Stock Control: Sending an Order

Generating a Stock Order

When the 'Generate Order' option is selected the system will display the last 10 lines of any pending order. You can use the options to add to this, edit anything on it or send it to wholesaler. Orders are kept on a per branch basis (if you are configured for multiple branches).

The prompt line:

Update - Scan the stock file looking for all items that need ordering. e.g. the quantity in stock is LESS that the minimum amount. Note: The quantity will include those items currently 'On-Order'. The update option can be run as many times as required as if an item is currently 'pending' it will not be re-added.
Use the 'Options' menu to select the supplier and start/finish ranges.
Zero - This will remove the current pending order from the system.
HotSync - Will pick up any items to order from the Genus 'Lynx' handheld device. Any items that do not exist in the Premvet Stock file will be added automatically. Once the order has been transferred into the PMS another sync is required to delete the order from the palm.
Print - Print the current pending order to the printer.
Options Sets the defaults to be used for the ordering, the possible options are covered later.
Add - Add an item to the current order. You will be prompted for Number, Description or code followed by the amount to order. If the item being ordered is not normally purchased from the supplier you are ordering from you will be warned.
Edit - The screen will display the full pending order, you can move up and down with the arrow keys. To change/delete an item, highlite it, press RETURN - you will be asked for the new quantity to order - set it to zero to remove the item. Leave the edit screen by pressing <ESC>ape.
Send - Send (or confirm) the order.
Up and till now, items in the 'pending order' have not updated any fields. This 'Send' option performs the update - the steps followed are covered later.
Quit - Return to the stock menu. The pending order will be saved and restored next time you return to the 'generate order' menu option.

Send Order Options

The send option has three choices:

Ignore: Generate an order file, update 'On-order', print the summary.
Fax/Mail: Print out a header with the order details. The system will call a script to pass this to your mailer or to Hylafax/Vsifax. Generate an order file, update 'On-order', print summary.
Modem: Send the order to the wholesaler, generate an order file, update 'On-Order' and prices, print summary.
Note, the update options take place AFTER the order is sent. If the order fails then nothing has changed and you can 're-send' the order if required.

Note: The 'pending' order is NOT removed automatically from the system. You will be asked if you would like the order to be removed. You can also use the 'Zero' option to remove it. If you don't zero the order once sent you should take care with the 'Update On-Order' question - if may update the same order more than once making the 'On-Order' quantity wrong.

Steps followed:

Generate an order file
This will create a purchase order for the goods being ordered, (the default is set in options). The order ref will be the 1st four characters of any practice ref (set in Billing Addresses) or the DDMM portion of todays date followed by a 4 digit Purchase Order number.

The items to be ordered will be sorted and printed out as per:

Purchase order

Date : 09.01.2001

Order Number  : 09870019                Created by PVS at 21:43

Practice : Practice Name (0987)         Supplier: Dummy                    
           Practice Address                                                
           More Address Details                                            
           PostCode and Telephone                                          

  Code     Description                 Qu.      Pack          Price     Total
------------------------------------------------------------------------------
053065     Collar 25cm                   2 x     6               12.00    24.00
889854     Pancrex powder 250g           1 x   254              114.05   114.05

Total  2 lines                          Order Value   138.05 Ex VAT

Authorised By : ..............................

Notes:

The supplier name and address will be taken from the address details stored in the Purchase Ledger using the account number entered in the supplier setup.
An entry will be made (assuming Purchase Ledger setup) in the P.L. and a copy of the P.O. attached to the appropriate P.L. card.
The Purchase Order List will be updated with the totals.
An 'order file' prepared to allow the order to be processed when the goods are received.
If any of the following definition files exist they will be added to the P.O.:

stkmcXX If Manufacturer Code XX was involved
Applies to specific runs only

Update On-Order

If you answer 'Y'es then the 'On-Order' and 'Date Order Placed' fields on the stock card will be updated - default is set via the options.

Print Summary

A summary page will be printed (Yes or No set in options), with a breakdown of the order. Sample Summary Page

Send Fax/E-Mail

If you use this option, the following applies:

The options are:

Send : Prepare header/summary and call the script /usr/utilities/send.fax passing the contact number/name and the name of the order file. What this script does is you to you. Some examples are given later.
Printout : Prepares a header/summary and prints out a paper copy for manual faxing.
Both : Does both the above.

The system will then carry on and generate a P.O. and the updating as explained above.

Send Via Modem

If you use the modem option, the following applies:

The order should be run for ONE supplier (see Options) e.g. don't set the supplier to 0.
The supplier must have an 'Electronic Ref.' setup for them.
If no Customer Reference is setup you will be prompted for one.

If you are ordering from Centaur, you will be asked if you want to 'Update the On-Order Field' (see above) and the order will be processed.

Ordering from any other supplier, you will be asked 'Update the reply file automatically'. The reply file will contain a list of all the items you should be receiving from this order, the reply file can be processed automatically and update the stock records - This means:

Quantities will be updated before the goods arrive.
Prices will be updated there and then.
There is NO need to process the order.
The supplier actually sends you what they said they will.
You will be asked 'Keep Un-Delivered Items on Back Order', if you answer 'Yes' then items the supplier was unable to supply will be put on back-order (as far as premvet 5 goes), otherwise the on-order field will NOT be updated.

If you elect not to process the file automatically you should use the process an order option when it is received.

Only once the order has been sent will the system generate the purchase order file, update on-order etc. as explained above.

Stock Ordering - Modem Number

The telephone number used by the 'Send order -> Modem' is taken from the Supplier details. If the Supplier changes their modem number then you should make sure to change it on the system.

Stock Purchase Orders - Notes

When you 'Generate an P.O. File' a purchase order will be automatically printed. A Purchase order per supplier will produced even if the order if for multiple suppliers. If you are using the purchase ledger then an entry will be added to the appropriate account indicating a P.O. has been raised. A copy of the P.O. will be attached to the record card.

The format of the P.O. is fixed, however checks will be made for definition files, if these are present they will be included depending on the Supplier.

text/stkscSC Where SC is the 2 digit Premvet Supplier Code

Additional Reserved words available are:
&POREF Purchase Order Reference
&SNAME Supplier name
&SAD1 Supplier Address Line 1 (Taken from Purchase Ledger)
&SAD2 Supplier Address Line 2
&SAD3 Supplier Address Line 3

Additional Reserved words available are:
&POREF	Purchase Order Reference
&SNAME	Supplier name
&SAD1	Supplier Address Line 1 (Taken from Purchase Ledger)
&SAD2	Supplier Address Line 2
&SAD3	Supplier Address Line 3

Purchase Orders will be given a unique number. This will normally be the Day and Month the order was generated. Following this number will be a three digit system generated number.

A full record of P.O.'s is maintained, this can be printed out.

Ordering Options

Use the 'Options' option from the prompt line to setup the defaults for your practice. You have:

                   PREMVET 5 MULTI USER SYSTEM Version 2.190
Date : 09.01.2001           Practice Name and Address               User: PVS
                                 Options (PVS)


Record to start at                     0
Record to finish at                    0
Supplier to process                    1       (0 to ignore)
Flag mask                              ????????
Include the Summary                    Y       (<Y>es or <N>o)
Update files                           N       (<Y>es or <N>o)
Output type                            I       (<I>gnore, <F>ax, <M>odem)
Generate order file                    Y       (<Y>es or <N>o)

Unused                                 Y       (<Y>es or <N>o)
Back order un-delivered?               Y       (<Y>es or <N>o)

These relate to:

Record to start at
Record to finish at
These two option are used by the 'Update' option to allow you to scan a specific range of items. If they are left at Zero then the 1st and Last items will be used.
Supplier to process
Which supplier to use.
Note: If you plan to send the order via the modem you MUST specify a supplier. If you enter a '?' all the suppliers will be listed alphabetically on the screen.
Flag mask
Used by the 'Update' option to restrict the search to items with a specific flag mask.
Include the Summary
When the order is 'Sent' (or Confirmed) a summary will be generated giving you a breakdown of the order. If this is set to 'N'o then no summary will be printed.
Update files
The DEFAULT setting for when an order is sent. If Yes then the 'On-Order' and 'Date Last Ordered' fields will be updated. If ordering via Modem then any price changes will be updated.
Output type
The default when 'sending' an order.
Generate P.O. file
To allow the order to be processed when received an 'Order File' can be generated with a note of the items you have ordered. This is the default answer.
Back order un-delivered?
When updating via modem, if the quantity received is less than that currently 'On-Order', if Back-order is set to Yes then the remainder will be left 'On-Order' otherwise the 'On-Order' amount will be set to Zero.

Online services

The Online services menu option is provided for the use of Genus or Dunlops customers. The options here allow you to request batch information from the suppliers computer system.

Both Genus and Dunlops will send you a list of all batch tracable items via the modem. How the order was placed does not matter, once the items have been picked the batch details are ready for collection.

The system will call the appropriate number, collect the details and then update the batch field and history record on the stock card. This ensures the data does not need to be manually entered when the order is received.

Genus

The only option currently is 'Batch Data' - the system will collect the data, update the stock cards and printout a summary.

Dunlops

Request current data
This will place a call to Dunlops and collect all the data from the last time an update was requested. The data will be added to your system automatically.
Process data file
If you receive the data manually e.g. floppy disk, another system or via the overnight cron job then this option will update the premvet data. You should copy the received file to the main vet system data directory (usually /u/vetdata) and the file should be called dunlop.dat. When this option is used you have an additional question 'Update Quantities In stock'. This allows the system to use the number received and the prices in the data file and update your system. Normally, when ordering on a regular basis the system this will not be needed as the system handles that when the order is received. The Update option is NOT set if you are 'Requesting Data' only when the data file is processed via this option.

When using the 'Request current data' option for the 1st time you should make sure the account details are correct in the supplier setup.

Note: You should ensure: Customer Ref contains your account number/name (This can be followed by an optional /number indicating the Delivery - default will be /0).
Security ID contains your password.

The telephone number used for this option is preset to 01387261369, if the 'Other' Number in the supplier setup is blank otherwise the 'Other' number is used.

Dunlops BarCodes

Dunlops operate a slightly different method to the other wholesalers when it comes to barcodes. The barcode changes when the batch number or expiry date changes, this means one stock item can have multiple bar codes.

Premvet will support any number of barcodes against any stock item.

When you 'request current data' the system will keep a note of all the barcode details in an external file (barcode.dun) and this will be searched anytime you access an item via a scanner.

As 'barcode.dun' is a text file it can be printed or edited as required.

Dunlops Unattended operation

There is also a supplied script (/usr/utilities/dunlops) that you can run manually or out of cron (in the small hours of the morning) to ensure that all updates are picked up. You will need to edit the script (use ste/vi/pico to customise it for your site. It is recommended you make a copy of the supplied script to save it being overwritten with future upgrades.

Normally the program will pick up all items since you last generated a request. You can use this option to pick up earlier requests. You should edit the line starting ALL= to the date you require e.g. ALL=12-03-2000 for all orders since 12th March 2000. Remember to set it back to DD-MM-YYYY when finished.

Additional modem notes

You should not normally need to alter any of the scripts that deal with ordering via modem. The scripts are initally set to:

Speed:	19200
Dialing:	Tone Dial
Modem port:	as per the $MODEM variable or tty2A if this is not set.

If you do need to alter any of the above then edit the appropriate file below: (notes within the appropriate file will help you)

Genus	/usr/utilities/call_vet
NVS	/usr/utilities/callnvs
Centaur	/usr/utilities/call_cen
Dunlop	/usr/utilities/call_dun

The ordering scripts will generate information about progress of the calls along with transfer statistics. Should an error occur the error code will refer to:

1	Failed to set modem type correctly The system could not get a responce from the modem or the modem being used is not supported.
2	Failed to access the serial line The port used by the modem was invalid or in use by someone else.
3	Invalid baud rate (speed) The speed set in the script was invalid.
4	Parity setting invalid
5	Dial failure The system was unable to get an answer from the remote system. Check: Modem is plugged into the socket, you are dialing the correct number, the other modem is working.
6	SEND failure Systems connected but something went wrong while sending the data.
7	RECEIVE failure Systems send the data correctly but something went wrong while waiting for a reply.
8	Invalid Login password The Customer ID you are sending was rejected by the remote system.
9	Unable to switch X
10	Failed to get a shell
11	C transfer failed
12	Failed to start a transfer
13	Not Used
14	Failed to start a receive
15	failed to login
99	Unspecified.

Note: Errors 8-15 only apply to Dunlop ordering. The system will keep a log of transfers and include the date, time and error message, for details see:

 /usr/utilities/drug.log

Send Via Fax/Mail

When using the 'Send via Fax/Mail' option the system will generate the order file and then call a 'script' (/usr/utilities/send.fax). This 'script' is a simple batch file telling the system what to do with the order.

The script will be passed two parameters:

The Contact Name/Number ($1)
The name of the file with the order ($2)

For example, if you wish to-send via e-mail and you only use one supplier then the scripts has one line:

mutt -s "Drug Order" orders@wholesaler.co.uk <$2

If you are using Hylafax then include the fax number in the 'Contact Address' field and use:

sendfax -n -d $1 $2

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`stkmcXX`	If Manufacturer Code XX was involved
Applies to specific runs only