Requisition Import and Replenishment of Supply-Dispensing Units Version

Contents

Overview

Materials Management provides a requisition import process to generate requisitions from external systems (such as Strata) and to handle replenishment of items in supply-dispensing units (such as Pyxis or Omnicell).

For supply-dispensing units, item quantity data is uploaded from departments' local units. Materials Management generates requisitions from the data and processes the requisitions to replenish the dispensing units. The application then exports information about the replenished item quantities back to the supply dispensers' data files.

General Requisition Import Steps

Creating and processing requisitions from external applications -- or, to replenish a supply-dispensing unit -- has the steps below.

1. Generate an import file for items and quantities

   Some external applications and supply-dispensing systems produce .csv item information files automatically. Depending on your site's network structure, you may need to relocate the files to a network folder where Materials Management can find them, if they are not easily accessible.

   Materials Management accepts .csv files that contain item data. The files can come from supply-dispensing units, or elsewhere. The .csv files must be formatted according to the Requisition Import Template. You will need to edit the files produced by the supply units or by an external application so that they match the Requisition Import Template. The import process generates requisitions from the .csv file data. See To get data for items to be replenished.



2. Upload item information to Materials Management

   This step uploads the .csv file to Materials Management. If you have the  Pulse appliance configured to upload files, the upload occurs automatically. (Call the Help Desk for assistance with obtaining and configuring Pulse.) Otherwise, you can upload files manually, as described in To manually upload item data.

3. Validate the uploaded file.

   Validation checks the file for viruses and determines if the .csv file is formatted as the system expects.

4. Transform the file to import its data into the system

   Materials Management transforms the file into its own data records.

5. Process the file records to create the requisition(s)

   Materials Management processes uploaded .csv files to create requisition lines. A requisition line is created for each valid item record in the file. When either the organization or department code changes from one record to the next, a new requisition is created, so that one requisition exists for each department/organization combination.

• You can view the newly-created requisitions on the Requisitions list. (Requisitioning > Requisitions - Current Dept or Requisitions - All Depts.)
• If the system cannot complete any step because of errors, it logs the errors. You can view the errors and correct them.



6. Obtain approval for the requisition(s)

   The system determines if each newly-created requisition needs approval, based on the approval rules defined for users at your site. If a requisition needs approval, its status is Pending Approval, and the requisition is sent to the appropriate approver. Otherwise, the requisition status is Approved. (See Set Up and Maintain Users for details on user authorities.) If you are setting up auto-approval for imported requisitions, be sure to schedule the job so that its timing meshes correctly with the timing of the requisition import.

7. Release the requisition(s)

   Each approved requisition is released for picking. If the items need to be ordered, the system either creates purchase orders or adds the items to existing, unauthorized POs.
   
   - You can generate separate purchase orders by requisition: on the import template, set the field Separate PO by Requisition.
   
   If new purchase orders are created as EDI POs, the system can automatically authorize and send the purchase orders. Using EDI with automatic authorization eliminates paperwork and requires little human intervention (except for approval of the requisitions). For details on setting up EDI transaction processing, see Setting Up EDI Vendors.

8. Display messages

   For items that can be issued, Materials Management displays a message that the pick list has been created, along with the pick list number. If items cannot be allocated, the system also displays a message, and no pick list is created.

9. Export a replenishment notice for supply dispensers

   Materials Management creates a replenishment notice for supply-dispensing units' item files. The notice contains the items and quantities to be restocked in the supply units. Materials Management can export the notice automatically if you have the  Pulse appliance set up for that purpose. Otherwise, you can export the replenishment notice manually.

   If you need assistance obtaining or configuring Pulse, contact the Help Desk. Use the file type Advance Replenishment Notice when you set up Pulse for the supply unit.

Note for users of blanket and standing requisition types: Requisition imports do not create blanket or standing requisitions.

Security

The "Requisitions" role object must be set to Modify in order to perform the the functions required for the process of replenishing supply-dispensing units and importing requisitions.

Importing Data for Requisitions into Materials Management

Below are the procedures for importing data from a supply dispenser (such as Pyxis SupplyStation®) or from an external system (such as Strata). The import data is then used to generate requisitions.

To get data for the items to be requisitioned:

1. Generate a .csv file using your supply-dispensing unit's tools, or using a utility in your external application (e.g., Strata). You can also create the file manually. The file name must be unique. You have two options:

• Starting with a filed downloaded from the supply dispenser/external system:
  Your supply dispenser or external system may have a utility that can save records as .csv files. If so, create a .csv file containing the items and quantity information for requisitions. Save the file to a folder that you can access for editing. You will need to copy data from the file into the Requisition Import Template -- or edit the file to match the Template fields and formats -- so that Materials Management recognizes it as a requisition import, and processes it correctly.
• Starting with the Requisition Import Template:
  Download and open the Requisition Import Template (illustrated in the the Example File and the field descriptions) and populate it with the item data and quantities that you will import into Materials Management.

An Example File is available. Also, study the field descriptions, and structure your data accordingly.

Note: In editing the .csv file, be careful using spreadsheet tools. Spreadsheet tools (e.g., Excel) add commas for blank columns. Materials Management will not process trailing commas. Also, the spreadsheet column formats must match the formats expected by the import process. Simply saving your file from the spreadsheet does not guarantee that the column formats will be correct. For this reason, you may wish to do any final editing of the .csv file as text.

2. Add the following end-of-file marker after the last line of comma-separated data, on a line by itself:
   <EOF>

Important: Your file must contain <EOF>, by itself, on the last line.

3. Save the file and close the text editor. Make sure that you save the file in .csv format.

Requisition Import Template Example

• If you have access to Microsoft Excel, click here to see the template columns. (Again, do consider editing in text format. This example is just to let you view the data fields conveniently.)

Summary of .CSV Fields for Imported Requisition Files

In the table below, column names in red are for non-file items. You can include both file and non-file items in the same import batch. The column name in bold following each column letter must be entered exactly as it appears in the list. The column letter is for reference only - do not enter it on the spreadsheet.

Non-File Item Lines Requirements

Fields in the table below with red text are used for non-file lines and bill-only lines.

• Non-file lines must use the Item Description column, instead of the ItemNo. If both an item description and item number are present on the import line, the system returns an error.
• Non-file lines are valid for regular requisition imports only. They cannot be used with credit or charge-only requisitions.
• When GL validation is enabled for your site, if an Expense Code is present, the GL account associated with the expense code is validated.
• When Vendor, Buy From Loc, MfrID, MfrItemNo, VendorItemNo, Unit Cost, or Expense Code is missing, the requisition is routed to a costing buyer for approval and completion.
• If the MfrID is missing and the MfrName is provided, the system does a search in the relevant system tables to identify the MfrID.
• Non-file information is available to edit in the Materials Management application under the Non-File Specific tab. (Requisitioning > Requisition Imports > menu > View Import Details > menu > Edit). Prompts are available for table data fields.

Note on the field BypassQtyAdjustYN: Imported requisitions from external systems (such as surgery systems) that come into Materials Management may need this field set. If the imported requisitions have the same item (for the same department) on them and the field is not set, when the first item is written to a pick ticket, the next item is rejected with messages such as:
"Order Quantity of 1 EA was recently issued, or already exists on a RELEASED or BACKORDERED Requisition. Quantity is ignored to prevent over-issuing to the department."
To handle this situation, set the BypassQtyAdjustYN field to 1 (yes) to bypass the logic that adjusts ordered quantity based on previous activity.

Note on the field Separate PO by Requisition: Select this field to generate separate purchase orders for requisitions imported into Materials Management. For example, for sites that import requisitions from applications such as Strata, when the Separate PO by Requisition field is set, ERP does not combine like items across multiple requisitions, but instead generates separate POs for each requisition number.

To manually upload requisition imports

The steps below import item data from supply dispensing units or other external locations.

1. From the Materials Management main Table of Contents, select Requisitioning > Requisition Imports.
   The Requisition Imports list appears (Figure 1). The list contains files that have been uploaded.

Figure 1 - Requisitions Imports List

2. Click New. The Requisition Import panel appears (Figure 2).

Figure 2 - Requisition Import Panel

3. Enter the file that you wish to import in the File to Upload field.

• Click Browse to locate the file.
• Click the file to select it.

4. At this step, you have a choice. You can work through the import process in two stages or in one stage. For new users of this feature, we recommend the two-stage approach.

• The two-stage approach first loads the .csv file and validates it. Once the file has successfully loaded, you can import the information into the system.

- Select the box labeled Load and Verify, No Import.

- Click Submit. The system attempts to upload your file and validate it. If successful, you will receive a message. If your file cannot be uploaded and validated, error messages appear. Read and close the error messages. Make changes as needed in your .csv file and try the upload again. Click here to read debugging information.

- The Import List for Type Requisition appears.

- Click Refresh to see your file listed.

• The one-stage approach loads and immediately imports the system's data using the file records. This method is efficient if you are confident that your .csv file will not contain many errors.
  - Click Submit. The system attempts to upload your file and validate it. The Requisition Imports list appears.
  - Click Refresh to see your file listed.

5. Review the Requisitions Import list entry for your file.
   - The first column in the table lists any errors or warnings associated with the file. Click on the message to view its contents
   
   - The Import Status field tells you the successful or unsuccessful status of the upload. Values are:
   Incomplete - An unknown error or problem exists with the import file.
   Errors - Import failed. The input file could not be read or validated. Column 1 should contain a message with more information on the error.
   Ready for Processing - Some records may have been processed.
   (It is also possible that no records were processed. The associated Message is "Incomplete.")
   Complete - Processing of data from the import file is complete and successful.
   Ready for Transforming - The file has been uploaded and validated, but not loaded into the database yet. If you have used a two-stage upload, the file is ready for the second (update) step.

- The Processed field displays the number of data records processed out of the total uploaded. This number shows how many of the import file records successfully created requisition lines.

n of X: X is the number of data records uploaded and n is the number of records processed.

For a one-stage upload, this field indicates whether the system was able to create requisition lines using the imported file's records, and, if so, how many were successfully created. 0 of X means that the system was not able to create requisition lines using the imported file's records. For a two-stage upload, 0 of X is normal.

Click Menu > View Import Details. The Requisition Import Details list appears, and you can review your data, and look for errors, if you have any. Figure 3 shows the Requisition Import Details list with the Messages panel for the table row that is highlighted in blue.

Figure 3 - Details Panel for Imported Requisition Lines

To complete processing of your uploaded file:

If you are using the one-stage approach, the system has run the import step for you. You can review any errors, and begin fixing any problems. If no errors exist, you can view requisitions created from the import process. (From the Materials Management main Contents, click Requisitioning > Requisitions - Current Dept.)

If you are using the two-stage approach, you need to process the file that you uploaded so that the requisition lines can be created. Do the following:

1. From the main Contents, select Requisitioning > Requisition Imports. The Import Type Requisitions table appears.
2. Locate the file that you wish to process.
3. Click Menu > Reprocess. You will be asked to verify that you wish to reprocess the file.
4. Click Submit.
   • The system tells you how many records were successfully processed, and how many contained errors.
   • If you have no processing errors, then you are finished, and the Import Status Desc is Complete.
   • If you have errors, see To debug your import file to correct the errors and click Menu > Reprocess again. You may need to make changes in your .csv file and upload the .csv file again.
5. You can view requisitions created by the import process on the Requisitions list.
   • Select Requisitioning > Requisitions - Current Dept (or Requisitioning > Requisitions - All Depts).
6. You can also view the requisitions included on pick lists.
   • From the Materials Management main Contents, select Warehousing > Pick List.
   • Locate the pick number and select Menu > View Reqs in Pick.

Reviewing Imported Requisition Errors

You can encounter errors at any or all of the stages of file upload and import. Error messages provide information about problems with the .csv file. In most cases, you will wish to alter your .csv file.

When an error occurs during the processing of an imported requisition, error messages are available.

• The Requisition Imports list has a column on the far right side that displays the number of open requisitions out of the total requisitions in the import file (Figure 4).

Figure 4 - The Requisition Imports List with the New Open Reqs Column and Requisitions Menu Option

• The Requisition Imports list has a menu option Requisitions (Figure 4) that lists the requisitions created by the import (Figure 5).
• You can filter the Requisitions list, inquire on requisitions, view split requisitions, and display user notes and system notes for requisitions from this list. A column on this list -- System Notes -- links to system notes when the column value is Yes (Figure 5).

Figure 5 - The List of Requisitions in a Requisition Import File

• Error messages for imported requisitions are written as system notes for the requisition. When an error occurs while completing a requisition, the error message includes the requisition number, line number and item number where the error occurred (Figure 6).

Figure 6 - Errors for an Imported Requisition

To review and edit requisition imports:

1. From the ERP Materials Management main Contents, select Requisitioning > Requisition Imports.
   The list of batch requisition imports appears (Figure 4).
2. Next to the batch import of interest, select Menu > View Import Details.
   Item lines appear.
   Note: If the requisition import has not been processed, you can edit the lines. You cannot edit lines in requisition imports that are Complete.
3. Click Menu > Edit, or the edit icon . The Requisition Import Line panel appears (Figure 7).
4. Click the Non-File Specific tab to display non-file information.

Figure 7 - The Requisition Import Line Panel for a Non-File Item

To debug your uploaded file:

At the validation and transformation stages:

1. Check that the file name and path are correct.
2. Make sure that the import file is a .csv file or a .txt file in csv format.
3. Verify that your file has the header line.
4. Check that you have included the correct column names in the second row, in the correct order, and that none are missing.
5. Check that the correct number of fields are in the import file for each record.
6. Check that the file contains <EOF> on the last line.

At the processing stage:

When you select Menu > Reprocess, the system attempts to create requisition lines using the imported records. The number of records successfully processed appears on the Import list, and problems with each record are logged as errors. To see the errors:

1. On the Requisition Imports list (from the main Contents, select Requisitioning > Requisition Imports), click any message or warning in the first column next to your uploaded file. The system displays the related problem with the file (Figure 1).
   - Close the message by clicking Mark as Read or Cancel.
2. Click Menu > View Import Details. The imported records appear (Figure 3).
3. Review the Processed and Messages fields for each record. Yes in the Processed field indicates that the record was successfully processed. If the Message field contains Yes, the record may have a problem, and could not be processed; or, the system may have logged other critical information about the record that you need to view.
4. Click View Messages to see any messages for the record. To resolve problems, in most cases, you will want to go back to the .csv file, correct the data, and re-import the file.

Exporting Advance Replenishment Notices (ARNs) Back to Supply Units

The system fills requisitions created from item data that is imported from external supply unit systems (Omnicell, Pyxis, HealthLine, Percon, ParEx, etc.) and Surgery Case Cart Systems (SurgiServer, Orsos, etc.). When items are issued, the system exports an advance replenishment notice. An advance replenishment notice (aka advance shipment notice) contains information for the supply units and systems that summarizes what has been issued to them from the Materials Management system. This feature is designed specifically for external requisitioning systems.

Note: Fill / kill procedures apply to stock items on the generated requisitions, but do not apply to non-stock items. For any given supply unit, non-stock items will be placed on separate generated requisitions, so that the fill rules can be applied to stock items.

Once exported, an advance replenishment notice automatically updates the item information in the supply unit system. From the supply-unit side, you can accept the exported data, or edit it using your supply unit system's tools. When stock is released from the inventory, or a receipt is created for a non-stock or non-file item, the system sends the ASN automatically.

Important: There is no way to track that the ASN was sent to an external system, except for asking the Premier Pulse Team to look for it. This activity must be done within the three day purge limit.

Setup activities for downloading advance replenishment notices

1. Define the supply unit as a Department.
   • From the Materials Management main Contents, select Requisitioning > Departments.
   • Click New to create a new department. The Department edit panel appears (Figure 8).
   • Select the checkbox Advance Replenishment Notice.

Important: When this box is checked, you can only issue to the selected department using the requisition import. The department must be a "ship to" not a "charge to" department. No audit exists for this field, so there is no way to check when it was turned on, or off. The number of users able to work with this function must be limited, and careful when making updates. Also, no report object contains this field, so you cannot build a report to check the status of this flag at this time. If this field is unselected, even after a requisition is created, it does not. The system follows the current setting on the department

• See Identify a new department for instructions on creating a new department.
• Verify that the Organization is correct. Enter / verify information in other required fields. (Click Help for field information.)

Figure 8 - Department Edit Panel

2. Set the security level for the appropriate users. Unless you give the appropriate users (including yourself) access to the department in the user records, the department will not appear on the requisitions list, departments list, or other lists.
3. Automatic download of advance replenishment notices is enabled by  Pulse (the client "gateway"). To download advance replenishment notices automatically, have the HelpDesk set up Pulse for sending files to the supply unit. Enable the file type Advance Replenishment Notice.

When stock is released from the inventory, or a receipt is created for a non-stock or non-file item, the system sends the ASN automatically.
The system follows the "current" setting on the department. If the flag has been unselected, the ASN is not sent.

To manually download advance replenishment notices to supply units:

1. From the Materials Management main Table of Contents, select Requisitioning > Advance Replenishment Notice Export.
   A list of Advance Replenishment Notices ready for download appears (Figure 9). (No Data appears if there are no advance replenishment notices.)

Figure 9 - Advance Replenishment Notice Export List

2. Select Menu > Download File next to the notice that you wish to download.
   The Windows File Download panel appears, asking you if you wish to open or save the file.
3. Click Save.
   The Windows Save As panel appears.
4. Use the Browse button to select the supply unit file location where you wish to put the advance replenishment notice, or enter the path and filename in the File Name field.
5. Click Save. Your Advance Replenishment Notice is downloaded to the location you specified.

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