Using Intelligent Inventory with Infinity (v5.x)

Transcription

Using Intelligent Inventory with
Infinity (v5.x)
Revised: September 25, 2013
© 2013 ImproMed®, LLC. All rights reserved. No part of this publication may be reproduced, transmitted, transcribed,
stored in a retrieval system, or translated into any language or computer language, in any form or by any means
without the prior written permission of ImproMed®, LLC.
2
Contents
Intelligent Inventory Overview��3
Setting Up Intelligent Inventory��4
Configure Inventory Options��4
Configuring Vendors for Use with Intelligent Inventory��5
Installing the Intelligent Inventory Gateway Service Manager��9
Using Intelligent Inventory��11
Purchase Orders��11
Receipt of Items��13
Contact ImproMed®, LLC. with any questions. www.impromed.com E-mail: [email protected] Phone: (800) 925-7171
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Intelligent Inventory Overview
Intelligent Inventory, LLC is designed to eliminate virtually all of the manual data entry
common in inventory management and replace it with a simple, intuitive solution.
Intelligent Inventory, through a partnership with your inventory distributors, transfers
your data into your software in the form of a purchase order. When the order arrives, a
few clicks of the mouse receipts the order, updates your quantities, updates your cost
and pricing, and you are on your way to your next task. Here is how it works:
1. Place the order for your items as you normally do.
2. The Distributor fills the order and sends the data to you via Intelligent Inventory.
You can review the order from your software, check on backorders, and monitor the
status of the order.
3. Receipt the order when it arrives, verify the packing slip is correct, and with a few
clicks of your mouse the order is processed.
4. Once the receipt is complete, your Cost/Pricing is displayed for review.
4
Setting Up Intelligent Inventory
For Intelligent Inventory to work with Infinity, you will have to create an account with
the Intelligent Inventory Gateway, create/modify the necessary distributors in Infinity,
as well as maintain catalog links between the Intelligent Inventory Gateway and Infinity.
This section will describe the steps necessary to configure all of this information.
Register with Intelligent Inventory
In order for Infinity to work with Intelligent Inventory, each practice must be registered.
1. Go to www.intelligentinventory.com.
2. Click Register.
3. Fill in any required information.
Configure Inventory Options
To configure your Inventory Options, you must already have an Intelligent Inventory
Gateway account created.
From the Infinity desktop:
1. Click
| Setup | Inventory | Inventory Options | Intelligent Inventory tab.
2. Next to each Practice Name, enter the following provided from your Intelligent
Inventory Gateway Account:
99 Acct. #
99 User
99 Password
3. Click Apply to save your changes or click OK to save and close the window.
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Configuring Distributors for Use with Intelligent Inventory
Note: Before users can perform this portion of the configuration, it will be necessary to contact the
Distributor and obtain a Practice Account Number.
Distributor information needs to be added to Infinity through the Setup Vendors setup
screen.
From the Infinity Desktop:
| Setup | Inventory | Vendors.
1. Click
2. Select the vendor by using the Name drop-down selector. If the vendor does not
exist, you will need to create a new vendor.
3. Click the Details tab.
4. Choose Edit mode for that vendor.
5. Enter the Practice Account #/Bill To # for the clinic - this is obtained from Henry
Schein Animal Health.
6. Click the Intelligent Inventory tab.
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7.
8.
9.
10.
Place a check mark next to the Intelligent Inventory Distributor.
Select the Distributor Name.
Enter the Distributor Account # in the Practice Acct #/Bill To #.
If you have multiple Ship to accounts:
Note: This information should come from the Gateway and should not need to be manually entered.
a. Click Add Row.
b. Enter the Account # and Name as the Distributor assigns them.
c. Continue this as necessary.
11. Click Apply to save your changes and leave this window open.
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Installing the Intelligent Inventory Gateway Service Manager
To setup Intelligent Inventory, you must first install the Intelligent Inventory Service.
This program handles the communication between Infinity and the Intelligent Inventory
Gateway. ImproMed recommends to download the most recent version of the Intelligent
Inventory Gateway Service for installation for any version of Infinity 4.5 or higher.
The Intelligent Inventory Gateway Service Manager, version 2.0.0.3 and up, has the Auto
Update feature. Auto Update starts checking for updates at the point the Intelligent
Inventory Gateway Service Manager is installed. The Intelligent Inventory Gateway Service
Manager displays the current version in the lower right corner of the window.
1. Click Start | Run or Start | Start Search.
2. Type \\pdc1 (Note - this is an ImproMed® standard naming convention. Server
names may vary).
3. Press Enter.
4. Double-click Program CD.
5. Double-click v5.x.
6. Double-click Integrations.
7. Double-click IntelligentInventoryGatewayInstall.
8. Double-click setup.exe.
9. Click Next | I Agree | Next | Everyone | Next | Next | Close.
Important! Intelligent Inventory Distributors must be configured before the service is running.
Configure the II Gateway Service Manager
The Intelligent Inventory Gateway Service Manager program runs through each of the
Intelligent Inventory Gateway site to check for updates to the purchase orders and catalogs
on file. Finally, ImproMed® recommends the II Gateway Service Manager be configured
and run on the Infinity database server.
To set up the II Gateway Service Manager:
1. Click Start | [All] Programs | Infinity
| Intelligent Inventory | II Gateway
Service Manager. The following
screen will appear:
2. Enter the following information:
a. Server - Enter the Infinity
database
server
for
the
Intelligent Inventory Gateway
to communicate with (i.e. pdc1\
Infinity). Click the ... button once
the server is correct.
b. Database - Place a check mark
next to the database(s) that
contains Intelligent Inventory
Gateway Configurations.
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c. Update Catalog every - Connects to the Intelligent Inventory Gateway to collect
any available items or changes that have been made by the distributor or
Gateway user.
d. Service DownTime - This value is used to stop the II Gateway Service Manager
at a specific time. This is good to stop during the backup process.
e. DownTime Duration - This value is used to stop the Intelligent Inventory
Gateway Service Manager for a specific time. This is good to stop for the
duration of the backup process.
f. Auto Update - Check the box to have the service update automatically and set
the time for the service to check for new updates.
3. Once all of the information has been set, the Start button may be pressed.
Once the program is closed you can reopen by repeating Step 1.
Clicking the Stop button will stop the execution of the program.
Note: If the Stop button was click and the program is currently in the middle of a retrieval, the Service
Status will state Stop Pending until the retrieval has been completed.
Configure Infinity Products to the Distributor’s Items
Now, you need to finish configuring the Infinity Vendor. From the Infinity Desktop:
1.
2.
3.
4.
5.
Click
| Setup | Inventory | Vendors.
Select the Vendor.
Click Edit mode.
Click the Intelligent Inventory tab.
Click Maintain Catalog Link.
Note: It is not necessary to link the vendor list to the Infinity list at this time. Items can be resolved as
each purchase order is received.
In the screen on the previous page, the user is able to link items that have been previously
purchased at this distributor to inventory items within Infinity. The Retrieve button allows
the user to pull the list of previously purchased catalog items from the distributor. It
pulls these items into the grid so that the user can link items prior to doing further
purchase orders for the item.
Note: Users do not need to link all of the items in the list. Those that have a link to an Infinity Item will
be saved.
6. Double-clicking or pressing Enter in either the Infinity Name or Code Column will
display an Inventory Selector box similar to what is displayed here:
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This Inventory Selector box allows the user to select one of the Inventory Items from
within the Infinity database.
7. Clicking Apply will set the Name and Code columns to the Inventory Item selected
or click OK to close the screen.
Important! If the user does NOT find the item with this selector, the Create button can be
chosen.
The Inventory Name, Code, Barcode, and Distributor Name should default to the one
provided by the Distributor. This is a modified version of the Setup Inventory screen.
After clicking the “Apply” or “Ok” button, the Setup Inventory screen will create the new
inventory item and the Intelligent Inventory Catalog Link grid will default to the new item
created.
Note: For the APPLY button to become available, click the ITEM RECEIPT tab and choose an employee
creating the inventory item.
8. Click Apply to save changes when finished linking distributor items to their
inventory counterparts, close the screen by clicking OK.
Using Intelligent Inventory
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Purchase Orders
Intelligent Inventory Purchase Orders are not created in Infinity. They are instead created by
the Distributor Providing the Inventory Items.
To “create” a Purchase Order, all that is necessary is to call, fax, create an order online, or
otherwise contact the Distributor for whom Intelligent Inventory is already configured in
Infinity, and the Purchase Order will appear in the clinic’s Inventory Module.
|
The main screen for Purchase Orders is shown below. To get to this screen, click
Modules | Inventory, then click the Purchase Orders tab.
Intelligent Inventory Purchase Orders are shown in the list with the following icon (
).
Resolving Unresolved Inventory Items
Purchase Orders that have a number with a red background in the cell of the Unresolved
Items column contain items that need to be resolved (i.e. linked) an Infinity Inventory
Item. Resolving the purchase orders with these unlinked items can be accomplished by
clicking on the POs Needing Attention button.
The Unresolved Intelligent Inventory Purchase Orders screen will display a list of all
purchase orders that have items that need to be resolved.
To resolve these items:
1. Double-click or highlight these items and click the Resolve button:
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2. Select the Infinity Name (i.e. the name of the Inventory Item in your database that
matches the Distributor Item) from the drop-down menu(s).
Note: Creation of inventory items can be done during the purchase order. Users can also choose how to
Track by quantities (Packages vs Units).
3. Click Save Changes.
Note: Only unresolved items for the selected purchase order will show up here.
Receipt of Items
This is the main screen for Receipt of Items. To get to this screen, click
Inventory, then click the Receipt of Items tab.
| Modules |
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Double-clicking on an Intelligent Inventory Purchase Order will take you directly to screen
that will allow you to receive the items into inventory.
Important! If all items on the Purchase Order need to be resolved, a prompt will be displayed
telling you to do so. If any of the items on the Purchase Order are already linked, those items
will appear on the receipt screen. Any items on a purchase order that still need to be resolved
will not be available to be received.
Once the items are resolved, they will show up to be received. If items for a purchase
order are received when there are still items that need to be resolved, the purchase order
will not be closed. Only when all items are linked and received in full will the Purchase
Order be closed.
Closed Purchase Orders can only be viewed.
Another method of receiving items from an Intelligent Inventory Purchase Order is by
clicking the Intelligent Inventory button on the right-hand side of the screen. Clicking
this button will take you to the following screen:
Only Intelligent Inventory Purchase Orders that have items that can be received will show
up in the list on this screen.
A Purchase Order may be selected from this screen by double-clicking on a Purchase
Order or highlighting a Purchase Order and clicking the Receive button. Doing this will
take you to the following screen:
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The Receive Intelligent Inventory Purchase Order Items screen will only contain items
from the purchase order that are linked and ready to be received.
The values in the columns of this grid default to the values that came from the Distributor’s
web site. If for some reason those values are zero, the cells will have a red background
color, as shown above. These zero quantity values will have to be modified to a positive
value before the Complete Receipt button will be enabled.
Once everything is verified to be correct, the Complete Receipt button can be pressed to
save the receipt to Inventory.
Important! If the Complete Receipt button is disabled, it may be that one of the items requires
an NDC number and/or currently has an invalid NDC number.
The Tax prompt in the lower right hand corner of the screen may be disabled if there are not any
items on the PO that are taxable by the distributor.
After electing to complete the receipt, the following screen will be displayed.
The user needs to enter the Employee Name of the employee that is receiving the items
into the inventory and select a Print Option for printing the receipt. Then click Update.
Note: If there are any items that need to be resolved for the Purchase Order, they will be printed on the
receipt in a separate section.

Using Intelligent Inventory with Infinity (v5.x)

Transcription

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