Using Order Guide Quick Issue

Using Order Guide Quick Issue Version

This topic discusses:	Links to related topics:
Overview - Security Using Order Guide Quick Issue	For requesters: Opening Order Guide requisitions Releasing a requisition for picking Viewing department requisitions Viewing requisition details Opening direct requisitions for file items Opening direct requisitions for non-file items Opening a par cart requisition Releasing a requisition for picking Copying a requisition Adding items to a requisition Editing a requisition Using department expense code allowances For approvers: Requisition approval processing by cost, commodity code, or item type For distributors / warehouse staff: Creating an order guide Editing an existing order guide Picking a requisition Releasing backorders For administrators: Setting up an approval group Importing requisition information
Search Online Doc
Current Release Notes

Overview

Department personnel may be faced with the need for a few items from order guides that contain long lists of items. Order Guide Quick Issue was designed to meet this need by building order guide requisitions quickly and efficiently. This section describes how to use Order Guide Quick Issue.

If you are new to the requisitioning process, or have never used an order guide before, you may wish to review Working With Requisitions and Using an Order Guide to Requisition Items before you proceed further with Order Guide Quick Issue.

Note: On an Inventory Quick Issue or Order Guide Quick Issue, you can designate non-file, non-stock, or direct delivery lines as Separate PO by Requisition. (This designation is useful when requesting capital project items, for example.) Requisition lines specified as Separate PO by Requisition are entered on one or more separate POs by vendor. See Separate POs by Requisition.

Distribution and warehouse staff have two other tools available for quick issues of supplies: Inventory Quick Issue, Charge Only and Inventory Quick Issue. Order Guide Quick Issue is intended for hospital staff in departments who make requisitions.

Note for administrators: Order Guide Quick Issue uses batch processing. With batch processing, the system bundles data from files together and processes several bundles. Batch jobs run in asynchronous mode: the system does the processing without user intervention.

Mobile Applications on the iPad

If you are an iPad user, documentation for quick issues is available from the Quick Start Guide on the iPad.

Financial Reporting Fields

Your site may be set up to use Financial Reporting Fields in various parts of the application. Similarly, you may also be using Project Codes and Fund Codes.

Financial Reporting Fields, along with Project Code and Fund Code let you generate reports on non-account code fields. For example, your site might define Physician as a financial reporting field. Users could then select the physician associated with an order guide, for example.

If financial reporting fields are used by your site, the tab Fin Reporting appears on the panels. (Otherwise, this tab does not appear.) You can enter field values on the tabbed panel.

Details are in Using Financial Reporting Fields in ERP.

Security

The user's data profile controls the organizations, asset locations, and departments whose data the user can work with.

Permission to use Quick Issue must be set in your user profile. The field Allow Order Guide Quick Issue is on the Authorities tab. Your system administrator can set the field.

The "Distribution" role object controls access to the Order Guide Quick Issue feature. The minimal setting to display the list of quick issues is Modify. To create an order guide quick issue, the setting must be Create. See Work with user roles for details on roles and role objects.

To use Order Guide Quick Issue

From the main Contents, select Requisitioning > My Quick Issues. The My Inventory Quick Issues list appears.
Click New. The Inventory Quick Issue header panel appears for editing (Figure 1).

Figure 1 - Quick Issue Header

In the Quick Issue Type field, select Order Guide Quick Issue from the prompt (...).
Click Submit.
The General tab appears (Figure 2). At the bottom is the Order Guide Issue Lines panel with No Data.

Figure 2 - Order Guide Quick Issue General Panel: Select the Order Guide

On the General tab, review the Issue To Organization and Issue To Department fields to make sure that the organization and department fields are correct. (If not, enter or select the correct organization / department.)
In the Order Guide field, enter the order guide code or click the prompt to select the order guide.
If you know the order guide line number of an item that you need, enter it in the Line Number field.

Otherwise, you can find an item by clicking the prompt (...) next to Line Number.
The Find in panel appears (Figure 3).

Figure 3 - Order Guide Quick Issue: Find the Order Guide Item Line

To find an item, click Use Full Prompt to see a list of selectable items in the order guide. Or, you can enter any information that you know about the item (such as the order guide line number, the item number, a description of the item, or the department's deliver-to location) and the system will find the item and line number.

Enter the quantity next to Ordered Qty.
Enter information in other fields as needed, then click Save. The items appear at the bottom in the Order Guide Issue Lines panel.

You can continue to enter items from the order guide. Also, you can specify different departments and organizations (if your user permissions allow you to order for multiple departments) and you can change to a different order guide. However, you must click Save after each addition.

Select Finish Now or Finish Later.

If you select Finish Now, the system asks you to confirm that you wish to submit the Order Guide Quick Issue, and build/print a pick list.

- If you wish to build a pick list right away, select Create Pick List.
- If you also wish to print the pick list, select Print Pick List as well. Uncheck the build and print boxes if you do not want to create or build the pick list.
- Click Submit. The system creates a Quick Issue batch job that contains a requisition for each order guide. If you have checked the boxes for creating and/or printing a pick list, the system also creates and prints the pick list(s).

Note: If the items in the Order Quick Quick Issue belong to asset locations other than the Asset Location specified in Current Settings, those items are not placed on a pick list.

Finish Later saves the Order Guide Quick Issue and makes it available for you to submit at another time. You may wish to make a note of the Batch ID for your Order Guide Quick Issue.
When you click Finish Later, the system displays the list: My Inventory Quick Issues. Use the Batch ID to locate your Order Guide Quick Issue on the list.

- Select Menu > Edit next to your Order Guide Quick Issue.

- Select Finish Now. Your Quick Issue batch job is submitted.