[Revised Nov 2015]
Inter-Branch Transfer and Credit Orders are done in orders. The advantage of using IBTs is that they only change the SoH value without affecting turnover figures. IBT Orders are in blue in the orders main screen and Credit Orders are in Red to differentiate them from normal orders, which are black.
Credit orders are used to record stock items sent back to a supplier. This order records negative values. Delivering a credit order will reduce the SoH figure for each item by the amount in the order.
Inter-Branch Transfers (IBTs) are also known as 'Transfer in / Transfer out' and use the ordering mechanism. Create an IBT order and ‘Deliver/Acknowledge’ the order. The SoH in the affected stockcards will be adjusted.
Transfer In (Incoming IBTs) are used to receive stock from another branch. Delivering the order will increase SoH like a regular order. For example, use this kind of order when receiving a share of a parcel buy from another Pharmacy or receiving goods from another branch.
In orders, select the branch or pharmacy that the goods are coming from. Then select ‘Transfer in’, ‘Create Order’, then manually enter the items into this order (or download from a USB stick or email) and then select ‘Change to Acknowledged’ and enter in the invoice number. An invoice will be created, go to that invoice and deliver the invoice. The SoH will then be updated.
Transfer Out (Outgoing IBTs) are used to send stock to another branch. They will reduce SoH like a credit order. For example, use this type of order when transferring a share of a parcel buy to another pharmacy. You can also charge this to an account.
In orders, select the branch or pharmacy that you are sending the goods to. Create a ‘Transfer Out’ order . Enter the goods being transferred. RxOne will change the quantities to negative figures. Print the order as a packing slip/invoice to be put in with the goods (or create an electronic file). Print another for your records.
Select ‘Change to Acknowledged’. The order will disappear. The order is now delivered and the SoH reduced. A message prompt will then come up: “Do you want to charge this transfer to an account?” Answer as desired. If ‘yes’, it will ask you to enter the Account Name. Enter the account name, the order will then be charged to the account.
If the invoiced amount was not charged after an order is complete, you can access the completed invoice by clicking on the Invoice tab in orders, then click View and select the order by clicking either, ‘Last 30 days completed Invoices’ or ‘All completed invoices’. Highlight the actual invoice to be charged and click on ‘Charge to Account’ on the right hand panel. Select the account and press 'OK'.
IBT orders – Electronic files
The ‘Transfer Out’ order can be saved to a USB stick and sent to the pharmacy with the goods (or saved to the desktop and e-mailed to the pharmacy). Instead of manually entering the order, the pharmacy receiving the goods can then use this electronic file to load the order into RxOne.
Transfer Out File - To create an electronic file: after creating the ‘Transfer Out’, select ‘Transfer’. Answer ‘Yes’ to “Are you sure you want to send this transfer?” It will then ask for a USB stick. Insert the USB stick (or select cancel if you want to save the file to your desktop). Save it with an appropriate file name. Once saved, a message prompt will then come up: “Do you want to charge this transfer to an account?” Answer as desired. If yes, it will ask you to enter the Account Name. Enter the account name, the order will then be charged to the account.
The file can now be sent to the pharmacy receiving the goods. The pharmacy receiving the goods can then download this file in orders under ‘Transfer In’. Select ‘Transfer in’, and then click on Transfer file name and either insert the USB stick (or click on cancel and select file from computer).
Notes:
- Delivered Interbranch transfers can be printed from the completed Invoice screen
- Interbranch transfers will not show on the End of Day or Staff & Sales report.
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