Manage Inventory Orders

When necessary, you can open an internal or external pending 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.

Note: Some actions may only be available for certain types of orders.

Example: You can only mark external orders as purchased.

To edit order details:

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



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

3. Complete any of the following: 
Add Products
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.

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.

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.
Modify Products
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.
View Product Information
1. Select a listed item and click Product Info… to display the Inventory Product window.
2. Review as necessary and click OK.
View Order Information
1. Select a listed item and click Product Info… to display the Product / Location Information window.
2. Review as necessary and close the window.
Mark Order as Purchased
Note: Only external orders can be marked as purchased.
1. Click Purchase.

Your institution may require you to indicate each item in an internal order has been reviewed.

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

Example: From the Location drop-down list, select the Main Warehouse and from the Status drop-down list, select Requested.



3. Right-click an order and select Item Reviewed.

The item text becomes unbolded, the status changes to Reviewed.

Your institution may require you to indicate each item in an internal order has been ordered.

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

Example: From the Location drop-down list, select the Main Warehouse and from the Status drop-down list, select Reviewed.

3. Select a listed item, right-click and select Item Ordered.

The item status changes to Ordered.

If an internal order has been placed and the main warehouse does not have the right amount of product to fill the order, the product must be given the status of Back-order. This means an external order must be placed with a vendor and received before the internal order can be filled.

To mark an item as back-ordered:

1. Open the Inventory module and click the Pending Internal Orders tab.
2. Enter the appropriate search criteria and click Search.
3. Select a listed item, right-click and select Back-order Item.
4. When prompted, click Yes.

The item text changes to red. It will remain in the Pending Internal Orders tab until the back-order has been received and the order can be updated.

Note: In the Product Levels tab, the item displays in green as a reminder that the item is on back-order.

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 filled or received.

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

To cancel an item:

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 listed item, right-click and select Cancel Item.
4. When prompted with a Cancel Order Item Warning window, click Yes to confirm.

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 filled or received.

To cancel an order:

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. Right-click the order and select Cancel Order.
4. When prompted with a Cancel Order Warning window, click Yes to confirm.

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.

If your institution uses pick lists to fill internal orders, you must locate the correct order and print the pick list before you fill the order.

Note: Not all institutions require a printed pick list. Only print the pick list if your institution follows a conventional, shopping list setup that requires you to gather all items before filling the order.

After an internal order has been made and the pick list has been printed (if necessary), you can fill the order and update the Inventory module.

Note: The requested from location is usually, but not all always, a main warehouse location.

The process to fill internal orders will vary depending on the institution’s setup:

• If you use pick lists, you must complete the following sequence after you have collected all the available items using your printed pick list.
• If you do not use pick lists, you must complete the following sequence as you gather available items for the internal order.

As part of the filling process, you must physically retrieve the internal order contents and make them ready to deliver them to the location that ordered them.

To fill an internal order:

1. Open the Inventory module and click the Pending Internal Orders tab.
2. Enter the appropriate search criteria and click Search.
3. Select the item(s) from the lower pane.

Tip: To select multiple items, press Ctrl.

Note: The item(s) you select is only relevant if you will fill the order without using a pick list.

4. If necessary for your institution, print the pick list.
1. Click Pick List... and when prompted, click Yes.

The pick list prints and the order’s status changes to Picked.

5. Click Fill... to display the Order Filling Selection window.



• If you gathered all products using a printed pick list and will enter them all at once, select the Items from a Pick List radio button and double-click the correct Pick List.
• If you do not require a pick list and are gathering and entering products individually, select the Items selected in the Pending Internal Orders tab radio button and click OK.

Note: This opens the order products(s) you selected before you clicked Fill....

The Order Filling window displays with the item(s) listed.



Tip: Each item listed in the order may display a BIN to indicate where the item is stored. You can click the BIN column header to sort the products by BIN and (if applicable) match how pick lists are organized.

6. Complete the following fields:
• From the Filled By drop-down list, select the location which filled the order.
• From the Transfer To drop-down list, select the location that receives the order.
7. Complete any of the following:
• Auto fill the order:
1. Click Auto Fill to fill all items.

Next to each item, the Filled column displays the value entered in the Quantity column.

Note: Only use this method if all ordered products are present.

• Manually fill the order:
1. Select a product from the lower list.
2. In the Quantity field, enter the required number of items you gathered, and press Enter.

Across from the list item, the To Fill column changes to 0 and the Filled column reflects the quantity filled.

Note: If only a partial order can be filled, enter the amount you have available.

Example: If the location ordered 50 boxes of gloves, but are only 25 are available, enter 25.

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

3. Repeat Steps a-b as necessary until all items are accounted for.
8. Close the Order Filling window.

In the Closed Orders tab, the order’s status changes to Filled.

Note: If the order was partially filled, it remains under the Pending Internal Orders tab and the status reads Back-ordered.

In the Product Levels tab, the Quantity number reduces for that item, showing the new remaining number for the main warehouse.

The receiver can now deliver the item(s).

If you are unable to fill an internal order from the main warehouse, it may be necessary to substitute another item for the item on the pick list. After an internal order has been reviewed and a pick list has been printed, you must use the printed pick list to fill an internal order from the main warehouse, and update the Inventory module.

1. Open the Inventory module and click the Pending Internal Orders tab.
2. Click Fill... to display the Order Filling Selection window.
3. Select the Items from a Pick List radio button and double-click the correct Pick List.

The Order Filling window displays with the item in the list.



4. Right-click the item and select Substitute to display the Order Filling Substitution window.



The Product and Description fields are auto-populated with the product being substituted.

5. In the Substitution pane, enter the quantity and click the ellipsis to select the new product.

The content is auto-pulled into the Substituted fields.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

Internal orders are given special order status when they request products that aren’t available in axiUm. Before the order can be closed, the new product and code must be added to axiUm, then ordered externally and received.

To add the new product and code, staff require the product details from the special order’s Description and Comment fields.

When an external vendor’s shipment arrives, you must formally receive the order and review each order item so they are registered in Inventory, before sending the items to the correct internal location.

To fill a special order:

1. Open the Inventory module and click the Pending Internal Orders tab.
2. Enter the appropriate search criteria and click Search.
3. Select the special order entry.
4. Right-click and select Update Special Order to display the Edit Inventory Order window.
5. Review and note down the information added to the Description and Comment fields and close the Edit Inventory Order window.
6. Open the Maintenance module and add a new product and/or vendor.

Note: You must add a new vendor only if the product ships from a vendor not already within axiUm.

7. Place an external order for the new product with the vendor.
8. Receive the external order.

The receiver can now deliver the item.

9. Close the special order.
1. Open the Pending Internal Orders tab.
2. Search for the special order.
3. Select the correct special order entry.
4. Right-click and select Close Item.

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.

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 Manage Inventory 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.

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.

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.

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.

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.

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.

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

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

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.

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.

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.

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.

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.

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.