Pharmascan 2 User Manual
Contents
1. Enter in the quantity of items received To match the IQty value to the Qty value tap the green equals button e View Once you have entered in the Product Code and Qty the IQty field will turn a colour see Figure 6 1 2 There are five colours and these colours can be viewed all at once or individually via the View drop down list they are o All This will show all items regardless of their status colour o Not Supplied Red This colour defines not supplied items Not supplied item means that they were not received o Under Supplied Aqua This colour defines under supplied items Under Supplied occurs when the IQty value is less than the Qty value o Receipted Green This colour defines fully receipted items Receipted Items mean the exact amount order was received e g the IlQty and Qty values are equal o Over Supplied Yellow This colour defines over supplied items Over supplier occurs when IQty value is grater than that of the Qty value lf any of the items appear in grey that means the items has already been delivered Corum Health Services PharmaScan User Manual f Invoices GC ag Te m vas Sumer Date yo000sto1 Sigma 11 12 08 4125456 novartis 26 05 09 Options Select Exit E Receipting er Ty m _ Invoice 123456769 Supplier novartis J Product code ff RY Qty e OTRIVIN ADT DRPS2. and select the Red Cross Corum Health Services PharmaScan User Manual 5 of 17 xs Note The following will be automatically recalculated e If List Cost is changed then Retail will be recalculated e f Retail is changed then Markup will be recalculated e f Markup is changed then Retail will be recalculated 7 There is also a Goods Labels button If you select this the screen will remove the graph and display the following fields see Figure 3 3 8 To print goods labels enter the amount in the quantity field and tap Goods Labels If you decide you do not want to print goods labels tap the Red Cross to the right of the quantity field Labels will be printed to the same printer that is setup in LOTS for printing product labels 9 To add shelf labels to the shelf label queue tick the Shelf Label tick box and enter the amount of shelf labels in the quantity field lf shelf labels are already added to the item then the Shelf Label tick box will be automatically ticked when you tap the Goods Labels button 10 The second tab is the Order Settings tab see Figure 3 4 this tab simply allows you to view your ordering options that are set in LOTS Stock Cards The only field you can edit is the SOH Stock On Hand If you adjust the SOH value of the item when you save the stock card you will be prompted to enter ina reason for the stock adjustment 11 When you have finished with th
3. the list If this option is not ticked then the item will be displayed after you select the item from list and then tap Select About OK Cancel 3 The second tab is the Stocktake tab see Figure 4 1 1 this has three options e When an item is re entered This option allows you to choose what happens when you come across an item that s SOH you have already entered usually when the same item appears in more than one place Figure 4 1 1 within a store There are there options to choose from o Add to SOH This will add the new items to the current SOH o Replace SOH This will replace the w Pe De Tx current SOH with the new items When an item is re entered o Prompt for Add Replace This will Add to SOH display a prompt when new items are C Replace SOH found allowing you to select whether MN Prompt for add Replace you want to Add or replace the SOH This is the default option Add Every Item to existing SOH e Add Every item to existing SOH This _ Display Numeric Keypad option allows you to always add the quantity entered to the item s SOH rather than replace the SOH e Display Numeric keypad This will allow you tap in values such as an item s PLU the item s barcode or the quantity of an item M General Stocktake About OK Cancel 4 The final tab is the Connection tab and this is purely used in setting up the Pharm
4. 10ML 10 10 BERCCCA EFF PERF T 45 l l HAIRY LEMON 10 TABS l l Options Save Cancel Figure 6 1 2 15 of 17 6 To accurately receipt off your invoice scan in the product code of each item and then enter the quantity received x Note The Red Cross clears the Product Code field 7 There are three Options available see Figure 6 1 3 Zero This will allow you to reset the IQty values to zero This is particularly helpful because by default when an order is opened for the first time the IQty will match the Qty By setting this value to zero will ensure you enter in the correct IQty value as you count through the items received Reset This will allow you to reset the IQty values to their initial value Legend This will display a legend detailing what each field colour refers to See Figure 6 1 4 Select Exit to return to the Receipting screen 8 Once you have receipted off your invoice tap Save to save the invoice to LOTS Orders and be returned to the Pharmascan main menu Corum Health Services PharmaScan User Manual Crear Toi Invoice 123456789 Supplier novartis Product Code aera x Qty e view Description foy QOTRIVIN ACT DRPS 10ML 10 BERG A EFF PERF T 45 HAIRY LEMON 10 TABS 7 Receipting Zero ii Reset m Legend Options Save Cancel PA Figure 6 1 4 16 of 17 6 2 Corum Health
5. 42 a Size multiplied by the Order Multiple for ATENTEN ATE the selected supplier 6 46 123465 8 To remove an item from the order simply ALLENS BUT MEN Ex24 click on the Red Cross and answer Yes to a 1 21 681067 the confirmation message 9 Once you have added an item to your order pice n ao you can view or edit the items stock card by tapping the stock card icon For more information on viewing or editing stock Ji Retail 87 65 Cost 53 57 cards refer to section 3 Stock Cards Exit 10 The bottom of the window shows the total Retail Cost and the total Real Cost of the items on order 11 To return to the main menu select Exit Figure 5 2 2 Corum Health Services PharmaScan User Manual 13 of 17 5 2 1 1 Adding An Item Without A Partcode If you try to add an item to an order that does not have PLU for the selected supplier the following prompt will appear see figure 5 2 1 1 To add a Partcode to the item select Yes This will take you to the Add Partcode screen there are three option to set see Figure 5 2 1 2 Enter the Partcode to add This field will allow you enter in the partcode you wish to use After entering in the partcode click on the binocular icon to ensure that the partcode is not assigned to another product for that supplier Order Multiple This is the order quantity in multiples you are required to order in as defined by the supplier For Exa
6. NPHARMASOL Pharmascan 2 User Manual Z oO o o Date 27 July 2009 Corum NSW e QLD e SA VIC e WA Health Servic es support corum com au corumhealth com au Contents INTRODUCTION STARTING PHARMASCAN STOCK CARDS STOCKTAKE 4 1 Setting Up Stocktake Options 4 2 Starting Continuing A Stocktake 4 3 Rescanning An Item 4 4 Adding A Barcode To An Item 4 5 Stock Adjustments 5 ORDERS 5 1 Creating A New Order 5 2 Modifying An Order 5 2 1 Adding An Item Without A Partcode 6 RECEIPTING INVOICE 6 1 Receipting An Invoice 6 2 Scanning An Item Not On Order A OO N Corum Health Services PharmaScan User Manual 2 of 17 O OON N OFF A OW m a N a AOON O1 N OI 1 Introduction This document details how you use Pharmascan 2 All four Pharmascan 2 modules are clearly outlined in this document they include Stock Cards How to views and edit your LOTS Stock Cards via Pharmascan Stocktake How to perform a stocktake using your Pharmascan unit Orders How to create and modify an order using your Pharmascan unit Receipting Invoice How to receipt off outstanding unit via Pharmascan All actions performed on the Pharmascan will be recorded back to LOTS Corum Health Services PharmaScan User Manual 3 of 17 2 Starting PharmaScan 1 To start PharmaScan just select PharmaScan of the main menu of the mobile unit 2 You will
7. Services Scanning An Item Not On Order To check a receipt with what s being delivered tap the Receipting Invoice icon on the main menu This will display the Invoices screen see Figure 6 2 1 A list of invoices waiting to be actioned will be displayed Highlight the Invoice you wish to check and then tap Select When in the Receipting window if you Scan in a barcode of an item that is not on order you will receive the following prompt see Figure 6 2 2 Select ok to be returned to the Receipting screen GO at A n Invoces runo Supper ote 7 O0009101 Sigma 1if12 08 123456 novartis 26 05 09 Options Select Exit Invoice 123456789 Supplier novartis The product 9130025812589 is not present an this invoice HAIRY LEMON 10 TABS Options Save Cancel Figure 6 2 2 PharmaScan User Manual 17 of 17
8. aScan connection This tab should not be changed unless advised by Customer Support Figure 4 1 2 Corum Health Services PharmaScan User Manual 7 of 17 4 2 Starting Continuing A Stocktake 1 To start or continue a Stocktake select the Stocktake option from the main menu vaNote It is important to understand that all SOH modifications occur live 2 Aprompt may appear asking if you want to continue the previous Stocktake session or to close that session and start a new session xs Note The only importance of starting a new session is to determine if an item is being scanned for the first time or if it has already been scanned as different rules may apply based on the settings in Options Once a selection is made the Stocktake window will be opened either a new blank session or the previously saved session 3 The stocktake window will be displayed see Figure 4 2 1 e Product This will allow you to search for a product by either o Scanning in a barcode o Entering ina PLU o Entering in a description or part of e Qty When the item is display you may amend the quantity using the keypad Tap Enter to save your changes e Product Name 8 SOH Items saved will be added to the list Most recent appears at the top of the list e lt This is a backspace e Clear This will clear the Product or Qty field e PLU No PLU This will change the Produ
9. ake and wish to return to the stocktake window 3 Depending on what other option you selected in the Stocktake tab of Settings module will Add Replace Cancel determine what else will happen when an item has been entered in twice refer to section 4 1 Setting Up Stocktake Options Figure 4 3 1 Corum Health Services PharmaScan User Manual 9 of 17 4 4 Adding A Barcode To An ltem 1 When performing a stocktake if you scan in a barcode of an item and the barcode is not found the follow prompt will be displayed see Figure 4 4 1 Product 9310078543660 aa Ue do Barcode not found Barcode not found Do you want to add barcode 9310078543660 ta an l l existing item 2 To add this barcode to an item select Yes 3 Selecting Yes will display the Add Barcode window prompting yo to search for the product by description or PLU Tap in the description or PLU of the item you wish to add the barcode to then tap OK to select it from the list see Figure 4 4 2 Crear Yo s Enter the product to add the barcode to fod 4 The item description and PLU will be displayed on the screen tap OK to confirm that you wish to add the barcode to the product 5 You will then returned to the stocktake screen View OK Cancel Figure 4 4 2 Corum Health Services PharmaScan User Manual 10 of 17 4 5 Stock Adjustments All stock adjustments made in the Stock
10. be prompted to enter a Staff ID see Figure 2 1 and then select OK or press lt Enter gt zaNote Tap the letter on the keyboard to enter in your User ID The keyboard can be shown hidden by tapping on the blue keyboard icon in the bottom right hand corner 3 After a valid Staff ID is entered the PharmaScan main menu should appear and the application is ready for use see Figure 2 2 Corum Health Services PharmaScan User Manual Please enter your User ID n 123 1 2 3 4 5 6 7 8 9 0 Tab ajw e rit v ujijoje C 1 CaPla sjajtjainijik t a Shitt z x c vjb nim 7 eji CET a EE OK Cancel Car Y timed Receipting Invoice se Orders m ZF Stocktake AA Stock Cards Search for Product fe Active Stock Only PharmaScan i C PharmaScan NET Settings Exit Figure 2 2 4 of 17 3 Stock Cards The Stock Cards module of PharmaScan provides the ability to modify certain fields of existing Stock Cards There is no facility to create new Stock Cards 1 To display a Stock Card enter one of the following in the Search for Product field see Figure 3 1 S lPharmasean ee eS e Scan in an item s barcode m e Enter in a item s PLU BB Receipting Invoice e Enter in at least one character of the l Gi orders items description m l ZF Stocktake 2 To start the search click the Stock Card icon or press Enter Z stock Card
11. ct Name amp SOH to display PLU Product Name and SOH see Figure 4 2 2 Tapping No PLU in Figure 4 2 2 will revert back to the Figure 4 2 1 display e Enter Tab enter when you want to save the item and scan in the next item 4 Once you have completed your stocktake tap Exit to finish Remember you can stop the stocktake at anytime even if you haven t finished as the next time you select stocktake from the main menu if will ask you if you want to continue on with you last stocktake Corum Health Services PharmaScan User Manual r Stock Take ai da Cs COLD AND FLU TABLETS D ALLENS SNTICOL 406 B236 HAIRY LEMON 10 TABS BEROCCA EFF PERF T 45 7 Stock Take w E 364192 COLD AND FLU TA O61267 ALLENS ANTICOL 912490 HAIRY LEMON 10 123234 BEROCCA EFF PERF Figure 4 2 2 8 of 17 4 3 Rescanning An Item 1 If you scan in or enter a PLU of an item that has already been entered you will be prompted with the following see Figure 4 3 1 Option kit BEROCCA EFF PERF T 45 has already been J entered 2 This message will only appear if you selected 1 the Prompt for Add Replace option in l Stocktake tab of Settings module You will then have the option to select e Add This will add the item to the already updated SOH e Replace This will replace the current SOH e Cancel Select this if you have selected this product by mist
12. e stock card and want to save any changes made select Save If you don t want to save any changes simply select Exit This will return you to the main screen Figure 2 2 BEROCCA EFF PERF T 45 Pu Real Cost T Barcodes amp Avg Cost il 9310041901992 List Cost 1553 9351016081237 1231323200000 Retail 23 95 Markup o Goods Labels Shelf Label Enter quantity Tap the Goods Labels button to print Main Order Settings Settings Save Exit ko Preferred User Settings order Multiple Min Order Ps Supplier Settings order Multiple Min Order m Carton Size Main Order Settings Settings Save Exit Supplier Figure 3 4 Corum Health Services PharmaScan User Manual 6 of 17 4 Stocktake 4 1 Setting Up Stocktake Options It is necessary to set some options to tell PharmaScan the rules to follow for adding items to a Stocktake 1 From the main screen tap the Settings button locate at the bottom of the screen This will open a new window with three tabs Cactus 2 The first tab is the General tab see Figure L Display Active Stock Only 4 1 1 this has two options Select Item On Click e Display Active Stock Only If this option is ticked only active stock will be displayed when searching for stock e Select Item On Click If this option is ticked the item will be displayed by simply selecting the item from
13. mple if you set this value to 4 then you would have to order either 4 8 12 16 etc multiples of 4 Carton Size The Carton Size is the number of retail units that is received from the supplier in each carton 4 Once you have set all three options tap OK to be returned to the Order Details screen Corum Health Services a Partcode for HAIRY LEMOM 10 TABS Do you want to add one how a C This supplier does not have z Poa Enter the partcode to add 123456 Fi order Multiple Carton Size Figure 5 2 1 2 PharmaScan User Manual 14 of 17 6 Receipting Invoice The Receipting Invoice module allows you to select outstanding orders to receipt off allowing you to check the invoice with what s been delivered 6 1 Receipting An Invoice 1 To check a receipt with what s being delivered tap the Receipting Invoice icon on the main menu 2 This will display the Invoices screen see Figure 6 1 1 3 A list of invoices waiting to be actioned will be displayed Highlight the Invoice you wish to check and then tap Select 4 This will display the Receipting window see Figure 6 1 2 5 Each item on the order is listed in the bottom half of the window and the Invoice Number and Supplier are listed at the very top This window has three options to set e Product Code Scan in the item s barcode or enter in the items partcode or description e Qty
14. s Note Scanning an item s barcode while in Search for Product the main menu will also open that items Stock Active Stock Only Card i Pharmascan NET Settings Exit 3 Select the Active Stock checkbox to restrict the search to only include active stock 4 A product list will be displayed highlight the product you wish to view and press Select 5 This will display the Stock Card screen see Figure 3 2 6 The first tab show is the Main and it has the following fields BEROCCA EFF PERF T 45 e PLU This is the Price Look Up PLu Real Cost 1438 number and cannot be edited B Barcodes avgCost 14 56 e Real Cost This is real cost of the item 9310041901992 List Cost Q351016081237 7 and cannot be edited Aao Pet e Average Cost This is the average Markup fao J cost of the item and cannot be edited AE Shelf Label e List Cost This is the list cost of the item and this amount can be edited A roo 4 e Retail This is the retail cost of the item and this amount can be edited oo m oo ooo Ju Aug Sep Oct ow Dec Jan Feb Mar Aprilay Jun e Markup This is the markup expressed as a percentage This figure can be MN en pa edited Settings Save Exit e Bar Graph The bottom of the screen shows the sales for the item month by month for the past 12 months e Barcode This shows of list of items i barcodes To remove a barcode Figure 3 2 highlight it
15. take function will be recorded in LOTS The Reason field in LOTS i e reason for adjustment will be set to PharmaScan Stocktake for all adjustments made within the PharmaScan Stocktake module Corum Health Services PharmaScan User Manual 11 of 17 5 Orders The Orders module of PharmaScan provides the ability to modify existing Orders that have not yet been transmitted as well as providing the ability to create new blank Orders xs Note It is not possible to delete an Order using the PharmaScan software lf you wish to delete an order is must be performed in LOTS Orders 5 1 Creating A New Order This section explains how to create an order for a supplier Section 5 2 Modifying An Order explains how to add items to your order 1 To create a new order tap the Orders icon on the main menu F Orders a ong Tx a ID Supplier Date Time API 2905 09 12 44 apa 2905 09 12 43 Pharmacy 26 05 09 11 00 Faulding 26 05 09 13 05 Faulding 14 04 09 15 43 2 This will open a new window displaying APL 26 05 09 14 03 si n gibson im 18 03 09 14 47 all existing Orders that have a status of b 19 03 09 14 20 New see Figure 5 1 1 Sp asics 3 Selecting New will display a new window prompting you to select the Supplier you wish to order with see Figure 5 1 2 Figure 5 1 1 je New Order _ Ty aE i 4 Use the Search for Supplier field to enter in the first few letters of
16. you en supplier until it appears Once it PPB aa Tapn appears highlight it then tap Ok 5 This will return you to Orders screen Figure 5 1 1 To add items to your order refer to section 5 2 Modifying An Order OK Cancel Figure 5 1 2 Corum Health Services PharmaScan User Manual 12 of 17 5 2 Modifying An Order Modifying An Order explains how to add items to your order 1 To modify an existing or new order tap the Orders icon on the main menu 2 When taken to the order screen highlight the order you wish to modify and select Modify Enter PLU or Barcode for new item 3 This will display the Order Details screen see Figure 5 2 1 4 Add items to your orders by either e Scanning in the barcode e Entering in the PLU e Enter in the description or part of 5 You can add as many items to an order as you like Each item added will be listed on the screen see Figure 5 2 2 Retail 0 00 Cost 0 00 6 Each order number will be listed at the top of the screen in blue followed by each item you have added Each item is given a number from 1 onwards so you can tell how many items you have added to this particular order Also shown is e The description of the item e ts Real cost e Its PLU 7 The quantity field will default to the ID 9144 API minimum order quantity but can be edited BEROCCA VIT B EFF TAB 1 6 to any value that is a multiple of the Carton 4
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