What's New in Release 6.01

New Features and Enhancements

General

• The UNSPSC® code table has been updated to (English) Version 17_1001.

Sourcing & Contract Management

• Entities are automatically identified for Premier contracts.

Supply Chain - Materials Management

Hot Tip: Changing Item Vendor UOM Conversion Factors

• The PO list can now be accessed from the Materials Management menu ordered either by Create Date or by PO Number.
• On eMail purchase orders, the buyer who created the PO is automatically entered on the "CC" line.
• Features of working with GTINs have been added and improved.
• Audit information is now available for Pick Lists.

Financials - Accounts Payable and General Ledger

• Journal voucher approval processing is available with this release.
• Mass approver maintenance is available for journal voucher approvers and approver groups.
• The Escheat Runs list includes State Codes with payments; State Code Totals are available for a run in any status.

Administration

• When an administrator creates a new user record, the administrator's organization/department settings are initially applied by default for the new user. The goal is to allow editing of the user record for the correct organization/department, which may not be known when the use record is created.
  

Reports

• New reports/report objects.

Problem Resolutions

• Supply Chain - Materials Management
• Financials - Accounts Payable/General Ledger
• Sourcing and Contract Management

General

 The UNSPSC^® code table has been updated from Version 16_0901 to (English) Version 17_1001.

Version 17_1001 is the current level published by the United Nations.

Some UNSPSC codes previously in use have been deleted in Version 17_1001. New codes have also been added to
the total list. The descriptions of other codes have changed.

An Excel file contains the new codes, codes with changed descriptions, and obsolete (deleted) codes on tabbed worksheets.

Hospitals will need to review UNSPSC codes assigned to their item records; change any obsolete codes to the updated
codes; and add any new, relevant codes to item records.

For users of Materials Management and Accounts Payable several reports assist in this process.
These reports are available from the Reports menu Reports > Report Definitions:
"UNSPSC - Items by UNSPSC code"
"UNSPSC - Items Missing UNSPSC codes"
"UNSPSC - Items with invalid UNSPSC codes"

A detailed discussion of UNSPSC codes is in the online documentation: "Using UNSPSC Codes."

Usage:
To review and change UNSPSC codes assigned to items, or to add codes to items:

1. Identify item records that contain either invalid codes (codes or code descriptions that need to be changed) or no codes
   (codes that need to be assigned).
   

- Run the appropriate reports.
For example, Figure 1 shows the "UNSPSC - Items with Invalid UNSPSC Codes" Report Selection Values panel.

Selection Panel for the "UNSPSC - Items with Invalid UNSPSC Codes" Report

Main Contents > Reports > Report Definitions

In this case, the report outputs all invalid UNSPSC codes greater than one.

- You can select a specific UNSPSC code by clicking the prompt ( ...).

- Clicking in the third column (on GT) lets you select a different operator (such as "less than" or "range"). Click repeatedly to scroll
through the operator choices.

2. For each item with an invalid UNSPSC code, determine what the code should be changed to. For items with no UNSPSC codes,
   check the new codes to determine if any are applicable, and if so, add them to the item records.
   
   
3. Edit the item records to change the UNSPSC code, or to enter a new code.
   In Materials Management, you can use one of two approaches:
   
   If you have only a few items with codes to change or add, you can work directly in the item catalog to edit the item records.
   See "Update Item Records" in the online documentation.

• From the Materials Management main Contents, select Inventory > Item Catalog.
  (The Item Catalog list appears.)
• Locate each item record that you need to change.
• Click Edit on the Item row. (The Item Edit panel appears.)
• Select a new code in the UNSPSC Code field.
• Click Submit.

If you have many items with UNSPSC codes to change or add, you can use item mass maintenance to change or add the codes.
Item mass maintenance is described in the online documentation: "Item Import and Mass Maintenance."

• Download the item records that have invalid/no UNSPSC codes to an Excel spreadsheet using item mass maintenance.
• Enter the correct UNSPSC codes as needed. You can copy cells from the Excel spreadsheet.
• Upload the changed item records back to the item catalog.

Sourcing and Contract Management

 Sourcing and Contract Management now automatically identifies entities for Premier contracts.

• When a Premier contract is imported, the manufacturer will automatically be identified, eliminating the need for the user to perform the 'Identify Entity' step (Load and Activate Workbench > Accept/Activate tab).

Supply Chain - Materials Management

Hot Tip: Changing multiple conversion factors for an item’s UOMs

The instructions in this tip explain how to change conversion factors for an item vendor’s UOMs.

Typical situation:

An item – let’s say, a paper exam gown --  has three vendor units of measure with the conversion factors shown in Figure 2.
You want to change the conversion factor for CA to 104 and the conversion factor for BX to 26.

Units of Measure and Conversion Factors for an Item

Materials Management > Inventory > Item Catalog > locate item > Menu > Item Vendors > edit

Do the following:
Multiply the desired new factor for the largest unit of measure – CA – by the current middle UOM – BX.
104 X 25 =  2600.

In the Conversion Factor column (Figure 2):

1. Enter the result  (2600) as the CA value – temporarily. (You are going to change it in a minute.)
2. Set the BX conversion factor to the desired value: 26.
3. Now, go back and change the CA conversion factor to the value that you originally wanted: 104.

The system should accept the changes.

 The PO list can now be accessed from the Materials Management menu ordered either by Create Date or by PO Number.

Figure 3 is an example.

New Menu Options for the Purchase Order List Sorted in Different Ways

Materials Management main Contents > Purchasing > Purchase Orders (by PO) / Purchase Orders (by Create Date)

 On eMail purchase orders, the buyer who created the PO is automatically entered on the "CC" line.

 Several features of working with GTINs have been added or improved.*

1. A new menu item under Materials Management > Imports/Exports & Financials allows you to import GTINs into the system from a comma-delimited file (Figure 4).
   
   

   

   Manufacturer Item Identifier Import

2. The UOM Conversion Factor has been added to the GTIN table.
3. The GTIN UOM/Conversion Factor now appears on the Item Vendor UOM list. (MM > Inventory > Item Catalog > Menu > Item Vendor > Edit)
4. A report object, "Manufacturer Item Identifiers (GTINs) Discrepancies" has been created, listing items for which the Item Vendor UOM and/or conversion factor does not match the GTIN UOM and/or conversion factor. (See New Report Objects, below.)
   
   *For a detailed discussion of the new GTIN features, see "Work with GTIN Item Identifiers" in the online help.

Audit Pick Lists

A item has been added to the menu on the Pick Lists panel, allowing you to view audit information for a Pick List (Figure 5).

View Audit Info

MM > Warehousing > Pick List > Menu

On the Audit panel, you will see when the status of the Pick List was changed.

Financials - Accounts Payable and General Ledger

• A user who creates a journal voucher can designate approver(s) on the journal voucher itself.
  
• The organization can specify approval requirements.

- Individual account codes for the organization can be flagged as requiring journal voucher approval.

- Journal vouchers for designated source journals can be flagged for approval.

- Journal vouchers whose profit effect exceeds a specified threshold can have approval required.

• The User Profile of a person who creates journal vouchers can require approval.

A General Ledger feature creates maintenance jobs for mass changes to journal voucher approver groups (Figure 6)

Accessing Mass Approver Changes from the GL Journal Vouchers Menu

The mass approver change feature lets you swap multiple approvers in and out of approver groups for journal voucher approvals.
You can change the members of approver groups; remove approvers from groups; and add new approvers to approver groups.
The remove function also lets you remove an approver as the direct approver for other users.

Similar to other "mass change" features in the system, you first create a "mass assignment" job, and specify the approver reassignments in the job. When the job runs, the changes take effect.

Details on using the mass maintenance feature are in the topic "Making Mass Approver Changes."

 The Escheat Runs list includes State Codes with payments; State Code Totals are available for a run in any status.

The last column in the Escheat Runs List contains the State Codes for any states with a payment in the run. Figure 7 is an example. Notice that the second run has payments for several states.

The Escheat Runs List

Accounts Payable > Payments > Escheats

To work with an escheat run, click w. The Work with Escheat Run panel appears (Figure 8).

Working with an Escheat Run

Accounts Payable > Payments > Escheats > w

To display totals for all the state payments included in the run, click Go next to State Code Totals (Figure 8). A list of the totals appears (Figure 9). You can display the state totals for an escheat in any Status: Selected, Committed, etc.

Escheat Run State Totals

Accounts Payable > Payments > Escheats > w > State Code Totals > Go

Administration

 When an administrator creates a new user record, the administrator's organization/department settings are initially applied by default for the new user.

When a new user is created in the system, the user's department and organization may not be known. So, the Data Profile settings of the person adding the user are automatically applied for the new user's department and organization. The user record can thus be edited by other staff for the correct department and organization. Once the department and organization are assigned, the user record is only
visible to other users who have access to the same department and organization data, based on their Data Profiles.

Reports

 New reports/report objects.

• The new report object "Manufacturer Item Identifiers (GTINs) Discrepancies" (see above discussion) contains the following fields:
  
  

  Asset Loc	Item Vendor Conversion Factor
  Asset Loc Desc	Item Vendor UOM
  Buy From Loc	Mfr ID
  GTIN Conversion Factor	Mfr Item No
  GTIN Discrepancy>	Mfr Name
  GTIN UOM	Org
  Identifier Number	Org Desc
  Identifier Type	Primary Supp
  Identifier Type Desc	Vendor Item No
  Item Desc	Vendor Name
  Item No	Vendor No

  
  

Problem Resolutions

 Supply Chain -- Materials Management

• Incorrect exception invoice lines were being written to an Excel spreadsheet and/or Quick Report.
  When an exception was edited, and the user clicked Quick Report or the Excel icon , invoice lines appeared that were not for the invoice. This problem has been resolved so that correct invoice lines appear on the spreadsheet or Quick Report.
  

• Item Catalog Mass Maintenance: a comma in the Buy From Loc field was causing subsequent data in the field to be ignored.
  The comma and any subsequent characters were not included in the in the field value, and the buy-from location name could not be validated by the system. The problem has been fixed so that buy-from location values that contain commas process correctly.
  

• Errors occur when killing a PO line quantity after a receipt for the line has been created and then canceled.
  When a full receipt for a PO line has been created and then has been canceled, the line is unreceived. Previously, when users attempted to then cancel the unreceived quantity from the PO line, an error appeared. The error occurred because receipts (an original receipt and a cancel receipt) existed for the line. The PO quantity could not be killed.
  
  To address this issue, the following has been designed and built into the system:
  - When a receipt for a PO line is canceled, to kill the quantity on the line, open the PO Edit panel and click
  Menu > Cancel Unreceived Qty. (No error appears.)
  - The quantity is killed.
  - The On Order Authorized Quantity for the item decreases by the amount cancelled/killed.
  - If no other lines exist for the purchase order, its Status is Complete.
  

 Financials -- Accounts Payable/General Ledger

• Occasionally, vendors include invoice tax information in multiple segments within an EDI 810 document. When this was occurring, only the last tax segment processed was included in the invoice tax amount. This has been changed so that all tax segments are now accumulated and added to the Invoice tax amount.

 Sourcing and Contract Management

• The contract delete process has been optimized to reduce the time it takes for contracts -- particularly those with many lines -- to be deleted from the system.
  - To delete a supply contract, on the "Work with Contract" page Contract Info panel, click the delete icon .

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