Invoice Item Setup Tool

This tool can help manage multiple invoice items without exclusive use of your system. The functions available include:

• Move: Change item location and associated QOH and reorder information.
• Copy: Add a new location to an item with associated reorder information (Multi-location inventory only).
• Set Reorder Points: Enter reorder information for all tracking items, per location or class.
• Set Barcodes/Expiration dates/Lot Number: Enter sell and buy barcodes and turn on/off exp date and lot tracking.
• Whiteboard: Set default values and rules for multiple items used to place Patient Orders.
• Set Class: Change the classification and/or subclass for multiple items.

Access

Tools > Invoice Item Setup

Move items

Use Move to change QOH and reorder information to a new location.

1. To filter the search criteria, enter the ID or press F2 and select the following fields:
   • Class ID to retrieve all items in an invoice item class.
   • Subclass ID to retrieve all items in an invoice item subclass.
   • Item ID to retrieve an individual invoice item.
   • Select the current Location from the drop-down menu.
   • Select the destination location from the Move items to this location drop-down menu.
2. Click Retrieve. Do one of the following to set the list of items to move:
   • Click Clear to remove the list and enter different criteria.
   • Click Select All to select all items on the list. Selected items are highlighted in blue.
   • Click Deselect All to deselect all items on the list.
   • Select individual items by holding CTRL key and click each item from retrieved list.
   • Select sequential items by holding CTRL + SHIFT keys and click first and last items. Selected items are highlighted in blue.
   • Deselect selected items by holding the CTRL key and click highlighted item(s).
3. Click OK to move selected items.
4. Click OK on the confirmation that displays numbers of saved items and any items with errors and closes the tool.

Copy Items

For Multi-Location Inventory (MLI) configurations, copy inventory items and reorder points to a new location. Note: This does not copy quantities to the location.

1. To filter the search criteria, enter the ID or press F2 and select the following fields:
   • Class ID to retrieve all items in an invoice item class.
   • Subclass ID to retrieve all items in an invoice item subclass.
   • Item ID to retrieve an individual invoice item.
   • Select the current Location from the drop-down menu.
   • Select the destination location from the Copy items to this location drop-down menu.
2. Click Retrieve. Do one of the following to set the list of items to copy:
   • Click Clear to remove the list and enter different criteria.
   • Click Select All to select all items on the list. Selected items are highlighted in blue.
   • Click Deselect All to deselect all items on the list.
   • Select individual items by holding the CTRL key and click each item from retrieved list. Selected items are highlighted in blue.
   • Deselect selected items by holding the CTRL key and click highlighted item(s).
3. Click OK to copy selected items.
4. Click OK on the confirmation that displays numbers of saved items and any items with errors and closes the tool.

Set Reorder Points

Set or change the reorder points for inventory items.

1. To filter the search criteria, enter the ID or press F2 and select the following fields:
   • Class ID to retrieve all items in an invoice item class.
   • Subclass ID to retrieve all items in an invoice item subclass.
   • Item ID to retrieve an individual invoice item.
   • Select the current Location from the drop-down menu.
2. Click Retrieve.
3. Enter the reorder point, reorder quantity, and overstock point for each item on the list, based on the item’s buy/sell ratio
4. Click OK to save your changes.
5. Click OK on the confirmation that displays numbers of saved items and any items with errors and closes the tool.

Set Barcodes/Expdate/Lotnbr

Once items are set to Maintain QOH, this tool offers a quick setup option for entering sell and buy barcodes and turning on/off expiration date and lot number tracking.

1. Click OK to warning message regarding unchecking tracking information.
2. To filter the search criteria, enter the ID or press F2 and select the following fields:
   • Class ID to retrieve all items in an invoice item class.
   • Subclass ID to retrieve all items in an invoice item subclass.
   • Item ID to retrieve an individual invoice item.
3. Click Retrieve.
4. For each item, do any of the following:
   • Scan or manually enter the item’s Sell Barcode and/or Buy Barcode.
   • Select Track Exp Dates per item or click Chk All in Exp dates area.
   • Deselect Track Exp Dates per item or click Unchk All in Exp dates area.
   • Select Track Lot Nbrs per item or click Chk All in Lot nbrs area.
   • Deselect Track Lot Nbrs per item or click Unchk All in Lot nbrs area.
5. Click OK to save your changes. Messages may appear:
   • Asking to copy in existing expiration dates. Click Yes or No.
   • Warning that unchecking tracking of expiration dates or lot numbers will be lose existing information. Click Yes or No.
   • Click OK on the confirmation that displays numbers of saved items and any items with errors and closes the tool.

Whiteboard

Set default values and rules for items used to place patient orders on the Electronic Whiteboard. Individual items can be set up using the invoice item’s Whiteboard tab.

1. To filter the search criteria, enter the ID or press F2 and select the following fields:
   • Class ID to retrieve all items in an invoice item class.
   • Subclass ID to retrieve all items in an invoice item subclass.
   • Item ID to retrieve an individual invoice item.
   • Select Type of Inventory or Service.
2. Click Retrieve to work with list of items.
3. Do one of the following to set the list of items to assign whiteboard defaults:
   • Click Clear to remove the list and enter different criteria.
   • Click Select All to select all items on the list. Selected items are highlighted in blue.
   • Click Deselect All to deselect all items on the list.
   • Select individual items by holding Ctrl key and click each item from retrieved list.
   • Select sequential items by holding Shift key and click first and last items. Selected items are highlighted in blue.
   • Deselect selected items by holding the Ctrl key and click highlighted item(s).
4. Click Edit.
5. Select a default field type listed in the Patient Order defaults area. If the Value column is blank, this indicates selected items have differing defaults.
6. Specify the default value to use for the field, as applicable. Use <blank> to avoid a default set. If displayed, click edit all if displayed to change all items to the same default.
7. Select appropriate rule for When this default is changed on the Patient Orders window setting:
   • Also change the above default – the changed value becomes the new default value for this field.
   • Do not change the above default – the default value is retained.
8. Select the appropriate Editing permissions setting:
   • All staff may edit.
   • Only staff with security permissions may edit. Whiteboard Orders Override security permissions are required.
9. Click Save and repeat steps 5-8 for each Patient Orders field for which you want to set up defaults and rules.
10. Click OK to save all changes and return to the Whiteboard tab list.
11. Continue setting defaults using steps above for a new list of items or click Close to close the tool.

Set Class

Mass change the classification and/or subclass associated with invoice items. You can apply a single change to all items in a retrieved list or change items individually within a retrieved list.

1. To filter the search criteria, enter the ID or press F2 to search and select the following fields:
   • Class ID to retrieve all items in an invoice item class.
   • Subclass ID to retrieve all items in an invoice item subclass.
   • Item ID to retrieve an individual invoice item.
   • Select Type of Inventory or Service.
2. Click Retrieve to work with list of items. Click Clear to remove the list and enter different criteria.
3. Enter a new Class ID, or press F2 to search and select the first item in the list, and press the Tab key.
   • Click Yes or No to message asking to reassign all items to the class. Clicking No will enable different classes to be selected for remaining items in the list.
4. Enter the new Subclass ID for the first item in the list, and press the Tab key.
   • Click Yes or No to message asking to reassign all items to the subclass. Clicking No will enable different subclasses to be selected for remaining items in the list.
5. Click OK to save your changes.
6. Click OK on the confirmation that displays numbers of saved items and any items with errors and closes the tool.

Additional Information

Related Reports

• Invoice Item Setup Report
• Inventory Evaluation Report
• Inventory Counts Report