................................................................................................... Purchase Order Creating a Manual Purchase Order Pharmacy Technology Solutions Issued January 2014
Purchase Orders: Creating a Manual Purchase Order You can generate a purchase order for any product on-request This method requires you to physically check the shelves in your store and identify low stock to determine which items must be ordered You can create a manual purchase order and send it to the vendor 1. Click the Inventory Control icon 2. Double-click the Purchase Order function button 2
3. Type the Vendor code This is the code that is assigned to this vendor for ordering purposes (e.g., MAN for Mansfield Medical Distributors Ltd.) Clicking on the Look-up button will display a list of VENDOR codes If this is not the first time you are creating a Purchase Order for this vendor a SELECT PURCHASE ORDER box will appear. Click on OK to continue 4. Click the OK button 3
As you scan, or enter the bar code manually, the items are added to the list 5. Scan or Type the product bar code The bar code stays on-screen when it is manually entered (typed) When a product is scanned, the bar code displays then quickly disappears If you typed the bar code, press the ENTER key to complete the entry 4
6. Click the F12 button The F12 button does not display in the Function Bar 7. Click the Negotiate F1 button You can also use the F1 key on your keyboard to activate the function 5
You can make additional modifications to the order Modifications may include changing the quantity, or changing the product This window shows vendor, promotional information, sales history, and pending orders for all items 8. Select the item Use the Up/Down arrow keys to scroll through the list The selected item is highlighted blue Details of the selected item display in the Vendor Information section 9. Type the Order Qty 10. Press the TAB key to accept the change The change is reflected in the Qty column and the Extended value re-calculates based on the new quantity 11. Repeat steps 8-10 to change any other items 12. Click the Close button 6
13. Press the F12 button to return to the blue function bar The F12 button does not display in the Function Bar 14. Click the Finalize F8 button You can also use the F8 key on your keyboard to activate the function If the Warning window appears, you should make modifications to the Purchase Order based on the warning: - Click on Adjust Order Item to accept the changes - Click on Proceed to ignore the warnings 7
You can change print options; you can change the number of printed Copies to print, change the printer, and Preview the report that will print 15. Click the Transmit Order checkbox This action removes the checkmark and stops the order from creating an electronic copy made to be sent to online vendors such as McKesson Manual orders are not transmitted electronically, they are paper-based and are normally faxed to the vendor 16. Click the OK button 8
Once the Purchase Order has printed, the Printing Purchase Order disappears 17. Click the Cancel button 9
18. Click the Close F10 button You can also use the F10 key on your keyboard to activate the function 10