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Let me take a stab at these. We are Magic 5.5.2, 800+ beds across 3 hospitals,
2,000 users
authorized to do online Purchase and Inventory Requisitions, One MM
and AP "database", mixture of JIT and Traditional warehouse, using Purchasing
Facility
Dictionary vs Facility-Specific Vendor Dictionary pages, since 1979.
Your Auditors would probably agree that Meditech's MM-AP-BAR-GL system is one
of the
tightest in the industry. I recognize that the "controls" afforded can be
"frustrating"
to new users, and aggravate tensions between MM and AP. With Meditech's
system, you must
realize that your Receivers are Possibly the most important link in the chain.
Typically Purchasing and Accounts Payable staff have to change procedures and
outlooks.
1. Standing orders. Be sure you understand the difference between MT STANDING
and BLANKET
Order types. Standings shouldn't be changed. BLANKETS can be. (if you are
using these
order types. We aren't but should be.) If you are not using these you can
enter 1 line
for each month and receive it before month end and BEFORE AP Posts the invoice.
to avoid the accrual entry for that month. This is sound for goods that cross
the receiving
dock. For SERVICES, that may not cross the dock, you may have to rely on other
mechanisms.
Print reports of service type POs, contact departments, use the invoice as a
receiving
document, etc. You should work closely with AP and the Departments on this.
Or you can enter 1 line on the PO and receive part of it each month (discussed
later).
2. Incorrect Item Shipped. Don't receive it. Call the vendor and work it out.
AP should
never pay for anything not received and not on a PO. AP has a routine to offset
external Credits.
3. Partial shipments. ALWAYS BUILD YOUR PACKAGING STRINGS TO THE LOWEST UNIT
OF MEASURE!
I can't say this enough! Tape to the inches on the roll. Turkeys to the 10th of
an oz.
etc. Many purchasing Departments aren't inclined to do this as they don't
fully
understand the implications on bidding reports, AP, and the Receivers.
If your item has a Unit of Purchase of Case, it's packaging string should be
CA/12 EA.
then the receiving staff can receive 9 EA. This will flow to AP so that the
invoice
will match. (If you are contemplating EDI, be sure your packaging units comply
with
ANSI X-12 standards. Case is CA not CS etc.)
(3A. Purchasing departments may also not be inclined to enter the Manufacturer
Info.
This negates the /MC lookup feature that might be needed when the nurse calls
down and
can only read you the Mfgr Cat # that's on the empty box.)
4. Change Vendor on a PO. No, you can't. You should never want to do this
after a PO was
issued. Training may be an issue. (Strictly Limit use of MISC Vendors).
Users should be made aware of the "Component Search" Functionality as well as
the numerous
other Lookup capabilities that MM has to offer.
Void (cancell) the original PO and create a new one.
5. MISC Item at 0.00 cost. Of course this would impact the accrual.
Purchasing should
get a cost before verifying the PO if possible. Otherwise AP shouldn't pay
until Purchasing
fixes the cost on the PO as a result of the invoice.
Hope this helps,
Rich McNeil
MIS Project Leader
Southcoast Hospitals Group
New Bedford, MA 02740
508-961-5836
[EMAIL PROTECTED]
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Thur Jul 6, 2006 2:40 pm From: [EMAIL
PROTECTED]
Subject: Re: [MEDITECH-L] Materials Management Help
To: [EMAIL PROTECTED]
From: [EMAIL PROTECTED]
Date: Tue, 4 Jul 2006 15:48:49 -0500
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Please post responses to list. We just went live with MM on July 1 & are
very interested in how other facilities are handling the following issues
also.
Thanks in advance,
Valorie Comley
Assistant Controller
Memorial Hospital
Belleville, Illinois
"Munir Khmamis" <[EMAIL PROTECTED]>
Sent by: [EMAIL PROTECTED]
07/03/2006 10:13 AM
Please respond to
[EMAIL PROTECTED]
To
[email protected]
cc
Subject
[MEDITECH-L] Materials Management Help
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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
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<br><font size=2 face="sans-serif">Please post responses to list. We
just went live with MM on July 1 & are very interested in how other
facilities are handling the following issues also.</font>
<br>
<br><font size=2 face="sans-serif">Thanks in advance,</font>
<br><font size=2 face="sans-serif">Valorie Comley<br>
Assistant Controller<br>
Memorial Hospital<br>
Belleville, Illinois<br>
</font>
<br>
<br>
<br>
<table width=100%>
<tr valign=top>
<td width=40%><font size=1 face="sans-serif"><b>"Munir Khmamis"
<[EMAIL PROTECTED]></b> </font>
<br><font size=1 face="sans-serif">Sent by: [EMAIL PROTECTED]</font>
<p><font size=1 face="sans-serif">07/03/2006 10:13 AM</font>
<table border>
<tr valign=top>
<td bgcolor=white>
<div align=center><font size=1 face="sans-serif">Please respond to<br>
[EMAIL PROTECTED]</font></div></table>
<br>
<td width=59%>
<table width=100%>
<tr>
<td>
<div align=right><font size=1 face="sans-serif">To</font></div>
<td valign=top><font size=1 face="sans-serif">[email protected]</font>
<tr>
<td>
<div align=right><font size=1 face="sans-serif">cc</font></div>
<td valign=top>
<tr>
<td>
<div align=right><font size=1 face="sans-serif">Subject</font></div>
<td valign=top><font size=1 face="sans-serif">[MEDITECH-L] Materials Management
Help</font></table>
<br>
<table>
<tr valign=top>
<td>
<td></table>
<br></table>
<br>
<br>
<br><font size=2><tt>All messages should be posted in plain text. HTML
will be converted to<br>
attachments. The meditech-l web site is MTUsers.com<br>
======================================<br>
<br>
<br>
All,<br>
<br>
1. We are looking for a less involved / more straight forward process
for<br>
handling standing orders and service contract set up. On the material<br>
management end we have trouble with entering one line items for a 12 month<br>
contract-and then what we do is receive that line in monthly after the<br>
invoice is posted through A/P and shows up on the exception report.<br>
Sometimes this causes an accrual issue. Is there an easier way so that
this<br>
accrual doesn't happen?<br>
<br>
<br>
2. When an incorrect item is delivered to the company and it is not on
any<br>
Purchase Order because it was never really ordered, how do you receive
it<br>
in and then do a return PO? (The invoices usually reflect a cost for this<br>
incorrect item and then the company issues a credit).<br>
<br>
<br>
3. What do you do when a partial line item is delivered. An example
would<br>
be if you ordered in "1 case" (12each) of something and the company
only<br>
sends 9 of the 12? An invoice will reflect the charge for only 9, and then<br>
a follow up invoice would be for the 3 that are delivered at a later date.<br>
If there are 2 invoices for the one line item, it can't be matched to the<br>
packing slip ?<br>
<br>
<br>
4. Is there anyway to do maintenance on a purchase order? such as vendor<br>
changes,without canceling the original PO and doing a whole new one?<br>
Another reason we would want to change the vendor is because the materials<br>
management people may "pick" a Misc vendor not knowing that there
is an<br>
actual vendor in the dictionary.<br>
<br>
<br>
5. If an item is ordered as a misc. item at 0.00 dollars and then received<br>
in at 0.00 dollars and then invoiced for the real price, wouldn't
this<br>
cause an accrual problem if the invoice was entered in the following month?<br>
<br>
<br>
Terri April<br>
Accounting Supervisor<br>
(315)591-9420<br>
Albert Lindley Lee Memorial Hospital<br>
510 South Forth Street<br>
Fulton, New York 13069<br>
<br>
<br>
<br>
<br>
<br>
<br>
<br>
<br>
<br>
_______________________________________________<br>
meditech-l mailing list<br>
[email protected]<br>
http://mtusers.com/mailman/listinfo/meditech-l<br>
</tt></font>
<br>
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