Entering Supplier Preferences

The Preferences tab in the Supplier folder allows you to ensure orders are sent on time and calculates an accurate expected delivery date.

Click on a field on the image below to view its description. or see Supplier Preferences - Fields and Descriptions.

 

You can update preferences for a supplier, such as general terms for orders and how drug prices will be updated. To update Supplier preferences:

  1. Select More > Supplier. The Supplier Search window opens.
  2. Search for and select a supplier.
  3. Select the Preferences tab.
  4. Under General, specify the Lead Time (days) (number of days between sending the order to the supplier and receiving it in the store; used to calculate order's expected arrival date).
  5. Under Monday - Friday, choose the days on which your pharmacy receives deliveries from this supplier.
  6. Under Reminders, specify the Order Cutoff Time and Prompt before order cutoff time (minutes) fields.
  7. For McKesson only: Under Auto-Reconcile, make a selection from the Auto Reconcile All Purchase Orders dropdown list.
  8. Update any other preferences as required.
  9. Select Save.

Alerts/Reminders for Supplier Preferences

If you specified the Order Cutoff Time and Prompt before order cutoff time (minutes) in the supplier's Preferences tab, you will see these reminders appear prior to the cutoff time.

This prompted reminder only appears if an order has not already been sent for the day.

Note: While the prompt will appear on all PharmaClik Rx screens, it will not interrupt workflow and will keep the steady pace that the pharmacy needs to operate.

Supplier Preferences - Fields and Descriptions

Review the following charts for detailed descriptions of each section in the Preferences tab by expanding the sections below that you want to learn more about.

Field Description
Min. Order Amt

Minimum dollar amount for an order as defined by the supplier. If you specify a value here, you will be warned when sending a purchase order that is less than the minimum order amount.

Note: Specifying the minimum order amount will not prevent the purchase order from being sent; this field is only for information purposes.
Terms (days) Any terms given by the supplier for payment of goods (numerical value). For example, if the supplier's terms for payment are 30 days net 2%, specify 30 in this field.
Lead Time (days)

Lead time is the number of days between sending the order to the supplier and receiving it in the store. This value is used to calculate the date the order is expected to arrive at the store.

For example, if the order is received the next day, the lead-time is one day.

Field Description
Monday - Friday

Selecting this option means purchase orders arrive at the store daily from Monday to Friday.

Field Description
Order Cutoff Time

The time that a purchase order needs to be sent by the store, as defined by the supplier. The time is displayed in 24-hour format.

For example, if you specify 5pm in this field, it will automatically update to 17:00:00 as soon as the cursor is moved out of the field.
Prompt before order cutoff time (minutes)

Up to three reminders can appear before to the order cut-off time. Define the number of prompts in minutes; alerts will appear as prompts on each workstation.

For example, if your order cutoff time is specified as 18:00:00 and you have specified three alerts to display—60 (Alert 1), 30 (Alert 2), and 15 (Alert 3) minutes— you will see three reminder alerts at 4:00 pm, 4:30 pm, and 4:45 pm.

Field Description
Auto Reconcile All Purchase Orders

Only applies to McKesson purchase orders.

When McKesson invoices are downloaded, it's possible to automatically reconcile all associated open purchase orders in just a few clicks. Invoices can also be reconciled one-by-one if that best suits your pharmacy's operations.

One of the following options must be selected:

  • No: RECOMMENDED! Choose this option if you prefer to reconcile purchase orders one-by-one. In this scenario, invoices downloaded from McKesson are applied to purchase orders, then the purchase orders must be reconciled individually.

  • Yes: This enables a one-click option to download invoices, automatically apply them to the corresponding purchase orders and reconcile all of the purchase orders at the same time.

Tip: For more information, see Setting the McKesson Auto-Reconciliation Preference.

Field Description
Acq Cost

This field corresponds to the Acq Cost (ut) and Acq Cost (pk) fields in the drug folder. When a purchase order is reconciled, you can define this field to determine if the acquisition cost will be updated for each product on the purchase order.

You must select one of the following options:

  • Do Not Update—acquisition cost will not be updated
  • Received Price—updates the acquisition cost with the Received Price from the purchase order (recommended setting).
  • Retail Price—updates the acquisition cost with the Retail Price from the purchase order.
Supplier Price

This field corresponds to the supplier level Price (ut) and Price (pk) fields in the drug folder. When a purchase order is reconciled, this determines if the supplier price will be updated for each product on the purchase order.

You must select one of the following options:

  • Do Not Update—supplier price will not be updated.
  • Received Price—updates the supplier price with the Received Price from the purchase order (recommended setting).
  • Retail Price—updates the supplier price with the Retail Price from the purchase order.
Block McKesson Canada's Supplier Price For McKesson Ontario, Ontario independent pharmacies have the ability to block PharmaClik Rx’s supplier price updates by selecting the Block McKesson Canada's Supplier Price checkbox.

Field Description
Business Vision Supplier Number

This field is no longer used.
POSPro Vendor Code Only used when PharmaClik Rx-POS integration is in place. Allows you to link the supplier to its corresponding vendor code in POS, facilitating the transfer of purchasing data between the systems.