| | Description | The module is required to provide support and effective control for purchasing, inventory, and distribution of all supplies and services. The system is required to track materials from purchase through disposition.
Materials Management module should help control and manage inventory, supplies , and equipment throughout the Hospital.
It should help facilitate the purchasing and receiving of supplies, manage equipment maintenance , and maintains contract information. |
| 1 | | Achieve optimal stock levels to avoid stock-outs and overstocking | | 2 | | Increase cash flow through improved turnover | | 3 | | Monitor vendor performance through monitoring of backorders and open purchase orders | | 4 | | Take advantage of changing market conditions and arrange the best possible purchase agreements | | 5 | | Order supplies and equipment electronically | | 6 | | Store and retrieve purchase order information from archival storage | | 7 | | Interface with Pharmacy application | | 8 | | Web enabled facility for ordering of goods | | 9 | | Support contract management routines including bid analysis | | 10 | | Accommodate consignment purchases | | 11 | | Provide data and functional integration among purchasing, receiving, inventory, and accounts payable module. | | 12 | | Provide inventory control functions for stock and non-stock items | | 13 | | Maintain current inventory quantities in real time when items are issued, returned, received or transferred | | 14 | | Track and report on separate inventories in multiple locations | | 15 | | Provide text comment field for notes on each item | | 16 | | Allow items to be defined as patient chargeable or department chargeable | | 17 | | Support entry of charges and credits for items used ( or not used ) by patients from Patient A/R , floor , or exchange cart. | | 18 | | Track and report trends for item usage | | 19 | | Ability to handle direct purchases , with standing purchase order |
| 22 | | Vendor Government registration number | | 23 | | Name and Contact Person | | 25 | | Supplier coordinates ( ex: email , telephone , fax..) | | 26 | | Summary of Items and categories | | 27 | | Supplier status ( inactive , on hold , ..) | | 28 | | Free Text additional information |
| 29 | | Items types ( ex: stock , service , general ) | | 30 | | Items categories ( ex: food , medical , equipment , supplies , .. ) | | 32 | | Description and Specification | | 36 | | Pricing information ( ex: target price , last invoiced , average , … ) | | 37 | | Minimum and maximum order quantity | | 39 | | Item status ( for stock items ) | | 40 | | Allow conversion of units of measure | | 41 | | Allow for pricing information from different sources , by currency |
| >>> Purchasing Management | | | | 43 | | Assign general purchasing items categories to buyers |
| 44 | | Ability to maintain purchase requisitions for both inventoried and non-inventoried items, enabling users to process and track all requisitions. | | 45 | | Distributed departmental requisitioning with automatic PO generation from approved requisitions | | 46 | | Multiple requisitions statuses ( ex: open, closed , canceled , working , verified, pending approval) | | 47 | | Online inquiry of the current receipt status for any purchase requisitions | | 48 | | Requisition activity report that displays the relationship between acquisition line items and PO line items ( including receipt status ) | | 49 | | Requisitions lists provided in summary and detail formats by number of departments | | 50 | | Allow departments to order supplies online and print requisitions at inventory locations | | 51 | | Support online entry and processing of purchase requisitions | | 52 | | Enter approval hierarchy structure based on employees roles and responsibilities | | 53 | | Route documents via the approval hierarchy structure ( allow override ) | | 54 | | Requisition data to include :- Requisition Number ( user-defined , or system generation ) | | 55 | | Requisition data to include :- Requestor Name and Department and Account Number | | 56 | | Requisition data to include :- Last access date | | 57 | | Requisition data to include :- Required Item ( consult catalogue , or generic item definition ) | | 58 | | Requisition data to include :- Descriptions | | 59 | | Requisition data to include :- Quantity | | 60 | | Requisition data to include :- Estimated amounts | | 61 | | Requisition data to include :- Required by date | | 62 | | Requisition data to include :- Suggested supplier ( optional ) | | 63 | | Requisition data to include :- Accounting Distribution ( more than one ) | | 64 | | Requisition data to include :- Account distribution to default from Item ( where possible ) | | 65 | | Requisition data to include :- Free Text comments | | 66 | | Requisition data to include :- Allow for multiple accounting distributions per item | | 67 | | Requisition data to include :- Ability to define approvals by requisition amount | | 68 | | Requisitions processing to include :- Approvals | | 69 | | Requisitions processing to include :- Assignment to buyers |
| 70 | | Allow creation of Request for Quotations ( RFQ ) | | 71 | | Ability to consolidate items from multiple requisitions for RFQ | | 72 | | Request for Quotation data to include:- RFQ number | | 73 | | Request for Quotation data to include:- Creation Date | | 74 | | Request for Quotation data to include:- Due date | | 75 | | Request for Quotation data to include:- Quantities breakdown | | 76 | | Request for Quotation data to include:- Items | | 77 | | Request for Quotation data to include:- Terms and Conditions | | 78 | | Request for Quotation data to include:- Free text comments | | 79 | | Request for Quotation data to include:- Consolidated RFQ print by supplier | | 80 | | Allow quotations to be created manually | | 81 | | Quotation received , expiry and due date | | 83 | | Payment terms and conditions | | 84 | | Multiple prices for same item | | 85 | | Quotation processing :- Allow online approval of chosen quotation | | 86 | | Quotation processing :- Record justification for chosen quotation | | 87 | | Quotation processing :- Free text notes | | 88 | | Quotation processing :- Automatically turn accepted quotations to purchase orders |
| >>> Purchase Order Management | | | | 89 | | Purchase Order information :- Purchase Order Number ( automatic sequence number , with ability to override ) | | 90 | | Purchase Order information :- Vendor Number , Name, contacts and terms | | 91 | | Purchase Order information :- Order dates ( creation date ) | | 92 | | Purchase Order information :- Shipping agency | | 93 | | Purchase Order information :- Expected delivery dates | | 94 | | Purchase Order information :- Shipping point | | 95 | | Purchase Order information :- Delivery location and date | | 96 | | Purchase Order information :- Free text comments | | 97 | | Purchase Order information :- Line items such as ordering department, item number and description, quantity ordered, packaging information, and the cost per unit | | 98 | | Purchase Order information :- Terms and conditions | | 99 | | Purchase Order information :- Account distribution ( more than one ) | | 100 | | Individual statuses for purchase orders ( ex: open , closed , canceled , backorder , etc..) | | 101 | | Hospital-defined PO formats | | 102 | | Multifacility environments with POs accommodating different ship-to and remit-to address details | | 103 | | Capability to include inventoried and non-inventoried items on the same PO to facilitate online receiving | | 104 | | Capability to combine identical items for different inventories and departments on a single order | | 105 | | Automatic generation of purchase orders for items at or below their minimum reorder points and non-stock items ordered via department purchase requisitions | | 106 | | Ability to generate ‘standing’ and ‘blanket’ POs at user defined intervals | | 107 | | Online invoice reconciliation of POs and Accounts Payable invoices | | 108 | | Capability of entering a trade-in on a capital PO | | 109 | | Provide purchase order generation and tracking functions for stock and non-stock items | | 110 | | Edit purchase order data entry for valid vendor numbers and account codes | | 111 | | Support automatic assignment of purchase order numbers | | 112 | | Provide audit trail of changes made to purchase orders | | 113 | | Consolidate items requested from multiple departments for one vendor on one purchase order | | 114 | | Support blanket purchase orders with amounts or quantity limits ( and dates ) | | 115 | | Store closed purchase order line item detail in history file for past 12 months | | 116 | | Support electronic purchasing , sending purchase order via fax , internet , email to suppliers’ computers | | 117 | | Automatic Requisition-to-PO | | 118 | | Automatic quotation to PO | | 120 | | Contract PO ( reference a contract , with validity date ) | | 122 | | Prevent PO from being raised for a supplier who is in-active or on hold | | 123 | | Allow changes to PO for open lines | | 124 | | Allow cancellation o PO open lines | | 125 | | Allow manual closing of PO lines | | 126 | | Allow automatic creation for CIF , FOB , .. for selected items |
| 127 | | Capability to handle blind receiving, receiving by exception, or item-by-item receiving | | 128 | | Automatic update of quantity on hand upon posting receipts of inventoried items | | 129 | | Support online receiving at point of receipt | | 130 | | Support automatic online reconciliation of receipts to purchase order by line item | | 131 | | Allow ‘one-keystroke’ online receipt if all line items and ordered quantities on PO are received | | 132 | | Account for extra quantity receiving ( ex: packaging or donations ) | | 134 | | Hide ordered Items quantities from receipt management | | 135 | | Four way matching to authorize payment ( order , receipt , inspection , invoice ) | | 136 | | Allow for receiving of donated amounts , difference of UOM | | 137 | | Allow for returns , with control and reason | | 138 | | Allow multiple receiving locations to be defined | | 139 | | Allow goods to be received against individual PO lines | | 140 | | Receipt details to include :- Receipt number ( automatic sequential number , with override possibility ) | | 141 | | Receipt details to include :- Receipt Date | | 142 | | Receipt details to include :- Vendor packing slip number ( optional ) | | 143 | | Receipt details to include :- Receiving location | | 144 | | Receipt details to include :- Items received | | 145 | | Receipt details to include :- UOM | | 146 | | Receipt details to include :- Quantity received | | 147 | | Receipt details to include :- Reference PO number and line | | 148 | | Receipt processing :- On logging receipts , reduce the outstanding PO line quantity by quantity of items received | | 149 | | Receipt processing :- For goods failing inspection, provide option to hold payment to vendor | | 150 | | Receipt processing :- Allow tolerances to be defined ( at item and purchase order levels ) for receipt: quantity, on-time delivery, and receiving location, with purchase order tolerance over-riding item level tolerance | | 151 | | Receipt processing :- Set options to :ignore, warn the user, or reject transactions that are outside the tolerances | | 152 | | Receipt processing :- For goods failing inspection, provide facility to return goods to supplier | | 153 | | Receipt processing :- Record quantity of returned goods and reason for return |
| >>> Inventory Control | | Provide inventory control record activity , such as issues, returns, adjustments, transfers and purchase order history , and provide both report and inquiry capabilities to help users monitor current stock levels. | | 154 | | Online department requisition | | 155 | | Replenishments for par level inventories | | 156 | | Surgical case carts with patient charging capabilities | | 157 | | Unlimited inventories including off-site warehouses, floor stocks, par levels, and exchange carts | | 158 | | Tracking of transfers from bulk storage | | 159 | | Identification of inventoried items by their item numbers, stock numbers, descriptions, colloquial names, or partial names | | 160 | | Inventory valuation using either Average Cost (AVG) , First in/First out (FIFO), or Last in/First Out (LIFO) methods | | 161 | | Online inquiries that display information on receipts, issues, returns, adjustments, transfers, purchase order histories, or current inventory breakdowns | | 162 | | Capability to record issues and returns of inventoried items for both patients and hospital departments | | 163 | | Automatic calculation of Economic Order Quantities (EOQs), minimum reorder points , and safety stock levels | | 164 | | Automatic update of quantities on hand | | 165 | | Communication of patient issues and charges to Billing / Accounts Receivable modules | | 166 | | Integration with General Ledger module for departmental expensing and inventory valuation | | 167 | | Identification and management of critical inventory items | | 168 | | Audit trail for the item dictionary | | 169 | | Asset tag/serial numbers for all purchase order types | | 170 | | Support conversion from units of purchase to units of issue | | 171 | | Print bin location labels | | 172 | | Support PAR level and/or cart exchange distribution | | 173 | | Allow adjustments to inventory based on physical inventory counts | | 174 | | Provide audit trail of all adjustments to inventory with reason for adjustments | | 175 | | Track item shelf life based on purchase or expiration date and print item obsolescence report | | 176 | | Cater for donated items |
| >>> Bar Code Capabilities | | The Materials Management Module should be equipped with bar code reading capabilities. Handheld terminals , or terminal-attached bar code readers, retrieve data to be transmitted to the Materials Management module for processing. Users generate and read bar code labels when taking inventory and charging items against patient accounts. | | 177 | | Print bar code labels for order entry, bin locations, and other needs | | 178 | | Support bar code reader devises for data collection ( ex: for charge tickets ) |
| 179 | | Online inquiry of any PO in either summary or detail format | | 180 | | Single inquiry viewing of receipt and PO information | | 181 | | Support online inquiry into item status of quantities on hand and on order | | 182 | | Allow online inquiry into item usage history by department for past 12 months | | 183 | | Provide online inquiry into item distribution history ( ex: for borrowing if item is out of stock ) | | 184 | | Provide online inquiry into purchase order status by vendor name | | 185 | | Provide online inquiry into all purchase orders for a particular item | | 186 | | Allow for graphical representation of stock at various levels | | 187 | | Requisitions Inquiries | | 191 | | Statistics by Buyers, Items , Vendors |
| 192 | | Purchasing and receiving reports :- Vendor performance report | | 193 | | Purchasing and receiving reports :- Cost change report | | 194 | | Purchasing and receiving reports :- Buyer activity report | | 195 | | Purchasing and receiving reports :- Department activity report | | 196 | | Inventory control reports :- Daily department usage report | | 197 | | Inventory control reports :- Lost charges report | | 198 | | Inventory control reports :- Stock status report | | 199 | | Inventory control reports :- Physical inventory worksheet | | 200 | | Inventory control reports :- Physical inventory comparison report | | 201 | | Inventory control reports :- Optimization report | | 202 | | Inventory control reports :- Slow moving items report | | 203 | | Inventory control reports :- Print pick lists for stock items, exchange carts or PAR level | | 204 | | Inventory control reports :- Print detail vendor analysis report of items purchased, amount values ( in multiple currencies ) with summary by category | | 205 | | Inventory control reports :- Print reorder report for stock below reorder point | | 206 | | Inventory control reports :- Print list of past due unfilled requisitions on demand | | 207 | | Inventory control reports :- Print report of items for which most recent cost has increased over a user-defined percentage | | 208 | | Inventory control reports :- Print stock status report on demand | | 209 | | Inventory control reports :- Print stock usage report of past 12 months and YTD showing quantities and amount ( by currency ) volume of item and department | | 210 | | Print amount ( by currency ) volume analysis report for stock and non-stock items | | 211 | | Print inventory catalog of stock items by item number or name within a category | | 212 | | Print physical inventory worksheets by location and bin location | | 213 | | Print out-of-stock items report | | 214 | | Print daily receipts report | | 215 | | Print receipt exception report of variances from PO in item number, quantity, or units of measure | | 216 | | Print open purchase order report ( open to receiving , open to invoicing ) | | 217 | | Track back orders and print back order status report with due dates | | 218 | | Print purchase summary report by cost center showing stock and non-stock item purchases ( monthly and YTD) | | 219 | | Print purchasing report by vendor of item usage, quantities on order, and inventory balance | | 220 | | Print vendor performance report of back orders, missed deliveries, etc… | | 221 | | Supplier information :- Supplier item summary | | 222 | | Supplier information :- Supplier value ranking | | 223 | | Supplier information :- Supplier penalty ranking | | 224 | | Supplier information :- Supplier rating by item price | | 225 | | Supplier information :- Supplier quality performance | | 226 | | Supplier information :- Supplier deliver lead-time performance | | 227 | | Supplier information :- Supplier delivery quantity performance | | 228 | | Supplier information :- Supplier overall performance rating | | 229 | | Items details and pricing | | 231 | | Purchase status report by account distribution | | 232 | | Purchase status report by buyer | | 233 | | Request for quotation | | 234 | | Quotation comparison sheets | | 235 | | Customized Purchase Order | | 236 | | Variation orders for contract type PO |
| 239 | | Receipt of items to be sterilized | | 240 | | Issue of sterilized items | | 241 | | Maintain autoclave schedule | | 242 | | Record of discarded and broken items | | 243 | | Ability to print daily and monthly registers |
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