Reconciling an Order Sent from Propel Rx Using Web Services

Reconciling a purchase order invoice 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 the Invoice

Part 3: Applying and Reconciling the Order

See the short video below for a demonstration of Parts 1 and 2.

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.
Login to 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 the Invoice

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 last download date. The End Date defaults to the current date.
Select OK. The Invoice List window opens and displays all invoices from the specified time period, available for download. The invoices are ordered by Download Date. Invoices that have not been downloaded yet appear at the top.

The P.O.# does not appear in this window.

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 PharmaClikUser 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 last download date. The End Date defaults to the current date.
Select OK. The Invoice List window opens and displays all invoices from the specified time period, available for download. The invoices are ordered by Download Date. Invoices that have not been downloaded yet appear at the top.

The P.O.# does not appear in this window.

Part 3: Applying and Reconciling the Order

Applying and reconciling the order is done so Propel Rx can use the information from the downloaded invoice 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 apply and reconcile a purchase order in Propel Rx:

In the Invoice List window, choose Select All (Max 10) or select the desired invoices. A maximum of 10 invoices can be downloaded and applied.
Select Apply. The selected invoices are downloaded and applied to corresponding SENT purchase orders. The Applied Date is updated in the P.O.'s tab.

If Item ordered directly from PharmaClik; Inv: ##### displays in the Comments column, this was an invoice downloaded for an item that was ordered directly from PharmaClik. It can be reconciled the same as an order sent through Propel Rx. For more information about what happens to those orders in Propel Rx, see Reconciling a Direct Order Sent through PharmaClik.

If an invoice has already been applied (i.e. it has an Applied Date), a validation message appears advising the invoice cannot be re-applied.
If more than 10 invoices need to be downloaded and applied:
1. Select Download again.
2. In the Download window, change the Start Date and End Date to the previously chosen dates.
3. Select OK.
4. In the Invoice List window, select up to 10 invoices that haven't been downloaded. These invoices can be identified by their blank Download Dates.
5. Select Apply.
6. Repeat these steps until there are no more new invoices left to download and apply.
Highlight one of the purchase orders that has an Applied Date and select Reconcile. A purchase order prompt appears.
Select Yes.
Repeat steps 4 - 5 until all SENT orders with an applied date have been reconciled. If there are items in the purchase order that are not included in the invoice files, the purchase order remains open for the lesser of 30 days or until all items have been accounted for in invoice files.