Receiving and Bundling Purchase Orders

Updated 10 months ago by Melissa Albright

Receiving:

Bundling:

Unbundling:

Go To Purchase Order For Patient Order:

Received dates can be marked across all open orders instead of opening each purchase order in each patient order.
Click on the folder icon button in the grid to automatically open the associated order and display the purchase order details.
Un-Bundled purchase orders are found in the tab labeled Single, that have not been ordered (do not have an order date), have the same manufacturer, and can be bundled together. In addition the user can bundle purchase orders for the similar manufacturers together.  The bundled purchase orders are sent to the manufacturer as a single purchase in order to save on handling and shipping costs. The PO number (along with prefix and suffix if used) will be used directly when ordering from the manufacturer. Use the Bundled tab to view bundled purchase orders.
If bundling is used, the PO's sent to the manufacturer will not be contiguous, there will be PO numbers that are not used.
You can select orders for different manufacturers and the system will bundle each manufacturer separately. 
Sort the grid by the right most Ship To column to help bundle PO's separately for each location.
The purchase order bundle will automatically be assigned the next available PO Number that is not used in any other bundle or in any other single purchase order.  The assigned PO Number for the group will be used as the PO number sent to the manufacturer, and the individual purchase orders in that group will still contain a PO number, but this number will be for reference purposes only and will not be sent to the manufacturer.
The bundled PO's can also be un-bundled if the bundle is not ordered.  This will return the individual purchase orders to the tab labeled Single.

Options

  1. Single:
    1. Menu Buttons:
      1. Bundle selected purchase orders: The bundled purchase orders are sent to the manufacturer as a single purchase in order to save on handling and shipping costs - The PO number (along with prefix and suffix if used) will be used directly when ordering from the manufacturer - Use the Bundled tab to view bundled purchase orders
      2. Wrap Text: Make the rows higher to show all text in each cell
    2. Grid:
      1. Select Check Box: Selections to bundle single purchase orders into combined purchase orders - Click upper left check box to select all rows
      2. Go to purchase order (folder icon): Automatically open the associated order and display the purchase order details
      3. Order #: Read only - Patient order number associated with the purchase order
      4. Patient: Read only - Patient name associated with the purchase order
      5. Manufact: Read only - Manufacturer name
      6. Suggested Order: Can modify - Estimated date to order the items resulting in all items for the patient order arriving near the same day (just in time JIT ordering) - Used to reduce storage space for patient equipment waiting on other equipment to arrive
      7. Ordered: Can modify - Date the purchase order was sent to the manufacturer
      8. PO Prefix: Read only - Predefined prefix for the purchase order number
      9. PO Number (Purchase Order Number): Read only
      10. PO Suffix: Read only - Predefined suffix for the purchase order number
      11. Received: Can modify - Date the item was received
      12. PO Notes: Can modify - Purchase order notes
      13. Confirmation Number: Can modify - Confirmation number from the manufacturer the purchase order is being processed.
      14. Quote #: Can modify - The quote number from the manufacturer
      15. RTS: Read only - RTS (ATP) associated with the purchase order
      16. Est Received Date: Can modify - Estimated date all items will arrive for the purchase order
      17. Bundle ID: Read only - Always blank
      18. Qty Received: Quantity of items received
      19. Ship To: Read only - Ship to address associated with the purchase order - Can be used to sort by ship to address to help bundle by addresses
  2. Bundled:
    1. Menu Buttons:
      1. Un-Bundle selected purchase orders:
      2. Wrap Text: Make the rows higher to show all text in each cell
    2. Grid:
      1. Bundled Purchase Order:
        1. Unbundle radio button: Select single row to unbundle - Must click the 'Un-Bundle selected purchase orders' menu button (top left) to complete the unbundle operation
        2. Manufacturer: Read only
        3. Ordered: Can modify - Date the purchase order bundle was sent to the manufacturer
        4. PO Prefix: Read only - Predefined prefix for the purchase order number
        5. PO Number (Purchase Order Bundle Number): Read only
        6. PO Suffix: Read only - Predefined suffix for the purchase order number
        7. Received: Can modify - Date all items for the purchase order were received
        8. PO Notes: Can modify - Purchase order notes
        9. Confirmation Number: Can modify - Confirmation number from the manufacturer the purchase order is being processed.
        10. Quote #: Can modify - The quote number from the manufacturer
        11. Est Received Date: Can modify - Estimated date all items will arrive for the purchase order
        12. Ship To: Read only - Ship to address associated with the purchase order - Can be used to sort by ship to address to help bundle by addresses
      2. Purchase Order:
        1. Go to purchase order (folder icon): Automatically open the associated order and display the purchase order details
        2. Order #: Read only - Patient order number associated with the purchase order
        3. Patient: Read only - Patient name associated with the purchase order
        4. Manufact: Read only - Manufacturer name
        5. Suggested Order: Can modify - Estimated date to order the items resulting in all items for the patient order arriving near the same day (just in time JIT ordering) - Used to reduce storage space for patient equipment waiting on other equipment to arrive
        6. Ordered: Can modify - Date the purchase order was sent to the manufacturer
        7. PO Prefix: Read only - Predefined prefix for the purchase order number
        8. PO Number (Purchase Order Number): Read only
        9. PO Suffix: Read only - Predefined suffix for the purchase order number
        10. PO Notes: Can modify - Purchase order notes
        11. Confirmation Number: Can modify - Confirmation number from the manufacturer the purchase order is being processed.
        12. Quote #: Can modify - The quote number from the manufacturer
        13. Est Received Date: Can modify - Estimated date all items will arrive for the purchase order
        14. Received Date: Can modify - Date the purchase order items were received
        15. Ship To: Read only - Ship to address associated with the purchase order - Can be used to sort by ship to address to help bundle by addresses

Actions

  1. Create Bundled Purchase Orders: Click the Single tab, check the row checkbox of the purchase orders to combine, then click the upper left 'Bundle selected purchase orders' button.
  2. Unbundle Combined Purchase Order: Click the Bundled tab, select the row to unbundle, then click the upper left 'Un-Bundle selected purchase orders' button.
  3. Mark Purchase Orders Received: In the Single tab, enter the date in the 'Received' column of the purchase order if all items received.
  4. Mark Bundled Purchase Orders Received: In the Bundled tab, enter the date in the 'Received' column of the bundled purchase order if all items received. Also enter the Received Date on the individual purchase orders under the bundled purchase order.
  5. Modify Purchase Order Values: Modify the appropriate cell in the grid and click the 'Save Changes' button.
  6. View Purchase Order Details: Click on the folder icon button in the grid to automatically open the associated order and display the purchase order details.


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