Owe Balance Preferences

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

There are four Owe Balance preferences that control how Owe Balances and their labels are managed. Use the dropdowns below for more information about each preference, or watch the video below.

Owe Balance Days Supply Preference

The Owe Balance Days Supply preference determines the default quantity for Owe Balances. The value entered in this preference is the assumed days supply you are packaging for the initial fill. If the on hand amount is less than the quantity required to fulfill the Owe Balance Days Supply preference, the owe quantity defaults to the entire prescription quantity.

For drugs with minimum dispensing quantities entered in the Drug Folder, the quantity to package for the initial fill defaults to the minimum dispensing quantity. For mixtures, the quantity to package defaults to the amount of drug on hand.

The calculation based on the Owe Balance Days Supply preference is contingent on an accurate days supply being entered in the prescription.

To set the Owe Balance Days Supply preference:

Select More > Pharmacy.
Select the Rx Detail tab.
Enter the number of days in the Owe Balance Days Supply field. By default, the preference is set to 7 days.
Select Save.
Exit out of Propel Rx and log back in to save the settings.

Digital Owe Balance Preference

The Digital Owe Balance preference affects how Owe Balances are managed and where they appear. This preference cannot be changed when there are outstanding Owe Balances. This field can be set to ON or OFF.

When set to ON, Owe Balances are placed in the Parked Rx tile after the initial fill completes Workflow. Owe Balances can be processed manually from the Parked Rx tile or Rx > Owe Balance window. They can also be cleared automatically if the Auto Reconcile Owe preference is ON. Owe Balances for unmonitored drugs do not appear in the Parked Rx tile. Once processed, Owe Balances appear in the Pick Up/Delivery tile if POS integration is on.
When set to OFF, Owe Balances are created after the prescription is initially filled and do not appear in the Parked Rx or Pick Up/Delivery tile. Owe Balances can be managed manually using the Adjust Owe button in the Drug Folder Inventory tab or Rx > Owe Balance window. They can also be cleared automatically when purchase orders are reconciled if the Auto Reconcile Owe preference is ON.

To set the Digital Owe Balance preference:

Select More > Pharmacy.
Select the Workflow tab.
Dropdown the Digital Owe Balance field and select ON or OFF.
Select Save. You may be prompted to restart PHS or CPS if the Owe Label Print preference was also changed.
Close PHS or CPS and relaunch it from the McKesson PTS Utilities folder on the server desktop.

Owe Label Print Preference

The Owe Label Print preference in Workflow Preferences and Workflow configuration determines when Owe Balance labels are printed. This field can be set to With Vial Copy, Owe Process, or None.

If the entire prescription quantity is owed, the Owe Balance label does not print and only the initial fill label prints.

When set to With Vial Copy, Owe Balance labels print at the same time as the initial fill labels. When an Owe Balance is split into two or more Owe Balances, labels print each time the Owe Balance is updated.
When set to Process Owe, Owe Balance labels print after the Owe Balance is processed from the Parked Rx tile (if Digital Owe Balance is ON) or Rx > Owe Balance window. If Auto Reconcile Owe is ON, Owe Balance labels print when purchase orders containing the owed drugs are reconciled.
When set to None, Owe Balance labels do not print automatically but may be printed manually from the Owe Balance window.

To set the Owe Label Print preference when Digital Owe Balance is ON:

Select More > Pharmacy.
Select the Workflow tab.
Dropdown the Owe Label Print field and select With Vial Copy, Process Owe, or None.
Select Save.
Close PHS or CPS and relaunch it from the McKesson PTS Utilities folder on the server desktop.

Combinations of the Owe Balance Preferences

The Digital Owe Balance and Owe Label Print preferences can be set up so Owe Balances behave in a manner that's best suited for your pharmacy. Table 1 outlines Owe Balance behaviour when Digital Owe Balance is ON. Table 2 outlines Owe Balance behaviour when Digital Owe Balance is OFF.

To see how Owe Balances behave using different preferences, watch the videos below.

Owe Balance Tracking and Manual Management	Owe Balance Tracking and Automatic Reconciliation	Owe Balance Without Tracking and Automatic Reconciliation	Owe Balance Without Tracking and Manual Management

Table 1. Owe Balance behaviour when Digital Owe Balance is ON.

What are the settings for the Owe Balance preferences?	Do Owe Balances appear in the Parked Rx or Pick Up/Delivery tile?	How are Owe Balances cleared?	When do Owe Balance labels print?*
Auto Reconcile Owe = ON Owe Label Print = With Vial Copy	Yes if the Owe Balance is for a monitored drug	Automatically when purchase orders are reconciled** Manually (if desired) from the Parked Rx tile or Rx > Owe Balance window	With initial fill labels If an Owe Balance is split into two or more Owe Balances, the label prints each time the Owe Balance is updated
Auto Reconcile Owe = ON Owe Label Print = Process Owe	Yes if the Owe Balance is for a monitored drug	Automatically when purchase orders containing the drug are reconciled** Manually (if desired) from the Parked Rx tile or Rx > Owe Balance window	After the Owe Balance is processed from the Parked Rx tile, Rx > Owe Balance window, or when a purchase order containing the drug is reconciled
Auto Reconcile Owe = ON Owe Label Print = None	Yes if the Owe Balance is for a monitored drug	Automatically when purchase orders containing the drug are reconciled** Manually (if desired) from the Parked Rx tile or Rx > Owe Balance window	When manually initiated using the Print button in the Owe Balance window; automatic printing does not occur
Auto Reconcile Owe = OFF Owe Label Print = With Vial Copy	Yes if the Owe Balance is for a monitored drug	Manually by processing the Owe Balance from the Parked Rx tile or Rx > Owe Balance window	With initial fill labels If an Owe Balance is split into two or more Owe Balances, the label prints each time the Owe Balance is updated
Auto Reconcile Owe = OFF Owe Label Print = Process Owe	Yes if the Owe Balance is for a monitored drug	Manually by processing the Owe Balance from the Parked Rx tile or Rx > Owe Balance window	After the Owe Balance is processed from the Parked Rx tile or Rx > Owe Balance window
Auto Reconcile Owe = OFF Owe Label Print = None	Yes if the Owe Balance is for a monitored drug	Manually by processing the Owe Balance from the Parked Rx tile or Rx > Owe Balance window	When manually initiated using the Print button in the Owe Balance window; automatic printing does not occur

Table 2. Owe Balance behaviour when Digital Owe is OFF.

What are the settings for the Owe Balance preferences?	Do Owe Balances appear in the Parked Rx and Pick Up/Delivery tile?	How are Owe Balances cleared?	When do Owe Balance labels print?*
Auto Reconcile Owe = ON Owe Label Print = With Vial Copy	No	Automatically when purchase orders are reconciled** Manually (if desired) using the Drug Folder Adjust Owe button or Rx > Owe Balance window	With initial fill labels If an Owe Balance is split into two or more Owe Balances, the label prints each time the Owe Balance is updated
Auto Reconcile Owe = ON Owe Label Print = Process Owe	No	Automatically when purchase orders are reconciled** Manually (if desired) using the Drug Folder Adjust Owe button or Rx > Owe Balance window	After the Owe Balance is processed from the Rx > Owe Balance window or when a purchase order containing the drug is reconciled
Auto Reconcile Owe = ON Owe Label Print = None	No	Automatically when purchase orders are reconciled** Manually (if desired) using the Drug Folder Adjust Owe button or Rx > Owe Balance window	When manually initiated using the Print button in the Owe Balance window; automatic printing does not occur
Auto Reconcile Owe = OFF Owe Label Print = With Vial Copy	No	Manually using the Drug Folder Adjust Owe button or Rx > Owe Balance window	With initial fill labels If an Owe Balance is split into two or more Owe Balances, the label prints each time the Owe Balance is updated
Auto Reconcile Owe = OFF Owe Label Print = Process Owe	No	Manually using the Drug Folder Adjust Owe button or Rx > Owe Balance window	After the Owe Balance is processed from the Rx > Owe Balance window
Auto Reconcile Owe = OFF Owe Label Print = None	No	Manually using the Drug Folder Adjust Owe button or Rx > Owe Balance window	When manually initiated using the Print button in the Owe Balance window; automatic printing does not occur

*When the entire prescription quantity is owed, an Owe Balance label does not print, and only the initial fill label prints once Packaging has been completed. If Packaging is OFF, the initial fill label prints once the Owe Balance is updated (Digital Owe Balance = ON) or following Data Entry (Digital Owe Balance = OFF).

**Enough inventory must be received to reconcile the Owe Balance in full. Otherwise, the Owe Balance will not be reconciled when the purchase order is reconciled.