated with a miscellaneous item (vendor catalog number, packaging,
manufacturer, etc.) are stored only on the PO.

Enter the mnemonic of the inventory. You may only select an inventory where the
item is stocked (as defined in the Stock Dictionary).

Lookup: Inventory Dictionary

If you are ordering a standing/blanket order item on a regular order, a warning
appears, but you are not prevented from ordering the item for an inventory.

If you are ordering an item which is not a standing/ blanket order item on
a standing or blanket order, a warning appears, but you are not prevented from
ordering the item for an inventory.

The cursor then skips to the G/L prompt.

If you want to enter a department line item press <Enter> to skip this prompt,
then enter the department number at the next prompt.


Department

The cursor stops at this prompt only if an inventory is not specified at the
previous prompt.

Enter the number of the department for which the item is being ordered or from
which the item is being returned.

A Lookup of GL Departments (defined in the MIS GL Component and Summary Value
Dictionary) is available. If a department has its "Prevent Further Use?" field
set to Y, it will appear in parentheses on the Lookup. Such a department should
not be selected since you cannot form an active GL account with it. If you do
select it, this warning will appear:

  Warning: <department> has further use prevented! Use anyway?   N

If you choose to delete the N and enter Y, you can proceed but you won't get
far. Since a component cannot have its "Prevent Further Use?" field set to Y
unless all accounts that include it are inactive, it is impossible to form an
expense account with the department and any EOC. Therefore, no matter what EOC
Enter/Edit Multiple Lines (4.7.16)                                     Page 195



you enter at the next prompt, the system will warn:

  WARNING - Cannot form a valid GL expense acct with Dept & EOC

You will not be able to proceed until valid information is entered.

The only way a department whose "Prevent Further Use?" field is set to Y can be
filed for a line is if nothing is entered for the EOC at the next prompt and a
valid asset or liability account is entered at the G/L prompt. In this case,
the department will not be part of the account number that is sent to GL.

A warning message will display if the PO's purchasing facility is restricted to
one or more corporations and the department's corporation does not match one of
the purchasing facility's corporations. The warning is not enforced. If you
prefer not to see warnings then do not enter any corporations for the
purchasing facility in the Purchasing Facility Dictionary.


EOC

The cursor stops at this prompt only if the item is ordered for a department.

The expense object code assigned to the item (in the Item Dictionary) appears.
If this is the correct code, press <Enter>. If not, delete it and enter the
correct EOC.

If you entered a department in the previous field, but you do not want the G/L
number in the next field to be an expense account, do not enter an EOC. If you
want to order capital equipment for a department, typically you would not enter
an EOC and you would enter an asset account in the G/L field.

A Lookup of EOCs (defined in the MIS GL Component and Summary Value Dictionary)
is available. If an EOC has its "Prevent Further Use?" field set to Y, it will
appear in parentheses on the Lookup. Such an EOC should not be selected since
you cannot form an active GL account with it. If you do select it, this warning
will appear:

  Warning: <EOC> has further use prevented! Use anyway?   N

If you choose to delete the N and enter Y, you can proceed but you won't get
far. Since a component cannot have its "Prevent Further Use?" field set to Y
unless all accounts that include it are inactive, it is impossible to form an
expense account with the department and any EOC. Therefore, the system will
warn:

  WARNING - Cannot form a valid GL expense acct with Dept & EOC

You will not be able to proceed until valid information is entered.

Even if the EOC does not have its "Prevent Further Use?" field set to Y, it may
Enter/Edit Multiple Lines (4.7.16)                                     Page 196



still not form a valid expense account when combined with the department. If
so, the above warning will appear and you will need to do one of the following
before you can file the line item:

 if department plus EOC should combine to form a valid GL account, but it has
 not been set up, request (from the person in your organization responsible for
 maintaining accounts) that this account be set up

                                      or

 enter an EOC that combines with the department to form a valid expense account

                                      or

 delete the EOC and enter a valid asset or liability account in the G/L field
 (This is listed as an option because it is technically possible. Normally,
 this would only be done for a capital line item. It should not be done as a
 way around the first two options.)


G/L Acct

The General Ledger account number that will be sent to GL varies according to
the following:

                       Item is Ordered for an Inventory

The GL asset account assigned to the stock (in the Stock Dictionary) appears.
If this is the correct account, press <Enter>. If not, delete it and enter
the GL asset or liability account for the inventory. (Liability accounts are
only used here if fund accounting is practiced by your hospital).

Lookup: MIS GL Accounts Dictionary


                      Item is Ordered for a Department

The formula that governs expense account creation is defined at the G/L Expense
Account Expression field in the MM parameters. Typically, the formula is
DPT_"."_EOC, which calls for the department to be combined with a period and an
EOC to form a GL account number. For example, if the line is entered for
department 01.3000, for an item whose EOC is 600, then the system will check
whether account 01.3000.600 exists and is active. If it is not an active
account this will appear:

           WARNING - Cannot form a valid GL acct with Dept & EOC

Please refer to the documentation at the EOC field for an explanation of your
options.
Enter/Edit Multiple Lines (4.7.16)                                     Page 197




                    GL Expense Account is a Control Account

If an account is designated as a control account(in the MIS GL Accounts
Dictionary), it is not directly debited or credited. Instead, it is only
affected by the activity of subsidiary accounts, which are also defined in the
MIS GL Accounts Dictionary.

The control number of the account appears followed by an asterisk (*).
Add numbers to this so that the whole constitutes a valid subsidiary account
for the control account.


                              RETURN Type of POs

If a Return From PO is specified, the Inventory/Department/GL information from
the original PO will default. If a Return From PO is not specified, this
information will need to be entered. In either case, the GL account will be
formed as noted above in the "Item is Ordered for an Inventory " and "Item is
Ordered for a Department" sections. What is different is that the GL account
will be credited rather than debited.


                               Capital Equipment

While it is possible to enter an expense account for a line on a CAPITAL Type
of PO, typically capital equipment is treated as an asset that can then be
depreciated over its useful life. In this case, enter a department, do NOT
enter an EOC, and enter an asset account in the G/L field.


Tax Code

The cursor only stops at this prompt if the tax method (in the MIS Parameters)
is set to ITC (Item Tax Code). You may accept the tax code that defaults from
the Item Dictionary or delete it and enter another.


More

Enter past this prompt if you do not need to enter additional information for
this line. If you do need to enter additional information, enter Y. If this is
a STANDING or BLANKET Type of Order and you are entering a new line on the PO,
Y will default. Press <Enter> to access a screen that contains additional
fields for the line. If you attempt to delete the Y and enter past this field,
the system will prompt

  There are required fields on the Additional Data Screen.

You will be brought to the additional screen and you will not be allowed to
Enter/Edit Multiple Lines (4.7.16)                                     Page 198



proceed until the additional data is entered.


The additional screen that appears when Y is entered at the More field is:

|============================================================================================|
|Ret/Exch                                                                                    |
|Manuf                          Change Eff Date           Req               Line             |
|Mfr Catlg                      Qty per Order             Inven             Stk #            |
|Tag/Serial û                   Tot Order Qty                                                |
|                                                                                            |
|Desc (2)                                                         Last Rcp                   |
|Common Nm                                                        Ordered                    |
|Add Dscr                                                         Received                   |
|                                                                 On Order                   |
|                                                                                            |
|                                                                                            |
|Comment Txn                                                                                 |
|Reason for Ret                                                                              |
+--------------------------------------------------------------------------------------------+


Ret/Exch

This prompt only appears if you specify a new line item for a RETURN Type of PO
that has specified a Return From PO.

Answer RET to only return the line. This will create a negative receipt when
the PO is closed. The negative receipt can then be linked to a Credit memo type
invoice in the MM/AP interface to record that the vendor now owes your
organization money for the returned item(s).

Answer EXCH to do the return transactions noted above AND to order a
replacement (exchange) for the returned item(s). The line item on the Return
From PO will have its quantity increased by the quantity of the return.

For further information, please refer to the "Return POs Versus Negative
Receiving" section of the MM User Manual, Volume 2.


Manuf

The item's manufacturer displays.


Mfr Catlg
Enter/Edit Multiple Lines (4.7.16)                                     Page 199



The item's manufacturer's catalog number displays.


Tag/Serial -

To enter asset tag or serial numbers, press <right arrow> and the following
screen will appear:

|===============================================================================|
|           Enter/Edit Asset Tag/Serial Numbers                                 |
|                                                                               |
|      Quantity   Asset Tag No. Serial No.                                      |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|Total                                                                          |
+-------------------------------------------------------------------------------+

When you are finished entering information on this screen, answer Y to the
"Done?" prompt. When asset information has been entered, an asterisk (*) will
appear to the right of this field indicating that there is information within.

The asset tag numbers entered here may be used to pull asset information into
our Fixed Asset application, which will reduce data entry. Please refer to the
Fixed Assets Advanced User Guide for full information on this capability.


Change Eff Date

The cursor stops at this prompt only if you edit any of the following
information for a line item on a PO with a status of OPEN, BACKORDER, CLOSED,
VOIDED or COMPLETE:

                     *   unit of purchase

                     *   conversion packaging

                     *   cost per unit of purchase

                     *   current order quantity

Today's date appears. If this is the date on which these changes should go into
effect, press <Enter>. If not, delete today's date and enter a different date
using standard date format. You may not enter a future date.
Enter/Edit Multiple Lines (4.7.16)                                     Page 200



Qty per Ord

The cursor stops at this prompt only if this is a standing order.

The current order quantity appears. If this is the quantity that should be
ordered on future editions of this PO, press <Enter>. If not, delete it and
enter the quantity of units of purchase that you want delivered on future
editions of this PO.

This quantity is used to calculate the total order quantity at the following
prompt.

On future editions of this PO, you can edit the order quantity by accessing
this option and changing the current order quantity. This change will not
affect the quantity ordered on the next edition of the PO.


Tot Ord Qty

The cursor stops at this prompt only if this is a standing or blanket order.

For a standing order, the total order quantity that defaults is calculated
using the following formula:

  Total order quantity = current quantity + <quantity per order x (number of
  cycles - 1)>

If the default quantity is correct, press <Enter>. If not, delete it and enter
the total order quantity of this item on all editions of the PO.

The cost for the total order quantity is calculated and displayed to the right
of the quantity.

For blanket orders, enter the total quantity of this item which you expect
to order from the vendor. A blanket PO is considered COMPLETE when this
quantity has either been received and/or cancelled for all line items.


Req

If this line item was pulled from a purchase requisition and added to this PO
via the Create POs from Purchase Requisitions Routine, the number of the
purchase requisition is displayed.


Line

If this line item was pulled from a purchase requisition and added to this PO
via the Create POs from Purchase Requisitions Routine, its line number on the
purchase requisition is displayed.
Enter/Edit Multiple Lines (4.7.16)                                     Page 201



Inven

For inventory line items the inventory displays.


Stk #

For inventory line items the stock number displays.


Desc (2)

The item's second description line displays here.


Common Nm

The item's common name displays.


Last Rcpt

The last date this line was received displays.


Ordered

For a WORKING PO zero will display. After the PO has been verified, the
quantity ordered for this line will display.


Received

For a WORKING PO zero will display. After the PO has been verified, the
quantity received for this line will display.

If part of a unit of purchase was received, it will appear in terms of the
smallest unit after the quantity received in whole units; the two numbers
will be separated by a semicolon. For example, assume item 1001 is packaged
CS/4 PK/6 EA and that four cases were ordered. If two cases and one pack are
received, 2;6 will display. The 2 represents the 2 cases and the 6 represents
the one pack in terms of the smallest unit, each.


On Order

For a WORKING PO zero will display. After the PO has been verified, the
quantity left on order for this line will display.
Enter/Edit Multiple Lines (4.7.16)                                     Page 202



Add Dscr:

Enter any additional comments or information about this item that you want to
appear on the PO. There is a maximum of 50 characters per line and you can
enter as many lines as needed.

To insert a comment from the Comment Dictionary into this field, enter # or C\
followed by the mnemonic of the comment. Please refer to the "Enter/Edit
Purchase Requisition" section of the MM User Manual, Volume 2, for further
information on comments.


Comment Txn

Enter any additional information or comments about this line item using up
to 75 characters of free text. You can select an entry from the Comment
Dictionary by entering # or C\ followed by the mnemonic of the comment.

Lookup: Comment Dictionary (enter # or C\ and press <Lookup>)

If a Comment Dictionary entry is selected, the # sign and the comment mnemonic
will appear on the screen, but the full text of the comment will print.

These comments will appear only on a PO inquiry, and not on the PO itself.

While the comment field is only one line, you can enter as many comments as you
like. If you do need to enter multiple comments for a line item, you may find
it more efficient to enter them in the PO Inquiry routine. When you file a line
in the Enter/Edit Purchase Order Line Items routine and you select the line
again, the cursor will go to the Additional Desc field, so you need to bring
the cursor to the comment field. With the PO Inquiry routine, Enter Comment
Transaction option, after you select the line again the cursor is brought to
the Comment Transaction field.


Reason for Ret

This prompt only appears for RETURN Type of POs that have a Return From PO
defined.

Enter a free text comment why the item is being returned.
Verify Purchase Orders (4.8)                                           Page 203



4.8:   Verify Purchase Orders


Use this routine to verify one or more POs with a status of WORKING when the
quantity and cost of each item are correct, and you are ready to send the PO to
the vendor. If your health care organization transmits POs electronically to
vendors using the Electronic Data Interchange (EDI) Option, the PO is placed in
the EDI queue after you verify it.

During this routine, a PO may be verified either on the screen or in the
background. If a PO is verified on the screen, you may not perform any
other activities on-line until the verification is complete. If a PO is
verified in the background, the screen verification is submerged so that you
may perform other activities on-line during the verification process.

After you verify a PO, its status changes to OPEN, and the QOO (quantity on
order) of all items on the PO is updated. You may not delete line items from
an OPEN PO.

You do not verify a RETURN Type of PO. Use the Close/Unclose Return PO option
in Process Purchase Order instead.

Related Routines

    * Process Purchase Order, Verify PO - allows you to verify one PO at a
      time, with the option of adding the PO to the EDI queue if applicable.
+-------------------------------------------------------------------------------+
|                          M/M Verify Purchase Orders                           |
|===============================================================================|
|                                                                               |
|PO          Vendor                                       EDI Program           |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|Those POs with EDI programs will be sent to the vendor via EDI using the       |
|specified program. To change this, use Process a PO.                           |
+-------------------------------------------------------------------------------+


PO

Identify the purchase orders you want to verify.

Lookup:   Purchase Orders on file (by order date)
Verify Purchase Orders (4.8)                                              Page 204




Press <Enter> when you finish selecting POs.

The PO Lookup feature is described in the "Identifying Purchase Orders" section
of the MM User Dictionary.


Vendor

The number and name of the vendor identified for the selected PO is displayed.


EDI Program

If your health care oprganization sends POs electronically to vendors and the
selected PO has an EDI program defined, that program is displayed. When the PO
is verified, it is placed in the EDI queue for that program and vendor.

The EDI program establishes an electronic link with the vendor receiving the
PO. The PO is not sent to the vendor until the Process EDI Session Routine is
run.


Before the PO is verified, this prompt appears:

    Submerge the verification?

Enter Y if you want to verify the PO in the background (which frees up your
terminal for other uses), or enter N if you do not.

If you respond Y, the process list number of the background job is
displayed on the screen. For example:



         Verification submerged (list #115 job # 754) <RETURN to Cont.>


The list number identifies the group of PO(s) being verified in the background.
During the List POs Verified in the Background Routine, you must identify the
range of process lists which you want to include on the list. A Lookup of
process list numbers is available.
Print Purchase Orders (4.9)                                              Page 205



4.9:   Print Purchase Orders


Use this routine to print a hardcopy of one or more purchase orders of any
status. The printed PO may be sent directly to a vendor, or used for internal
purposes.

Printing Options

There are two ways that you can print POs using this routine:

    * SPECIFIC POs

       You are prompted to specify one or more ranges of PO numbers which
       you want to print.


    * SELECTED POs

       You can print POs which meet criteria which you select, including:

          - a selected order date range

          - POs for a selected vendor

          - selected PO statuses (WORKING, CANCELLED, OPEN, BACKORDER,
            COMPLETE, CLOSED, or VOIDED)

          - selected PO types (INVENTORY, CAPITAL, PURCHASE, RETURN or SERVICE)

          - selected purchasing facilities

After you identify which POs to print, you can exclude any POs which were
already printed. This helps to ensure that duplicate POs are not sent to the
vendor.

In addition, you can prevent line items with a quantity of zero from printing
on POs. This is useful if the quantity ordered has been edited to zero, and
you want to suppress the item from the printed PO.

 Note: The only way to print POs with a status of CANCELLED is to print
       SELECTED POs, and then to select the status of CANCELLED. If you
       print SPECIFIC POs and then identify a CANCELLED PO, the PO will
       not be printed.


Faxing a PO

To fax a PO to a vendor, enter FAX at the Print On prompt. A screen appears
which collects additional fax transmission data. For more information, refer to
the MIS Fax Mini-Document.
Print Purchase Orders (4.9)                                              Page 206




                           Tax Information Displayed

ITC POs

If your hospital's tax method (defined in the MIS Parameters) is ITC (Item Tax
Code), the printed PO displays the tax code of each line item.


Non-ITC POs

If your hospital's tax method is not ITC, the printed PO indicates which items
are taxable and which items are not. For each line item that has a tax rate
associated with it, a Y appears in the column titled TAX. If a line
item is not taxed, N appears in that column.
+-------------------------------------------------------------------------------+
|                           M/M Print Purchase Orders                           |
|===============================================================================|
|                                                                               |
|Print Specific POs or Selected POs                                             |
|                                                                               |
|    Specific POs                                                               |
|From PO #     Thru PO #                                                        |
|                                                                               |
|                                                                               |
|                                                                               |
|    Selected POs                                                               |
|From Date             Thru Date             Vendor                             |
|                                                                               |
|PO Statuses           Purchasing Facilities                                    |
|                                                                               |
|                                                                               |
|                                                                               |
|PO Types                                                                       |
|                                                                               |
|                                                                               |
|                                                                               |
|     Specific/Selected POs                                                     |
|Print POs Previously Printed?                                                  |
|Print Zero Order Qty or Cancelled Lines?                                       |
+-------------------------------------------------------------------------------+


Print Specific POs or Selected POs

Indicate how you want to print POs by entering one of the following:

   S   -   Print specific POs or ranges of POs by identifying their numbers.
Print Purchase Orders (4.9)                                             Page 207



  SE   -   Print a selected range of POs based on the order date, vendor, PO
           status, Purchasing Facility and PO type.


                                   Specific POs

The cursor stops at the next two prompts only if you are printing specific
purchase orders. You can use these two prompts to specify the ranges of
purchase orders which you want to print.

From PO #

Identify the first PO in a range of POs which you want to print.

Lookup:     Purchase Orders on file (by order date)

For more information about the PO Lookup, refer to the "Identifying Purchase
Orders" section of the MM User Manual, Volume 2.

After you select the last PO in the range, the cursor returns to this prompt.
Either specify another range of POs, or press <Enter>.


Thru PO #

The From PO # appears. To only print one PO, press <Enter>. To print a
range of POs, delete the default and identify the highest numbered PO in the
range.

Lookup:     Purchase Orders on file (by order date)

For more information about the PO Lookup, refer to the "Identifying Purchase
Orders" section of the MM User Manual, Volume 2.


                                   Selected POs

The cursor only stops at the next six prompts if you are printing Selected
POs. Use these prompts to establish the criteria which a PO must meet in order
to be printed via this routine.

From Date

BEGINNING defaults. Press <Enter> to start with the earliest date or delete
BEGINNING and choose another date.


Thru Date

END defaults. Press <Enter> to end with the latest date or delete END and
Print Purchase Orders (4.9)                                              Page 208



choose another date.


Vendor

ALL appears. To print POs for every vendor, press <Enter>. To print POs
for one selected vendor, delete ALL and enter the number, mnemonic, or name
(if less than 11 characters) of that vendor.

Lookup:    Vendor Dictionary

A complete description of the Vendor Lookup Feature appears in the "Identifying
Vendors" section of the MM User Manual, Volume 2.

If you select one vendor, its number and name will display.


PO Statuses

ALL appears. To print POs of all statuses, press <Enter>. To print POs of
one or more selected statuses, delete ALL and enter the desired status(es).


Purchasing Facilities

If the MM "Use Purchasing Facilities?" parameter is set to Y, this prompt
will appear and you can restrict selected POs to one or more purchasing
facilities.

If the MM "Use Purchasing Facilities?" parameter is set to N, nothing will
appear.


PO Types

ALL appears. To print POs of all types, press <Enter>. To print POs of
one or more selected types, delete ALL and enter the type(s).


                               Specific/Selected POs

Print POs Previously Printed?

A response of Y prints all of the POs selected, regardless of whether the
POs have already been printed. A response of N only prints POs which have
not yet been printed.

Printing only POs which have not yet been printed helps to ensure that
duplicate copies of a PO are not unintentionally sent to a vendor.
Print Purchase Orders (4.9)                                            Page 209



Print Zero Order Qty or Cancelled Lines?

N appears. To only print line items with an order quantity greater than
zero, press <Enter>. To print all line items on the PO, including those with
an order quantity of zero, delete N and enter Y.

It is useful to suppress the printing of zero order quantity lines if you do
not want them to appear on the printed copy of the PO.


After you enter your response to the "Print Zero Order Qty or Cancelled Lines?"
the system will evaluate whether any of the POs you specified or selected are
printable. In addition to meeting the criteria you defined, only POs with line
items may be printed, and CANCELLED status POs will not print if you chose
specific POs. If printable POs are found, this will appear:

  Found X PO for facility YYYY.   Print on:

where X is the number of POs found for purchasing facility YYYY. After you
print POs for this facility, a similar message will appear for each facility
for which there are POs to print. This will allow you to print the POs to
facility specific printers.

After you identify the printer on which you want to print the PO, this prompt
appears if the printer device type does NOT begin with "HPLASER":

                                  Alignment Test?

Enter Y to print a copy of the PO to test the alignment of the printer, or
enter N if you do not want to test the alignment. If you enter Y, the PO prints
on the selected printer, and the PO number is replaced by the message ******
ALIGNMENT TEST ******. If the alignment is not correct, you can adjust the
printer. The "Alignment Test?" prompt continues to appear so that you can keep
testing the alignment until you are satisfied that the printer is adjusted
correctly.

If the printer device type does begin with "HPLASER" then there will be no
"Alignment Test?" prompt, since one does not align paper for laser printers.
Receive Purchase Order (4.10)                                            Page 210



4.10:   Receive Purchase Order


Use this routine to record the receipt of items on a PO that has been verified.
Thus, a PO with any status other than WORKING or CANCELLED is eligible.
Since one can negative receive (i.e. enter a negative number at the Qty Rcv'D
prompt to reverse a previous receipt), the PO does not need to have any
quantity left for the line item; you may unreceive up to the net quantity
received (receipts less reversed receipts) provided the item is still
available. Please refer to the "Return POs Versus Negative Receiving" section
of the MM User Manual, Volume 2, for further information on negative receiving.

There are five receiving screen options. The screen that appears when this
routine is run is determined by the user's MM Access Dictionary, Receiving
Screen value. The five choices are as follows:

    * Receive Standard - you may receive using one of these four options:
          1) Entire PO as is
          2) All lines except those as entered
          3) Only those lines as entered
          4) By UPN

    * Receive Selected - you select via Lookup (or enter) each line that
      you wish to receive.

    * Receive Selected   Restricted - the same as Receive Selected only when
      the user presses   Lookup at the Qty Rec field the following information
      does NOT appear:   Ordered, Received, Cancelled, and Left. Also, the user
      is not warned if   he receives more than what was ordered.

    * Receive Multiple - you choose to default lines onto the receiving
      screen in one of these orders: vendor catalog number, manufacturer
      catalog number, item number, or line number.

    * Receive Multiple   Restricted - the same as Receive Multiple only when
      the user presses   Lookup at the Qty Rec field the following information
      does NOT appear:   Ordered, Received, Cancelled, and Left. Also, the user
      is not warned if   he receives more than what was ordered.

Of the five choices, the Receive Standard screen offers the quickest way to
receive: receiving the entire PO. This screen is appropriate for experienced
users who can be trusted to ensure that the entire PO has in fact been received
before they choose the "entire" option. For partial shipments, they would
choose option 2 or 3. The Receive Standard screen also would be used if you
choose to receive by UPN. Receiving by UPN is described at the end of this
document.

The Receive Multiple and Receive Multiple Restricted screens can be useful if
you want to receive lines in an order different from the PO line number order.
For example, some vendors sort their packing lists by vendor catalog number.
With the Receive Multiple screen you can have the lines sort in the same vendor
catalog number order. Thus, you can confirm that everything on the packing list
Receive Purchase Order (4.10)                                           Page 211



was received in the specified quantity and then you could key line receipts
into the system in the same order as they appear on the packing list. So if
line item 63 appears as line one on the packing list because its vendor catalog
number sorts first, you won't have to page down to the 63rd line to enter it;
it will appear on screen as the first line.

That the Receive Multiple screens do not allow the entire PO to be received
with one keystroke may make them appropriate for newer or temporary workers. If
you do not want the receiver to know how much of a given line was ordered or to
be warned when more than that quantity is received, use the Receive Multiple
Restricted screen.

The Receive Selected screens require the most effort on the part of the
receiver. Forcing the user to key each line that is being received might make
them concentrate more on what is being received. Of course, one could argue
that the more manual entry the more chance for error. The choice is yours!

While only one screen can be assigned to a user in the Access Dictionary, you
may want to set an alternate receiving screen for the user on a custom menu.
For example, an experienced user might generally use the Receive Standard
screen, but for a partial shipment from a vendor that sorts by manufacturer
number, she might prefer to receive using the Receive Multiple screen.

For all of the screens, you can edit the unit of purchase and specify the
quantity of each item received. For example, if you ordered 2 cases of an item
packaged CS/4 PK/6 EA, if the vendor shipped one case and three packs, you
would change the Units to PK and receive 7.

After you have received, you can print a Receiving Report if desired.

After you record the receipt of items, the PO status will be updated
appropriately. For example, if an OPEN status PO is partially received, it will
go to BACKORDER status. If all of the backordered items are received and there
are no cancelled lines, the status will go to COMPLETE. If you receive the
remainder of a PO that has any cancelled quantity, it will go to CLOSED. A
negative receipt to a COMPLETE, CLOSED or VOIDED PO will change the status to
BACKORDER.


Related Routines

    * Cancel Purchase Order - allows you to cancel some or all line items,
      either in full or in part.

    * Process Purchase Order, Cancel PO - cancels all remaining quantities
      for all lines.

    * Process Purchase Order, Receive PO - if the user's MM Access
      Dictionary, Receiving Screen value is NOT the standard receiving screen,
      then that option will work as described in this document. If the user's
      MM Access Dictionary, Receiving Screen value is the standard receiving
      screen, then the first of the four Receiving Standard options will be
      used - the entire PO will be received.
Receive Purchase Order (4.10)                                          Page 212




    * Receiving Report or Process Purchase Order, Print Receiving Report
      - allows you to print a Receiving Report.


Receiving screen samples and documentation of their fields appears below. The
Receive Multiple Restricted and Receive Selected Restricted screens are not
shown. They are the same as their unrestricted counterparts except as noted
above.

                                Receive Multiple

+--------------------------------------------------------------------------------------------+
|                                       M/M Receive PO                                       |
|============================================================================================|
|Purchase Order                                   Type                                       |
|Vendor                                                                                      |
|                                                                                            |
|Last Line                                Packing List                                       |
|Last Rcpt                                Receive Date                                       |
|                                         Sort Order                                         |
|                                                                                            |
|     Line                   Dept/Inventory            Units       Qty Rec   Edit Other      |
|           Description                                                                      |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


Purchase Order

Enter the purchase order you wish to receive. A Lookup is available. Please
refer to the "Identifying Purchase Orders" section of MM User Manual, Volume 2,
for further information on selecting POs.

When a PO is entered, the following information will display:

  Purchase Order - PO number and status
Receive Purchase Order (4.10)                                           Page 213




  Type - Type of Purchase Order

  Vendor - vendor number and name

  Last Line - the number of the last line on the PO

  Last Rcpt - the date of the last receipt

The cursor will then move to the Packing List field.



Packing List

Do one of the following:

* Enter the number of the packing list enclosed with the order using up to 20
  characters.

* If there is no packing list with this delivery, enter N and a system
  generated packing list number will be assigned to the PO. The system
  generated packing list number consists of today's date followed by three
  numbers, starting with 001. The number is increased by one for each new
  system generated packing list. For example: 05/05/99-002

* If this is a BACKORDERED PO, you may either select any packing list
  previously entered for the PO, or enter a new packing list number.

  Lookup:    Packing Lists previously entered for the PO

The packing list helps to identify the shipment. It will be used by the MM/AP
routine to match invoices to receipts.


Receive Date

Today's date appears. If this is the date for which you want to record the
receipt, press <Enter>. If you want to record the receipt for an earlier
date, delete today's date and enter a different date using standard date
format. The date must be later than the last closed month and you may not enter
a future date.


Sort Order

Choose from the following options:

  VEN CAT # - vendor catalog number
Receive Purchase Order (4.10)                                          Page 214



    MFR CAT # - manufacturer catalog number

     ITEM NUM - item number

     LINE NUM - line number

Items will then display in the chosen sort order.

For the vendor catalog number option, if there is no vendor catalog number
defined for the item, "(UNKNOWN)" will appear as the number and it will sort at
the bottom of the PO. Similar logic applies for the manufacturer catalog number
sort.


Line

Directly under the "Line" heading appear the PO line numbers. To the left of
these are the numbers in which the PO lines sorted, based upon the Sort Order
you selected. For example, if you sorted by vendor catalog number, and line 63
had the earliest sorting vendor catalog number, this would appear as the first
line:

        Line

1        63


[temp.sort.number]

Above the Description header will appear a label that is based on the Sort
Order you selected, as follows:

    Sort Order        Label

    VEN CAT #       VEN CAT #
    MFR CAT #       MFR CAT #
    ITEM NUM        ITEM NUM
    LINE NUM        ITEM NUM

The value associated with this label will appear to the immediate right of the
PO line number. As noted in the Sort Order documentation, if a vendor catalog
number sort is chosen and an item does not have a vendor catalog number,
"(UNKNOWN)" will appear as the value, and all unknowns will sort at the bottom
of the screen. Similar logic applies for manufacturer catalog number sorts.


Dept/Inventory

If the line item is for a department, the department number will display. If
the line item is for an inventory, the inventory will display.
Receive Purchase Order (4.10)                                         Page 215



Description

The item description displays.


Units

The vendor unit of purchase specified for this item on the PO appears. If this
is the unit in which the item should be received, press <Enter>. If the item
should be received in a smaller unit, delete the default response and enter the
correct receiving unit.

Lookup: The item's common name and packaging for the vendor display (defined in
the Item Dictionary)

If you attempt to enter a unit greater than the unit of purchase (UP), the
following will appear:

  Must be UP, Conv. UP, or smaller unit

The middle choice, "Conv. UP", signifies that you can enter a conversion UP,
that is, a group of the UP. This is not the same as conversion packaging, which
redefines a UP; the UP remains, but is different. With conversion UP, the
actual UP changes.

For example, assume an item's standard packaging is CS/10 BX/24 EA and the
purchase order unit of purchase is BX. You can enter BX, EA, or 10 BX, but you
cannot enter CS. If you ordered 30 boxes but the vendor sent 3 cases of 10
boxes, you may receive 30 boxes. If you opt to change the receiving unit to 10
BX, you will then be able to enter 3 as the quantity, so you will match the
packing slip/invoice. However, the MM/AP user will still see 30 boxes.

If you change the vendor unit of purchase, the Qty Left prompt is recalculated
to reflect the new unit.


Qty Rec

Enter the positive number of units you wish to receive, or enter the negative
number of units you wish to unreceive. If you try to do a negative receipt on a
line item that has been invoiced and approved, the following warning message
will display:

"Invoices have been approved for this line. Please contact the AP Department".

Please heed this advice. If you are physically returning an item to the vendor
your AP staff will need to process a credit memo. If you negative receive in
the system only (i.e. not physically) in order to re-receive at the correct
price, the AP staff need to know this as well.
Receive Purchase Order (4.10)                                             Page 216



For an inventory line to be unreceived, that receipt must be stocked in the
inventory. If it is not, this will appear:

  Not enough left on this line's rcpts. A stock adjustment is necessary

Please refer to the "Return POs Versus Negative Receiving" section of the MM
User Manual, Volume 2, for further information on negative receiving.

If you attempt to receive more than was ordered, this will appear:

  Qty received is greater than qty on order. Receive anyway?

Answer Y if you wish to receive the extra quantity. Answer N if you do not,
then enter the quantity you do wish to receive.

There are two differences between the Receive Multiple and Receive Multiple
Restricted screens.

1. The Receive Multiple Restricted screen does not warn you if you are
receiving more than was ordered.

2. If you press Lookup at the Qty Rec field from the Receive Multiple screen,
receiving information such as the following will display:

                                 Receiving Line Information Display


 Purchase Order   000002 BACKORDER
 Vendor           A000021 BAXTER HEALTHCARE CORP - TRAVENOL

 Line #           1

 Item #           000008                                         Category     INSTR
 Description 1    JACKSON NASAL SCISSOR                          Vndr Ctlg    46987
 Description 2                                                   Manuf        ACME
 Common Name      SCISSOR                                        Manuf Ctlg   875443

 GL Acct          01.1403.0000
 Inv/Dept         ICU

 Add Desc    1    4 INCH
 Add Desc    2    STAINLESS STEEL
 Add Desc    3

 Item Packaging   BX/10 CTN/50 PKG                               Purch Units   CTN
                                                                 Rcvng Units   CTN
 Quantities (Rcvng Unit;Smallest Unit)

 Ordered              Received              Cancelled           Left
 10                   10                    0                   0
Receive Purchase Order (4.10)                                         Page 217




*************************** end of screen example *****************************


If you press Lookup at the Qty Rec field from the Receive Multiple Restricted
screen, the same receiving information will display except the last line, which
is:

 Ordered             Received            Cancelled           Left
 10                  10                  0                   0


Other

To enter/edit asset tag and/or serial numbers, press the right arrow key. If
asset tag or serial numbers have been entered for the line, an asterisk will
appear to the right of this prompt.

When the right arrow key is pressed, the following screen will display:

|============================================================================================|
|           Enter/Edit Asset Tag/Serial Numbers                                              |
|                                                                                            |
|      Quantity   Asset Tag No. Serial No.                                                   |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|Total                                                                                       |
|                                                                                            |
|       Comment:                                                                             |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


Quantity

Enter the quantity of item that FA should combine when creating an asset. For
example, if item 0101 is entered on a line at 10.00 ea and the user enters 3 in
the Quantity column, then when an asset is created from the CREATE ASSETS VIA
PO TAG NUMBERS routine, an asset whose total value is 30.00 will be created. If
the quantity entered into this field causes the TOTAL to exceed the total for
this line, then the entry will be rejected and the following message will be
displayed:
Receive Purchase Order (4.10)                                           Page 218



    "Total TAG QUANTITIES can not exceed CUR ORD QTY of XXX"

where XXX is current order quantity.


Asset Tag No.

Enter a unique tag number up to 10 characters in length. The tag number entered
here may be used in FA as the asset number.

This field is required in order to enter a serial number or quantity.


Serial No.

Enter the serial number, up to 20 characters in length, that is to be
associated with the Asset Tag No.

Input is optional.


Total

This field displays the total of the quantities in the Quantity column.

It is a display only field.


Comment

If you wish, enter a comment about the asset information you entered.



                How to save asset tags and serial numbers

When you have finished entering asset tags and serial numbers, press the <OK>
key to exit and temporally save the data entered. By pressing the <OK> key, the
prompt "DONE?" will appear. Enter Y to save and exit. To return back to the
screen without exiting, enter "N". To Exit the screen with out saving any
changes, press either the <Exit> or <Esc> key at any time.

The tag and serial numbers that have been entered, are NOT permanently
saved until the actual line is filed. If the user should exit from the E/E
Lines routine, then all data entered on this screen will NOT be saved.



                                Filing receipts

When you have finished entering receipt information, press <OK> or press
<Enter> at the blank line below the last PO line. The system will prompt:
Receive Purchase Order (4.10)                                          Page 219




Receive lines as entered.   OK?

Enter Y to receive or N if you need to return to the screen to make edits.

The system will then prompt:

  Print Receiving Report on:

Enter a printer if you wish to print the receiving report, or enter past this
prompt if you do not.

If your receipts include an inventory line item and there is a backorder
inventory requisition(s) for the item, the system will prompt:

  Some items received are on backorder for inventories.

When you next press the <Enter> key, the system will prompt:

  Print list of backorder items on:

Enter a printer, "S" for screen, or "VIEW" for view screen if you wish to print
this information. Enter through the prompt if you do not.
Receive Purchase Order (4.10)                                            Page 220



                                Receive Select

+--------------------------------------------------------------------------------------------+
|                                       M/M Receive PO                                       |
|============================================================================================|
|Purchase Order                                   Type                                       |
|Vendor                                                                                      |
|                                                                                            |
|Last Line                                        Packing List                               |
|Last Rcpt                                        Receive Date                               |
|                                                                                            |
|     Line Item Num        Dept/Inventory           Unit         Qty Rec     Edit Other?     |
|           Description                                                                      |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
+--------------------------------------------------------------------------------------------+

This screen differs from the Receive Multiple screen in   that there is no Sort
Order field where you can determine how line items will   default onto the
screen; all items are entered individually. Since there   are no manufacturer or
catalog number options, the label above the Description   field will always be
Item Num and item numbers will display.
Receive Purchase Order (4.10)                                          Page 221



                                Receive Standard

+--------------------------------------------------------------------------------------------+
|                                      M/M Receive PO                                        |
|============================================================================================|
|Purchase Order                                   Type                                       |
|Vendor                                                                                      |
|Last Line                                    Receive Option                                 |
|Last Rcpt                                 1) Entire PO as is                                |
|Packing List #                            2) All lines except those as entered              |
|Receive Date                              3) Only those lines as entered                    |
|                                          4) By UPN                                         |
|                                                                                            |
|     Line Item #      Description                     Unit      Qty Left        Qty Rcv'D   |
|          Asset Tag   Comment                                                               |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


Purchase Order

Enter the purchase order you wish to receive. A Lookup is available. Please
refer to the "Identifying Purchase Orders" section of MM User Manual, Volume 2,
for further information on selecting POs.

When a PO is entered, the following information will display:

  Purchase Order - PO number and status

  Type - Type of Purchase Order

  Vendor - vendor number and name

  Last Line - the number of the last line on the PO

  Last Rcpt - the date of the last receipt
Receive Purchase Order (4.10)                                           Page 222



The cursor will then move to the Packing List field.



Packing List

Do one of the following:

* Enter the number of the packing list enclosed with the order using up to 20
  characters.

* If there is no packing list with this delivery, enter N and a system
  generated packing list number will be assigned to the PO. The system
  generated packing list number consists of today's date followed by three
  numbers, starting with 001. The number is increased by one for each new
  system generated packing list. For example: 05/05/99-002

* If this is a BACKORDERED PO, you may either select any packing list
  previously entered for the PO, or enter a new packing list number.

  Lookup:   Packing Lists previously entered for the PO

The packing list helps to identify the shipment. It will be used by the MM/AP
routine to match invoices to receipts.


Receive Date

Today's date appears. If this is the date for which you want to record the
receipt, press <Enter>. If you want to record the receipt for an earlier
date, delete today's date and enter a different date using standard date
format. The date must be later than the last closed month and you may not enter
a future date.


Receive Option

Indicate how you want to record the receipt of items on this PO by entering one
of the following numbers:

1) Entire PO as is

Receive all line items on the PO in the exact quantity ordered. This prompt
appears:

                           Receive all lines.   OK?

Enter Y to receive all lines, or enter N if you do not want to receive
all lines. Note that for standing and blanket orders, this option receives
line items on all unreceived editions of the PO.
Receive Purchase Order (4.10)                                          Page 223




2) All lines except those as entered

Receive all line items in the quantity ordered, except for any line items which
you identify at the following prompt. This is useful if most items are
received in the quantity ordered, but a few are either not received or not
received in full.

When you have finished entering receipt information, press <OK> or press
<Enter> at the blank line below the last PO line. The system will prompt:

  Receive all items except those entered. OK?


3) Only those lines as entered

Receive only those line items identified at the next prompt in the quantity
that you specify. This is useful if you only receive a few of the line items
on a PO.

When you have finished entering receipt information, press <OK> or press
<Enter> at the blank line below the last PO line. The system will prompt:

  Receive only those lines as entered. OK?


4) By UPN

Allows you to receive items by scanning in UPN numbers. Please see the
"Receiving by UPN" section at the end of this document for further information.


Line

The cursor does not stop at this prompt if you selected option 1.

Enter the number of the line item which you do NOT want to receive if you chose
option 2. Enter the number of the line item which you want to receive if
you chose option 3. When a line number is entered, its associated item number,
description, comment and unit display. The cursor then moves to the Unit field.

To perform an inquiry on line items on the PO enter #REV. This message appears:

  Which - 1)Summary, 2)Orders, 3)Receipts, 4)Transactions (1,2,3,4)?

Enter the number of the type of inquiry you wish to view. You then have the
option of printing the inquiry to a printer or to your screen. A complete
description of each inquiry is provided in the "Purchase Order Inquiry" section
of the MM User Manual, Volume 2.
Receive Purchase Order (4.10)                                          Page 224



Unit

The vendor unit of purchase specified for this item on the PO appears. If this
is the unit in which the item should be received, press <Enter>. If the item
should be received in a smaller unit, delete the default response and enter the
correct receiving unit.

Lookup: The item's common name and packaging for the vendor display (defined in
the Item Dictionary)

If you attempt to enter a unit greater than the unit of purchase (UP), the
following will appear:

  Must be UP, Conv. UP, or smaller unit

The middle choice, "Conv. UP", signifies that you can enter a conversion UP,
that is, a group of the UP. This is not the same as conversion packaging, which
redefines a UP; the UP remains, but is different. With conversion UP, the
actual UP changes.

For example, assume an item's standard packaging is CS/10 BX/24 EA and the
purchase order unit of purchase is BX. You can enter BX, EA, or 10 BX, but you
cannot enter CS. If you ordered 30 boxes but the vendor sent 3 cases of 10
boxes, you may receive 30 boxes. If you opt to change the receiving unit to 10
BX, you will then be able to enter 3 as the quantity, so you will match the
packing slip/invoice. However, the MM/AP user will still see 30 boxes.

If you change the vendor unit of purchase, the Qty Left prompt is recalculated
to reflect the new unit.


Qty Left

The quantity of the line item left unreceived displays in terms of the Unit.


Qty Rcv'D

Enter the positive number of units you wish to receive, or enter the negative
number of units you wish to unreceive. If you try to do a negative receipt on a
line item that has been invoiced and approved, the following warning message
will display:

"Invoices have been approved for this line. Please contact the AP Department".

Please heed this advice. If you are physically returning an item to the vendor
your AP staff will need to process a credit memo. If you negative receive in
the system only (i.e. not physically) in order to re-receive at the correct
price, the AP staff need to know this as well.
Receive Purchase Order (4.10)                                          Page 225



For an inventory line to be unreceived, that receipt must be stocked in the
inventory. If it is not, this will appear:

  Not enough left on this line's rcpts. A stock adjustment is necessary

Please refer to the "Return POs Versus Negative Receiving" section of the MM
User Manual, Volume 2, for further information on negative receiving.

If you attempt to receive more than was ordered, this will appear:

  Qty received is over the qty ordered by X YY(s). Receive anyway?

where X would be the quantity over and YY would be the unit. Answer Y if you
wish to receive the extra quantity. Answer N if you do not, then enter the
quantity you do wish to receive.

Lookup: Quantity ordered, quantity received, quantity cancelled, and the cost
of the PO UP (which may difer from the receiving Unit).

After you enter the number of units received, the quantity left (i.e., still on
order) is adjusted to reflect the new receipt.


Asset Tag

To enter/edit asset tag and/or serial numbers, press the right arrow key. If
asset tag or serial numbers have been entered for the line, an asterisk will
appear to the right of this prompt.


Comment

Enter any comments about this transaction which you want to appear on a PO All
Transactions Inquiry, RECEIVING REPORT, RECEIVING DOCUMENT, and PO INQUIRY -
RECEIPT DETAIL. To insert a pre-defined comment from the Comment Dictionary
into this field, enter # or C\ followed by the mnemonic of the comment.


Lookup: Comment Dictionary (enter # or C\ and press <Lookup>)

The prompts that appear after receipt information is entered are documented in
the Receive Multiple section above.
Receive Purchase Order (4.10)                                          Page 226



                                Receiving by UPN

The fourth receiving option on the Receive Standard screen allows users to
receive items by scanning in UPNs (Universal Product Numbers). When this option
is selected, the user is brought to a screen titled M/M Receive PO By UPN
(the screen and its fields appear below). This screen allows users to scan in
an unlimited number of UPNs, valid or invalid, and the quantity being received
for each UPN.

As UPN numbers are scanned in, the system checks to see if they are associated
with any of the PO's items. If a UPN is associated with one of the PO's items,
its item number, description and unit will default in. Any UPN associated with
a PO item is eligible, not just the UPN for the unit that was ordered. For
example, if item 1001 is ordered on the PO in unit CS, if BX is a valid
packaging unit for the item then the UPN for BX will also cause the item
information to default in. If item information does not default in, the UPN is
not valid for the PO and it will not pull onto the main receiving screen.

Such exceptions will be recorded on an exception report. If there are
exceptions, when the UPN page is filed (by answering "Done?" Y) the system will
prompt:

  Print Exception Report on:

This is the only opportunity you will have to print the exception list. If you
do not print this list now, then the list will be deleted. In addition to those
lines that had no item information default in, if the amount received exceeds
what is ordered that UPN line will appear on the report as well.

Any UPN lines that are accepted will pull onto the main receiving screen. The
units and quantities will be converted to the item's smallest unit. This is
done to allow multiple units to combine onto one line.

If the same item appears multiple times on the PO, the system will file
positive receipts in PO line item order starting with the first PO line that
has quantity left and continuing on until all UPN lines are pulled in. For
negative receipts, the first PO line item that has the UPN will be used. Since
the system can't know which line a UPN applies to, the system has to make the
above assumptions. For POs that contain the same item on multiple lines, UPN
receiving may not be appropriate.

If multiple UPNs are keyed for the same item, the system will accept the
highest unit that does not exceed the quantity ordered plus any smaller units
so that the total received is up to but not over what was ordered.

Assume this information for the following examples:

Item   000070

Description>    ROBNEL 8FR CATH, STERILE
           >
Common Name     CATHETER
Receive Purchase Order (4.10)                                                   Page 227



Packaging
CS/2 BX/30 EA

UPN                      Pkg
333                      CS
444                      BX
555                      EA

Four boxes are ordered.

If you scan UPNs 333, 444 and 555, all will be accepted and the UPN screen will
appear as follows:

                                       M/M Receive PO By UPN

Purchase Order     000431 OPEN

Single Unit Receive     N
                                                                                     Qty
       UPN                       Item/Description                             Unit   Rcv'D

     1 333                      000070 ROBNEL 8FR CATH,                       CS     1
     2 444                      000070 ROBNEL 8FR CATH,                       BX     1
     3 555                      000070 ROBNEL 8FR CATH,                       EA     1

When you answer the "Done?" prompt Y, you will be brought into the main
receiving screen and the following will display:

     Line Item #      Description                     Unit         Qty Left    Qty Rcv'D
          Asset Tag   Comment
1    1    000070      ROBNEL 8FR CATH, STERILE        EA           29           91

The system added one CS (60 EA) + one BX (30 EA) + one EA to get 91 EA. If you
receive the 91 EA and then attempt to receive one each of the UPNs again, after
you answer Y to the "Done?" prompt, the following will appear:

    Print Exception Report on:

Enter a printer or print to VIEW or your screen. The following is the report,
modified to fit this screen:

RUN DATE: 12/09/99                     4.8 US MM - fac A & B
RUN TIME: 0942                     RECEIVE BY UPN EXCEPTION REPORT
RUN USER: STD.DOC

PO #:   000431      OF 12/09/99 EXP DEL 12/09/99
VENDOR: BAXTER HEALTHCARE CORP - TRAVENOL - A000021

UPN #    ITEM     DESCRIPTION                 UNIT   QTY   ERROR

333      000070   ROBNEL 8FR CATH, STERILE    CS     1     Qty exceeds qty purchased*
444      000070   ROBNEL 8FR CATH, STERILE    BX     1     Qty exceeds qty purchased*
Receive Purchase Order (4.10)                                           Page 228



* the actual text would be "Quantity exceeds quantity purchased"

The main receiving screen would then display this:

     Line Item #      Description                Unit       Qty Left   Qty Rcv'D
          Asset Tag   Comment
1    1    000070      ROBNEL 8FR CATH, STERILE   EA         28          1

The UPNs on the exception report are not counted. Perhaps a better example for
the second receipt would be that the vendor sent a box that contained only 29
eaches, but the box UPN sticker was left on the box, and you scanned that. In
this case, UPN 444 would default in the item information on the UPN screen, but
it would fall onto the exception report and no lines would be built on the main
receiving screen. At this point, you would investigate the situation, see that
the vendor sent a partial box and then key a receipt of 29 eaches to COMPLETE
the PO.

BX would default as the Unit but you would edit that to EA and enter 29 at the
Qty Rcv'D prompt; the Qty Left will initially show 0;29 - signifying 0 BX;29 EA
- but you can't receive 0;29 BX. You can still choose to over receive by
manually keying in the line and quantity, but you can't do it by
entering/scanning UPNs. As is the case with all other receiving options, you
would be first warned of the over receipt.

If the UPN that is entered/scanned either has not been defined in MM, or has
been defined, but not for an item on the PO, the following error message will
list on the exception report:

    UPN not associated with an item on PO


The following is an example of the UPN entry screen and documentation of its
fields.
Receive Purchase Order (4.10)                                          Page 229

|============================================================================================|
|                                 M/M Receive PO By UPN                                      |
|                                                                                            |
|Purchase Order                                                                              |
|                                                                                            |
|Single Unit Receive                                                                         |
|                                                                           Qty              |
|     UPN                   Item/Description                          Unit Rcv'D             |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


Purchase Order

The purchase order and its status display.


Single Unit Receive

If Y is entered then the Qty Rcv'D will default to a quantity of one when the
UPN is entered/scanned.

If N is entered then you will be required to enter a quantity at the Qty Rcv'D
prompt when the UPN is entered/scanned.


UPN

Enter or scan the UPN number. This field will accept up to 20 characters.


Item/Description

If the UPN number scanned in is associated with an item on the PO, then the
item number and description will default in. All UPNs for all PO lines will be
Receive Purchase Order (4.10)                                            Page 230



considered; the UPN does not need to be the UPN ordered. For example, assume
you ordered 3 CS of item 1001, and item 1001 has these UPNs for the PO's
vendor:

 UPN                 UNIT
555666                CS
777888                BX
999000                EA

If UPN 777888 was entered in the UPN field then item 1001 and its description
would default, even though 777888 is the UPN for BX and you ordered by CS.

If the UPN is not associated with an item on the PO this field will be
blank.


Unit

If the UPN number scanned in is associated with an item on the PO, then the
packaging unit will default in.

If the UPN is not associated with an item on the PO this field will be
blank.

Please refer to the "Receive Purchase Order" section of MM User Manual, Volume
2, for further information on this field.


Qty Rcv'D

Enter the quantity of the item being received.

If Y was entered at the Single Unit Receive prompt, then a 1 will default in
this field and you will not have access to it.
Cancel Purchase Order (4.11)                                             Page 231



4.11:   Cancel Purchase Order


Use this routine to cancel either an entire PO or selected line items on a PO
with a status of OPEN or BACKORDER. You can cancel line items in the quantity
ordered, or you can cancel part of the quantity ordered.

After you cancel items, the PO's status may be one of the following:

        OPEN:   The line items cancelled were on an OPEN PO, and there are
                still some items on order.

  BACKORDER:    The line items cancelled were on a BACKORDER PO, and there are
                still some items on backorder.

  CANCELLED:    An entire PO with a status of WORKING was cancelled.

     CLOSED:    An entire PO with a status of BACKORDER has been cancelled.

     VOIDED:    An entire PO with a status of OPEN has been cancelled.


If you cancel a PO which is already in the EDI queue, you have the option of
removing the PO from the queue at the end of this routine.

RETURN Type of PO purchase orders may not be cancelled. They may only be closed
or unclosed by using Process Purchase Order option 9, Close/Unclose Return PO.

Related Routines

    * Process Purchase Order, Cancel PO - allows you to cancel an entire PO.
      You may not cancel only selected lines or partial quantities with this
      option.
Cancel Purchase Order (4.11)                                           Page 232

+--------------------------------------------------------------------------------------------+
|                                       M/M Cancel PO                                        |
|============================================================================================|
|Purchase Order                                   Type                                       |
|Vendor                                                                                      |
|Last Line                                      Cancel Option                                |
|Last Rcpt                                   1) Entire PO as is                              |
|Cancel Date                                 2) All lines except those entered               |
|                                            3) Only those lines entered                     |
|                                                                                            |
|     Line Item #     Description                    Unit       Qty Left        Qty Cancelled|
|     Comment                                                                                |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


Purchase Order

Identify the purchase order for which you want to cancel all or some line
items.

Lookup:   Purchase Orders on file (by order date)

For more information about the PO Lookup, please refer to the "Identifying
Purchase Orders" section of the MM User Manual, Volume 2.

After you select a PO, its type, vendor, last line item number and last receipt
date are displayed. The cursor moves to the Cancel Date field.


Cancel Date

Today's date appears. If the PO or items were cancelled today, press <Enter>.
If the PO or items were cancelled before today, delete today's date and enter
the correct cancellation date using standard date format. You may not enter a
future date or a date from a closed month.
Cancel Purchase Order (4.11)                                             Page 233



Cancel Option

Indicate how you want to cancel the PO or line items by entering one of these
numbers:

1) Entire PO as is

Cancel all line items with an on order quantity on the PO. This prompt
appears:

                                 Cancel all lines.   OK?

Enter Y to cancel all lines, or enter N if you do not want to cancel
all lines.


2) All lines except those entered

Cancel all line items except for any lines which you identify at the next
prompt. This is useful if most line items should be cancelled, but a few
should not.


3) Only those lines entered

Cancel only those lines which you identify at the next prompt. This is useful
if only a few line items should be cancelled.


Line

The cursor only stops at this prompt if you select 2 or 3 at the previous
prompt.

Enter the number of the line item which you want to select.

Lookup:   All line items on the PO


                       --To review existing line items on the PO--

Before performing any activities for line items on the PO, you can review all
of the line items ordered, including the cost and quantity, by entering #REV.
This message appears:

                              Which - 1)Summary, 2)Orders, 3)Receipts
                              4)Transactions (1,2,3,4)?

Enter the number of the type of inquiry you wish to view. You then have the
option of printing the inquiry to a printer or to your screen. (A complete
Cancel Purchase Order (4.11)                                           Page 234



description of each inquiry is provided in the "Purchase Order Inquiry" section
of the MM User Manual, Volume 2.


After you select a line item, the item's number, description, unit of purchase
and quantity left (i.e., on order) are displayed.


Unit

The vendor unit of purchase specified for this item on the PO appears. If this
is the unit in which the item should be cancelled, press <Enter>. If the item
should be cancelled in a smaller unit, delete the default unit and enter the
correct unit.

Lookup: Standard item packaging defined for the vendor (in the Item
Dictionary)

If you attempt to enter a unit greater than the unit of purchase (UP), the
following will appear:

  Must be UP, Conv. UP, or smaller unit

The middle choice, "Conv. UP", signifies that you can enter a conversion UP,
that is, a group of the UP. This is not the same as conversion packaging, which
redefines a UP; the UP remains, but is different. With conversion UP, the
actual UP changes.

For example, assume an item's standard packaging is CS/10 BX/24 EA and the
purchase order unit of purchase is BX. You can enter BX, EA, or 10 BX, but you
cannot enter CS. If 30 boxes were ordered and you wanted to cancel all 30 you
would normally leave the unit as BX and enter 30 in the Qty Cancelled field. If
you opt to change the receiving unit to 10 BX, you would enter 3 in the Qty
Cancelled field to cancel all 30.

If you change the vendor unit of purchase, the Qty Left prompt is recalculated
to reflect the new unit.


Qty Cancelled

If you chose cancel option 3, enter the number of units you wish to cancel.

If you chose cancel option 2, you may still opt to cancel some or all of the
PO line you entered. "All lines except those entered" will be cancelled in full
when you use this option, but the line you entered will be governed by what is
entered here. If you do not want to cancel any of it, enter zero or press
<Enter> at this field and zero will default in. If you choose to cancel some or
all of the line you may do so.
Cancel Purchase Order (4.11)                                          Page 235



Lookup: Quantity ordered, quantity received, quantity cancelled, and the cost
per unit of purchase

After you enter the number of units cancelled, the Qty Left is adjusted to
reflect the cancellation.


Comment

Enter any comments about this transaction which you want to appear on a
Purchase Order All Transactions Inquiry. To insert a pre-defined comment from
the Comment Dictionary into this field, enter # or C\ followed by the mnemonic
of the comment.

Lookup:   Comment Dictionary (enter # or C\ and press <Lookup>)
Cost/Qty Change (4.12)                                                 Page 236



4.12:   Cost/Qty Change


Use this routine to edit any of the following information for a line item on a
PO with a status of OPEN, BACKORDER or COMPLETE:

    * quantity ordered

    * cost per unit of purchase

    * item tax code (if tax method is ITC)


After you enter the changes for a line item, you have can also update the
information in the Item Dictionary if the changes are permanent.



Editing the Quantity Ordered

If you edit the quantity ordered on an OPEN or BACKORDER PO, the QOO
(quantity on order) of the item is updated and the status of the PO does not
change (unless the quantity ordered equals the quantity received; then the
status changes to COMPLETE).

If you edit the quantity ordered on a COMPLETE PO, the QOO (quantity on
order) of the item is updated and the status of the PO changes to BACKORDER.

If you edit the quantity ordered on a standing or blanket PO, that action only
affects the current edition of the PO. The change does not affect past or
future editions of the PO.
Cost/Qty Change (4.12)                                                 Page 237



Editing the Cost of Items Ordered

If you edit the cost of items which have not been received, the change is
recorded and the items will be received at the correct price.

If, however, you edit the cost of items which have already been received, one
of two things happens.

    * If the items are still in the receiving inventory, a stock adjustment
      noting the cost change is automatically posted for the items. The stock
      adjustment appears in the INVEN ADJ column on the Cost Change Report.
      (The actual dollar amount will appear in the RECEIPTS column on Period
      End Reports, rather than in the ADJUST column.)

    * If the items are no longer in the receiving inventory (i.e., if they were
      transferred or issued) the appropriate GL accounts must be adjusted
      manually via the GL Module using the Cost Changes Report. Note that the
      adjustment transaction must be posted to the current, open GL period; you
      cannot retroactively post adjustments to a closed period.


If you edit the cost of a line item on a standing or blanket order, it affects
not only the cost of the current edition of the PO, but also the price of all
previous receipts and future editions. If you do not want a retroactive price
adjustment, you should enter the line item with a changed price as a new line
item at the new cost, and then receive against that line item. Afterwards,
cancel the quantity of the original line.



Editing the Item Tax Code

Editing the tax code of a line item may change the sales tax of that item. The
effect of a tax code change on the value of the item is the same as that of a
change to the item cost (which is described in "Editing the Cost of Items
Ordered").



Effect on MM/AP Reconciliation

If the cost or quantity is changed for a line item associated with an
unapproved invoice, and this change resolves the discrepancy between the
invoice and the PO, the invoice may be automatically approved (assuming the
taxes match).
Cost/Qty Change (4.12)                                                Page 238



Related Routines

   * Process Purchase Order, Enter/Edit Line Items or Enter/Edit
     Multiple Lines - may be used to edit additional line item information
     (for WORKING POs also).

   * Purchase Order Changes or Process Purchase Order, Print PO Changes
     - prints line items on a PO for which the cost or quantity were edited
     after the PO was verified.

   * Print Purchase Orders or Process Purchase Order, Print PO -
     prints all lines items on a PO.

    * Cost Changes Report - prints a report of all cost changes entered
       after an item was received. This report may be forwarded to the
       Accounting Department so that they can perform any manual adjustments to
       the GL accounts if necessary.
+--------------------------------------------------------------------------------------------+
|                                  M/M Line Item Cost/Qty Change                             |
|============================================================================================|
|PO #                                          Type                                          |
|Vendor                                                                                      |
|Last Line               Last Rcpt             Effective Date                                |
|                                                                           Change           |
|     Line Item #/     Current Order       Price/     New     New               m            |
|          Description                     Comment    Qty     Price             t            |
|                                                              43                            |
|                                                                                            |
|                                                                                            |
|                                                              43                            |
|                                                                                            |
|                                                                                            |
|                                                              43                            |
|                                                                                            |
|                                                                                            |
|                                                              43                            |
|                                                                                            |
|                                                                                            |
|                                                              43                            |
|                                                                                            |
|                                                                                            |
|Warning: Some cost changes will require a manual journal entry in GL and the Cost Change    |
|           report should be printed to determine the entry.                                 |
+--------------------------------------------------------------------------------------------+
Cost/Qty Change (4.12)                                                       Page 239



PO #                     Identify the purchase order you want to select.

                         Lookup:   Purchase Orders on file (by order date)

                         For more information about the PO Lookup, please refer
                         to the section titled "Identifying Purchase Orders".

                         After you select a PO, its type, vendor, last line item
                         number and last receipt date are displayed.


EFFECTIVE DATE           Today's date appears. If this change is effective
                         as of today, press <Enter>. If this change was
                         effective as of an earlier date, delete today's date and
                         enter the correct date using standard date format.

                         The Cost/Quantity Change Report prints for a selected
                         range of effective (i.e., change) dates. Also, the
                         effective (i.e., transaction) date of any changes
                         appears on a PO All Transactions Inquiry.


LINE                     Enter the number of the line item you want to edit.

                         Lookup:   All line items on the PO


                         To review existing line items on the PO

                         Before recording any edits, you can review all of the
                         line items ordered, including the cost and quantity, by
                         entering #REV. This prompt appears:

                             Which - 1)Summary, 2)Orders, 3)Receipts
                             4)Transactions (1,2,3,4)?

                         Enter the number of the type of inquiry you wish to
                         view. You then have the option of printing the inquiry
                         to a printer or to your screen. (A complete description
                         of each inquiry is provided in the section titled
                         "Purchase Order Inquiry".)


                         After you select a line item, the item number, quantity
                         ordered, and price for all units ordered are displayed.
Cost/Qty Change (4.12)                                                   Page 240



NEW QTY                  The current order quantity appears. If this is the
                         correct order quantity, press <Enter>. If not, delete
                         the default quantity and enter the correct quantity.

                         Lookup:   Standard item packaging defined for the vendor
                                   (in the Item Dictionary), and the quantity
                                   ordered, quantity received, quantity cancelled,
                                   and the cost for all units ordered.

                         For more information about the effects of editing the
                         quantity ordered, refer to the introduction to this
                         routine.


NEW PRICE                The current price per unit of purchase is displayed.
                         If this is the correct price, press <Enter>. If not,
                         delete it and enter the correct price using standard
                         dollar format.

                         If you edit the price and an active contract is set up
                         for the item (in the Item Dictionary), this prompt
                         appears:

                             Override Contract Pricing?

                         Enter Y to override the contract pricing, or enter
                         N if you do not want to override that price.

                         For more information about the effects of editing the
                         price, refer to the introduction to this routine.
Cost/Qty Change (4.12)                                                     Page 241



CHANGE ITEM DICT         N appears. If the changes only apply to this
                         PO, and the item's information in the Item Dictionary
                         should not be updated, press <Enter>. If the
                         item's dictionary information should be updated
                         with these changes, delete N and enter Y.


COMMENT                  Enter any comments about this transaction which you
                         want to appear on a Purchase Order All Transactions
                         Inquiry. To insert a pre-defined comment from the
                         Comment Dictionary into this field, enter # followed
                         by the mnemonic of the comment.

                         Lookup:   Comment Dictionary (enter # and press
                                   <Lookup>)


After you finish editing line items, this prompt appears:

    Process these line items?

Enter Y to record the changes, or enter N if you do not want to record
the changes.
Blanket Orders (4.13)                                                  Page 242



4.13:   Blanket Orders


Use this routine to issue a new edition of a blanket purchase order. (Blanket
POs are described in the section titled "Standing and Blanket Purchase
Orders", in the MM User Manual, Volume 2: Purchasing.) You can issue a new
edition of a blanket PO regardless of whether or not receipts have been
recorded against the PO.

During this routine, you are asked to identify each line item to include on
this edition of the PO. All line items on the original PO do not need to be
included on subsequent editions. If you do not select a line item, it is not
included on this edition of the PO.

After you select a line item, a default order quantity is displayed. The
default order quantity equals the quantity that was ordered on the first
edition of the PO, unless an order of that amount would exceed the total
ordered for the PO. For example, if the total order quantity for an item is
20, and the quantity ordered on the first edition of the PO is 15, then the
default order quantity on the next edition of the PO would not be 15.
Instead, the default order quantity would equal the difference between the
total order quantity and the total ordered so far. In the previous example,
that quantity would be 5.

If an EDI program is specified for the PO and the prompt SEND NEW EDITIONS OF
PO VIA EDI? has a value of Y, new editions generated using this routine
are automatically added to the EDI queue. If that prompt has a value of N,
new editions may be added to the EDI queue manually using the Process Purchase
Order - Manage EDI Queue for the PO Subroutine.



Related Routines

    * Purchase Order Changes or Process Purchase Order, Print PO Changes
      - prints either the most recent edition of a blanket order or a previous
        edition generated on a selected date.

    * Cost/Qty Change or Process Purchase Order, Enter/Edit Line Items
      or Enter/Edit Multiple Lines - allows you to edit the price of an
      item on a blanket PO.


After you have selected all line items to include on this edition, this prompt
appears:

    Issue New Edition?

Enter Y to issue a new edition of the blanket PO which includes the line
items you selected in the quantity specified, or enter N if you do not want
to create a new edition of the blanket PO at this time.
Closing Return POs (4.14)                                                 Page 243



4.14:    Closing Return POs


Use this routine to close one or more return POs. A return PO should be
closed when all items on the PO have been sent back to the vendor, or when the
vendor has issued a credit memo covering the returned goods. After you close a
return PO:

    * The PO's status changes from WORKING to COMPLETE

        NOTE:   If there is not enough of an item in stock to cover a return,
                the status of the PO changes to BACKORDER.

    * The appropriate GL account is credited for the returned items

    * The appropriate AP liability account is debited for the returned items


This routine may also be used to unclose one or more return POs if the PO
was mistakenly closed or if additional items need to be included on the PO.     If
you unclose a return PO, its status changes from COMPLETE (or BACKORDER) to
WORKING.



Related Routines

    * Process Purchase Order, Close/Unclose Return PO - allows you to close
      or unclose one PO at a time.
Closing Return POs (4.14)                                                 Page 244

+-------------------------------------------------------------------------------+
|                   M/M Close/Unclose Return Purchase Orders                    |
|===============================================================================|
|                                                                               |
|Effective Date                                                                 |
|                                                                               |
|PO #         Status      Vendor        Close/Unclose                           |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
+-------------------------------------------------------------------------------+


EFFECTIVE DATE        Today's date appears. If the POs were closed or
                      unclosed today, press <Enter>. If the POs were closed
                      or unclosed before today, delete today's date and enter
                      the correct close/unclose date using standard date
                      format. You may not enter a future date.

                      The transaction date prints on a PO All Transactions
                      Inquiry.


PO #                  Identify the return purchase order which you want to
                      close or unclose.

                      Lookup:   Purchase Orders on file (by order date)

                      For more information about the PO Lookup, refer to the
                      section titled "Identifying Purchase Orders".

                      The status and vendor of the selected PO are displayed.

                      After you close or unclose the PO, the cursor returns
                      to this prompt. Either select another PO or press
                      <Enter>.
Closing Return POs (4.14)                                             Page 245



CLOSE/UNCLOSE         If the return PO has a status of WORKING or
                      BACKORDER, CLOSE appears. To close the PO, press
                      <Enter>. For a BACKORDER PO, you can delete CLOSE
                      and enter U to unclose the PO.

                      If the return PO has a status of COMPLETE, UNCLOSE
                      appears. To unclose the PO, press <Enter>.
Unlock POs (4.15)                                                      Page 246



4.15:   Unlock POs


Use this screen with EXTREME caution to "unlock" a Purchase Order. A PO only
needs to be unlocked when the system goes down while a user is performing some
action upon it. It is imperative that you confirm that the job is no longer
actually updating the PO in question before you unlock it.


+-------------------------------------------------------------------------------+
|                         M/M Unlock a Purchase Order                           |
|===============================================================================|
|                                                                               |
|Use this procedure with extreme caution. It should only be used when the       |
|system has crashed leaving a Purchase Order locked.                            |
|                                                                               |
|Purchase Order                                                                 |
+-------------------------------------------------------------------------------+


PURCHASE ORDER: Enter the number of the PO that you want to unlock. If you
     are unsure of its number, you can enter a question mark to invoke the PO
     lookup feature. The system then prompts you to enter a FROM DATE, and
     provides information about every PO entered from that date until today.

     Also, if you know the PO's vendor, enter #V and the mnemonic of the
     vendor, and the system will again call the PO lookup feature but only
     display POs associated with the identified vendor. Alternatively, if you
     know an item number on the PO, you can enter #I and the item number, and
     the system will invoke the PO lookup feature but only display POs that
     contain the identified item.

     Finally, you can enter #V or #I to get a lookup of vendors or items
     (respectively) from which you may choose before invoking the PO lookup
     feature.
Convert POs to ITC (4.16)                                                Page 247



4.16:   Convert POs to ITC


Use this option to convert a "VR" type PO to an "ITC" type po.   It is
accessible by "ITC" hospitals only.
Purchase Order Inquiry (4.17)                                              Page 248



4.17:   Purchase Order Inquiry


Use this routine to:

    * view detailed purchase order information on-line

    * print purchase order information in one of seven formats

    * enter comments for line items on a PO

    * view only lines that are on backorder

To print purchase order information for multiple POs, use the Multiple PO
Inquiry Routine.



Information Displayed On-line

After you select a purchase order, a detailed screen of purchase order
information is displayed. To get more information, print one of the nine
inquiries (described later in this section).

The following information is displayed on-line for the purchase order you
select:


PO Information

    * PO number and status (WORKING, CANCELLED, OPEN, BACKORDER, COMPLETE and
          two new statuses:

        VOIDED - A verified PO with a status of OPEN has been cancelled. The
                 PO data cannot be edited, but may be viewed via the PURCHASE
                 ORDER INQUIRY routine.


        CLOSED - A PO with a status of BACKORDER has been cancelled.
                 The PO data cannot be edited, but may be viewed via the
                 PURCHASE ORDER INQUIRY routine. * Purchase Facility

    * inventory (if an inventory type PO)

    * order type (REGULAR, STANDING or BLANKET)

    * order date

    * confirmation date

    * expected delivery date
Purchase Order Inquiry (4.17)                   Page 249



   * buyer (i.e., user) initials

   * PO total dollar value

   * vendor number and name

   * vendor purchasing terms

   * freight on board information

   * EDI program (if applicable)

   * Customer-Defined Screen

Standing Orders

   * number of days in cycle

   * number of cycles

   * number of cycles completed


PO Activity

   * last receipt date

   * date current status assigned

   * last line number

   * verification date

   * last EDI transmission type (SENT or ACK)

   * last EDI transmission date

   * last printed date
Purchase Order Inquiry (4.17)                                            Page 250



Purchase Order Inquiry Formats

The seven inquiry formats are summarized in the table below. This chapter
documents each of those inquiries. The documentation includes a detailed list
of the information provided on each inquiry and an example.

_______________________________________________________________________________

                       Purchase Order Inquiry Formats
_______________________________________________________________________________

Format                                                  Provides this Data:


SUMMARY                          A summary of ordering information for each line
                                 item, including the quantity ordered, received,
                                 cancelled and still on order.


ORDERS                           Detailed ordering information for each line
                                 item, including the manufacturer, vendor and
                                 cost.


RECEIPT DETAIL                   Receipt detail for all line items, including the
                                 quantity and value received.


ALL TRANSACTIONS                 All transactions recorded for each line item,
                                 including the initial order, verification date,
                                 receipts, and any adjustments.


EDI TRANSACTIONS                 All EDI transmissions of this PO to the vendor
                                 and all vendor acknowledgements.


CONTACTS & PO COMMENTS           All contacts identified for the vendor in the
                                 Vendor Dictionary, and any comments entered for
                                 the PO via the Enter/Edit PO Subroutine.

ENTER COMMENT TRANSACTION        Enter a comment for the PO line transaction.

CUSTOMER DEFINED SCREEN          Displays information entered for this PO.

BACKORDERS                     Displays only backordered lines.
_______________________________________________________________________________
Purchase Order Inquiry (4.17)                                            Page 251



Inquiry Header Format

Every format has the same header.   The header appears at the top of each
inquiry and includes:

    * PO number                              * ship via information

    * Purchase Facility                      * first receipt date

    * PO type                                * order date

    * inventory (if applicable)              * confirmation date

    * order type                             * verification date

    * number of cycles                       * delivery date

    * vendor number and name                 * completion date

    * vendor purchasing terms                * last printed date

    * EDI program to use (if applicable)     * last EDI transmission type
                                               (SENT or ACK) and date

    * PO status                              * Customer-Defined Screen

    * buyer (i.e., user) initials



Enter Comment Transaction

This routine includes a subroutine which may be used to enter comments for each
line item. These comments print on an All Transactions Inquiry. For more
information, refer to the section titled "Enter Comment Transaction".
Purchase Order Inquiry (4.17)                                            Page 252



+--------------------------------------------------------------------------------------------+
|                                          PO Inquiry                                        |
|============================================================================================|
|Purchase Order                                                                              |
|                                                                                            |
|Purch Facility                    - Standing Orders -          - PO Activity -              |
|Type of PO                      Days in Cycle                Last Rcpt                      |
|Return for PO                   # of Cycles                  Status Date                    |
|Inventory                       # of Cycles Comp             Last Line                      |
|Type of Order                                                Verified                       |
|Order Date                                                   Last EDI Type                  |
|Confirm Date                      - Blanket Order -          Last EDI Date                  |
|Expect. Deliv                   Exp. Date                    Last Printed                   |
|Buyer                           $ Per Order                                                 |
|PO Total                        $ for PO                                                    |
|                                                                                            |
|Vendor                                                                                      |
|Terms                                                                                       |
|FOB                                                                                         |
|EDI Program                                                                                 |
|Cust Def Scrn                                                                               |
|                                                                                            |
|Display?           m Date              From Line            Include Cust Def Scrn?
|
|                Thru Date              Thru Line                                            |
|                                                                                            |
|1) Summary              4) All Txns                        7) PO Contacts & Comments        |
|2) Orders               5) Enter Comment Transaction       8) Customer Def Screen           |
|3) Receipt Detail       6) EDI Txns       Type             9) Backorders                    |
+--------------------------------------------------------------------------------------------+


PURCHASE ORDER         Identify the purchase order you want to select.

                      Lookup:   Purchase Orders on file

                      For more information about the PO Lookup, refer to the
                      section titled "Identifying Purchase Orders".

                      After you select a PO, a summary of PO data is displayed
                      on the screen.


PURCH FACILITY        The mnemonic of the purchase facility appears for
                      reference.


TYPE OF PO            The purchase order type (PURCHASE, SERVICE, RETURN
                      or INVENTORY) is displayed.
Purchase Order Inquiry (4.17)                                            Page 253



INVENTORY             If this is an inventory type PO, the receiving
                      inventory is displayed.


TYPE OF ORDER         The order type (REGULAR, STANDING or BLANKET) is
                      displayed.


ORDER DATE             The order date is displayed.


CONFIRM DATE           The confirmation date is displayed.


EXPECT. DELIV         The expected delivery date (or return date) is
                      displayed.


BUYER                 The initials of the PO's buyer (assigned to the
                      buyer's password in the MIS User Dictionary) are
                      displayed.


PO TOTAL              The total value of all line items on the PO is
                      displayed.


VENDOR                 The vendor number and name are displayed.


TERMS                  The vendor purchasing terms are displayed.


FOB                    The freight-on-board information is displayed.


EDI PROGRAM           If this PO is transmitted electronically to a
                      vendor, the EDI program assigned to the PO is displayed.


CUST DEF SCRN         The mnemonic of the customer-defined screen for this
                      purchase order appears.


------ STANDING ORDERS ------

DAYS IN CYCLE         For standing orders, the number of days in each
                      cycle is displayed.
Purchase Order Inquiry (4.17)                                         Page 254



# OF CYCLES           For standing orders, the total number of cycles is
                      displayed.


# OF CYCLES COMP      For standing orders, the number of cycles already
                      complete (i.e., number of editions generated) is
                      displayed.
Purchase Order Inquiry (4.17)                                              Page 255



------ PO ACTIVITY ------

LAST RCPT             The last date on which items were received against
                      this PO is displayed.


STATUS DATE           The date on which this PO was assigned its current
                      status (WORKING, CANCELLED, OPEN, BACKORDER or COMPLETE)
                      is displayed.


LAST LINE              The last line number on the PO is displayed.


VERIFIED               The date on which the PO was verified is displayed.


LAST EDI TYPE         If the PO was transmitted via EDI, the last EDI
                      transmission type is displayed. EDI transmission types
                      include:

                                SENT - PO sent to the vendor

                                 ACK - acknowledgment received from the vendor


LAST EDI DATE         If this PO was transmitted via EDI, the last EDI
                      transmission date is displayed.


LAST PRINTED          The date on which the PO was last printed is
                      displayed.


Display?              Indicate which inquiry or subroutine you wish to
                      select by entering one of the following numbers:

                      1     -   Summary
                      2     -   Orders
                      3     -   Receipt Detail
                      4     -   All Txns
                      5     -   Enter Comment Transaction
                      6     -   EDI Txns
                      7     -   PO Contacts & Comments
                      8     -   Customer-Defined Screen
                      9     -   Backorders (will only list lines backordered)
Purchase Order Inquiry (4.17)                                           Page 256



From Date             The cursor stops at this prompt only if you are
                      printing one of these inquiries:

                           * Receipt Detail

                           * All Transactions

                           * EDI Transactions

                      BEGINNING appears. To print activity from the
                      earliest transaction date, press <Enter>. To print
                      activity from a selected date, delete BEGINNING and
                      enter that date using standard format.


Thru Date             The cursor stops at this prompt only if you are
                      printing one of the following inquiries:

                           * Receipt Detail

                           * All Transactions

                           * EDI Transactions

                      END appears. To print activity through the
                      most recent transaction, press <Enter>. To print
                      activity through a selected date, delete END and
                      enter that date using standard date format.


From Line             Enter the first line number in the range to print
                      EDI Transactions Inquiry. These line numbers appear in
                      in the following subroutines:

                      *   Summary

                      *   Orders

                      *   Receipt Detail

                      *   All Txns


Thry Line             Enter the last line number in the range to print
                      EDI Transactions Inquiry. These line numbers appear in
                      in the following subroutines:

                      *   Summary

                      *   Orders
Purchase Order Inquiry (4.17)                                          Page 257




                         *   Receipt Detail

                         *   All Txns


Type

This field designates the type of EDI transaction which you wish to view. The
two types of EDI transactions which can be viewed in this inquiry are POs sent
to the vendor and acknowledgements received from the vendor.

ALL defaults. To print both transmissions sent to the vendor and vendor
acknowledgements, press <Enter>. To print just transmissions sent to the
vendor, delete ALL and enter SENT. To print just vendor acknowledgements,
delete ALL and enter ACK. A Lookup with these two options is available.


Include Cust Def Scrn?

Enter Y to include the PO's Customer Defined Screen on the inquiry.
Summary Inquiry (4.17.1)                                               Page 258



4.17.1:   Summary Inquiry


This inquiry displays a summary of ordering information for each line item on a
PO, including:

    * line number                              * quantity left on order

    * item number                              * unit of purchase

    * item description                         * cost per unit of purchase

    * receiving department or inventory        * GL account affected

    * quantity on order                        * item tax code (if applicable)

    * quantity received                        * purchase requisition number
                                                 (if applicable)
    * quantity cancelled
                                               * additional description


An example of a Summary Inquiry is shown on the following page.
Summary Inquiry (4.17.1)                                                Page 259




RUN DATE: 05/20/92     MEDITECH DEMONSTRATION HOSPITAL                PAGE 1
RUN TIME: 1200                  PO INQUIRY

PO NUMBER: 22000001097        STATUS:   BACKORDER         ORDERED:   05/15/92
PO TYPE:     PURCHASE         BUYER:    STD.DOC           CONFIRMED: 05/15/92
INVENTORY:                    SHIP VIA: UPS               VERIFIED: 05/15/92
ORDER TYPE: REGULAR           1ST RCPT: 05/20/92          DELIVERY: 05/20/92
# CYCLES:                                                 COMPLETED:
VENDOR: A0000010 JORDAN INCORPORATED                      PRINTED:   05/15/92
TERMS:    ABS NET 30
EDI PGM:                                                  LAST:
==============================================================================

 LINE ITEM #      DESCRIPTION
      DEPT/INVEN         ORDER         RCV         CAN    LEFT UP      COST/UP
      G/L ACCOUNT                 TAX CD PURCH REQ

    1 5555555      SURGICAL BANDAGES
      ADM.MAIN             10            10         0        0 CASE    40.0000
      011-711-20101                CRS
           3 IN; 27 YD; SOFT WEAVE

    2 0000003       LATEX GLOVES MED
      PMAIN                 20           20         0        0 BOX        5.50
      011-711-20101

    3 0009993       PAPER
      01-111-3000000       22           20          0       2 BOX       15.00
      011-711-20101               CRS
           8 1/2 X 11; 3 HOLE-PUNCHED; 24LB
Orders Inquiry (4.17.2)                                                Page 260



4.17.2:   Orders Inquiry


This inquiry displays detailed ordering information for each line item on a PO,
including:

    * line number                        * cost per unit of purchase

    * item number                        * extended value (qty ordered x cost
                                           per unit of purchase)
    * item description
                                         * receiving department or inventory
    * item manufacturer
                                         * GL account affected
    * manufacturer catalog number
                                         * purchase requisition number (if
    * vendor catalog number                applicable)

    * order quantity                     * additional description

    * unit of purchase


This inquiry also calculates the total extended value for all items on the PO.
An example of a Orders Inquiry is shown on the following page.
Orders Inquiry (4.17.2)                                                  Page 261




RUN DATE: 05/20/92     MEDITECH DEMONSTRATION HOSPITAL                 PAGE 1
RUN TIME: 1200                  PO INQUIRY

PO NUMBER: 22000001097        STATUS:   BACKORDER         ORDERED:   05/15/92
PO TYPE:     PURCHASE         BUYER:    STD.DOC           CONFIRMED: 05/15/92
INVENTORY:                    SHIP VIA: UPS               VERIFIED: 05/15/92
ORDER TYPE: REGULAR           1ST RCPT: 05/20/92          DELIVERY: 05/20/92
# CYCLES:                                                 COMPLETED:
VENDOR: A0000010 JORDAN INCORPORATED                      PRINTED:   05/15/92
TERMS:    ABS NET 30
EDI PGM:                                                  LAST:
==============================================================================

 LINE ITEM #     DESCRIPTION                     MANUF      MANUF CAT #
            VENDOR CATLG #    ORDER UP                  COST/UP EXT VALUE
       DEPT/INVENTORY G/L ACCOUNT                PURCH REQ

     1 5555555   SURGICAL BANDAGES               JORDAN       JISB-24EA.33
            JISB-24EA.33         10 CASE/48 EA            40.0000     400.00
       ADM.MAIN        011-711-20101
           3 IN; 27 YD; SOFT WEAVE

     2 0000003    LATEX GLOVES MED               LB.MFG       213-56-AA-99
             213-56-AA            20 BOX                     5.50     110.00
       PMAIN            011-711-20101

     3 0009993   PAPER                           MISC         999-1001
            0000-000567-I        22 BOX/100 EA              15.00     330.00
       01-111-3000000 011-111-3000000-1114000
           8 1/2 X 11; 3 HOLE-PUNCHED; 24LB
                                                                    --------
                                                                      840.00
Receipt Detail Inquiry (4.17.3)                                         Page 262



4.17.3:   Receipt Detail Inquiry


This inquiry displays receipt detail for all line items on a PO, including:

    * receipt date

    * quantity received

    * item tax code (if applicable)

    * packing list number

    * receipt cost (quantity received x cost per unit of purchase)


This inquiry also calculates the total value of all items received.   An example
of a Receipt Transactions Inquiry is shown on the following page.



Prompts

From Line              BEGINNING appears. To print receipts for this
                       PO starting with earliest receipt date, press <Enter>.
                       To print receipts recorded after a selected date, delete
                       BEGINNING and enter that date using standard date
                       format.


Thru Line              END appears. To print receipts for this PO
                       through the most recent receipt date, press <Enter>.
                       To print receipts recorded through a selected date,
                       delete END and enter that date using standard date
                       format.

From Line              BEGINNING appears. To print receipts for this PO
                       starting with the first line number, press <Enter>. To
                       print receipts beginning on a different line number,
                       delete BEGINNING and enter the desired line number.

Thru Line              END appears. To print receipts for this PO
                       ending with the last line number, press <Enter>. To
                       print receipts ending on a different line number, delete
                       END and enter the desired line number.
Receipt Detail Inquiry (4.17.3)                                           Page 263




                   MEDITECH DEMONSTRATION HOSPITAL                  PAGE 1 RUN
                   TIME: 1200                  PO INQUIRY

PO NUMBER: 22000001097        STATUS:   BACKORDER         ORDERED:   05/15/92
PO TYPE:     PURCHASE         BUYER:    STD.DOC           CONFIRMED: 05/15/92
INVENTORY:                    SHIP VIA: UPS               VERIFIED: 05/15/92
ORDER TYPE: REGULAR           1ST RCPT: 05/20/92          DELIVERY: 05/20/92
# CYCLES:                                                 COMPLETED:
VENDOR: A0000010 JORDAN INCORPORATED                      PRINTED:   05/15/92
TERMS:    ABS NET 30
EDI PGM:                                                  LAST:
==============================================================================

 LINE ITEM #     DESCRIPTION
      DEPT/INVEN         QTY RCV UP       COST/UP            RCV COST
                 G/L ACCOUNT              TAX CD PURCH REQ

    1 5555555    SURGICAL BANDAGES
      ADM.MAIN                10 CASE      40.0000             400.00
                 011-711-20101             CRS
           3 IN; 27 YD; SOFT WEAVE
      05/20/92   REC      10 CASE   (TAX-CRS) PL# 05/20/92-098

    2 0000003    LATEX GLOVES MED
      PMAIN                   20 BOX       5.50                  110.00
                 011-711-20101
           3 IN; 27 YE; SOFT WEAVE
      05/20/92   REC      20 BOX              PL# 05/20/92-098

    3 0009993    PAPER
      01-111-3000000          20 BOX       15.00               300.00
                 011-111-3000000-1114000
           8 1/2 X 11; 3 HOLE-PUNCHED; 24LB
      05/20/92   REC      20 BOX              PL# 05/20/92-098
All Transactions Inquiry (4.17.4)                                      Page 264



4.17.4:   All Transactions Inquiry


This inquiry displays all transactions recorded for line items on a PO,
including:

    * Order date and user

    * Verification date, user, quantity ordered, and cost per unit of purchase

    * Receipt date(s), user, quantity received, unit of purchase, item tax
      code, packing list number

    * Cancelled line items

    * Adjustments to the item cost and quantity for a verified PO, including
      the adjustment date, user, old quantity and cost, new quantity and cost


Any transaction comments entered with the transaction also appear on this
inquiry. To quickly add a transaction comment for any line item on a PO,
use the Enter Comment Transaction subroutine, which is part of the Purchase
Order Inquiry Routine.

An example of an All Transactions Inquiry is shown on the following page.



Prompts

From Date              BEGINNING appears. To print transactions for
                       this PO starting with earliest transaction date,
                       press <Enter>. To print transactions recorded after a
                       selected date, delete BEGINNING and enter that date
                       using standard date format.


Thru Date              END appears. To print transactions for this PO
                       through the most recent transaction date, press
                       <Enter>. To print transactions recorded through a
                       selected date, delete END and enter that date using
                       standard date format.

From Line             BEGINNING appears. To print transactions for this
                       PO starting with the first line number, press <Enter>.
                       To start the list with a different line number, delete
                       BEGINNING and enter the desired line number.

From Line              END appears. To print transactions for this PO
                       starting with the last line number, press <Enter>. To
                       end the list with a different line number, delete END
                       and enter the desired line number.
All Transactions Inquiry (4.17.4)   Page 265
Enter Comment Transaction (4.17.5)                                       Page 266



4.17.5:   Enter Comment Transaction


Use this subroutine to quickly enter a comment for a line item on a PO. Any
comment that you enter is assigned today's date and will print on an All
Transactions Inquiry for that PO. Also included on the inquiry is the mnemonic
of the user who entered the comment.



Prompts

LINE NO                Enter the number of the line item for which you want
                       to enter a transaction comment.

                       Lookup:   All line items on the PO.


COMMENT TRANSACTION    Enter any comments using up to 75 characters.
                       For example: RESTOCK FOR MM/DD/YY

                       To insert a comment from the Comment Dictionary into
                       this field, enter # followed by the mnemonic of the
                       comment.

                       Lookup:   Comment Dictionary (enter # and press
                                 <Lookup>)

                       This comment prints next to today's date, along with
                       your user mnemonic, on an All Transactions Inquiry for
                       the PO.
EDI Transactions Inquiry (4.17.6)                                       Page 267



4.17.6:   EDI Transactions Inquiry


This inquiry displays all EDI transactions for a PO. You can view just
transactions sent to the vendor, just vendor acknowledgements received back, or
both.



POs Sent to Vendors

The following information is displayed for POs sent to vendors:

    * transaction date

    * EDI program

    * number of lines on the PO

    * value of all lines on the PO

    * line item numbers sent to the vendor (or ALL, if applicable)



Acknowledgements Received from Vendors

The following information is displayed for EDI acknowledgements received from
vendors:

    * transaction date

    * acknowledgement type (ACCEPT, REJECT or CHANGE)

    * vendor order number

    * vendor acknowledgement date

    * vendor ship date or vendor shipped date


An example of an EDI Transactions Inquiry is shown on the following page.



Prompts

From Date                BEGINNING appears. To print activity from the
                         earliest transmission date, press <Enter>. To print
                         activity from a selected date, delete BEGINNING and
                         enter that date using standard date format.
EDI Transactions Inquiry (4.17.6)                                        Page 268



Thru Date             END appears. To print activity from the latest
                      transmission date, press <Enter>. To print activity
                      through a selected date, delete BEGINNING and enter
                      that date using standard date format.


Type                  ALL appears. To print both transmissions sent
                      to the vendor and vendor acknowledgements, press
                      <Enter>.

                      To print just transmissions to the vendor, delete ALL
                      and enter SENT.

                      To print just vendor acknowledgements, delete ALL
                      and enter ACK.




RUN DATE: 05/20/92     MEDITECH DEMONSTRATION HOSPITAL                PAGE 1
RUN TIME: 1200                  PO INQUIRY

PO NUMBER: 22000001096        STATUS:   BACKORDER         ORDERED:   05/15/92
PO TYPE:     PURCHASE         BUYER:    STD.DOC           CONFIRMED: 05/15/92
INVENTORY:                    SHIP VIA: UPS               VERIFIED: 05/15/92
ORDER TYPE: REGULAR           1ST RCPT: 05/18/92          DELIVERY: 05/18/92
# CYCLES:                                                 COMPLETED:
VENDOR: A0000014 ABC HOSPITAL SUPPLY                      PRINTED:   05/15/92
TERMS:    ABS NET 30
EDI PGM: ABC.PUR                                          LAST: SENT 05/18/92
==============================================================================

 EDI TXN TYPE: ACKNOWLEDGEMENT

       DATE       TYPE      VENDOR ORDER #       ACK DATE   WILL SHIP SHIPPED
       05/15/92   ACCEPT    000-010-9966A8       05/15/92             05/16/92

 EDI TXN TYPE: SENT TO VENDOR
                                    PO TOTALS WHEN SENT
       DATE       PROGRAM            # LINES      VALUE LINES SENT
       05/15/92   ABC.PUR               6       1250.00 ALL
       05/18/92   ABC.PUR               1        150.00 ALL
PO Contacts and Comments Inquiry (4.17.7)                              Page 269



4.17.7:   PO Contacts and Comments Inquiry


This inquiry displays all contacts recorded for a PO's vendor in the Vendor
Dictionary, and it displays any comments entered for the PO via the Process
Purchase Order - Enter/Edit PO Subroutine.

An example of the PO Contacts and Comments Inquiry is shown below.




RUN DATE: 05/20/92      MEDITECH DEMONSTRATION HOSPITAL              PAGE 1
RUN TIME: 1200                   PO INQUIRY

PO NUMBER: 22000001097        STATUS:   BACKORDER         ORDERED:   05/15/92
PO TYPE:     PURCHASE         BUYER:    STD.DOC           CONFIRMED: 05/15/92
INVENTORY:                    SHIP VIA: UPS               VERIFIED: 05/15/92
ORDER TYPE: REGULAR           1ST RCPT: 05/20/92          DELIVERY: 05/20/92
# CYCLES:                                                 COMPLETED:
VENDOR: A0000010 JORDAN INCORPORATED                      PRINTED:   05/15/92
TERMS:    ABS NET 30
EDI PGM:                                                  LAST:
==============================================================================

#   CONTACT NAME          PHONE                  COMMENT
------------------------------------------------------------------------------
1   ROGER GROGG           (617) 999-9999         9 - 3:30 PM weekdays
2   MIMI SCHMOGG          (617) 999-9998         3-8 PM weekday; 9-12 AM wkend

#    LOCATION COMMENT TEXT
------------------------------------------------------------------------------
1    ALL       ** RUSH ORDER **
Multiple PO Inquiry (4.18)                                             Page 270



4.18:    Multiple PO Inquiry


Use this routine to view purchasing information for all line items included on
a purchase order, a range of purchase orders, or multiple ranges of purchase
orders. There are four different inquiry formats available for viewing
multiple PO data. Each format type is described below.

_______________________________________________________________________________

                  Multiple Purchase Order Inquiry Formats
_______________________________________________________________________________

Format                                                Provides this Data:


SUMMARY                        Summary of ordering information for each line
                               item, including the quantity ordered, received,
                               cancelled and still on order.


ORDERS                         Detailed ordering information for each line
                               item, including the manufacturer, vendor and
                               purchase value.


RECEIPT DETAIL                 Receipt detail for all line items, including the
                               quantity and value received.


ALL TRANSACTIONS               All transactions recorded for each line item,
                               including the initial order, verification date,
                               receipts, and any adjustments.
_______________________________________________________________________________


After you select the range(s) of POs for which you want to print inquiries, you
can limit the inquiries printed to those for a selected PO type, status or
order type. For example, you can print inquiries for all regular, inventory
POs with a status of WORKING.

An example of each type of inquiry is shown in the section titled "Purchase
Order Inquiry".



Related Routines

To view an inquiry for just one PO, you can use the Purchase Order Inquiry
Routine. That routine also provides two other inquiry types: 1) a list of all
EDI transactions for a PO, and 2) a list of the vendor's contacts and PO
comments.
Multiple PO Inquiry (4.18)                                                Page 271

+--------------------------------------------------------------------------------------------+
|                                    Print Multiple PO Inquiry                               |
|============================================================================================|
|                                                                                            |
|From PO #       To PO #                                                                     |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|Purchase Facility:                                                                          |
|                                                                                            |
|PO Type                                                                                     |
|                                                                                            |
|PO Status                                                                                   |
|                                                                                            |
|Order Type                                                                                  |
|                                                                                            |
|                                                                                            |
|Select?            From               Thru             Include Cust Def Scrns?              |
|                                                                                            |
|1) Summary             3) Receipts              5) Cust Def Screens                         |
|2) Orders               4) All Txns                                                         |
+--------------------------------------------------------------------------------------------+


FROM PO #             Identify the lowest numbered PO in a range of POs
                      for which you want to print an inquiry.

                      Lookup:   Purchase Orders on file (by order date)

                      For more information about the PO Lookup, refer to the
                      section titled "Identifying Purchase Orders".

                      After you select the last PO to include in the range (at
                      the TO PO # prompt), the cursor returns to this
                      prompt. Either specify another range of POs or press
                      <Enter>.


TO PO #               Identify the highest numbered purchase order in a
                      range of POs for which you want to print an inquiry.

                      Lookup:   Purchase Orders on file (by order date)
Multiple PO Inquiry (4.18)                                            Page 272



PO TYPE               ALL appears. To print an inquiry for the
                      selected POs, regardless of PO type, press <Enter>.
                      To only print an inquiry for POs of a selected type,
                      delete ALL and enter one of the following types:

                             P   -   Purchase

                             R   -   Return

                             S   -   Service

                             I   -   Inventory

                             C   -   Capital


PO STATUS             ALL appears. To print an inquiry for the
                      selected POs, regardless of status, press <Enter>. To
                      only print an inquiry for POs of a selected status,
                      delete ALL and enter one of the following:

                             W   -   Working

                             C   -   Cancelled

                             O   -   Open

                             B   -   Backorder

                             CO -    Complete


ORDER TYPE            ALL appears. To print an inquiry for the
                      selected POs, regardless of order type, press <Enter>.
                      To only print an inquiry for a selected order type,
                      delete ALL and enter one of the following:

                             R   -   Regular

                             S   -   Standing

                             B   -   Blanket
Multiple PO Inquiry (4.18)                                            Page 273



Select?               Indicate which inquiry type you want to print by
                      entering one of the following numbers:

                             1   -   Summary

                             2   -   Orders

                             3   -   Receipts

                             4   -   All Txns

                             5   -   Customer-Defined Screens


From                  The cursor only stops at this prompt if you are
                      printing a Receipt Detail or All Transactions Inquiry.

                      BEGINNING appears. To print receipts or
                      transactions starting with the earliest receipt or
                      transaction date on file, press <Enter>. To start with
                      a specific date, delete BEGINNING and enter that
                      date using standard date format.


Thru                  The cursor only stops at this prompt if you are
                      printing a Receipt Detail or All Transactions Inquiry.

                      END appears. To print receipts or transactions
                      through the most recent receipt or transaction date,
                      press <Enter>. To print through a specific date,
                      delete END and enter that date using standard date
                      format.


Include Cust Def Scrns?

                      N appears. If you do not want to include a
                      customer-defined screen, press <Enter>.

                      To include a customer-defined screen, delete N and
                      enter Y.
Create Purchase Orders from Inventory (4.19)                           Page 274



4.19:   Create Purchase Orders from Inventory


Use this routine to automatically place all stock items which need to be
ordered onto Purchase Orders.

Stock items may be ordered for one inventory at a time during this routine.
For each inventory, you can order stock items for all vendors or for selected
vendors.

Placing Items on POs

When this routine is run, each stock in the inventory is evaluated. To be
placed on a PO, the following conditions must be met:

 the stock must be active

 the stock's item must be active

 the stock's item cannot be discontinued (discontinued items have an alpha
  suffix (e.g. 1001A); see the "Copy Item" section of the MM Dictionary Guide
  for further information on discontinued items)

 if the inventory entered for the routine is a MAIN type of inventory, then the
  "Transfer?" field in the Stock Dictionary must be set to N

 if the inventory entered for the routine is a SUB or DEPT type of inventory,
  then the Order on PO field in the Stock Dictionary must be set to Y

 in the Stock Dictionary, the "Standing/Blanket Order Item?" field cannot be
  set to Y

 the stock's item's primary vendor cannot have its Block Activity field set to
  Y

 if you chose to include only specified vendors, then the stock's item's
  primary vendor must match one of the included vendors

 if you chose to exclude specified vendors, then the stock's item's primary
  vendor must NOT match any of the excluded vendors

 the stock's below MRP value must be Y (to calculate the below MRP value, the
  system uses this expression: QOH + QOO - IBQ - MRP '>0 where QOH is Quantity
  On Hand, QOO is Quantity On Order (including unreceived PO quantities from
  OPEN and BACKORDER POs), IBQ is Inventory Backorder Quantity (quantity for
  that item on backordered inventory requisitions), MRP is Minimum Reorder
  Point, and "'>0" is not greater than zero. If this evaluates as true, then
  the below MRP value (MM.STOCK.below.mrp) is set to Y.)

This routine tries to consolidate orders as much as possible. To accomplish
that, it will augment existing, eligible, WORKING status POs whenever possible
rather than create new POs. To be eligible, the following must match:
Create Purchase Orders from Inventory (4.19)                              Page 275




  WORKING status PO                Create PO From Inventory

     Vendor                        stock's item's primary vendor
                                   (defined in Item Dictionary)

   Purchasing Facility             routine Purchasing Facility
                               (the Purchasing Facility from the Inventory
                                    will default, but it is editable)

      Buyer                         Buyer from the Inventory Dictionary
                                       (only if one is defined)

    Type of PO                      Inventory Dictionary Auto PO Type

   AP Database                           AP Database
                               (the AP Database for the Purchasing Facility
                                    will default, but it is editable)

When an Eligible PO is Found

    * If the item is already ordered for the appropriate inventory and GL
      account, and the quantity ordered is less than the ROQ (Recommended
      Order Quantity - see below), the item order quantity is increased so that
      it equals the ROQ.

    * If the item is already ordered for the appropriate inventory and GL
      account, and the quantity ordered is greater than or equal to the
      ROQ (Recommended Order Quantity), the item order quantity is reduced to
      the ROQ.

    * If the item is not already ordered (or if it is ordered for a
      different inventory or GL account), the item is added to the PO as a new
      line item.


When an Eligible PO is NOT Found

    * A WORKING PO is created for the primary vendor and the stock item becomes
      the first line item on the PO. If the item's primary vendor is assigned
      to an EDI program (in the Vendor Dictionary), the EDI program defaults on
      the PO, but may be edited.


 Note: As you can see from the above, the QOO for a WORKING status PO will ONLY
       be considered when a WORKING status PO is augmented, NOT when a new PO
       is created. For example, if the routine determines that a stock needs to
       be ordered and that 10 should be ordered, if an eligible WORKING
       status PO is found and that PO has 3 on order, the order amount will be
       changed to 10. However, if that PO is NOT eligible - perhaps the
       buyer is different - then 10 will be ordered on a new PO. If both POs
       are verified, then 13 will be ordered, not 10.
Create Purchase Orders from Inventory (4.19)                              Page 276



After the PO is verified, the QOO (quantity on order) of stock items is
increased by the quantity ordered.


How the System Calculates Recommended Order Quantity (ROQ)

If your order method parameter is MSQ, the following formula is used:

                            MSQ-QOH-QOO+IBQ

where MSQ is Maximum Shelf Quantity (defined in the Stock Dictionary), QOH is
Quantity On Hand, QOO is Quantity On Order (including unreceived PO quantities
from OPEN and BACKORDER POs), and IBQ is Inventory Backorder Quantity (quantity
for that item on backordered inventory requisitions).

If your order method parameter is DOQ or EOQ, the following formula is used:

                                  OOQ-QOO+IBQ

OOQ is optimal order quantity. Please refer to the "Appendix C: Order Methods"
section of the MM User Manual, Volume 1, for further information on OOQ.


Related Routines

    * List POs Created from Inventory - allows you to list all POs updated
      or created during this routine.

      To print that list, you must know the process list number which is
      assigned at the end of this routine and displayed on the screen. For
      example:

         Create POs from inv. ADM.INV; List 1529 ..Job 188 Started.
         <RETURN to Cont.>

      In the preceding example, the process list number assigned to the update
      is 1529. (For more information, refer to the section titled "List
      POs Created from Inventory", in the MM User Manual, Volume 2:
      Purchasing. A Lookup of process list numbers is available in that
      routine.)

    * Process Purchase Order, Enter/Edit PO - allows you to to edit any of
      the POs updated or created during this routine.
Create Purchase Orders from Inventory (4.19)                            Page 277

+-------------------------------------------------------------------------------+
|                    M/M Create Purchase Orders From Inventory                  |
|===============================================================================|
|                                                                               |
|Updates/Creates Working POs from the specified Inventory. The list provided    |
|may be a list of Vendors to Include, Exclude (from all) or All.                |
|                                                                               |
|Which Inventory                                  Last Create PO Job            |
|Purchasing Facility                         Status                             |
|AP Database                                 Date                               |
|                                                                               |
|Order Date for New POs                                                         |
|                                                                               |
|(I)nc, (E)xc, (A)ll                                                            |
|                                                                               |
|    Vendors                                                                    |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
+-------------------------------------------------------------------------------+


Which Inventory

Enter the mnemonic of the inventory for which you want to automatically order
stock.

Lookup: Inventory Dictionary


------Last Create PO Job------

Status

The status of the last create PO job for this inventory is displayed.


Date

The date on which this routine was last run for the selected inventory is
displayed.


Purchasing Facility

The purchasing facility specified in the Inventory Dictionary appears if the
user running the routine is defined as an Authorized User for the purchasing
facility. To use this purchasing facility, press <Enter>.
Create Purchase Orders from Inventory (4.19)                           Page 278




To use a different purchasing facility, delete the default purchasing facility
and enter the desired one. A user may only enter a purchasing facility if she
is defined as an Authorized User for the purchasing facility.


AP Database

The AP database specified in the Purchasing Facility Dictionary appears. To use
this AP database, press <Enter>.

To use a different AP database, delete the default AP database and enter the
desired one.

AP databases are associated with POs so that if EDI invoicing is done, the
system will know to which AP database an invoice should be directed.


Order Date for New POs

Today's date appears. If new POs created during this routine should have
today's date for an order date, press <Enter>. If new POs should have a
different order date, delete today's date and enter that date using standard
date format.


(I)nc, (E)xc, (A)ll

Indicate how you want to reorder items from vendors by entering one of the
following:

 I - INCLUDE orders for vendors which you identify at the next prompt. This is
     useful if you only want to order items from a few vendors.

 E - EXCLUDE orders for vendors which you identify at the next prompt. This
     is useful if you want to order items for most, but not all, vendors.

 A - Order items for ALL vendors.


Vendors

The cursor only stops at this prompt if you selected I or E at the previous
prompt.

Enter the mnemonics of the vendors for which you want to include or exclude
orders.

Lookup:   Vendor Dictionary
Create Purchase Orders from Inventory (4.19)                             Page 279



If you opted to include specified vendors, if you attempt to enter a vendor
whose Block Activity field is set to Y, a warning message will appear and you
may not include that vendor.

This routine only updates and creates POs for the appropriate vendors.
Create Purchase Orders from Requisitions (4.20)                         Page 280



4.20:   Create Purchase Orders from Requisitions


Use this routine to automatically place items from VERIFIED purchase
requisitions onto purchase orders. Items may be ordered for all VERIFIED
purchase requisitions, or just for selected purchase requisitions. When you
place items from a purchase requisition on a PO, its status changes from
VERIFIED to OPEN. After the items are received, the status changes to CLOSED.

For more information about how and when purchase requisitions are entered,
refer to the chapter titled "Purchase Requisitions".



Placing Items on POs

This routine tries to consolidate orders as much as possible. To accomplish
that, it searches for any WORKING POs for the item vendor and order type
identified on the purchase requisition.


A WORKING PO Exists for the Vendor

    * If the item is already ordered for the same inventory or department, GL
      account, quantity and cost, then the item is not added to the PO.

    * If the item is already ordered, but for a different inventory or
      department, GL account, quantity or cost, then the item is added to the
      PO as a new line item.

    * If the item is not already ordered, then it is added to the PO as a
      new line item.


No Working PO Exists for the Vendor

    * A WORKING PO is created for the vendor and the item becomes the first
      line item on the PO.


NOTE:   If a new PO is created for an item, and that item's primary vendor
        is assigned to an EDI program (in the Vendor Dictionary), the EDI
        program appears as the default on the PO, but may be edited.


After the PO is verified, the QOO (quantity on order) of the items is increased
by the quantity ordered.
Create Purchase Orders from Requisitions (4.20)                         Page 281



Related Routines

   * List POs Created from Purchase Requisitions - allows you to list all
     POs updated or created during this routine.

     To print that list, you must know the process list number which is
     assigned at the end of this routine and displayed on the screen. A
     Lookup of process list numbers by date is available in that routine.
     (For more information, refer to the section titled "List POs Created from
     Purchase Requisitions".)


   * Process Purchase Order, Enter/Edit PO - allows you to edit any of the
     POs updated or created during this routine.

     During that routine, the purchase requisition number and purchase
     requisition line number of any line items included from purchase
     requisitions are displayed on the screen for reference. (For more
     information, refer to the section titled "Process a Purchase Order".)

+-------------------------------------------------------------------------------+
|                     M/M Create Purchase Orders From Reqs                      |
|===============================================================================|
|                                                                               |
|Updates/Creates Working POs from Verified Reqs. The list provided may be a     |
|list of Reqs to Include, Exclude (from all) or All.                            |
|                                                                               |
|Order Date for New POs                                                         |
|                                                                               |
|Use Buyer on Purchase Reqs?             If No Buyer, Use             for POs. |
|                                                                               |
|(I)nclude, (E)xclude, (A)ll             Purchasing Facility                    |
|                                        AP Database                            |
|                                                                               |
|Include Duplicate Req. Lines?                                                  |
|                                                                               |
|    Reqs                                                                       |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
+-------------------------------------------------------------------------------+


ORDER DATE FOR NEW POs

                         Today's date appears. If new POs created during this
                         routine should have today's date for an order date,
Create Purchase Orders from Requisitions (4.20)                        Page 282



                      press <Enter>. If new POs should have a different
                      order date, delete today's date and enter the order date
                      using standard date format.


USE BUYER ON          N appears. To update POs regardless of the
PURCHASE REQS?        buyer who entered the purchase requisition, press
                      <Enter>. To update POs only if the buyer on the
                      purchase requisition matches the buyer on the PO, delete
                      Nand enter Y.

                      If you enter Y at this prompt, and the buyers do not
                      match, a new PO is created for the buyer on the purchase
                      requisition.


IF NO BUYER, USE      The user that signed onto the system appears. To
                      accept this buyer, press <Enter>.

                      To use a different buyer, delete the default user and
                      enter the desired user.

                      Lookup:   User Dictionary


(I)NCLUDE, (E)XCLUDE, (A)LL

                      Indicate how you want to place items on POs for purchase
                      requisitions by entering one of the following:

                      I   -   INCLUDE items from selected purchase requisitions
                              which you identify at the next prompt. This is
                              useful if you only want to order items from a few
                              verified purchase requisitions.

                      E   -   EXCLUDE items from selected purchase requisitions
                              which you identify at the next prompt. This is
                              useful if you want to order items from most, but
                              not all, verified purchase requisitions.

                      A   -   Order items from ALL verified purchase
                              requisitions.


PURCHASING FACILITY     Enter the appropriate facility. The system only
                      looks at POs for that facility to consolidate.

                      Lookup:   Purchasing Facilities
Create Purchase Orders from Requisitions (4.20)                        Page 283



AP DATABASE - The AP database specified in the PURCHASING FACILITY DICTIONARY
appears. To use this AP database, press <Enter>.

To use a different AP database, delete the default AP database and enter the
desired one.


INCLUDE DUPLICATE REQ. LINES?   A "Y/N" response. "Y" is the default. By
                                accepting the default value, any and all
                                duplicate requisition lines will be added to
                                PO's. To prevent the routine from creating
                                duplicate lines, delete the "Y" and enter an
                                "N".

                                This is a required field.

                                The LIST POs CREATED FROM PURCHASE REQ has been
                                updated to display the response entered for the
                                prompt.


REQs                  The cursor stops at this prompt only if you select
                      (I)NCLUDE or (E)XCLUDE at the previous prompt.

                      Enter the number of the purchase requisition for which
                      you want to include or exclude items from POs.

                      Lookup:   Purchase Requisitions on File

                      The purchase requisition Lookup is described in the
                      section titled "Identifying Purchase Requisitions".
Purchase Order Reports (4.21)                                           Page 284



4.21:   Purchase Order Reports


This section describes the routines used to print the standard purchase order
reports and lists. Each report is summarized below:

_______________________________________________________________________________

                         Purchase Order Reports
_______________________________________________________________________________

  Routine:                                 Provides this Information:

Receiving Document         A worksheet for recording the quantity of each line
                           item received on a PO.

Receiving Report           All line items received on a PO sorted by packing
                           list. May be used by the receiving inventory or
                           department to acknowledge receipt of the items.

Purchase Order Changes     Regular orders: a hardcopy of the PO which only
                           includes line items whose cost or quantity were
                           edited after the PO was verified.

                           Standing and blanket orders: a hardcopy of the
                           most recent edition of the PO.

Cost Change Report         All line items for which the cost was edited after
                           the item was received. May be sent to the Accounting
                           Dept. so that manual adjustments to GL accounts can
                           be made if necessary.

PO Detail by Item          Detailed information about each PO on which one or
                           more selected items are included.

List POs Created/          All POs which were updated or created when stock
Updated from Inventory     items were automatically reordered during the Create
                           POs from Inventory Routine.

List POs Created/          All POs which were updated or created when line items
Updated from Purchase      on VERIFIED purchase requisitions were automatically
Requisitions               reordered during the Create POs from Purchase
                           Requisitions Routine.

List POs in EDI Queue      All POs which are in the queue to be sent to vendors
                           via an electronic data interface.

List POs Verified in      All POs which were verified in the background.
the Background
_______________________________________________________________________________
Receiving Document (4.21.1)                                            Page 285



4.21.1:   Receiving Document


This document provides a convenient worksheet on which employees can manually
record the receipt of items on a PO. This document lists those items on the PO
that have a quantity left to receive. Department line items sort first, in GL
account number order and in PO line number order within GL account. Inventory
line items sort next. They sort by inventory and then PO line number order
within inventory.

For each line item there is a blank line in the RCV column on which the
receiver can write the quantity received. There are also two options for
signing off on the receipt. At the end of each department and inventory there
is this line:

  RCV'D BY ________________________   ON _____/_____/_____   DEPT: ___________

This can be used if receiving is to be done at the department and inventory
level. If you prefer that materials management personnel receive the PO and
that department and inventory personnel only sign off that PO items have been
delivered to them, they should sign the receiving report instead.

At the bottom of each page is a similar line, only "MTLS MGMT" prints as the
department. This can be used if materials management is to receive the PO.

You may only print a Receiving Document for a PO with a status of OPEN or
BACKORDER since there must be an outstanding quantity on order.

 Note: If you try to handle a blanket order by using a REGULAR Type of Order
       PO, you will have a problem with the receiving document. For example,
       assume that 100 items are included on a REGULAR Type of Order PO that
       you are using as a blanket order. The authorized quantities are listed
       as the current order quantities, but you only phone in the three items
       you need. When you print the receiving document ALL 100 items will be
       included because they all have a quantity left. If instead a BLANKET
       Type of Order was entered with the authorized quantities set up as the
       total order quantities, when an edition for three items is entered, the
       receiving document will only include those three items.


Printing Options

There are two ways to print the Receiving Document:

    * for SPECIFIC POs

    * for SELECTED POs

If you print the document for specific POs, you are asked to identify the PO
numbers you want to print.

If you print the document for selected POs, you are asked to specify criteria
Receiving Document (4.21.1)                                           Page 286



for the range of POs. This criteria includes:

    * a selected order date range

    * one or more selected ranges of PO numbers

    * POs for a selected vendor


Related Routines

    * Receive Purchase Orders or Process Purchase Order, Receive PO
       - allows you to record the receipt of items on-line.

    * Process Purchase Order, Print Receiving Document - prints a receiving
      document for one selected PO.

    * Receiving Report or Process Purchase Order, Print Receiving Report
      - details line item receipts on a PO. This report is typically generated
      after items have been received so that it may be used by the receiving
      inventory or department to acknowledgment receipt of the items.

+-------------------------------------------------------------------------------+
|                            M/M Receiving Document                             |
|===============================================================================|
|Specific or Selected POs?                                                      |
|                                                                               |
|Include Asset Tag Numbers?                                                     |
|                                                                               |
|Include All Receiving Comments?                                                |
|                                                                               |
| - Selected POs -                                                              |
|From Date               Thru Date                                              |
|                                                                               |
|From PO #     Thru PO #                                                        |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|Vendor                                                                         |
|                                                                               |
| - Specific POs -                                                              |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
+-------------------------------------------------------------------------------+
Receiving Document (4.21.1)                                              Page 287



Specific or Selected POs?

Indicate how you want to select the POs for which you want to print a Receiving
Document by entering one of the following:

  S    -   Specific PO numbers

  SE   -   A selected range of POs which meet the criteria that you specify


Include Asset Tag Numbers?

Enter Y to print asset tag and serial numbers. Enter N to exclude this
information.


Include All Receiving Comments?

N defaults. Press <Enter> if you do not want receiving comments to print on
the receiving document. Delete the N and enter Y if you do wish them to print.


------ SELECTED POs ------

The cursor only stops at the next five prompts if you are printing SELECTED
POs.


From Date

BEGINNING appears. To print a Receiving Document for POs starting with the
earliest order date on file, press <Enter>. To print a Receiving Document for
POs starting with a specific order date, delete BEGINNING and enter that
date using standard date format.


Thru Date

END appears. To print a Receiving Document for POs through the latest order
date on file, press <Enter>. To print a Receiving Document for POs through a
specific order date, delete END and enter that date using standard date format.


From PO #

BEGINNING appears. To begin the range of POs for which you want to print a
Receiving Document with the lowest numbered PO on file, press <Enter>. To
begin the range with a specific PO number, delete BEGINNING and enter that
number.
Receiving Document (4.21.1)                                            Page 288



Lookup:   Purchase Orders on file (by order date)

For more information about the PO Lookup, see the "Identifying Purchase Orders"
section of the MM User Manual.

You can only select non-return type POs with a status of OPEN or BACKORDER.

After you select the last PO in the range of POs for which you want to print
Receiving Documents, the cursor returns to this prompt. Either specify another
range of POs, or press <Enter>.


Thru PO #

The From PO # appears. To only select one PO, press <Enter>. To select a
range of POs, delete the default and identify the highest numbered PO in the
range.

Lookup:   Purchase Orders on file (by order date)



Vendor

ALL appears. To print the Receiving Document for POs sent to all vendors,
press <Enter>. To print the Receiving Document for POs sent to a specific
vendor, delete ALL and enter the number, mnemonic, or name (if less than 11
characters) of that vendor.

Lookup:   Vendor Dictionary

For more information about the Vendor Lookup, see the "Identifying Vendors"
section of the MM User Manual.


------ SPECIFIC POs ------

The cursor only stops at the next prompt if you are printing SPECIFIC POs.


Specific POs

Enter the number(s) of the PO(s) for which you want to print a Receiving
Document. The POs you select must be non RETURN Types of PO that are OPEN or
BACKORDER status.

Lookup:   Purchase Orders on file (by order date)

For more information about the PO Lookup, see the "Identifying Purchase Orders"
section of the MM User Manual.
Receiving Report (4.21.2)                                              Page 289



4.21.2:   Receiving Report


This report details receiving information after receipts have been made. A
separate page prints for each department and inventory that has received items.
Typically, this report is used as follows: each page accompanies the items as
they are delivered internally to the department/inventory; both the receiver
and internal receipient sign the receiving report; and it is then filed as
proof of delivery.

If a PO is received in several partial shipments, there may be more than one
packing list number. (A packing list number is assigned to each shipment
received.) You can print this report for all packing lists, or for one
selected packing list.

For trade-in items, the trade-in value for COST UP and RCV'D VAL will appear
within parenthesis. The TOTAL RCV'D VALUE will be the amount of the capital
purchase less trade-in.

Asset Tags and Serial Numbers entered on the PO will print as part of the
Receiving Report. You are prompted on whether you wish receiving comments to
print as well.

Related Routines

    * Receiving Document - generates a list of all line items on a PO that have
      a quantity left. This report is printed before line items have been
      received; it helps the receiving department to manually record the
      receipt of items on the PO.
+-------------------------------------------------------------------------------+
|                           M/M PO Receiving Report                             |
|===============================================================================|
|                                                                               |
|PO Number                                                                      |
|                                                                               |
|Packing List                                                                   |
|                                                                               |
|Print Receiving Comments?                                                      |
+-------------------------------------------------------------------------------+


PO Number

Enter the number of the PO for which you want this report generated.

A Lookup is available. Please refer to the "Identifying Purchase Orders"
section of the MM User Manual for further information on selecting POs.
Receiving Report (4.21.2)                                                           Page 290



Packing List

ALL defaults. To print the report for all shipments of items on the PO
(i.e., for all packing lists), press <Enter>. To print the report for one
selected shipment (i.e., one selected packing list), delete ALL and enter
that packing list number.

Lookup: All packing lists recorded for the PO.


Print Receiving Comments?

N defaults. Press <Enter> if you do not want to include receiving comments;
delete the N and enter Y if you do wish to include them.


An example of the receiving report is:

RUN DATE: 12/13/99                                                4.8 US MM - fac A & B
RUN TIME: 1607                                                       RECEIVING REPORT
RUN USER: STD.DOC

PO #:             000430       OF 12/08/99 EXPECT DEL 12/08/99
VENDOR:           BAXTER HEALTHCARE CORP - TRAVENOL - A000021
INVENTORY:        B - BULK STORES
PACKING LIST:     12/13/99-004


LINE ITEM/DESC         STOCK NO   VEND PROD #    MANUF/NAME     MFR CATLG

            RCV DATE              QTY UM                  COST UP                 RCV'D VAL
VAL


2     000070     500070     00-00046             BARD           BARD-000-000070
       ROBNEL 8FR CATH, STERILE                  CR BARD INC


    ASSET TAG No.             SERIAL No.                          QTY

    29587                     3409856                             1



            12/13/99    RCV         1 BX              26.3070   CS                 26.31

            PACKING LIST: 12/13/99-004
            COMMENTS: One box damaged. Refused delivery.



                                        INVENTORY TOTAL RCV'D VALUE                26.31
Purchase Order Changes (4.21.3)                                       Page 291



4.21.3:   Purchase Order Changes


This routine may be used in two ways:

   1) For regular orders, this routine prints a version of the selected POs
      which only displays line items whose cost or quantity was edited after
      the order was verified.

   2) For standing and blanket orders, this routine prints the most recent
      edition of the POs.


For both types of orders, you can select the range of change dates for which
you want to print changes. In this way, you can print copies of older editions
of the PO, or you can print a change to a line item cost or quantity which is
not the most recent change.

You can print changes for one or more selected POs. In addition, you can
suppress line items with an order quantity of zero. This is useful if the
line item's quantity was edited to 0, and you do not want the line to
appear on the printed PO.



Related Routines

    * Process Purchase Order, Print PO Changes - allows you to print PO
      changes for one PO.
+-------------------------------------------------------------------------------+
|                       M/M Print Purchase Order Changes                        |
|===============================================================================|
|                                                                               |
|From Change Date                                                               |
|Thru Change Date                                                               |
|                                                                               |
|    Purchase Orders                                                            |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|Print Zero Order Qty or Cancelled Lines?                                       |
+-------------------------------------------------------------------------------+
Purchase Order Changes (4.21.3)                                             Page 292



FROM CHANGE DATE      BEGINNING appears. To print edits to the item
                      cost and quantity which were entered on any date after
                      the order was verified, press <Enter>. To only print
                      edits which were entered after a selected date, delete
                      BEGINNING and enter that date using standard date
                      format.

                      This is useful if you have already verified all edits to
                      the PO through a selected date, and you only want to
                      review the most recent edits.


THRU CHANGE DATE      END appears. To print the most recent edits to
                      the item cost and quantity, press <Enter>. To print
                      edits through a selected date, delete END and enter
                      that date using standard date format.

                      This is useful if you want to print a change which is
                      not the most recent edit, or if you want to print an
                      edition of a standing or blanket order which is not the
                      most recent edition.


PURCHASE ORDERS       Identify the purchase orders for which you want to
                      print changes.

                      Lookup:     Purchase Orders on file (by order date)

                      For more information about the PO Lookup, refer to the
                      section titled "Identifying Purchase Orders".

                      After you select a PO, its status is displayed and the
                      cursor returns to this prompt. Either select another
                      PO or press <Enter>.


PRINT ZERO ORDER      To print only line items with an order quantity
QUANTITY LINES?       greater than zero, press <Enter>. To print all
                      line items which were edited after the order was
                      verified, regardless of the order quantity, delete N
                      and enter Y.
Purchase Order Changes (4.21.3)                                        Page 293



After you identify the printer on which you want to print the PO, this prompt
appears:

    Alignment Test?

Enter Y to print a copy of the PO to first test the alignment of the
printer, or enter N if you do not want to test the alignment. If you enter
Y, the PO prints on the selected printer, and the PO number is replaced by
the message ****** ALIGNMENT TEST ******. If the alignment is not correct,
you can adjust the printer. The Alignment Test? prompt continues to appear
so that you can keep testing the alignment until you are satisfied with the
appearance of the PO.
Cost Change Report (4.21.4)                                            Page 294



4.21.4:   Cost Change Report



There are two Cost Change Reports:

Report 1:

This report lists all changes to a line item's cost after the item has been
received, including:

    * the old cost

    * the new cost

    * all automatic inventory adjustments

    * all manual adjustments which need to be entered in GL


You can print this report for changes entered during a selected date range.



Items Still in Receiving Inventory

If the item is still in the receiving inventory (or department) when the cost
is edited, a stock adjustment is automatically posted for the item. On this
report, that adjustment value appears on the INVEN ADJ column.



Items No Longer in Receiving Inventory

If the item is no longer in the receiving inventory, a manual adjustment must
be made to the appropriate GL accounts. On this report, that adjustment value
appears in the MANUAL ADJ column. This report also summarizes manual
adjustments by GL period and provides a grand total of the manual adjustments
which must be made to each GL account.

If you include transaction detail with this report, a detailed description of
each transaction (e.g., ISSUE, XFER) which requires a manual adjustment is
displayed. This description includes:

    * Manual adjustment value

    * Transaction date

    * Receiving department or inventory

    * Quantity affected
Cost Change Report (4.21.4)                        Page 295



   * Unit of measure (i.e., unit of issue)

   * GL accounts which must be manually adjusted
Cost Change Report (4.21.4)                                              Page 296



You can forward this report to the Accounting Department so that they can
perform the manual adjustments via the GL Module. A list of the GL accounts
which should be adjusted for each transaction type is shown below.


                           Manual Adjustments to GL




   Transaction Type                           Adjustments

 Transfer to Inventory         CREDIT the receiving inventory's asset account

                                DEBIT either the patient charge department or
                                the department account (defined in the Inventory
                                Dictionary)

 Issue to a Department         DEBIT/CREDIT the department's expense account

                                DEBIT/CREDIT the issuing inventory's asset
                                account

 Issue to a Patient            DEBIT/CREDIT the patient charge department &
                               patient EOC

                                DEBIT/CREDIT the issuing inventory's asset
                                account


NOTE:   Accounts are debited or credited depending on whether the cost
        of the item is increased or decreased.


A sample report is shown at the end of this section.



Related Routines

    * Cost/Qty Change or Process Purchase Order, Enter/Edit Line Items
      - may be used to edit a line item's cost.
Cost Change Report (4.21.4)                                             Page 297



+-------------------------------------------------------------------------------+
|                            M/M Cost Change Reports                            |
|===============================================================================|
|                                                                               |
|1) All Items                                                                   |
|                                                                               |
|2) Patient Chargeable Items Only                                               |
|                                                                               |
|                                                                               |
|Select                                                                         |
|                                                                               |
|From Cost Change Date                                                          |
|Thru Cost Change Date                Show Txn Detail?                          |
+-------------------------------------------------------------------------------+


FROM COST CHANGE DATE   BEGINNING appears. To print this report
                        starting with the earliest PO line item cost changes on
                        file, press <Enter>. To print the report for cost
                        changes entered after a selected date, delete
                        BEGINNING and enter that date using standard date
                        format.


THRU COST CHANGE DATE   END appears. To print the report from the
                        beginning change date specified through the most recent
                        line item cost changes, press <Enter>. To print the
                        report through a selected change date, delete END
                        and enter that date using standard date format.


SHOW TXN DETAIL?        N appears. To print the report so that a
                        summary of the manual adjustments required is displayed
                        for each line item, press <Enter>. To print the report
                        so that detail for each of a line item's transactions
                        requiring manual adjustments is displayed, delete N
                        and enter Y.

                        Transaction detail consists of the following
                        information:

                              * manual adjustment value

                              * transaction date

                              * transaction type (e.g., ISSUE, XFER)

                              * receiving department or inventory

                              * quantity affected
Cost Change Report (4.21.4)                                             Page 298




                              * unit of measure (i.e., unit of issue)

                              * GL account which must be adjusted


SHOW TXN DETAIL? Enter Y or N to indicate whether you want to include the
     transaction detail in this report.
Cost Change Report (4.21.4)                                            Page 299




Report 2:

Report 2 is a modified version of Report 1. It lists for a selected date range
all patient chargeable items whose cost has changed. The report sorts by item
number and prints the following information:

  *   Item number
  *   Item description
  *   Procedure code number
  *   Purchase order number
  *   PO line number
  *   Adjustment date
  *   Unit of purchase
  *   Old cost
  *   New cost

Only items which have a procedure code number in the item dictionary are
selected for the report.
PO Detail By Item (4.21.5)                                             Page 300



4.21.5:   PO Detail By Item


This report provides detailed information about each purchase order on which a
selected item or a selected range of items was ordered. You can print all POs
on which the item was ordered, or you can limit the report by:

    * order date

    * PO type (INVENTORY, PURCHASE, RETURN, SERVICE, or CAPITAL)

    * status (WORKING, CANCELLED, OPEN, BACKORDER or COMPLETE)

    * order type (REGULAR, STANDING or BLANKET)


For each PO on which the selected item has been ordered and which meets the
selection criteria, the following information is displayed:

    * PO number                              * quantity ordered

    * vendor                                 * quantity received

    * order date                             * quantity cancelled

    * status                                 * net quantity on order

    * receiving inventory or department      * value of the items received

    * cost per unit of purchase              * value of the items on order

    * unit of purchase


Related Routines

    * Item Inquiry - may also be used to list all POs on which one selected
      item is included.
PO Detail By Item (4.21.5)                                              Page 301

+-------------------------------------------------------------------------------+
|                        Print PO Detail By Item Number                         |
|===============================================================================|
|                                                                               |
|From Item #         Thru Item #                                                |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|From Order Date                                                                |
|Thru Order Date                                                                |
|                                                                               |
|PO Types            PO Statuses          Order Types                           |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
+-------------------------------------------------------------------------------+


FROM ITEM             Indicate the first item in a range of items for
                      which you want to list POs.

                      BEGINNING appears. To begin the range with the
                      lowest numbered item on file, press <Enter>. To begin
                      the range with a specific item, delete BEGINNING and
                      enter that item number.

                      Lookup:   Item Dictionary

                      A complete description of the Item Lookup Feature
                      appears in the section titled "Identifying Items".


TO ITEM               Indicate the last item in a range of items for
                      which you want to list POs.

                      END appears. To end the range with the highest
                      numbered item on file, press <Enter>. To end the range
                      with a specific item, delete END and enter that item
                      number.

                      Lookup:   Item Dictionary


FROM ORDER DATE        Enter the first order date in the range to list POs.


THRU ORDER DATE        Enter the last order date in the range to list POs.
PO Detail By Item (4.21.5)                                            Page 302



PO TYPES              ALL appears. To list all POs which include the
                      selected item(s), regardless of PO type, press <Enter>.
                      To only list POs of one or more selected types, delete
                      ALL and enter any of the following:

                             P   -   Purchase

                             R   -   Return

                             S   -   Service

                             I   -   Inventory

                             C   -   Capital

                      After you select a PO type, the cursor returns to this
                      prompt. Either select another type or press <Enter>.


PO STATUSES           ALL appears. To list all POs which include the
                      selected item(s), regardless of status, press <Enter>.
                      To only list POs of one or more selected statuses,
                      delete ALL and enter any of the following:

                             W   -   Working

                             C   -   Cancelled

                             O   -   Open

                             B   -   Backorder

                             CO -    Complete

                      After you select a status, the cursor returns to this
                      prompt. Either select another status or press <Enter>.


ORDER TYPES           ALL appears. To list all POs which contain the
                      selected item(s), regardless of order type, press
                      <Enter>. To only list POs of one or more selected
                      order types, delete ALL and enter any of the
                      following:

                             R   -   Regular

                             S   -   Standing

                             B   -   Blanket
PO Detail By Item (4.21.5)                                           Page 303



                      After you select an order type, you can either select
                      another order type or press <Enter>.
List POs Created/Updated from Inventory (4.21.6)                        Page 304



4.21.6:   List POs Created/Updated from Inventory


This list provides information about all POs which were updated or created
during the Create POs from Inventory Routine. When that routine is run, a
process list number is assigned to all POs which are being updated or
created at that time. You can print this list for one selected process list or
for a range of process lists.

A new page prints for each process list. The following information is
provided:

    * process list number                     * stock number ordered

    * inventory                               * item number

    * date process list created               * item description

    * date and time process list completed    * # of PO created or updated

    * user mnemonic                           * line number of item on the PO

    * vendors included

If you opt to include stocks that were not ordered when the Create PO From
Inventory routine was run, due to their item's primary vendor having its Block
Activity field set to Y, the following information for those stocks will also
display: stock number, item number, item description, and primary vendor.

+-------------------------------------------------------------------------------+
|                  M/M List POs Created/Updated From Inventory                  |
|===============================================================================|
|                                                                               |
|From Process List                                                              |
|                                                                               |
|Thru Process List                                                              |
|                                                                               |
|Print Stocks With Blocked Activity?                                            |
+-------------------------------------------------------------------------------+


From Process List

BEGINNING appears. To begin the list with the lowest process list number
on file, press <Enter>. To begin the list with a specific process list, delete
BEGINNING and enter that number.

Lookup:   Process list numbers on file.
List POs Created/Updated from Inventory (4.21.6)                       Page 305



To print the list for just one process list, enter that number both here and at
the Thru Process List prompt.

A process list number is assigned to a group of POs which is updated or created
each time the Create POs from Inventory Routine is run.


Thru Process List

END appears. To print the list from the beginning point specified through
the highest process list number on file, press <Enter>. To print the list
through a specific process list, delete END and enter that number.

Lookup:   Process list numbers on file.

A process list number is assigned to the group of POs which are updated or
created each time the Created POs from Inventory Routine is run.


Print Stocks With Blocked Activity?

Answer Y to include stocks that were not ordered when the Create PO From
Inventory routine was run, due to their item's primary vendor having its Block
Activity field set to Y.

This information will print in a separate section below those stocks that were
ordered.

An example of the report appears on the following page:
List POs Created/Updated from Inventory (4.21.6)                             Page 306




RUN DATE: 05/15/99         MEDITECH DEMONSTRATION HOSPITAL                     PAGE 1
RUN TIME: 1200           POs CREATED/UPDATED FROM INVENTORY
RUN USER: DMG

PROCESS LIST    INVENTORY    CREATED    COMPLETED                   USER
1100            MAIN.1ST     05/14/99   05/14/99 09:00:09           LJB

SELECTION: ALL VENDORS

  STOCK NO      ITEM NO      DESCRIPTION                    PO #         LINE #
  6540076       6540076      BINDERS                        2000000882      6
  6540079       6540079      HI-LITERS,YELLOW               2000000882      9
  6540075       6540075      LATEX,GLOVES,MED               2000000883      2
  6530091       6530091      FILE,FOLDERS                   2000000885      2
  6540821       6540821      COTTON,SWABS                   2000000901      1
  6540845       6540845      TONGUE,DEPRESSORS              2000000901      2

STOCKS WITH BLOCKED ACTIVITY:

  STOCK NO     ITEM NO      DESCRIPTION                      PRIMARY VENDOR
  500321       000321       DISPOSABLE SUTURE REMOVAL SET    A000042 GENERAL MEDICAL
List POs Created/Updated from Purchase Requisitions (4.21.7)             Page 307



4.21.7:   List POs Created/Updated from Purchase Requisitions


This routine provides a list of the purchase orders that were created or
updated as a result of running the Create POs from Purchase Requisitions
routine. The list is based on a single or a range of process lists.

When the Create POs from Requisitions routine is run, the system will either
create a new purchase order or update an existing PO. If there is no WORKING
PO for the vendor, then the system will create one. If there is a WORKING PO
for the vendor, the system will either create a new line item on the PO, or
increase the quantity if a line already exists on the PO for that item.


+-------------------------------------------------------------------------------+
|               M/M List POs Created/Updated From Purchase Reqs                 |
|===============================================================================|
|                                                                               |
|From Process List                                                              |
|                                                                               |
|Thru Process List                                                              |
+-------------------------------------------------------------------------------+


FROM PROCESS LIST: Define the beginning of    the range of process lists from
     which you want to list purchase orders   created/updated from purchase
     requisitions. You can enter a ? for a    list of process numbers. If you
     want to print the list for one process   number only, enter that number in
     both the FROM and THRU fields.


THRU PROCESS LIST: Define the end of the range of process lists to include on
     the report or press <Enter> to include up to the last number. Enter a ?
     for a lookup of process list numbers.
List POs in EDI Queue (4.21.8)                                        Page 308



4.21.8:   List POs in EDI Queue


The List POs in EDI Queue routine generates a list of all purchase orders in
the EDI queue. You can use the list to review which POs will be transmitted to
the vendor when the Process EDI Session is run. If you wish to add or delete a
PO from the queue, you can do so by using the Manage EDI Queue for PO option.
(For more information about this option, refer to the section titled Manage EDI
Queue for PO.)

You can print this list for POs sent to the queue for all the existing EDI
programs or for just one selected EDI program. This list can also be limited to
a selected range of vendors.
List POs Verified in Background (4.21.9)                                Page 309



4.21.9:   List POs Verified in Background


This list provides information for all POs verified in the background, rather
than on the screen, during one of these routines:

    * Verify Purchase Order

    * Process Purchase Order - Verify PO


A PO is verified in the background if a user responds Y to the prompt
Submerge Verification? at the end of either of those routines. When a PO
or a group of POs is verified in the background, a unique verification list
number is assigned to those POs. You can list POs verified in the
background for either one verification list or a range of verification lists.

A new page prints for each verification list.   The following information is
displayed:

    * verification list number       * PO status

    * verification date              * PO number

    * background job number          * verification status (VERIFIED or RUNNING)

    * user mnemonic


This list is useful if you want to make sure that POs have finished verifying
before performing any other activities upon them. A sample list is shown at
the end of this section.
+-------------------------------------------------------------------------------+
|                      M/M List POs Verified In Background                      |
|===============================================================================|
|                                                                               |
|From Background Verify List                                                    |
|                                                                               |
|Thru Background Verify List                                                    |
+-------------------------------------------------------------------------------+
List POs Verified in Background (4.21.9)                                  Page 310



FROM BACKGROUND          BEGINNING appears. To begin the list with the
VERIFY LIST              lowest verification list number on file, press
                         <Enter>. To begin the list with a specific
                         verification list, delete BEGINNING and
                         enter that list number.

                         Lookup:   Verification list numbers on file.

                         To print the list for just one verification list,
                         enter that number both here and at the THRU
                         BACKGROUND VERIFY LIST prompt.



THRU BACKGROUND          END appears. To print the list from the
VERIFY LIST              beginning point specified through the highest
                         verification list number on file, press <Enter>. To
                         print the list through a specific verification list,
                         delete END and enter that list number.

                         Lookup:   Verification list numbers on file.




RUN DATE: 05/15/92       MEDITECH DEMONSTRATION HOSPITAL                     PAGE 1
RUN TIME: 1203             POs VERIFIED IN BACKGROUND

VERIFY LIST       DATE         JOB #           USER              STATUS

108               05/14/92     515             LJB               COMPLETED

      PO NUMBER
      2000000876
              VERIFIED
      2000000877
              VERIFIED
      2000000878
              VERIFIED
Bid Analysis Document (4.21.10)                                        Page 311



4.21.10:   Bid Analysis Document


Use this routine to generate a Bid Analysis Document. A Bid Analysis Document
provides vendors with information on the hospital's annual requirements for
specific items. The hospital's Purchasing Department sends this form to
vendors who return the form with a bid for a guaranteed price on each item.
The Purchasing Department then compares the bids so that your hospital can
obtain goods at the lowest guaranteed price.



Information Displayed

The following information is displayed for each item on the report:

    * item number

    * item description

    * item manufacturer

    * manufacturer catalog number

    * annual usage (for more information, see below)

    * unit of purchase

    * an area where the vendor can fill in the bid price


Items on the report are sorted alphabetically by category and then numerically
by item number. You can print the report for selected categories, selected
manufacturers, and selected ranges of item numbers.

The report only includes items whose contracts (defined in the Item Dictionary)
expire on or before a date which you specify. If desired, you can choose to
include or exclude items for which a contract has not been set up.

Annual Usage

An item's annual usage is the sum of the quantities received during the last 12
or 13 closed periods (depending on how many periods are in your hospital's
fiscal year). These amounts can be checked by generating two editions of the
Six Period Receiving Report.



Hospitals Live Less Than One Year

If a hospital has been live for less than one year, the annual usage is
estimated based on the number of items received during all closed periods so
Bid Analysis Document (4.21.10)                                        Page 312



far. For example, if a hospital has been live for seven months and 10 cases of
items were received during the six closed periods, the item's annual usage
would be calculated to be 20 cases (assuming that there are 12 periods in the
hospital's fiscal year).



New and Copied Items

If a new item is entered or copied from an existing item during the year,
annual usage is not estimated. Instead, the amount in the ANNUAL USAGE
column only reflects the actual amount received during all closed periods since
the item was entered or copied. For that reason, annual usage may be
underestimated.

+-------------------------------------------------------------------------------+
|                          Print Bid Analysis Document                          |
|===============================================================================|
|                                                                               |
|Categories                                                                     |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|Manufacturers                                                                  |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|From Item       Thru Item                                                      |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|Include Items Whose Contracts Expire on or Before                              |
|                                                                               |
|Include Items Without a Contract Expiration Date?                              |
+-------------------------------------------------------------------------------+


CATEGORIES             ALL appears. To print this document for all
                       item categories, press <Enter>. To print this
                       report for one or more selected categories, delete
                       ALL and enter the mnemonics of those categories.

                       Lookup:    Category Dictionary

                       This document sorts items alphabetically by category.
                       A new page prints for each category.
Bid Analysis Document (4.21.10)                                       Page 313



                      After you select a category, the cursor returns to
                      this prompt. Either select another category or press
                      <Enter>.


MANUFACTURERS         ALL appears. To print the document for items
                      produced by all manufacturers, press <Enter>. To print
                      the document for one or more selected manufacturers,
                      delete ALL and enter the mnemonics of those
                      manufacturers.

                      Lookup:     Manufacturer Dictionary

                      An item's manufacturer and manufacturer catalog number
                      print on the document.

                      After you select a manufacturer, the cursor returns
                      to this prompt. Either select another manufacturer
                      or press <Enter>.


FROM ITEM             Use this prompt and the next prompt to select one or
                      more ranges of items which you want to include on the
                      document.

                      BEGINNING appears. To start the range with the
                      lowest numbered item on file, press <Enter>. To
                      start the range with a specific item, delete
                      BEGINNING and enter that item number.

                      Lookup:     Item Dictionary

                      A complete description of the Item Lookup Feature
                      appears in the section titled "Identifying Items".

                      After you select a range of items, the cursor returns
                      to this prompt. Either select another range of items
                      or press <Enter>.


THRU ITEM             END appears. To end the range with the highest
                      numbered item on file, press <Enter>. To end the
                      range with a specific item, delete END and enter
                      that item number.

                      Lookup:     Item Dictionary


INCLUDE ITEMS WHOSE CONTRACTS EXPIRE ON OR BEFORE
Bid Analysis Document (4.21.10)                                       Page 314



                      Enter the date that an item's contract (defined in the
                      Item Dictionary) must expire on or before in order for
                      the item to be included on the document.


INCLUDE ITEMS WITHOUT A CONTRACT EXPIRATION DATE?

                      To include items for which no contract has been set up
                      (in the Item Dictionary), enter Y. To exclude items
                      for which no contract has been set up, enter N.
Purchase Order Compiled Reports (4.22)                                 Page 315



4.22:   Purchase Order Compiled Reports


There are three ways to generate reports on purchasing information in the MM
application. The first is to use standard reports that are in the Purchasing &
Receiving and Period End Purchasing menus. The second, Purchase Order Compiled
Reports, allows MM users to create their own reports where they can drill down
to the specific information they need. This functionality was created with ease
of use in mind. MM users should be able to quickly master creating and printing
these reports themselves, with minimal (if any) support from information
systems personnel. Compiled reports offer a high level of flexibility in
selecting records and choosing their sort order. There is somewhat less
flexiblity in choosing the printing format of the selected records.

For most situations where you need to drill down to specific information,
compiled reports should provide this information in an acceptable format. For
those situations that require a higher level of customization, the NPR Report
Writer is a third option. The NPR Report Writer requires more training than
that needed to use compiled reports. Most health care organizations have their
information systems personnel create these reports.

This section describes the routines used to design and print Purchase Order
Compiled Reports. Both an overview of compiled reports and a walk through of
how to generate compiled reports appear in the section titled "Inventory
Compiled Reports", in the MM User Manual, Volume 1: Inventory.

The PO compiled report routines are summarized in the chart that appears on the
next page.
Purchase Order Compiled Reports (4.22)                                Page 316



                        PO Compiled Report Routines




  Routine:             Use to:


  COMPILE       * Design and compile new reports.

                * Edit and recompile existing reports.

                * View the status and compilation information for a compiled
                  report. (Statuses are defined in the introduction to
                  the section titled "Compile Report - PO".


   PRINT        * Indicate when page breaks should occur on a compiled
                  report.

                * Indicate when to calculate subtotals on a compiled report

                * Select the type of report to print (see the section titled
                  "Report Formats - PO", for more information).

                * Print the compiled report.


   LIST         * List all compiled reports and the status of each.


   PURGE        * Purge compiled report data. If you delete the report data,
                  the report criteria still exists. You may recompile and
                  reprint the report at any time.

                * Purge both the compiled data and the report criteria.
                  The report criteria may no longer be used to compile a
                  report.

                * Stop the compilation of a report.
How to Sort and Select PO Data (4.22.1)                                Page 317



4.22.1:   How to Sort and Select PO Data


Information is stored in MEDITECH in records. For any report, you must select
which records you want to include in your report, in what order you wish to
sort them, and what information from the selected records will print on the
report. Selecting records and determining their sort order is primarily done in
the Compile routine. General information on sorting and selecting will be
covered here. Specific information on the Compile routine will be covered in
the "Compile Report - PO " section.

Information on what information from the record prints is covered in the
"Report Formats - PO" and "Print Report - PO" sections.


Sort Fields

The choice of sort fields affects more than how records sort on your report.
These effects are:

1. How records sort.

Reports may be set up with a major sort, a major and a minor sort, or with no
specified sort at all. However, for the latter, the default sort of PO number
will apply.

If both a major sort and minor sort are specified, records will first be sorted
according to the major sort and then within the major sort they will be further
sorted according to the minor sort.

For example, if you select the following sort criteria:

MAJOR SORT: VENDOR
MINOR SORT: CATEGORY

PO information is displayed in this format:




 VENDOR
   CATEGORY
     ITEM NUMBER & DESCRIPTION             PO NUMBER
     -------------------------             ---------
 A000001
   BEDDING
     005218 - BLANKET WOOL GREEN           2000009102
 A000019
   BANDAGES
     004128 - BANDAGES GAUZE 2.5 IN        2000009150
How to Sort and Select PO Data (4.22.1)                               Page 318



Changing the sort criteria alters the way in which information is displayed.
For example, if you switch the major sort and minor sort from the first
example, the information is now displayed in this format:




 CATEGORY
   VENDOR
     ITEM NUMBER & DESCRIPTION            PO NUMBER
     -------------------------            ---------
 BANDAGES
   A000019
     004128 - BANDAGES GAUZE 2.5 IN       2000009150
 BEDDING
   A000001
     005218 - BLANKET WOOL GREEN          2000009102




2. Sort fields may restrict which fields may be used to select

For Purchase Order Compiled Reports you choose how you wish your records to
sort first. How a report is to be sorted may limit how you can select
records. Both sorts and selects are chosen from the same group of fields, and
each field has a sort level of LINE or PO. LINE sort level fields contain
information that is stored at the line level, such as item number and asset
tag. PO sort level fields contain information that is stored at the PO level,
such as PO number and PO type.

Each compiled report has one sort level, which is the most specific sort level
specified in the sort fields (LINE is more specific than PO). There is no
restriction on having a select field whose sort level is more general than the
report's sort level. However, you may not select a field whose sort level
is more specific than the report's.

For example, if either the major or minor sort is a field whose sort level is
LINE, then the report sort level will be LINE and there is no limit on select
fields; fields whose level is LINE or PO may be used. However, if neither the
major nor the minor sort is a field whose sort level is LINE (this includes not
having any sort level), then the report sort level will be PO and fields whose
sort level is LINE may NOT be used as selects.


3. Sort level determines output choices

Four formats of PO Compiled reports may be printed. Two of them provide
purchase order data, while the other two provide line item data. If a report's
sort level is PO, only formats that provide PO data may be printed. If a
report's sort level is LINE, only formats which provide line item data may be
printed.
How to Sort and Select PO Data (4.22.1)                                Page 319



4. Page breaks and subtotals may be set for major and minor sorts

When printing a compiled report, you may choose to page break on one of the
following: major sort, minor sort, PO or none (i.e. no page breaks). You may
also choose to subtotal on one of the following: major sort, minor sort or
none.


5. You may do a run time select on the major sort

Once a report is compiled, you can choose to begin printing at one of the major
sort values rather than the beginning. For example, assume that you compiled a
report that had buyer as the major sort, you subtotaled and page broke on the
major sort and you gave each buyer his portion. One buyer misplaced his and
asked for another copy. You could compile a new report for just that buyer or
modify the original report to include just that buyer and then modify it back
prior to using it again for all buyers.

However, you may find it easier to reprint the original compile beginning with
that buyer. If the buyer was towards the beginning of the compile and you did
not want to waste paper you could cancel the printing after you think (or see
if you are near the printer) that buyer's section is done. You may also use the
print to VIEW to achieve a similar goal; used with the run time select, the
VIEW screen building will be quicker.


Select Fields

Select fields allow you to limit the POs and line items which appear on a
report. If the data type of the select field is FREE, you specify a range of
values for that select field which you want included in the report. For
example, if the select field is Buyer you may choose to limit the report to
buyers A through N. If the data type of the select field is DATE, you specify a
from and through date using standard date format.

Between select fields with the same name there is an implied OR relationship.
Between select fields with different names there is an implied AND
relationship. Consider the following:

    SELECT FIELD     FROM VALUE                     FROM DATE
                     TO VALUE                       TO DATE

1   BUYER            Andrews
                     Andrews
2   BUYER            Compton
                     Compton
3   COMPLETED DATE                                   10/01/99
                                                     11/30/99

In this example the user wanted to include buyers Andrews and Compton, but not
Baker. Entering buyer from Andrews to Compton wouldn't do since this would
include Baker, so the user entered two buyer select fields. No PO can have both
buyer Andrews AND Compton, so the OR relationship makes sense. The Completed
How to Sort and Select PO Data (4.22.1)                                  Page 320



Date field is different so the AND relationship applies. Considering all the
selects, POs will be chosen whose buyer is either Andrews OR Compton that also
have a completed date from 10/01/99 to 11/30/99.

Be aware that since the value fields are free text (i.e. there is no Lookup to
dictionary values) the values must be entered accurately. If you entered from
andrews to andrews you would not get POs for buyer Andrews since "a" sorts
after "A" (sorting is done in ASCII collating sequence). You can use the free
text nature of the fields to your advantage. If you want buyers from D to G
then you can enter just that (versus a dictionary Lookup where you would need
to Lookup and select the first buyer that starts with D and then Lookup and
select the last buyer that begins with G). However, be aware that this means
your entries act as seed values. Any entries that start with the value entered
will be selected, even those with more letters than what you entered. For
example, if you want only buyer Anne and there is also buyer Annemarie,
selecting from Anne to Anne will get both. To get only Anne, enter a period
after the second Anne (i.e. from "Anne" to "Anne."). The period will sort
before any alpha character so the select will stop before Anne plus any other
letter is reached.


Printing Sort/Select Fields

A Lookup is available at the Major Sort, Minor Sort and Select Field fields.
If you wish to print out available choices, have the routine MM.FIELDS.list
added to your menu, and then use this routine to print them out.

An example of this list - modified to fit the page - is:

RUN DATE: 12/27/99           4.8 US MM - fac A & B
RUN TIME: 1152             MM FIELDS DICTIONARY LIST
RUN USER: DMG

                       ACT/ DATA TYP/   PHYS ADDR OF MNEMONIC/
MNEMONIC        FILE   SRC SORT LEV     PHYS ADR OF NAME/INDEX   MULT/ANY CHOICES

1ST RCPT DATE   PO     Y      DATE      *MP[mp]D|2
                       S      PO


ACTIVITY DATE   PO     Y      DATE
                       S      PO
                                          ?MPAX        (VALUE)

ASSET TAG       PO     Y      FREE      %MM.PO.report.all.selections(MPSL,MF,^*
                       S      LINE


BUYER           PO     Y      FREE      *MP[mp]A|4
                       S      PO
                                          ?MPB         (VALUE)
How to Sort and Select PO Data (4.22.1)                                Page 321



ORDER TYPE      PO    Y    FREE        *MP[mp]A|6                      REGULAR
                      S    PO                                         STANDING
                                                                       BLANKET


You do not need to be concerned with the physical address information or the
MULT/ANY column. The PO in the File column indicates that these fields are
available for use with PO compiled reports. Other File types are STOCK (for
use with inventory compiled reports) and EQP (for use with equipment management
compiled reports). As noted above, a Data Type of FREE means that values are
entered for the field; dates are entered for DATE Data Type fields. The Sort
Levels (PO or LINE) are also discussed in detail above. Finally, the Choices
column lets you know which choices are valid for the select. This is useful
information given that the values are free text and there is no Lookup.
Troubleshooting Problem Compiles (4.22.2)                             Page 322



4.22.2:   Troubleshooting Problem Compiles


The most common problem experienced with compiled reports is coming up with
zero records found. This indicates a problem with one or more of the selects.
As noted in the "How to Sort and Select PO Data" section, FREE Data Type fields
do not offer dictionary Lookups so take care that the exact value is entered.
Know your system century. If you do not, enter eight digit dates versus six
digit dates (e.g. 01012000 instead of 01/01/00). If your system century starts
in the year 1900 and you have a US date range of 11/12/99 to 01/03/00 you will
get no records found.

Once you have checked for the above, choose a PO that you think should be
selected and compare each select against it. Starting with the select which you
are least sure about, start eliminating selects one at a time, compiling after
each one is eliminated until you start to get records. Then add back selects
until the compiled records goes back to zero - that last select will be the
problem one.

As a general rule, do not add meaningless selects. For example, if you want to
include all Buyers, don't select Buyers A to Z. Not including Buyer as a select
will achieve the same result, only it will not waste processing resources and
time.
Report Formats - PO (4.22.3)                                            Page 323



4.22.3:   Report Formats - PO


Four report formats are available: two formats provide PO data, while the
other two formats provide line item data.

The two purchase order formats are:

    * PO Summary

    * PO Summary With Inquiry Format


The two line item formats are:

    * PO Line Item Detail

    * PO Line Item Detail with Txns


A description of the information provided by each report format and an example
of each format appear on the following pages.

As mentioned earlier in this chapter, the sort and selection criteria specified
for the report determine which formats are available for printing. (For more
information, refer to the section titled "Purchase Order Data versus Line Item
Data".)

_______________________________________________________________________________

                                 PO Summary
_______________________________________________________________________________

When to Use the Report

Use this report to view a summary of ordering information for one or more POs.


Information Provided

The report provides the following information for each PO:

    * PO number                              * terms of purchase

    * vendor                                 * delivery date

    * order date                             * verification date

    * PO type                                * "ship via" information

    * status                                 * first receipt date
Report Formats - PO (4.22.3)                                               Page 324



    * order type                                  * completion date

    * buyer                                       * total cost

    * inventory (if an inventory type PO)


Totals

    * total cost for all POs
_______________________________________________________________________________


_______________________________________________________________________________

                       PO Summary With Inquiry Format
_______________________________________________________________________________

When to Use the Report

Use this report to view detailed information about all line items on a PO in
one of four inquiry formats:

    *   Summary
    *   Orders
    *   Receipt Transactions
    *   All Transactions



Information Provided

This report provides the same information as the PO Summary, and includes this
additional information for each inquiry format type:


    Summary

    *   line number                         *   quantity left on order
    *   item number                         *   unit of purchase
    *   item description                    *   cost per unit of purchase
    *   receiving department or inventory   *   GL account affected
    *   quantity on order                   *   item tax code (if applicable)
    *   quantity received                   *   purchase requisition number
    *   quantity cancelled


    Orders

    *   line number                         *   unit of purchase
    *   item number                         *   cost per unit of purchase
    *   item description                    *   extended value
    *   manufacturer                        *   receiving department or inventory
Report Formats - PO (4.22.3)                                                  Page 325



    * manufacturer catalog number           * GL account affected
    * vendor catalog number                 * purchase requisition number
    * order quantity


    Receipt Transactions

    *   line number                         *   GL account affected
    *   item number                         *   item tax code (if applicable)
    *   item description                    *   purchase requisition number
    *   receiving department or inventory   *   For each receipt transaction:
    *   quantity received                       - date received
    *   unit of purchase received               - quantity received
    *   cost per unit of purchase               - item tax code (if applicable)
    *   cost of items received                  - packing list number


    All Transactions

    *   line number                         *   quantity left on order
    *   item number                         *   unit of purchase
    *   item description                    *   cost per unit of purchase
    *   receiving department or inventory   *   GL account affected
    *   quantity ordered                    *   purchase requisition number
    *   quantity received                   *   all activity against the PO
    *   quantity cancelled

Totals

      * total cost for all POs - Summary or Orders format only
_______________________________________________________________________________


_______________________________________________________________________________

                            PO Line Item Detail
_______________________________________________________________________________

When to Use the Report

Use this report to view a summary of line items ordered on all POs.


Information Provided

This report provides the following information for each line item:

    * item number                           * cost per unit of purchase

    * item description                      * unit of purchase

    * PO number                             * quantity ordered
Report Formats - PO (4.22.3)                                          Page 326



    * line number                        * quantity received

    * vendor number                      * quantity cancelled

    * order date                         * quantity on order

    * PO status                          * value received

    * receiving dept. or inventory       * value on order

Totals

        * value received

      * value on order
_______________________________________________________________________________


_______________________________________________________________________________

                   PO Line Item Detail With Transactions
_______________________________________________________________________________

When to Use the Report

Use this report to view detailed line item information in one of two inquiry
formats:

    * Receipt Transactions
    * All Transactions



Information Provided

This report provides the same information as the PO Line Item Detail, and also
includes this additional information for each format type:


    Receipt Transactions

    *   receipt date
    *   quantity received
    *   unit of receipt
    *   packing list number


    All Transactions

    * transaction date
    * buyer
    * transaction type
Report Formats - PO (4.22.3)                                          Page 327



        CAN     -   cancelled
        CMT     -   comment
        ORD     -   change in order quantity or price
        ORDER   -   initial order
        REC     -   receipt

    *   quantity affected
    *   if ordered, cost per unit of purchase
    *   if received or cancelled, unit of purchase
    *   if edited, the old and new cost and quantity
    *   if taxable, (TAX) appears
    *   if received, the packing list number
    *   transaction comments

Totals

        * value received

      * value on order
_______________________________________________________________________________
Compile Report - PO (4.22.4)                                          Page 328



4.22.4:   Compile Report - PO


Use this routine to:

    * Define and compile a new PO report

    * Edit an existing report, and then recompile it

    * View compilation information for an existing report


The following information is defined for each report using this routine:

    * report title

    * sort criteria

    * selection criteria



Report Title

During this routine, you define a report title which appears at the top center
of each page of the report. The title should reflect the information on the
report. For example, if you are compiling data for a PO Summary which is
sorted by vendor, the title of the report might be PO Summary - by Vendor.
The title may be up to 50 characters in length.



Sort Criteria

The sort criteria have several functions, including determining how data is
displayed on the report. For example, if you sort a report by vendor, the
report displays all POs on file for the first vendor in the Vendor Dictionary,
then all POs on file for the next vendor, and so on. (For a complete
description of sort criteria functions, refer to the section titled "How to
Sort and Select PO Data".)



Selection Criteria

Selection criteria determine the range of data to be included on a report.
For example, you can print a report which only displays POs for vendors A000001
through A000025. You can define an unlimited number of selection criteria
using this routine.
Compile Report - PO (4.22.4)                                           Page 329



Sort and Selection Rules

Since you are compiling information for reports which provide either purchase
order or line item data, keep these rules in mind:


    PO Reports

    * Both the major and minor sort must have a sort level of PO. If no
      minor sort is specified, the major sort must have a sort level of PO.

      Examples include:    1ST RCPT DATE, ORDER TYPE, PO TYPE

      NOTE:   If no sort criteria are specified, the report is sorted by PO
              number and, therefore, has a sort level of PO.

    * All selection criteria must have a sort level of PO.


    Line Item Reports:

    * Either the major or minor sort must have a sort level of LINE.
      If no minor sort is specified, the major sort must have a sort level
      of LINE.

      Examples include:    CATEGORY, ITEM #, STOCK #

    * Selection criteria may have a sort level of either PO or LINE.



Compiling a Report

After you specify the sort and selection criteria, the system compiles the
report in the background, so that you may use your terminal during the
compilation. The compilation can take from a few minutes to several hours,
depending on the criteria and the number of purchase orders in the database.
You may wish to compile your more intensive reports during off-hours.
Compile Report - PO (4.22.4)                                             Page 330



You cannot print a report until it finishes compiling. When a report finishes
compiling, its status is COMPILED. To view the status of a report, either:

    * Use this routine to re-select the report.    The following information is
      displayed:

      - report status
      - compilation start and stop dates and times
      - if COMPILED, the number of records found

    * Use the List Reports Routine to print a list of all compiled reports and
      the status of each.



Compiled Report Status

A compiled report may have one of five statuses.     Each status is described
below.

                            Compiled Report Statuses




   Report Status                 Definition

       ABORTED           The compiling job was halted (i.e., if the compile was
                         stopped using the Purge Report routine, or the system
                         manager brought the system down).

      COMPILING          The report is still compiling; it may not be printed
                         yet.

      COMPILED           The report has finished compiling, and it may be
                         printed.

       CRASHED           The compiling job encountered an error and stopped.

        PURGED           The report's compiled data has been purged using the
                         Purge Report routine.




Use the Print Report Routine to print a report after it is compiled.
Compile Report - PO (4.22.4)                                          Page 331



Recompiling a Report

Once you define a report, you can recompile it at a future date using this
routine. Recompiling a report ensures that the latest purchase order
information is included on the report. At the same time, you can edit any of
the sort and selection criteria if desired. Until you recompile a report, the
data from the last compilation appears whenever you print the report (i.e.,
printing alone does not update the data on the report).



Cancelling a Compilation

To stop a compilation in progress, select the Purge Report Routine and enter
the mnemonic of the report. If the report is still compiling, this message
appears:

    Kill the background job?

To stop the compilation, enter Y. To continue the compilation, enter
N. This feature is useful if, for instance, you realize that you selected
the wrong sort criteria after the report has started compiling.
+-------------------------------------------------------------------------------+
|                               Compile a PO Report                             |
|===============================================================================|
|                                                                               |
|Mnemonic              Title                                                    |
|                                                                               |
|Status                                                                         |
|Started                        topped                      Records             |
|                                                                               |
|                                                                               |
|                                                                               |
|Major Sort                                                                     |
|Minor Sort                                                                     |
|Sort Level                                                                     |
|                                                                               |
|     Select Field     From Value                      From Date                |
|                      To Value                        To Date                  |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
+-------------------------------------------------------------------------------+
Compile Report - PO (4.22.4)                                            Page 332



MNEMONIC               * To compile a new report, enter a unique
                         mnemonic code using up to 10 characters of
                         free text. This prompt appears:

                               Not found.   New? Y

                         To enter the mnemonic as a new report, press <Enter>.
                         To return to the MNEMONIC prompt, delete Y and
                         enter N.

                      * To edit an existing report, enter the mnemonic of
                        that report.

                         Lookup:    Compiled reports on file

                         The following information appears on the screen for
                         the selected report:

                               - report title

                               - report status (ABORTED, COMPILING, COMPILED,
                                 CRASHED or PURGED)

                               - compilation start and stop dates and times

                               - number of records compiled (i.e., number of POs
                                 or line items which meet the report criteria)

                               - sort criteria (up to two levels)

                               - selection criteria

                         If the report is not currently compiling, you may edit
                         the sort and selection criteria.


TITLE                 Enter or edit the title of this report using up to
                      50 characters of free text. The report title prints at
                      the top and center of each page and helps to identify
                      the report on a Lookup.
Compile Report - PO (4.22.4)                                           Page 333



MAJOR SORT            Enter the first criteria by which to sort this
                      report.

                      Lookup:   PO Report Fields

                      If you do not enter any sort criteria, the report sorts
                      by PO number.

                      A complete description of how the sort level of the
                      major sort affects the sort level of the report appears
                      in the section titled "Purchase Order Data versus Line
                      Item Data", earlier in this chapter.


                      How the MAJOR SORT Affects the Print Report Routine

                      During the Print Report Routine, a page break defaults
                      to printing after each major sort value, and subtotals
                      default to calculating for each major sort value. The
                      defaults may be edited (e.g., you can have page breaks
                      and subtotals after each minor sort, or you can print a
                      report with no page breaks or subtotals).

                      In addition, you can choose the first major sort value
                      for which the report should print data. For example, if
                      the major sort is VENDOR, you either print the
                      report for all vendors, or select the vendor with which
                      the report should start.

                      (For more information, refer to the section titled "How
                      to Sort and Select PO Data", earlier in this chapter.)


MINOR SORT            The cursor only stops at this prompt if you
                      identified a major sort.

                      Enter the second criteria by which to sort this report.

                      Lookup:   PO Report Fields

                      If you do not specify a minor sort, the second sort
                      is by PO number. If you do specify a minor sort,
                      the report sorts by PO number within the minor sort.

                      A complete description of how the sort level of the
                      minor sort affects the sort level of the report appears
                      in the section titled "Purchase Order Data versus Line
                      Item Data", earlier in this chapter.
Compile Report - PO (4.22.4)                                          Page 334



SORT LEVEL             The sort level of the report is displayed.

                      The sort level is PO if:

                           * No sort criteria are specified.

                           * The major sort has a sort level of PO and no
                             minor sort is specified.

                           * Both the major and minor sorts have a sort level
                             of PO.

                      The sort level is LINE if the major or minor sort
                      has a sort level of LINE.


                      How the Sort Level Affects Reports

                      If the sort level is PO, these two types of reports
                      may be printed during the Print Report Routine:

                           * PO Summary
                           * PO Summary With Inquiry Format

                      If the sort level is LINE, these two types of
                      reports may be printed during the Print Report Routine:

                           * PO Line Item Detail
                           * PO Line Item Detail With Txns


SELECT FIELD          Enter the selection criteria to use to limit the
                      information which appears on the report. (For example,
                      you can limit the range of purchase orders which appear
                      on the report.)

                      Lookup:   All PO Report Fields

                      A selection field may be the same as or different from
                      any of the sort fields chosen.

                      For reports with a sort level of PO, the selection
                      criteria must have a sort level of PO. For reports
                      with a sort level of LINE, the selection criteria
                      may have a sort level of either PO or LINE.
Compile Report - PO (4.22.4)                                          Page 335



                      After you specify the range of values or dates for the
                      selection criteria, the cursor returns to this prompt.
                      Either specify other selection criteria, or press
                      <Enter>.

                      (For more information about this field, refer to the
                      section titled "How to Sort and Select PO Data".)


FROM VALUE            The cursor only stops at this prompt if you choose a
                      selection criterion which does not reference a date.

                      Enter the first value in a range of values which you
                      want to include on the report.

                      ________________________________________________________

                      IMPORTANT

                      For dictionary values (e.g., vendor, item category),
                      purchase order numbers, and "ship via" information,
                      there is no check on the data entered, so pay careful
                      attention to how you enter these ranges.
                      ________________________________________________________

                      To include just one value on the report, enter that
                      value both here and at the TO VALUE prompt.


TO VALUE              Enter the last value in a range of values which you
                      want to include on the report.


FROM DATE             The cursor only stops at this prompt if you choose
                      one of the following selection criteria:

                           *   1ST RCPT DATE
                           *   ACTIVITY DATE
                           *   COMPLETED DATE
                           *   DELIVERY DATE
                           *   ORDER DATE
                           *   TXN DATE
                           *   VERIFY DATE

                      Enter the earliest date in a range of dates for which
                      you want the report to compile PO data. To compile the
                      data for one specific date, enter that date both here
                      and at the TO DATE prompt.
Compile Report - PO (4.22.4)                                          Page 336



TO DATE               Enter the latest date in a range of dates for which
                      you want the report to compile PO data.


If the report has a sort level of PO, the routine checks that all selection
criteria have a sort level of PO. If they do not, the following warning
appears on the screen, and the cursor returns to the SELECT FIELD prompt so
that you may correct the selection criteria:

    The sort fields have a Sort Level of 'PO'. <Return to continue>

    You cannot choose a select field (FIELD) with a Sort Level of 'LINE'.


If the sort and selection data are correct, the system prompts:

    Compile?

To compile the report, enter Y. (The system displays the number of the
background job. Press <Enter> to define another report or perform another
routine.) If you do not want to compile the report and you do not want to save
any changes to the report, enter N, press <EXIT>, and enter Y.
Print Report - PO (4.22.5)                                               Page 337



4.22.5:   Print Report - PO


Use this routine to print a report after it has finished compiling.    Four
formats are available.

_______________________________________________________________________________

                         PO Compiled Report Formats
_______________________________________________________________________________

                                                                       Report
                                                                     Sort Level
Report Format         Information Provided                            Must Be:
-------------         ------------------------------------------     -----------

PO Summary            Provides a summary of ordering information        PO
                      for POs, including purchasing and shipping
                      information.


PO Summary with       Provides detailed ordering information about      PO
Inquiry Format        about all line items on POs, in one of the
                      following four inquiries:

                             *   Summary
                             *   Orders
                             *   Receipt Transactions
                             *   All Transactions


PO Line Item Detail   Provides a summary of line items ordered on       LINE
                      all POs, including the quantity ordered,
                      received, cancelled and on order, and the
                      value of the items received and on order.


PO Line Item Detail   Provides detailed line item information in        LINE
with Transactions     one of two inquiry formats:

                          * Receipt Transactions
                          * All Transactions
_______________________________________________________________________________
Print Report - PO (4.22.5)                                               Page 338



Limiting the Print Range by the Major Sort Criterion

You can limit the purchase orders which appear on the report by selecting the
first major sort value with which the report should start. For example, if the
major sort is by VENDOR, you can select the first vendor for which the
report should display PO data.



Report Examples

A detailed description of the data provided by each report type and an example
of each type appear in the section titled "Report Types - PO".



Page Breaks

A "page break" refers to the start of a new page within a report. You can
begin a new page (i.e., insert a page break) after the major or minor sort, or
you can insert a page break after each purchase order. You can also print the
report without page breaks.

For example, if the major sort is VENDOR and the minor sort is STATUS,
you could insert a page break between each PO vendor, between each PO status,
between each PO, or you could print one continuous report with no set page
breaks.

The page break defaults to printing after each major sort value, but may be
edited.



Totals

Subtotals and grand totals are generated for most reports. You can generate
subtotals on the report after either the major or minor sort, or you can print
the report without subtotals.

For example, if you are printing a PO Summary sorted by VENDOR and then by
STATUS, you can generate subtotals after each vendor or after each status,
or you can print the report with no subtotals. Grand totals will always print
at the end of the report.

Subtotals default to printing after the major sort, but may be edited.
Print Report - PO (4.22.5)                                              Page 339

+-------------------------------------------------------------------------------+
|                               Print a PO Report                               |
|===============================================================================|
|                                                                               |
|Mnemonic              Title                                                    |
|                                                                               |
|Status                                                                         |
|Started                       topped                       Records             |
|                                                                               |
|Major Sort                                                                     |
|Minor Sort                                                                     |
|Sort Level                                                                     |
|                                                                               |
|Start Printing From (Major Sort)                  -                            |
|                                                                               |
|Page Break on                                                                  |
|Subtotal on                                                                    |
|                                                                               |
|Report Format                                                                  |
|   1) PO Summary                       3) PO Line Item Detail                  |
|   2) PO Summary With Inquiry Format   4) PO Line Item Detail With Txns        |
|                                                                               |
|Inquiry Format                                                                 |
|   1) Summary           2) Orders      3) Receipt Txns      4) All Txns        |
+-------------------------------------------------------------------------------+


MNEMONIC              Enter the mnemonic of the compiled report you want
                      to print.

                      Lookup:    PO compiled reports on file.

                      You may only print a report which has finished
                      compiling.

                      After you select a valid report, the following
                      information is displayed:

                             * report title

                             * compilation start and stop times and dates

                             * number of records compiled (i.e., number of PO or
                               line item records which meet the selection
                               criteria and will print on the report)

                             * sort criteria

                             * sort level of the report (PO or LINE)
Print Report - PO (4.22.5)                                                Page 340



START PRINTING FROM (MAJOR SORT) (FIELD NAME)

                      BEGINNING appears. To start the report with the
                      lowest (or earliest) major sort value on file, press
                      <Enter>. To start the report with a specific value or
                      date, delete BEGINNING and enter that value or date.

                      This prompt is useful if, for instance, a report did not
                      finish printing and you want to reprint the report from
                      a specific value.


PAGE BREAK ON         Use this prompt to specify where page breaks should
                      occur on the report.

                      If you are printing the report for the first time,
                      MAJOR appears. If you are not printing the
                      report for the first time, the page break location
                      specified during the last print appears.

                      Press <Enter> to accept the default response, or delete
                      it and enter one of the following:

                             MAJOR   -   Page break after each major sort value

                             MINOR   -   Page break after each minor sort value

                                PO   -   Page break after each PO

                              NONE   -   No page breaks specified


SUBTOTAL ON           Use this prompt to specify where subtotals should be
                      calculated.

                      If you are printing the report for the first time,
                      MAJOR appears. If you are not printing the
                      report for the first time, the subtotal location
                      specified during the last print appears.

                      Press <Enter> to accept the default response, or delete
                      it and enter one of the following:

                             MAJOR   -   Subtotal after each major sort value

                             MINOR   -   Subtotal after each minor sort value

                              NONE   -   No subtotals are calculated
Print Report - PO (4.22.5)                                               Page 341



Report Format         Indicate the type of report you want to print by
                      entering one of the following numbers:

                             1   -   PO   Summary
                             2   -   PO   Summary With Inquiry Format
                             3   -   PO   Line Item Detail
                             4   -   PO   Line Item Detail With Txns

                      (A complete description of each report type appears in
                      the section titled "Report Types - PO".)

                      If the report has a sort level of PO, you may only
                      print report number 1 or 2.

                      If the report has a sort level of LINE, you may only
                      print report number 3 or 4. (If you select a different
                      report type, a message informs you of your valid
                      choices.)


Inquiry Format        The cursor stops at this prompt only if you select
                      report format numbers 2 or 4.

                      Indicate the type of inquiry format you want to print by
                      entering one of the following numbers:

                             1   -   Summary
                             2   -   Orders
                             3   -   Receipt Transactions
                             4   -   All Transactions

                      (A complete description of the information provided by
                      each inquiry format appears in the section titled
                      "Report Formats - PO".)

                      If the report has a sort level of PO, you may select
                      any of the formats.

                      If the report has a sort level of LINE, you may only
                      select format 3 or 4. (If you attempt to select a
                      different format, a message appears informing you of the
                      valid choices.)
List Reports - PO (4.22.6)                                            Page 342



4.22.6:   List Reports - PO


This routine generates a list of all PO reports that have been created. The
list includes the status of each report along with other pertinent information
such as its mnemonic, sort level and number of records found (if compiled).

+-------------------------------------------------------------------------------+
|                      List Status of PO Compiled Reports                       |
|===============================================================================|
|                                                                               |
|The status of all of the reports will be printed.                              |
+-------------------------------------------------------------------------------+
Purge Report - PO (4.22.7)                                             Page 343



4.22.7:   Purge Report - PO


This routine can be used to remove any obsolete reports from your system.
More specifically, you can remove only the data or both the data and the
report definition.

To provide this flexibility, the system distinguishes between the data on the
report and the definition of the report. The data is the actual collection of
records found by the search, and their associated information. The definition
of the search is its mnemonic, title, and sort factors. You may want to purge
the data but keep the definition if you want to free up some disk space but
anticipate using the report again at some point in the future (e.g., if you
run a certain report every period). You would purge the definition along with
the data if you decided that you no longer wanted to use the report.


+-------------------------------------------------------------------------------+
|                               Purge a PO Report                               |
|===============================================================================|
|                                                                               |
|Mnemonic              Title                                                    |
|                                                                               |
|Status                                                                         |
|Started                       topped                       Records             |
|                                                                               |
|                                                                               |
|                                                                               |
|Major Sort                                                                     |
|Minor Sort                                                                     |
|Sort Level                                                                     |
+-------------------------------------------------------------------------------+


MNEMONIC:   Enter the mnemonic of the report that you want to purge.
Consignment Overview (5)                                               Page 344



Chapter 5:   Consignment Overview


Consignment goods are goods that you receive from a vendor, for which the
vendor does not expect payment until they are used. The challenge of handling
consignment goods is to track their quantity and value in the MM application,
yet never consider them an asset in GL, and to not allow them to be invoiced in
AP until the consignment item is actually used. Prior to the introduction of
a consignment capability in MEDITECH MM, there were some work arounds, but the
fact remained that an item received into an inventory debited an asset account
and credited a liability account (see the "Purchasing GL Transactions" section
of the MM User Manual, Volume 2, for further information).

The consignment capability does allow for goods to be received in MM without
impacting GL. GL transactions are only generated when the consignment item is
issued. While this essentially solves the central problem, processing
consignments can be difficult when vendors change the consignment item's cost
and invoice it under a new PO (versus the original PO used to receive the
consignment goods into MM).

Because some sites continue to use work arounds, some of the common ones will
be described below. A brief description of the MEDITECH consignment capability
will follow (a more detailed description is done in the "Consignment
Processing" section of the MM User Manual, Volume 2). The relative
advantages/disadvantages to each approach will follow.


                   Options for Handling Consignment Items

1. Don't receive them in MEDITECH MM when they arrive. Track them manually
or on a PC until they are used, then receive them as normal.

2. When they arrive, receive them into a non consignment MEDITECH MM
inventory at zero cost.

3. When they arrive, receive them into a non consignment MEDITECH MM
inventory at actual cost.

4. When they arrive, receive them into a consignment MEDITECH MM inventory
at actual cost.


                    Advantages/Disadvantages and Issues

1. Advantages:

 - Since there is no attempt to recognize the item as a consignment, no
   special steps are required. Processing only occurs AFTER the actual cost is
   known, so there are no price change issues. Likewise, there is no question
   of which PO to process; there is only one PO in MEDITECH MM, the PO which
   the vendor uses to invoice.
Consignment Overview (5)                                               Page 345




Disadvantages:

 - There is no information in MEDITECH MM until the item is used. When a vendor
   invoices you for a consignment item you would need to refer to the manual/PC
   system to verify that the item was in fact issued. Only then would you enter
   a MEDITECH PO and receive it so that the invoice can be processed through
   the MM/AP interface.


Some issues common to options 2 through 4 are:

A. Issue Needs to be Updated With Cost Change

A cost change to a PO inventory line item that has been issued does NOT
automatically pass to GL if a month end has been closed between the issue and
the cost change. MM DTS 2462 has been submitted to address this issue. Until
this is resolved, the "MM only" solution to this problem is to reverse the
issue, reverse the receipt, correct the cost, re-receive at the correct cost
and then re-issue. As is discussed in the "Return POs Versus Negative
Receiving" section of the MM User Manual, Volume 2, reversing a receipt is
sometimes problematic. In such cases, a manual GL entry may be the best
alternative.

Consider this example: quantity 1 of item 1001 is received at $10, it is issued
at $10, but the invoice is for $11. The solution is to reverse the issue,
reverse the receipt, change the Cost/UP to $11, re-receive at $11 and
re-issue at $11. If the month has not closed since the original receipt, the
expense will be at $11. If a month has closed since the original receipt, the
$1 difference will appear under the Manual Adjustments column of the Cost
Change Report. Like all amounts in this column, the dollar would need to be
posted to GL manually.

This problem applies equally to non consignment receipts.


B. Cost Change Should NOT Affect Previous Issues

This occurs when there is an edit to the Cost/UP on a PO line that has more
than one quantity when you don't want the edit to effect all of the quantity.
The bottom line is that a line can only have one cost, so if the same item is
to be purchased at different costs, it must be set up on more than one line.

The solution is to create a new PO line for an item each time its cost changes
when the cost change should not affect previous issues. The old line is
"completed" by editing the current order quantity so that it matches what was
received/cancelled. The remaining quantity left that you edited off the
original line then is entered as the current order quantity for the new line
set up for the item.

For example, consider if you order 10 of item 1001 at $10 on a one line PO
and you issue one. The issue is expensed at $10 and all is well. However, by
the time you use the next one the price is $11.00. If you change the Cost/UP
Consignment Overview (5)                                               Page 346



for the line item, the new issue will be expensed at $11 but the system will
think the original issue at $10 should have been for $11. If the month has not
closed since the original receipt, the original receipt will be expensed at
$11. If a month has closed since the original receipt, the $1 difference will
appear under the Manual Adjustments column of the Cost Change Report. Such
amounts in this column should be posted to GL manually, but in this case doing
so would be wrong.

To solve the problem, reverse the second issue, negative receive the nine that
were not issued, cancel them, enter quantity 9 of item 1001 on line two at $11,
receive them and issue one at $11.

This problem applies equally to non consignment receipts.


C. Vendor invoices on PO that differs from PO on which consignment received

This problem is affected by the fact that stocked items are NOT tracked
individually in MEDITECH MM. This makes sense overall, since healthcare
organizations do not want to expend the time and money that would be required
to track each individual item after it has been received. The system deals with
this uncertainty by expensing according to the inventory accounting method your
organization chose during implementation (see the "MM Parameters" section of
the MM User Manual for further information on inventory accounting methods).

In the non consignment world there is no problem. Items are ordered/received
for an inventory at the vendor's current cost, and they are expensed out by the
selected inventory accounting method. When every item has been issued, the
total amount expensed will equal the total amount paid for all received items,
regardless of the inventory accounting method chosen.

However, this a problem for consignment because the cost on the PO used to
receive consignment items into inventory isn't necessarily the cost the
vendor will charge for the items. You can't just leave the original PO with
incorrect information and pay the new PO because the expense generated by the
issue was at the incorrect price. The solutions to the problem are detailed
below. They vary based upon the following:

 Will you pay under the original PO or a new PO?

 Did you issue the item before you knew the actual cost?

For example, assume that a vendor keeps 10 of consignment item 1001 on hand at
your health care organization. These were received under PO 777 and are stored
in inventory C-ACME. During a periodic count conducted by the vendor, 9 are
found on hand so the vendor sends a replacement. The replacement arrives on PO
888 marked as a consignment replacement. The new PO is entered into MEDITECH MM
and quantity one of item 1001 is received into inventory C-ACME. The vendor
then sends an invoice with this information:

  invoice number - 123

  PO number - 888
Consignment Overview (5)                                               Page 347




  Packing List - 444333

  Vendor catalog number - WS9335.1

The MM/AP user would normally enter PO 888 to try and match it with invoice
123. For options 2 and 3 this would appear to be OK since PO 888 would have a
receipt available in MM/AP to match with invoice 123, and it would be at the
correct price. However there could still be an expensing problem. The variety
of the problem would depend on your inventory accounting method and whether you
issued before you received the new PO.

If you are a FIFO site, there will be no problem if you used option 3 and there
was no cost change. You end up expensing based on the first PO's cost and
paying the invoice based on the second PO's cost, but since the costs are the
same, this is fine. If you use option 3 and there has been a cost change you
can see the problem: you expense at one cost and pay at a different cost. It is
an expense problem because it is the expense cost that is wrong. If you use
option 2 you would almost always have the problem because the original cost of
zero would almost always be wrong.

The danger here is the temptation to pay the new PO and think all is well.
After all, it is for the right cost. Only an examination of expense charges
would reveal the problem, and if there was a minor cost change, the examination
would need to be close.

The solution is to make edits so that the correct cost on the latest PO is the
"first" receipt. There are two approaches. Reverse out the original PO
receipts, which require that any issue be reversed first, and then re-receive
at a date later than the second PO. Then, when you re-issue, the second PO will
be the first PO and the expense will be correct. The second approach is to edit
the first PO (again taking care to first reverse any issue) so that the cost
is correct, re-issue at the correct cost and pay the first PO. If option 2 is
being used, only the quantity issued would be edited to the actual cost. Any
unissued quantity would need to be moved from the line to a new line so that
the zero cost could be maintained for that quantity. Also, the second PO would
need to be changed to a zero dollar receipt.

For option 4, there is no choice of which PO to fix. Issues set up special
consignment issue line (CIL) receipts under the first PO, so it is this PO that
must be corrected after the above mentioned reversing is done.

For LIFO the new PO receipt could be used without making any edits IF the issue
is done AFTER the new PO is received. Otherwise, you need to reverse the issue,
receive the new PO then re-issue.

For AVG, option 2 is not an appropriate choice since you do not want to bring
down the average cost with zero cost receipts. For option 3, you would need to
do the above mentioned steps.

As previously noted, if you need to change a cost on a PO line with previous
issues, you would need to close that line (bring the current order quantity
down to what was received/cancelled) and enter the item on a new line with the
Consignment Overview (5)                                               Page 348



new cost.

Tips for determining original PO when invoice is for new PO

To determine that PO 777 is the original PO, the user needs to go to the Item
Inquiry routine and enter VC\WS9335.1. This will help determine that the item
number is 1001. The user then chooses option 3 of the Item Inquiry, Stock
Status. From this the inventory can be determined. For option 4, the next step
is to use either the List Consignment Issues By Packing List or List
Consignment Issues By Dept routines to help determine the original PO. The
packing list on the invoice, 444333, is of no help. The List Consignment Issues
By Packing List uses the MEDITECH generated CIL packing list, NOT the vendor
packing list. (Even if it did list the vendor packing list, 444333 would not
point to the PO we need to find, 777.) If the vendor included your department
number, that could be used to limit the CILs that appear on the List
Consignment Issues By Department report. More likely, you will only be able to
limit either report to the inventory and a range of issue dates. Pick from this
report the actual consignment PO. Proceed with MM/AP processing.

For options 2 and 3, you would need to seek the issue by reviewing individual
issue routine history; there is no consolidated report.

In the non consignment world, vendors invoicing at a cost different than the PO
cost means either the invoice or the PO is wrong. Whichever it is dictates the
steps required to correct the error. With consignment, matters are less clear
cut. The vendor stores the consignment items they own at your site and you only
"own" them when you use them. So while you want an idea of the cost of the
items that make up the consignment inventory, vendors most often choose to
charge the cost of an item as of the date it is used (when ownership transfers)
rather than the cost the item had when it was first placed into consignment.
This means first, that the cost difference is not an "error" and second, that
cost differences are likely for items that have been in consignment for a
length of time. Since the system can only use the cost it has available when
the issue is made, i.e. the cost from the original PO on which the consignment
items were first received, there is an expensing problem when the original cost
and new cost differ.

The proclivity of vendors to invoice under a new PO means that the system will
not know that new PO number when a consignment item is issued. Since the time
the item is issued is the time the system needs to set up GL transactions and
prepare the item for invoicing - both of which are accomplished by the CIL -
the only PO available is the original one. This isn't a software problem, but
it can make matching invoices to the right (original) PO difficult.


Specific issues for options 2 through 4

2. Knowing that the cost will not be zero, you may opt to hold off
on the issue until you get the real cost - perhaps when the vendor sends the
replacement item. The alternative is to issue at the zero cost and then reverse
the issue and re-issue once you know the real cost. This problem applies to
options 3 and 4 as well.
Consignment Overview (5)                                               Page 349



In fact, no system can be expected to issue something at the correct cost if
that cost is not known. The dilemma is that the need to expense at the correct
cost conflicts with the need to have system quantities agree with physical
quantities. If you physically issue a consignment good to a patient but hold
off on issuing it in the system until you know the actual cost, the system will
show a higher quantity than what is physically on hand. Also, with this method
you will not have a record of the issue in MEDITECH MM that you can use to
verify that the vendor's invoice is correct.

However, if you issue at zero cost - or at a probable cost as is the case in
option 3 - you will (or "may" for option 3) need to reverse the issue, edit to
the correct cost, and re-issue.

Even if the change requested in MM 2462 is done and price changes flow
automatically to the department charged for the issue, and from there to GL,
there would still remain the problem of vendors invoicing on a new PO. Also, if
you want to base B/AR prices on MM costs, you would still need to quickly
ascertain the real cost in order to charge the correct price in time to be
reimbursed the correct amount.

The problems caused by price changes after an item has been issued are not
unique to consignment items. However, there is an increased probability of a
price change for an item that has been sitting in a consignment inventory for a
year than for a non consignment item that was just received. A difference
between this option and option 3, where you receive the item at the cost in
effect at purchase time, is with option 3 you may get lucky if there has been
no cost change. In that case, no reversing transactions would be needed.

Advantages:

 - Since a zero transaction won't affect an asset account's balance, there
   will be no need to create a special asset account. Likewise, the MM Accrual
   Liability account balance will not be affected.

 - No GL edits are needed since the initial consignment receipt does not affect
   GL asset or liability account balances.

 - There is a record of the receipt in the system.

 - There is an on hand quantity for the item/stock in the inventory.

Disadvantages:

 - there is no on hand value for the item/stock in the inventory

 - the steps that are required for processing the consignment.

3. Since under this option, actual costs will debit an asset account, a
specially designated asset account should be used (the Inventory Dictionary has
a default asset account that defaults in when stocks are created, but since
this account can be edited in the Stock Dictionary, keep in mind that it is the
Stock Dictionary asset account that is used). Since you don't own consignment
items until you use them, you would not include the special asset account in
Consignment Overview (5)                                               Page 350



your GL balance sheet. Also, you would need to back out the value of such
receipts from the MM Accrual Liability balance if you wanted to know your true
accrual liability.

As you use these items and are invoiced for them, you would pay for them
normally. The consignment asset account will be reduced, as will the item's
contribution to the MM Accrual Liability balance. The vendor's bank's liability
account will be credited.

Advantages:

 - There is an on hand value for the item as well as quantity.

 - If there is no cost change and if there is no PO number change, the invoice
   can be processed the same as a non consignment item.

Disadvantages:

 - the steps GL must take to accommodate this. On the asset side, since the
   balance sheet is written as a GL compiled report, a one time edit to this
   report should suffice. On the liability side, backing out the consignment
   portion of the MM Accrual Liability balance each month does require effort.
   However, you may decide this isn't required every month or at all.

 - the second advantage is contingent on two "ifs." If your consignment
   vendor regularly invoices under a different PO than the original consignment
   PO, or if the cost frequently changes while an item is on consignment, this
   option might not be appealing. You would need to perform the steps from
   option two. Also, if you did the issue at the wrong price then you would
   first need to reverse the issue before you could do the negative receiving.

4. MEDITECH created this capability in response to a MUSE request. For more
information than the summary of MEDITECH consignment capability that appears
below, see the "Consignment Processing" section of the MM User Manual, Volume
2, the solution is not without its problems.

Under MEDITECH consignment, an item can be received into a special consignment
inventory at actual cost, yet there is no debit to an asset account (there is
no asset account defined) nor credit to the MM Accrual Liability Account. There
are both quantity and value totals for the item in MM.

There is not, at least originally, a receipt available in MM/AP to link to an
invoice. Only when the item is consumed, through a Patient Issue, Department
Issue, or Department type Inventory Requisition, is a receipt set up for MM/AP
invoice matching, based on what was issued.

Since stocks in the special consignment inventories have no asset value, one
cannot transfer them to another inventory, adjust them, etc. Once they are
received in, they only leave through one of the issues mentioned above or
through a negative receipt.

Advantages:
Consignment Overview (5)                                               Page 351



 - In simple situations, such as when there is no PO number or item cost
   change, AND if users are trained well in consignment routines, this option
   can work well. In practice, problems tend to arise. As was discussed in
   section C, when the vendor does not invoice under the original consignment
   PO, processing can be cumbersome. The key difference between this option and
   the previous three is that here you cannot match the invoice to the
   replacement PO, you must match it to the original PO. With the first three
   options you can match the invoice to the replacement PO.

Disadvantages:

 - What if a consignment item is packaged 10 to a case, and one each is
   issued to a patient? A CIL for one each will be set up, but since the vendor
   wants the money for the whole case once it is opened, there is a problem.
   There is no way to handle this with the consignment routines, so the issue
   would need to be reversed, the case unreceived and re-received to a regular
   inventory, and then the "each" re-issued to the patient.

 - Since each vendor must have its own consignment inventory, and the
   consignment inventory must be a MAIN type, you not only end up with more
   inventories, you have more inventories that must be closed each month end.


Summary

Consignment poses special challenges. This document discussed four options for
handling consignment in MEDITECH MM so that you can evaluate all of your
options and decide upon the one that best suits your needs. Option four, the
MEDITECH consignment capability, does allow for items to be received into MM
without impacting GL, and it does provide for paying consignment items only
after they have been used. Because of the special routines involved, it is
essential that users are well trained and fully understand this capability
prior to it being used. Users must know the special steps that must be taken
when a vendor changes the item price on a consignment item and invoices it
under a different PO. If you can work with your vendors to minimize such
occurrences, consignment processing should be easier.

As discussed in this document, all of the approaches have disadvantages. Our
consignment capability represents MEDITECH's effort to help our customers deal
with consignment. As with all of our software, it need not be the final effort.
We are open to suggestions for improvement.
Consignment Processing (5.1)                                           Page 352



5.1:   Consignment Processing


Please see the "Consignment Overview" section of the MM User Manual, Volume 2,
for a general discussion of consignment and where MEDITECH consignment
capability fits in.

General Description of MEDITECH Consignment Capability

Under MEDITECH consignment, an item can be received into a special consignment
inventory at actual cost, yet there is no debit to an asset account (there is
no asset account defined) nor credit to the MM Accrual Liability Account. There
are both quantity and value totals for the item in MM.

There is not, at least originally, a receipt available in MM/AP to link to an
invoice. Only when the item is consumed, through a Patient Issue, Department
Issue, or Department type Inventory Requisition, is a receipt set up for MM/AP
invoice matching, based on what was issued.

Since stocks in the special consignment inventories have no asset value, one
cannot transfer them to another inventory, adjust them, etc. Once they are
received in, they only leave through one of the issues mentioned above or
through a negative receipt.


Specific Steps Required for MEDITECH Consignment

1. Set up a consignment inventory for the vendor who will ship the consignment
items. A separate inventory is required for each vendor that will do
consignment.

In the Inventory Dictionary, answer Y at the "Consignment?" field. The cursor
will then move to the Consignment Vendor field and the Inventory Type field
will default to MAIN (it will not be editable). Enter the number of the
consignment vendor.

You will notice that fields that do not apply to consignment inventories will
be skipped and there will be no access to them. The Main Inventory field is
skipped because consignment inventories are MAIN type inventories, so like all
MAIN inventories there is no parent MAIN. The Transfer From Inv field is
skipped because, as noted in the general description section above, you may
not transfer goods into or out of a consignment inventory.

The following fields should be entered as normal:

Stock # Length
Location Length
Pt Issues Recorded
Enter Phys Inv By
Bin Label Program
Use Pt Chg Mark Ups
Consignment Processing (5.1)                                              Page 353



The Dft Stocks on Exch Cart Recs is skipped because you may not process
exchange carts for consignment inventories.

The Dft Printer field is entered as normal. The Auto PO Type allows the normal
choices of PURCHASE or INVENTORY, but you should answer it INVENTORY. Items for
consignment inventories may only be ordered on INVENTORY type POs.

The following fields should be entered as normal:

Default Buyer
Hospital/Offsite
Addr 1
Addr 2
Addr 3

All of the General Ledger account number fields are skipped as there is no GL
activity associated with the consignment inventory.

The Department field is skipped as it is for all MAIN type inventories. There
can be no lost charges expensed to this department since exchange cart
processing is not allowed for MAIN inventories.

The following fields should be entered as normal:

Pt Chg Dept
Exp Obj Code
Pt Issues EOC

The Management and ABC Analysis fields are skipped. There are no holding or
ordering costs for consignment inventories since the vendor is initially
responsible for the items. Likewise, since the vendor owns the consignment
items until they are used, there is no point to performing ABC analysis on
them.

The Authorized Users field is the last field that needs to be entered.

2. Enter stocks for the inventory.

As is the case for the Inventory Dictionary, fields that do not apply to
consignment stocks will be skipped and will not be accessible. The first of
these is the "Transfer?" field. You cannot transfer stocks into a consignment
inventory.

The Order on PO field is skipped as always for MAIN type inventories since you
can always order for a MAIN.

The remaining fields should be entered as normal EXCEPT for Asset Account.
Consignment items are not held as assets when they are received.

3. Order consignment items on an INVENTORY Type of PO.

When the inventory field is entered on the PO, the vendor information from the
consignment inventory will default onto the PO. Enter lines, verify and receive
Consignment Processing (5.1)                                            Page 354



the PO as normal. What will not be normal is the impact receiving will have on
GL. There will be no debit to the stock's asset account - there is none - nor
will there be any credit to a liability account. Such lines that are ordered
and received are consignment order lines (COLs). They will show on the PO
Inquiry and if you edit a PO in Process PO. The receipts for these lines
will not appear in a lookup of receipts for the PO in the MM/AP interface, and
they may not be manually entered. Only when the consignment item is issued
through one of these routines:

  Patient Issue
  Department Issue
  Department type Inventory Requisition

are special receipts set up for MM/AP processing. Such receipts are consignment
issue lines (CILs).

When one of the above issue routines is used for a consignment inventory, a
screen will appear where the user will enter the packing list that will become
available in MM/AP. To facilitate identification of the CIL source, the prefix
that defaults will vary by routine as follows:

      Routine                               Default Packing List Prefix

Patient Issue                               PT ISS REC #X
Department Issue                            DEPT ISSUE
Department type Inventory Requisition       DEPT REQ #X

where X will start with 1 for the first issue and increase by one when each
issue is done.

CILs will be set up as the next available PO line number   on the PO, but such
lines will NOT appear on the PO Inquiry or if you edit a   PO in Process PO.
CILs are created for the oldest POs first, regardless of   your inventory
accounting method. The quantity and value on hand of the   item in the inventory
will go down as the item is issued.

4. Match the invoice to the CIL

To help with this there are the following reports that are in the Purchasing
Reports Menu, which is in the Purchasing & Receiving Menu:

List Consignment Issues By Dept
List Consignment Issues By Packing List

With the first you can restrict to CILs that are for a specified inventory, for
a range of issue dates, and for a range of departments. With the second you can
restrict to CILs that are for a specified inventory, for a range of issue
dates, and a range of CIL packing lists (not the packing lists from the vendor
used to receive the COLs). Each report will list the PO on which the CIL was
created. This is the PO the MM/AP user will use to pay for the consignment.

As noted in the "Consignment Overview" document, finding the correct PO can be
difficult if the vendor invoices on a PO that differs from the PO under which
Consignment Processing (5.1)                                           Page 355



the vendor shipped the original consignment. the above reports are a big help
in that regard.

Also noted in that document, if there has been a change between the invoice
cost and the cost for which the original consignment was received, the issue
needs to be reversed (using the Consignment Return routine in the Inventory
Menu), the item negative received, the cost corrected, the item re-received and
then re-issued. If the line had a quantity greater than one and there were
previous issues against an old cost that should remain unchanged, then the
original line would need to be closed out (by making the current order quantity
equal the quantity received/cancelled) and the item added as a new line with
the new cost for the quantity moved off the original line. This would be done
after the issue was reversed.

For example, consider if you order 10 of item 1001 at $10 on a one line PO
and you issue one. The issue is expensed at $10 and all is well. However, by
the time you use the next one the price is $11.00. If you change the Cost/UP
for the line item, the new issue will be expensed at $11 but the system will
think the original issue at $10 should have been for $11. If the month has not
closed since the original receipt, the original receipt will be expensed at
$11. If a month has closed since the original receipt, the $1 difference will
appear under the Manual Adjustments column of the Cost Change Report. Such
amounts in this column should be posted to GL manually, but in this case doing
so would be wrong.

To solve the problem, reverse the second issue using the Consignment Return
routine, negative receive the nine that were not issued, cancel them, enter
quantity 9 of item 1001 on line two at $11, receive them and issue one at $11.
Instead of cancelling the 9 you could just edit the current order quantity to
1, but cancelling gives a better history of what occurred; the cancelled
quantity will match the quantity of the new line.

What if a consignment item is packaged 10 to a case, and one each is issued to
a patient? A CIL for one each will be set up, but if the vendor wants the money
for the whole case once it is opened, there is a problem. The remaining 9
cannot remain in the consignment inventory since they are no longer consignment
- you owe money for them. Since you cannot transfer them to a non consignment
inventory you would need to do the following: reverse the issue, negative
receive the box, re-receive it to a regular inventory, and then re-issue the
each to the patient.
Contract Management Overview (6)                                       Page 356



Chapter 6:   Contract Management Overview


The Contract Management routines allow certain items purchased from a vendor to
be grouped together under a contract. Once under contract, these items will
have their cost maintained with the contract management routines. Their cost in
the Item Dictionary may not be edited, though purchasers are allowed to
override a cost at the process P0 level.

All the items in a contract can be mass edited up or down in cost by a set
percentage, and the change in cost can be set to take place on a future
effective date. Items that are an exception to the general percentage edit may
be set to a different, user defined cost; in fact, each item may be edited
individually if costs are not changing generally by a fixed percentage.
Whatever the nature of the cost changes, the ability to enter the changes at a
controlled pace prior to the effective date, yet have the change only take
effect on the effective date, is key.

In the Item Dictionary, an item on contract will have entries in the Contract,
Exp. Date, and Contract Group (if the contract does not have an associated
contract group, a dash will appear) fields. In addition, under the "VCI?"
prompt (View Contract Information), a history of cost changes by effective date
is available.

 Note: It is possible in the Item Dictionary to enter information directly in
       the Contract, Exp. Date, and Contract Group fields if there is no
       contract for the item defined in the Enter/Edit Contracts routine. Prior
       to a major contract management enhancement in the 4.5 release, these
       fields existed for free text entry (i.e. there were no related
       dictionaries) for users to update each item individually. To maintain
       backwards compatibility, the ability to enter free text information was
       maintained, but we strongly advise that the more robust routines in the
       contract management menu subroutines be used instead. The "VCI?" prompt
       only applies to contract information entered via the contract management
       submenu.

Further information on contracts is available in the documentation of the
contract management routines.
Enter/Edit Contracts (6.1)                                             Page 357



6.1:   Enter/Edit Contracts


(For an overview of contract management, please see the Contract Management
Overview section of the MM User Manual, Volume 2)

This dictionary stores the general information about the contract itself as
well as item cost and effective date information. Contracts are identified by
vendor, then contract number. The same contract number can be used for
different vendors.

+--------------------------------------------------------------------------------------------+
|                                  Enter/Edit MM Contracts                                   |
|============================================================================================|
|                                                                                            |
|Vendor                           Active?                  Expiration Date                   |
|Contract #                       Status                   Lead Time (Days)                  |
|                                 Resp. User               Contract Group                    |
|                                                                                            |
|Description                                                                                 |
|                                                                                            |
|                                                                                            |
|Edit Comments?                                                                              |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|Enter/Edit Effective Dates And Items?                                                       |
+--------------------------------------------------------------------------------------------+


Vendor

Enter the vendor for which this contract will apply.

A Lookup of vendors is available. You can enhance the Lookup by entering part
of the vendor number, mnemonic or name. For example, if you enter Amer and
press <Lookup>, the lookup would start to display vendors whose number,
mnemonic or name start with Amer.
Enter/Edit Contracts (6.1)                                               Page 358



A vendor will normally appear three times in each Lookup, with one entry sorted
by Number, one by Mnemonic and one by Name. An exception would be if any of the
values exactly matched. For example, if vendor Acme had Acme for both its
Name and Mnemonic, it would only appear twice, once for its number and once for
Acme. The software sorts special characters (e.g. *, @, etc.) first, then
numbers, then upper case letters, then lower case letters. Vendors appear
multiple times because some users may know the number, others the name and
still others the menemonic. Thus, each user can enter the information he or she
knows and all users will be brought to the appropriate area of the lookup.

Contracts may not be entered for inactive vendors, so the /B syntax is not
available. If the exact vendor number of an inactive vendor is entered, the
system will prompt "The entry is not defined."

To help choose between vendors with similar names or mnemonics, the /X syntax
is available. Keying /X then pressing <Lookup> gives a Lookup that includes
the standard number, mnemonic and first line of the vendor name, plus it
includes the second line of the vendor name and the full three line vendor
address. The /X syntax may be enhanced by keying a full or partial name, number
or mnemonic prior to the /X. This will cause the Lookup to start from that
entry.

Arrows that may appear at the top and/or bottom of the Lookup list indicate the
presence of an additional page of Lookup choices.


Contract #

Enter a new number (non-numeric characters are allowed) or select an existing
one. A Lookup of existing contracts for the specified vendor is available.
To access an inactive contract number you may enter the exact contract number,
which will cause the system to prompt

             Data for the entry is inactive. Use anyway?

to which a response of Y will bring up the contract number. Alternatively,
enter /B (B is for both) and then press <Lookup>. Both active and inactive
contract numbers will appear on the Lookup, so you can choose an inactive
contract number. You can enhance the Lookup by adding part of the contract
number prior to the /B.


Active?

This Y/N field defaults to Y but may be edited   to N for INITIAL or EXPIRED
contracts. If a contract is ACTIVE, this field   cannot be changed. When set to
N, the contract is suppressed from the Lookup.   To access an inactive contract
you may enter the exact contract number, which   will cause the system to prompt

             Data for the entry is inactive. Use anyway?
Enter/Edit Contracts (6.1)                                              Page 359




to which a response of Y will bring up the contract. Alternatively, enter /B (B
is for both) and then press <Lookup>. Both active and inactive contracts will
appear on the Lookup, so you can choose an inactive contract. You can enhance
the Lookup by adding part of the contract number after the /B.


Status

A contract can have three (3) different statuses:

  * INITIAL       When the contract is initially created. An INITIAL status
                  allows users to build and edit contract information without
                  affecting actual system costs.

  * ACTIVE        The contract has been verified. If the contract has an
                  effective date on or before the current date, verifying the
                  contract will cause the cost changes to be updated in the
                  Item Dictionary. If there are only future effective dates,
                  cost changes will be updated as part of the midnight run when
                  the future effective date is reached. (The midnight run
                  begins when a user first signs onto the MM module for the new
                  day, which might occur anytime on or after midnight.)


  * EXPIRED       The contract has met or exceeded its expiration date. The
                  last cost of the contract will remain in effect until it is
                  edited. Edits will now be allowed in the Item Dictionary. To
                  change an EXPIRED status contract to ACTIVE, edit the
                  expiration date to a future date. The system will prompt:
                  "This will change the contract's status to ACTIVE. Are you
                  sure?" If you answer Y, the status will change to ACTIVE.


Resp. User

When the contract is   created, the user mnemonic of the person creating the
contract defaults in   this field, but this may be edited to another user
mnemonic. If another   user edits the contract, the original user's mnemonic
remains. A Lookup to   the MIS User Dictionary is available.


Expiration Date

Enter the date when the contract will expire. When the contract passes this
date, the status of the contract changes to EXPIRED.

 Note: Even though a contract has expired, the last contract price for each
       item will remain in effect unless edited in the Item Dictionary or by
       another contract.
Enter/Edit Contracts (6.1)                                             Page 360




To change an EXPIRED status contract to ACTIVE, edit the expiration date to a
future date. The system will prompt

  This will change the contract's status to ACTIVE.   Are you sure?

If you answer Y, the status will change to ACTIVE.


Lead Time (Days)

Enter the number of days that you estimate will be needed to renew or
renegotiate the contract. The List Contracts For Review routine subtracts
the lead time days from the contract expiration date. The resultant date will
then be checked against the From/Thru Review Date range in the List Contracts
For Review routine to determine if the contract should be selected for review.


Contract Group

Enter the contract group with which this contract is associated. A Lookup to
the Contract Group Dictionary is available.

Contract groups may be used to link a set of related contracts. Compiled and
NPR Report Writer reports can then sort and select on contract group. It is not
necessary to define a contract group. If nothing is defined, in the Item
Dictionary a dash (-) will appear in the Contract Group field.


Description

Enter a brief description of the contract.


Edit Comments?

Enter Y to access the text editor directly below this prompt. The text editor
allows you to enter as much information about the contract as you wish. When
finished, press <Esc> or <Exit> to exit the text editor.

If you do not wish to enter contract comments, simply enter through this field.


This text editor allows you to enter as much information about the contract as
you wish. When finished, press <Esc> or <Exit> to exit the text editor.


Enter/Edit Effective Dates And Items?

This is a Y/N field. By answering Y, another screen will be displayed for
Enter/Edit Contracts (6.1)                                             Page 361



entering and editing effective dates and items for the contract. By responding
N or entering through the field, you will receive the FILE? prompt. The
information that has been entered will be stored if you answer the FILE? prompt
Y.

|===============================================================================|
|                                                                               |
|Create New Item List for Date                                                  |
|                                                                               |
|   Select                                                                      |
|                                                                               |
|           1. Copy list from another Effective Date within contract            |
|           2. Create list for Categories and Manufacturers                     |
|                                                                               |
|Copy Items From Effective Date                                                 |
|                                                                               |
|Categories                     Manufacturers                                   |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|Percentage to Markup Costs By                                                  |
+-------------------------------------------------------------------------------+


Select

If you entered a new date, you have the following options to generate an item
list.

 1. Copy list from another Effective Date within contract:

    copies from an existing effective date for the contract. This is only
    allowed if there are other effective dates to copy from. If you select this
    one, you will enter the Effective Date at the next prompt, Copy Items From
    Effective Date.

 2. Create list for Categories and Manufacturers:

    This option lets you restrict the selection of items to specific categories
    and/or manufacturers. If you do not want to restrict the list to either
    category or manufacturer, just leave the default value of ALL. When
    creating a list with this option, all items that meet these selections are
    included with the exception of Miscellaneous items, inactive items, and
    discountinued items.

  If neither option is selected, it is implied that you will create the list
Enter/Edit Contracts (6.1)                                             Page 362



  manually for that effective date.


Copy Items From Effective Date

Enter the effective date you want to copy from. Remember, this is only allowed
if there are other effective dates to copy from. A Lookup of existing contract
dates us available.


Categories

ALL appears. To include items in all categories, press <Enter>. To restrict
the list of items to specific categories, delete ALL and enter the appropriate
categories.


Manufacturers

ALL appears. To include items with all manufacturers, press <Enter>. To
restrict the list of items to specific manufacturers, delete ALL and enter the
appropriate categories.


Percentage to Markup Costs By

Enter the percent by which to mark up or down the price of the item(s).   You
can enter up to two decimals.

After you press <Enter> to file this screen, the following screen displays:
Enter/Edit Contracts (6.1)                                             Page 363

+--------------------------------------------------------------------------------------------+
|                                  Enter/Edit MM Contracts                                   |
|============================================================================================|
|                                                                                            |
|Vendor                          Active?                   Expiration Date                   |
|Contract #                      Status                    Lead Time (Days)                  |
|                                Resp. User                Contract Group                    |
|                                                                                            |
|Description                                                                                 |
|                                                                                            |
|                                                                                            |
|Effective Date                                                                              |
|                                                                                            |
|Item Num           Vend Cat #      UP              Curr Cost/UP      Cost/UP     Edit       |
|Manuf              Manuf Cat #     Description                                   Cmnts      |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
+--------------------------------------------------------------------------------------------+




Effective Date

Enter the date that the prices for the items will take affect. Effective dates
Enter/Edit Contracts (6.1)                                             Page 364



later than the contract's expiration date are not allowed. For a new date that
does not conflict with the expiration date, the system will prompt "Not found.
New? Y". Pressing <Enter> will call up a new screen which will be explained
below.

A Lookup of existing effective dates is available. If an editable effective
date is chosen, the cursor will move to the item number field so that edits may
be made. The rules for what is an editable effective date on the Lookup are:

  Contract Status      Rules

     INITIAL         all effective dates are editable

     ACTIVE          only effective dates later than today are editable

     EXPIRED         no effective dates are editable

The new screen that appears when a new effective date is entered allows you to
generate an item list by one of the two methods listed

               1. Copy list from another Effective Date within contract
               2. Create list for Categories and Manufacturers

or you may enter through the Select prompt, enter a markup if you wish, and
then enter items individually - this will be referred to as option 3. When
creating the first effective date, option 2 is recommended. Option 1 is not
allowed since you can't copy a list from another effective date if you are
entering the first effective date. Option 3 will be useful when you need to
edit just a few items on an existing contract or if the contract covers items
that don't match category and/or manufacturer combinations.

When using option 2, the cursor first goes to the Categories prompt where the
keyword ALL (for all categories) defaults. The user can go with the default of
ALL or delete it and enter one or more categories. At the Manufacturer prompt
similar options apply. At the Percentage to Markup Costs By prompt, a positive
or negative percent markup may be keyed (five per cent would be entered as 5,
negative five percent would be entered as -5). When <Enter> is pressed, the
system will increase (or decrease for negative percents) the Curr Pr/UP
(Current Price/Unit of Purchase) amount by this percent and display the result
in the Price/UP field for all the items that make up the selected
Category/Manufacturer combination for that vendor.

 Note: While all selected items will be increased/decreased by the specified
       percentage, any item that requires a different price may be edited. If a
       standard percentage change will not apply for most items, it may be
       easier to leave the percentage field blank and edit items individually.

To enter an additional effective date, any of the options may be chosen. To
help decide which option best fits your needs, consider the following. If you
think you will want to go into only the current effective date to see what the
Enter/Edit Contracts (6.1)                                             Page 365



contract price is for all items, then option 1, Copy list from another
Effective Date within contract, should be used. With this option, every item
will end up being on every effective date, so there will be no need to search
through multiple effective dates to find an item. The negatives to this
approach are a higher consumption of storage space and somewhat more difficult
editing when only a few items from a large contract need editing. The Get key
(F4 on PCs) allows one to enter an item and have the system bring you to that
line of the contract, but some jumping around might be necessary.

An alternative would be to use either option 2 or 3 to manipulate a smaller
list of items - either existing contract items that need editing or new
contract items - on a new effective date. Option 2 would be used if the items
conformed to category or manufacturer groupings; option 3 would be used if
items didn't fall into these groupings, which means they would be individually
keyed. The system would then only need to process this smaller list when the
new effective date arrived. All the items that existed only on the original
effective date would not be affected; their original cost would remain in
effect.

For example, if 500 items were included in a contract whose first effective
date was January 1, 1999, and three of those items needed to be edited, a user
could enter a new effective date of T+1 (tomorrow's date) enter through the
select and percent change prompts, and key in the three items with their new
prices. While making edits to a few items is easy this way, a disadvantage is
that a user would need to look across multiple effective dates to get total
cost information.

 Note: While the system allows you to enter a new, prior effective date, once
       entered it may not be edited. That is why T+1 is recommended when
       entering new effective dates; edits can be made on the day you filed it.
       If you need to edit an effective date on or before today's date, you
       must create a new effective date and use option 1 to copy the items
       to that new date, where they can then be edited.


Conflict Checking

The same item cannot appear on two active contracts for the same vendor. The
system checks for conflicts when the contract is filed and when it is verified.
The system treats conflicts differently according to the contract's status. An
Initial status contract will warn of conflicting items when it is filed, but
the items with conflicts will still be filed. The user will be prompted that
conflicts exist and will be asked to view them. If the user chooses to view the
conflicts they will appear in a report such as the following:

RUN DATE: 05/26/99                 4.8 US MM - fac A & B
RUN TIME: 1714               ENTER/EDIT CONTRACT CONFLICT LIST
RUN USER: DMG

VENDOR:     A000004
Enter/Edit Contracts (6.1)                                              Page 366



CONTRACT #: DG2

Item # 000399:
First effective date for this contract prior to expiration date of DG.
First effective date for contract #DG prior to expiration date of this contract

In this example, the user would need to remove item 000399 from either contract
DG or DG2, or contract DG could be expired.

If a conflict existed for an active contract that was being filed, the
conflict report would look similar to the above, but would also include a
warning such as this:

                  Effective date 05/27/99 has been removed from contract.
                  Item has been removed from contract.

Since filing an Active status contract causes price changes to become effective
for effective dates on or before today, and sets up price changes to be
processed automatically as part of the midnight run for future effective dates,
conflicts cannot be allowed to remain on the contract. Filing of conflicts on
Initial contracts is allowed because Initial contracts do not affect pricing,
but if an Initial contract is verified, the more stringent rules for Active
contracts will apply.

As noted   in the overview for contract management, purchasers are allowed to
override   contracted prices at the purchase order level. If a price that differs
from the   contract price is entered on a PO, the system will prompt "Override
contract   pricing?", to which the user may answer Y.


Item Number

Enter an item number and the following fields will display information from the
Item Dictionary:

    Vend Cat # - Vendor Catalog Number

    UP - Unit of Purchase. The UP will be followed by a forward slash (/) and
         the UP displayed in the smallest units. For example, if the UP is CS
         and the packaging string is CS/4 PK/6 EA, then CS/24 EA would display.

    Curr Pr/UP - Current Price for the UP. This pulls from the Cost/UP field.

    Manuf - Manufacturer

    Manuf Cat # - Manufacturer Catalog Number

    Description - Item Description

To go to an item on the contract, press <Get> (F4 on PCs) and an item number
Enter/Edit Contracts (6.1)                                               Page 367



pop up screen will appear. Key in the item number, press <Enter> and the
cursor will go to the item you keyed.




Cost/UP

The Cost per Unit of Purchase figure that will become the new Item Dictionary
Cost/UP for the contract vendor when the contract's effective date takes
effect. The amount that defaults in when a new effective date is created is
calculated by applying the Percentage to Markup Costs By to the Curr Cost/UP.
This defaulted amount may then be edited. The Cost/UP is updated either
immediately (Immed) or by a future midnight run (MR) based on the following
combinations:

  Contract Status   Activity          ---------- Effective Date -------------
                                      Prior to       Today         After
                                       Today                       Today

     Initial        Verify Contract    Immed        Immed           MR

     Active         Save and File*     Immed        Immed          MR



 *WARNING: It is not enough to Save page two of the contract to permanently
           save your edits. When you press <OK> anywhere on page two, or press
           <Enter> at the Item Num prompt after the last item, the "Save?"
           prompt will appear. Entering Y here will clear the screen from the
           effective date down and leave the cursor at the effective date
           field. If you then press <Enter> you will be brought to page one of
           the contract. If you then Exit from the contract instead of Filing
           it, you will loose all of your of your saved effective date edits!
           Remember to Save and then File.

 Note: The midnight run begins when a user first signs onto the MM module for
       the new day, which might occur anytime on or after midnight.


Edit Cmnts

Entering Y to the Enter Comments prompt brings one into a multiple line text
editor where comments about the item's contract cost may be made. For example,
if most costs for that effective date decreased by five percent but this
particular item had its cost increase, a comment explaining why could be made.
List Contracts (6.1.1)                                                 Page 368



6.1.1:   List Contracts


This routine may be used to list a vendor's contract(s) in a summary or detail
format.

+-------------------------------------------------------------------------------+
|                               List MM Contracts                               |
|===============================================================================|
|                                                                               |
|Vendor                                                                         |
|                                                                               |
|From Contract #                                                                |
|Thru Contract #                                                                |
|                                                                               |
|Format:                                                                        |
|                                                                               |
|        1. Summary                                                             |
|        2. Detail by Item Number                                               |
|        3. Detail by Effective Date                                            |
|                                                                               |
|Include Contract Comments?                                                     |
|                                                                               |
|Include Item Comments?                                                         |
|                                                                               |
|Sort Items By                                                                  |
|                                                                               |
|Active?                                                                        |
+-------------------------------------------------------------------------------+


Vendor

Enter the contract vendor. The Lookup is restricted to vendors which have
contracts associated to them. Vendors appear once on the Lookup, sorted by
number. The Lookup may be enhanced by entering a partial or whole number at the
Vendor field prior to pressing <Lookup>. If this is done, the Lookup will begin
with that entry.


From Contract #

This prompt and the next allow you to specify the range of contracts in which
you are interested. At the From prompt, specify the first contract in the
range. The key word BEGINNING defaults. If you wish to list contracts from the
first one, press <Enter> to accept the BEGINNING default. If you wish to start
from another contract, you may delete BEGINNING and enter the contract number.

Pressing <Lookup> lists all active contracts associated to the vendor. To
List Contracts (6.1.1)                                                 Page 369



access an inactive contract number you may enter the exact contract number,
which will cause the system to prompt

             Data for the entry is inactive. Use anyway?

to which a response of Y will bring up the contract number. Alternatively,
enter /B (B is for both) and then press <Lookup>. Both active and inactive
contract numbers will appear on the Lookup, so you can choose an inactive
contract number. You can enhance the Lookup by adding part of the contract
number prior to the /B.


Thru Contract #

Specify the last contract in the range. The key word END defaults. If you wish
the range to end with the last contract, press <Enter> to accept the END
default. If you wish the range to end with another contract, you may delete END
and enter the contract number. A Lookup of all contracts associated to the
vendor is available. Please refer to the From Contract # doc for information on
accessing inactive contracts.


Format

Identify one of the following formats for this list:

1. Summary
2. Detail by Item Number
3. Detail by Effective Date

1. Summary

This format includes the following fields from page one of the Contract
Dictionary: VENDOR, CONTRACT #, ACTIVE, STATUS, DESCRIPTION, EXP DATE,
LEAD TIME, RESP USER, and CONTRACT GROUP. If the summary format is chosen, the
user is brought to the Include Contract Comments? prompt where one determines
whether contract comments will be included in the summary. The cursor then
proceeds to the Active? prompt where the user can decide to further narrow the
contracts included in the From/Thru range to only active contracts (Y), only
inactive contracts (N), or all contracts (ALL). Y defaults.

 Note: The "Active" that is checked is the "Active?" field in the Contract
       Dictionary, NOT the Status field, which includes status "Active".


2. Detail by Item Number

The page one contract information that prints for the summary option makes up
the top portion of this format's header. The bottom portion of the header
describes the item detail that will print. These fields are:
List Contracts (6.1.1)                                                        Page 370




ITEM NUM    DESCRIPTION   VEN CAT #   MANUF   MANUF CAT #   UP   EFF DATE   COST/UP

The user has the option to include item comments by answering the next prompt,
Include Item Comments?, Y. The user decides the order in which items will print
at the next prompt, Sort Items By. The choices are:

ITEM NUM
MFR CAT #
VEN CAT #

 Note: As with most Lookups, it is not necessary to type the full name of the
       choice. Keying "I" then pressing <Enter> selects ITEM NUM, "M" would
       select MFR CAT # and "V" would select VEN CAT #.

If a range of contracts was selected to print, only contracts that have item
detail will print, sorted by contract number. For the MFR CAT # sort choice,
items without a manufacturer catalog number appear first. Similar logic governs
the VEN CAT # sort. The software sorts special characters (e.g. *, @, etc.)
first, then numbers, then upper case letters, then lower case letters.

The final report choice is the Active? prompt. Here the user can decide to
further narrow the contracts included in the From/Thru range to only active
contracts (Y), only inactive contracts (N), or all contracts (ALL). Y
defaults.

3. Detail by Effective Date

Similar to the second format, only items are first sorted by effective date.


Include Contract Comments?

Enter Y if you wish contract comments to print for the summary format. Contract
comments are only available with the summary format.


Include Item Comments?

Enter Y to include item comments on the report. Item comments are only
available for the detail formats.


Sort Items By

For the detail formats, the user has the option to sort items by one of the
following orders:

ITEM NUM
MFR CAT #
List Contracts (6.1.1)                                                 Page 371



VEN CAT #

 Note: As with most Lookups, it is not necessary to type the full name of the
       choice. Keying "I" then pressing <Enter> selects ITEM NUM, "M" would
       select MFR CAT # and "V" would select VEN CAT #.

For the MFR CAT # sort choice, items without a manufacturer catalog number
appear first. Similar logic governs the VEN CAT # sort. The software sorts
special characters (e.g. *, @, etc.) first, then numbers, then upper case
letters, then lower case letters.


Active?

The user may further narrow the contracts included in the From/Thru range to
only active contracts (Y), only inactive contracts (N), or all contracts (ALL).
Y defaults.

 Note: The "Active" that is checked is the "Active?" field in the Contract
       Dictionary, NOT the Status field, which includes status "Active".
List Contracts For Review (6.1.2)                                      Page 372



6.1.2:   List Contracts For Review


This report lists contracts that need to be reviewed based on their expiration
date and the estimated number of days users anticipate will be required to
renew or renegotiate the contract. The system subtracts the number of days
specified in the E/E Contract Lead Time (Days) field from the expiration date
to determine a review date. This routine can then be used to list of contracts
that fall in a user specified vendor range, contract number range, review date
range or some combination of the three. The selected contracts can then be
further limited to only active or only inactive accounts, and the user can opt
to print contract comments on the report.

The following information appears on the report:

VENDOR, CONTRACT #, ACTIVE, STATUS, DESCRIPTION, EXP. DATE, LEAD DAYS,
RESP. USER, CONTRACT GROUP and COMMENTS (if the user opted to include them)

+-------------------------------------------------------------------------------+
|                           List Contracts for Review                           |
|===============================================================================|
|                                                                               |
|From Vendor                                                                    |
|Thru Vendor                                                                    |
|                                                                               |
|From Number                                                                    |
|Thru Number                                                                    |
|                                                                               |
|From Review Date                                                               |
|Thru Review Date                                                               |
|                                                                               |
|Active?                                                                        |
|                                                                               |
|Include Comments?                                                              |
+-------------------------------------------------------------------------------+


From Vendor

This prompt and the next allow you to specify the range of vendors in which
you are interested. At the From Vendor prompt, specify the first vendor in the
range. The key word BEGINNING defaults. If you wish to list vendors from the
first one, press <Enter> to accept the BEGINNING default. If you wish to start
from another vendor, you may delete BEGINNING and enter the vendor number.

The Lookup is restricted to vendors which have contracts associated to them.
Vendors appear once on the Lookup, sorted by number. The Lookup may be enhanced
by entering a partial or whole number at the Vendor field prior to pressing
<Lookup>. If this is done, the Lookup will begin with that entry.
List Contracts For Review (6.1.2)                                      Page 373



Thru Vendor

Specify the last vendor in the range. The key word END defaults. If you wish to
list vendors through the last one, press <Enter> to accept the END default. If
you wish to end with another vendor, you may delete END and enter the vendor
number.

The Lookup is restricted to vendors which have contracts associated to them.
Vendors appear once on the Lookup, sorted by number. The Lookup may be enhanced
by entering a partial or whole number at the Vendor field prior to pressing
<Lookup>. If this is done, the Lookup will begin with that entry.


From Number

This prompt and the next allow you to specify the range of contracts in which
you are interested. At the From Number prompt, specify the first contract in
the range. The key word BEGINNING defaults. If you wish to list contracts from
the first one, press <Enter> to accept the BEGINNING default. If you wish to
start from another contract, you may delete BEGINNING and enter the contract
number.

There is no Lookup for this field.


Thru Number

Specify the last contract number in the range. The key word END defaults. If
you wish to list contracts through the last one, press <Enter> to accept the
END default. If you wish to end with another contract, you may delete END and
enter the contract number.

There is no Lookup for this field.


From Review Date

This prompt and the next allow you to specify the range of review dates in
which you are interested. The system subtracts the number of days specified in
the E/E Contract Lead Time (Days) field from the expiration date to determine a
review date. At the From Review Date prompt, specify the first review date in
the range. The key word BEGINNING defaults. If you wish to list review dates
from the first one, press <Enter> to accept the BEGINNING default. If you wish
to start from another review date, you may delete BEGINNING and enter the
review date.


Thru Review Date

At the Thru Review Date prompt, specify the last review date in
List Contracts For Review (6.1.2)                                      Page 374



the range. The key word END defaults. If you wish to list review dates
through the last one, press <Enter> to accept the END default. If you wish
to end with another review date, you may delete END and enter the
review date.


Active?

The user may further narrow the contracts included in the From/Thru range to
only active contracts (Y), only inactive contracts (N), or all contracts (ALL).
Y defaults.

 Note: The "Active" that is checked is the "Active?" field in the Contract
       Dictionary, NOT the Status field, which includes status "Active".


Include Comments?

Enter Y if you wish contract comments to print.
Verify Contracts (6.1.3)                                               Page 375



6.1.3:   Verify Contracts


Use this routine to make an INITIAL status contract ACTIVE.

An item may only be associated to one ACTIVE contract for a vendor at one time.
INITIAL contracts do allow items with contract conflicts to file, the
expectation being that the user will correct all conflicts prior to activating
the new contract. Any item conflicts that still exist on an INITIAL contract
will be deleted from the contract when it is verified, and will appear on an
error list that is made available in the verify contract routine. The
following is an example of an error list entry:

RUN DATE: 05/26/99                 4.8 US MM - fac A & B
RUN TIME: 1714               ENTER/EDIT CONTRACT CONFLICT LIST
RUN USER: DMG

VENDOR:     A000004
CONTRACT #: DG2

Item # 000399:
First effective date for this contract prior to expiration date of DG.
First effective date for contract #DG prior to expiration date of this contract
Item has been removed from contract.

For items without conflicts, the Item Dictionary Cost/UP will be updated with
the contract Price/UP based on the following. If the contract has an effective
date on or before the current date, verifying the contract will cause the cost
changes to be updated in the Item Dictionary. If there are only future
effective dates, cost changes will be updated as part of the midnight run when
the future effective date is reached. (The midnight run begins when a user
first signs onto the MM module for the new day, which might occur anytime on or
after midnight.)

+--------------------------------------------------------------------------------------------+
|                                    Verify MM Contracts                                     |
|============================================================================================|
|                                                                                            |
|    Vendor                         Active?                 Exp. Date                        |
|    Contract #                     Status                  Lead Time                        |
|                                   Resp. User              Contr. Group                     |
|                                                                                            |
|    Description                                                                             |
+--------------------------------------------------------------------------------------------+


Vendor

Enter the contract vendor. The Lookup is restricted to vendors which have
Verify Contracts (6.1.3)                                               Page 376



contracts associated to them. Vendors appear once on the Lookup, sorted by
number. The Lookup may be enhanced by entering a partial or whole number at the
Vendor field prior to pressing <Lookup>. If this is done, the Lookup will begin
with that entry.


Contract #

Enter the contract number you wish to verify.

Pressing <Lookup> lists all INITIAL status active contracts associated to the
vendor. Since inactive INITIAL status contracts may not be activated, they will
not appear on the lookup if the /B syntax is used. If an inactive contract is
directly keyed, the system will display this error message:

        Data for the entry is inactive.

After a contract is entered, information for the following fields will default
in if it exists:

Active?                 Exp. Date
Status                  Lead Time
Resp. User              Contr. Group
Description

The message "Are you sure?" will then appear. Answering Y to this will verify
the contract.
Copy Contracts (6.1.4)                                                 Page 377



6.1.4:   Copy Contracts


For an existing contract that will have price changes as of a certain date, the
user should enter a new effective date in the Enter/Edit Contract routine. The
user will then be given the option of copying item information from an existing
effective date. If the contract number for the vendor is to change, or if the
vendor will be changed, this routine should be used.

+--------------------------------------------------------------------------------------------+
|                                     Copy MM Contracts                                      |
|============================================================================================|
|                                                                                            |
|Copy From                                                                                   |
|                                                                                            |
|    Vendor                         Active?                  Exp. Date                       |
|    Contract #                     Status                   Lead Time                       |
|                                   Resp. User               Contr. Group                    |
|                                                                                            |
|    Description                                                                             |
|                                                                                            |
|                                                                                            |
|Copy To                                                                                     |
|                                                                                            |
|    Vendor                         Active?                  Exp. Date                       |
|    Contract #                     Status                   Lead Time                       |
|                                   Resp. User               Contr. Group                    |
|                                                                                            |
|    Description                                                                             |
+--------------------------------------------------------------------------------------------+


Copy From Vendor

Enter the contract vendor that you will copy from. The Lookup is restricted to
active vendors which have contracts associated to them. Vendors appear once on
the Lookup, sorted by number. The Lookup may be enhanced by entering a partial
or whole number at the Vendor field prior to pressing <Lookup>. If this is
done, the Lookup will begin with that entry.


Copy From Contract

Enter the contract that you will copy from.

A Lookup of all contracts for the vendor whose Active? prompt in the Enter/Edit
Contract dictionary is answered Y will appear. The "Active?" field in the
Enter/Edit Contract dictionary differs from the Status field, which includes
status "Active." All statuses are eligible for copying.
Copy Contracts (6.1.4)                                                 Page 378



Copy To Vendor

Enter the vendor to which the Copy From contract will be copied.

A Lookup of vendors is available. You can enhance the Lookup by entering part
of the vendor number, mnemonic or name. For example, if you enter Amer and
press <Lookup>, the Lookup would start to display vendors whose number,
mnemonic or name start with Amer.

A vendor will normally appear three times in each Lookup, with one entry sorted
by Number, one by Mnemonic and one by Name. An exception would be if any of the
values exactly matched. For example, if vendor Acme had Acme for both its
Name and Mnemonic, it would only appear twice, once for its number and once for
Acme. The software sorts special characters (e.g. *, @, etc.) first, then
numbers, then upper case letters, then lower case letters. Vendors appear
multiple times because some users may know the number, others the name and
still others the menemonic. Thus, each user can enter the information he or she
knows and all users will be brought to the appropriate area of the Lookup.

Contracts may not be entered for inactive vendors, so the /B syntax is not
available. If the exact vendor number of an inactive vendor is entered, the
system will prompt "The entry is not defined."

To help choose between vendors with similar names or mnemonics, the /X syntax
is available. Keying /X then pressing <Lookup> gives a Lookup that includes
the standard number, mnemonic and first line of the vendor name, plus it
includes the second line of the vendor name and the full three line vendor
address. The /X syntax may be enhanced by keying a full or partial name, number
or mnemonic prior to the /X. This will cause the lookup to start from that
entry.

Arrows that may appear at the top and/or bottom of the Lookup list indicate the
presence of an additional page of Lookup choices.


Copy To Contract #

Enter the contract number to which the Copy From contract will be copied.

A Lookup will list any INITIAL status contract for the Copy To contract vendor
that does not have any effective date information entered. If a contract is
selected from the Lookup, information for the following fields will default in
if it exists:

Active?                  Exp. Date
Status                   Lead Time
Resp. User               Contr. Group
Description

You do not need to set up an INITIAL status contract without effective date
Copy Contracts (6.1.4)                                                Page 379



information prior to using the Copy Contract routine. You may enter a new
contract at the Copy To Contract # prompt and the system will prompt "Not
found. New? Y." Press enter to accept the Y and the system will enter the new
contract; none of the fields noted above will have values default in at this
time, but when the contract is copied, the new contract will have these fields
updated with information from the Copied From contract.

Whether the Copied To contract is pulled from a Lookup or entered new, the
system will then prompt "Are you sure?". If you answer this Y, the system will
attempt to copy items onto the new contract.

Only items that have the Copy To vendor entered as one of their vendors will be
copied onto the new contract. Also, the item must have the same Unit of
Purchase and Conversion Packaging for the Copy To vendor as exists for the Copy
From vendor. If there are items that cannot be copied, a warning message such
as

  Warning: X items have not been copied to the new contract.

will appear, where X will be the number of items not copied. You will then be
prompted

   Print rejection list on:

An example of this report is:

RUN DATE: 06/07/99                 4.8 US MM - fac A & B
RUN TIME: 1216                  MM CONTRACT COPY REJECTIONS
RUN USER: STD.DOC

         COPYING FROM VENDOR: A000002            TO VENDOR: A000004
                      NUMBER: DG                    NUMBER: DG6


Item: 000003 rejected:
    Item is not set up for vendor A000004.

The new contract that is set up by the Copy Contract routine will be left in an
INITIAL status.
Remove Item(s) From Contract (6.1.5)                                   Page 380



6.1.5:   Remove Item(s) From Contract


Remove Item(s) From Contract

Use this routine to delete an item and all its effective dates from an ACTIVE
contract. Only vendors with contracts associated with them will display in the
lookup and only ACTIVE contracts for the selected vendor will display in the
contract number Lookup. The appropriate descriptive fields will default and you
will be prompted for a multiple of items you wish to remove from the contract.

Upon lookup, only items that exist on the selected contract will be displayed.
After selecting the items to be removed, you will receive

           Ok to remove items from contract?

Then, you will be prompted for a device to print report output.

This routine will remove the item from the contract file, remove the contract
information from the item file (except price), update the item audit trail, and
then print a report including the items that were removed.

The ITEM dictionary will show a check mark at the VIEW CONTRACT INFO? field if
any contract information currently exists for the vendor and item, or, if any
contract data had existed in the past. The data stored in the VIEW CONTRACT
data popup screen is not purged when an item is removed from a contract.
Remove Item(s) From Contract (6.1.5)                                  Page 381

+--------------------------------------------------------------------------------------------+
|                                 Remove Items From Contract                                 |
|============================================================================================|
|                                                                                            |
|Vendor                          Active?                   Expiration Date                   |
|Contract #                      Status                    Lead Time (Days)                  |
|                                Resp. User                Contract Group                    |
|                                                                                            |
|Description                                                                                 |
|                                                                                            |
|                                                                                            |
|Item Num           Vend Cat #      Description                       Curr Pr/UP             |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


Vendor

Enter the contract vendor. The Lookup is restricted to vendors which have
contracts associated to them. Vendors appear once on the Lookup, sorted by
number. The Lookup may be enhanced by entering a partial or whole number at the
Vendor field prior to pressing <Lookup>. If this is done, the Lookup will
begin
with that entry.


Contract #

Enter the contract number to be edited. A Lookup is available. Only ACTIVE
status contracts for the selected vendor may be edited, so only they will
display. If you directly enter an INITIAL or EXPIRED contract you will receive
the following error message:

     This entry is unavailable.

INITIAL status contracts can have items removed in the Enter/Edit Contract
routine. EXPIRED contracts are no longer in effect, so there should be no need
to edit them. If an EXPIRED contract is made ACTIVE by changing its expiration
date, this routine could then be used to edit it.

When a contract is accepted at this prompt, information for the following
Remove Item(s) From Contract (6.1.5)                                   Page 382



fields will default if it exists:

Active?                  Exp. Date
Status                   Lead Time
Resp. User               Contr. Group
Description


Item Num

Enter the item number that is being deleted. A Lookup is available and is
restricted to the items on the selected contract.

After selecting an item, all other information will default in. When you are
finished entering items press <OK> or press <Enter> at the item number field
below your last entry. The system will prompt

    Ok to remove items from contract?

to which you can enter Y to remove the items you entered. The system will then
prompt you to print a list of the items you removed from the contract.
Process Bid Analysis (6.1.6)                                           Page 383



6.1.6:   Process Bid Analysis


Process Bid Analysis Worksheets

To aid in the collection and analysis of vendor bids, use the Process Bid
Analysis Worksheets routines. With these routines, you can

  compile a list of items on which vendors will bid

  print these items and their annual usage in the form of a bid document which
  can be sent to vendors

  enter bid information for multiple vendors

  compare bids to current costs and to other bids

These steps are described in detail in the on line documentation for the Select
field in the Process Bid Analysis Worksheet routine.

+-------------------------------------------------------------------------------+
|                               Process Bid Analysis                            |
|===============================================================================|
|                                                                               |
|Mnemonic                      Active                                           |
|                                                                               |
|Description                                                                    |
|                                                                               |
|                                                                               |
|Select                                                                         |
|                                                                               |
|         1. Enter/Edit General Info                                            |
|         2. Compile Item List                                                  |
|         3. Print Bid Document                                                 |
|         4. Enter/Edit Bid Information                                         |
|         5. Print Bid Comparison                                               |
+-------------------------------------------------------------------------------+



Mnemonic

Enter the mnemonic for the group of bids you wish to process. Enter a new
mnemonic or select an existing one. A Lookup of existing mnemonics is
available. To access an inactive mnemonic, you may enter the exact mnemonic,
which will cause the system to prompt

            Data for the entry is inactive. Use anyway?
Process Bid Analysis (6.1.6)                                           Page 384



to which a response of Y will bring up the mnemonic. Alternatively, enter /B (B
is for both) and then press <Lookup>. Both active and inactive mnemonics will
appear on the Lookup, so you can choose an inactive mnemonic. You can enhance
the Lookup by adding part of the mnemonic prior to the /B.


Active?

This Y/N field defaults to Y but may be edited to N. If this field is set to N
then the mnemonic will not appear when <Lookup> is pressed. To access an
inactive mnemonic, you may enter the exact mnemonic, which will cause the
system to prompt

              Data for the entry is inactive. Use anyway?

to which a response of Y will bring up the mnemonic. Alternatively, enter /B (B
is for both) and then press <Lookup>. Both active and inactive mnemonics will
appear on the Lookup, so you can choose an inactive mnemonic. You can enhance
the Lookup by adding part of the mnemonic prior to the /B.


Description

Enter a description of the bid if you wish.


Select

Enter the number of the subroutine you wish to access.


1. Enter/Edit General Info

For a new Bid Analysis Worksheet, general information must be entered before
access to the other options is available. General information consists of the
Active and Description fields.


2. Compile Item List

When using option 2, the cursor first goes to the Categories prompt where the
keyword ALL (for all categories) defaults. The user can go with the default of
ALL or delete it and enter one or more categories. At the Manufacturer prompt
similar options apply. When you answer the Compile? prompt Y, the system will
first display

Compiling item list...

and then
Process Bid Analysis (6.1.6)                                           Page 385



Compiling usage data...

When complete, you will be brought back to the Select prompt.


3. Print Bid Document

The Bid Document that prints with this option includes the following
information pulled from the system:

 Item Number - item number
 Description - first line of the item's description
 Manufacturer - this field and the associated catalog number noted below are
                multiples. There will be a line for each unique manufacturer
                that exists for any vendor that the item has had. This includes
                vendor's that are no longer in the item's vendor order.
 Manufacturer's Catalog Number - see above
 Annual Usage - An item's annual usage is the sum of the quantities received
                during the last 12 or 13 closed periods (depending on how many
                periods are in your health care organization's fiscal year).
                These amounts can be checked by generating two editions of the
                Six Period Receiving Report. If a health care organization has
                been live for less than one year, the annual usage is estimated
                based on the number of items received during all closed periods
                so far. For example, if a health care organization has been
                live for seven months and 10 cases of items were received
                during the six closed periods, the item's annual usage would be
                calculated to be 20 cases (assuming that there are 12 periods
                in the health care organization's fiscal year). If you copy a
                new item from an existing item during the year, the system does
                not estimate annual usage. The amount in the ANNUAL USAGE
                column only reflects the actual amount received during all
                closed periods since the item was entered or copied. Therefore,
                annual usage may be underestimated.
 Unit of Purchase - the Unit of Purchase (UP) will be followed by a slash (/)
                    and then the UP in terms of the smallest unit whenever the
                    UP is greater than the smallest unit. The last column, Bid
                    Price, is left blank for the vendor to fill in.

Miscellaneous items (items that begin MISC.) and discontinued items (items that
have an alpha suffix) are not included on the Bid Document. A vendor can't bid
on a miscellaneous item because such an item is actually a label for any number
of actual physical items.

Discontinued items do merit discussion. The word "discontinued" refers to
the item's packaging string, not the item itself; you wouldn't bother to copy
an item if you no longer intended to use it. Therefore, you may wish to
manually adjust the annual usage for any items that have been copied to include
the usage stored under their earlier, suffixed versions. Please refer to the
Copy Item documentation for suggestions on minimizing the creation of
Process Bid Analysis (6.1.6)                                           Page 386



discontinued items.


4. Enter/Edit Bid Information

When you receive the paper Bid Analysis Document back from the vendor with the
vendor's bid price information filled in, this information must be keyed into
the system. The bid mnemonic and description will display at the top of the
screen. The user then enters the bid number, submittor name and address, and
then the items that vendors will be asked to bid on. If the Compile Item List
was run, the user will be prompted

     Default items from compiled list?

If the user responds Y then all compiled items will default. These are the same
items that appeared on the Bid Document. Defaulted items may be deleted and/or
new items may be added. As is the case with items that default in from the
compiled list, if an additional item is keyed, its description and unit of
purchase will default in. Regardless of how the items are entered, the user
then enters the bid price for any items for which the bidder is bidding and
conversion packaging only if the bidder's unit of purchase differs from the
system unit of purchase (UP).

An example of when conversion packaging would be used would be if the system
packaging was CS/4 PK/6 EA (a case consists of four packs of six each), but the
bidder's packaging was CS/5 PK/6 EA. Since the bidder's case consists of more
eaches than the system case, this needs to be noted in the Conv UP field
so that a fair comparison can be made. This could be done by entering either 5
PK or 30 EA. The UP on the Bid Document shows only the UP followed by a slash
(/) and then the UP in terms of the smallest unit, so in the example above,
CS/4 PK/6 EA will appear as CS/24 EA. Given this, the bidder likely will report
the Conv UP as CS/30 EA.

 Note: The Bid Document does not have a field for Conv UP nor is this mentioned
       on the document. Therefore, you may wish to remind the bidder to note on
       the Bid Document whenever their UP differs from the system UP.


5. Print Bid Comparison

Use this routine to print a comparison of as many as four bids to each other
and to the current primary vendor cost for each item. The following information
will print for each item: Item Number, Description, Units, and Annual Usage
(these are explained in the Print Bid Document section above). In addition, the
Price and Total (Price times Annual Usage) print for the current primary vendor
and for each of the selected bids.
ITC Tax Method (7)                                                     Page 387



Chapter 7:     ITC Tax Method


For the Vendor Rate (VR) tax method, tax rates are set at the vendor level and
the only choice at the item level is whether the item is taxable. The ITC tax
method allows taxes to be assigned to items individually, including multiple
taxes per item. This tax method is used in Canada where both PST and GST taxes
may apply to an item. This tax method also allows one to accrue taxes when the
vendor does not include them on invoices. For states such as California that
require organizations to pay taxes directly to the state when the vendor does
not collect and remit taxes, ITC may be the best tax method.

If you wish to switch to ITC tax method please contact your MEDITECH MM/AP/FA
consultant. You will need to decide whether you wish to use one or two tax
rates and you will need to choose their names. After that you will need to set
up Tax Codes in the MIS GL Other Dictionaries Menu. Please refer to the Tax
Codes chapter of the GL Dictionary Guide for further details.


Using ITC Tax Method to Accrue Taxes Vendors Do Not Collect

Once you have taken the steps noted above, all that is needed is to create two
tax methods, one for those vendors that do collect tax and one for those
vendors that do not collect tax. The difference between the two is that the
later will include tax withholding information on the second page of the tax
code dictionary.

                Example of Tax Code for Vendors Who Collect Tax

                         ENTER/EDIT MIS TAX CODE DICTIONARY            Page 1


 MNEMONIC        TAX

 ACTIVE?         Y

 DESCRIPTION     INCLUDED ON INVOICE

 STA RATE        8.00
 LOC RATE

    DISTRIBUTION:

         TAX    GL ACCOUNT (OR EXPRESSION IN 'CRP' OR 'SUP')      % TO GL ACCT
     1
     2
     3
     4

    ACCRUAL DISTRIBUTION:

         TAX    GL ACCOUNT (OR EXPRESSION IN 'CRP' OR 'SUP')      % TO GL ACCT
ITC Tax Method (7)                                                       Page 388



    1
    2
    3
    4

                             ENTER/EDIT MIS TAX CODE DICTIONARY          Page 2


 MNEMONIC       TAX

 ACTIVE?        Y

 DESCRIPTION    INCLUDED ON INVOICE

 STA RATE             8.00
 LOC RATE

   TAX WITHHOLDING DISTRIBUTION:

        TAX     GL ACCOUNT (OR EXPRESSION IN 'CRP' OR 'SUP')         % TO GL ACCT
    1
    2
    3
    4


            Example of Tax Code for Vendors Who Do NOT Collect Tax

                             ENTER/EDIT MIS TAX CODE DICTIONARY          Page 1


 MNEMONIC       NTX

 ACTIVE?        Y

 DESCRIPTION    NOT INCLUDED ON INVOICE

 STA RATE       8.00
 LOC RATE

   DISTRIBUTION:

        TAX     GL ACCOUNT (OR EXPRESSION IN 'CRP' OR 'SUP')         % TO GL ACCT
    1
    2
    3
    4

   ACCRUAL DISTRIBUTION:

        TAX     GL ACCOUNT (OR EXPRESSION IN 'CRP' OR 'SUP')         % TO GL ACCT
    1
    2
ITC Tax Method (7)                                                     Page 389



     3
     4

                            ENTER/EDIT MIS TAX CODE DICTIONARY         Page 2


 MNEMONIC      NTX

 ACTIVE?       Y

 DESCRIPTION   NOT INCLUDED ON INVOICE

 STA RATE            8.00
 LOC RATE

    TAX WITHHOLDING DISTRIBUTION:

         TAX   GL ACCOUNT (OR EXPRESSION IN 'CRP' OR 'SUP')       % TO GL ACCT
     1   STA   01.30001.80000                                       100
     2
     3
     4

Note that for both examples only the tax rate was defined on the first page; no
distribution or accrual distribution accounts were entered. This will allow
taxes to be apportioned amongst the PO lines. For department lines, the
apportioned amount will hit the PO line's GL account. For inventory lines, the
inventory's tax account will be hit. Only enter accounts on the first page if
you want taxes to hit different accounts.

When you do withhold taxes (the second example above), the tax expense is still
apportioned as noted in the previous paragraph, but the taxes are withheld from
the invoice. The withheld amount will be noted in the WITHHELD FROM PMNT field
in the Invoice Inquiry View Transactions (Summary) or (Detail) options.

Thus, the debits are the same as they would be for a vendor that does collect
taxes, but the credit will be to the tax code's withholding account rather than
the vendor's bank's liability account. When you periodically remit the accrued
taxes to the government, you will first determine the balance of the tax code's
withholding account. Then you will enter this amount on the invoice you create
to pay the tax, and you will use the tax code's withholding account as the
account to debit. This will bring that account's balance down to zero; it is
now ready to begin accruing taxes again.

The invoice's vendor's bank's liability account will be credited when you post
the invoice. Posting the invoice transfers the liability from the special
withholding account you use to track uncollected taxes to the regular liability
account for the bank.

At this point, regular transactions will take place. When you pay the invoice
(i.e. include it on a scheduled payments batch that you post) the vendor's
bank's liability account will be debited and vendor's bank's asset account will
be credited.
MM User Manual, Volume 2: Purchasing INDEX                               Page 390

A                                      Contacts and PO Comments
                                         PO inquiry 269
Access Dictionary                      Control account 155,197
  as a security feature 38             Conventions used in the MM Module
Adding edited line items to EDI                7
        queue 179                      Conversion packaging 157,191
Alignment test 167,209                 Convert PO to ITC Option
All Transactions Inquiry                 Process PO 184
  PO 264                               Convert to ITC tax method
  purchase requisition 83                single PO 184
                                       Cost Change Report
                                         sample report 299
B                                      Cost Change Reports 294
                                       Cost/Qty Change Routine 236
BACKORDER                              Create Purchase Orders from
  PO 109                                       Inventory 274
Bid Analysis Document 311              Create Purchase Orders from
Blanket Orders Routine 242                     Requisitions 280
Blanket purchase order 110,118         Cycle
Buyer                                    definition of a 135
  purchase order 134

                                        D
C
                                        Date Conventions 21
Cancel                                  Delete a Line Option
  multiple POs 231                        Process PO 178
  single PO 173                           Process Purchase Req 71
  single purchase requisition 70        Delete line items
Cancel Option                             on a PO 178
  Process PO 173                          on a purchase requisition 71
  Process Purchase Req 70               Delivery date
Cancel Purchase Order Routine 231         purchase order 133
CANCELLED                               Department
  PO 109                                  identification 32
Capital type                            Department Lookup 32
  PO 110                                Dictionaries
Close/Unclose                             definition of 8
  multiple POs 243                        function of 8
  single return PO 174                  Documentation set for the MM
Close/Unclose Return PO Option                  Module 4
  Process PO 174
CLOSED
  PO 109                                E
Closing Return POs Routine 243
Compile Report Routine 328              EDI 106
Compiled PO report 315                    acknowledgement, printing a 182
  compiling a 328                         acknowledgement, sample 183
  formats available 323                   manage queue 179
  how to sort and select data 317         transactions inquiry 267
  printing a 337                        Enter Comment Transaction 266
  statuses 330                          Enter/Edit
COMPLETE                                  line items on a PO 144
  PO 109                                  line items on a purchase
Confirmation date                               requisition 59
  on a purchase order 133                 purchase order 130
                                          purchase requisition 55
MM User Manual, Volume 2: Purchasing INDEX                             Page 391

Enter/Edit Line Items Option           H
  Process PO 144
  Process Purchase Req 59               How EDI programs are assigned to
Enter/Edit PO Option                            POs 179
  Process PO 130                        How to
Enter/Edit REQ Option                     generate purchase orders,
  Process Purchase Req 55                       automatically 108
                                          generate purchase orders,
                                                manually 108
F                                         sort and select PO data 317
                                          use this manual 5
Faxing a PO 106
Features of the MM Module 1
Figure                                  I
  All Transactions (PO Inquiry)
        265                            Identifying
  All Transactions (Purchase Req         departments 32
        Inquiry) 83                      items 22
  Cost Change Report 299                 purchase orders 35
  EDI Acknowledgement 183                purchase requisitions 33
  EDI Transactions (PO Inquiry)          stock 26
        268                              vendors 30
  Inventory Worksheet 84               Inquiry
  Orders (PO Inquiry) 261                purchase order 248
  Orders (Purchase Req Inquiry) 82       Purchase Requisition 77
  PO Contacts and Comments (PO         Integration with other modules 41
        Inquiry) 269                   Integrity check
  POs Created/Updated from               MM 39
        Inventory 306                  Introduction 1
  POs Verified in Background 310       Introduction to purchase orders
  Receipt Detail (PO Inquiry) 263              106
  Requisitions by Department,          Inventory Dictionary
        Detail 101                       as a security feature 38
  Requisitions by Department,          Inventory type
        Summary 101                      PO 110
  Requisitions by Inventory,           Inventory Worksheet
        Detail 105                       purchase requisition inquiry 84
  Requisitions by Inventory,           Item
        Summary 104                      identification 22
  Summary (PO Inquiry) 259             Item Lookup 22
  Summary (Purchase Req Inquiry)
        80
  Vendor Lookup by Mnemonic or          L
        Name 31
  Vendor Lookup by Number 31            List
  Vendor Lookup, All Entries 30           POs Created/Updated from
Free-on-Board 137                               Inventory 304
                                          POs Verified in Background   309
                                          Purchase Requisitions by
G                                               Department 99
                                          Purchase Requisitions by
Generating purchase orders     108              Inventory 102
MM User Manual, Volume 2: Purchasing INDEX                            Page 392

M                                         changes for one PO (Process PO)
                                                176
Major sort 333                            Compiled PO Report Routine 337
Manage EDI Queue for PO                   EDI Acknowledgement (Process PO)
  Process PO 179                                 182
Manual adjustments to GL 296              multiple POs 205
Manuals in the MM documentation           multiple purchase requisitions
        set 4                                   98
Minor sort 333                            Purchase Orders Routine 205
MM Module                                 Purchase Requisitions Routine 98
  documentation set 4                     Receiving Document (Process PO)
  features 1                                    169
  integration with other modules          Receiving Report (Process PO)
        41                                      171
  overview of 1                           single PO 167
  parameters set up by MEDITECH 9         single purchase requisition 69
  related modules 41                    Process Purchase Order 123
  security features 38                    Cancel PO 173
  system conventions 7                    Close/Unclose Return PO 174
Multiple PO Inquiry 270                   Convert PO to ITC 184
  formats 270                             Delete a Line Item 178
Multiple Purchase Requisition             Enter/Edit Line Items 144
        Inquiry 85                        Enter/Edit PO 130
  formats 85                              Manage EDI Queue for PO 179
                                          Print EDI Acknowledgement 182
                                          Print PO 167
O                                         Print PO Changes 176
                                          Print Receiving Document 169
OPEN                                      Print Receiving Report 171
  PO 109                                  Receive Entire PO 170
Order date                                Verify PO 165
  purchase order 133                    Process Purchase Requisition 51
Order types                               Cancel 70
  PO 110                                  Delete Line Items 71
Orders Inquiry                            Enter/Edit 55
  PO 260                                  Enter/Edit Line Items 59
  purchase requisition   81               options (table) 51
Overview of                               Print Req 69
  MM Module 1                             Verify REQ 68
                                        Processing a purchase order 108
                                        Purchase order
P                                         BACKORDER 109
                                          cancel multiple 231
Packing list number 222                   cancel one 173
Parameters set up by MEDITECH 9           CANCELLED 109
Payment terms 136                         close/unclose multiple 243
PO Contacts and Comments                  close/unclose one 174
  PO inquiry 269                          CLOSED 109
PO Detail by Item 300                     compiled report routines 315
POs Created/Updated from Inventory        compiled reports 106,315
  sample list 306                         COMPLETE 109
POs Verified in Background                faxing 106
  sample list 310                         format 107
Prepay parameter 134                      how to generate 108
Print                                     identification 35
  changes for multiple POs 291            inquiry 248
                                          inquiry formats 250
MM User Manual, Volume 2: Purchasing INDEX                              Page 393

Purchase order (continued)                for multiple requisitions    85
  introduction 106                        formats (table) 77
  multiple inquiry 270                    Inventory Worksheet 84
  number 124                              Orders 81
  OPEN 109                                Summary 80
  order type 132                        Purchase requisition Lookup   33
  order types (table) 110               Purchase type
  print changes for multiple 291          PO 110
  print changes for one 176
  print multiple 205
  print single 167                      Q
  processing a 108
  receive entire PO 170                 Quantity format for items & stock
  receive selected lines and                    7
        quantities 210
  reports, list of 284
  return 111                            R
  security 107
  status (table) 109                    Receipt Detail
  tracking a 106                          PO inquiry 262
  type 131                              Receive
  types (table) 110                       Entire PO (Process PO) 170
  verify multiple 203                     Purchase Order Routine 210
  verify single 165                       selected line items and
  VOIDED 109                                    quantities 210
  WORKING 109                           Receiving Document
Purchase Order Changes Routine 291        printing a 169,285
Purchase Order Inquiry 248                Routine 285
  All Transactions 264                  Receiving Report
  EDI Transactions 267                    printing a 171,289
  Enter Comment Transaction 266           Routine 289
  formats 250                           Regular purchase order 110
  multiple 270                          Related modules 41
  Orders 260                            Return date
  PO Contacts and Comments 269            purchase order 133
  Receipt Detail 262                    Return type
  Summary 258                             PO 110,111
Purchase order Lookup 35
Purchase requisition 47
  All Transactions inquiry 83           S
  cancel one 70
  identification 33                    Security in the MM Module 38
  inquiry formats (table) 77           Sending new editions of PO via EDI
  Inventory Worksheet inquiry 84                 138
  list by department 99                Service type
  list by inventory 102                  PO 110
  options (table) 51                   Sort and selection rules (PO) 329
  Orders inquiry 81                    Standing and blanket orders 116
  print one 69                         Standing purchase order 110,116
  printing multiple 98                 Status of
  processing 51                          compiled PO reports 330
  Summary inquiry 80                     purchase orders 109
  verify multiple requisitions 95      Stock
  verify single requisition 68           identification 26
Purchase Requisition Inquiry           Stock Lookup 26
  All Transactions 83                  Summary Inquiry
                                         PO 258
MM User Manual, Volume 2: Purchasing INDEX                               Page 394

Summary Inquiry (continued)             Verify Purchase Orders Routine   203
  purchase requisition 80               Verify Purchase Requisitions
System conventions 7                            Routine 95
                                        Verify REQ Option
                                          Process Purchase Req 68
T                                       VOIDED
                                          PO 109
Table
  Compiled Report Statuses 330
  Manual Adjustments to GL 296          W
  Multiple Purchase Order Inquiry
        Formats 270                    WORKING
  Order Types (PO) 110                   PO 109
  PO Compiled Report Formats 337
  PO Compiled Report Routines 316
  PO Line Item Detail 325
  PO Line Item Detail With
        Transactions 326
  PO Summary 323
  PO Summary With Inquiry Format
        324
  Process Purchase Order - Options
         125
  Purchase Order Inquiry Formats
        250
  Purchase Order Reports 284
  Purchase Order Statuses 109
  Purchase Order Types 110
  Purchase Requisition Inquiry
        Formats 77
  Purchase Requisition Options 51
Tax information displayed on POs
        206
Terms for vendor payment 136
Tracking purchase orders 106
Types of purchase orders 110


V

Vendor
  identification 30
  payment terms 136
Vendor Lookup 30
  all vendors 30
  by mnemonic 31
  by name 31
  by number 31
Verify
  multiple POs 203
  multiple purchase requisitions
        95
  single PO 165
  single purchase requisition 68
Verify PO Option
  Process PO 165

				
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