Reconciling an Order Sent from Propel Rx Using Web Services

Reconciling a purchase order ensures that the inventory is adjusted according to what was received. This is crucial in maintaining perpetual inventory and must be done as soon as the shipment arrives.

If reconciling a narcotic order, the narcotic invoice must be signed on PharmaClik first.

There are two - three parts to complete when reconciling the order (two for regular orders and three for narcotic orders):

Part 1: Signing Narcotic Invoice on PharmaClik

Part 1 is only applicable to narcotic orders.

Part 2: Downloading Invoices

Part 3: Reconciling the Order

See the short video below for a demonstration of Parts 2 and 3.

Part 1: Signing Narcotic Invoice on PharmaClik

Narcotic invoices must be digitally signed to indicate they have been received and reconciled. This must be done by the pharmacist within 5 days of receiving the order.

If narcotic invoices are not electronically signed with 5 days of receiving, PharmaClik halts all narcotic shipments to your store. Once all narcotic invoices are signed, you will be able to send a narcotic order the next day.

To sign a narcotic invoice:

From the desktop, double-click the PharmaClik icon.
Log into PharmaClik.
From the main menu, select Orders.
Select Order Management.
Select Finance > Missing Narcotic Signatures.
Select each checkbox in the Sign column.
Select Update Selected.
Enter your login and password credentials.
Select Confirm login password.
Enter the digital narcotic signature in the Signature field.
Select Sign.

Part 2: Downloading Invoices

Integration with PharmaClik Web Services allows McKesson invoices to be downloaded from within Propel Rx.

You will still need your PharmaClik user credentials to download the invoices. These are the credentials used to log into the PharmaClik ordering website.

Select > Inventory > Order Pad.
Select Supplier. Search for and select the McKesson supplier for your province.
Confirm the Acct. # and Cust. # match the PharmaClik website. If it is incorrect, update the number(s) in Propel Rx. The Acct. # may not be the same as the Cust. #. Select Save. Select OK to close the Supplier Folder.

You only need to perform this step the first time you use Web Services to download invoices or when there’s a change in Account or Customer Numbers.

Select the P.O.'s tab.
From the Viewing P.O.'s for Supplier dropdown, select the McKesson supplier for your province.
Select Download.
The Download window opens. Enter your PharmaClik User and Password. These are the same credentials used to access the PharmaClik ordering website.
Choose a Start Date and End Date for the invoices to download. The Start Date defaults to the day before the current date. The End Date defaults to the current date. A maximum of 30 days' worth of invoices can be retrieved.
Select OK. An hourglass may appear as invoices are being retrieved. The Purchase Orders window opens.

Select > Inventory > Order Pad.
Select the P.O.'s tab.
From the Viewing P.O.'s for Supplier dropdown, select the McKesson supplier for your province.
Select Download.
The Download window opens. Enter your PharmaClik User and Password. These are the same credentials used to access the PharmaClik ordering website.
Choose a Start Date and End Date for the invoices to download. The Start Date defaults to the day before the current date. The End Date defaults to the current date.
Select OK. An hourglass may appear as invoices are being retrieved. The Purchase Orders window opens.

To learn more about the Purchase Orders window, select the expander icons More in the image below.

Part 3: Reconciling the Order

Reconciling the order is done so Propel Rx can use the information from the downloaded invoices to update the inventory. This is done for orders placed through Propel Rx and orders sent directly from PharmaClik.

For more information about reconciling orders that were created and sent in PharmaClik, see Reconciling a Direct Order Sent through PharmaClik.

To reconcile a purchase order:

In the Purchase Orders window, select the purchase order under the Available Purchase Orders section.

OTC purchase orders are excluded from the Purchase Orders window.
Confirm the received quantities in the Invoice Details section for each item. If needed, edit the Rcvd Qty if it is incorrect.

You can see which invoice corresponded to which item by checking the Invoice # column.

You can hover over the Code field to view a description of the McKesson shipping code that was assigned to an item.
Select Reconcile. The following actions occur:
- The inventory for each item in the Invoice Details section is updated.
- The Auto-Reconcile Exceptions report prints if there were any invoice exceptions, backordered products, or substitutions in the downloaded invoice files.
- A re-order prompt may appear for items that were not received.
- The purchase order moves to the Reconciled section of the Purchase Order window.
- The purchase order changes to a CLOSED status if all items in the purchase order have been accounted for by the downloaded invoices. Otherwise, the purchase order maintains a SENT status for the lesser of 30 days or until all items have been received in the invoice files.
Repeat steps 1 - 3 for the remaining purchase orders that need to be reconciled.