[MEDITECH-L] Materials Management Help

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Munir Khmamis

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Jul 3, 2006, 11:13:27 AM7/3/06

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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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vco...@memhosp.com

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Jul 4, 2006, 4:48:49 PM7/4/06

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"Munir Khmamis" <munir....@allee.org>
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07/03/2006 10:13 AM

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Subject	[MEDITECH-L] Materials Management Help

baob...@caregroup.harvard.edu

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Jul 6, 2006, 8:01:36 PM7/6/06

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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: baob...@caregroup.harvard.edu

Legendary Service: Exceeding Expectations through Respect, Ownership, Superior Service, and Excellence

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PRM...@mox.southcoast.org

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Jul 6, 2006, 7:04:12 PM7/6/06

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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
mcn...@southcoast.org
%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%
Thur Jul 6, 2006 2:40 pm From: vco...@memhosp.com

Subject: Re: [MEDITECH-L] Materials Management Help
To: munir....@allee.org
From: vco...@memhosp.com
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" <munir....@allee.org>
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07/03/2006 10:13 AM
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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 

 
 
 
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 <tt>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 
medit...@MTUsers.com 
http://mtusers.com/mailman/listinfo/meditech-l 
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