Reference Guide - LifeBridge Health

LBH REQUISITION CENTER REFERENCE GUIDE P a g e | 1

Infor Requisition Center Reference Guide

Revised: 06/05/2017


TABLE OF CONTENTS

Introduction .......................................................................................................................................................................................................... 3

Accessing Requisition Center ........................................................................................................................................................................ 4

Creating Requisitions ....................................................................................................................................................................................... 4

The Profile/Header Information ................................................................................................................................................................. 5

How to Change the Requesting Location .................................................................................................................................................. 6

What is a Shopping Cart ................................................................................................................................................................................... 7

Adding Items to the Requisition ................................................................................................................................................................... 8

Adding Items Using Express Order ........................................................................................................................................................... 8

Adding Items Using Template ..................................................................................................................................................................... 9

Adding Items Using Search Catalog .......................................................................................................................................................... 10

Adding Items Using Special/Service ........................................................................................................................................................ 11

Correcting an error ............................................................................................................................................................................................ 14

Changing the Quantity for an Item in the Shopping Cart .................................................................................................................. 15

Deleting an Item from the Shopping Cart ................................................................................................................................................ 15

Printing and Submitting the Requisition .................................................................................................................................................. 16

Finding an Order Using INQUIRE Function ............................................................................................................................................ 17

Helpful Look-Up Screens ................................................................................................................................................................................ 18


- Introduction

Infor Requisition Center (Req Center) is an electronic requisition system that is fully integrated into the Infor Procurement, Inventory Management and Accounts Payable system. Electronic requisitions are required for all supplies, services and equipment, except as specified below:

Bonus disbursement Catering Conference/Seminar registration fees and books Fees to regulatory/accreditation agencies Flowers/gifts Insurance Premiums Intra-organizational payments Honorarium/speaker fees Legal Settlements Licence/registration Mileage reimbursement Office supplies (approved products/approved vendor) One time payment for non-recurring services less than $5,000 Patient refunds Postage Professional organization membership dues Utilities Rent Taxes Travel Advance Travel Expense Reimbursement

All requisitioners are required to complete appropriate training through Healthstream in order to obtain access. Upon completion the requisitioners should know how to:

Access Infor Requisition Center and create a requisition Add items to the requisition by searching a catalog, express item entry or selecting

from a template Add Special or Service type items to a requisition Change a requesting location if ordering for multiple locations Add notes to the comment section of the requisition and lines Submit the requisition Inquire on an existing requisition for additional information

IMPORTANT: Capital Equipment Acquisition requests, will continue to be submitted to the Strategic Sourcing Department on a paper requisitions until further notice with all required approvals.

*Note: New requests for Req Center access must be completed through HR Tracker .


II – Accessing Infor Requisition Center

To access Requisition Center:

GO to the LifeBridge Health INTRANET Click on the DEPARTMENT tab Click on SUPPLY CHAIN MANAGEMENT Click on REQUISITION SUPPORT Click on REQ CENTER Enter your system user id and password (passwords are case sensitive) Click on LOGIN

III – Creating Requisitions

Select bookmarks, click on Requisition and finally click on Shopping on the menu to the LEFT. The next screen displayed is your PROFILE/HEADER screen for Requisition Center.


The Profile/Header information:

The PROFILE/HEADER screen contains the requisitioners default ordering information. The default requesting location is the departmental cost center.

The default company is the hospital you work at.

Sinai Hospital 1000 Levindale Hospital 2000 Carroll Hospital 3000 Northwest Hospital 5000

The PROFILE/HEADER menu option displays user defined data for each requester.

Requester: DEFAULTS – The requisitioner’s user ID

Reference Number: USER DEFINED - This is a searchable field that can be helpful in identifying

the requisition later

Requisition Description: USER DEFINED – Use this as a secondary field to easily identify your

requisition later.

Company: DEFAULTS – Hospital the requisitioner is assigned to

Requesting Location: DEFAULTS – The cost center the requisitioner is assigned to

Requested Delivery Date: This field should be 7 days out for all standard deliveries

Deliver To: USER DEFINED - Use as an “Attention” line – Will display in Receiving


How to Change a Requesting Location:

Requisitoners with the appropriate access must change requesting locations on the PROFILE/HEADER tab PRIOR to adding any items to the shopping cart. This ensures that items are charged and delivered to the correct requesting location/cost center.

Click on the REQUESTING LOCATION dropdown Click on Active Requesting Location Double click on the location to charge

Search through the listing for the appropriate requesting location or use the search command to narrow the search. Requisitioners main requesting location defaults. To select a different value from the list click on the requesting location number or name. The requesting location will appear in the profile tab


What is the Shopping Cart?

The shopping cart displays the total number of items and the total dollar amount for a requisition. The shopping cart dynamically builds quantity and dollar amount for items added to the cart. The shopping cart allows for modifying requisition lines and printing requisitions. The shopping cart always shows on the right side of the screen in Req Center.

ICONS that appear next to the requisition line items on the right hand of the screen:

TRASH CAN - Used to delete lines from a requisition

ICON – Displays additional information about the item (viewable by hovering over the icon)

ICON – Indicates that required information is missing from a requisition. The error must be corrected before the requisition can be released. An example of a possible error is "Must enter unit cost". (viewable by hovering over the icon)

BUTTONS that appear at the bottom of the requisition lines:

NEW - Creates a new requisition (if no lines have been selected, the current requisition header is deleted)

CLEAR - Clears items that have been added to the requisition, but leaves the requisition header PRINT - Previews the items in the requisition, including item type, quantity, unit and extended cost,

distributions, and requested delivery date. To print the contents of the requisition, click the Send to Printer button and select a printer

RELEASE - Releases the requisition so that it can move to any remaining processing stages and the order is submitted

NOTE: If you inquire on a processed requisition, closed requisition, rejected requisition, or needs approval, only the Print and New buttons display.


Adding Items to the Requisition

The following four methods can be used to add items to a requisition:

Express Order Template Search Catalog Special/Service

Adding items using Express Order

Express Order is a quick and easy way to add specific Infor Item numbers to the Shopping Cart. Use this function

when the exact Infor Item# to be ordered is known. To Add an Item Using Express Order, Click on the SHOPPING MENU and select Express Order.

Enter Item Number and click FIND

Item Description will display.

After making NOTE of the UOM (unit of measure)

field, enter the desired quantity

Click on ADD and the item appears in the

Shopping Cart ***

Continue to add items as needed.

*** Once you click on Add, the item will show up in the Shopping Cart, and the item field will clear

for the next item to be entered.


Adding Items using a Template

Templates are predefined shopping list (department favorites). The following templates are pre-established for all requisitioners.

Company Templates are available for items from stock (Central Distribution) and other items ordered across multiple requesting locations within a hospital.

Location Templates are available for items ordered by requesting location/cost center.

Supply Chain Information Systems (SCIS) are responsible for maintaining all templates. Adding items to a requisition using a Template:

Click on Template under the SHOPPING MENU Click on LOCATION Template or COMPANY Template. Items associated with that template will display

Identify the ITEM to be ordered Click on the ACTION radio button on the left side of the screen Click on ADD SELECTED (The items added will display in the shopping cart) Click on NEXT to go to the next page of Template items; continue adding items to the

Shopping Cart one at a time using the ADD SELECTED button. To SEARCH for an item in the template, enter the item# or generic description in the search

field and click on SEARCH (Magnifying glass) Click on the desired item and ADD SELECTED to the cart.

Note: The Drill Around function can be used to receive more information about an item, such as item source location, cost source, and others.

Note: Click the Print button next to the template name at the top of the page to print the template.


Adding items using Search Catalog

Through the Search Catalog tab requisitioners can search for items in the Item Master file. Items and keywords in up to 30 original fields can be looked up.

Click on Search Catalog on the SHOPPING MENU Manufacturer catalog number Vendor item number Item description Keyword

A search can be as specific as a manufacturer item number and as generic as a measurement in a description field. Examples below.

To add an item from the SEARCH CATALOG list:

Identify the ITEM to be ordered Click on the desired item and ADD SELECTED (The item added will display in the

shopping cart)

NOTE: To view additional information about an item prior to adding it to the shopping cart, click on the item number to bring up a detailed information screen.


Adding items using Special/Service SPECIAL refers to an item that is not available in the LifeBridge Health item master catalog.

SPECIAL/SERVICE is only available to approved requistioners. It allows the entry of item that currently does not exist in the LBH item master catalog

SERVICE is only available to approved requistioners. It iss used for services, such as equipment repair or monthly copier maintenance. There are two types of service items; AMOUNT & QUANTITY

AMOUNT – A service requiring a single payment such as a service call. QUANTITY – A service that has reoccurring payments such as rentals or temporary labor

Select SPECIAL/SERVICE from the SHOPPING MENU, The following fields must be completed on the SPECIAL/SERVICE item add screen:

ITEM DESCRIPTION QUANTITY UOM (Unit of Measure) COST COST DEFAULT VENDOR ACCOUNT

SPECIAL/SERVICE items will be validated against the Item catalog. Req center notifies requistioners if the item being requested matches one already set up in the Item Master, Vendor Item, or Manufacturer Number database fields.

Requisitioners are shown items the match and offered to select the item master number that matches.



Required field details are depicted below in this table for easy reference:

ITEM Enter manufacturer item number/description of the item (example: 12345). This could be a REF#, Part#, Reorder, or Catalog #. It is NEVER a LOT number.

DESCRIPTION The box directly below the item # field, is used to add a description for the item being purchased. This description should be clear and complete and as close to the packaging description as possible.

QUANTITY Enter the quantity to be purchased

UOM (Unit of Measure)

Click on the dropdown and select a UOM (unit of measure) for this item from the list. To search for a UOM, enter the first letter in the search field and click on the magnifying glass. Example:

Enter “P” click search

Pack, Package, Pallet may appear

COST Enter item unit cost.

COST DEFAULT VENDOR

Select Cost Default Vendor NUMBER by clicking on the dropdown and select Active Vendors by either name or number. Select “Next” to page through vendors, or select “Search” and enter vendor name to search for vendor number. Do not enter a value in this field unless you know the vendor number.

If the vendor number cannot be found in the list of “Active Vendors”, please contact Strategic Sourcing

ACCOUNT Click on dropdown, select “Active Detail Accounts”, identify and select the appropriate GL distribution account for this item. NOTE: Only accounts designated the assigned cost center can be used.

Once all the required data is entered, scroll back up and click the ADD button next to the item field to place this special item in the shopping cart.

Once all items have been added to the shopping cart, the requisition can be submit your requisition for processing.


Correcting Errors The following error message, indicates that some data is missing for that item and the order cannot be placed until the error is addressed. Hover above the exclamation mark (!) on the item to determine the issue.

The most common error is a missing account number for a non-stock item as depicted below. To correct the error:

Click on the ITEM number in the card bring up the LINE BASIC screen Select the LINE ACCOUNTING tab and check the field to the right of the account/cost center.

If it has 00000 or an incorrect account code, correct this by entering the correct account code manually or by looking it up from a listing of active detail accounts.

Click on the dropdown to select from ACTIVE DETAIL ACCOUNTS Click on CHANGE to save the changes


Changing the Quantity of an Item in the Shopping Cart To make changes to an item in the shopping cart:

Click on the item number in the shopping cart to bring up the LINE BASIC screen. Enter the quantity desired and then select CHANGE to save this change

NOTE: At no time should the UOM field be modified as this will result in a problem when ordering electronically.

Deleting an Item from the Shopping Cart To delete an unwanted item from the shopping cart:

Click on the TRASHCAN symbol to the left of the item to be deleted. A “Delete” box will appear

Click once to delete the item (as shown below) NOTE: The item will disappear from the cart and the total cost and number of cart lines will decrease accordingly.


Printing and Submitting a Requisition

A requisition may be printed and/or saved as an electronic copy prior to being submitted for processing. To print or create a PDF of a requisition:

Click on PRINT at the bottom right hand side of the screen. This will open another window (PDF) with a preview of the requisition

Click on DOWNLOAD to save a copy Click on SENT TO A PRINTER to print a paper copy

A default windows print dialogue box will appear next. Select your printer and click on PRINT

NOTE: All requisitions are saved electronically within Req Center and do not need to be printed or saved as PDFs to be accessible to requisitioners at any time.


The last step is SUBMITTING THE REQUISITION:

Click on RELEASE to submit the requisition for processing.

IV – Finding an Order using INQUIRE Function To inquire on previous orders after logging into SHOPPING, select INQUIRE from the menu bar. To locate all requisitions entered leave the search field blank and click on the magnifying glass. A full listing of requisition will appear.

In the requisition inquiry box, enter any of the following:

Requisition Number Reference Number (make sure the radio button for reference number is selected) Description (make sure the radio button for description is selected) Requesting Location (make sure the radio button for requesting location is selected)

NOTE: Only DRAFT or UNRELEASED (unsubmitted) orders can be modified. Submitted orders with a status of PROCESSED or CLOSED cannot be modified.


V – Helpful Lookup Screens

RQ44 – Requisition Inguiry

Requisition Inquiry is used to inquire on the status of a specific requisition. This screen displays all the requisition lines, items, and the quantities requested and delivered.

Click on Company and enter appropriate value Click on Requisition and enter the requisition number Click on INQUIRE above the company field

The requisition detail displays below:

NOTE: RQ44 allows requisitioners to identify:

The PURCHASE ORDER (PO) assigned to each requisition line The DELIVERY DATE of each requisition line

PO64 - PO Line Item History

PO64 is used to view the history of a purchase order line. The history for the line begins when the item was ordered and ends when the item is fully released. To look up information in PO64 the purchase order number and the purchase order line number is required. The top part of this screen displays the purchase order line as it was originally entered and the bottom half of the screen displays all transactions that have occurred on this line. Transactions against a purchase order line include:

Receipts Invoice Payments Vendor Returns Credit Memos Cancellations


VI – Bill Only/ Procedure Requisitions

Procedure Type Requisitions: Procedure Requisitions are orders placed to replenish inventory or enable invoicing for vendor owned inventory or consignment. Examples include:

Bill Only – Vendor owned inventory used during a procedure. Requisition is used to obtain a purchase order to invoice against. No products come across the loading dock. Often referred to as “Trunk Stock”. There are several types of Bill Only requisitions:

Construct or Capitated Pricing Trauma Revision Brace Orders Blood Bank

Bill and Replace – Vendor entered requisition for hospital owned inventory or for

consignment replenishment. Products have been used and need to be replenished. Products will be shipped in and delivered to the loading dock. Invoicing will take place against the purchase order.

Procedure Requisitions entered by vendors requires internal approvals prior to creating purchase orders. Approvals are processed by the departments where the procedure took place. Examples include

Operating Room Cath Lab Interventional Radiology

Vendor representatives with access to Requisition Center are required to complete a Healthstram Module specific to Procedure Requisitions as well as acknowledge LifeBridge Health policies & procedures. Following are the required acknowledgements for vendors.

I understand and will abide by the LifeBridge Health Vendor policy and Value Analysis policy at all facilities

I understand that failure to do so may lead to my removal from premises and permanent dismissal from the

LifeBridge Health account

I understand that negotiated contract pricing does not equal Value Analysis approval for use

I understand that if I bring an item into any facility and allow for it to be used prior to Value Analysis review

and approval, LifeBridge Health will not pay for that item. All items are REQUIRED to have Value Analysis

approval prior to use.

I understand that I am required to submit only complete requisitions for all cases within Requisition Center.

All items entered on the requisition must be the PERFECT MATCH to the item used in the procedure. I may

not select items that are similar to create the requisition. LifeBridge Health reserves the right to hold

payment on any incorrect items and begin disciplinary action for non-compliance to policy

I understand that bill only requisitions must be submitted with the COMPLETE case information. If an item is

missing from my catalog, it is my responsibility to request the item number added and complete the

requisition upon receiving that. If a requisition is submitted with missing items, the remaining items will not

be paid by LifeBridge Health


I have been given the tools I need to request additions to my bill only item catalog and understand that I am

responsible for keeping it updated

I do not participate in or inject myself into the LifeBridge Health Value Analysis process on behalf of my

employer or a LifeBridge Health Surgeon.

LifeBridge Health will no pay invoices greater than 180 days old and I understand that I am responsible for keeping this account current and resolving invoicing issues promptly.


Reference Guide - LifeBridge Health

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