Reconciling an Order from Kohl & Frisch

This topic is intended for Independent pharmacies only and is not applicable to Rexall pharmacies.

To reconcile a Kohl & Frisch (K&F) order in Propel Rx:

  1. Select More (...) > Inventory > Order Pad. The Order Pad opens with the Not Sent option selected.

  2. Select the P.O.'s tab.

  3. Dropdown the Viewing P.O.'s for Supplier and select Kohl & Frisch.

  4. Under the Auto-Reconciliation section, select Download. The Download window opens.

  5. Enter your FTP login credentials in the User and Password fields.

  6. Select OK.

    • If the connection with FTP fails, an error message appears indicating the number of files downloaded and the number remaining to be downloaded. From the prompt, select Yes to retry downloading the files.

    • If there are no files to download, a prompt indicates this. Select OK to close the prompt.

  7. In the Auto-Reconciliation section, select Apply. If the invoices were properly applied, the Applied Dates display for the applicable purchase orders.

  8. Select a purchase order with an Applied Date and then select Verify PO. The Purchase Order window opens.

  9. Select Reconcile. The following actions occur:

    • The inventory for each received item in the purchase order is updated.

    • The Acq Costs and/or Supplier Costs in the Drug Folders are updated with the received prices if the Cost Update Rules are set accordingly in the Supplier Folder.

    • Applicable Owe Balances are cleared if Auto Reconcile Owe is ON and sufficient quantity of the drug was received.

    • A re-order prompt may appear for items that were not received.

    • The Auto-Reconcile Exceptions is printed if there were any invoice exceptions.

    • If one or more items were auto-substituted:

      • A row is added in the Purchase Order window for each auto-substituted item.

      • Inventory is added automatically for the auto-substituted items, where possible.

      • The Monitor flag is turned ON and the Do Not Re-Order flag turned OFF for the auto-substituted items.

      • The Do Not Re-Order flag is turned ON for the ordered drugs that were substituted.

      • The Auto-Reconcile Exceptions report lists the auto-substituted items with comments indicating whether the items were auto-reconciled or not.

    • The purchase order changes to a CLOSED status and the Reconciled Date is updated with the current date/time.

  10. Repeat steps 8 - 9 for the remaining purchase orders that need to be reconciled.