All messages should be posted in plain text. HTML will be converted to attachments. The meditech-l web site is MTUsers.com ======================================
Terri, Hope this info helps. We are a Magic site using 5.4. 1) You can set up your Standing PO to auto receive each month so when the AP clerk goes to pay the invoice via MM/AP he or she will be all set. We only keep accruals on the books for 90 days. We run the Accrual Activity report on the MM/AP menu to see the accruals in aging buckets and then remove the accruals that are over 90 days using the Enter/Edit External Offset routine. If a vendor does send in an invoice after 90 days... we go back into the Enter/Edit External Offset rouine and place the accrual back on with the associated packing slip (as noted in the lookup of the routine). Then the AP clerk can go into MM/AP and pay the invoice. 2) If we can use the items... we will create a PO and receive the items into MM. Otherwise the receiver calls one of our buyers to contact the vendor and ask them about returning the item that we did not order so we do not get invoiced. 3) Any items that are not received are backordered. When the next shipment is received there is always a new packing slip associated or use N in the Mm receiving routine to get a Meditech generated packing slip #. In MM/AP you just need to have a different packing slip. Or you can have the buyer correct the PO if you never receive the items so that the status of the PO goes from Backorder to Complete. 4) This sceanrio does not happen too often. We try and use only preferred vendors for all our purchases. Our Contract Director has negotiated pricing for almost all areas of the hospital. If a rare item is needed a dept will contact her to see if she know which vendor may have the item. If we have to use a new vendor then we always create a new vendor in the MIS Vendor dictionary. We do not have any misc vendors only misc items. Vendors need to be created because we need the correct address for payment, bank, payment terms, tax id, etc... in our system. All Purchase Reqs are turned into POs by our buyers who know the process we have in place regarding vendors. 5) We require quotes from vendors for all misc items so that we know the pricing and we feel the PO being sent to the vendor should reflect the negotiated price. If it is a small dollar amount we will put in an educated guess and the AP clerk meets regularly with one of the buyers to make edits to the POs. Regarding the accrual... you should be editing the PO or estimate the lines on the PO so you will have accurate accruals. We also keep accruals for 90 days. When the AP clerk pays the invoice he or she should have a buyer edit the price on the PO. The Meditech system will take care of the edit/accrual issue on its own the following month. Betsey O'Brien Manager Financial Applications & IS Planning New England Baptist Hospital 125 Parker Hill Avenue Boston, MA 02120 Ph: 617-754-5378 Fx: 617-754-6703 Pg: 617-705-6224 e-mail: [EMAIL PROTECTED] Legendary Service: Exceeding Expectations through Respect, Ownership, Superior Service, and Excellence This e-mail message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply e-mail and destroy all copies of the original message. -----Original Message----- From: [EMAIL PROTECTED] [mailto:[EMAIL PROTECTED] Behalf Of Munir Khmamis Sent: Monday, July 03, 2006 11:13 AM To: [email protected] Subject: [MEDITECH-L] Materials Management Help All messages should be posted in plain text. HTML will be converted to attachments. The meditech-l web site is MTUsers.com ====================================== All, 1. We are looking for a less involved / more straight forward process for handling standing orders and service contract set up. On the material management end we have trouble with entering one line items for a 12 month contract-and then what we do is receive that line in monthly after the invoice is posted through A/P and shows up on the exception report. Sometimes this causes an accrual issue. Is there an easier way so that this accrual doesn't happen? 2. When an incorrect item is delivered to the company and it is not on any Purchase Order because it was never really ordered, how do you receive it in and then do a return PO? (The invoices usually reflect a cost for this incorrect item and then the company issues a credit). 3. What do you do when a partial line item is delivered. An example would be if you ordered in "1 case" (12each) of something and the company only sends 9 of the 12? An invoice will reflect the charge for only 9, and then a follow up invoice would be for the 3 that are delivered at a later date. If there are 2 invoices for the one line item, it can't be matched to the packing slip ? 4. Is there anyway to do maintenance on a purchase order? such as vendor changes,without canceling the original PO and doing a whole new one? Another reason we would want to change the vendor is because the materials management people may "pick" a Misc vendor not knowing that there is an actual vendor in the dictionary. 5. If an item is ordered as a misc. item at 0.00 dollars and then received in at 0.00 dollars and then invoiced for the real price, wouldn't this cause an accrual problem if the invoice was entered in the following month? Terri April Accounting Supervisor (315)591-9420 Albert Lindley Lee Memorial Hospital 510 South Forth Street Fulton, New York 13069 _______________________________________________ meditech-l mailing list [email protected] http://mtusers.com/mailman/listinfo/meditech-l _______________________________________________ meditech-l mailing list [email protected] http://mtusers.com/mailman/listinfo/meditech-l
