Create an Order Guide Version

Contents

Overview

An order guide is a shopping list of items tailored for a department. Order guides not only make it easier to requisition items, but also provide a control on the items that can be requisitioned. Order Guides focus on items a department might occasionally need, as opposed to par level supplies, which are automatically replenished on a regular schedule. Order guides are also useful in cases where a department needs items from an asset location that it cannot normally access. A buyer who can access the location may set up an order guide for the item. The department then uses the order guide.

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.

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.

The "Ordering" role object controls access to order guides. To view the Order Guides list, the minimal setting is View. The Create setting is required to create or copy an order guide. Modify is required to edit an order guide.

See Work with user roles for details on roles and role objects.

To view order guides:

1. From the main Contents, select Requisitioning > Order Guides for Requisitioning or Order Guides for Requisitioning – My Departments. The Quick Click menu appears.
2. To view order guides, on the Quick Click menu, under I would like to..., check View the Order Guides List.
3. Click Show All. The Order Guides list appears.
4. Click i (inquiry) to see the contents of an order guide.
   Some item numbers may show a small arrow marker on the right side. The arrow marker links to more information about the item. The information may include an item picture, an MSDS, and/ or contract information for the item. Set your cursor over the arrow to see the type of information available.
   - Click the arrow to view the information.

To create an order guide:

1. From the main Contents, select Warehousing > Order Guides - All Locations. The Order Guides list appears.
2. Click New. The Order Guide edit panel appears (Figure 1).

Figure 1 - Order Guide Edit Panel with Header Information

3. Complete the required fields: Order Guide, Description, and Default Reason Code. Enter information in other fields as needed.
   Allow Backorder - This field -- whether checked or unchecked -- is ignored for lines that contain non-stock or direct delivery items.
   

For a stock item,
- If this box is not checked, and there is not enough on-hand quantity of the item to fill the order, the remainder (requested amount – available amount) is killed.
- If the box is checked, and there is not enough on-hand quantity to fill the order, the item goes into the normal SOL process, and gets filled when quantity is available.
- The exception is when the stock items is direct delivery. In this case, the application treats the stock item as a non-stock item, and ignores the Allow Backorder setting.

4. Click Submit. If there are no errors, the Order Guide edit panel is refreshed, and the Department Item Inventory list appears at the bottom (Figure 2). This list contains items that you can select. (Be sure to enter any other needed information in fields at the top of the panel.)

Figure 2 - Department Inventory List for Selecting Order Guide Items

5. On the Department Item Inventory list, check the box in the column Select Item to choose each item for the Order Guide.
6. When you are finished selecting items, click Submit. The panel refreshes, and order guide lines appear at the bottom with the items you selected (Figure 3).

Figure 3 - Order Guide Edit Panel

7. For each item, edit the fields Par Qty and UOM to specify the quantity of items and the unit of measure. Users can change the quantity that they wish to order when they create an order guide requisition.
   Note: If the item has mixed units of measure, you will get an error message unless you specify the lowest UOM on the order guide.)

8. If you wish to choose a different organization or asset location to supply an item, and you are set up for cross-organizational processing, select Menu > Edit (or click the edit icon) next to the item. Click the prompt to select a value for the fields Supply Organization and Supply Asset Location.

• Click Submit.
• The system returns you to the Order Guide edit panel.

9. Click Submit. The order guide is created. The system returns you to the Order Guide list.

From the Order Guide list, you can:
- Click Print Order Guide to print the order guide.
- Click Menu to print order guide labels, copy the order guide, edit the order guide, delete it, and perform other activities.

Copying an order guide and changing the relevant lines is a good way to generate multiple order guides for the same department.

To requisition items from an order guide, From the Materials Management main Contents, select Requisitioning > Order Guides for Requisitioning. Additionally, users working with the mobile ERP application on an iPad can call up order guides and order more items by scanning the item labels and entering quantities.

Note: If you also are responsible for creating new purchase orders, you can add an item to department Order Guides from the Purchase Order Non-File Item Entry panel. For details, see Create a PO Manually - Using the Enter Non-File Items Panel.

Import Order Guide Lines into ERP

You can import order guide data to ERP to create new order guide lines for subsidiary organizations and departments.

Administrators can control who has access to this feature with a security setting.

The first step is to export existing order guide lines to an Excel worksheet. A new panel is available for the export task. Then, using the worksheet as a template, make changes as needed to order guide lines or add new order guides. Save the worksheet as a .csv file, and finally upload it to the application.
The upload is the standard upload process. A panel lets you work with uploaded order guide line files.

The following steps upload lines from an order guide:

1. Export data from an existing order guide.

From the Materials Management main Contents, select Imports/Exports and Financials > Order Guide/Par Cart Lines.
The Order Guide and Par Cart Lines panel appears (Figure 4).

Figure 4 - The Order Guides and Par Carts Lines Panel for Exporting

This panel displays a consolidated list of all par cart and order guide lines filtered for the department in your Current Settings.

• Use the Quick Filters—the white boxes at the top of each column—to set the list to order guides for the organization/department of interest.
• Click the Spreadsheet link (Figure 4, red arrow, upper right).
  Windows displays download and security information. The export file opens in Excel.
  Note: You will need to save the file as a .csv file for the export.

Figure 5 is an example of the worksheet filtered for order guide IVS.

Figure 5 - Sample Order Guide/Par Cart Downloaded Worksheet

2. Using the exported file as a template, edit worksheet column values to change or delete existing lines, to add new lines, or to add a new order guide with new lines.

The first column -- Action -- contains the action that the application should perform. Enter an action:

A - New line. Add a line to the order guide identified in Columns E and F .  
D - Current line: delete the line from the order guide.
C - Current line: update the line.
Leaving the Action column blank (no code entered) causes an error.

- In Column B, be sure that the Type is Guide for an order guide.

- You can enter a new department and organization for a new order guide in columns C and D.
To create a new line or an entire new order guide: On the worksheet, insert rows ahead of the EOF marker, or blank out existing columns and enter new values.

Columns E and F are the order guide code and description. If you are uploading lines for a new order guide, enter the new code and description here.

The remaining columns G through N are for order guide line data. You can edit these columns to change existing lines or add new lines.

- In column G enter the line number if known, enter 0 if you want the system to assign the line number.
- EOF must be the last data element in the worksheet.

3. Save the worksheet as a .csv file to a local network location.
4. Import the .csv file that you saved on your network to the application.

• From the Materials Management main Contents, select Imports/Exports and Financials > Order Guide/Par Cart Imports.
  The Order Guide/Par Cart Imports panel appears (Figure 6). This panel lists uploaded files and helps identify errors. See the panel Help for details.

Figure 6 - The List of Order Guide/Par Cart Imports

Duplicate Items on Imported Order Guides

Hospitals sometimes need duplicate items on order guide/par cart imports when, for example, supplies for the same item are located in different storage areas in a department. Duplicate items are allowed on par cart/order guide imports. The application issues an information message when a duplicate item is processed on import.

Important: On the import, set the Line Number of the duplicate item to zero or to another number value that does not exist in the set of lines; in other words, the duplicate item must have a unique Line Number.

To view the message,

1. Next to the import on the Imports List, select Menu > View Import Details. The lines appear.
   The duplicated item will have Yes in the Message column.
2. Click Menu > View Messages.

Security

This feature is controlled by the role object "CartGuideLinesAdmin."  The initial security setting for this role object defaults to None. Displaying the Order Guide/Par Cart Imports and Order Guide/Par Cart Lines list requires a minimum security level of View.

Overriding Department Charges

A requisition created from a par cart/order guide will use the Override Charge Department field for an item specified by the order guide/par cart line.

• When an item is added to an order guide or par cart, the Override Charge Department field will be populated according to the information in the header. However, this information can be deleted or changed. (See Figure 7 and Figure 8.)
• If the order guide or par cart line contains no Override Charge Department value for the item, a requisition created from the order guide or par cart will utilize the Override Charge Department from the item inventory.

Figure 7 - Editing an Order Guide

Figure 8 - Editing an Order Guide Line

To edit an existing order guide:

1. From the main Contents, select Warehousing > Order Guides - All Locations. The Order Guides list appears.
2. Locate the order guide that you wish to edit.
3. Click the pencil icon next to the order guide, or select Menu > Edit. The Order Guide edit panels appear.
4. Edit the order guide as needed. When you are finished, click Submit. The system returns you to the Order Guides list.

To print an order guide:

This report prints the contents of an order guide.

Note: If you would like to print the aisle/bin number on the report, then select the Print Aisle/Bin On Report checkbox located on the General tab of the order guide record.

1. From the main Contents, click Requisitioning > Order Guides for Requisitioning, or Order Guides for Requisitioning - My Departments. The Quick Click menu appears.
2. Under I would like to..., select Print Order Guide.
3. Enter the order guide identifier in the field.
4. Click Go.

A formatted version of the order guide appears. Click File > Print (or select the printer icon) to print the order guide on your local printer.

• To print an order guide, from the Order Guides list, select Warehousing > Order Guides - All Locations. Click Print Order Guide next to the order guide that you need.
• To print Order Guide barcode labels, select Warehousing > Order Guides - All Locations. Next to the order guide of interest, select Menu > Print Order Guide Labels.

Tips on creating order guides

Order guides should simplify the requestor's task. Users of an order guide also want to find the items they need easily. A few tips may help you achieve these goals when you set up order guides:

• Do your homework first. Talk to the intended users of the order guide to identify potential items; to determine how often the users requisition the items currently; and to learn how many of each item they usually ask for.
• Target your order guides toward particular user communities. A department may have several entirely different user groups with different needs; for example, an administrative group and a lab group. In this case, an "office supplies" order guide and a "lab supplies" order guide might make sense.
• Keep your order guides short. Long lists of items are much less convenient to work with than short lists. Especially in a department with different groups of users, several small order guides that address each different group may be better than one long order guide.
• Check Allow Backorder for order guides containing non-stock lines.

Copyright © 2023 by Premier Inc. All rights reserved.