Order from a Supplier Representative, Add Items Manually, then Receive Stock with a Barcode Scanner

Use this procedure if you order from your supplier's rep. In this procedure, you will add items to the order manually, then, after getting the invoice via Gateway, you will receive stock using a barcode scanner.

Step 1: Create an order draft and add items manually

  1. On the left-hand navigation menu, click Ordering.
  2. On the Ordering menu, click Drafts.
  3. Click New.

    4. The New Draft window is displayed.

  4. Enter a name for your draft.
  5. Select the Add Items Manually option.
  6. Click OK.

    7. The Draft Item Selection window is displayed.

  7. Enter a Search term, then click Search.

    8. The search results are displayed below.

  8. Click to select the item you want to add to the draft.
  9. Click Select.
  10. In the Quantity field, enter the quantity of the item you want to order.
  11. Use the Supplier drop-down list to select the supplier you want to order the item from.
  12. Click Add, to add the item to the draft.

    13. The item is now shown in the Selected list on the right-hand side of the Draft Item Selection window.

  13. Repeat steps 7 to 12 until you have added all of the items you want to order.
  14. Click Close, to return to the Draft window.

Step 2: Create and send your order manually

  1. On the draft you created, review the Qty ordered and Supplier Name details for each item, and adjust them if required.

    When you select an item, the Summary tabs on the bottom section of the screen display information about the selected item.

    • To change the supplier for all of the items in the draft at once, click the Tools menu >Change Supplier> All Items, then select the new supplier.
    • To add items to the draft, click the Add Items menu on the toolbar.
  2. If you made any changes to the draft, click Save.
  3. Click Create Orders, then select Order All.

    4. The Send Purchase Order to Supplier window is displayed.

  4. Select the Print and Mark as Sent option.
  5. Click OK.
    The Preview window is displayed.
  6. Click the File menu, then select Print.
  7. Select the print options you require.
  8. Click the File menu, then select Exit, to close the Preview window.

    9. Your order is sent. If any items remain on your draft, you will be returned to the Draft screen.

    Once your order has been sent, it will be shown in the Open Orders section, and will have a Status of Sent.

Step 3: Receive the stock from your invoice

Perform this step after your turnover invoice has arrived via Gateway, and your order has arrived in the store. In this step, you will use a barcode scanner to mark items from the invoice as received.

Match the turnover invoice to your rep order

  1. On the left-hand navigation menu, click Ordering.
  2. Click Open Orders.
  3. Find the turnover invoice you want to receive, then right-click it and select Receive Invoice.

    4. The Receive Invoice screen is displayed.

    Turnover invoices appear without an icon in the Has Order column.

  4. Enter the following details from your paper invoice:
    • Invoice Number
    • Invoice Date
    • Invoice Value
  5. Click OK.

Receive items from the invoice with your barcode scanner

  1. On the Receive Invoice screen, click the Receive Items menu, then select Receive Item.

    2. The Receive Items window is displayed.

  2. Scan the barcode of an item you received.
    • If the item does not scan, you can press [F5] or click Manual Search to search for the correct item.
    • If you decide not to receive this item, click Clear, to clear the fields on the Receive Items window.
  3. Enter the Quantity received.

    Once you have entered the quantity of a scanned item, you can scan the next item straight away. If you don't enter a quantity for a scanned item, a quantity of 1 will be received by default.

  4. Repeat steps 1 to 3 until you have received all of the items on the invoice.
  5. To close the Receive Items window, click Close.

Commit the invoice

  1. On the left-hand navigation menu, click Ordering.
  2. Click Open Invoices.
  3. Find the invoice you want to commit, then right-click it and select Receive Invoice.
    The Receive Invoice screen is displayed.
  4. For each item on the invoice, review the following columns and adjust them if required:
    • Received Qty
    • RFC Qty
    • OOS

    Each item must be balanced before it can be committed. That is the sum of its Received Qty and its RFC Qty must equal its Invoiced Qty. (or in other words, each unit you were invoiced for has to be accounted for, either by being received or by being returned for credit).

    To show only unbalanced item lines, click Hide Balanced Items (click it again to show all items).

    To automatically populate the Received Qty with the Invoiced Qty for each item, click the Receive Items menu, then select Receive All. You will still need to manually adjust the RFC Qty and OOS

  5. For each item on the invoice, review and adjust the Supplier Cost, if required.

    If the invoice arrived electronically from PharmX, the OOS and Supplier Cost should be updated automatically.

  6. Click Save.
  7. If there are any other applicable costs (for example, a delivery fee; DD fees, or rebates), enter them in the Other Costs section.

    Depending on how your Fred Office Plus system is configured, some costs might already have been entered automatically for invoices received via PharmX.

  8. Optional: if your store uses net in store (NIS) costs:
    1. Select the items you want to apply NIS costs to.
    2. Click the Specify Other Costs menu.
    3. Select the costs to apply.
  9. Click Save.

Once you have received all of the items accurately and entered any other costs, the difference between the Invoice Total (based on received quantities and other costs) and the Actual Total (entered from the invoice) should be within the allowable variation range that your pharmacy has set up in Fred Office Plus. If the variation is within the allowable range, a green tick is displayed next to the Variation field.

The invoice can be committed only when the variation is within the allowable range.

  1. Click Commit Invoice.

    If you have entered any RFC quantities, the Create Return For Credit window is displayed. Enter the Return Approval Number (if applicable) and the Reason Code for each item being returned, then click Commit.

    2. The Commit Invoice window is displayed.

  2. Any purchase orders associated with the invoice are displayed on this window. Purchase orders with a tick next to them will be closed when you commit the invoice. If you are expecting further invoices for an order (for example, more stock is still to arrive from another warehouse), make sure you un-tick the order so it will be kept open.
  3. If you don't want to perform a pricing review, un-tick the On commit show Pricing Review... checkbox.
  4. Click Commit, to commit the invoice.

Step 5: Perform a pricing review

If you selected On Commit show Pricing Review... when you committed the order, the Invoice Pricing Review screen is displayed.

If you want to do your price review at another time, you can close this screen. To access the pricing review later, click the Pricing menu, then select Pricing Reviews.

Steps in a pricing review

  1. Review item prices using one or more of the following methods, as required:
    • Apply pricing plan prices (only to relevant items)
    • Apply a price guide to a selected item
    • Apply a 60% markup to selected items
    • Manually update an item's retail price
    • Manually update Price Level A for an item
  2. Commit the pricing review
  3. Print new shelf labels for items with updated prices

Review item prices

Apply Pricing Plan prices (only to relevant items)

  1. Click the Pricing Plan column heading, to sort items that have a pricing plan at the top of the list.
    These items will also have a suggested New retail price, calculated according to the Pricing Plan.
  2. Hold down [Ctrl] then click to select items with a pricing plan.
  3. Click Set to Accepted.

Apply a price guide to a selected item

  1. Right-click the item.
  2. Click Pricing Options.
  3. Click Use Pricing Guide.

Apply a 60% markup to selected items

  1. Hold down [Ctrl] and click to select items.
  2. Click the Tools menu.
  3. Click Selected Pricing Options.
  4. Click Set Markup %.
  5. Enter 60.00%, then click the tick to apply the markup.

    To apply changes to all items on the pricing review (instead of only the selected items), click the Tools menu, then click Global Pricing Options.

Manually update an item's retail price

  1. Click to select the item.
  2. Under the Retail heading, click the item's New field.
  3. Enter the new retail price.
  4. Press [Enter] to save your entry.

    The Movement column under the Retail heading helps you track whether the item's price increased (a green arrow pointing up) or decreased (a green arrow pointing down).

Manually update Price Level A for an item

  1. Click to select the item.
  2. In the Summary Pane on the lower part of the screen, in the Price Levels section, under the New heading, click the Markup field for PriceA.
  3. Enter the new markup.
  4. Press [Enter] to save your entry.

    You can also update the product's other price levels this way.

Commit the pricing review

The Status column shows you what will happen to each item when the Pricing Review is committed:

  • A green tick indicates the price has been reviewed. Any changes will be applied when you commit the pricing review.
  • A red cross indicates that you rejected the item from being reviewed (by clicking Set to Rejected on the toolbar). When you commit the pricing review, these items will not have their prices changed.
  • A question mark indicates that the item is still to be reviewed. When you commit the pricing review, these items will remain in the Pricing Review to be reviewed at a later time.

To commit the pricing review:

  1. Click Commit Changes.
    The Commit Pricing Review window is displayed.
  2. In the Description field, enter a description for the pricing review.
  3. In the Effective Date section:
    • If you want to apply the price changes now, select Immediate.
    • If you want to apply the price changes at a later date, select Choose Date, then select the date and time.
  4. Tick the Show me the Label Queue after committing checkbox, so that you can print new shelf labels immediately.
  5. Click Commit.
    Your price changes are applied.

Print new shelf labels for items with updated prices

If you ticked the Show me the Label Queue after committing checkbox before you committed the pricing review, the Print labels - Price Changes Completed screen will be displayed.

  1. Click Set Label Quantity, then select the quantity of labels you require.

    You can also adjust the quantity manually, in each item's Label Qty field.

  2. Click Set Label Template, then select the label template you require.
  3. Click Print All.

    4. Your labels are sent to your printer.