Release 7.16, January 19, 2023 PINCŪ Supply Chain ERP & Sourcing and Contract Management |
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New Features and Enhancements - Release 7.16A summary of enhancements made in updates since Release 7.15 is also included in this document. ERP Materials Management and Financials
ERP AdministrationSourcing and Contract Management (SCM)
ERP and SCM: Price Rounding EnhancementsReportsERP Materials Management and FinancialsEDI 810 users: you can set a time delay for processing 810 files that have been imported, and are awaiting processing.Often, because EDI 810 invoices are received and processed before their items are delivered, the invoices are created with receipt exceptions. This result is too many receipt exceptions appearing in the Invoices in Exception list. To alleviate this situation, users can set a time delay for processing an 810 file after its Import Date. This feature is available for scheduled processing only. To implement the processing delay, a new field is available on the Organization record AP Info tab: Days to Delay 810 Processing from Import Date (Figure 1). Manually processed 810 imports ignore this field. Set a Processing Delay for EDI 810 InvoicesMaterials Management or AP > Tables > Organizations > edit organization > AP Info tab
This value is used when the 810 processing job is run. When the job is run, the system adds the value to the Import Date to determine when to process the file. You can set a Review Status for exception invoices. A new table is available to define Review Status values.Sites can create review status values in a new table: "Invoice Exception Review Status" and assign a value from the table to any invoice in exception. The new Review Status column is available on the Invoices in Exception list for searching and filtering through exception invoices to find those with any particular status. The Review Status field has also been added to the list Search. Notice that you can use the Position To fields and the quick filter to locate a review status of interest (Figure 2). The Invoices In Exception List Showing the Review StatusMaterials Management or AP main Contents > Invoicing > Exception Invoices The field ReviewSts (Invoice Exception Review Status) has been added to these report objects:
To use this feature:
The TOC with the New Invoice Exception Review Status Table
The Invoice Exception Review Status TableMaterials Management or Accounts Payable main Contents > Tables > Invoice Exception Review Status
Creating a New Review Status
To set a status value on an invoice in exception:
Setting the Invoice Review Status on an Exception InvoiceAccounts Payable or Materials Management main Contents > Invoicing > Exception Invoices >edit You can set a Review Status for EDI 855 Confirmation Exceptions. A Reason Code table is available for sites to define Review Status values.The new Review Status column is available on the EDI Confirm Exceptions list. You can set a review status for an 855 exception in the list and filter the list to find 855 exceptions with any particular review status. The Review Status field has also been added to the list Search. The EDI 855 Confirm Exceptions List Showing the Review StatusMaterials Management >Purchasing > EDI Confirm Exceptions The fields Review Status and Review Status Description will be added to the 855 report objects in a future release. To use this feature:
The TOC with the New Reason for 855 Review Status Table
The 855 Exception Review Status TableMaterials Management > Reason Codes > Reason for 855 Review
Creating a New 855 Review Reason
To set a reason status value on an EDI 855 exception:
Setting the Invoice Review Status on an Exception InvoiceMaterials Management main Contents > Purchasing >EDI Confirm Exceptions On the EDI 855 Exceptions list, you can now filter simultaneously by Acknowledge Date, Buyer and Confirm Status.As sites work with an increasing volume of EDI 855 imports, the amount of time required to sift through exceptions has also increased. The ability to filter 855 exceptions by Acknowledge Date, Buyer and Confirm Status simultaneously will help users focus on imports that need to be worked, and on those that can be purged from the list. With the release, users can... - Filter by: - Use a dropdown menu for greater efficiency in searching the Confirm Status column and in the Position To box. Figure 12 is an example of some of the new filtering aids. Enhanced Filters on the EDI 855 Exceptions ListMaterials Management main Contents > Purchasing > EDI Confirm Exceptions A new feature allows you to clear multiple EDI 855 (confirmation) price exceptions for an item at one time.When the same item has a price exception on multiple EDI 855 confirmations, these multiple exceptions for the same item can be annoying to clear. With this release, the multiple 855 confirmations with price exceptions for the item can be cleared at one time as a group . Security This feature is sensitive to the departments, organizations, and asset locations specified in the Data Profile of the person working with the invoice exceptions. Users of this feature must also have the new role object "MassClear855PriceExc" set to Modify or higher. Clearing of multiple price exceptions is available for items with the same values in these fields: - Exception=price When EDI 855s with price exceptions have identical values in these item fields, ERP groups them together for you to review and clear. You can also view individual details. A panel contains the exception groups, and lets you clear each entire group or by individual PO in a group. To use mass EDI 855 price exception clearing:
The EDI Mass Price Exception Clearing Summary PanelMaterials Management or AP main Contents, select Purchasing > Mass Clear EDI 855 Price Exceptions
The Mass EDI 855 Price Exception Clearing Panel- On the top of the panel are the exception clearing fields. - On the bottom of the panel are the 855s price exceptions for the item and their associated POs. By default all are selected, but you can unselect any whose price you do not wish to clear.
If you clear all the exceptions on the Mass EDI 855 Price Exception Clearing panel (Figure 14), the row containing the item disappears from the Mass Clear EDI 855 Price Exception Summary List (Figure 13), since there are no more exceptions to clear. Otherwise, if you only clear some of the exceptions, the row on the summary list remains so that you can come back later and clear the remaining ones. On the Exception Invoices list, you can now flag invoice exceptions as Credit & Rebill Requested so that you know an invoice was worked, and can ignore it.Marking an exception as Credit & Rebill Requested hides the invoice exception from the exceptions list. Initially, the list will not display exceptions marked as such. However, the you can search or manually select to display Credit & Rebill Requested records. The Exception Invoices list is located here: Materials Management or AP main Contents > Invoicing > Exception Invoices.
Setting a Credit and Rebill Flag on an Exception InvoiceERP asks you to confirm the change.
You can easily search for flagged exception invoices by using the quick filter (Figure 15) in a far right column of the list. Also, you can use Search to find flagged exceptions. Notice that you can remove the flag by selecting the menu item Unflag as Credit &Rebill Requested. When set, the flag also appears on the invoice record General tab when you inquire on the invoice (Figure 16). Exception Invoice Inquiry with Credit/Rebill Flag SetYou can assign users as owners of invoice receipt exceptions. ERP auto-populates the invoice Exception Owner with the user specified.An invoice receipt Exception Owner can be designated at the asset location and organization levels. When receipt exceptions occur, ERP automatically populates the receipt exception owner on the invoice in the Exception Owner field, so that person can take the necessary actions. The system first looks for a exception owner for the asset location. If none is assigned there, the owner assigned at the organization level is used. If neither the organization nor asset location contains an assigned owner, then none is populated on the invoice. The Exception Owner must have the User Authority Receive Inventory set in his/her/their User Profile (Figure 17). . The Receive Inventory Authorization on the User ProfileWork in Administration > Administration > Users > locate user > edit > Authorities tab Figure 18 is an example of an invoice containing a receipt exception with a exception owner automatically assigned. Invoice with Receipt Exception, Owner of Exception AssignedMaterials Management > Invoicing > Invoices > filter for Exception Type = Receipt > edit Figure 19 is the field on the asset location record for you to select an invoice owner who will review invoices for items in the asset location. Specifying an Invoice Receipt Exception Owner for an Asset LocationMaterials Management > Tables > Asset Locations> edit .
Specifying an Invoice Receipt Exception Owner for an OrganizationMaterials Management > Tables > Organizations > edit When the Exception Owner clears a review exception invoice, the system removes the owner's name from the invoice so that other users know that the exception has had resolution. The invoice exception owner (InvExcpOwner) field has been added to these report objects: Mass invoice price exception clearing: you can now clear multiple or all invoice price exceptions for an item at one time.When a site orders the same product multiple times within a PO or a group of POs, if the price is changed on an invoice, many price exceptions can occur. These multiple exceptions for the same item are tedious to clear. With this release, the multiple invoice price exceptions can be cleared at one time. Security This feature is sensitive to the departments, organizations, and asset locations specified in the Data Profile of the person working with the invoice exceptions. Users of this feature must also have the new role object "MassInvPriceExcp" set to Modify or higher. Clearing of multiple price exceptions is available for items with the same values in these fields: - Exception=price When invoices with price exceptions have identical values in these item fields, ERP groups them together for you to review and clear. You can also view individual invoice details. A panel contains the exception invoice groups, and lets you clear each entire group or individual invoices in a group. To use mass price exception clearing
The Mass Invoice Price Exception Clearing Summary PanelMaterials Management or AP main Contents, select Invoicing > Mass Price Exception Clearing
The Mass Invoice Price Exception Clearing Panel- On the top of the panel are the normal exception clearing fields. - On the bottom of the panel are the invoices in exception for the item and their associated POs. By default all are selected, but you can unselect any whose price you do not wish to clear.
If you clear all the exceptions on the Mass Invoice Price Exception Clearing panel (Figure 22), the row containing the item disappears from the Mass Invoice Clearing Summary List (Figure 21), since there are no more exceptions to clear. Otherwise, if you only clear some of the invoice exceptions, the row remains so that you can come back later and clear the remaining invoice exceptions. Vendor Imports can now handle blank values.Users need the ability to update null/blank values through the Vendor Import for all vendor record types, rather than having to enter blank values on the ERP vendor panels. With this release, you can have blank values in columns for the vendor import in cases where you want a blank value in the vendor record. Then, once the import is successful, the vendor panel field captures the blank/null value. Here are the record types where you may wish to have blank values in the import and panels.
A new import is available for restricting an organization's vendor AP locations and buy-from locations.This import covers AP, MM, and MM/AP vendor types. Security Users working with this feature must have the role object "VendorImpRestrictLoc" set minimally to Modify. To use the import
Fields for the Import to Restrict Vendor AP and/or Buy From Locations
When the import is successful, you can open your vendor records and view the new restrictions that you just created. Blanket requisitions with zero quantity, zero dollars, and no receipts now have a system note added.For zero quantity and zero dollar blanked receipts, the Receipt Required flag is turned off and a warning message is added to the system notes. The message is ""Warning! For a Zero Cost and Zero Qty Blanket Requisition line, the system has set the Receipts Required Flag to No." General Ledger users: This release includes the ability to close/reopen GL accounts by period.General Ledger users would like to close GL accounts for a particular period or for a few periods, so that staff cannot create any GL transactions for the closed period(s). This capability allows closing periods by organization. For a closed period, users cannot post or unpost to the relevant journals. ERP maintains an audit trail of closed periods. Security: This feature is controlled by a new field in System Values: Close Periods by Org (Figure 25). By default, this flag is not set. Using this feature - Setup
Setting the System Value Close Periods by Org and Adjusting the User's Role Object to ModifyFor an inter-organization journal entry (when the organization creating the journal entry and the Primary account segment's organization are different), ERP uses the Primary segment organization to determine if the posting period is open or closed. Using this Feature - Closing/Opening Periods When the system values flag is set "on," users can open/close periods from the Organizations list and from the Calendar Year list by selecting the menu option Close/Open Periods. When the System Values flag Close Periods By Org is checked ("on") and the role object "OrgPeriodStatus" in the user's profile is less than Modify, then the menu option Close/Open Periods does not appears. When the System Values flag Close Periods By Org is not checked ("off") and the role object "OrgPeriodStatus" in the user's profile is Modify, or higher, the menu option Close/Open Periods is grayed out. From the calendar:
From the Financial Calendar: Close/Open PeriodsThe list of periods in the year appears with a selection field for closing or reopening each (Figure 26). Periods are open by default. You can sort the list by Organization, Year, Period, and other column headers. The Position To filter works as on other lists.
From the Financial Calendar: Selecting Periods to Close or Open
From the Organizations List The procedure is the same to close periods by organization as for using the calendar.
From the Organizations List: Close/Open PeriodsThe list of periods in the year appears with a selection field for closing or reopening each (Figure 28). From the Organization List: Selecting Periods to Close or OpenFollow the instructions for the Calendar path (above) to close/open any periods. A report "Org Period Status History" is available to show an audit of the period closed settings. General Ledger users: Several columns on the GL Account Import Details panel are now available as filters.These columns on the GL Account Import Details list (Work in General Ledger --> Imports / Exports --> GL Account Import -->(Menu) View Import Details) are now quick filters: Financial reporting information for vendor punchout requisition lines can be defined on department records.Financial reporting fields may be required on a departments' GL accounts associated with a punchout requisition line. This new feature allows punchout users to specify departments' financial reporting fields on punchout requisition lines. Otherwise, if a GL account for a requisition line requires financial reporting fields, and there are none specified, ERP is not able to create the requisition line, and the imported punchout requisition fails. To associate financial reporting fields with a department,
Financial Reporting Fields on the Department Record
The department export includes columns for the financial reporting fields. Also, the financial reporting fields have been added to the "Department Master" report object. On bill-only requisitions during item selection, the Primary Vendor column appears at right, sorted by "Yes."Figure 30 is an example. The Primary Supplier Indicator on the Item Selection Panel for a Bill-Only RequisitionAP now creates an audit record when a payment run record is deleted with Modify Check Output performed.Deleting of a Payment run record can be done prior to the payment run going to a committed status. Users need a record of who created and deleted payment run records. In this release, an audit record is created in the audit table so that whenever a payment run record is deleted, and when Modify Check Output is performed, the audit contains the information about the delete. ERP Problem ResolutionsError messaging for vendor imports has been improved. In the past, users performing vendor imports were offered messages that did not adequately signal errors in the import. Error messages have been improved to resolve several problems. Among others, here are some that were resolved: ERP AdministrationYou can upload organization data to create new organizations, or make changes in existing organizations.This feature allows users to avoid changing organization records or creating organizations one-at-a-time, manually. Now, you can create and change organizations via an import. This process is similar to importing department data. The first step is to export existing organization data to an Excel worksheet. Then, using the worksheet as a template, make changes as needed to organization data (Action code: C), or add a new organization (Action code: A). Next, save the worksheet as a .csv file, and finally upload it to the application. Note: Currently, this feature only handles add and change. Delete (Action code: D) is not yet supported. Security: The user importing organization data must have the role object "OrgImport" minimally set to Modify. Below is a summary of the steps. Download a spreadsheet of existing data, edit it for new/changed organizations, and save it.
Upload the Organization records Organization imports use the standard process, as outlined below.
The Organization Imports Panel
Sourcing and Contract Management (SCM)
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Entity has been added to the list of supply contract exceptions. Entity is the contract manufacturer/supplier.
The Entity name is the same as the Manufacturer name on the contract header within the Entity field.
For contracts that are associated with multiple entities (multiple manufacturers), the Entity name appears as it does on the contract header as a link from the word multiple.
If No Entity is associated with a Contract, the Identify Entity link appears under the Entity field.
An Active Status means that the Item Price Start Date is less than or equal to Today, and the Item Price End Date is greater than or equal to Today.
An Expired Status means-price records where the Item Price End Date is less than Today.
See Figure 36. This clarification will assist users in identifying items to export. The menu option "Active" is the default.
Work with Supply Contracts > Contracts > Contract Workbench > open Contract > Actions > Export Contract
See Figure 36 (above) and Figure 37.
Work with Supply Contracts > Contracts > Contract Workbench > open Contract > Actions > Export Contract
The previous menu item"Prior" is now"Expired." Only price records where the Item Price End Date is less than "today" are output to Excel when the "Expired" drop down ) option is selected.
For the "Future" menu option, only Price records where the Item Price Start Date is greater that "today" are output to Excel.
The Price filter title is now Price Status (Figure 38).
- The Price Status of "Current" is now "Active." This is the default. . Notice the new tool tip when you mouse over Price Status: Active. Also, the tool tip for Price Status: All is "Display all items."
- The Price Status of Prior has been changed to "Expired."
The Price Status field is available on on the report object "Contract Header and Detail With Prices."
Work with Supply Contracts > Contracts > Contract Workbench > open Contract > Actions > View Contract Lines
Several new search capabilities are available.
Figure 39 is an example.
SCM main Contents > Contracts > Load and Activate Workbench
Figure 40 is an example.
Note: This same new search capability for a Doc Title or Filename is also available for services contracts:
Services Contracts main Contents >
Contract Workbench > Documents tab.
SCM main Contents > Contracts > Contract Workbench > Documents
You can search for:
- All
- Contract No (searches Contract #)
- Owner
- Entity (i.e., supplier)
- GPO
SCM main Contents > Contracts > Contract Workbench >Price Changes
This feature is "Vendor Entity Activation" accessible by Support and Implementation. This feature determines how the site will activate contracts.
When the Help Desk turns the "Vendor Entity Activation" On, the site's SCM application is set to activate all contract items via the Activate tab. Only activation at the vendor/tier level is allowed. The Activate Items tab is not available (Figure 42). The vendor's default markup is used when activating contract prices.
The method of activation can be changed to activate by item when the feature is turned off. This process requires Help Desk involvement.
Discuss any needs with the Help Desk.
The reason for this new feature is that for a site, nearly always, the choice to activate at the contract item level (via the Activate tab) is by mistake, rather than intent. Confusion results, and pricing issues when there are multiple mark-ups for a vendor.
Figure 43 is an example that displays the Items with Price Exceptions panel. This feature is available on the other exceptions panels:
- Items On Existing Contract
- Items With Rejected Prices
- Items With UOM Errors
SCM main Contents > Contracts > Contract Workbench > Exceptions > locate contract > click Price Exceptions quantity
Figure 44 illustrates the change.
On the list of GPOs (Administration > Tables > Group Purchasing Organizations), you can edit the GPO Name to change it to whatever makes sense for your site.
Materials managers want to be able to use the price rounding/decimal precision settings to establish pricing for contract items in ERP so that EDI 850 purchase orders, 855 confirmations, and 810 invoices contain the exact price the vendor expects. This goal will reduce EDI exceptions.
This function is controlled by a system feature flag Price Precision in the administration menus used by Support. Price Rounding/Precision can be turned on for sites who wish to use rounding at the vendor level. Price rounding can be used for MM and MM/AP vendors. To use Price Rounding, contact the Help desk. This feature must be set for each site.
When the price rounding/price precision feature is set "on" for a site, the Price Rounding tab in ERP displays the Price Decimal Precision and Price Rounding Type defined for the vendor. Users with the proper authority can edit the values. These users must have the role object "Price Round" set to All.
Figure 45 is an example. The tab also appears with values when you inquire on the vendor record.
Materials Management or AP main Contents > Vendors > locate vendor > edit
With this release, the values for price rounding and decimal precision can be maintained in either ERP only or in SCM only, depending on which applications a site has, and the setting of the feature flag.
On the Item Vendor Edit panel (Inventory > Item Catalog > locate item > Menu > Item Vendor > Edit), a new field Calc Purchase Unit Price From displays the "raw" price of the item before the decimal precision/rounding is applied. When a contract price comes into ERP from SCM, the rounding and precision rules are applied to the value in Calc Purchase Unit Price to generate the Purchase Unit Price.
For a sample vendor, the current rounding and precision rules are in Figure 46. The feature flag is "on." The decimal precision and the rounding type are set as: precision is three decimal places; rounding is 4/5, which means if an integer is 4 or less, round down; if 5 or more, round up.
Materials Management or AP main Contents > Vendors > locate vendor > edit
See (Figure 47). On the Item Vendor Edit panel (Inventory > Item Catalog > locate item > Menu > Item Vendor > Edit), the new field Calc Purchase Unit Price From (green box) displays the price of the item before the decimal precision/rounding is applied. The Purchase Unit Price (red box) displays the price (always at four decimal places) after rounding and precision are applied.
Inventory > Item Catalog > locate item > Menu > Item Vendor > Edit
On Figure 47, the Calc Purchase Unit Price From value 2.34500000 for EA s rounded up to 2.3500 at the second decimal value. The round up occurs because the third integer in the decimal value - .345 - rounds one integer to .35 and precision is 3 decimal places. The Purchase Unit Price becomes 2.3500 when displayed. (Note: the display value - always 4 decimal places - and the precision value - in this case 2 decimal places - are not the same thing.)
Several enhancements to reports and report fields are available, as listed below.
- Account Data Consolidated By Year
- Budget
- General Ledger Detail by Account
- General Ledger Detail By Account YTD
- General Ledger Detail By Department YTD
- General Ledger Detail by Source
- General Ledger Summary By Department
Report Objects |
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InvoiceActivity | InvoiceExpenseAnalysis |
InvoiceActivitySummary | InvoiceExpenseAnalysisCheckNo |
InvoiceAgingDetail | InvoiceExpenseAnalysisSum |
InvoiceAgingDetailByDueDate | InvoiceMatchDetailPOLine |
InvoiceAgingSummary | InvoiceMatchDetailPOLineView2 |
InvoiceAgingSummaryByDueDate | InvoiceMatchHeader |
InvoiceApproverSecurity | InvoiceNonFile |
InvoiceDetailAccountPayments | InvoicePO |
InvoiceDetailAccounts | InvoicePriceExceptionHistory |
InvoiceDistributionDetail | InvoiceRecurring |
InvoiceExceptionAudit | InvoiceRejected |
InvoiceExceptionAudit_DeptDetails | InvoiceStaffProductivity |
Field Label |
Field Name |
Data Type |
Length |
Audit Time Stamp | AuditTimestamp | datetime | 23 |
Audit User ID | AuditUserID | varchar | 30 |
Calendar Desc | CalendarDesc | varchar | 75 |
Calendar Year | CalendarYear | numeric | 4 |
Financial Calendar Name | FinancialCalendarName | varchar | 50 |
New Value | NewValue | varchar | 10 |
Org | Org | varchar | 15 |
Org Desc | OrgDesc | varchar | 50 |
Period | Period | numeric | 2 |
Previous Value | PreviousValue | varchar | 10 |
APLocation DefaultBFLYN DftlnvoicingExtAPVendor DefaultAPLYN DeleteSuspend TaxType AutoAuthEmailPOYN AutoAuthFaxPOYN AutoProcessASNYN ContactEmailAddress Org AssetLoc |
Dept DeliverToLoc HospitalAcctNo APLocationFor1099 FinRptFIdl FinRptFld2 FinRptFId3 ProjectCode FundCode GLAcctDftDistPI GLAcctDftDistP2 GLAcctDftDistP3 RestrictedVendorYN |
Update 7.15.1 and Hotfixes
ERP Problem Resolutions
Update 7.15.2 and Hotfixes
ERP Problem Resolutions
Customers are able to select the following label sizes when printing:
Zebra - Large 2-1/2" x 7/8"
Zebra - Small 1-3/4" x 3/4"
The following special characters are ignored when they appear in the item description or MIN when roll printing patient charge labels:
Single quotes | ' |
Double quotes | " |
Number symbol | # |
Percent | % |
Ampersand | & |
Plus | + |
Backslash | \ |
Forward slash | / |
Update 7.15.3 and Hotfixes
Internal changes only. No Release Notes.
Update 7.15.4 and Hotfixes
ERP Problem Resolutions
Update 7.15.5 and Hotfixes
ERP Problem Resolutions
Update 7.15.6 and Hotfixes
ERP Problem Resolutions
ERP Enhancements - Populating the GL Inventory Account on Transactions
Notice that no inventory account is specified. Inventory account information is not required for the asset location (Figure 48).
The Inventory Account is required on the organization record (Figure 49).
Below are inventory transactions for a received PO. The Inventory Account is populated from the organization record, since no account is specified for the asset location (Figure 50).
(Materials Management main Contents > Inventory > File or Non-File Transactions > GL Transactions)
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