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GP Inventory User Testing & Training SOP

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1. Serial Port COMI Cancel Help J 2 Enter your colostate username and password 3 Atthe prompt type chimera3_stage Be sure to include the then space then chimera3_stage pl WE chimera3 crmbs colestateledu T fon Jun 20 1 4 Your command will now read C3_stage_11 5 lt your username gt gt 5 Setup gt Terminal Set Terminal size to 115x45 so all menu commands display properly 6 Type menu a For Central Supply gt Choose VTH V gt Choose Ancillary Services B gt Choose Central Supply A b For Pharmacy gt Choose VTH V gt Choose Ancillary Services B gt Choose Pharmacy E 3 Page 60 of 66 GP Inventory User Testing amp Training SOP Appendix B How to Document Baseline Numbers from GP Before each Use Case take note of the Quantity on Hand and Quantity Available values in GP These are your baseline numbers to compare with your results after working through a Use Case 1 Log into GP 2 Select Inventory option from the left navigation bar AM Microsoft Dynamics GP feet Inventory E E Items l E Item Transactions Report List Microsoft Dynami 52 SmartList Favorites 3 In Transit Transfers al Financial m Purchasing Ma Administration X GO E3 Home gt Inventory Inventory Inventory Cards A Transactions A Transaction Entry Kits Transfer Entry Bill of Materials Assembly Entry Site Series Post AA
2. and document the invoice number In Chimera s Pharmacy Menu change a procedure on an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Select Procedure P gt Select View V i Navigate with U p or D own to select procedure to change ii Select Change C iii Use the Tab and Arrow key to move to the field you want to change iv Enter comment if prompted v Repeat these steps for each item to be changed on an invoice Press ESC to commit changes Document all of the parameters used to enter the procedure including item number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 18 of 66 GP Inventory User Testing amp Training SOP Delete Pharmacy Item Procedure from Invoice using View Menu 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See App
3. under the cards section a b Item Number Description and Base Unit of Measurement will auto populate Manually enter Default Purchasing U of M or use magnifying glass icon to search and select from drop down box Tab or Click Save Close Item Purchasing Options Maintenance screen 11 Click Go To icon on top right corner of screen and select Vendors may also utilize Vendors under the cards section Page 49 of 66 9 zm mpo GP Inventory User Testing amp Training SOP Item Number and Description will auto populate Tab or Click Assigned button of vendor lookup Click Arrow button or use magnifying glass icon to search and select from drop down box to enter Vendor ID Vendor Item and Description will auto populate Tab or Click From Item button of Base U of M field Manually enter correct originating invoice cost All other fields will auto populate as needed Tab or Click Save Close Item Vendors Maintenance screen Click Save on Item Maintenance screen Page 50 of 66 GP Inventory User Testing amp Training SOP Add a New Unit of Measure 1 2 3 4 5 6 7 8 9 Click MSDGP icon on desktop Click Inventory on left toolbar Click Unit of Measure Schedule under the Setup section lower left side of menu Enter U of M Schedule ID Enter Description All U of M Schedule information for this ID will auto populate Click or Tab to first open field in table
4. if not already highlighted click on item and then click Select button If screen appears asking if you want to assign a vendor item number click Yes or if Item Vendors Maintenance screen appears follow directions below i Manually enter vendor item number in Vendor ID field ii Click Save and exit Item Vendors Maintenance screen Click or Tab to U of M field Use U of M magnifying glass icon to search and select from drop down box Page 33 of 66 GP Inventory User Testing amp Training SOP i Click Find by U of M field Manually enter search criteria ii Use Tab key to initiate search iii Locate item if not already highlighted click on item and then click Select button If screen appears asking if you want to enter Unit of Measurement Schedule click Yes i Use magnifying glass icon to search and select minimum Unit of Measure from drop down box ii Click Save iii Close Item Maintenance screen Click or Tab to Quantity Ordered field Manually enter Quantity Ordered Unit Cost will have auto populated Click or Tab to field and manually correct if necessary Vendor Description will have auto populated If the Description does not auto populate there is a problem You must resolve the problem before continuing with the order Review the inventory item database using the instructions for New Item Set Up Click or Tab to Site ID field Use Site ID magnifying glass icon to search and select Site
5. Delete Pharmacy Inventory Item Procedure from INVOICE cccoconococnnnnnncnnonoonannnnononananonononnncnnano conos 17 Change Pharmacy Item Procedure on Invoice using View M NU cccccccesssesssteceeeeesessesteaeeeseesees 18 Delete Pharmacy Item Procedure from Invoice using VIEW MeNU occcccccccnonononannnnnnnnnanannancnncononanonnos 19 Add Procedure to Schedule II Label oo eee ceecceeeeeeeeeeeeeseeeeaaeceeeeeeeeeeceaeeeeaaecseaeeceeeecsaeeseaaeeeeaeeeneeeenaees 20 Change Procedure from Schedule Il Label cccscsccccecssssnssceceeecessessseeeeeceseeseaeaeeeeeceseseaeeeeeesseeegs 21 Delete Procedure from Schedule Il Label 0 0 ee ccceesceeeeceeeneeeeaeeeeeeeceeeeceaeeeeaaeeeeaeeseeeeeeaeeeeaaeeseaeeenaes 22 Add Procedure to Outpatient Label no a a r e 23 Change Procedure from Outpatient Label cccscsccccessssssseecececessessaeeeeeceseeseaeaeeeeseeseseeaeeeesesseeees 24 Delete Procedure from Outpatient Label ooccccncconononcnnnnnnnnnnoonnnonnnnnnnononnnnnnnncnnnnnnnnnoncnnannnnnnnnnnns 25 Add Procedure to Inpatient Label ccccccssscccecssssssceceeececeesneeececesesseaaaeeeeeceseaeaeseeeessesseseaeeesensees 26 Change Procedure from Inpatient Label asainne seniii i a i aa ee Eiaa i aiaia EEn 27 Delete Procedure from Inpatient Label c ccccccccccsssssssececececsesesssaeeescesseseaaeseceescessaeaeeeeeeeseeseaeaeees 28 Add Pharmacy Item Unit Of Measure ccccccccccecessssaeceeecece
6. instructions with the following modification a Line item 6C Enter the Kuali POH that has been assigned to the shop catalog order Page 39 of 66 GP Inventory User Testing amp Training SOP Changing a Purchase Order in GP Changes to a Purchase Order can be done until such time the PO has been released to Kuali printed and saved in GP If a PO needs to be changed after being released the GP PO and Kuali PO must be cancelled and new PO s created once the Kuali PO exists changes cannot be made to GP purchase orders 1 Click MSDGP icon on desktop 2 Click Purchasing on left toolbar 3 Click Purchase Order Entry under the Transactions Menu 4 Click magnifying glass icon in PO Number field to search and select from drop down box a Use default search of PO Number or click Vendor ID or Additional Sorts to utilize other search criteria b Click Find By__ field next to binoculars icon at top of screen Manually enter search criteria c Use Tab key to initiate search d Locate PO Number highlight with cursor and click Select button un Click or Tab to field needing change a Manually enter the change b Toadd anew line item enter all information to complete line item fields for PO as instructed in New Purchase Order Entry Guide m To delete a line item Click Edit on toolbar at top of screen a Use cursor to highlight any field on the line item to delete b Select
7. criteria iii Use Tab key to initiate search iv Locate item if not already highlighted click on item and then click Select button If screen appears asking if you want to assign a vendor item number click Yes or if Item Vendors Maintenance screen appears follow directions below i Manually enter Vendor Item Number in Vendor ID field ii Click Save and exit Item Vendors Maintenance screen Click or Tab to Unit of Measure field Page 35 of 66 nepo GP Inventory User Testing amp Training SOP Use U of M magnifying glass to search and select from drop down box i Click Find by U of M field Manually enter search criteria ii Use Tab key to initiate search iii Locate U of M if not already highlighted click on U of M and then click Select button If screen appears asking if you want to enter Unit of Measurement Schedule click Yes i Use magnifying glass icon to search and select minimum Unit of Measure from drop down box ii Click Save iii Close Item Maintenance screen Click or Tab to Quantity Ordered field Manually enter Quantity Ordered Unit Cost will have auto populated Click or Tab to field and manually correct if needed Vendor Description will have auto populated if the Description does not auto populate there is a problem You must resolve the problem before continuing with the order Review the inventory item database using the instructions for New Item Set Up Click or Tab to Si
8. delete a procedure from an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Select Find F i Hit ESC to show all procedures ii Navigate with the Tab arrow keys to desired procedure iii Make changes decrease quantity iv Repeat these steps for each item to be deleted from an invoice ESC to save changes Document all of the parameters used to enter the procedure including item number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 17 of 66 GP Inventory User Testing amp Training SOP Change Pharmacy Item Procedure on Invoice using View Menu Test increasing decreasing quantities plus changing quantity to 0 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See Appendix B Select a test invoice Case gt 0 Status A Type S or L
9. fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 22 of 66 GP Inventory User Testing amp Training SOP Add Procedure to Outpatient Label 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See Appendix B Select a test invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera s Pharmacy menu add a procedure to an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Select Label gt Select Outpatient O gt Select Add A i Fill out the values in the form Use the mnemonic description vs item ii Repeat these steps for each item to be added to an invoice When finished Press ESC to save additions Document all of the parameters used to enter the procedure including item number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification
10. items will auto populate Change or modify components and quantities as needed ii Click arrow in Status field to select Released b Select Released when you know you want to process the assembly exactly as it is designed without review inventory quantities are immediately updated 11 Click Post on toolbar at top of screen Page 44 of 66 GP Inventory User Testing amp Training SOP Receiving via Purchase Order Entry 1 Click MSDGP icon on desktop 2 Click Purchasing on left toolbar 3 Click Purchase Order Entry under the Transactions section 4 In Purchase Order Entry window enter required information a b Select Type Standard which is default entry To enter PO Number in the next field use magnifying glass icon to search and select from drop down box If you only know the Kuali PO proceed as follows i Click the Kuali POH button located below the Kuali PO field ii Click the down arrow iii Scroll to search for Kuali PO iv Click Select Purchase order Date will auto populate You must get authorization from the Director s office in order to change the date All other fields including Items ordered on PO will auto populate Click Kuali PO button below Kuali PO field Kuali PO will populate in gray and cannot be changed The field will be populated if you searched and selected the GP PO using this button Click Actions button on toolbar at top of screen
11. listing under U of M column New Unit of Measure will auto populate with a one to one conversion equivalency Add additional conversions in the table a Click or Tab to next open field in table listing under U of M column b Enter the unit of measure c If asked if you want to assign the items assigned this U of M schedule click Yes d Tab to Quantity field and enter conversion quantity 10 Tab to Equivalent Field and click minimum unit of measure 11 Click Save Page 51 of 66 GP Inventory User Testing amp Training SOP Add a New Unit of Measure Conversion 1 2 3 4 5 6 7 8 9 Click MSDGP icon on desktop Click Inventory on left toolbar Click Unit of Measure Schedule under the Setup section lower left side of menu Enter U of M Schedule ID use magnifying glass icon to highlight and select the conversion U of M All U of M Schedule information for this ID will auto populate Click in first open field in table listing under U of M column Enter new Unit of Measure If asked if you want to assign the items assigned this U of M schedule click Yes Tab to Quantity field and enter conversion quantity 10 Tab to Equivalent Field and click minimum unit of measure 11 Click Save Page 52 of 66 GP Inventory User Testing amp Training SOP Create Stock Count Schedule to be completed Page 53 of 66 GP Inventory User Testing amp Training SOP Perform S
12. 1 gt Select Find F i Hit ESC to find all Schedule II labels on that invoice ii Once the labels are there you can navigate using the Next N and Previous P commands to the label you wish to delete iii Scroll to the procedure item that needs to be deleted iv Once on the label you wish to delete select Delete D v Confirm Yes c Repeat these steps for each item to be deleted from an invoice Document all of the parameters used to enter the procedure including item number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 28 of 66 GP Inventory User Testing amp Training SOP Add Pharmacy Item Unit of Measure In order to add a unit of measure as of 6 7 2011 it is possible to have multiple units of measure associated with an inventory item provided that those units of measure are not the same Meaning for example that there cannot be two different BX Units listed for the same item but it is only possible to ha
13. Batches Quantities Sites Stock Count Schedule Bins Site Stock Count Entry Vendors In Transit Transfer Entry Price List Extended Pricing Planners Item Purchasing Options Reports Item Currency w Routines Y Item Resource Planning Site Resource Planning Count Cycle Assignment History Landed Cost Landed Cost Group Inquiry A Item Item Transaction Transaction Receipts 2 6 2012 VTH lt TEST gt J Voss Veterinary Teaching Hospital jlenz z Y 3 Select the Item link under Cards from the middle of the screen 4 Enter Item Number and press tab Note that Item Number will be a combination of a Chimera procedure s cost center code and service code For example to look up a Central Supply CS procedure that has a Chimera service code of 7 search on 627 in GP since 62 is Central Supply s cost center code The window should populate Take note of the following values e Quantity on Hand This is the actual physical quantity of that item in inventory at that moment on the shelves e Quantity Available This is the amount of that particular item that is available to sell It takes into account any orders for that item that have been placed but not posted This is where initial item transactions will be logged before posting but only for depletions of GP inventory Page 61 of 66 GP Inventory User Testing amp Training SOP It is possible to have two of an item on the shelf which is the actual
14. Click Receive the PO Items All PO line items will be check marked next to the PO Unmark any that are not to be received All items will show quantity shipped as the amount remaining to be received from original order Manually correct the Qty Shipped field as needed to reflect the actual quantity received All prices will show Unit Cost and Extended Cost as on original order Manually correct as needed in the Unit Cost field Once items are designated with correct quantities and pricing click the Receive button on toolbar at bottom of screen Cursor will be at Vendor Doc No field If a shipping document or invoice arrives with the inventory items enter that vendor document number in this field If there is no document number to record leave the field blank Click Post Page 45 of 66 GP Inventory User Testing amp Training SOP Inventory Adjustment 1 2 3 4 5 6 7 8 9 Click MSDGP icon on desktop Click Inventory on left toolbar Under Transactions Click Transaction Entry Select Document Type Adjustment which is default entry Click or Tab Number field which will auto populate Click Note icon next to magnifying glass icon in Number field in order to record reason for return click Attach button when notation is complete Click or Tab Date field which auto populated manually correct if needed by clicking calendar icon in
15. Colorado State University VETERINARY TEACHING HOSPITAL GP Inventory User Testing amp Training SOP Jill Lenz Computing Resources Group CVMBS Bob Burt Finance and Accounting CVMBS Last Updated 4 10 2012 GP Inventory User Testing amp Training SOP Table of Contents NA 6 A 6 Use Cases Defined iii id 6 How to Verify if Use Cases Pass Or Fail ccccesssscccessessssececeeeceseeseaaeeceescesseaeaeeececeseseaaeaeeeeseesseseaaeaeess 6 How to Use the Aprendices 6 Special Requirements to Access Software occccconononoonnnnnnnnnnnonnnnnnncnnnnnnnnnnnnnnnnnnnnennnnnnnnnnnnnnnnnnnnncnanananes 6 Central Supply Use Cases cdta tail iaa 7 Add Central Supply Inventory Item Procedure to INVOICE cccocccccconccnnnnoooonnnononnnnanonononnnncnnnanonannnnnnnoos 7 Change Central Supply Inventory Item Procedure on INVOICE cccccononocooncncnonanononnnnnoncnnnnnrnnncnnnnnnnnnns 8 Delete Central Supply Inventory Item Procedure from INvOICE cococcconononnncnnononanonannnnnnnnnnnnnnnnnnnnoos 9 Delete Central Supply Item Procedure from Invoice using View Menu ccccconccccnnnnnncnnononnnnnnnnnnnananonos 10 Add Central Supply Item Unit Of Measure ooooocccccccconononnncnnnnnonnnononononnnnnnnonnnnnnnnnnnnnnnnonannnnnnnnnrnnnncnnnnnnns 11 Find Item to Test and Get Baseline ccccccssssecsscessscssscecssseecsseecsuscsssaecsensecssesesaeessaessestessenseeaees 11 Add New Unit of Measure in Chimera ooonocccn
16. Delete Row c When asked Are you sure you want to delete this line item click Delete 7 Click Save Page 40 of 66 GP Inventory User Testing amp Training SOP Changing Purchase Order Entry Status 1 2 3 4 5 6 7 Click MSDGP icon on desktop Click Purchasing on left toolbar Click Purchase Order Entry under the Transactions section Tab to PO Number field and click on magnifying glass icon to search and select from drop down box If PO Status is New PO has not been printed or released for integration and no items have been received a Click Actions button on toolbar at top of screen b Select Void It is important to select void rather than delete so duplicate invalid integrations do not occur If PO Status is Released with some items received Click Actions button on toolbar at top of screen Select Edit PO Status In Purchase Order Status field click down arrow a9 5 Select Received or Closed remaining items on PO that are not yet received will not be added to inventory e Click the Process tab on toolbar at top of screen f Click OK or Cancel as needed for print function screens that will pop up If PO Status is Released with no items received a Click Actions button on toolbar at top of screen b Select Edit PO Status c In Purchase Order Status field click down arrow d Select Cancel
17. Item field and press ESC 6 Choose Change C to change the item tab to the field for the dispensing units A 08900000000000000000000809800000000000000000000000000000000000000000000000000x pP Y Menu 7 Change the dispensing units to the new unit type and press ESC to commit the changes Verify if Use Case Passes or Fails 8 It passes if you can add a procedure with the changed unit of measure 9 If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 13 of 66 GP Inventory User Testing amp Training SOP Delete Central Supply Item Unit of Measure 1 2 3 4 5 First you ll have to add the new unit of measure to the item a Choose VTH A gt Choose Ancillary Services B gt Choose Central Supply A b Choose Inventory I gt Choose Items I From here choose Units U and choose Find F Enter the item number and press ESC to search a Arrow down to reach the conversion unit that you wish to delete and press CTRL G b You should be prompted to confirm the deletion Answer Yes Press ESC In Chimera change the Dispensing Units on the Items and Locations menu a Exit E 2x to return to Inventory Menu gt Choose Items I b Choose Items amp locations Select Find F to find the item you wish to remove the deleted unit of measure from then enter the item number into the Inventory
18. Item field and press ESC You might get a message No translation exists in old units hit Enter to move on Choose Change C to change the item tab to the field for the dispensing units Y 999808800808008000000800000008000000000000000000000000000000000000x0 F3 for help editing this screen 6 Remove the deleted dispensing unit and replace it with an existing dispensing unit Press ESC to commit changes Verify if Use Case Passes or Fails 7 8 It passes if you can add a procedure with the original 1 to 1 unit of measure unit of measure If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 14 of 66 GP Inventory User Testing amp Training SOP Pharmacy Use Cases Add Pharmacy Inventory Item Procedure to Invoice 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See Appendix B Select a test invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera add a Pharmacy Item procedure to an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Choose Procedure P gt Choose Add A i Enter the procedure code into the procedure field press TAB ii Once everything is popul
19. Quantity on Hand but both of them are already promised or charged to a client That s why GP would show a Quantity Available of 0 This function prevents one from charging for an item that appears to be in stock but has been promised or charged to a client already could have happened in the last few seconds File Edit cools Additional Help Cr VTH lt TEST gt J Voss Veterinary Teaching Hospital 2 6 2012 Save 4 Clear X Delete E Copy sa Item Number 601183 abl Description Short Description Generic Description 1183 Class ID GOPHARM ltem Type Sales Inventory Quantity Decimals Valuation Method FIFO Perpetual Currency Decimals 12 Sales Tax Option Nontaxable Tax Schedule ID Purchase Tax Option i Nontaxable Tax Schedule ID U of M Schedule ID TB Standard Cost Shipping Weight Current Cost List Price Cine Je Quantity On Hand Quantity Available I4 4 gt pi by ltem Number Page 62 of 66 GP Inventory User Testing amp Training SOP Appendix C How to Validate Parameters Match in Chimera s Invoice Display Open Separate Chimera Terminal Session for Checking Invoices From the original Chimera session choose File gt New Connection and follow the steps in Appendix A to opena 2 Chimera terminal session to be used for viewing invoices Open an Invo
20. acy information will auto populate All other fields are optional for VTH at this time Click Save then exit from Item Price List Maintenance screen 9 Click Go To icon on top right corner of screen and select Quantities Sites may also utilize Quantities Sites under the cards section a n O Item Number and Description will auto populate or select from drop down box Tab or Click Site 1D Tab or Click adjoining Site ID field below to enter Site ID use magnifying glass icon to search and select site ID from drop down box Click Assigned button Tab or Click to Bin field and enter item s dispensing bin location Tab or Click to Primary Vendor ID Use magnifying glass icon to search and select from drop down box Tab past Landed Cost Group optional field for VTH at this time Tab or Click Bins button Enter or use drop down box to select Inventory locations in Inventory Bin table item dispensing location is the only required field at this time and is entered as Priority 1 on the first line in the table all other bin locations may be entered in this table for recording purposes All other fields are optional for VTH at this time Click OK Planning and Stock Count buttons are optional fields for VTH at this time Click Save Close Item Quantities Maintenance screen 10 Click Go To icon on top right corner of screen and select Purchasing may also utilize Item Purchasing Options
21. arch in drop down box if already an existing buyer a Highlight user ID and name with cursor then click Select button 6 If screen appears asking if you want to add a new buyer click New Buyer 7 Description will auto populate or enter as needed 8 Click Insert for new buyer for other functions use alternative buttons on left side of screen as needed to update table 9 Click OK Page 57 of 66 GP Inventory User Testing amp Training SOP Entering Invoices 1 Click MSDGP icon on desktop 2 Click Purchasing on left toolbar 3 Click Enter Match Invoices under the Transactions section 4 In Purchasing Invoice Entry window enter required information a b q Receipt Number will auto populate Click or Tab to Vendor Doc Number field Enter invoice or other vendor document number Click or Tab Invoice Date field which auto populated manually correct if needed by clicking calendar icon in date field select by clicking desired date Tab past or through Batch ID optional field leave empty unless otherwise directed by accounting office Click or Tab to Vendor ID field and enter Vendor ID generated by KUALI use magnifying glass icon to search and select from drop down box i Use default search of Vendor Name or click Vendor ID or Additional Sorts to utilize other search criteria ii Click Find by enter search criteria field next to binoculars ico
22. ated you can either use the gt arrow or the TAB key to move between the fields iii The Quantity field can be changed to any number greater than 1 iv The I Unit field can be changed to reflect the proper unit of measure i e BX for Box CS for Case EA for each v Repeat these steps for each item to be added to an invoice Press ESC to commit additions Document all of the parameters used to enter the procedure including item number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 15 of 66 GP Inventory User Testing amp Training SOP Change Pharmacy Inventory Item Procedure on Invoice Test increasing decreasing quantities plus changing quantity to 0 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See Appendix B Select a test invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera change a Pharmacy Item procedure on an invoice with th
23. ber field PO Number will auto populate generated from GP Click Kuali PO field and manually enter PCard and buyers initials for first and last name for example Bob Burt would use PCardBB this entry will prevent the PO from integrating to Kuali thus eliminating the possibility of duplicate orders in Kuali Click or Tab to Buyer ID field and Enter Buyer ID use magnifying glass icon to search and select drop down box Click or Tab to Date field which auto populated manually correct if needed by clicking calendar icon in date field select by clicking desired date Tab past or through Allow Sales Documents Commitments optional field leave empty Click or Tab to Vendor ID Field and enter Vendor ID generated by Kuali use magnifying glass icon to search and select from drop down box i Use default search of Vendor Name or click Vendor ID or Additional Sorts to utilize other search criteria ii Click Find by field next to binoculars icon at top of screen Manually enter search criteria iii Use Tab key to initiate search iv Locate vendor highlight with cursor and click Select button Click or Tab to Name Vendor Name will auto populate if existing vendor in GP Click or Tab to Item field Use Item magnifying glass icon to search and select from drop down box i Use default search of Item Number or click Short Description or Additional Sorts to utilize other s
24. ble values This also includes steps for how to post transactions if needed 1 2 3 4 Login to GP Select Inventory option from the left navigation bar Select the Item link under Cards from the middle of the screen Enter Item Number and press tab Note that Item Number will be a combination of a Chimera procedure s cost center code and service code For example to look up a Central Supply CS procedure that has a Chimera service code of 7 search on 627 in GP since 62 is CS s cost center code The window should populate Take note of the following values Quantity on Hand This is the actual physical quantity of that item in inventory at that moment on the shelves Quantity Available This is the amount of that particular item that is available to sell It takes into account any orders for that item that have been placed but not posted It is possible to have two of an item on the shelf which is the actual Quantity on Hand but both of them are already promised or charged to a client That s why GP would show a Quantity Available of 0 This functionality prevents one from charging for an item that appears to be in stock but has been promised or charged to a client already could have happened in the last few seconds Note that increasing GP inventory quantities through Chimera procedure deletions or reductions in procedure quantities will not be reflected in the Quantity Available until the transactio
25. ctions button on tool bar at top of screen Select and Click Edit PO Status c Edit Purchase Order Status screen will appear Click arrow at Purchase Order Status field d Select Cancelled e Click Process on toolbar at top of screen f Exit Edit Purchase Order Status screen g Print or Cancel hard copy as needed Page 42 of 66 GP Inventory User Testing amp Training SOP Create a Bill of Materials 1 2 3 4 5 6 7 8 9 Click MSDGP icon on desktop Click Inventory on left toolbar Click Bill of Materials under the Cards section In the Bill Number field enter name or number to be used for the of bill of materials If a pop up box appears asking Do you want to add this item click Yes and complete as instructed in the Add a New Inventory Item procedures all line items on a Bill of Materials must exist in the inventory Click the Notes icon next to magnifying glass icon to record the quantities of NFI and or non inventoried items and to make any notations Description will auto populate In Status field select Active Click or Tab past Effective and Obsolete Date fields not required 10 Select Stock Method Build if Necessary build only when inventory stock reaches quantity zero Stock this item is always taken from inventory Build build as needed rarely in inventory 11 Click or Tab to Component Item 12 Click Ma
26. d 2 as a training document This document s audience is the users that utilize these various software programs and online tools to get their daily VTH work done Use Cases Defined A Use Case is a list of steps of how users will perform certain tasks with the various software programs and online tools for example Add Pharmacy Item from Invoice or Change Unit of Measure How to Verify if Use Cases Pass or Fail The final step for each Use Case is to verify if it passed or failed For example when adding items in Chimera GP should show a decrease in Quantity Available Each Use Case will specify what the pass fail criterion is for that particular Use Case A Tracking Sheet is provided in the Appendix to record the before after values and other details of the test How to Use the Appendix There is an appendix at the end of this document with specific details of how to perform repeating steps for each Use Case For beginners it is suggested that you print out and refer to these appendix pages as a cheat sheet until you are comfortable with repeating these steps Special Requirements to Access Software e In order to gain proper access within Chimera3 it will be necessary to add all of the testers names to the 4GL menus and to the proper places in both user_info table and grant statements e Verify that all testers are connected to all proper test databases via Chimera SQL NET applications GP e Each test user will need acce
27. date field select by clicking desired date Click or Tab through Batch ID field unless instructed otherwise by Director s office Click or Tab to Default Site ID and use magnifying glass icon to search and select Site account 10 Click or Tab to Item Number field use magnifying glass icon to search and select item 11 Click or Tab to U of M field use default entry or use magnifying glass icon to search and select u of m 12 Click or Tab to Quantity field to manually enter adjustment quantity 13 Click or Tab to Unit Cost field which will auto populate manually correct as needed 14 Click or Tab to Site ID field use auto populated Site ID or you may use the magnifying glass icon to search and select another Site ID if needed 15 Click or Tab to next line and repeat process as needed for additional adjustments 16 Click Post on toolbar at top of screen Page 46 of 66 GP Inventory User Testing amp Training SOP Vendor Inventory Returns 1 Click MSDGP icon on desktop 2 Click Purchasing on left toolbar 3 Click Returns Transaction Entry under the Transaction section 4 In Returns Transaction Entry window enter the required information a b c Select Type Return which is default entry Click or Tab to Return Number which will auto populate Click Note icon next to magnifying glass icon in Return No field in order to
28. e Page 21 of 66 GP Inventory User Testing amp Training SOP Delete Procedure from Schedule II Label 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See Appendix B Select a test invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera s Pharmacy menu delete a procedure to an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Select Label L c gt Select Schedule II C gt Select Find F i Hit ESC to find all Schedule II labels on that invoice Note Schedule II labels do not exist for all invoices ii Once the labels are there you can navigate using the Next N and Previous P commands to the label you wish to delete iii Scroll to the procedure item to be deleted iv Once on the label you wish to delete select Delete D v Confirm Yes c Repeat these steps for each item to be deleted from an invoice Document all of the parameters used to enter the procedure including item number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or
29. e Completed iman iia 55 New Vendor Setup without download from Kuali omoooconnnioconanoocccnanannncnnnancnnnnnnnnncnnr nono nonanncnnnns 56 New Buyer Setup Buyer Maintenance oooonccccoccncnonnnonnonnnnnnnnnnonononono corno nnonnn nn ron nn ono nn non nn nnna nn rana ccoo nacos 57 OEIRAS S ii A E E O 58 Appendiks Tenne e e RO 60 Appendix A How to Access Chimera3 Test SCrver ccccccccccccsssssssececeesseesesseaeeecessseseeaeeeeeessessnsaaeeesens 60 Appendix B How to Document Baseline Numbers from GP cccccccccecsssssceeeeecsseesssneceeeeesssesseaeeeeess 61 Appendix C How to Validate Parameters Match in Chimera s Invoice Display cccccccsssssseeees 63 Page 4 of 66 GP Inventory User Testing amp Training SOP Open Separate Chimera Terminal Session for Checking Invoices ocoocococncncnnononannnnnononnnananannnnnos 63 Open an Invoice in the Misc Men saire ia a E E aa eaa i aE e eiaa 63 Appendix D How to Verify Transmission of Data between Chimera and GP ccccnnnncccncnnnnnnnnnnnnanoss 64 Appendix E How to Verify Data is Properly Inserted into GP ccconcccccconcccncooonnncnnonnnncnnnnnnncnnnnnncnnass 65 Appendix 281 lo 1554 0 OPE r a a A ATE e EE AN 66 Page 5 of 66 GP Inventory User Testing amp Training SOP Introduction Purpose The main purpose of this document is two fold 1 For Testing to layout the steps that need to be taken to properly test each of the Use Cases an
30. e proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Select Procedure P gt Find F i Hit ESC to show all procedures on that invoice ii Navigate using the Arrow or Tab key to the procedure you wish to change iii Make the appropriate changes iv Repeat these steps for each item to change on an invoice Press ESC to save changes Document all of the parameters used to enter the procedure including item number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 16 of 66 GP Inventory User Testing amp Training SOP Delete Pharmacy Inventory Item Procedure from Invoice 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See Appendix B Select a test invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera s Pharmacy menu
31. earch criteria ii Click Find by _ field next to binoculars icon at top of screen Manually enter search criteria iii Use Tab key to initiate search iv Locate item if not already highlighted click on item and then click Select button If screen appears asking if you want to assign a vendor item number click Yes or if Item Vendors Maintenance screen appears follow directions below i Manually enter Vendor Item Number in Vendor ID field ii Click Save and exit Item Vendors Maintenance screen Click or Tab to Unit of Measure field Page 37 of 66 7 apo GP Inventory User Testing amp Training SOP Use U of M magnifying glass icon to search and select from drop down box i Click Find by U of M field Manually enter search criteria ii Use Tab key to initiate search iii Locate U of M if not already highlighted click on U of M and then click Select button If screen appears asking if you want to enter Unit of Measurement Schedule click Yes i Use magnifying glass icon to search and select minimum Unit of Measure from drop down box ii Click Save iii Close Item Maintenance screen Click or Tab to Quantity Ordered field Manually enter quantity ordered Unit Cost will have auto populated Click or Tab to field and manually correct if needed Vendor Description will have auto populated if the Description does not auto populate there is a problem You must resolve the problem before continuing w
32. ed this would be the only reason to change PO status on a released PO that hasn t been received against e Click the Process tab on toolbar at top of screen f Click OK or Cancel as needed for print function screens that will pop up Page 41 of 66 GP Inventory User Testing amp Training SOP Cancelling a Purchase Order in GP A Purchase Order can be cancelled up until such time that any items have been received against the PO 1 2 3 4 5 6 7 Click MSDGP icon on desktop Click Purchasing on left toolbar Click Purchase Order Entry under the Transactions Menu Click magnifying glass icon in PO Number field to search and select from drop down box a Use default search of PO Number or click Vendor ID or Additional Sorts to utilize other search criteria b Click Find By__ field next to binoculars icon at top of screen Manually enter search criteria c Use Tab key to initiate search d Locate PO Number highlight with cursor and click Select button Click the Actions button on toolbar at top of screen If PO Status is New PO has not been printed or released for integration and no items have been received a Click Actions button on tool bar at top of screen b Select Void it is important to select void rather than delete so duplicate invalid integrations do not occur If PO Status is Released and no items have been received a Click A
33. edure including item number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 26 of 66 GP Inventory User Testing amp Training SOP Change Procedure from Inpatient Label Test increasing decreasing quantities plus changing quantity to 0 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See Appendix B Select a test invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera s Pharmacy menu change a procedure on an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen Arrow up and down to select proper invoice b Select Label gt Select Inpatient 1 gt Select Find F i Hit ESC to find all Inpatient labels on that invoice ii Once the labels are there you can navigate using the Next N and Previous P comma
34. endix B Select a test invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera s Pharmacy menu delete a procedure from an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Select Procedure P gt Choose View V i Use Up U and Down D to select procedure to delete ii Select deleTe T iii Select Yes for Delete iv Enter comment if prompted c Repeat these steps for each item to be deleted from an invoice Document all of the parameters used to enter the procedure including item number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 19 of 66 GP Inventory User Testing amp Training SOP Add Procedure to Schedule II Label 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See Appendix B Select a t
35. endix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 24 of 66 GP Inventory User Testing amp Training SOP Delete Procedure from Outpatient Label 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See Appendix B Select a test invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera s Pharmacy menu delete a procedure from an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Select Label gt Select Outpatient O gt Select Find F i Hit ESC to find all Outpatient labels on that invoice ii Once the labels are there you can navigate using the Next N and Previous P commands to the label you wish to delete iii Scroll to the procedure item that needs to be deleted iv Once on the label you wish to change select Delete D v Confirm Yes c Repeat these steps for each item to be deleted from an invoice Docume
36. est invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera s Pharmacy menu add a procedure to an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Select Label gt Select Schedule II C gt Select Add A i Fill out the values in the form Use the mnemonic description vs the item ii Repeat these steps for each item to be added to an invoice When finished Press ESC to save additions Document all of the parameters used to enter the procedure including item number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 20 of 66 GP Inventory User Testing amp Training SOP Change Procedure from Schedule II Label Test increasing decreasing quantities plus changing quantity to 0 1 2 3 4 5 6 7 8 9 Document the baseli
37. from drop down box This is how to assign general ledger accounts for NFI Expense and standard Inventory items by each line item on the purchase order i If pop up appears asking if you want to assign the item to this site click Add Extended Cost will have auto populated Click or Tab to field and manually correct if needed For additional items Click or Tab to next item field and repeat procedures above To release GP PO and initiate integration to Kuali perform the steps below i Click print icon on top right corner of screen if prompted click Save ii Click Print button on Purchase Order Print Options iii Click OK after selecting Report Type in Report Destination screen iv Click Cancel if no hard copy is desired or enter number of copies and click OK if print is desired Page 34 of 66 GP Inventory User Testing amp Training SOP Blanket Open Purchase Order Entry 1 2 3 4 5 6 Place order with vendor via phone fax or vendor website using a blanket or open purchase order number Create purchase order in GP Click MSDGP icon on desktop Click Purchasing on left toolbar Click Purchase Order Entry under the Transactions section In Purchase Order Entry window enter required information a b c k Select Type Standard which is default entry Click or Tab to PO Number field PO Number will auto populate generated from GP Click o
38. gnifying glass icon to search and select component item 13 Select Status Active 14 Select Cost Type Per Unit 15 Select Design Quantity amount of component item to be used in the building of this compound item 16 Again skip Effective and Obsolete Date fields 17 Repeat process for selecting additional items 18 Click Save on toolbar at top of screen Page 43 of 66 GP Inventory User Testing amp Training SOP Assembly Entry 1 Click MSDGP icon on desktop 2 Click Inventory on left toolbar 3 Click Assembly Entry under the Transactions section 4 The Document Number and Doc Date fields will auto populate correct if needed 5 Click the Notes icon next to the magnifying glass icon in Document number field to make notations for this assembly 6 Tab or Click to the Site ID field Use magnifying glass icon to search and select site 7 Tab or Click past Batch ID field unless instructed otherwise by business office 8 Tab or Click to Bill Number field Use Magnifying glass icon to search and select Bill Number 9 Tab or Click to Assemble Quantity field and enter the quantity of finished items to build 10 In Status field use arrow to select from drop down box a Select Not Released to view all component line items without processing the assembly inventory item quantities will not be immediately updated use to add delete or modify line items before processing i All bill of material line
39. he Informix database under procedureinventoryparallel has been inserted and that the senttogp flag is set to f indicating that it is ready to be picked up by the SSIS packages lt DEVELOPERS ONLY gt How to Validate the SSIS Packages have been moved to a scheduled job For testing purposes the tester need only wait about three minutes for steps a b and c to execute automatically 1 Run the first of the two SSIS packages This will pull the information from the Informix databases set the senttogp in the procedureinventoryparallel table to t indicating that the Chimera part of the transaction is complete 2 Verify that the data has made it into the holding table for each test case ensuring that everything has been moved to the right location 3 Run the second of the two SSIS packages this will move each of the inventory transactions from the holding table into the GP databases using several stored procedures provided by GP database Verify that a data has been moved to the proper column values in the GP database Modifying the GPInventoryTransaction table in the GP database Page 63 of 66 GP Inventory User Testing amp Training SOP Appendix D How to Verify Transmission of Data between Chimera and GP The Inventory Dashboard website is used to verify the transmission of data between Chimera and GP 1 2 3 4 5 Open a browser preferably Internet Explorer and go to the online Inventory Dashboa
40. ice in the Misc Menu 1 From Chimera s Central Supply or Pharmacy menu a Select the Misc menu M gt Choose Invoice I gt Choose Find F Enter the Invoice in the Invoice field press ESC Press F2 to move to the next screen Choose Internal I gt Choose View V pao y Use the Enter key to move down the invoice You are at the bottom of the invoice when you see the lt EOF gt command prompt Once you reach the bottom of the invoice and you need to see information at the top of the invoice scroll back up with your mouse on the vertical scrollbar on the right edge of the window as needed 2 Verify that your inventory item added or changed is listed with the correct quantity and price on the invoice If item was deleted verify that it is no longer on the invoice If a Pharmacy item was changed to quantity of zero it may leave a minimum charge or surcharge on the invoice depending on the kind of procedure 3 Exit the invoice using the Enter key which will eventually take you back to the Output screen to refresh the same invoice s view or to view a different invoice e To view the same invoice after working through another use case you will need a refreshed view by selecting Exit E then return to step 1d above e To view a different invoice you will need to select Exit E gt Cancel CTRL C gt Find F and return to Step 1b above lt DEVELOPERS ONLY gt How to validate parameters match using Server Studio Verify that in t
41. ich is the actual Quantity on Hand but both of them are already promised or charged to a client That s why GP would show a Quantity Available of 0 This functionality prevents one from charging for an item that appears to be in stock but has been promised or charged to a client already could have happened in the last few seconds Note that increasing GP inventory quantities through Chimera procedure deletions or reductions in procedure quantities will not be reflected in the Quantity Available until the transaction is posted Quantity on Hand This is the actual physical quantity of that item in inventory at that moment on the shelves U o M Unit of Measure Page 66 of 66
42. in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 23 of 66 GP Inventory User Testing amp Training SOP Change Procedure from Outpatient Label Test increasing decreasing quantities plus changing quantity to 0 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See Appendix B Select a test invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera s Pharmacy menu change a procedure to an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Select Label gt Select Outpatient O gt Select Find F i Hit ESC to find all Outpatient labels on that invoice ii Once the labels are there you can navigate using the Next N and Previous P commands to the label you wish to change iii Once on the label you wish to change select Change C iv Make the appropriate changes v Repeat these steps for each item to be changed on an invoice Press ESC to save changes Document all of the parameters used to enter the procedure including item number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See App
43. ith the order Review the inventory item database using the instructions for New Item Set Up Click or Tab to Site ID field Use Site ID magnifying glass icon to search and select Site from drop down box this is how to assign general ledger accounts for NFI Expense and standard Inventory items by each line item on the purchase order i If screen appears asking if you want to assign the item to this site click Add Extended Cost will have auto populated Click or Tab to field and manually correct if needed For additional items Click or Tab to next item field and repeat procedures above To release GP PO perform the steps below i Click print icon on top right corner of screen if prompted click Save ii Click Print button on Purchase Order Print Options iii Click OK after selecting Report Type in Report Destination screen iv Click Cancel if no hard copy is desired or enter number of copies and click OK if print is desired Page 38 of 66 GP Inventory User Testing amp Training SOP Creating a Shop Catalog Purchase Order in GP 1 Create the shop catalog order as per normal procedure 2 Print and place order in file folder 3 Monitor Kuali for return of Kuali PO for the shop catalog order 4 When the Kuali PO is available remove the hard copy of the order from file folder and create a duplicate GP Purchase Order as directed in the Create Blanket Open Purchase Order user
44. k the Kuali PO List button located below the Batch ID field Click the down arrow in the Kuali PO List drop down box Scroll to locate GP PO or Kuali PO The information order will be Kuali POH GP POH Vendor ID Item for first line of GP PO first line item description Date PO created Record Vendor ID and GP PO to use for entering into the Vendor ID and PO Number fields Exit the Kuali PO List drop down box When there are multiple items on the invoice use the same instructions as above with the following changes h Click Auto Invoice button on tool bar at top of screen vi vii viii Select Purchase Order Items screen will appear with all open purchase orders from that vendor Scroll to locate the PO Number All items on the PO will have a check in the adjacent box Uncheck any boxes next to line items you don t want to receive if applicable You may edit Qty Shipped and Unit Cost if needed Click Invoice button on toolbar at bottom of screen Click Post on tool bar at top of Purchasing Invoice Entry screen Print or cancel hard copy as needed Page 59 of 66 GP Inventory User Testing amp Training SOP Appendix Appendix A How to Access Chimera3 Test Server 1 Open TeraTerm and in the host box type chimera3 cvmbs colostate edu TCPAP Host chimera3 cvmbs colostate edu v History Service Telnet TCP port 22 SSH SSH version Oth a Protocol
45. ld like to change and use tab to move to the field for unit of measure and enter the quantity of individual items per unit of measure Press ESC to commit the changes Changing Dispensing Units in Chimera 4 In Chimera change the Dispensing Units on the Items and Locations menu a Exit E 2x to return to Inventory Menu gt Choose Items I b Choose Items amp locations 5 Select Find F to find the item you wish to change then enter the mnemonic vs item number into the Mnemonic field and press ESC 6 Choose Change C to change the item tab to the field for the dispensing units A 08900000000000000000000809800000000000000000000000000000000000000000000000000x pP Y Menu 7 Change the dispensing units to the new unit type and press ESC to commit the changes Verify if Use Case Passes or Fails 8 It passes if you can add a procedure with the changed unit of measure 9 If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 31 of 66 GP Inventory User Testing amp Training SOP Delete Pharmacy Item Unit of Measure 1 2 3 4 5 First you ll have to add the new unit of measure to the item a Choose Pharmacy E b Choose Inventory I gt Choose Items I From here choose Units U and choose Find F Enter the item number and press ESC to search a Arrow down to reach the conversi
46. m number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 8 of 66 GP Inventory User Testing amp Training SOP Delete Central Supply Inventory Item Procedure from Invoice 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See Appendix B Select a test invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera s Central Supply menu delete a procedure from an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Select Find F i Hit ESC to show all procedures ii Navigate with Tab or arrow key to desired procedure iii Ctrl G to delete procedure c Repeat these steps for each item to be deleted from an invoice Press ESC to save Document all of the parameters used to enter the procedure including item
47. n at top of screen Manually iii Use Tab key to initiate search iv Locate vendor highlight with cursor and click Select button Click or Tab to Vendor Name field Vendor Name will auto populate if it is an existing vendor in GP Click or Tab past LC box to PO Number field i Use magnifying glass icon to search and select PO number Click or Tab to Item field Use Item magnifying glass icon to search and select from drop down box i Locate item to receive if not already highlighted click on item and then click Select button Click or Tab to Quantity Invoiced field quantity will default to amount on Purchase Order correct if needed Click or Tab to Unit Cost field which will auto populate with cost on Purchase Order correct if needed Click or Tab past U of M field which will default to U of M on Purchase Order Click or Tab past Description field which will default to Description on Purchase Order Click or Tab to Extended Cost field which will default to calculated extended cost determined by Quantity Invoiced and Unit Cost entered For additional items Click or Tab to next item field and repeat procedures above Click Post to complete the invoicing process Print or Cancel hard copy as needed If you do not know the Vendor ID f substitute the following instructions Page 58 of 66 V GP Inventory User Testing amp Training SOP Clic
48. n is posted 5 Viewing Posting Transactions a Look to the transaction entry to see the procedure entries that have yet to be posted This helps us verify that the inventory item was allocated to the proper invoice b Inventory should already be selected from the left navigation bar c Select Series Post link under Transactions from the right of the screen The Inventory Series Posting dialog box appears Check the Available checkbox for the Invoice number s to post e Click the Post button at the top left of the dialog box f A printing dialog box will appear three times for each invoice hit cancel each time it appears g You will be returned to the Inventory Series Posting dialog box The invoice you just posted is removed from the list and the Quantity Available has changed for that particular item Page 65 of 66 GP Inventory User Testing amp Training SOP Appendix F Glossary Bins GP nomenclature Chimera s equivalent is locations GP Great Plains Inventory commonly referred to as GP Locations Chimera nomenclature GP s equivalent is bins Negative numbers Designated with not a dash before the number Premier An outside company that supports GP Quantity Available This is the amount of that particular item that is available to sell It takes into account any orders for that item that have been placed but not posted It is possible to have two of an item on the shelf wh
49. ncccnoncccnoncnnnnnnnnnnnnnnoncnnn cnn nc anno cnn rn nn nr rra cra 11 Changing Dispensing Units in Chimera ooooncncnncnonononannnnnnnnonononnnnnnnnnnononnnnnnnnnnnnnnnnnnnnnnnnnnano nn nnnnncnnnns 11 Check GP Unit Of Medsure i ccecccacncstseehcecssans crass aana e aaea Eea ee aE EOE Eiaeai 11 Verify if Use Case Passes Or Fails cccccssessecececeesesenaecesecscesssaeaeeeeecesseseaaesecessseseaaeaeeeeeesseeseneeeeess 12 Change Central Supply Item Unit Of Measure cccccccccccssssssceceeecessessaeseeceseesesaeaeeeeeeeseeseaeeeeeeeseeegs 13 Add New Unit of Measure in Chimera oo ceecceeeeececeeeeeeaeeeeaeceeeeeceaeeceaeeeeaaeeseaeeseaeeesaeeeeaaeeneaaeeeeeees 13 Changing Dispensing Units in Chimera ooo ccccncconononannnnnnnnonononnnnnnnnnnnnnonnnnnnnnnnnnnrnnnnnnnnnnano no nnnnncnnnns 13 Verify if Use Case Passes Or Falls iii da 13 Delete Central Supply Item Unit of Measure oooooocnccncncnonononcnnnnonanonononnnnnnnnnnononnnnnnnnnnnnno non nnncnnnnnenannanoos 14 Verify if Use Case Passes Or Fails ccccssssscceceessssaceececeessssacaeseceeeeseneaaeaeseceseseaeaeeececesseasaeseeenss 14 Pharmacy Use Casos Na 15 Page 2 of 66 GP Inventory User Testing amp Training SOP Add Pharmacy Inventory Item Procedure to INvVO CE cccccononoooonnnonnnanonannnnonnnononnnnnnnnnnnnnnnnnnnnoncnnnns 15 Change Pharmacy Inventory Item Procedure ON INVOICE cccccccccssesssseceeeeecesseseeaececesseeseaeeeeeesensees 16
50. nds to the label you wish to change iii Once on the label you wish to change select Change Label C iv Make the appropriate changes v Repeat these steps for each item to be changed on an invoice Press ESC to save changes Document all of the parameters used to enter the procedure including item number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 27 of 66 GP Inventory User Testing amp Training SOP Delete Procedure from Inpatient Label 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See Appendix B Select a test invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera s Pharmacy menu delete a procedure from an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Select Label gt Select Inpatient
51. ne numbers from GP See Appendix B Select a test invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera s Pharmacy menu change a procedure on an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Select Label gt Select Schedule II C gt Select Find F i Hit ESC to find all Schedule II labels on that invoice ii Once the labels are there you can navigate using the Next N and Previous P commands to the label you wish to change iii Once on the label you wish to change select Change C iv Make the appropriate changes v Repeat these steps for each item to be changed on an invoice Press ESC to save changes Document all of the parameters used to enter the procedure including item number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provid
52. ng amp Training SOP Great Plains GP USE CASOS e a r NEE E OO ii ds 33 New Purchase Order ENV eese e e eaa e a a a e E A EE EAE aat 33 Blanket Open Purchase Order Entry ccccecsessscccecssseseaececeeecessaeseceeecessesaaseseeeessesesaeaeeeeecessessaaeesess 35 PGard Purchase Order Ent aii 37 Creating a Shop Catalog Purchase Order in GP ccccccccccccsssssssecececessessnneeeceeseeseeaeeeeeeeseeseaeeeseeseeeees 39 Changing a Purchase Order in GP cccccononocuonnnnnnnonononnnnnnnnnnnnnononnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnannnns 40 Changing Purchase Order Entry Status c ccccccccsssssscececscsesesssaeeeeecssesseaeeeeeesesseeseaseeeeeesseseaeaeeeeeeeee 41 Cancelling a Purchase Order ia GP aaa 42 Create a Bil of Materials a a 43 ASA DI o cana 44 Receiving via Purchase Order Entry cccccesssscceecsssesesaeceeeesessseseseeececesseeaaeeeeeesseseaaeaeeeesessseseaaeaeess 45 Inventor Adj StMENT aeiee nn ssuisceess A ese SEA kea aa ca 46 Vendor Inventory REUS alada 47 Nena aaa 48 Adda New Unit of Measures da tata 51 Add a New Unit of Measure ConverSion ccccessceceeeeceneeeecceceeaeeceeeeeeeeeeaaeeeeaaeseeeesaeesaeeeeaaeeeeaeeeaes 52 Create Stock Count Schedule to be completed cocoocccnnnocccnnoooaanonononnnononannnonnnnnnncononannccnnnnnnnnnnnns 53 Perform Stock Cycle Count to be completed oooooocconcccccononnncnononnnonanonnncnnnnnnncnnnnnnncnnnnnnnnnonnncnnnns 54 Reports to b
53. nges in GP Add New Unit of Measure in Chimera 3 Choose Central Supply A gt Choose Inventory I gt Choose Items I a From here choose Units U and choose Add A Enter item number and press Tab and it should auto populate the Description and move the cursor to the quantity column b Enter the Quantity of individual items per unit of measure and the Unit examples BX CS PK BG Press ESC to commit the changes Changing Dispensing Units in Chimera 4 In Chimera change the Dispensing Units on the Items and Locations menu a Exit E 2x to return to Inventory Menu gt Choose Items I b Choose Items locations 5 Select Find F to find the item you wish to change and then enter the item number into the Inventory Item field and press ESC 6 Choose Change C to change the item tab to the field for the dispensing units 9890800000000000000000000000000000000000 ress F3 for help editing this screen 7 Change the dispensing units to the new unit type and press ESC to commit the changes Check GP Unit of Measure 8 Open GP gt Inventory gt Item under Cards 9 Enter Item Number with Cost Center Code 10 Click on U of M Schedule ID Page 11 of 66 GP Inventory User Testing amp Training SOP 11 Look in list for recently added U of M 12 If not there scroll to blank line at bottom of list and enter it a You may get a message popup This U of M is assigned to one or more items Do you wan
54. nt all of the parameters used to enter the procedure including item number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 25 of 66 GP Inventory User Testing amp Training SOP Add Procedure to Inpatient Label 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See Appendix B Select a test invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera s Pharmacy menu add a procedure to an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Select Label gt Select Inpatient 1 gt Select Add A i Enter the procedure mnemonic code into the procedure field press TAB ii Repeat these steps for each item to be added to an invoice When finished Press ESC to save Document all of the parameters used to enter the proc
55. number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 9 of 66 GP Inventory User Testing amp Training SOP Delete Central Supply Item Procedure from Invoice using View Menu 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See Appendix B Select a test invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera s Central Supply menu delete a procedure from an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Select View V i Using Up U and Down D to move between items ii Use deleTe T to delete the item iii Select Yes for Delete iv Enter comment if prompted c Repeat these steps for each item to be deleted from an invoice Document all of the parameters used to enter the procedure incl
56. om GP Click or Tab to Buyer ID field and Enter Buyer ID use magnifying glass icon to search and select from drop down box Click or Tab to Date field which auto populated manually correct if needed by clicking calendar icon in date field select by clicking desired date Tab past or through Allow Sales Documents Commitments optional field leave empty Click or Tab to Vendor ID Field and enter Vendor ID generated by Kuali use magnifying glass icon to search and select from drop down box i Use default search of Vendor Name or click Vendor ID or Additional Sorts to utilize other search criteria ii Click Find by enter search criteria field next to binoculars icon at top of screen Manually iii Use Tab key to initiate search iv Locate vendor highlight with cursor and click Select button Click or Tab to Name field Vendor Name will auto populate if it is an existing vendor in GP Click or Tab past Kuali PO field this will be available to be populated with Kuali PO following release of GP PO Click or Tab to Item field Enter Item magnifying glass icon to search and select from drop down box i Use default search of Item Number or click Short Description or Additional Sorts to utilize other search criteria ii Click Find by enter search criteria field next to binoculars icon at top of screen Manually iii Use Tab key to initiate search iv Locate item
57. on unit that you wish to delete and press CTRL G b You should be prompted to confirm the deletion Answer Yes Press ESC In Chimera change the Dispensing Units on the Items and Locations menu a Exit E 2x to return to Inventory Menu gt Choose Items I b Choose Items amp locations Select Find F to find the item you wish to remove the deleted unit of measure from then enter the mnemonic vs item number into the Mnemonic field and press ESC Choose Change C to change the item tab to the field for the dispensing units 3 EGE help edit ing this screen D 6 uw yaaa 6 Remove the deleted dispensing unit and replace it with an existing dispensing unit Verify if Use Case Passes or Fails 7 8 It passes if you can add a procedure with the original 1 to 1 unit of measure unit of measure If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 32 of 66 GP Inventory User Testing amp Training SOP Great Plains GP Use Cases New Purchase Order Entry Click MSDGP icon on desktop Click Purchasing on left toolbar 1 2 3 4 Click Purchase Order Entry under the Transactions section In Purchase Order Entry window enter required information a b c Select Type Standard which is default entry Click or Tab to PO Number field PO Number will auto populate generated fr
58. pensing units to the new unit type and press ESC to commit the changes Check GP Unit of Measure 8 Open GP gt Inventory gt Item under Cards 9 Enter Item Number with Cost Center Code Page 29 of 66 GP Inventory User Testing amp Training SOP 10 Click on U of M Schedule ID 11 Look in list for recently added U of M 12 If not there scroll to blank line at bottom of list and enter it a You may get a message popup This U of M is assigned to one or more items Do you want to continue and update the item that are assigned to this U of M Schedule Answer Yes b Enter Quantity and Equivalent gt Save You will see a progress dialog box briefly appear while this is saving Verify if Use Case Passes or Fails 13 It passes if you can add a procedure with the new unit of measure You may need to look for a difference in prices as the description remains the same 14 If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 30 of 66 GP Inventory User Testing amp Training SOP Change Pharmacy Item Unit of Measure Add New Unit of Measure in Chimera 1 First you ll have to add the new unit of measure to the item a Choose Pharmacy E b Choose Inventory I gt Choose Items I 2 From here choose Units U and choose Find F Enter the item number and press ESC to search 3 Arrow down to the row you wou
59. proved by Director s office or GP administrator Purchase Tax Option will auto populate to default setting of Nontaxable or use arrow to select from drop down box Tab over or Click through Standard Cost optional field for VTH at this time Tab or Click Current Cost field and manually enter cost as quoted by vendor Tab over or Click through List Price optional field for VTH at this time Tab or Click Options button Tab or Click Substitute Item 1 Enter item number or select from drop down box optional field for VTH at this time Tab or Click Substitute Item 2 Enter item number or select from drop down box optional field for VTH at this time All other fields will auto populate or are optional for VTH at this time Click OK Tab or Click Accounts Page 48 of 66 y Z GP Inventory User Testing amp Training SOP Enter or verify auto populated account information i Required accounts are Inventory Inventory department Inventory Offset COGS Department Cost of Goods Sold COGS Department and Sales Revenue Account numbers can be provided by Director s office if needed Tab or Click OK 8 Click Go To icon on top right corner of screen and select Price List may also utilize Price List under the cards section a c d When asked to Save Changes click Yes Verify Item Number Description Price Method U of M schedule Base U of M Quantity Decimals and Current Cost for accur
60. r Tab to Kuali PO field and manually enter the blanket or open purchase order number this entry will prevent the PO from going to Kuali thus eliminating the possibility of duplicate purchase orders in Kuali Click or Tab to Buyer ID field and Enter Buyer ID use magnifying glass icon to search and select drop down box Click or Tab to Date field which auto populated manually correct if needed by clicking calendar icon in date field select by clicking desired date Tab past or through Allow Sales Documents Commitments optional field leave empty Click or Tab to Vendor ID Field and enter Vendor ID generated by Kuali use magnifying glass icon to search and select from drop down box i Use default search of Vendor Name or click Vendor ID or Additional Sorts to utilize other search criteria ii Click Find by field next to binoculars icon at top of screen Manually enter search criteria iii Use Tab key to initiate search iv Locate vendor highlight with cursor and click Select button Click or Tab to Name Vendor Name will auto populate if it is an existing vendor in GP Click or Tab to Item field Use Item magnifying glass icon to search and select from drop down box i Use default search of Item Number or click Short Description or Additional Sorts to utilize other search criteria ii Click Find by__ field next to binoculars icon at top of screen Manually enter search
61. rd e When working with real live data on the production server use the Dashboard at http southcampus3 cvmbs colostate edu Inventor e When working with fake data staged for testing or training on the development server use the Dashboard at http southcampus2 cvmbs colostate edu Inventory It is recommended that you open this website in two browser tabs or windows one for each view the Procedure Inventory View and one for the Exceptions View To streamline your workflow as you work through each Use Case within one day s work session you can simply refresh each web page with the F5 function key on your keyboard instead of clicking Return to Search and entering the Select Criteria to Build a Statement fields again View the Procedure Inventory View and verify if the transaction was successful by looking at the column Success Fail View the Exceptions View and verify if the procedure was entered into the GP database by looking to the column named State A separate User Manual exists for the website under the Help menu Page 64 of 66 GP Inventory User Testing amp Training SOP Appendix E How to Verify Data is Properly Inserted into GP This is similar to How to Document Baseline Numbers from GP in Appendix B After working through a Use Case you will want to verify that the data has been properly inserted into the correct fields in GP by checking the Quantity on Hand and Quantity Availa
62. record reason for return click Attach button when notation is complete Click or Tab to Vendor Doc No and enter a Return Authorization number if applicable Click or Tab to Date field which will auto populate manually correct if needed by clicking calendar icon in date field select by clicking desired date Click or Tab past Batch ID unless directed to enter by Director s office Linda Click or Tab to enter Vendor ID use magnifying glass to search and select from drop down box Vendor Name will auto populate Click or Tab past Replace Returned Goods and Invoice Expected for Returned Goods not to be used at this time these can generate duplicate purchase orders to Kuali if marked Click or Tab to enter PO Number use magnifying glass icon to search and select from drop down box Click or Tab to enter Item use magnifying glass icon to search and select from drop down box Click or Tab to enter receipt No use magnifying glass icon to search and select from drop down box U of M field will auto populate this cannot be changed Click or Tab to enter Quantity Returned field will auto populate with quantity received manually correct as needed Unit Cost will auto populate from original Purchase Order this cannot be changed Repeat for additional items from same or other PO s to be returned When done click Post Page 47 of 66 GP Inventory User Testing amp Training SOP New Item Se
63. rify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 7 of 66 GP Inventory User Testing amp Training SOP Change Central Supply Inventory Item Procedure on Invoice Test increasing decreasing quantities Note Central Supply will not allow a quantity change to 0 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See Appendix B Select a test invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera s Central Supply menu change a procedure on an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Choose Find F i Hit ESC to show all procedures on that invoice ii Navigate using the Arrow or Tab key to the procedure you wish to change iii Make the appropriate changes iv Repeat these steps for each item to be changed on an invoice Press ESC to save changes Document all of the parameters used to enter the procedure including ite
64. ss to the GP program at such a level that they can add remove change inventory items as well as post transactions related to inventory Page 6 of 66 GP Inventory User Testing amp Training SOP Central Supply Use Cases Add Central Supply Inventory Item Procedure to Invoice 1 2 3 4 5 6 7 8 9 Document the baseline numbers from GP See Appendix B Select a test invoice Case gt 0 Status A Type S or L and document the invoice number In Chimera s Central Supply menu add a procedure to an invoice with the proper inventory item a Choose Procedure Menu P gt Choose Find F gt Enter invoice into the invoice field press ESC gt Press F2 to move to the next screen b Choose Add i Enter the procedure code into the procedure field and press TAB ii Once everything is populated you can either use the gt arrow or the TAB key to move between the fields iii The Quantity field can be changed to any number greater than 1 iv The I Unit field can be changed to reflect the proper unit of measure i e BX for Box CS for Case EA for each v Once you ve completed filling out the form press ESC to commit the changes c Repeat these steps for each item to be added to an invoice Document all of the parameters used to enter the procedure including item number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Ve
65. sseaeeeeceseeseeaaeseeeeeseseaeeeeeessesseaaaeeeeessees 29 Find Item to Test and Get Baseline ceeccsesscesseeeeseeceecceceeeeeceeeesaeceeaaeceeaeesaeeesaeeeeaaeeeeaaesnneeesaees 29 Add New Unit of Measure in Chimera oo ceecceeesceeseceesneeeeaaeceeeeeceeeecaaeeeeaaeceeaeeceseeenaeeeeaaeeseaaeeneees 29 Changing Dispensing Units in Chimera ccccccccccssssscccccecessesseaecececscesaaeseceesesssesaeaeeeeeessessaaeaeeeesens 29 Check GP Unit Of Measures iis iciceeciisies sacbeesteactitsraaisd sien eiiavesmiaeb ba diia 29 Verify if Use Case Passes or Fails ccccccccsssssscececsssesseaeceeeescesesaeseceeecesseseaseseeesseeesaeaeeeesesssessaeeesess 30 Change Pharmacy Item Unit Of Measure ccccccnonononnnnnnnnnnononnnnnnnnnnnononenonnnnnnnnnnononnnnnnnnnnonornnnnnnnnnnnnnnns 31 Add New Unit of Measure in Chimera oooooccnncccnonccconnnononcnnnncnnnnononnnnnnn cnn nan nn nana nc ron cnn nn anar nn anna cnn nc 31 Changing Dispensing Units in Chimera ccccccccccssssscecececessesseaeceeecssessaaeseeeesesssesaaeeeseessessasaeeeesens 31 Verify if Use Case Passesior Fallsin ioi tes ssueveasvanhecensdevseacsadeagneateeveadsentess 31 Delete Pharmacy Item Unit Of Measure ccccscccccccessssssesecececssseseaseseecsseeseaaaeeeeeeeseseaeseesessnssesaaaeess 32 Verify if Use Case Passes or Fails occcononococnononononononnnncnnnnnonnnnnncnnnnnnnnnnonnnnnnnnnnnno corn nnnnnnnnnanrnnnnnnnos 32 Page 3 of 66 GP Inventory User Testi
66. t to continue and update the item that are assigned to this U of M Schedule Answer Yes b Enter Quantity and Equivalent gt Save You will see a progress dialog box briefly appear while this is saving Verify if Use Case Passes or Fails 13 It passes if you can add a Central Supply Inventory Item Procedure to an invoice with the new unit of measure and GP Inventory adjusts appropriately 14 If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 12 of 66 GP Inventory User Testing amp Training SOP Change Central Supply Item Unit of Measure Add New Unit of Measure in Chimera 1 First you ll have to add the new unit of measure to the item a Choose Central Supply A b Choose Inventory I gt Choose Items I 2 From here choose Units U and choose Find F Enter the item number and press ESC to search 3 Arrow down to the row you would like to change and use tab to move to the field for unit of measure and enter the quantity of individual items per unit of measure Press ESC to commit the changes Changing Dispensing Units in Chimera 4 In Chimera change the Dispensing Units on the Items and Locations menu a Exit E 2x to return to Inventory Menu gt Choose Items 1 b Choose Items amp locations 5 Select Find F to find the item you wish to change and then enter the item number into the Inventory
67. te ID field Use Site ID magnifying glass icon to search and select Site from drop down box this is how to assign general ledger accounts for NFI Expense and standard Inventory items by each line item on the purchase order i If screen appears asking if you want to assign the item to this site click Add Extended Cost will have auto populated Click or Tab to field and manually correct if needed For additional items Click or Tab to next item field and repeat procedures above To release GP PO and initiate integration to Kuali perform the steps below i Click print icon on top right corner of screen if prompted click Save ii Click Print button on Purchase Order Print Options iii Click OK after selecting Report Type in Report Destination screen iv Click Cancel if no hard copy is desired or enter number of copies and click OK if print is desired Page 36 of 66 GP Inventory User Testing amp Training SOP PCard Purchase Order Entry 1 2 3 4 5 6 Place order with vendor via phone fax or vendor website using a blanket or open purchase order number Create purchase order in GP Click MSDGP icon on desktop Click Purchasing on left toolbar Click Purchase Order Entry under the Transactions section In Purchase Order Entry window enter required information a b c k Select Type Standard which is default entry Click or Tab to PO Num
68. tock Cycle Count to be completed Page 54 of 66 GP Inventory User Testing amp Training SOP Reports to be completed Page 55 of 66 GP Inventory User Testing amp Training SOP New Vendor Setup without download from Kuali Once a vendor has been issued a Vendor Address ID from Central Purchasing Kuali will update GP through overnight integrations All procedures after 1 2 will be unnecessary when integrations are functioning correctly 1 2 3 4 5 6 Alert Director s office Purchasing department personnel Sherrie of need for new vendor set up in Kuali Obtain Vendor Address ID from Director s office Purchasing Dept issued from Kuali Click MSDGP icon on desktop Click Purchasing on left toolbar Click Vendor under the cards section In vendor maintenance window enter required information a b c oc oo 2 3 Enter Vendor ID generated by Kuali Tab or Click to Vendor Name which will auto populate Tab or Click to Vendor short name use abbreviated name if needed will auto populate if name is short enough Tab or Click to Vendor check name will auto populate or manually enter using name required for vendor invoices Tab over or Skip or leave empty Hold box Tab or Click to Status box which will auto populate or select default of Active in drop down box Tab or Click to enter Vendor class ID always select default of Kuali Vendor from drop down bo
69. tup 1 2 3 4 5 6 7 Manually create item number from sequential list in each department Complete new item request form and present to business office Ronnie Business office will alert via email when the item set up is completed and ready for charges in Chimera Click MSDGP icon on desktop Click Inventory on left toolbar Click Item under the cards section In Item maintenance window enter required information a b C d e Th 23505 s e Ss ory Enter Item number Tab or Click to enter Description Tab or Click to enter Short Description use abbreviated name if needed Tab or Click to enter Generic Description optional field Tab or Click to enter Class ID use magnifying glass icon to search and select from drop down box Click Yes to update the item with information from Class Item Type will auto populate or use arrow to select from drop down box Valuation Method is automatically defaulted to FIFO Perpetual Sales Tax Option will auto populate or use arrow to select from drop down box Tab or Click to select U of M Schedule ID use magnifying glass icon to select item s minimum unit of measure from drop down box Tab or Click past Shipping weight optional field for VTH at this time Quantity Decimals and Currency Decimals will auto populate to default settings or use arrow to select and enter as needed 0 decimals should always be used for quantity unless pre ap
70. uding item number unit of measure location quantity and price Validate parameters match in Chimera s Invoice display See Appendix C Verify transmission of data between Chimera and GP using the Inventory Dashboard See Appendix D Verify data has been properly inserted into GP database See Appendix E Verify if Use Case passes or fails See Output Specification in Test Case Specification spreadsheet If Use Case fails contact CRG with the name of the Use Case invoice and item mnemonic code tested what step you were on and any other details you wish to provide Page 10 of 66 GP Inventory User Testing amp Training SOP Add Central Supply Item Unit of Measure In order to add a unit of measure as of 6 7 2011 it is possible to have multiple units of measure associated with an inventory item provided that those units of measure are not the same Meaning for example that there cannot be two different BX Units listed for the same item but it is only possible to have two different dispensing units associated with the item So in every case the two possibilities are EA and some form of multiple measurement Ex BX CS etc Find Item to Test and Get Baseline 1 Find a Central Supply item in Chimera where minimum units and dispensing units have a matching value in Chimera s Inventory gt Item Menu 2 For your baseline verify you can add a procedure with the current unit of measure and the quantity correctly cha
71. ve two different dispensing units associated with the item So in every case the two possibilities are EA and some form of multiple measurement Ex BX CS etc Find Item to Test and Get Baseline 1 Find a Pharmacy item in Chimera where minimum units and dispensing units have a matching value in Chimera s Inventory gt Item Menu 2 For your baseline verify you can add a procedure with the current unit of measure and the quantity correctly changes in GP Add New Unit of Measure in Chimera 3 Choose Pharmacy E gt Choose Inventory I gt Choose Items I a From here choose Units U and choose Add A Enter the mnemonic vs item number and press the Tab key it should auto populate the Description and move the cursor to the quantity column b Enter the Quantity of individual items per unit of measure and the Unit examples BX CS PK BG Press ESC to commit the changes Changing Dispensing Units in Chimera 4 In Chimera change the Dispensing Units on the Items and Locations menu a Exit E to return to Inventory Menu gt Choose Items I b Choose Items amp locations 5 Select Find F to find the item you wish to change then enter the mnemonic vs item number into the Mnemonic field and press ESC 6 Choose Change C to change the item tab to the field for the dispensing units 2 88898880088000000000000000000800000000000000000000000000000000000000000000000x upply Menu 7 Change the dis
72. x Tab or Click to enter Vendor address ID obtained from Director s office Purchasing Dept Kuali generated ID Tab or Click to Vendor contact address city state zip code country code and country fields which will auto populate or enter as needed Tab or Click to enter Phone and fax number s Tab or Click to Tax Schedule which will auto populate or select from drop down box Tab or Click to Shipping method generally utilized by vendor which will auto populate or select from drop down box Tab over UPS zone or it may be skipped or left empty Tab or Click to enter Purchase address ID will auto populate from address info Tab or Click to enter Remit To address ID will auto populate Tab or Click to enter Ship From address ID will auto populate All other fields will auto populate or be entered by accounting department or are optional for VTH at this time Tab or Click to Enter Save Page 56 of 66 GP Inventory User Testing amp Training SOP New Buyer Setup Buyer Maintenance 1 Contact System Administrator Kacie Reed or call Helpdesk for access to program This Function is completed by the System Administrator 2 Click MSDGP icon on desktop 3 Click Purchasing on left toolbar or in Cards drop down box from toolbar on top of screen 4 Click Buyers under the Card section 5 In Buyer ID field enter Buyer ID which is generally the user s CSU EID May click magnifying glass icon and se

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