Auto-Reconcile Exceptions Report

The Auto-Reconcile Exceptions report prints when McKesson purchase orders are reconciled and exceptions, substitutions, and/or backordered products exist. The report lists these products as they may require manual intervention. Interventions can include manual adjustments to the Drug inventory, reordering, etc. Items on the report are ordered by P.O.# and fall under several categories.

Reading and Actioning the Auto-Reconcile Exceptions Report

Each item on the Auto-Reconcile Exceptions report should be reviewed for possible actions required. Select the dropdowns below for more information on the different categories on the report.

Invoice Exceptions are items included in the invoice file but cannot be found in the related purchase order or reconciled. Invoice Exceptions can occur if an invoice is applied after the applicable purchase order has already been closed. A backordered item can appear as an Invoice Exception if the backorder has been cancelled by PharmaClik.

If the Qty Shipped is greater than zero and you have physically received the item, perform the following actions:

  • Manually adjust the inventory in the Drug Folders by the number of packs indicated in the Qty Shipped column. For more information, see Manually Adjusting Inventory for a Drug.

  • Manually update the Acq Cost (pk) in the Drug Folder according to the Pack Price on the report. This is only required if the drug's acquisition cost is set to Override in the Drug Folder.

If the Qty Shipped is equal to zero, evaluate if you need to reorder this item or suitable alternative. A cancelled backorder appears as an Invoice Exception with a Qty Shipped of 0 and note indicating "Item Not Existent in McKesson File."

Backordered products are items designated by PharmaClik as being on backorder. In the invoice file, these items have a 3 or 4 as the Code for Qty Not Shipped. These items were not shipped.

If your pharmacy is enrolled in the Backordering Program with PharmaClik, backordered items will be shipped when they become available. You do not need to reorder them at this point. If the backordered item is not available before a set period of time, PharmaClik will cancel the backorder and the item will appear as an Invoice Exception on the Auto-Reconcile Exceptions report.

To check the number of days your backorders are kept open on PharmaClik, log into the PharmaClik website. Under My Profile, select Account(s) Info. In the Accounts section, refer to the Keep B/O setting.

If your pharmacy is not enrolled in the Backordering Program with PharmaClik, evaluate if you want to reorder the item or a suitable alternative.

Pack Size and DIN Substitutions are items that are a different brand or pack size than the items that were originally ordered. An example of a DIN Substitution is the substitution of a non-Enterprise formulary brand with the primary brand. Substitutions may be reconciled automatically depending on whether the drug and pack size exists in Propel Rx. When reconcilable, the monitoring and reorder parameters are automatically set for substitutions based on the default pack size of the DIN (Pack Size Substitution) or primary interchangeable (DIN Substitution), if not previously monitored. For more information about auto-substitutions, see Auto-Substitutions.

Pack Size and DIN Substitutions are items that are a different brand or pack size than the items that were originally ordered. Substitutions may be reconciled automatically depending on whether the drug and pack size exists in Propel Rx. When reconcilable, the monitoring and reorder parameters are automatically set for substitutions based on the default pack size of the DIN (Pack Size Substitution) or primary interchangeable (DIN Substitution), if not previously monitored. For more information about auto-substitutions, see Auto-Substitutions.

Substitutions can appear on the Auto-Reconcile Exceptions - Action Items report and/or the Auto-Reconcile Exceptions report. The Action Items report contains the Pack Size and DIN Substitutions that could not be reconciled or had their monitoring and reorder parameters set by Propel Rx. The Auto-Reconcile Exceptions report lists Pack Size and DIN substitutions that were reconciled with no changes to reorder parameters. Therefore, you only need to action the substitutions on the Action Items report.

Review the notes on the report for Pack Size and DIN Substitutions.

  • For items that were reconciled but had monitoring and reorder parameters set, review the Re-Order Point and Re-Order # Packs in the Drug Folders and adjust if needed.

  • For items that weren't reconciled, manually adjust the inventory in the Drug Folders by the number of packs according to the Qty Shipped column. For more information, see Manually Adjusting Inventory for a Drug.

You can use the Inventory Reconcile module to adjust the inventory and reorder parameters for multiple drugs at once. For more information, see Inventory Reconcile Module.