IMS - Inventory Management System Documentation and Training

The following information outlines the Inventory Management System (IMS), developed internally by Health Information Systems (HIS), that replaces the VTH Storeroom 4D stores application.

Accessing the IMS Inventory Management System (IMS)

IMS shortcut imsicon The shortcut should be on all VTH computers.  If the shortcut is not on your PC, please email IT at it@vetmed.illinois.edu and provide your PC tag so they can install it for you.

IMS Production Application URL: https://ims.vetmed.illinois.edu

IMS Test Application URL (you can test, learn, play in this area): IMS Test

Note: The IMS constantly changes so some screenshots may differ from the actual application. We will do our best to keep up with changes.

General Application Information and Menu Overview

Definitions and Info

  • Requester - Those who are requesting items for their service, department, etc. are considered Requesters. (Techs, clinicians, researcher, staff, etc.)
  • Purchaser - Those individuals who will fulfill orders within stock or purchase externally. (Storeroom, Dispensary, BSC personnel, etc.)
  • Required Fields: Any field that is red and prefaced by an asterisk is required.
  • IMS login: Use your NetID and NetID password to login.

A basic flowchart for the IMS is located here: IMS Basic Flowchart

Menu Bar Overview

  1. New Request (Requester) – Select this option to enter new requests to purchase items from the Storeroom or Dispensary.
  2. Worklists (Requester and app users) – Various lists are used to see the status and work needed or completed.
    • Requests (Requester) - This will display all requests past and present.
    • Orders (Purchasers) - This will display orders in progress or complete.
    • Purchases (Purchasers) - This will display external purchases in progress or complete.
    • Receipt - (Purchasers) - This is a vendor receipt or packing slip, etc. 
    • Deliveries - This will display items delivered to services, departments, etc.
    • Wastes - This will display any items that must be deducted from inventory due to non-usage or waste. 
  3. Inventory (App Users) – Used by Storeroom or Dispensary personnel for inventory management.
  4. Administration (App Users) – Used for setup of items, users, vendors, FOPs, departments, services and locations
  5. Reports (Requester and app users) – Various reports for all users. (Some reports may be restricted.)

Initial login Screen

At your initial login, you will be directed to the Request Worklist.  You can enter a request to purchase items from the Storeroom and eventually the Dispensary. After your first purchase, you will automatically be routed to the Purchasing Worklist.

By default, the IMS will show YOUR requests.  You can use the slide bar, displayed below, to turn this off and/or show all service orders.  The screen will be blank if you have no orders.

    Technicians, Clinicians, and Staff -  How to request inventory/supply items and medication

    Start here with Video Training: IMS Ordering Demo

    Note: Dispensary ordering is not yet active within the IMS.  This will come mid-late Spring.

    This is where all new requests to the Storeroom or Dispensary should be entered.

    New Request Overview

    1. Common Items View- This will list the most common items ordered within the IMS (as the IMS is more widely used this list will shift.)
    2. Catalog View (Default View) - This will list all catalog items in alpha order (use the filter (#6 in the image) to narrow down your search).
    3. Favorites - This will list all favorites added to your primary service/department by default. 
    4. View Cart - This will list all items you have added to your cart.
    5. New Item - If you are unable to find the item you are looking for select this option to request a new item be ordered.
    6. Filters - Type any combination of letters or numbers to narrow down your search.
    7. Backordered - Items on backorder will be checked here.
    8. Limited Available - Items that are in low supply will be checked under limited available. (Contact the storeroom, dispensary, etc. for further information.)
    9. Price - This is the price that will be charged to your service/department FOAP.
    10. Actions Icons:
      • Use the Cart Icon to add an item to your cart. 
      •  Select the unfilled Heart  icon to add the item to the favorites list.
      •   Filled heart denotes that the item is added to the a favorite list. (Favorites are added to your primary service/department by default.)
      • Use the trash can icon to remove an item from our cart.

    View Cart 

    1. All Items added to your cart will appear here.
    2. The Purchase unit and how many to purchase will be listed here and you can change these quantities here. 
    3. Use the trash can icon to remove an item from our cart.
    4. *Requesting Service:  This will default to your current service/department. You may choose the service(department) if appropriate
    5. *cFOP: This is the account items will be charged to. The list is auto-populated with the cFOPs associated with the Requesting Service.
    6. Will you Pickup?: Where Applicable, you can check this box to notify the purchaser that you will come to get the item(s). This is not available for all items. You should leave the delivery building and location blank if you plan to pickup items.
    7. Delivery Building: The building on the Vet Med campus where order items should be delivered.
    8. Delivery Location: The location I(room, etc.)in which items should be delivered. (Note: This is where items will show they are stocked, choose appropriately.)
    9. Notes: Please add any important information that the purchasers should know about your request.  
    10. Your total cost will be displayed and you can select Submit to place your order.

    Order Approval

    Once submitted, the Actions icons will change.  The order must be approved by selecting the check icon, labeled Approve, as shown in the screenshot below.

    Note: You can edit or delete an order before approval.

    New Item

    Follow these instructions to request a new item if you cannot find the item you are looking for.

    1. *Item Name: Enter the Name of the item (you can copy/paste the vendor description)

    2. *Item Type: Select the category for the item such as Catheters and Feeding Tubes.

    3. Substitutions Allowed?: Check this box if a like or generic item may be purchased

    4. Is this a controlled substance?: Check this box if the item is considered a controlled substance.

    5. Item Description: Enter the description of the item. (You can copy/paste from the vendor or manufacturer's website.)

    5. URL: Enter (copy/paste) the vendor/manufacturer URL for the item being requested

    6. Part Num. / SKU: Enter (copy/paste) the vendor/manufacturer part number or stock keeping unit.

    7. Item Unit Strength: Enter the strength of the item along with mg, kg, mL, etc. 

    8. Item Unit Form: Enter the items form such as capsule, box, vial, etc.

    9. Price: Enter the purchase price/our cost for the item..

    10. Cold Storage?: Check if the item requires cold storage.

    11. Secured Storage?: Check if the item should be in a secured storage area.

    12. Item Notes: It is very important to provide as much information as possible. Enter any information about the item that will help the purchasers quickly set up your item for purchase.

    13. Attach File: You can attach any pertinent files, photos, etc. that will assist purchasers. 

    14. Create New Item: When all information is created select Create New Item and it will be added to your cart.

    Favorites View

    1. By default, the Favorites View will display your service/department list.  You may select a different service from the list. 
    2. In Actions, favorites are denoted with a filled heart icon  

    Order Status

    You can view your order status on the Requests worklist. 

    1. Select Worklist
    2. Select Requests
    3. Your Requests will display by default.
      • Note: You can use the slider, highlighted in yellow in the screenshot, to display other services for which you may request/view.
    4. The current Request View is the default view.
      • Note: You can can also select Past Requests View.
    5. The Status of the order is in the Status column.

    Status Description and Flow

    • New – Unapproved (Must be approved before the order will be sent to the storeroom.)
    • Approved – The order has been approved by the service, but not yet accepted by the Storeroom, VTH BSC, etc.
    • Accepted - The Storeroom, VTH BSC, etc. has assigned itself to the request.
    • In Purchasing – The storeroom has requested some or all items to be purchased.
    • Shipping - The purchase has been recorded in IMS and is awaiting receipt.
    • Purchase Received - The purchase has been received by the Storeroom, but the orders has not been fulfilled.
    • In Fulfillment – Items are being fulfilled (full or partial depending on in-stock status.)
    • Items Received – Items have been delivered to the service (full or partial depending on in-stock status.)
    • In Process - Some items have been delivered and work is still being completed on the request
    • Complete – All items on the order have been received and marked as received by the service.

    Receive Items

    Once items have been delivered to the service the status will be Items Received.  This is the final step to Receive Items and complete the order.

    1. Select Worklist
    2. Select Requests
    3. Your Requests will display by default.
      • Note: You can use the slider, highlighted in yellow in the screenshot, to display other services for which you may request/view.

    receiveitems

    4. Select Receive Items

    imsack

    6. As you verify that your items are in your delivery, select Acknowledge, to signify receipt, and the button will disappear and a Receipt Acknowledged banner (toast) will appear in the lower right corner. 

    Export Request List to Excel to Print 

    Use these steps to export from the Request Worklist and then print your list for use as a packing slip.

    1. From the Request Worklist, select the Details / Edit icon
    2. Items will be selected by default, Select Export Item Status
    3. The spreadsheet will appear with all information about the items ordered.  You can remove, rearrange, and add columns, etc.

    Worklists

    The IMS contains several worklists to allow quick viewing and status updates of various orders

    • Requests - Requesters can see their current and past requests and the ability to create a new request. You see your requests by default and a toggle allows you to see all requests for your assigned service.
    • Orders - Storeroom/Dispensary worklist for managing order fulfillment and purchases.
    • Purchases - Storeroom/Dispensary worklist for managing all open purchase orders
    • Deliveries - Storeroom/Dispensary worklist for managing order deliveries.
    • Receipts - Storeroom/Dispensary worklist for receiving and/or items from vendors.
    • Wastes - Storeroom/Dispensary worklist for managing proper documentation and disposal of waste items.

    Reports & Exports

    Financial - This is where Accounting will create the financial export to be uploaded to Banner.

      1. Select Reports
      2. Select Financial
      3. Change the Start Date to the last day the report was run (The previous Friday)
      4. Change the End Date to todayâ€ââ€Å¾Â¢s date
      5. Select Export Summary and the Excel file will be downloaded to your default location. Usually downloads.
      6. Go to where the report was saved and open it for viewing. 
        1. Review the file and ensure accuracy. For example, are the state funds (x000XX) for the correct fiscal year?
        2. Ensure all curriculum funds (org 249) from Margaretâ€ââ€Å¾Â¢s list that require an activity code, have one. If it doesnâ€ââ€Å¾Â¢t, reach out to Margaret Caston for guidance
      7. Log into Finance Feeder Front-End
      8. Select JV upload
      9. Select the appropriate file & upload

    Maintenance (Used by Storeroom, Dispensary, and Accounting Personnel)

    This menu is used for the setup and maintenance of various information within the IMS.

    • CFOPs
    • Departments and Services
    • Items and Products
    • Locations
    • Users and Roles - This is used to add 
    • Vendors

    Returns

    Procedure for the Services

    1. When items are delivered, you must review them via the Receive Items button on your request:

     

    2. This will bring you to a screen where you can download an Excel list of all the items, as well as acknowledge or reject the items that were delivered:

    Note: Acknowledging the deliveries is how the system checks if the request is completed, so please ensure you are acknowledging the items on delivery.

     

    3. When selecting Reject Delivery you are presented with three options:

    1. Substitute - Allows you to swap for a different item (which may require the storeroom to purchase the new item).
    2. Replace - Asks for the storeroom to replace any damaged or missing items.
    3. Cancel - Tells the storeroom you no longer want the item at all

     

    Substitute

    1. Section 1. contains the item information and quantity of the item you want to send back to the storeroom.
    2. Section 2, This is the table with two views, the first "Substitutes" are items that are specifically assigned by the storeroom as possible substitutes while the second "Catalogue" is the list of every single active item.
    3. This area lists the items you wish the original item to be replaced with.

    Note: The substitution items are on a per replacement basis.

    Example: The user is replacing each bottle of 70% iso with 1 bottle of 100% Ethyl AND 2 8oz bottles. This means that in total, the user will receive 2 bottles of 100% ethyl and 4 bottles of 8oz for the 2 70% bottles being replaced. 

     

    Replace

    This is for direct replacements, indicating the quantity of items that need to be replaced.

      

    Cancel

    This is for canceling the item altogether.

    Procedure for Storeroom

     There is now a new view in the deliveries worklist that will show the quantities and items rejected by the services:

     

    Action Buttons

    1. Stock - re-stock the rejected items to put them back into inventory, it works like every other stock item button (scan or select the pick location, enter the required information, and submit).
    2. Discard - mark the rejected items as waste and do not put them in inventory. It currently does everything automatically, but in the future as we expand out the discard features (for donations/use in clinical skills) there will likely be another step.
    3. Edit - quantity only
    4. Delete - delete the rejected delivery (does not restore the sale or the original delivery)
      • If an item is flagged to be substituted, it will be treated it like a new item so the orders worklist will update and will require a new fulfillment.
      • If the item is flagged to be replaced, it will update the original delivery item on the delivery worklist to have 0 pulled and 0 delivered items. 
      • If the item is flagged to be cancelled, it should drop off all the worklists.

    Inventory (Used by Storeroom and Dispensary Personnel)

    Used by the Storeroom and Dispensary, this menu produces a full picture of inventory on hand and allows for item transfer and/or discarding.  Views are available at the item or location level.



      Keywords4D, inventory, order, storeroom, pharmacy, scripts, prescription, supplies, ppe, dispensary, research, item, ims, meds, medication,   Doc ID133716
      OwnerTina O.GroupUofI College of Veterinary Medicine Teaching Hospital
      Created2023-12-20 15:28:49Updated2024-06-11 14:46:07
      SitesUniversity of Illinois College of Veterinary Medicine Teaching Hospital
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