DEA Licensing WDNSW DC P21 DEA LICENSING
This manual contains information about software products from Epicor Software Corporation. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Epicor Software Corporation. From time to time, Epicor Software Corporation makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2011, Epicor Software Corporation. All rights reserved. Epicor and the Epicor logo are registered trademarks and Epicor Prophet 21 is a trademark of the Epicor Software Corporation. All other company or product names are the trademarks or registered trademarks of their respective companies. Version 12.0 Publication Date: 6/21/2011
Table of Contents DEA Functionality 4 How DEA Functionality Works 4 System Settings 4 User Maintenance 10 Location Maintenance 12 Supplier Maintenance 15 Item Maintenance 18 Ship To Maintenance 21 Order Entry 23 Purchase Order Entry 25 Separate Pick Tickets 26 Assembly Maintenance 30 Changes to Shipping Confirmation 30 DEA Number Prints on Invoices 31 B2B Seller 31 Additional Information on EDI Exports 31 DEA Sales Analysis Report 32 DEA Number Expiration Report 36 Rebate Report Modifications 37-3 -
DEA Functionality Feature Reference #: 36733/34464/33317 In order to assist you in meeting the licensing requirements of the Drug Enforcement Agency (DEA) for controlled substances, changes have been added to Prophet 21 to identify items as controlled substances and handle them appropriately. Note: This is an Optional feature that you must purchase separately. For more information, contact your Epicor Direct sales representative. The federal government places many restrictions on DEA-controlled substances. This feature allows the distributor to be in compliance with DEA and various state regulations regarding controlled substances. How DEA Functionality Works DEA functionality ensures that DEA restricted items as well as legend items are prevented from being delivered to customers unless the appropriate licensing is provided. This feature ensures that DEA requirements and state licensing issues are met. Order Entry validates that the shipping location is valid to send material to the customer s location. The system checks an item s supplier and confirms that the supplier can sell to the customer s location. Purchase order entry confirms that a supplier can sell material to the purchase location. Pick tickets will separate DEA and non-dea items. System Settings This feature involves changes to the following system settings. Forms Printing Node in Order Processing Navigation Path: Setup > System Setup > System > System Settings > Order Processing > Forms Printing New settings, to separate DEA-controlled items on pick tickets have been added to the Forms Node in Order Processing: - 4 -
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Separate DEA items and non-dea items on shipments Determines if DEA and non-dea controlled (legend or standard items) items print on different pick tickets. Note: In the case of assembly items, if the header assembly item is a DEA-controlled item, all items the assembly are DEA-controlled items for the purpose of printing pick tickets. When the header assembly item is a legend or standard item, all items on the assembly are legend or standard items for the purpose of printing pick tickets. On - Items marked as DEA items on the Controlled Substances tab in Item Maintenance print on their own pick ticket; items marked as legend or standard items on the Controlled Substances tab in Item Maintenance print on a separate pick ticket. Off - Items print on the same pick ticket, regardless of the setting on the Controlled Substances tab in Item Maintenance. This is the default. Include non-pickable DEA items on Active if the Separate DEA items and Non-DEA items on Shipments field is enabled. Determines where the DEA items that were not included on a pick ticket print. First - DEA-controlled or legend items that fail validation and are allocated to an order appear on the first pick ticket created for an order, but not on subsequent pick tickets until they are capable of being picked. Quantities and prices are masked until validation occurs. All - DEA-controlled or legend items that fail validation and are allocated to the order and appear on all pick tickets but are not given pick quantities until they are capable of being picked. Quantifies and prices are masked until validation occurs. None - DEA-controlled or legend items that fail validation are allocated to the order but are not given pick quantities and do not appear on pick tickets for the order number until they are capable of being picked. - 6 -
General Node in Purchasing Navigation Path: Setup > System Setup > System > System Settings > Purchasing > General A setting to determine what to do if you cannot validate a supplier's license has been added to the General node in the Purchasing System Settings: When a supplier's license is not valid in the purchase location state: Determines what happens when a purchase order is entered and the supplier's license does not allow shipping to the purchase location. Prevent PO from Entry - An error message is generated and you cannot process the purchase order. This is the default. Warn but allow - A warning message is generated informing you that the supplier's license is not valid, but you can process the purchase order. Allow PO - The purchase order is processed as normal, with no warnings generated. General Node of System Setup Navigation Path: Setup > System Setup > System > System Settings > General A new setting to determine the default of the No Restrictions of sale checkbox in Location and Supplier Maintenance has been added to the General Node of System Setup: - 7 -
Default 'No Restrictions of Sale' to be checked Determines the setting of the No Restrictions of Sale checkbox in Location Maintenance and Supplier Maintenance. This setting is the default for new locations and suppliers and does not affect existing locations and suppliers. On - The default setting of No Restriction of Sale for new locations and suppliers is enabled. Off - The default setting of No Restriction of Sale for new locations and suppliers is disabled. This is the default. General Node of Inventory Management Navigation Path: Setup > System Setup > System > System Settings > Inventory Management > General A new setting to require a NDC number on legend items has been added to the General Node of Inventory Management: - 8 -
Require NDC Number on Legend items Determines if legend items require NDC numbers. On - Legend items require NDC numbers. Off - Legend items do not require NDC numbers. - 9 -
Search Hierarchy in System Setup Navigation Path: Setup > System Setup > System Settings > System > System Setup > Searching The NDC Number is now available as an option on each of the drop down lists when setting up the item search for the system. This allows users to search items by NDC number. You can can this as an option at any level in your search hierarchy without removing an existing option because an additional drop down field has been added. User Maintenance Navigation Path: Setup > System Setup > System >User Maintenance A new field in User Maintenance allows you to control who can retrieve pick tickets for DEA-controlled items in shipping. - 10 -
Allow confirmation of DEA pick tickets Determines if the user can retrieve DEA pick tickets in shipping. This field is only available if the Separate DEA and non-dea items on Shipments option is enabled on the Forms Processing Node. (See Forms Printing Node in Order Processing on page 4.) On - The user can retrieve pick tickets in shipping with DEAcontrolled items on them. Off - The user cannot retrieve pick tickets in shipping with DEA-controlled items on them. This the default. Enable this field only for those employees that you want to retrieve pick tickets that are DEA-controlled. (See Changes to Shipping Confirmation on page 30.) - 11 -
Location Maintenance Navigation Path: Setup > System Setup > System > Location Maintenance Two new fields have been added to the Location tab of Location Maintenance. These fields control whether the location can sell DEA and legend items. A new tab, Licenses, has also been added. This tab stores the license numbers for each state that the location is licensed in. - 12 -
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DEA Code DEA Number No restriction of sale DEA-licensed location Not required but a DEA code must be entered in order to enter a DEA number. There is no validation on this field. Required if the DEA-licensed Location field is enabled, this field displays the 9-character valid DEA license number. The system will validate any input in this field. Determines if this location has restrictions on the sale of DEA-controlled items. The default for this field comes from the setting in the General Node of System Setup on page 7. On - The location is able to sell items without any restrictions. This should only be enabled for locations that do not stock any DEA-controlled items and does not have any DEA or state licenses. Off - The location has restrictions on the sale of DEA-controlled items and you can assign a DEA number and/or state licenses on the License tab in Location Maintenance. (See Licenses Tab in Location Maintenance below.) Determines if the location is licensed to sell DEA-controlled substances. Only available if the No Restriction of Sale field is enabled. On - The location is a DEA-licensed location and the DEA Number field is available for you to enter the license number. If the number you enter is not a number in a valid format, the number is not accepted. Off - The location is not a DEA-licensed location. Licenses Tab in Location Maintenance If the No Restriction of Sale field is disabled in Location Maintenance, the Licenses tab is available. This tab lists the states to which you are able to ship legend items. - 14 -
State License Expiration Date Home State License Delete The two-character state code for which the license is valid. The license number or "License Pending" if the license has not been formalized. Unlike the DEA Number, this field is not validated for format. The date the license will expire. The default is 12/31/49 (in other words, the license will not expire). A drop-down calendar icon is available next to this field. Indicates that if the location is licensed in its own home state, that licensing is sufficient to ship to the listed state. For example, if the location is licensed in Colorado, but Kansas does not require an additional license to ship there, you may enable the Home State License checkbox. On - The home state license of the location is sufficient to ship to the state listed. Off - The home state license of the location is not sufficient to ship to the state listed. This is the default. Indicates whether you will delete this row when you save. On - The row will be deleted when you save. Off - The row will not be deleted when you save. This is the default. Important!: The system will not validate any license data; it is the responsibility of the distributor to ensure the license information is accurate and up to date. Supplier Maintenance Navigation Path: Purchasing > Maintenance > Supplier Maintenance Similar to the Location Maintenance changes, two new fields and a new tab have been added to Supplier Maintenance. These fields control whether the supplier can sell and or ship DEA-controlled or legend items and if there are no restrictions on the sale. - 15 -
DEA Code DEA Number No Restrictions of Sale The one-character code associated with the DEA Number for the supplier. The nine-character DEA number for the supplier. The number is validated for format but not for accuracy. It is the distributors responsibility to determine the accuracy of this information. Determines if this supplier has restrictions on the sale of DEA-controlled items. The default for this field comes from the setting in the General Node of System Setup. (See General Node of System Setup on page 7. On - The supplier is able to sell items without any restrictions. This should only be enabled if the supplier only supplies standard items and does not sell DEA-controlled or legend items. Off - The location has restrictions on the sale of DEA-controlled items and you can assign a DEA number and/or state licenses on the License tab in Location Maintenance. (See Licenses Tab in Location Maintenance on page 14.) - 16 -
DEA Licensed Supplier DDD Report Determines if the supplier is licensed to sell DEA-controlled substances. Only available if the No Restriction of Sale field is not checked. On - The supplier is a DEA-licensed location and the DEA Number field is available for you to enter the license number. If the number you enter is not a number in a valid format, the number is not accepted. Off - The location is not a DEA-licensed location. Determines if the supplier requires detail on any DDD report created by the distributor. On - The supplier is licensed to sell DEA-controlled substances. No individual licenses are required. Off - The supplier is not a DEA-licensed supplier. License information must be specified on the Licenses tab. DEA Licenses Tab in Supplier Maintenance If the No Restriction of Sale field is disabled and the DEA-Licensed Supplier field is also disabled in Supplier Maintenance, the Licenses tab is available. This tab lists the states to which the supplier is able to ship legend items. State License Expiration Date The two-character state code for which the license is valid. The license number or "License Pending" if the license has not been formalized. Unlike the DEA Number, this field is not validated for format. The date the license will expire. The default is 12/31/49 (in other words, the license will not expire). A drop-down calendar icon is available next to this field. - 17 -
Home State License Delete Indicates that if the location is licensed by the supplier in its own home state, that licensing is sufficient to ship to the listed state. For example, if the location is licensed in Colorado, but Kansas does not require an additional license to ship there, you may enable the Home State License checkbox. On - The home state license of the location is sufficient to ship to the state listed. Off - The home state license of the location is not sufficient to ship to the state listed. This is the default. Indicates whether you will delete this row when you Save. On - The row will be deleted when you save. Off - The row will not be deleted when you save. This is the default. Supplier Import The following fields have been added to the Supplier Import: DEA Code DEA Number DDD Report Item Maintenance Navigation Path: Inventory > Maintenance > Item Maintenance > Controlled Substance tab A new tab, Controlled Substance, has been added to Item Maintenance. This tab contains the fields that allow you to designate an item as a controlled substance. You can indicate what type of controlled substance it is, the DEA classification, etc. - 18 -
Controlled Substance DEA Schedule Catalog Number NDC Number Determines whether this item is a controlled substance, and what type it is: Standard - Not a controlled substance. This is the default for new and existing items. Legend - An item that requires a prescription, but is not a controlled substance. DEA - An item that is a controlled substance. If the item is designated a DEA item above, this indicates the DEA Schedule that it is classified under. It is a required field if the item is a DEA controlled substance. Choices are 2, 2N, 3, 3N, 4, 5, and L1. See below if legend items also require a DEA schedule of L1. A free-form number of up to 6 characters for the item. It is not required. A free-form National Drug Code number of up to 12 characters. It is required for NDC items but can also be entered for legend items. - 19 -
ARCOS Report Determines if this item will be included on the Automation of Reports and Consolidated Order report (as defined by the DEA. According to the DEA Office of Diversion Control Web site, distributors of bulk and/or dosage form controlled substances must report inventories, acquisitions, and dispositions of all substances in Schedules I and II, and narcotics in Schedule III.) Only DEA items can be included on this report. On - The item is included on the ARCOS Report Off - The item is not included on the ARCOS Report. This is the default. The other fields on this tab are for the Pedigree Tracking of Controlled Substances. Please see the separate Pedigree Tracking feature for a description of these fields. When the System Setting "Require NDC Number on Legend Items" is enabled (meaning that legend items as well as DEA-controlled items must have NDC numbers and DEA schedules assigned to them), the DEA Schedule drop down box on the Controlled Substances tab of Item Maintenance has a choice of L1 for the DEA schedule. See General Node of Inventory Management on page 8 for information on this setting. Item Import When the System Setting "Require NDC Number on Legend Items" is enabled (meaning that legend items as well as DEA-controlled items must have NDC numbers and DEA schedules assigned to them), imported legend items must have a DEA schedule assigned to them. - 20 -
The following fields have been added to the Item Import: Controlled Substance DEA Schedule Catalog Number NDC Number ARCOS Report Item Fast Edit The following fields have been added to Item Fast Edit: Controlled Substance DEA Schedule Catalog Number NDC Number ARCOS Report The DEA schedule of L1 is now a choice in the drop down box on the Query tab. If selected, only those items on the L1 schedule will be returned. Ship To Maintenance Navigation Path: Accounting > Accounts Receivable > Maintenance > ShipTo Maintenance > DEA tab A new tab, DEA, has been added to Ship To Maintenance. It includes the fields that determine if controlled substances are able to be entered on an order from this Ship To Address in Order Entry. - 21 -
License Number The doctor's license number for this ship to address. Note: The license numbers entered here are not validated or integrated with third-party software to ensure that they are accurate and up to date. It is the distributor's responsibility to enter and maintain accurate information. License Expiration Date HIN Number DEA Code DEA Number DEA Expiration Date DEA Schedule The expiration date associated with the license number above. The Health Industry Number. This field is not required. Though not required, must be entered if you are entering a DEA Number. Not required, but the system validates the format of the number. Required if the DEA Number is entered. Determines which level(s) of drugs may be ordered by the Ship To Location. Check as many as need to be applied. The DEA Schedule field also has a choice of L1 for legend items. This is used when you require a NDC number on legend items (as well as DEA-controlled items) and must assign a DEA schedule to them. Import Ship To The Ship To Import now includes the following fields from the DEA tab in Ship To Maintenance: License Number License Expiration Date HIN Number DEA Code DEA Number DEA Expiration Date DEA Schedule Note: L1 (for legend items) is an acceptable value for the DEA Schedule field in Ship-to Import. Ship To Fast Edit The Ship To Fast Edit now includes the following fields from the DEA tab in Ship To Maintenance: - 22 -
License Number License Expiration Date HIN Number DEA Code DEA Number DEA Expiration Date DEA Schedule Note: L1 (for legend items) is a column on the Query tab in Ship-to Fast Edit. This can be used to quickly assign L1 as the DEA schedule for legend items. Order Entry Navigation Path: Orders > Order Entry > Orders When you enter an order that includes DEA-controlled items, the system checks the ship-to address on the order to be sure that this item is capable of being sold to this customer. The DEA number must not have expired and the allowed DEA schedules set up for the ship to must include the DEA schedule for the item. The system also checks the state licenses against the state licenses assigned to you and the item s supplier. If it fails any checks, a message indicating that This is a DEA-regulated item" with an explanation of why the item cannot be entered. You cannot add the item to the order. When you enter an order that includes legend items, the system checks to see if there are any restrictions on the sale in Location Maintenance and if the licenses are valid for you and the supplier. If the order fails the check of your licenses, a message indicating that "The location is not valid to ship to the ship-to address. Continue?" If you continue, the item is added to the order and allocated if material is available, but the item will not print on pick tickets until your licenses are validated. If the material cannot be fully allocated, the disposition will default to H and can only be changed to C manually (items can also be allocated manually). Similarly, if the order fails the check of your supplier's licenses, a message indicating that "The supplier is not valid in the ship-to state. Continue?" If you continue, the item is added to the order and allocated if material is available, but the item will not print on pick tickets until the supplier's licenses are validated. If the material cannot be fully allocated, the disposition will default to H and can only be changed to C manually. (Items can also be allocated manually). Checks also occur in the following instances: If you change the disposition of a legend or DEA item the above checks occur and messages display if an item fails. Lot Billed items are checked for your licenses against the Lot Bill Header Item. Supplier's licenses are checked against each component. If a component fails the supplier check, the component's supplier will need to be resolved or the entire Lot Bill will need to be canceled. If an item is added through previous request, the system performs the above checks. If an item fails, the addition of subsequent items will stop and will need to be reprocessed. - 23 -
Accessory items will be checked as above. Failure of an accessory item will not impact the original item, but the addition of subsequent accessory items will stop and need to be reprocessed. Substitute items will be checked. If a substitute item fails, it will not be added and the original item will no longer be canceled. Items entered through the Front Counter are checked the same as items entered in Order Entry. When entering a RMA, the above checks occur against the item's return location. You do not have the option to continue if the item fails; it cannot be placed on the RMA. When a quote is converted to an order, the above checks occur, but warning messages are not given; all items are placed on the order. The order ship-to address can be edited in the Quote to Order Entry wizard, but once the order has been created, the ship-to address cannot be changed. When an order is imported, validation checks occur on the import, but no messages are given. When items are ordered through B2B Seller, checks occur when legend or DEA-controlled items are added to the shopping cart. A message is given to explain why items that fail are not added to the order. Once a DEA-controlled or legend item is entered on an order, the Ship-to ID for the order can no longer be changed. Items on the Fly Items created on the fly are by default standard items, are immediately assigned an H disposition and placed on hold. (They can be changed to legend or DEA-controlled items in Item Maintenance.) The disposition cannot be changed until the order is saved and recalled, giving you an opportunity to change the item on the order to a legend or DEA-controlled item. Tip: Alerts can be set up in Alert Maintenance to monitor this process. When the item is changed to a legend or DEA-controlled item, it must pass the same checks for shipto location and supplier as regular items added to an order. Order Import If an item is indicated on the Line Item Import file of the Import Sales Order/Quote Request Import is flagged as a DEA Controlled Substance, the following ship to address fields in the header file for that import record will be analyzed: Ship To Address 1 Ship To Address 2 Ship To City Ship To State Ship To Zip Ship To Country - 24 -
P If any of these fields indicate values that are different from the associated fields on the Ship To ID record, the Ship To will be flagged as edited. If this is the case, the import will fail if a DEA Controlled Substance is indicated as an item on the import record. Purchase Order Entry Navigation Path: Inventory > Purchasing > Transaction > Production Orders The system determines if both the purchase supplier license and purchase location license are valid during purchasing. When you enter a purchase order for DEA-controlled items in Purchase Order Entry, Purchase Order Requirements Generation or during the creation of purchase orders from Order Entry, the system also checks to see if the supplier has a DEA number as well as the No Restriction of sale setting. If a DEA Number is not valid, a message displays indicating this, but you may continue to add the item to the order. The system checks to see if the supplier is valid in the purchase location. If the supplier is not valid in the purchase location, the system setting "When a supplier's license is not valid in the purchase location state" determines what happens next: Prevent PO Entry - you cannot continue to enter the purchase order; the purchase order entry window clears and you can enter another purchase order. Warn but Allow - you are warned that the supplier's license is not valid, but can continue with purchase order entry. Allow PO - you can enter the purchase order as usual. Purchase Requirements/Generation The validations noted above occur after you choose to print, fax or e-mail the purchase order or choose to save the criteria and answer Y to the prompt "Would you like to create RFQ/Purchase Orders?" Purchase Order from Order Entry When you create purchase orders at Order Entry with a special or direct-ship disposition, the system validates your license and the supplier's licenses when you click the Next or Finish button in the first screen of the Create RFQ/Purchase Order from OE Wizard (Order Lines to Purchase). If one or more suppliers fail, the "When a supplier's license is not valid in the purchase location state" setting determines what happens next: Prevent PO Entry - the purchase orders are not created. Individual messages display for each failure before the listing of purchase orders on the Print Purchase Orders tab. Warn but allow - an individual warning will display for each failure. The messages display before the listing of purchase orders on the Print Purchase Orders tab, but the purchase orders are created. Allow PO - the purchase order is created as usual. - 25 -
For direct ship items, the system checks the supplier's license against the order's ship to state during purchase order generation. Convert Vendor RFQ to Purchase Order The system does not check the supplier's state license against the purchase location when creating a Request for Quote (RFQ). However, if the RFQ is converted to a purchase order, the validations described above occur when you click the Next button in the Order Line to Purchase tab of Create RFQ to Purchase Order, or the Finish button in the RFQ Information or Order Line to Purchase tab in the wizard. If the supplier fails, the "When a supplier's license is not valid in the purchase location state" setting determines what happens next: Prevent PO Entry - the purchase order is not created, and a message warns you that the supplier's license is not valid in the purchase location state. Warn but allow - the purchase order is created, but you are also warned that the supplier's license is not valid in the purchase location state. Allow PO - purchase orders are created as usual. Separate Pick Tickets When you enable the Separate DEA Items and Non-DEA Items on Shipments option in System Settings, (see System Settings on page 4the functionality of printing pick tickets changes in the system. DEA Pick Ticket Banner on Pick Tickets Pick tickets that contain only DEA-controlled items have a banner in the header section that indicates ***DEA PICK TICKET***. The remainder of the pick ticket is the same as the standard pick ticket. The functionality also remains the same with the following exceptions: Packing basis: if the packing basis on the order is Order Complete, there is one complete pick ticket with all DEA-controlled items, and one complete pick ticket with non-dea-controlled items. Once all DEA-controlled items are allocated, a DEA pick ticket prints; once all non- DEA-controlled items are allocated, the non-dea pick ticket prints. If the packing basis is Partial Order, the Customer Maintenance Maximum Shipments for Order comes into play. The number of shipments specified applies individually to DEA pick tickets and non-dea pick tickets. For example, if the order's packing basis is Partial/Order and the maximum number of shipments is two, there will be up to two DEA pick tickets and two non-dea pick tickets. The final DEA pick ticket will print even if there are still items outstanding on the final non-dea pick ticket. Pick and Holds: these follow the same logic of the pick tickets in that DEA-controlled items print on separate pick and holds than non-dea-controlled items. Service Order and Production Order pick tickets are not affected by these changes. - 26 -
Pick Ticket Report Navigation Path: Orders > Order Processing > Reports > Pick Ticket A new field is available on the Pick Ticket Report when you enable the Separate DEA Items and Non-DEA Items on Shipments option in System Settings. - 27 -
Print DEA Pick Tickets Only available when the Separate DEA Items and Non-DEA Items on Shipments option in System Settings is enabled, this option determines whether or not pick tickets for DEA-controlled items print. The following exceptions apply: Note: This field can be protected on a by-user basis using the DynaChange Screen Designer. Yes - Pick tickets for both DEA-controlled items and non- DEA-controlled items print. No - Pick tickets for DEA-controlled items do not print; only pick tickets for non-dea-controlled items print. This is the default. Only - Only pick tickets for DEA-controlled items print. Pick tickets for assemblies and kits print based on the header item of the assembly. If the header item is a DEA-controlled item, the assembly or kit will print on a DEA pick ticket; if the head item is a non-dea-controlled item, the assembly or kit will print on a non-dea pick ticket. Pick tickets for production orders will be separated into DEA pick tickets and non-dea pick tickets. Pick tickets for service orders will not be separated; both DEA-controlled and non-dea-controlled items will print on one pick ticket. Individual items on Lot Bill control where the items print on a pick ticket: DEA-controlled items print on DEA pick tickets and non-dea-controlled items print on non-dea pick tickets. Both will reference the lot bill header item, but the DEA/non-DEA distinction of the header item has no bearing on how they print. Tag and hold order do not separate during the "hold" process. The pick ticket has the same permissions as a non-dea pick ticket. However, once released and printed on pick tickets, the items will print on separate DEA pick tickets and non-dea pick tickets. Reprinting Pick Tickets Navigation Path: Orders > Order Processing > Reports > Reprint Pick Ticket Similar to the Print DEA Pick ticket option described above, a Reprint DEA Pick Tickets field has been added to Reprint Pick Ticket Report. - 28 -
Reprint DEA Pick Tickets Only available when the Separate DEA Items and Non-DEA Items on Shipments option in System Settings is enabled, determines whether or not pick tickets for DEA-controlled items print. Note: This field can be protected on a by-user basis using the DynaChange Screen Designer. Yes - Pick tickets for both DEA-controlled items and non- DEA-controlled items print. No - Pick tickets for DEA-controlled items do not print; only pick tickets for non-dea-controlled items print. This is the default. Only - Only pick tickets for DEA-controlled items print. Changes to Front Counter tab in Order Entry/Front Counter Order Entry Navigation Path: Orders > Transaction > Orders and Front Counter Order Entry When you enable the Separate DEA Items and Non-DEA Items on Shipments option in System Settings, you can only print, fax and/or e-mail pick tickets or create invoices from the Front Counter tab if the order does not have DEA-controlled items on it. Material remains allocated to the order, and you can print the pick tickets through the Pick Ticket Report or invoice the order through Shipping. Note: The current functionality of the order acknowledgement and downpayment invoice options does not change. - 29 -
Assembly Maintenance Navigation Path: Orders > Production Orders > Maintenance > Assembly Maintenance When the Separate DEA items and non DEA items on pick tickets system setting is enabled (see Forms Printing Node in Order Processing on page 4), if a header assembly item is a DEA-controlled item, all components of the assembly must be DEA-controlled items for the purpose of printing pick tickets. When the header assembly item is a legend or standard item, all components on the assembly must be legend or standard items for the purpose of printing pick tickets. If you attempt to add a DEA-controlled item to an assembly with a header that is a legend or standard item, an error message will indicate that the item cannot be added because the Controlled Substance field of the item does not match and the component is not added. In addition, components added to an assembly must pass the same checks as non-component items added to an order. The checks for your valid ship-to locations occur on the ship location of the header item. The checks for valid supplier licenses occur against each component Assemblies on the Fly and On the Fly Components Since assembly header and components must have the same DEA status, an on the fly assembly/kit header is created as a standard item. It if is an assembly, the disposition is P; if it is a kit the disposition is blank. All components must be standard items or legend items (i.e., not DEA-controlled items) or they cannot be added. Changes to Shipping Confirmation Navigation Path: Orders > Transaction > Shipping When you enable the Separate DEA Items and Non-DEA Items on Shipments option in System Settings, the ability to retrieve pick tickets for shipping confirmation in Shipping depends on the system setting of Allow Confirmation of DEA pick tickets. Only users with this setting enabled can retrieve DEA pick tickets. All others receive a message that they are not authorized to retrieve this pick ticket. Regardless of the user's permissions, DEA-controlled items cannot be added to non-dea pick tickets. Production order picking also uses the Allow Confirmation of DEA Pick Tickets setting to control the access of production orders with DEA-controlled items on them. If the Automatically Confirm Production Order Pick Ticket option is enabled for a user, all pick tickets are confirmed regardless of the item type and production order processing will not be affected. These changes to the Shipping Confirmation Import or Automatic Shipping. - 30 -
DEA Number Prints on Invoices When an invoice is created, and you have items on it that are indicated as DEA on the Controlled Substance tab in Item Maintenance, the DEA number associated with the Ship To Address prints under the Ship To Address on the invoice. B2B Seller When a customer enters an item identified as a Legend item on an order using B2B Seller, the system checks the ship to associated with the order see if the Dr. License Number has been entered and has not expired and that the DEA Number has been entered and has not expired. Legend items are excluded from the order if this is not the case. When a customer enters an item identified as a DEA item on an order using B2B Seller, the system checks the ship to associated with the order to see if the DEA Number has been entered and has not expired and that the DEA Schedule for the item is valid for the ship to address. DEA items are excluded from the order if this is not the case. Additional Information on EDI Exports EDI 844 The following additional detail associated with the Ship To ID is included in the EDI 844 export: HIN Number DEA Number Doctor's License Number Contract Number (if specified on the Sales Pricing Page or Contract used to price the item) Ship To ID for invoice related to the invoice line Ship To Name for the invoice related to the invoice line Ship To Address1 for the invoice related to the invoice line Ship To Address 2 for the invoice related to the invoice line Ship To City for the invoice related to the invoice line Ship To State for the invoice related to the invoice line Ship To Zip Code for the invoice related to the invoice line Ship To Country for the invoice related to the invoice line NDC Number from Item Maintenance The EDI Maps and XML Schemas are also updated. - 31 -
EDI 867 The following additional detail associated with the Ship To ID is included in the EDI 867 Export: HIN Number DEA Number Doctor's License Number Ship To ID for the invoice related to the invoice line Ship To Address 2 for the invoice related to the invoice line The following item information will also be included NDC Number Contract Number (if specified on the Sales Pricing Page or Contract used to price the item) The EDI Maps and XML Schemas are also updated. EDI 850 The following fields associated with the Ship To ID have been added tot he 850 Export (Purchase Order - Send) if the PO line is linked to a specific order line: HIN Number DEA Number Doctor's License Number The following item field is also included: NDC Number The DEA Number of the Supplier is also included. Note: Any data specified to display that is obtained from the customer order only relates to those where a direct tie to the order can be established. The EDI Maps and XML Schemas are also updated. EDI 852 The NDC Number has also been added to the EDI 852 export. The EDI Maps and XML Schemas are also updated. DEA Sales Analysis Report Navigation Path: Orders > Order Processing > Reports > DEA Sales Analysis Report The DEA Sales Analysis report provides sales information on legend, DEA items, and/or items marked for the ARCOS report. - 32 -
Company ID Corporate ID Customer ID Supplier ID Limits the report to DEA (and optionally, legend) items on orders that relate to the company ID entered.the default is defined for each user in User Maintenance. Limits the report to DEA (and optionally, legend) items on orders that relate to the range of corporate IDs entered. The default is all corporate IDs. Limits the report to DEA (and optionally, legend) items on orders that relate to the range of customer IDs entered. The default is all customers. Limits the report to DEA (and optionally, legend) items on orders that relate to the range of supplier IDs entered. The default is all suppliers. - 33 -
Primary Salesman ID Taker ID Branch ID Location ID Ship To ID Product Group ID Item ID Invoice Date Range Customer Classes 1-5 Sort Level 1-5 Limits the report to DEA (and optionally, legend) items on orders that relate to the range of primary salesman IDs entered. The default is all primary salesman IDs. Limits the report to DEA (and optionally, legend) items on orders that relate to the range of taker IDs entered. The default is all order takers. Limits the report to DEA (and optionally, legend) items on orders that relate to the range of branch IDs entered. The default is all branches. Limits the report to DEA (and optionally, legend) items on orders that relate to the range of location IDs entered. The default is all locations. Limits the report to DEA (and optionally, legend) items on orders that relate to the range of ship to IDs entered. The default is all ship to addresses. Limits the report to DEA (and optionally, legend) items on orders that relate to the range of product group IDs entered. The default is all product groups. Limits the report to DEA (and optionally, legend) items within the range of item IDs entered. The default is all items. Limits the report to DEA (and optionally, legend) items on orders with an invoice date within the invoice date range entered. The default is all invoices. Limits the report to DEA (and optionally, legend) items on orders that relate to the range of customer class codes entered. The default is all class codes. Defines the sort hierarchy for the report. Options within each of the levels are: Order Number Customer ID (with a sub sort by Ship To ID) Taker Item ID Invoice Date - 34 -
Show ARCOS Items Show Legend Items Determines how items with the ARCOS Report checkbox enabled or disabled in Item Maintenance display on the report. (See ARCOS Report on page 20.) Yes - Items with the ARCOS Report checkbox enabled are included in the report. This is the default. No - Items with the ARCOS Report checkbox disabled are included on the report. Only - Only items with the ARCOS Report checkbox enabled are included on the report. Determines how items identified as legend items display on the report. (See Controlled Substance on page 19.) On - Legend items display on the report. Off - Items that are identified as DEA but not legend items display on the report. This is the default. The report is sorted according to the sort levels you entered. The following detail is included: Item ID Item Description Order Number Order Line Invoice Date Customer ID Customer Name Ship To ID Ship To Name NDC Number Dr. License Number DEA Number DEA Schedule of Item ID Quantity Invoiced Unit Price Extended Price Controlled Substance ( DEA or Legend, depending on the setting in Item Maintenance) ARCOS (Y or N, depending on the setting in Item Maintenance) - 35 -
DEA Number Expiration Report Navigation Path: Accounting > Accounts Receivable > Reports > DEA Number Expiration Report The DEA Number Expiration Report is a tool for determining which Ship To IDs have DEA Numbers set to expire within a given date range. Company ID Customer ID Ship To ID Salesrep ID Expiration Date Sort Order Limits the report to the company ID entered. The default is defined for each user in User Maintenance. Limits the report to the range of customers entered. The default is all customers. Limits the report to the range of Ship To IDs entered. The default is all ship to IDs. Limits the report to the range of Primary Salesrep IDs entered. The default is all salesreps. Limits the report to the possible DEA expiration dates within the range entered. Determines how the report is sorted: Customer ID - The report has a primary sort by customer ID, and a secondary sort by Ship To ID. Salesrep - The report has a primary sort by Salesrep ID, a secondary sort by Customer ID and a third sort by Ship to ID. Each returned Ship To Record will display the following information: Ship To ID Ship To Name - 36 -
Customer ID Customer Name Salesrep ID Salesrep Name DEA Number Expiration Date Rebate Report Modifications Navigation Path: Accounting > Accounts Payable > Reports > Rebate Report The HIN Number (Hospital Identification Number) for the Ship To record associated with a rebate displays on the Rebate Report in a column for each row. - 37 -