Orders |
  
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The ORDERS function allows users to enter and track vendor orders.
The screen prompts are:
ORDER NUMBER - To edit or view an existing order, search or type the order number and press Enter. To ADD a new order, click the ADD icon at the top of the screen. The next available order number will auto populate.
ORDER DATE - Press Enter to accept today's default date or enter a preferred date.
LOCATION - From the drop-down list, select the location for which you wish to enter the order. If your user id has been set up to NOT prompt for location, this field will be disabled.
VENDOR - From the drop-down list, select the vendor with whom the order is being placed. Once a vendor has been selected, the ACCOUNT NUMBER, TERMS, and PHONE NUMBER fields will auto populate, based on the information as entered for this vendor in the MAINTAIN VENDORS file.
SPECIALIST -Users can record the specialist associated with this order to from the drop-down list.
COST LEVEL - Users can indicate a cost level for this order by selecting the cost level from the drop-down list. (Cost levels are maintained in the INVENTORY menu under MAINTAIN COST LEVELS).
NOTES - when printed. (Notes entered here screen will also flow through to EDI Order Processing files as well.
VOID - an icon that allows users to cancel pending orders. Essentially voiding a order will remove all outstanding non- received products off the order.
CLERK - The user id of the user currently logged into the system will auto-populate.
EXTERNAL ORDER NUMBER - A free for 30 character field to record an external order number if required. Note this field may be mandatory if within Vendor Information the selected vendor has been configured to require the mandatory input of an EXTERNAL ORDER NUMBER.
The product information window will appear after completing all the fields.
PRODUCT - Enter the product number for the item being ordered, or click on the 
button to search for an item by description. Alternatively, you can search for a product by entering the first few characters of the product description in the product number field and then pressing your <ENTER> key. (Note: If using a bar code scanner, scan the bar code while the cursor is in this field. The associated product number to the scanned bar code will populate. (Note when using a scanning device, you will need to make sure that the device setting "carriage return" or "line feed" has been turned ON. This allows the assumption of the ENTER KEY to be applied after scanning a bar code.)
To insert product lines in between existing products on this order, click the INSERT icon. This will allow you to insert a new product number in between others that already exist.
T (TAXES) - Click the 
button to confirm any taxes being charged.
DESCRIPTION - The description of the selected product will display automatically .
QTY - Enter the quantity of the item being ordered. If reviewing a received order, click the button to see more information on the product details as received such as who received it, date it was received and the serial numbers received on that order.
A Return Order can be created by entering a quantity less than zero or a negative number (IE: -1). Entering a credit or return order will enable you to receive the credit or return order, thus removing it from inventory. (If you have turned on the "ISSUE SERIAL NUMBERS ON RETURN INVOICE" parameter in CLINIC INFORMATION, you will be prompted to select the serial number for the return or credit order at this point.)
UNIT COST - Enter the unit cost of the item being ordered.
DELIVERY DATE - Enter the estimated delivery date of the item being ordered.
PATIENT - If the item being ordered is for a patient, enter the patient's number or click the button to search for a specific patient.
D (DELIVERED) - This indicates whether or not the item has already been delivered. This is for information purposes only.
To see more details, press the EXP/CON icon. All product lines will now contain more details and the box will show Patient and Receiving information.
To delete a line item off an order, highlight the line and click the DELETE icon. A new window opens to allow the delete flag to be selected. (Note you can only delete line items that have not already been received.)
Next, click CONTINUE. The order totals window will display. Enter any related shipping costs.
Check the READY TO SUBMIT box if your clinic is configured to use Web Services to facilitate EDI Purchase Receipts.
Next, either PRINT or CONTINUE to complete the order.