Using "Bill Only" Requisitions and Purchase Orders Version

Contents

Overview

Bill-only requisitions are used for items that are not procured through the usual process. For example, a device may be provided by a manufacturer whose representative brings the item to the hospital and works with the surgeons who implant it. The item is consumed, and must be paid for. "Bill-only" requisitions and POs are designed to accommodate this situation. Bill-only requisitions go through any normal approval processes set up for the hospital, then flow to bill-only POs, and to vendors. The vendors send invoices for payment.

Characteristics of Bill-Only Requisitions/POs

Security

HIPAA Requirements for ePHI

Features are built into the application to ensure the privacy of electronic protected health information (ePHI), in compliance with HIPAA requirements. One applicable area is processing purchase orders and requisitions: creating, editing viewing, and printing. For bill-only POs and requisitions, the Case Info panel contains patient information.

On a User Profile, the Hide ePHI Data field determines whether a user can access patient data. When Hide ePHI Data is checked, a detailed series of restrictions apply to the user's access to ePHI records. Patient information on purchase orders and requisitions is subject to restrictions governed by this User Profile field.

In sum, if Hide ePHI Data is checked, the user cannot access patient-identifying information.

- Users who do not have permission to work with patient information cannot create, edit, or display that information on POs or requisitions.
- Also, in printing or faxing of a PO or requisition that contains patient information, the patient data is hidden.

The list of restrictions and examples is outlined in the ePHI documentation.

Note: All patient identifier fields in this document's figures contain fictional values, and are not associated with any actual individual.

Documents Containing Electronic Protected Health Information (ePHI)
If you do not have ePHI access, and the "Contains ePHI Data" checkbox is selected, you cannot view a document. When you click the arrow to open the document, the Insufficient Authority message appears. For more information, see Securing Electronic Protected Health Information (ePHI).

User Authorities for Bill Only Requisitions and Purchase Orders

Security for bill-only requisitions and purchase orders is controlled by the following:

• The role objects "Purchasing" and "Requisitions" in the user's role. To create POs and requisitions, the minimal setting for each role object is Create.
• The organizations and departments whose data the user can access. Access is defined in the user's data profile.
• The Allow Add/Update of Bill Only Reqs and POs field on the user profile Authorities panel (Figure 1). This field must be selected.

Figure 1 - User Profile Authorization Field for Bill Only Requisitions and POs

Setting Up Bill-Only/Bill-and-Replace Requisitions

The first setup step involves enabling the User Profile flag "Allow Add/Update of Bill Only Reqs and POs," as described in the previous section.

Additional set up steps are outlined below.

Implant Tracking Mobile Requisitions Only: Setting the Bill-Only Flag on an Item Inventory Record

Note: this section covers a legacy feature -- Implant Tracking, aka "Pulse" that is no longer offered. The "Pulse" utility now refers to a different Premier gateway product.

Item inventory records contain a field that lets you specify whether requisition lines for the item should default to "bill-only" or "bill-and-replace." The field is Bill-Only. This field is located on the Item Inventory panel's Item Definition tab (Figure 2). This flag appears only when the Implant tracking application Requisitioning is enabled.

Figure 2 - The Item Inventory Edit Panel Bill Only Field

You can requisition an item as bill-only or bill-and-replace based on the setting of the item inventory Bill Only field. The field is unselected, by default.

• If Bill Only is selected by a user, the requisition line for the item is bill-only.
• If Bill Only is unselected (the default), the requisition line for the item is bill-and-replace. "

To access the Item Inventory panel,

1. From the Materials Management main Contents, select Item Catalog > Item Inventory or Item Catalog > Item Inventory -- All Locations.
2. Use the Search or the Quick Filters to find the item of interest.
3. Click Menu > Edit (or the edit icon ) to edit the item record, or inquire (i) to view it.

Auto-Receiving Bill-Only Purchase Orders

By default, bill-only requisition and PO lines are receiptless. For receiptless PO lines, the application normally creates a receipt during invoicing. The auto-receiving feature lets you automatically receive bill-only receiptless lines so that no receipt is created for the invoice, but is instead created when the PO is authorized.

A new field on the Organization record implements the auto-receive feature (Figure 3). The field is Auto Receive Receiptless Bill Only PO.

Figure 3 - Organization Edit Panel with Auto-Receive Being Enabled

When the auto-receive flag is selected, any bill-only PO line whose Receipts Required field is unchecked produces a receipt when the PO is authorized. Creating an invoice for the bill-only PO does not generate a receipt.

Bill-Only Requisition and Purchase Order Approvals

Requisitions

A costing buyer is identified for each user who creates requisitions. This buyer completes costing, manufacturer, vendor, and other information for non-file requisition lines. After the costing buyer completes non-file lines, dollar limit and/or item type approval may also be required. If so, the requisition is routed to either a direct approver (single person) or an approver group (a group of approvers with different dollar limits).

For bill-only requisitions, you can specify an approval profile (containing item and dollar limits), and a direct approver or approver group for any department. The application routes the bill-only requisition as specified in the department record.

You can set up and use approval reminders for bill-only requisitions. Details are in the topic Approval reminders and redirected approvals.

Inquiring on a Bill-Only Requisition

• Open the list of requisitions: Materials Management > Requisitioning > Requisitions - Current Dept or Requisitions - All Depts.
• Locate the bill-only requisition of interest.
• Click i to inquire on the requisition. Several panels appear.
• Click the Approval History tab.

The Approval History panel displays information about the approval routing and approval status for your requisition. You can identify approvers, and if several, note which approver currently has your requisition in his/her queue. You can also see the length of time that each approver has/had the requisition and other information.
The topic Approval Information on Inquiry Panels: Examples contains some sample Approval History panels.

Purchase Orders

For purchase orders, an authorizing buyer is designated for each organization. Purchase order authorizations are explained in Assigning Buyers to Organizational Units and Vendors.

To assign approval parameters to a department for bill-only requisitions:

1. From the Materials Management main Contents, click Requisitioning > Departments.
   The list of departments appears.
   Click the edit icon next to the department of interest. The Department edit panel appears.
2. Click the Approvals tab (Figure 4).

Figure 4 - The Department Approvals Tabbed Panel

3. Click the prompt to select values for fields on the Approvals tabbed panel. The fields are similar to the fields on the User Profile Requester Limits panel.
   • Select a Bill-Only Requisition Approval Profile. (See the discussion about Approval Profiles. Approval profiles must already be set up, or the select list will be empty.)
     
   • Select a Bill-Only Requisition Approver Group or a Bill-Only Requisition Direct Approver (but not both).
4. Click Submit.
   Bill-only approvals settings for the department are complete.

Creating a Bill-Only Requisition

Creating a bill only requisition follows the usual process. The differences are: you select the requisition Type: Bill Only. Also, you can enter a patient ID, case number, and physician ID for the requisition, and lot tracking data for each item.

Note: Supply Chain uses the department address as the Ship-To address on the PO associated with a bill-only requisition. When you submit a bill-only requisition, the system checks that the department address is complete. If, for some reason, the department record does not contain a complete ship-to address a warning message appears. The message is "The department for this bill-only request has incomplete address information. Address information must be complete before the associated purchase order can be authorized." In this case, you must either open the department record and complete the address or enter a ship-to address on the purchase order created for the requisition.

Create the requisition header

1. From the Materials Management main Contents, click Requisitioning > Requisitions - All Depts or Requisitions - Current Dept.
   The Quick Click panel appears.

2. Click New next to Create a New Entry. The Create New Requisition panel appears (Figure 5).
   You can get information about fields on the Requisition Header panel (or on any panel) by clicking Help.
3. Select the requisition Type: Bill Only.
4. Enter information on other fields of the panel. You must enter information in required fields (marked with *).
   You can enter invoice approvers in case the vendor returns an EDI 810 invoice for the resulting PO. The designated invoice approvers will propagate to the PO and the invoice.

Figure 5 - Bill-Only Requisition Header

5. Click Submit.
   The Requisition - Bill Only tabs appear (Figure 6).

Figure 6 - Requisition - Bill Only Panel with Case Info Tab Open

Note: All patient identifier fields in figures contain fictional values and are not associated with any actual individual(s).

The Case Info tabbed panel is displayed (Figure 6).
The Requisition Lines section contains "No Data." When you enter and save requisition lines, they are displayed at the bottom of the panel.

Note: The Case Info fields contain patient-identifying information. You must have permission set on your User Profile to work with this information. See HIPAA Requirements in the Security section.

6. Enter information for the patient, case, and physician as needed.
7. Click Save.

Enter Requisition Item Information

1. On the Requisition Lines part of the panel, click New. The requisition line tabbed panels appear (Figure 7).
   - For non-stock items, use the tabbed panel File Item Information. This panel appears by default (Figure 7).
   - For non-file items, click the tab Non File Information and use the Non File Information panel.

2. Enter information about the item in the panel's fields.

   • On the File Item Information panel, be sure to enter an Item Number, Order Quantity, and Order UOM for the bill-only item.
   • When you click the prompt (...) in the Item Number field, only non-stock items appear for selection.
   • On requisition lines after the first line, only items for the same vendor as in the first line are displayed.
   • Notice that the field Receipts Required is unselected, by default. When this field is unselected, the requisition line and its associated purchase order line are bill-only. If you wish to create a bill-and-replace requisition line, select Receipts Required.
   • When Receipts Required is unselected, and your organization record has the field Auto Receive Receiptless Bill Only PO selected, then a receipt is created when the PO is authorized (and not during the invoice matching process).

Figure 7 - Create a Requisition: Enter the Requested File Item

• To enter lot and serial information, click the tab Lot/Serial to access the Lot/Serial panel (Figure 8), and complete the necessary fields.

Figure 8 - The Lot/Serial Panel for a Bill Only Requisition

• The Non File Information panel is in Figure 9.

Figure 9 - Create a Requisition: Enter a Non-File Item

For non-file item requisition lines, see Tips on Completing the Non File Item Information Panel in the general online documentation for requisitions.

• The field Receipts Required is unselected, by default. When this field is unselected, the requisition line and its associated purchase order line are bill-only. If you wish to create a bill-and-replace requisition line, select Receipts Required.
• When Receipts Required is unselected, and your organization record has the field Auto Receive Receiptless Bill Only PO selected, then a receipt is created when the PO is authorized (and not during the invoice matching process).
  
  Note: A requisition can contain both bill-only and bill-and-replace lines. You can require receipts for some lines on a requisition -- those lines are "bill-and-replace" -- and not require receipts for other lines, which are "bill-only."
  
  
• Click the Lot/Serial tab to enter a lot number, serial number, or expiration date.

3. Click Submit when you are finished entering each requisition line.
   The Requisition panel appears (Figure 10).
4. Click Refresh to view the line at the bottom of the panel.
5. To enter more lines, click New (Figure 10, purple arrow, bottom right) and use the File Item Information or Non File Item Information panel, as appropriate.

Figure 10 - Bill-Only Requisition with Two Lines

Note: All patient identifier fields in figures contain fictional values and are not associated with any actual individual(s).

6. When you are finished entering lines, click Finish Now (Figure 10, red arrow, top right).
   If approvals are needed, the requisition routes for approval.

Viewing POs Created for Bill-Only/Bill-and-Replace Requisitions

Figure 11 is the Requisitions List with a bill-only requisition that has been entered and is awaiting approval. A bill-only purchase order is created for the requisition.

Figure 11 - Requisitions List Entry for a Bill-Only Requisition

Figure 12 is the purchase order list entry for the requisition in Figure 11.

Figure 12 - Purchase Orders List Entry for PO Generated from Requisition

Purchase orders created from bill-only requisitions have the Status: Unauthorized.

Note: If, for some reason, the department record does not contain a ship-to address, you will get an error message when you try to authorize the PO. In this case, you can manually enter a Ship-To address and authorize the PO, or you can complete the address on the department record and authorize the PO.

Once authorized, the Status of a bill-only purchase order (all lines are bill-only) is Fully Received. When a purchase order contains bill-only and bill-and-replace lines, the Status is Part Received until the bill-and-replace lines are received.

Manually Creating Bill-Only/Bill-and-Replace Purchase Orders

When you create and release a bill-only requisition, the system automatically generates the associated purchase order. The opposite is also true: you can manually create a bill-only purchase order, and the system generates the associated requisition.

When you create the first line on a bill-only PO, you are defining the Deliver To Org and Department for the associated bill-only requisition. Subsequent PO lines default to the same department as the first PO line, and the items in the subsequent lines must be for that department.

To create a bill-only/bill-and-replace purchase order:

1. From the Materials Management main Contents, select Purchasing > Purchase Orders (by PO) or Purchase Orders (by Create Date).
   The list of POs ordered by PO number or by create date (as you selected) appears.
2. Click New. The Create New PO panel appears (Figure 13).

Create the purchase order header

3. Select a Vendor.
4. You can enter a PO No (as in the figure) or let the system assign a number. (If you enter a PO number, it must begin with an alphabetic character A-Z.)
5. You can also enter invoice approvers in case the vendor returns an EDI 810 invoice for the resulting PO. The designated invoice approvers will propagate to the invoice.

Figure 13 - Creating a Bill-Only Purchase Order Header

6. Select Bill Only as the PO Type.
7. Enter information in other fields as needed.
8. Click Submit.
   The Bill Only Purchase Order panel appears for entering item lines and case information (Figure 14).
9. Click the Case Info tab to enter optional case information as needed. You can enter: Patient ID, Patient Account Number, Physician ID, Case Number, and Case Date.
   

Figure 14 - Bill-Only Purchase Order Panel

Enter PO Lines and Case Information

Note: The Case Info fields contain patient-identifying information. You must have permission set on your User Profile to work with this information. See HIPAA Requirements in the Security section.

To add lines to a purchase order, you have several options:

Enter Items and Qtys Tab*
For quick entry of file item lines, click the Enter Items and Qtys tab.
This tab is useful when you need to provide very little information about a file item.

Select Vendor Items*
To select file items from a list, click the Select Vendor Items tab.

Enter Non-File Items and Qtys*
For quick entry of non-file item lines, select Enter Non-File Items and Qtys.

"Traditional" PO Line panel
For either file or non-file lines that require some detailed information, click New (in the lower section of the Purchase Order panel)
The "traditional" PO line entry panel appears.

*You can only use this panel with a regular, blanket or standing PO.
Each method is outlined in the online documentation Entering Lines on a Purchase Order.

1. For this example, click New.
   The PO Line panel appears. Figure 15 is the part of the panel used for entering a line. The Item Information tab is open.
   
   An explanation of how to enter fields on the PO Line panel is in the topic Using the "traditional" PO Line Panel.
   

Figure 15 - Entering a Line on a Bill-Only Purchase Order

2. For a non-stock item on the PO, use the Item Information tabbed panel.
   For a non-file item, click the Non-File Item Information tab.

• Enter information for the item in the panel fields.
  
• The field Receipts Required is unselected, by default (Figure 15, purple arrow). When this field is unselected, the purchase order line is bill-only. If you wish to create a bill-and-replace PO line, select Receipts Required.

Note: A purchase order can contain both bill-only and bill-and-replace lines. You can require receipts for some lines -- those lines are "bill-and-replace" -- and not require receipts for other lines, which are "bill-only."

• Supply Chain uses the department address as the Ship-To address on the PO. If, for some reason, the department record does not contain a ship-to address, you will get an error message when you try to authorize the PO. In this case, you can manually enter a Ship-To address and authorize the PO, or you can complete the address on the department record and authorize the PO.
• For non-file lines, enter as much information as you have for each non-file item. The costing buyer can complete any necessary information that you do not know.
• To enter lot/serial number information, click the Lot/Serial tab.
• If you need help with any of the fields, click Help.

3. After you enter each line, click Submit. The PO Header and Purchase Order Lines panels reappear.
4. Click Refresh. All the PO lines appear at the bottom on the Purchase Order Lines panel. If you wish to change or delete lines, you can do so by clicking the Edit PO Lines tab.
5. Click New to enter more non-stock, or non-file item lines.
   - You can also use one of the tabs at the top of the panel to enter PO lines: Enter Items and Qtys Tab, Select Vendor Items, or Enter Non-File Items and Qtys.
6. When you finish entering lines, click Authorize Now to send the PO to the buyer who authorizes it.
   To authorize the PO later -- perhaps if you wish to add more lines at a later time -- click Authorize Later.

Viewing Requisitions Created for Bill-Only/Bill-and-Replace POs

Figure 16 is the requisitions list entry for the purchase order created in Figure 14.

Figure 16 - Requisition Created for Bill-Only Purchase Order

Requisitions created from purchase orders have the Status: Backordered. When you match an invoice for a receiptless line, the application makes a receipt available for matching. At that point, you can complete the requisition. See Notes on Receiptless PO Lines for more discussion.

Printing Bill-Only and Bill-and-Replace POs

You can print bill-only purchase orders from the Purchase Orders list.

When you print a purchase order, the way the PO lines are ordered depends on whether the PO is bill only, or non-bill-only, and whether any of the lines are receiptless. For bill-only purchase orders, with non-file and file lines, and both receipts required and receiptless: PO lines are grouped by receipt required and receiptless. Within each group, the lines are printed in line-number order.

Note: Unless your user profile has the field Hide ePHI Data unchecked, patient information on printed bill-only requisitions and purchase orders will not be visible.

To print a PO:

1. From the Materials Management main Contents, select Purchasing > Purchase Orders (by PO) or Purchase Orders (by Create Date).
   The list of POs ordered by PO number or by create date (as you selected) appears.
2. Locate the PO of interest on the list. (You can use the filters and the Search to find the purchase order.)
3. Next to the purchase order, click Print PO.
   An Adobe Acrobat .pdf image of the purchase order is displayed.
4. To print the report on your local printer, click the printer icon or select File > Print.
   Also, the .pdf version of the purchase order is written to Reports > My Archived Reports. Alternately, you can print it from there.

• Bill-only purchase orders, in which all lines are receiptless, print with the header Bill Only. Figure 17 is an example.
  

Figure 17 - Printed Bill-To Purchase Order - All Lines Receiptless

Note: All patient identifier fields in figures contain fictional values and are not associated with any actual individual(s).

• Bill-and-replace purchase orders, in which all lines have receipts, print with the header Bill and Replace (Figure 18).

Figure 18 - Printed Bill-To Purchase Order - All Lines with Receipts Required

Note: All patient identifier fields in figures contain fictional values and are not associated with any actual individual(s).

• Purchase orders with a mix of bill-only (receiptless) lines and bill-and-replace lines (with receipts) print each line with a label "bill-only" or "bill-and-replace," as appropriate. (Figure 19).

Figure 19 - Printed Bill-To Purchase Order with Both Line Types: Receiptless and With Receipts

Note: All patient identifier fields in figures contain fictional values and are not associated with any actual individual(s).

Importing Bill-Only Requisitions

Users need to import bill-only requisitions into ERP, in particular, because bill-only requisitions must often be passed between surgery management programs and ERP. A bill-only requisition import is available.
The bill-only requisition import uses a revision of the requisition import, with additional fields and the Type REQUISITIONBILL (Table 1). Protection rules for ePHI apply to bill-only and all requisition imports.

The bill-only requisition import contains these additional fields:

• Receipts Required YN
• Physician ID
• Patient ID
• Patient Account Number
• Case Number
• CaseType
• Case Date

Additionally, for bill-only requisitions, values are required in fields Vendor, Buy From Location, Manufacturer ID, Manufacturer Item Number, Vendor Item Number. Bill-only requisition lines created from imports default to receiptless unless the Receipts Required column is set to "yes.".

Bill-only requisitions can be imported as "mixed" with other non-bill-only requisitions. A new requisition is created when the department, case information, or Vendor/Buy From Location changes in the import batch.

Note: Stock items are not allowed in bill-only requisitions. If you enter stock items on the bill-only import template, upon upload, the line will fail to be imported, and an error message will result.

The bill-only requisition import uses the standard import from the menu location: Materials Management > Requisitioning > Requisition Imports. See the online documentation topic "Requisition Import and Replenishment of Supply-Dispensing Units" for details on the import process.

In the ERP application, the bill-only fields are visible on the Requisition Import Details list (Figure 20). If the user is not allowed to work with ePHI data, the case and physician columns do not appear (Figure 21).

Figure 20 - Requisition Import Details for a Bill-Only Requisition - ePHI Allowed

Figure 21 - Requisition Import Details for a Bill-Only Requisition - ePHI Not Allowed

A Bill Only tab is available on the requisition import lines edit detail (Figure 22). This tab displays values for the case and physician fields above. The values are protected by the ePHI rules and user settings.

Figure 22- Requisition Import Line Bill Only Tab: ePHI Data Allowed for User

The import file fields are described below in Table 1. The new columns AM to AS are for bill-only imports. The import must be in .csv format with the final line <EOF>

Contact the Help Desk for a copy of the template. It includes detailed instructions on the worksheet tabs.

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