EDI Vendor Purchase Order Setup Steps (Medclick Proclick)
EDI Vendor Purchase Order Setup steps in setting up a vendor for EDI processing are as following:
- Contact your vendor to obtain account numbers. You will use these numbers to set up EDI in the system.
- Make sure the vendor record exists in your site’s system database, and that the vendor has associated items.
- For a materials management vendor, the vendor record must include one or more buy-from locations.
- If an asset location and/or a department has an account with a vendor buy-from location, you use the account number on EDI transactions as a shipping location identifier.
- Associate your vendor ID information with the corresponding vendor in the system database.
- Enter your hospital ISA / account number for the vendor buy-from location(s).
- Assign vendor account numbers to asset locations and/or departments.
- Change the PO Transmission Method on the vendor buy-from location record(s) to EDI.
EDI Vendor Purchase Order Setup: Automatically Authorizing Purchase Orders
EDI purchase orders can be authorized manually, or the system can authorize them automatically for vendors that you specify. To use automatic authorization, you create one or more scheduled jobs that run the authorization. You can assign a Scheduled Job Group identifier to buy-from locations, and set up jobs to authorize only POs from those locations. You can create multiple Scheduled Job Groups and scheduled jobs. If you wish, you can set a delay in the auto-authorization process. The delay lets you make any last minute changes to a PO before it is authorized, such as a correction in a quantity or unit of measure. For example, in a job that runs hourly, a delay of thirty minutes would auto-authorize only those POs created more than a half hour before the next job run.
Automatic authorization works together with the Vendor Order Cycle established for a vendor buy-from location. For each purchase order to be automatically authorized, when the auto-authorization job runs, the system looks for a Vendor Order Cycle for the PO’s buy-from location.
- If no Vendor Order Cycle is established, the system assumes “today” and authorizes the PO, unless there is a delay established. If a delay is defined, the PO authorizes in the next cycle after the delay has passed.
- If a Vendor Order Cycle exists and is valid for the current day, the system authorizes the purchase order; again, factoring in any specified delay.
- Otherwise, the system does nothing until the auto-authorize job runs again (factoring in any delay). Then the PO is evaluated again, and compared with the Vendor Order Cycle value.
Hospitals that use auto-authorization often find it efficient to create a daily scheduled job to run the authorization before the earliest vendor order cutoff time. If you are setting up auto-authorization for POs from imported requisitions, be sure to schedule the auto-authorization job so that its timing meshes correctly with the timing of the requisition import.