Using Quick Issue Version

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This topic discusses:

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For approvers:

For administrators:

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Overview

Quick Issue is tool for issuing items quickly. Quick Issue is designed for use in several situations common in medical centers.

Inventory Quick Issue and Inventory Quick Issue Charge Only are intended for warehouse or storeroom staff. Order Guide Quick Issue is intended for hospital staff in other departments who make requisitions.

This section explains how to use Inventory Quick Issue and Inventory Quick Issue Charge Only. Order Guide Quick Issue is described separately.

If your site supports cross-organizational processing, you can perform Quick Issues for departments in different organizations. Use the fields Issue to Organization and Issue to Department to select the receiving organization and department. (Your supplying organizations and asset locations must first be identified, and the appropriate permissions set. See the discussion of cross-organizational processing.)

Quick Issues for single items can also be created from the Materials Management Inventory menu. Quick Issues created from the Inventory menu bypass the pick process -- no pick list is built. The system automatically adjusts the on-hand inventory quantity. Use this path:

Mobile Applications on the iPad

If you are an iPad user, documentation for quick issues is available from the Quick Start Guide on the iPad.

Financial Reporting Fields

Your site may be set up to use Financial Reporting Fields in various parts of the application. Similarly, you may also be using Project Codes and Fund Codes.

Financial Reporting Fields, along with Project Code and Fund Code let you generate reports on non-account code fields. For example, your site might define Physician as a financial reporting field. Users could then select the physician associated with a quick issue or a requisition, for example.

If financial reporting fields are used by your site, the tab Fin Reporting appears on the panels. (Otherwise, this tab does not appear.) You can enter field values on the tabbed panel.

Details are in Using Financial Reporting Fields in ERP.

Security

Users processing Quick Issues must have the proper authority set in the system. To assign authorities to a user, see the discussion of  User Settings.

Creating Quick Issues (Charge Only)

Quick Issues (Charge Only) to Departments can be created from either the Warehousing or Inventory menu. Quick Issues created from the Inventory menu bypass the pick process -- no pick list is built. The system automatically adjusts the on-hand inventory quantity.

To use Inventory Quick Issue, Charge Only

  1. From the Materials Management main Contents, select Warehousing > Quick Issues. The list of pending Inventory Quick Issue batch jobs appears, if any exist. Otherwise, No Data appears.
  2. Click New. The Inventory Quick Issues panel header appears.
  3. Verify the information on the panel for your organization and asset location.
  4. In the Quick Issue Type field, select Inventory Quick Issue Charge Only from the prompt (...). See Figure 1.

Figure 1 - Quick Issue Header Panel

  1. Click Submit. The General tab appears (Figure 2).

Figure 2 - Quick Issue Charge Only General Tab panel

  1. Click the prompt (...) and select the Item Number from the list.

  2. Enter the quantity of items next to Ordered Qty.
  3. Select the Issue To Department from the list that appears at the prompt.
  4. Enter information in other fields as needed, then click Save. The item appears at the bottom of the panel under Inventory Quick Issue Lines.
Note: If you are keying items in and using the tab or down arrow to move from field to field, make sure that the cursor is in one of the header fields (and not, for example in the Position To field) before you press Enter. Otherwise, the system cannot accept the information that you keyed in.
  1. Issue the item to more departments if you wish.

  2. Issue the same department more items.
  3. Issue a new item to a new department.
  1. Select Finish Now or Finish Later.

- Select Menu > Return to Quick Issue Batch to finish creating your Quick Issue.

- Select Finish Now. Your Quick Issue batch is completed. The system adjusts inventory for the item and creates the General Ledger transactions.

The "Charge Only Document" for Quick Issues

The "Charge Only Document" prints the contents of a charge-only quick issue batch job. Each requisition appears on a separate page. The document resembles a "pick" document (Figure 3).

Figure 3 - The Charge Only Document for Quick Issues

Setup

Asset location records contain the field Print Document for Charge Only Quick Issues (Figure 4). When the field is selected, a document prints when you process a charge-only quick issue batch.

Figure 4 - The Field Print Document for Charge Only Quick Issues on an Asset Location Record

If you do not wish to print the document, un-select the option Print Charge Only Document when you process the quick issue batch job (Figure 5).

Figure 5 - Submitting a Charge Only Quick Issue Batch

Note: for a quick issue batch job, the print document option only appears when the asset location's print document field is selected.

The "Charge Only Document" is also available from the Reports menu.

To use Inventory Quick Issue

  1. Review your Current Settings to ensure that the Asset Location is correct. Inventory Quick Issue will issue items only from the Asset Location in your Current Settings.
  2. From the Materials Management main Contents, select Warehousing > Quick Issues. The Inventory Quick Issues list appears.
  3. Click New. The Inventory Quick Issues header panel appears.
  4. In the Quick Issue Type field, select Inventory Quick Issue from the prompt (...).
  5. Click Submit. The General tab appears (Figure 2).

    Note:
    Inventory Quick Issue has two additional fields not shown on Figure 2:

Figure 6 - Stat Line Field on Inventory Quick Issue

Select this field to create a STAT line for a non-stock, non-file, or direct delivery item. The line will be placed on a STAT requisition and a STAT PO. You can continue adding other lines to the Quick Issue, whether for STAT or non-STAT items.
See STAT Purchase Orders and Purchase Order Lines for details.

  1. Click the prompt next to Item Number (...) to view a select an item.
  2. Enter the quantity of the item next to Ordered Qty.
  3. Verify that the Issue to Organization field is correct. Otherwise, select a new organization from the prompt.
  1. Verify that the Issue to Department field is correct. If not, select a new department from the prompt.

  2. Enter information in other fields as needed.
  3. Click Save. The item appears at the bottom of the panel.
  4. Issue a single department more items.

Note: On an Inventory or Order Guide Quick Issue, you can designate non-file, non-stock, or direct delivery lines as Separate PO by Requisition. (This designation is useful when requesting capital project items.) Requisition lines specified as Separate PO by Requisition are entered on one or more separate POs by vendor. See Separate POs by Requisition.

  1. Select Finish Now or Finish Later.

- Select Return to Quick Issue Batch to finish creating your Quick Issue batch.

- Select Finish Now.