How To - Inventory Management · 2018-01-17 · HEMM Version 15.0 How To - Inventory Management Page 2 of 42 Replenishments To order supply replenishments, From the New tab of the

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How To - Inventory Management

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Double click inventory management. The “Select Supply Location” dialogue box will appear. Select the desired location and click OK.

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Replenishments To order supply replenishments,

▪ From the New tab of the Inventory Management window, double-click Replenishment. The Methods window is displayed.

▪ Select a replenishment method. The New Replenishment window is displayed.

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Complete Replenishment…..

▪ Click on the toolbar to submit the completed replenishment order. ▪ When the system fills in the replenishment spreadsheet, items are displayed in numerical

order by their left-most digits. For example, items 20, 160, 1044, and 3 are listed in the order 1044, 160, 20, 3.

Manual Replenishment……

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▪ Click on the toolbar to submit the completed replenishment order.

Vendor Replenishment….

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▪ Click on the toolbar to submit the completed replenishment order.

Stock Issues

• Click the New Tab, double-click on the “Stock Issue” icon, and the Stock Issue dialog box will appear.

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• Select the Delivery Location, Corporation, and Cost Center. You have the option of sorting the cost center by name or account number. Then click Continue.

Charge the Department

• To charge the department/cost center, enter the item and the quantity. Note: Once, the item number is entered, the system automatically tabs you to the quantity column.

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• Once the item has been entered, click on the yellow lightening bolt or do File – Submit.

• A message box will appear that states “Successfully submitted requisition xxxx”, click OK and a pick tick will print. The Stock Issue Cover Sheet will appear.

Credits/ Returns

• You must select the Delivery Location, Corporation, and the Cost Center that will be getting the credit.

• Stock issues credits and/or returns are similar to Charging the department. The difference is entering a negative quantity rather than a positive quantity.

• Once, the negative quantity is entered, submit the issue and a pick tick will print.

To Find Bin Location

• Do a pretend stock issue process and upon reaching the item list, enter the item number and do either the following:

o Double click on the field and Line Information dialog box will appear. o Click on the Location Tab. The Location tab will provide the bin location,

min/max, quantity on hand, and quantity on order.

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o The second option is go to the magnifying glass – Location and Line Information dialog box will appear.

Issue Processing

• If you are doing Automatic Issue Processing” and prior to doing anything in Inventory Management, make sure that Issue Processing is running. A workstation will need to be designated to run Issue Processing. Issue Processing can only run on one (1) workstation. Do not exit or cancel Issue Processing.

• To turn on Issue Processing, click on the Deliveries and Issues Tab and click the “Issue Processing” icon.

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You have the ability to suppress the printing pick tickets by un-checking the following types of pick tickets you would not like to print when released. If a supply location is setup with automatic issue processing then you will need to specify which pick tickets will be printed or suppressed by going to the supply location tab in the location editor for that particular supply location. If you are setup with manual issue processing the pick tickets that are setup to print or be suppressed at the location will be defaulted but when releasing pick tickets you will have the option to specify which pick tickets you would like printed or suppressed before releasing the order.

If the location... Then click...

prints pick tickets for patient requisitions Patient Requisitions.

prints pick tickets for Direct Patient Charges Direct Patient Charges.

prints pick tickets for Stock Issues Stock Issues.

prints pick tickets for Stock Returns Stock Returns.

prints pick tickets for HSM Return Supplies HSM Return Supplies.

prints completion documents for Additional Supplies Additional Supplies.

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• The default printer will be displayed in the Printer drop down field. If you do not want the default printer, click on the drop down field and select the desired printer.

o Select the desired number of copies. The default is 1. o Leave the Pick Labels and Patient Stat Request Labels blank. o Make sure that the Printing Options: Pick Tickets is selected. o Then click OK. o

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• The Pending Request dialog will appear. Minimize both screens.

Manual Issue Processing

You can use manual issue processing to review and process requisitions submitted to a supply location. Manual issue processing requires some user intervention.

When a supply location is set up for manual issue processing, you can access the Manual Issue Processing window by double-clicking Issue Processing on the Deliveries & Issues tab of Inventory Management.

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The Open Orders tab of the Manual Issue Processing window displays requisitions ready to be reviewed and processed. The Back Orders tab displays requisition lines on hold until out-of-stock items are available. The Pending Orders tab displays requisitions waiting to be processed on the requesting location's Order Day.

Using the Manual Issue Processing window, you can

• completely or partially fill a request for an item, • forward a request for an item to the next location in the inventory path, • cancel a request for an item, or • backorder a request for an item.

Process stock issues manually

To process stock issues manually,

1. From the Deliveries & Issues tab, double-click Issue Processing The Manual Issue Processing window is displayed.

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2. On the Open Orders, Back Orders, or Pending Orders tab, display requisitions for processing.

If you want to display... Then click...

all requisitions for the location Show all Reqs

individual lines on requisitions Expand all

You can limit the requisitions displayed using the Filter Options dialog box.

3. Check inventory.

If you want to check inventory for... Then...

all requisitions Click Check Inventory.

a specific deliver-to location, requisition, or requisition line

1. Click to select the deliver-to location, requisition, or requisition line.

2. Click Check Selected.

The system displays an availability status for each requisition line.

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4. Process requests.

If you want to... Then...

change item quantity double-click the line, change the issue quantity in the Item Drill Down dialog box, and click OK.

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change item quantity double-click the line, change the issue quantity in the Item Drill Down dialog box, and click OK.

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Issue a line click Issue.

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cancel a line click Kill.

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Put an open order line on backorder click Backorder.


send an open order line to the next location in the inventory path

click Send.

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deselect a line click Clear.

Each requisition line you select is preceded by a symbol indicating how the line is to be processed.

5. When you are ready to apply your manual processing decisions to the database, click Release.

The Release Options dialog box is displayed.

6. Select Release Options.

If you want to release... Then...

requisitions that can be filled, Click Complete Requisitions and click OK.

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requisitions that can be partially filled, 1. Click Incomplete Requisitions. 2. Select the lines you want to release and

click OK.

requisition lines you have adjusted, 1. Click Manually Adjusted Requisitions. 2. Select the lines you want to release and

click OK.

When the release options window is displayed it shows the types of pick tickets that you would like to print from the supply location tab in the location editor and you have the option of making an exception on what pick tickets you wanted printed on a release by release basis.

Pick tickets and labels are printed.

You can click Refresh if you want to retrieve additional orders from the database.

You can click Start Unattended on the Open Orders tab to process stock issues in unattended mode.

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Issue Processing Symbols

Symbols used in the Manual Issue Processing window are defined in the following table.

Symbol Definition

You haven't checked inventory.

You've checked inventory.

You've checked inventory, and the line can be filled.

You've checked inventory, and the line can be partially filled.

You've checked inventory, and the line cannot be filled.

You've adjusted the issue quantity using Item Drill Down, and the request can be filled.

You've adjusted the issue quantity using Item Drill Down, and the request can be partially filled.

You've adjusted the issue quantity using Item Drill Down, and the request cannot be filled.

You're sending the request to the next location in the inventory path.

You're putting the requisition line on backorder.

You're issuing the requisition line.

You're cancelling the requisition line.

You've manually adjusted one or more lines on a requisition.

You've returned the item to inventory.

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Manual issue processing in unattended mode

When you're not manually processing requisitions, you can run manual issue processing in unattended mode by clicking Start Unattended in the Manual Issue Processing window.

In unattended mode, the system processes requests as described in the following table.

When you click start unattended in issue processing you will get the release options menu of what pick tickets you would like to print. You can specify the pick tickets you would like to print. The default of which pick tickets are flagged to print comes from the supply location tab in the location editor.

Stage Description

1 The system checks for availability of the requested items.

If sufficient quantities are available, the system issues the requested items.

If sufficient quantities are not available, the system checks the requesting location for an inventory path.

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2 If the requesting location has an inventory path, the system sends the request to the next supply location in the path.

If the requesting location doesn't have an inventory path, the system determines the request's disposition as described in Stage 4.

3 If a supply location in the inventory path has sufficient quantities to fill the request, that supply location issues the requested items.

If no supply location in the inventory path has sufficient quantities to fill the request, the request is returned to the primary supply location. If the primary supply location still doesn't have sufficient quantities to fill the request, the system determines the request's disposition as described in Stage 4.

If no supply location in the inventory path keeps a requested item in stock in the requested unit of measure, a setting in the Location Editor for the delivery location determines whether the request is sent to Purchasing, sent to the Requisitions Outbound Interface, or canceled.

4 If backorder processing is enabled, the system issues on-hand quantities and backorders the remainder.

If backorder processing is not enabled, the system issues on-hand quantities and cancels the remainder.

Requisitions submitted from locations with a priority of 1 are processed first. Other requisitions are processed in the order that they are received. Location Priority is set in the Location Editor.

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Electronic Delivery Document(s)

When orders are ready to be delivered to your supply location, a replenishment receipt, also called a delivery document, is displayed on the Deliveries & Issues tab of the Inventory Management window.

Open and review delivery documents when supplies are actually delivered to your supply location. If the amount you receive is all you expect to receive you can use the Kill function to cancel any remaining open quantity. You must select a Reason for Adjustment code to explain the adjustment.

After you have processed and submitted delivery documents, the system updates on-hand quantities for your supply location.

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Inventory Control The application path to the Supply Location Information is:

• Inventory Management icon

• Inventory Control tab

• Administration & Adjustments icon.

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Administration and Adjustments All Supply Locations must be set up within Horizon Enterprise Materials Management. HEMM defines a Supply Location as any location which:

• Stocks Supplies

• Treats supplies as financial assets tracked perpetually. Each Supply Location’s list of items and other information is located in the Administration and Adjustments application.

Item Information The Item Information function includes these tabs:

• Item Detail tab

• Order Information tab

• Bin Location tab

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Order Information tab Reorder theory is defined on the Order Information tab.

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Bin Location Tab The Bin Locations are assigned. You are allowed to have up to twenty bin locations, but only three gets printed on the pick ticket.

Packaging Tab The Packaging Tab provides information on item packaging. It also displays the inventory cost (issue cost) whether your corporation is setup for current cost or average cost.

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Auto Save feature When making changes to an item, Administration and Adjustments prompts the user to save their changes when the user selects a different line. AutoSave eliminates the need to make this choice by automatically saving any changes whenever the user selects a new line. Without AutoSave enabled, you will receive a message giving you 30 seconds to save the change, otherwise the change will be canceled. AutoSave is specific to a particular Supply Location.

Application Path The application path is:

• Tools

• Enable AutoSave (toggles on/off)

Adding items to a Supply Location Follow these steps to add an item to a Supply Location:

1. Insert a line by selecting the button. 2. Enter the following information about the item:

• Item Number

• Cost Center and Account information

• Patient Charge information (optional)

• Reorder information (either Min/Max or DOP/DOQ values)

• Bin Location(s).

3. Click Save. Inactivating items in a Supply Location Inactive means the item will no longer be ordered or issued from the Supply Location.

1. Inactivate the item by selecting the button.

Hint: The on-hand quantity must be 0 in order to inactivate the item.

2. Save

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Pending inactive If the item is still going to be issued until there is no remaining stock, then the item can have a status of Pending Inactive.

1. Select the button to set the status to pending inactive.

2. Click Save.

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Types of Inventory There are two types of inventories that can be performed in the Horizon Enterprise Materials Management (HEMM) system:

Physical Inventory Cycle Count

Frequency 1/year Weekly/Monthly

Number of Item Complete count = all Specific items

Goal get a one-time “snapshot” of all items in inventory

Spot check

Create a count sheet

1. To create a count sheet, From the Inventory Control tab of the Inventory Management window, double-click New Count Sheet Wizard.

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The Physical Inventory Count Sheet Wizard Step 1 is displayed.

2. Select a Count Sheet Generation Method. 3. If Random is selected, type the Number of Items to include on the count sheet.

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4. If Highest-Moving is selected, select to Generate By Quantity or Dollar Amount, specify

the number of days in the Period, and type the Number of Items to include on the count sheet.

5. Select whether to Include All Items, Exclude Reusable Items, or to Include Only

Reusable Items, and then click Next. The Physical Inventory Count Sheet Wizard Step 2 is displayed.

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6. So that you can select items more easily, select to Group By Bin Location, Commodity Code, Item Description, Item Number, Manufacturer, or Vendor. Expand the tree and click to deselect the items you do not want on the count sheet.

Tip: If you selected Random or Highest-Moving, you can click Add Item to search for other items to add to the count sheet.

7. Click Next. The Physical Inventory Count Sheet Wizard Step 3 is displayed.

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8. Type a unique Count Name for this inventory count sheet group, type the Number of Counters involved in the inventory count.

9. Select each counter's count sheet and assign items to it from the Available list. Click Next when you are finished. The Physical Inventory Count Sheet Wizard Step 4 is displayed.

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10. Review each counter's count sheet and click Print to print it or Download to Device to download it to a handheld device. Tip: You can use the Print Preview function to preview one or more printed count sheets.

11. Click Finish when all count sheets are printed or downloaded. The count sheet is displayed on the Inventory Control tab.

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12. Double click on the count sheet and enter the counts, as shown below.

13. After entering the counts, submit to save the count as “Ready for Review”.

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Review count data

To review an inventory count,

1. From the Inventory Control tab of Inventory Management, double-click Review Count Sheets. The Select Count Sheets dialog box is displayed.

2. Select the Count Name and then the Count Sheets to be reviewed and click OK.

Note: You can only select count sheets with the status Uploaded, Ready to Review, Review in Process, or Reviewed. After you start to review a count sheet, the counter can no longer access it. Changes must be made by the reviewer.

The Count Sheet Review dialog box is displayed.

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3. Under Inventory Data Summary, review the count sheet data item by item, comparing Count to Inventory (on-hand).


request a recount of one or more items

1. Click to select Recount at the end of the selected item's row.

2. Click on the toolbar. The Physical Inventory Count Sheet Wizard - Step 4 is displayed.

3. Click Print to print the selected recount sheet to the default printer.

4. Click Download to Device to download the selected recount sheet to the handheld device attached to the workstation.

5. When you are done, click Finish. The recount sheet is saved on the Inventory Control tab.

override the count sheet's count of the item

With the item row selected, under Item Count Sheet Data, type the Override count for the Issue UM Count or the Override count for the Order UM Count.

add additional count sheets or recount sheets from the count to the review

1. Click on the toolbar. The Select Count Sheets dialog box is displayed.

2. Select the count sheets or recount sheets to add to the review and click OK.

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4. When all sheets in the count have been added and reviewed and all discrepancies are

resolved, select all the sheets in the count and click on the toolbar to update inventory counts.

Note: You must select all the sheets in the count in order to activate .

Reviewed inventory counts replace Horizon Enterprise Materials Management’s on-hand quantities, and the count sheets are saved with a Reviewed status. The Physical Inventory Count Analysis report is printed automatically.

Tip: You can also print a Count Sheets Audit Report from the Reports menu as a record of the counts submitted.

Delete a count sheet

To delete an inventory count sheet in Inventory Management,

1. Locate the count sheet on the Inventory Control tab of Inventory Management. 2. Right-click the count sheet and select Delete. 3. The system prompts you to confirm your actions. 3. Click OK.

The count sheet is removed from the Inventory Control tab.

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To delete all sheets in a count group in Inventory Management,

1. From the Inventory Control tab of the Inventory Management window, double-click Clear/Delete Count Sheets.

2. The Clear/Delete Count Sheets dialog box is displayed. 3. Select the Count group name and click Delete. 4. The system prompts you to confirm your actions. 5. Click OK. 6. The count sheets in the selected count group are deleted.

Documents

How To - Inventory Management · 2018-01-17 · HEMM Version 15.0 How To - Inventory Management Page 2 of 42 Replenishments To order supply replenishments, From the New tab of the