When an order is transmitted to a wholesaler, the invoice is usually available for pick-up 10 minutes later (though this varies depending on the wholesaler. Some wholesalers wait until the order has physically been made up before making the invoice available). To handle Delivery of the order / invoice, see 'Related Topics' below.
Invoice Pick Up (PharmX enabled Wholesaler)
If you’re using PharmX to order from the wholesaler, any outstanding invoice(s) will be downloaded automatically while the ‘Orders’ program is open. To force a PharmX Invoice Download, from the main orders screen click on “Edit – PharmX Invoice Pickup”.
Manual Invoice Pickup (Modem / Dial-up enabled Wholesaler)
In 'Orders', click on the 'Invoices' tab, click the ‘Collect’ button and choose the required wholesaler from the list. Then 'OK'.
Processing of Invoices
After pick-up, any new invoices will be displayed in the list of 'collected invoices'.
If the price received back from the wholesaler differs from your local price for the item, when viewing the invoice, prices that have changed will have a '*' in front of them.
You are free to change any of the price fields at this stage. To do this, simply mouse click on the cell that you wish to change.
When an invoice for an order is received, the original order will be marked 'Acknowledged'.
‘Unknown Items’ on Invoices
Sometimes an item will come in on an invoice but there won’t yet be a stock card for it within RxOne. The system can import this new item from the wholesaler database and create the stock card for you. Right mouse click on the ‘Unknown Item’ and click on ‘Import Unknown Stockcard from Suppliers Database’.
0Price Changes on Invoices
Changes in list and real costs will be highlighted in red or blue depending on if the price has increased or decreased. You can modify the prices by clicking on any of the cells on the stock line which will allow you to edit the value (eg. list cost, real cost, retail, markup etc.). To change the retail price(s) but keep markups the same, right mouse click on the item(s) and choose one of the ‘Increase Retails’ options.
Out of Stocks and orders:
If an invoice contains out of stock information, a new order is created with supplier name of 'Reorder'. This order will include all the out of stocks from previous orders. These items will be removed from the original order/s.
To view Collected Invoices:
Click on the 'Invoices' tab. Choose an invoice to open and either double click on the invoice with the mouse, or highlight the invoice and click 'Open'.
By default the items in an invoice will be sorted by product name.
To sort by a different column, single mouse click on the column header that you wish to sort.
To print an invoice click on the Print button when viewing the invoice.
To Delete an Invoice:
To delete an invoice highlight the invoice on the 'Invoices' tab and click 'Delete'
To View Delivered Invoices:
Click on the 'Invoices' tab.
Go to menu View, Completed Invoices. To go back to current invoices, go to menu View, Current Invoices.
View Completed Invoice
For users who want to check the prices after an order is delivered.
You can change the retail price and mark the completed invoice as ‘checked’ in the ‘completed invoice’ screen. The completed invoice will now have colour changes where RED indicates an increase in costs and BLUE indicates a decrease in cost, as you see from your normal invoice screen. You will only see the new costs if your update option is ticked to ‘Save new costs’. OLD Markup (MU) and OLD Real Cost Markup (RC MU): These are the markups that were in the stockcard before the invoice was delivered. You can compare the NEW MU and NEW RCMU with the OLD MU and OLD RCMU and adjust the Retail accordingly. Completed invoice has been ‘Price Checked’: Once you have finished checking and adjusting the Retail, tick this box to indicate price checking is completed, this will mark the invoice green in the completed invoice screen.Save Changed Retails and Exit: Click this to save all the changes you made and exit