You can create a return and add items to that return. Complete the following procedures to create a return.
NOTE: Returns are not transmitted but can be used to record returned items and decrement inventory.
1. Click the Supply Management toolbar button or click Supply Management
|Ordering from the menu bar. The Select Purchase Order window displays.
2. Click New on the Select Purchase Order window. The Purchase Order Detail window displays.
3. Select the Return option from the PO Type drop-down list box. The Return Detail window displays similar to the following:
4. To create a return, complete the following required fields at the top of the Return Detail window:
Field Description
Supplier The supplier for which you are creating the return. This field defaults to the supplier associated with the default ordering account when creating a new return.
Field Description
Return # A new identifier which uniquely distinguishes the return. The number can be up to 18 alphanumeric characters plus a two digit sequence number. You cannot enter special characters (for example, !, @, #, or &) or spaces in this field.
NOTE: The two digit sequence number is automatically added to the return if one is not entered. This number can be modified before the return is saved but the number must be unique. Account The account for which you are creating the return.
This field defaults to the ordering account selected as the default on the Ordering Account tab in the Preferences window.
The top of the Purchase Order Detail window also contains the following display- only fields:
Field Description
Narcotic A check mark displays in this box if narcotics are on the return.
This box is blank if narcotics are not on the return. # of Items Displays the number of line items on the return. Inv Type Displays the type of inventory order (PServ for Rx
Processing, POS for Point-of-Sale, or Unknown) you are creating.
Status Displays the Status (Finalized, Multi-Status, or Not Sent) of the return.
NOTE: A return is assigned the status of Multi- Status when it consists of line items with more than one status (e.g., Not Sent or Finalized). Returns with this status cannot be combined with other returns. In addition, items cannot be added or deleted from the return and item order quantities cannot be changed. Total Price Displays the sum of all line items on the return.
If the return has been invoiced, the total price calculation is based on the invoice dollar for each item.
If the return has not been invoiced, the total price calculation is based on the acquisition cost PO Type Displays the type Return.
Source Displays the method (Manual or Copied) used to create the return.
Field Description
Sent Date Displays the date and time the return was sent for processing.
The bottom of the window contains a table displaying each item on the return; one item per line. The following information displays for each item:
Field Description
Line # Line number of the item on the return. Status Displays the status of the item.
Finalized - The item has been finalized and inventory has been updated. No further edits can be made.
Not Sent - The return containing this item has not been sent or has failed.
NDC Displays the 11-digit National Drug Code assigned by the manufacturer under format guidelines set by the National Pharmacy Association.
Name Displays the name of the item.
Product # Displays the product number in the format used by the supplier to assign product numbers.
Product numbers displaying in red indicate the item has been added more than once to the return. You can modify the quantity accordingly in the Ret Qty field.
Ret Qty The amount of the item on the return. This field is required but defaults to one. This field is not editable once the return is finalized.
ACQ Displays the acquisition cost of the item.
EXT Displays the extended dollar amount for the item. This is the price paid for the item multiplied by the quantity ordered.
Inv # Displays the number assigned to the invoice. Finalize (check box) Select this check box to indicate you want to finalize
the line item.
Finalized Date Displays the date the item was finalized.
Finalized By Displays the User ID of the user who finalized the item.
5. To add an item to the return when you know the item number, complete the following:
7. Complete the following fields on the Quick Item Entry window: Field Description
Product # The product number in the format used by the supplier to assign product numbers.
This is the format selected in the Prod # Format field on the Ordering Accounts tab - Supply
Management Preferences window. Quantity The amount of the item you want to order.
8. Click Add to Order to close the Quick Item Entry window and add the items to the return on the Return Detail window. Go to Step 15.
– Or –
To add an item to the return when you do not know the number, skip to Step 8. 8. To add an item to the return when you do not know the item number, click Add
Item. The Supply Management Item Lookup window displays. 9. Enter search information in any of the following fields:
Field Description
Name The name of the item on which to search. Enter as much as you know of the name to narrow the search. To include all item names in the search, leave this field blank.
Strength The strength or dosage of the item on which to search. To include all item strengths in the search, leave this field blank.
Group The generic product identifier (GPI) on which to search. To search for items that match a generic product identifier (i.e., antacids, analgesics, sedatives), select a value from this drop-down list box. Values in the list correspond to Medi-Span GPI codes. To include all GPI groups in the search, leave this field blank.
Type The type of item on which to search. To search for items by type (i.e., compound, over-the-counter, legend), select a value from this drop-down list box. To include all types in the search, leave this field blank.
Form The item dosage form on which to search. To search for items based on their dosage form (i.e., capsule, table, cream), select a value from this drop-down list box. To include all dosage forms in the search, leave this field blank.
Category The item category on which to search. To search for items by category (i.e., antibiotics, birth control, insulin), select a value from the drop-down list box. To include all item categories in the search, leave this field blank.
Field Description
NDC The National Drug Code on which to search. To search for an item based on its NDC code, enter the NDC code in NNNNN-NNNN-NN format, where N is a digit.
To include all NDC numbers in the search, leave this field blank.
HRI
The Health Related ID (HRI) on which to search. To search for an item based on its HRI, enter as much as you know of the ID in this field. To include all HRIs in the search, leave this field blank.
UPC
The Universal Product Code (UPC) on which to search. To search for an item based on its UPC, enter as much as you know of the code in this field. To include all UPCs in the search, leave this field blank.
Product # The supplier product number on which to search. To search for items by product supplier number, enter that number in this field. You must enter the complete number. To include all product numbers in the search, leave this field blank.
Supplier Display-only. Displays the supplier selected in the Purchase Order Detail window.
Mfr The item manufacturer on which to search. To search for items by manufacturer, select a value from this drop-down list box. To include all manufacturers in the search, leave this field blank.
Dispense Days Limits the search to items dispensed in the last X amount of days, where X can equal 1 through 60. If the field is left blank, all items are included in the search.
10. Click Retrieve. All matches found for the item display in the search results area in a table that lists items that match the search criteria submitted. The item name, strength, form, quantity on hand, NDC, package size, manufacturer, average wholesale price, and acquisition cost display in the search results table for each matching item. The number of matching items displays above the table.
11. Once you have retrieved a list of items, select one or more rows in the table and click Select to add the item to the Return Detail window.
12. Click Cancel to close the Supply Management Item Lookup window. The Return Detail window displays.
13. Enter the amount for the added item in the Ret Qty field.
14. Repeat Step 8 through Step 13 for each item you want to add to the return. 15. Click Save to save the return.