Inventory Management System RSS Inventory Control Unit Manual

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Inventory Management

System

RSS Inventory Control

Unit

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Yes No Receive order from POD Is order electronic? Storage/Picking Order Reservation Order Confirmation Transportation Unit Quality Control (QC) Receiving/Shipping Make adjustments if necessary Inventory Processing Branch Leader 4.2.1 or 4.2.2 & mark shipped 4.3.2.3 Provide pick ticket to picker and note on log

Create UPS label, input tracking number 5.1 Info to Confirmation for Transportation

label and note on log Record order # on log Upload initial inventory file 3.1.1 or 3.1.2 Obtain UPS label from QC

Print one copy of pick ticket 4.3.2.2 Reserve order 4.3.2.1 Key order 4.3.3 Pick order noting qty on ticket Place pallet(s) and ticket in QC queue Check accuracy of order & attach UPS label

Correct discrepancies, if

possible

Deliver order and return one

signed pick ticket Work with Picking Team Leader to correct mis-picks PT Provide order and pick tickets

to UPS

File original pick ticket and

signed copy

Print 2 copies of pick ticket and provide to QC/ Ship/Receive 6.1 Provide pick ticket to Confirmation Place pick ticket

in container PT PT 3 PT 2 PT PT Receive Vendor Managed Inventory (MI) 3.1.3 PT PT

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TABLE OF FIGURES

Figure 1 Sign on Screen ... 3

Figure 2: Navigation Tools... 4

Figure 3: Navigation tools continued... 5

Figure 4: Upload Data File Screen ... 6

Figure 5: Verify & Map the Columns Screen ... 7

Figure 6: Receive Inventory Screen... 8

Figure 7: Vendor Managed Inventory Screen... 8

Figure 8: Available Inventory Screen ... 9

Figure 9: Adjustments Screen... 10

Figure 10: Adjust Up Inventory ... 11

Figure 11: View Status Screen ... 12

Figure 12: Order Summary Screen ... 13

Figure 13: Order Shipment Processing ... 14

Figure 14: Reserving an Order Screen... 15

Figure 15: Pick Ticket ... 16

Figure 16: Shipping an Order Screen ... 17

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1 Sign In Instructions

1. Enter assigned URL into web browser window 2. Enter your assigned user name

3. Enter your assigned password 4. Select Login

Figure 1 Sign In Screen

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2 General Navigation Tips

Figure 2: Navigation Tools

The Screen Title is displayed on the upper left corner of each screen. The screen name is displayed on the lower right hand corner of each screen

HELP button – this displays a help menu with instructions for the specific screen Calendar button – clicking on these buttons results in a calendar graphic

Selecting a date in the calendar automatically enters the date in the correct format.

Navigation Buttons – are used to scroll through records

Hyperlink - clicking on underlined text displays another screen or information related to the item

Record Count – Indicates the current records and the total number of records Navigation buttons

Record Count Hyperlink

Screen Title Calendar _control

Navigation buttons Record Count Hyperlink Calendar control Screen Title Navigation buttons Record Count Hyperlink Calendar control HELP Button Screen Title Navigation buttons Record Count Hyperlink Calendar button

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Required field Look up button Back button Screen Name

Figure 3: Navigation tools continued

A red asterisk indicates a required field; information must be entered into these fields for the page to be saved

The Back button on the page should be used to return to a previous page, not the back arrow in the web browser

The Look up button brings up a list of items that should be used when entering data

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3 FILE

The Inventory Control Analyst receives and uploads the CDC Inventory file (from the TARU). If the file does not load properly, or if the IMS is unavailable or

inoperable, the Inventory Control Analyst will follow the procedure “Use of Excel Inventory Control Spreadsheet”.

3.1.1 To upload a data file: From the Main Menu:

1. Select File, Upload data renders Upload data file screen (INFIL)

Figure 4: Upload Data File Screen 2. Select Site (required field)

3. Select Browse, then point to the .txt file 4. Select Open

5. Select Upload, then the file should automatically upload into the application.

If the screen returns with errors, then use the following function: 3.1.2 To Verify and Upload data file:

From Main Menu Select File, Verify & Upload Data renders the Verify & Upload data file screen (INIFVU)

1. Select Site (required field)

2. Select Browse, then point to the .txt file 3. Select Open

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5. Returns the Verify & Map the Columns screen (INVFCM) 6. If necessary, map the columns

7. Select Upload

Figure 5: Verify & Map the Columns Screen

8. Select Receive, returns the Receive Inventory screen (INIFMI) 9. Change any Item Location or receive Quantity if necessary 10. Select Submit

Page 7 of 21 11. Returns the Files List screen (INLFIL) and notes the inventory is received

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Figure 6: Receive Inventory Screen

3.1.3 To enter Vendor Managed Inventory:

The Inventory Control Analyst can enter Vendor Managed Inventory (VMI) into the IMS.

From the Main Menu:

1. Select Inventory, Order, Receive Vendor Inventory- returns the Vendor managed Inventory screen (INIVMI)

2. Select Location from the drop down box (required field)

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1. Enter Item information. Enter Item Code or select the Item Lookup icon and browse to the item

2. Click on the item number. The Package Size and Item name fields automatically populate

3. Note that Item Code, Quantity and Lot Number are required fields. N/A can be entered for Lot Number

4. If necessary, select Add Item for entering more than five (5) items at one time

5. Select Submit

4 INVENTORY

4.1 AVAILABLE INVENTORY

4.1.1 To Verify Inventory in the application: From the Main Menu

1. Select Inventory, Available- Returns the Available Inventory screen (INLAVI)

Page 9 of 21 Figure 8: Available Inventory Screen

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4.2 ADJUSTMENTS

4.2.1 To Adjust Inventory Down

Upon direction from the Inventory Process Branch Leader, the Inventory Control Analyst can make adjustments to the inventory in the case of spilled, lost or damaged goods.

From the Main Menu

1. Select Inventory, Adjustments,- returns the Adjustments screen (INLAJD) 2. Click on Item Code hyperlink – renders INIAJD

3. Select Type of Adjustment from drop down box (required field) 4. Enter Adjustment Date or select from Calendar (required field) 5. Enter Quantity Adjusted (required field)

6. Enter additional data 7. Select Adjust

Figure 9: Adjustments Screen

4.2.2 To Adjust Inventory Up From the Main Menu

1. Select Inventory, Adjustments,- returns the Adjustments screen (INLAJD) 2. Select the Inventory Adjust Up hyperlink at the upper right corner –

renders the Adjust Inventory Up screen (INIAJU) 3. Select the Adjustment Site (required field)

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4. Enter or look up Item Code (required field)

5. Enter Adjustment Date or select from Calendar (required field) 6. Enter Quantity Adjusted (required field)

7. Enter additional data 8. Select Adjust Up

Figure 10: Adjust Up Inventory

4.3 ORDER

The Inventory control analyst will process orders requested from POD and Treatment Sites. Unless instructed otherwise, orders will be processed and shipped FIFO (First In First Out)

4.3.1 To review or make changes to existing orders from PODs Depending on log-in credentials, the following View Status screen may render (INLORD)

Or from the Main Menu

1. Select Inventory, Order, and Browse

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Figure 11: View Status Screen Status field descriptions:

Pending (Yellow Highlighting). These are orders have been created and saved, but not submitted.

Submitted – these are orders that have been placed by the PODS Cancelled – orders that have been cancelled by the POD or RSS.

Reserved – These are orders that have been submitted by the PODs, and reserved by the RSS Inventory Unit to be filled.

Picking – These are orders that have been filled, and are awaiting QA checking before being shipped.

Back Ordered (Red Highlighting) - These are orders that have been placed but are not available in the current inventory.

Shipped (Green Highlighting) - These are orders where available inventory has been shipped. Shipped [Back Ordered] indicates an order of which a portion has been shipped, and inventory that was not available at the time of shipment has been back ordered.

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Received – These are orders that have been placed by PODs and/or Treatment Sites, filled and shipped by the RSS, and received by the PODs and/or

Treatment Sites

2. Click on the Order Number hyperlink to bring up the Order Summary screen (INVOSM). The fields for Shipped Details, Received Details, and Back Order Details can be expanded by clicking the arrows on the right hand side of the field.

Expand Arrows

Figure 12: Order Summary Screen

3. Click on the Edit hyperlink- renders the Edit Order screen (INIJORD) 4. Enter or look up the Item Code the Quantity

5. Select add item if more than one item needs to be changed. The Edit function allows orders to be changed up until they are shipped

6. Select Save or 7. Select Submit 8. Select Ship Order

4.3.2 To Process and Ship orders to PODs and Treatment Sites 4.3.2.1 Reserve or Backorder the order

Reserving the order freezes these items in the inventory. If the order is available in the current inventory, the order status changes to reserved. If the order or a

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portion of the order is not available, the order can be backordered. The order may also be canceled.

From the Main Menu

1. Select Inventory, Order, Ship – returns the Order Shipment Processing screen (INLOSP)

Reserve All Orders

Figure 13: Order Shipment Processing To reserve all orders:

1. Select the Reserve All Orders button To reserve orders individually:

1. Select the Order number

2. Reserve Order hyperlink in the Process/Tracking Number(s) field

3. If item(s) available – will return the Reserving An Order screen (INIROS) 4. Select Reserve order

5. Select OK in pop up box renders INISOSH, shows reserve status. 6. If not available, select Backorder

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Figure 14: Reserving an Order Screen

4.3.2.2 Print Pick Ticket

A pick ticket must be generated before an order can be picked and/or shipped: To print a pick ticket

From the Main Menu

1. Select Inventory, Ship

2. Select the Ship Order hyperlink in the Process/Tracking Number(s) field- returns the Shipping an Order screen (INLOSH)

3. Select Print Pick Ticket

4. Pick Ticket is rendered in Adobe Acrobat Reader

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Figure 15: Pick Ticket

5. Print pick ticket and Close Reader.

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4.3.2.3 Ship an order From the Main Menu; Select Inventory, Ship

1. Select the Ship Order hyperlink in the Process/Tracking Number(s) field- returns the Shipping an Order screen (INLOSH)

2. Select OK in pop up box

Figure 16: Shipping an Order Screen

4.3.3 To create a new order for a POD

The capability exists for the RSS to create on behalf of a POD, if, for example, a POD does not have internet access during the emergency, and needs to place an order via telephone. If the IMS is not available, the Inventory Control Analyst will use the SNS Item Request and Receipt Form (See Appendix).

From the Main Menu

1. Select Inventory, Order, New- returns the Create Order screen (INIORD) 2. Select the Site (required field)

3. Select the Order From (required field).

4. Enter the item code, or select the item lookup and browse to the item.

Page 17 of 21 5. Click on the item number. The Package Size and Item name fields

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6. Enter the Quantity (required field)

7. If more than five (5) items are ordered, select Add Item

8. If you need to exit the screen prior to submitting the order, select Save 9. Select Submit to create the order

Add item button

Figure 17: Create Order Screen

5 TRACK BY

The inventory control analyst will be able to enter UPS tracking numbers or scan barcodes into the application

5.1 Tracking Number

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Figure 18: Track Shipments Screen

1. Enter the Tracking Number and select Track. 2. Returns the Tracking Inventory Screen (TRVTSU)

Page 19 of 21 Figure 19: Tracking Summary Screen

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6 REPORTS

6.1 Reprint Pick Ticket

Copies of Pick Tickets used in order processing are available through this report. From the Main Menu;

1. Select Reports, Reprint Pick Ticket, returns the Reprint Pick Ticket screen (RELPKT)

2. Select the Print hyperlink in the Pick Ticket field

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7 Acronym List

CDC Centers for Disease Control and Prevention ECC Emergency Coordination Center (VDH)

EP&R Emergency Preparedness and Response Program (VDH) FHS Family Health Services (VDH)

FIFO First In First Out

HAN Health Alert Network

HDOC Health Department Operations Center LHD Local Health District

MI Managed Inventory

OIM Office of Information Management (VDH)

POD Point of Dispensing

QA Quality Assurance

RSS Receipt, Stage and Store facility (warehouse) for SNS/MI SNS Strategic National Stockpile

TARU Technical Assistance Response Unit

TX Treatment Facility

UPS United Parcel Service VDH Virginia Department of Health VMI Vendor Managed Inventory

Inventory Management System RSS Inventory Control Unit Manual