Manage can be configured to:
1) Send orders to Vendors.
2) Handle any errors from the Vendor regarding sent orders (Currently available for Oticon, Starkey and GNResound)
3) The receiving of fulfilled order details
4) Handle any errors regarding the order receiving details.
Manage can be set up with a Web Service to send available orders to the Vendor.
Available orders are considered to be any order where the following is true:
1) Has not been previously sent to the Vendor via web service.
2) Has been identified as being ready to send to the Vendor via the "READY" check box (see below.)
3) Has an order detail line(s) that have not been received.
4) Order cannot exceed 50 lines.
Setting up a Vendor for EDI
EDI PURCHASE RECEIPTS - Check this field to enable the EDI receiving for this vendor.
HA ITEM RECEIPTS - Check this field to enforce that orders for this vendor must include at least one hearing aid.
WEB SERVICE - From the drop down list, select the Web Service call to be used for this EDI. (Note: this Web Service needs to be configured by a Simply Hearing Support team member to be selectable in the drop down list.)
After these steps are completed, a new field on the TOTALS screen of an order will appear called "READY TO SUBMIT" appears. It only appears for orders where the vendors have been set up to use EDI functionality.
Maintaining Inventory
Within PRODUCT INFORMATION, the VENDOR PRODUCT NUMBER can be entered. This VENDOR PRODUCT NUMBER will be referenced in the received web service file from the vendor and must be unique to only one Manage product number in your database. Otherwise, the receiving will fail with an error.
Update Data
A function (only available via the MFC application of Manage) titled UPDATE DATA can be used to enter multiple PRODUCT VENDOR NUMBERS to multiple products in Manage at one time. (It is advised that users ask for support assistance with importing data into Manage. A backup of the data should always be performed prior to any updates to the database.)
Creating a Order for a EDI Vendor
When creating a new Order, the ORDER TOTALS screen will have a READY TO SUBMIT flag available to check. This READY TO SUBMIT FLAG only appears for vendors who have had the EDI functionality set up within VENDOR INFORMATION. When the READY TO SUBMIT flag is checked, the order will be cued up to be sent in the next web service call that is processed. (Once an order has been sent via the EDI web service call processing, it cannot be edited and will be presented in a view-only screen.)
Application User EDI permissions
A flag titled "UNLOCK SENT EDI ORDERS" within APPLICATION USERS grants permissions for a user to unlock orders that have been sent to the vendor via the EDI process.
Order Inquiry
The Order Inquiry has a column titled "EDI SENT" that shows if an order has been sent via the EDI processing. Another column title for "RECEIVED" shows if the order has been received.
Receiving Orders
Within RECEIVE ORDERS, users can easily tell which orders have received the vendor EDI file.
A GREEN highlighted order means that the received EDI file was a complete match between the original order sent to the vendor and the received details back from the vendor.
A YELLOW highlighted order indicates a soft fail. A soft fail allows the user to still receive the order detail line. For example, maybe the unit cost is different than the original order or the quantity of the received order is different than the original order sent. The user must go to the original order and edit the details of that order to match. Only users with APPLICATION USER permissions to edit a sent EDI order will be able to edit the original order.
A RED highlighted order indicates a hard fail. A hard fail will prevent a user from receiving the order. For example, a PRODUCT VENDOR NUMBER that exists on two Manage products would produce a hard fail as the system would not be able to confirm which Manage product number is being received. Another example of a hard fail would be if the vendor was attempted to send a product that was not on the original order. If one detail line fails, it appears highlighted RED and the entire order will also be highlighted RED.
Split receiving is okay, as long as the quantity receiving is not greater than the original order. If an update to the order is required, the UPDATE ORDER button can be used to open the order and make the necessary edits. (Editing of sent EDI orders is only allowed for users who have permission in APPLICATION USERS to edit sent orders.)
Purging a hard fail can be completed by clicking the DELETE button. This will remove the order from the receiving screen. The original order will be automatically edited to a quantity of zero. This means a new order will need to be entered and sent to the EDI vendor.
Substituting Products when Receiving Orders
Sometimes a vendor can send you extra or substitute products that differ from the original EDI order sent. When this occurs, EDI receiving failures such as “varying quantities” and “product not found on order” can be handled within the RECEIVE ORDERS screen with adjustments. This flexibility can resolved the products received to the products ordered very easily.
Any GREEN line items are a match exactly to the order. Any lines that do not match are highlighted RED can allow the user to use the drop-down list to select another item from the vendor received invoice that isn’t already associated to a GREEN matched product. There is also an option to remove a order line for a product has not been received. There is also an option to add extra lines to the original order should the vendor have sent you items that were not on the original order.
Any adjustments to the products on the receiving screen could have other discrepancies as well. The cost of an added or substituted product may differ and it is important to note that this may adjust the cost higher or lower on the order. If the original order was created by a patient quote the user will be prompted to update the patient quote with the adjusted items but it is important to remember that this may result in the product having a higher or lower list price on the quotation. This substitution has no logic to match any pricing on the original order or the patient quotation or automatically apply any discounts.
If in the receiving screen a user to adjust the quote details based on EDI order receiving, it will:
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Substitute products ad the list price default of the product
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Add new products
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Remove products flagged for removal
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Update the total price of the quote based on the substituted products
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The subsequent bill to the vendor for received products will be updated to reflect updated costs
If in the receiving screen a user to adjust the quote details based on EDI order receiving, it will NOT:
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Re-apply discounts
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Offer any SSL (Suggested Sales Lists) that may have been configured for a substituted product
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Set any Device Options that may have been configured for a substituted product
EDI Order Status Report
The EDI ORDER STATUS REPORT allows users to report on orders created within a particular date range; by vendor or by patient. This report shows the status of orders meeting the search criteria. The status' available for the EDI ORDER STATUS REPORT include:
RECEIVED - Assigned if the detail line on the order has been received.
HARD FAIL - This will be assigned if there are any errors that cause the order detail line to be unable to be received.
SOFT FAIL - This will be assigned if there are any differences between the EDI details received and the original Manage order.
READY - This will be assigned if there are no errors between what the EDI details received and the original Manage order that has not been officially received yet.
PENDING - This will be assigned if the order has been sent via EDI interface but the EDI details have not been received into Manage.