External Orders

External orders are the main way to move products into the Inventory module. You may place an external order when product quantities are low and your location requires additional stock.

An external order is a request placed by a location for products from an outside vendor.

Note: For most institutions, external orders are placed from a main warehouse.

You can place an external order using one of two methods:

  • Order from single vendors: For this type of order, you select products from a list of all the products that a specific vendor sells. This type of order requires a PO number.
  • Order from multiple vendors: For this type of order, you select products from a list, regardless of which vendor they come from. This type of order does not require a PO number.
  1. Open the Inventory module and click Order... to display the Inventory Order window.

  2. Complete the Order fields:
    1. From the Ordered by drop-down list, select the warehouse placing the order.

      2. Note: Typically, this will be your institution’s main warehouse.

    2. From the Type drop-down list, select an entry that indicates an external order.

      3. Examples: External, Henry Schein.

    3. Next to the From field, click the ellipsis to see a list of vendors and double-click the correct entry.

      4. Tip: You can also begin typing a vendor name in the Form field and select from the list.

    4. In the P.O.# field, enter a number that is associated with the order.

      5. Important: You need this number later to receive an external order.

  3. Click the Requests for Vendor () icon to display the Requests for Vendor window.

  4. Select the Show all Products for Vendor checkbox.
  5. Press Ctrl and multi-select all necessary products, then close the Requests for Vendor window.

    6. Note: Double-click a product line to select one product only and close the Requests for Vendor window.

    The product(s) display in the lower list as part of the inventory order.

  6. If necessary, edit the product(s).

    1. Select a product line, and in the Quantity field, enter a value.
    2. Click the Modify Record () icon.
  7. Print out the order and fax, email, or phone it to the vendor.
  8. Close the Inventory Order window.

    9. The ordered products(s) become visible in the Pending External Orders tab with a status of Ordered.

  1. Open the Inventory module and click Order... to display the Inventory Order window.

    2. Tip: If you are unsure which items to order, you can search for items that are low in stock and require re-ordering, right-click and select Add Order to display the Inventory Order window.

    Example: From the Product Levels tab, complete the following fields and click Search.

    • From the Location drop-down list, select the location levels you want to view.

    • Select the Include Order quantities (to re-order) and Show re-order items only checkboxes.

  2. Complete the Order fields.
    1. From the Ordered by drop-down list, select the warehouse placing the order.

      2. Note: Typically, this will be your institution’s main warehouse.

    2. From the Type drop-down list, select an entry that indicates an external vendor.

    Note: Leave the From and P.O.# fields blank when you order items from multiple vendors.

  3. Complete the Order Items fields:
    1. Enter the Product Code using one of the following methods:

      2. Note: Typically, this will be your institution’s main warehouse.

      • Click the () icon and scan the product bar code.

      • Next to the Product Code field, click the ellipsis to select the product.

    2. In the Quantity field, enter a value and click the Add a new Record () icon.

      3. The product appears in the Inventory Order window’s lower list.

  4. Repeat Step 3 as necessary to add all order products.
  5. Print out the order and fax, email, or phone it to the vendor.
  6. Close the Inventory Order window.

    7. The order item(s) become visible in the Pending External Orders tab with a status of Ordered.

Pending external orders sometimes require modifications. If necessary, you can edit pending external orders, cancel items within orders, or cancel entire orders.

When necessary, you can open a pending external order and make modifications including the following:

  • Changing the date or quantity for an ordered product

  • Adding, editing, or removing products

  • Adding a P.O. number once an order has been confirmed with a vendor.

  • Providing additional comments

  • Marking an order as purchased.

To edit order details:

  1. Open the Inventory module and click the Pending External Orders tab.
  2. Select the correct order, right-click, and select Edit Order to display the Edit Inventory Order window.

    3. Note: Some fields are only available for specific order types.

  3. Complete any of the following: 
    1. Click the Clear Data () icon.
    2. Next to the Product Code field, click the ellipsis to display the Find Product or Inventory Products List window.

      3. Note: The Find Product window displays if you are editing an internal order and the Inventory Products List window displays if you are editing an external order.

    3. Complete the criteria as necessary and click the Search for Data () icon or Search button, then double-click to select a product and close the window.

      4. Note: The Search button is present if you are editing an internal order and the Search for Data () icon is present if you are editing an external order.

    4. Complete any of the following as necessary:
      • In the Quantity field, enter the correct value.
      • Next to the Need by field, select a date from the drop-down calendar.

      Tip: The Need by field defaults to the date used for last product added to the order. You can modify the date if necessary.

    5. Press Enter.
    1. Select a listed item.
    2. Complete any of the following as necessary:
      • In the Quantity field, enter the correct value.
      • Next to the Need by field, select a date from the drop-down calendar.
      • In the Unit Cost field, enter another value.
    3. Click the Modify Record () icon.
    1. Select a listed item and click Product Info… to display the Inventory Product window.
    2. Review as necessary and click OK.
    1. Select a listed item and click Product Info… to display the Product / Location Information window.
    2. Review as necessary and close the window.
    1. Click Purchase.

In certain situations, you can cancel an ordered item.

Example: Over-ordering a product.

Important: You cannot cancel items after the order has been partially received.

Note: If you must cancel an entire order, see External Orders.

To cancel an item:

  1. Open the Inventory module and click the Pending External Orders tab.
  2. Enter the appropriate search criteria and click Search.
  3. Select a listed item, right-click and select Cancel Item.
  4. When prompted with a Cancel Order Item Warning window, click Yes to confirm.

    5. The item text changes to gray and the status changes to Cancelled.

    Tip: You can view all cancelled items from the Closed Orders tab.

In certain situations, you can cancel a pending order.

Example: Over-ordering several products.

Important: You cannot cancel orders after the order has been partially received.

To cancel an order:

  1. Open the Inventory module and click the Pending External Orders tab.
  2. Enter the appropriate search criteria and click Search.
  3. Right-click the order and select Cancel Order.
  4. When prompted with a Cancel Order Warning window, click Yes to confirm.

    5. The order is cancelled and all item text changes to gray.All item text changes to gray and the statuses change to Cancelled.

    Tip: You can view all cancelled orders from the Closed Orders tab.

When external orders have arrived at your institution, you must complete the order.

You can receive external orders, complete external orders that are set to Partial Fill, and close items.

When an external vendor’s shipment arrives, you must receive the order and review each order item so they are registered in Inventory.

Tip: You can search for orders using the order number, P.O. date, or P.O. number.

Note: The P.O. Number field allows a maximum of 20 characters.

  1. Open the Inventory module and click the Pending External Orders tab.
  2. Enter the appropriate search criteria and click Search.

    3. Tip: If present, note the P.O. Number column value for the arrived order(s).

  3. Click Receive... to display the Receipt of Goods window.

  4. From the Location drop-down list, select the location receiving the order.
  5. Display the list items using one the following methods :
    • In the P.O. Number field, enter the order number to display the order items automatically in the lower pane.
    • Search for the order using the order number, P.O. date, or P.O. number.
      1. Click the P.O. Number ellipsis to display the Find Product Order window.

      2. Compete the fields as necessary and click Search.
        • Criteria: Enter the order number, P.O. number, or P.O. date.
        • Search On: Select Order No, P.O. Number, or P.O. Date from the drop-down list.
      3. (Optional) Click a column header to sort.
      4. Double-click an order to select and display in the Receipt of Goods window.
    • Enter list items manually.
      1. In the Input field, enter the item quantity press Enter.
      2. Enter the Product Code using one of the following methods:

        • Click the () icon and scan the product bar code.

        • Next to the Input field, click the ellipsis to select the product.

      3. Click the Add a new Record () icon or press Enter.

        4. If an expiry date is associated with the list item, a Product Expiry window displays.

      4. Read the product expiry date, and in the Expiry Date drop-down, select the correct date and click OK.

        5. The expiry date displays in the Expiry column for that item.

      5. Repeat Steps a-d as necessary for all list items.

      Note: If you entered list items manually, you can skip to the end of the procedure.

  6. Select a list item.

    7. The Input field becomes the Quantity field and the Received fields reflect the item’s unit type and description.

  7. (Optional) In the Reference # field, enter a unique code for the item.

    8. Note: If entered, this number can be used later for reporting purposes.

  8. In the Quantity field, enter the number of shipped items and press Enter.

    9. The number populates in the Received field, and across from each lower list item, the Filled and Rec’d column values reflect the value entered.

    Note: If only a partial order for a product arrived, enter the amount you received.

    Example: If you ordered 50 boxes of film tabs and you only received 25, enter 25 in the Quantity field.

    If an expiry date is associated with the list item, a Product Expiry window displays.

    • Read the product expiry date, and in the Expiry Date drop-down, select the correct date and click OK.

      • The expiry date displays in the Expiry column for that item.

  9. (Optional) If the received order quantity is less than the ordered number, create a back-order.
    1. Right-click the product and select Back-Order.

      2. The entry text changes to red to indicate it is on back-order.

  10. Repeat Steps 5-9 as necessary for all list items.
  11. (Optional) Click New P.O. to clear the P.O. number and use the P.O. Number field to continue receiving products from a different purchase order.
  12. Close the Receipt of Goods window.

    13. In the Received tab, the order type reads as Received, Partial Fill, or Back-Ordered.

External orders that are incomplete when they arrive at your institution can be given Partial Fill status.

You must review all pending external orders with Partial Fill status. Once reviewed, there are several ways to deal with the order, depending on your institution’s workflow:

  • Close the existing external order and place an external order for a different product unit size with the same vendor.
  • Close the existing external order and place an external order for the same product with another vendor.
  • Change the order status to Back-ordered.

To complete external orders set to Partial Fill:

  1. Open the Inventory module and click the Pending External Order tab.
  2. Enter the appropriate search criteria and click Search.

    3. Tip: We recommend searching for the order by date range and location.

    Note: The order status should read Partial Fill.

  3. Contact the vendor and confirm why the order was not complete.
  4. Depending on the vendor’s explanation, complete any of the following:
    • Close the existing external order and place an external order for a different product unit size with same vendor.
    • Close the existing external order and place an external order for the same product with another vendor.
    • Select the order, right-click, and select Back-Order Item.

      • Important: You must ensure the vendor is aware you still need the missing products and knows you have created the back-order.

      • When prompted with the Back-Order Item Warning window, click Yes.

      The order text changes to red to indicate it is on back-order.

In certain situations, it is necessary to close an ordered item.

Examples:

  • You have partially filled an order, and the quantity is already sufficient.
  • You want to remove a back-order, and the Cancel Item option is disabled.
  1. Open the Inventory module and click the Pending Internal Orders or Pending External Orders tab.
  2. Enter the appropriate search criteria and click Search.
  3. Complete any of the following:
    • Click Fill... to display the Order Filling window.
    • Click Receive... to display the Receipt of Goods window.
  4. Select the listed item.
  5. Right-click and select Close item.

    6. The item status changes to Closed.

  6. Close the Order Filling or Receipt of Goods window.

Note: Back-ordered items display in red text.

  1. Open the Inventory module and click the Pending Internal Orders or Pending External Orders tab.
  2. Enter the appropriate search criteria and click Search.
  3. Select a back-ordered item.
  4. Right-click and select Close Item.

    5. The text changes to black and the status changes to Closed.

After orders have been received at your institution, you may need to alter the order's contents.

When necessary, you can edit the number of received units, edit the detail for a received item, adjust a product’s quantity, split an order’s contents if they are divided by expiry dates, and repackage an order’s contents into smaller units.

If necessary, you can modify the number of units you received in an order.

Example: A mistake was made when entering the number of received units.

Important: You can only increase the number of units received. If you need to reduce the number of units received, see External Orders.

To edit order items:

  1. Open the Inventory module, and click Received... to display the Receipt of Goods window.

  2. From the Location drop-down list, select the location receiving the order.
  3. Search for the order:
    1. Click the P.O. Number ellipsis to display the Find Product Order window.

    2. Compete the fields as necessary and click Search.
      • Criteria: Enter the order number, P.O. number, or P.O. date.
      • Search On: Select Order No, P.O. Number, or P.O. Date from the drop-down list.
    3. (Optional) Click a column header to sort.
    4. Double-click an order to select and display in the Receipt of Goods window.
  4. From the listed order items, select an item.

    5. The Input field becomes the Quantity field and the Received fields reflect the item’s unit type and description.

  5. (Optional) In the Reference # field, enter a unique code for the item.

    6. Note: If entered, this number can be used later for reporting purposes.

  6. In the Quantity field, enter the number of shipped items and press Enter.

    7. If an expiry date is associated with the list item, a Product Expiry window displays.

  7. If prompted, review the product expiry date, and in the Expiry Date drop-down, select the correct date and click OK.

    8. The number updates in the Received field.

    Across from the lower list item, the Filled and Rec’d column values reflect the value entered.

    If you entered a product expiry date, it displays in the Expiry column for that item.

  8. Close the Receipt of Goods window.

If necessary, you can modify the details of the received order items.

Examples: Item costs and expiry dates.

  1. Open the Inventory module, and click the Received tab.
  2. Enter the appropriate search criteria and click Search.
  3. Right-click a line and select Edit Received Details to display the Edit Received Details window.

  4. Modify the fields as necessary and click OK.
    • Cost per unit: Enter a new per-unit cost.

      • Example: You want to apply a discount to the product or charge fees for a rush order.

      Note: This field overrides the regular product price set in the Inventory Product window > Product Details section > Cost per unit field. If changed, this price affects this order only.

    • Expiry Date: Enter a different expiry date.

      • Notes:

      • This field overrides the expiry date set in the Receipt of Goods window > Expiry Date field. If changed, this affects this order only.
      • Only items that require an expiry date display this field.
    • Reference #: Enter a different reference number.

      • Note: This field overrides the reference number set in the Receipt of Goods window > Reference # field. If changed, this affects this order only.

You can make an adjustment when something happens to change an item’s status. There are several situations when you must make an adjustment:

  • An item is damaged, lost, or found.
  • An item is returned to storage, inventory, receiving, or vendor.
  • An item requires a credit or debit memo.

Note: You cannot adjust an item until after it has been received.

Tip: You can adjust product balances for products marked as inactive if the location still has stock.

To adjust an item:

  1. Open the Inventory module and click the Received or Product Levels tab.
  2. Click Adjust... to display the Inventory Adjustment window.

  3. From the Location drop-down list, select the item location.

    4. Note: This field may default to your current location.

  4. Next to the Adjustment field, click the ellipsis to the display the Inventory Adjustment Codes window and double-click the correct code.

    5. Tip: If known, you can manually enter the code in the Adjustment field.

  5. In the Input field, enter the number of items affected.

    6. The number displays in the Quantity field.

  6. Next to the Input field, complete any of the following:
    • Scan an item
    • Click the ellipsis to select an item and press Enter.

    The value entered in the Quantity field displays in the Adjusted field, and in the Product Levels tab, the Quantity column reflects the adjustment.

    Note: If you reduce an inactive product’s balance at a location to zero through adjustment, a warning displays, prompting you to mark the product location as inactive as well.

In some cases, external orders contain products with different expiry dates. When this occurs, you must split the order into smaller groupings to differentiate by expiry date after an order has been received.

Example: An external order requests 200 oral rinse bottles. After the order has been received, you see that half the bottles have an expiry date of Nov. 2018 and half have an expiry date of Dec. 2018. You must split the order into two orders, divided by their expiry dates.

To split an order:

  1. Open the Inventory module and click the Received tab.
  2. Enter the appropriate search criteria and click Search.
  3. Right-click an order and select Split Received Product to display the Split Received Product window.

  4. In the Split Receipt pane, complete the following:
    1. In the Quantity field, enter a value less than the value in the Original Receipt pane > Quantity field.

      2. The values in the Split Receipt pane > Balance and Total Cost fields reflect your change.

    2. From the Expiry Date field, select the correct date the product(s) will expire on.
  5. Click OK to close the Split Received Product window.

    6. The order appears twice In the Received tab and in the Quantity column reflects the change in values for each order.

Products are shipped in units which vary depending on product code and quantity. Repackaging orders is the process of separating a larger order into smaller units, giving them another product code and description.

After an external order has been received, it is sometimes necessary to repackage the order shipment products into smaller unit sizes for distribution to smaller inventory locations. This is typically done if an order’s contents cannot be used at one location within a reasonable amount of time.

Example: Gloves may be shipped by boxes or cases. A box may hold 100 gloves, but a case may hold 10 boxes. If you receive an order for 10 cases of gloves, you might repackage the order as 100 boxes of gloves. This assigns the item a different product code and description because it carries the same product, but holds a different quantity.

To repackage an order:

  1. Open the Inventory module and click the Received tab.
  2. Enter the appropriate search criteria and click Search.
  3. Right-click an order and select Repackage Product to display the Repackage Product window.

  4. Next to the Product field, click the ellipsis to display the Inventory Products List window.

  5. Search for the product code/unit that will replace this item in Inventory and double-click the product.

    6. Example: If you want to repackage five cases of floss and you know there are ten boxes in each case, you must select the product code which relates to boxes of floss and input 50 boxes.

    Note: Read the product descriptions carefully. It is easy to select a product code for the correct product, but the wrong unit.

  6. In the Quantity field, enter the quantity of smaller units you will have after the repackaging.

    7. Example: If you are repackaging five cases of floss and you know there are ten boxes in each case, enter 50 in the Quantity field.

  7. Click OK to close the Repackage Product window.

    8. Under the Received tab, the balance column changes to 0, and under the Product Levels tab, the newly added product’s balance shows a quantity increase.