Inventory Master File

Inventory Master File

(IMF.exe) (IMF9.exe) The Inventory Master File allows you to assign a Material Code to each item and associate it with the appropriate Vendors and Locations.
There are five tabs in the Inventory Master File: IMF, ItemVend, Additional UOP's, Location, and Unit of Issue. If utilizing the user defined System Option, User IMF 1 thru User IMF 10, from the User Defined module a sixth tab, IMF (additional), will appear.
For more information on UOP, UOI and LUOI, please see Conversions. 

Adding a Material Code

Key in CTRL+N, click the New icon or select File then New from the application menu. You will enter information into the following fields to assign a Material Code to an item. After the Material Code is created, you can assign Vendors and Locations.

IMF tab

• Material Code: Enter the Material Code for an item. It may consist of up to 10 characters.
• Description and Description 2: Use these two fields to enter a description of the item. There is a System Option, IMF Copy Description1 to Description2 under the Inventory module. When adding a new item and Description 2 is blank, Description 1 will be copied to Description 2 when the record is saved.
• Buyer: Enter the buyer's initials or code if appropriate
• Active: Checks the Active box upon creation. May be unchecked to inactivate an item. If there are On Hand amounts in an inventory location when inactivating an item a Warning message will appear asking if the user still wishes to inactivate the item. Inactive records for all tabs will display with a grey background in the grids. When deactivating an item that is part of the 2 Step Transfer process and it is still waiting to be received, the system will not allow the user to deactivate the item.
• Check Expiration Date: Item will appear on Inventory Check Expiration Date Report if checked.
• Product Class: Enter the Product Class for the item from the Product Class Master File. User may lookup in either the Product Class or the Description field.
• Sub Class: Use the drop down menu to select a Sub Class for the item from the Material Code Sub Class Master File.
• PO Class: Use the drop down menu to select a PO Class for the item from the Purchase Order Class Master File.
• Latex Information: No latex Verification, Verified Latex free, Verified Contains Latex
• Latex Content Verification Date:  May be entered or use calendar.
• UNSPSC:  (United Nations Standard Product and Services Code) Can be updated and sent to client if requested.
• Kit Information: Click the Kit box if the item is a kit (see Building a Kit ) and/or Build on Issue if the kit will be built from the components upon issues.
• Image on File: Will be checked if there is a scanned image on file. If an image is checked the Scanned Image icon (6th from the left on the top, a person walking) will display in color (yellow and blue). If not the icon appears in grey. May need to add FINDIMAGES to the End of Day program. This will mark the checkbox.
• MSDS on File: Will be checked if there is an MSDS (Material Safety Data Sheet) scanned on file. If an image is checked, the Scanned Image icon (6th from the left on the top, a person walking) will display in color (yellow and blue). If not the icon appears in grey.
• Phase Out: If checked, will mark the item as one to be phased out from a stock location, and will no longer be ordered by the Stock Reorder program. However, it may still be issued to allow for the depletion of all remaining stock. There is a program, Phase Out, which must then be run on the End of Day process, which will deactivate items marked as "Phase Out" from the inventory once the On Hand and Or Order reaches zero. The program will also remove the item from all Catalogs and RSL’s. Parameters may be passed to prevent the deletion from Catalogs and RSL’s. These parameters are nocat and norsl respectively. When all stock locations have been depleted this will be inactivated on the IMF tab.
• Classification: Use the drop down to select from Classification Master File.
• Memo: Click in the memo box to type a memo, click the save icon when done or CTRL+ S
• Entry Date:  Displays the date created
• Last Activity Date: Displays last activity throughout the system.
• Deactivated Date: Displays if the item is inactivated.

If you're adding a new Material Code or editing, you must click save or cancel in order go onto the Item Vend tab. 

Assigning Vendors to a Material Code on the ItemVend tab

 
Make sure you have clicked on the tab to view the Item Vend screen. The following fields are available:

• Material Code and Description: Information displays from IMF tab.
• Vendor ID: Enter the vendor number as found in the Vendor Master File or use the lookup function.
• Main Vendor: Check this box if this is the main vendor for this item. If this item is listed as a Committed Contract in the Contract Master File and the user wishes to change the main vendor, a Warning Screen will display listing the contract and vendor.
• Active: Check this box to make this record available for use. When deactivating an ItemVend record, any additional Unit Of Purchase records will also be deactivated. When re-activating, the additional Unit of Purchase records also will be re-activated.
• Vendor Name: Should fill in after entering Vendor ID or use the lookup.
• Unit of Purchase: Use drop down to select the usual purchase unit.
• Conversion: Enter the number that will convert the unit of purchase to the lowest unit of issue. For example, for a case of 24 (CS/24), the lowest unit of issue is one (EA/1). Therefore, the conversion is 24.
• Vendor Catalog #: Enter the Vendor Catalog Number
• Mfg. Name: Enter the name of the company that manufacturers the item or use the lookup. There is a System Option, Must Enter MFG Name in the Inventory module, which when set to Y (Yes), will require the user to enter a Manufacturer Name. There is also an option in the User Master File, Can Insert MFG, under the Purchasing section on the IMF, AP, Rec, Equip, PO, Images, System tab which when checked will allow the user to add directly to the Manufacturer Master File. Also when entering there is an Information box that will display stating the Manufacturer does not exist in the Manufacturer Master File and to use the lookup to choose the Manufacturer if rights are not assigned in the User Master File.
• Mfg. Catalog #: Enter the Manufacturer Catalog Number. There is a System Option, Must Enter MFG Catalog in the Inventory module, which when set to Y (Yes) will require the user to enter a Manufacturer Catalog number. There is another System Option, Copy VC to MFG in the Inventory module, which when set to Y (Yes) will copy the Vendor Catalog number to the Manufacturer Catalog number field when tabbing off the Vendor Catalog number.
• PO Cost: Current cost of the unit of purchase.
• Contract Price: Fills in from Contract Master File when Contract is executed.
• Contract: Fills in from Contract Master File when a Contract contains this Material Code and is executed. There is a user option in the User Master File on the IMF, AP, Rec, Equip, PO, Image, System tab called Can Access Contract from IMF, which when checked allows the user to double click in this field and the designated contract will display and open the Contract Master File program for that item. When this option is accessed the Contract name will display in red.
• EDI Code: Please contact Electronic Healthcare Systems concerning this field if you are using EDI with this vendor.
• Last Received As: Unit Of Purchase, Cost and Conv(ersion) from the last receipt of this Material Code and the Date.
• Future PO Cost: May enter a future cost that will update the PO Cost based on when the Future Date is reached. Must have the program Futexec.exe running in the End of Day process in the End of Day Master File under System Maintenance.
• Future Date: May enter a future date, when reached will cause the Future PO Cost to update the PO Cost. Must have the program Futexec.exe running in the End of Day process in the End of Day Master File under System Maintenance.
• Reprocessed Item: Checkbox to indicate a reprocessed item. May be checked for Contract items.
• Item Stocked by Vendor: Checkbox to indicate if the item is stocked by the vendor. There is a Qty field to enter an amount when.
• Average Lead Days: Fills in average lead days for calculating when item will be received.
• Memo: May add a memo if necessary. This memo field will store all memos that are added. If you wish to be able to delete memos use System Option, Use Add Only Memo In IMF, in the Inventory module and set to N (No).
• PO Memo:  May add a PO Memo which will be accessible in Purchase Order Entry for viewing.

Multiple Vendors can be added if necessary.
If you're adding a new Material Code or editing, you must click save or cancel in order go onto the Additional UOP's tab.

Additional UOP's

Assigning UOP's (Units of Purchase) to a Material Code

This tab will allow you to create additional units of purchase and assign it to a specific vendor.

To do so click the New icon, File then New, or CTRL+N, a Warning box appears asking if you want to use the Current UOP data for this record.  Answer Yes or No, depending upon how much information will need to be edited.  If there is a little information to enter answer Yes.  Answer No, and you can enter all new information.

Enter the new Unit of Purchase, Conversion, Vendor Catalog #, Mfg Name, Mfg Catalog #, and PO Cost.  Check the Default Unit of Purchase if appropriate.  (There must always be a Default Unit of Purchase.  It is usually the unit most often purchased.)  Check Stockless UOP if it will be a stockless purchase in this unit. Purchase in Multiples of field may be used for vendors that require the user to order in a certain unit but ship in another. For example, must order by each, but ship in cases of 12. This will round up to the multiple in Stock Reorder based on the Max Stock set on the Unit of Issue tab, it also has been incorporated in the Process RSL, Scanners Upload and Processing, Process Non Stock Requisitions and Purchase Order Entry. If the unit is not a multiple then a popup screen will appear alerting the user in Purchase Order Entry. There is a Memo field to enter pertinent information. Also displays Last Received As cost.

When changing a Vendor Catalog number, if there is a duplicated Vendor Catalog number a Confirm box will display to ask if the user if they wish to change all Vendor Catalog numbers that match it. Answer Yes to do so. This will change the Vendor Catalog numbers for this Material Code and Vendor ID.

  Assigning Locations to a Material Code

Make sure you have clicked on the tab to view the Location screen. The following fields are available in the first part:

• Location Code and Description: You may use the lookup function to find this information as entered in the Location Description Master File.
• Entity: Enter, or use the lookup function to find, the code for the Entity in which you are working.
• Account Number: Enter the Account Number (department number followed by the sub account for the location). You can use the lookup function to determine the correct account number to enter. For stock items it will be the Account Number of the Stock location, for non-stocks it should be the Account Number of the department that most frequently uses it.
• Sub Account: Type in or use the lookup function to determine the sub account you want to assign to this item from the Sub Account Master File.
• Type: Use the drop down menu to select whether the item is Stock, Non-Stock, Consignment, Reusable, Bill Only or Direct. If the user wishes to make a consignment item non-stock check the Stockless box. Also, when setting a Consignment, an additonal check box , Issue and Reorder on Req will display to allow the user to check this to use the Requisitoning process to Issue and Reorder. Click on the Location Types link for a description. An Information warning screen will display when changing the Type stating that the End of Month Issues report may be mis-stated due to the change.
• Reorder Location: Enter the code for the Location that would transfer this item to the current Location.
• Bin: Enter the bin number where this item is found in this Location. There is a System Option; Show_Bin2_Bin3 in the Inventory module which when activated will display 2 additional bin locations.
• Patient Charge Number: This field is used to interface with the Patient Charging module.
• VAT Code: if utilized, use drop down to choose from VAT Master File.
• Memo: Double click in this field to bring up a text box in which you can enter comments. If comments are associated with this Material Code, the word "MEMO" will appear in the field in all capital letters.
• Substitute Item:  Informational field to designate another Material Code as a substitute.
• Reorder Override: If checked, and the System Option, Use Reorder Quantity is set to N in the Inventory module, this will set the Reorder Qty from the Inventory Master File in Stock Reorder .
• Active: Check this box to make this record available for use.
• Patient Chargeable: Check if this item will be patient chargeable.
• Fill and Kill: Item will be received or issued to amount on hand with no back order.
• Stockless:  Check if a stockless item. If the user wishes to make a consignment item non-stock check this box.
• Overnight:  If checked requires overnight shipping.
• Exclude Roq: If checked will exclude Reorder Quantity in Stock Reorder.
• Exclude ABC:  If checked will exclude from ABC Analysis Report.
• Exclude from OLR: If checked will exclude the location from the Online Requisitioning process.
• Critical Item: If checked will display only critical items on Inventory Valuation Report based on selection.
• Don’t Update Issue Costs Upon Receipt: When checked the Issue Cost will not be updated when received.
• Issue and Reorder on Req: Available on when the Consignment Type is selected. It creates an issue record whenever the item is ordered.
• Use DOQ: If checked will use Dynamic Order Quantity.
• Floor Stock: If checked will denote the item as floor stocked.
• Phase Out: If checked, will mark the item as one to be phased out from a stock location, and will no longer be ordered by the Stock Reorder program. However, it may still be issued to allow for the depletion of all remaining stock. There is a program, Phase Out, which may be run on the End of Day process, which will deactivate items marked as "Phase Out" from the inventory once the On Hand reaches zero. The program will also remove the item from all Catalogs and RSL’s. Parameters may be passed to prevent the deletion from Catalogs and RSL’s. These parameters are nocat and norsl respectively.
• Count Code: Select from drop down if Count Code is used.
• Alias Item: May be used to reference an alias item number.
• Alias Description: May be used to reference an alias description.
• Entry Date:  Displays the date created
• Last Activity Date: Displays last activity throughout the system.
• Deactivated Date: Displays if the item Location is inactivated.

If you're adding a new Material Code or editing, you must click save or cancel in order go onto the Unit of Issue tab.  

Assigning Unit of Issue to a Material Code

• Location Code and Description:  Will carry over from Location tab.

Patient Cost, Issue Cost and Average Cost will populate when building if System Option, GEN PATCOST, ISCOST, AVCOST is Yes.

• Patient Cost: Received Cost plus patient markup. Will only display when the user option, Can View Patient Cost, is checked in the User Master File on the IMF,AP, Rec, Equip, PO, Images, System tab in the Purchasing section.
• Issue Cost: Last received cost, based on the lowest unit of issue.
• Average Cost: The average cost of the item, based on the lowest unit of issue.

System will display either Issue Cost or Average Cost based upon selection in System Option, USE AVERAGE COST. There are two System Options, which may be utilized from the Receiving module that could affect Issue or Average Cost if selected: UPDATE ALL LOCS, which would update all locations upon receipt instead of the specified location, and USE ZERO COST, which would allow items received at zero cost to affect Issue and Average Cost.

• Minimum Stock: Enter the on hand minimum, based on the lowest unit of issue.
• Maximum Stock: Enter the on hand maximum, based on the lowest unit of issue.
• On Hand: Enter the amount you want to have on hand, based on the lowest unit of issue. There is a System Option, Change On Hand, in the Materials Management module which may be set to allow users to change On Hand or On Order.
• On Order: The total number of this item on order, based on the lowest unit of issue.
• Reorder Quantity: This is the amount to reorder, based on the lowest unit of issue, when the Reorder Point is reached.
• Reorder Point: This item should be ordered when the on hand reaches this number, based on the lowest unit of issue.  Used in Stock Reorder, Automatic Transfer Inventory, and Remote Stocking Location programs.
• Orig Consign Qty (Original Consignment Quantity): This will be used to display the original quantity that the vendor provided of the consigned item. There is a User Master File option, Can Update Consignment, that needs to be set prior to utilizing this.

The following fields are in the second portion:

• Unit of Issue: Type in or use the lookup function to enter in the unit of issue for this item in this Location.
• Conversion: Enter the number that you use to convert the unit of issue for this item in this Location to the lowest unit of issue for this item.
• Default UOI: Check this box if this is the default unit of issue for this item in this Location. There is a System Option, Update RSL Values, when set to Y (Yes) in the Remote Stocking Location module, when the user changes the Default Unit of Issue conversion factor all RSL’s will be updated based on the conversion factor. Prior to making the change a Confirm box will display requesting that the user accept the changes.
• Lowest U.O.I.: This box will be checked if this is the lowest unit of issue for this item in this Location.
• Active: Check this box to make this record available for use.
• Allow Issue: If checked may be issued. When using Online Requisitioning, this will allow an item to display as an alternate Unit of Issue in Enter Requisitions in the Unit of Measure display.
• Average Daily Usage: Displays the Average Daily Usage for this item. Must run the Calculate Average Daily Usage program (may be put on the End of Month) and set the System Option, Average Daily Usage Periods, in the Inventory module. There is another System Option, Average Daily Usage Include Transfers, in the Inventory module which will include transfers when calculating. The formula for calculating is the Total Item Usage divided by the number of days.
• Usage History: Button that will open an Item Usage History screen displaying previous monthly usage and also Totals by Year.

You may edit a Unit of Issue without adding a new one and deleting the old.

IMF (additional)

This tab will appear if the System Option, User IMF 1 thru User IMF 10, from the User Defined module is utilized. There is a System Option for each field that is created and the caption must be entered.

Also, if the System Option, Use MD in the Inventory module is set to Y (Yes), this tab will display a Require MD Approval check box. This is used to flag and item to require a Doctor’s approval for patient chargeable items using Scan N Go ® .

Deleting a Material Code

To delete a record, first select the record you want to delete. You can use the lookup function to find the record you need. Then key in CTRL+D, or select the Delete icon or choose File then Delete from the application menu. Be sure to consider any questions that display in Warning boxes that are pertinent to deleting an item. It may be better to inactivate the item instead especially if there is history associated with the item. When deactivating an item if there is an On Order or Stockout Quantity to re-order associated a popup box will display to alert the user.

Copy Material Code

If you wish to make a copy of the current Material Code and assign it a new Material Code number, click on Tools and select Copy Material Code or use the F4 key. A box appears, enter the new Material Code or press F2 to access the Get Next Stock Mat Code or F3 to access the Get Next Non-Stock Mat Code or right click to open a box which the user may select the Get Next Stock or Next Non-Stock Material Code, which will access the next number based on your selection if System Option, Use Auto Mat Code in the Material Management module and Next Stock Code and Next Non Stock Mat Code are seeded with values in that same module. Check the box below if you want to activate the item, then press the Make Copy button. When completed, a box appears notifying the user that the new Material Code number was successfully copied from the existing one. Must activate the System Option, Allow Copy Material Code in the Materials Management module to utilize. After closing the program, the cursor will appear in the Material Code field of the newly created item.

Add Item to Catalog

Under the Tools menu, this will allow the user to add the specified Material Code to a catalog. Select Add Items to Catalog and a box will open with the Material Code already filled in. Select the Catalog by entering the Catalog code or using the lookup. Enter the Location or use the lookup. When complete, press the Add button to add to the catalog.

Add Items to Contract

Under the Tools menu, this will allow the user to add the specified Material Code to a contract. The user must be on the ItemVend tab to add to a contract.. when selected or F7 is pressed a Lookup by Contract screen appears with all contracts for that displaying. Select the contract and refresh the ItemVend tab and that contract will display on the Contract field. To utilize, the user must have rights in the User Master File to the setting, Can Access Contract in IMF, in the Item Master Files section of the IMF, AP, Rec, Equip, PO, Images, System section. As well as the Contract Master File on their menu

Find Items

Under Tools, when selecting Find Items or F5, this will display a screen that references Location, RSL and Catalog information pertaining to the item, as well as Bin, Unit of Issue and On Hand amount. This would be helpful in trying to locate where it is in a facility.

In the Tools menu, Get Next Stock No or F2, and Get Next Non Stock No or F3, to utilize these the user must set the System Option, Use Auto Mat Code in the Material Management module and Next Stock Code and Next Non Stock Mat Code are seeded with values in that same module. The Get Next Stock No and Get Next Non Stock No will change from gray to black to allow their use when New is selected (the icon, record or CTRL+N).

Under Tools, Add Item to RSL - if the user is in PO Detail tab, the user may add a Material Code to an RSL, by filling in the information and then pressing the Add button.

Under View, Only Show Default UOP’s for Catalog Lookups may be selected by clicking on the box to check. There is a System Option, Default Check UOP, in the Inventory module, which may be set to Y (Yes) to check by default when the program is opened.

On the Taskbar there are red arrow icons pointing to the left and right. If the left arrow is selected this will move to previous sequential item. If the right arrow is selected this will move to next sequential item.