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ORDERING

You can transmit orders electronically to Centaur, NVS and Henry Schein. Your system must be configured by our Support Department before you attempt to send your first order.

RAISING THE ORDER

  1. Click the Stock tile on the Assisi Desktop and click Maintain Order List.

  1. Select the relevant Branch.

  2. Click the Add Line tile to add stock to the order list.

  3. Type in or search for the stock code for the first item of stock that you wish to order. The code and the description of the product will be displayed.

  4. Type in the quantity required.

  5. The supplier will default to the supplier saved against that product on the stock file but can be edited if required.

  6. If the product is being ordered for a specific client, search for and select the client.

  7. If you wish the order to be delivered directly to the client, click the Drop Ship selection box. (This facility is only available for Henry Schein currently.)

  8. Click the Continue tile.

  9. Repeat until all of the product lines have been added.

  10. Quantities can be edited by clicking on the product and clicking > Edit.

  11. Products can be removed from the list by clicking on the product and > clicking Delete.

The system can generate a suggested order in one of two ways, based upon either:-

  • Existing Stock Levels; or

  • Stock Usage in Date Range

The recommended order, once produced, can be edited or added to if required.

Stock Levels

To generate a suggested order based upon stock levels, your stock holdings must be accurate and the automatic ordering levels set up in the stock file. You can set a minimum quantity of main units that you wish to hold in stock and when the actual stock holding falls below this quantity you have the option to return to the minimum holding level or order a specified quantity.

To Set Up Automatic Ordering Levels – Stock Levels (preferred by most practices)

  1. With the stock product displayed on the stock configuration screen, click the Branches tile.

  1. Settings are stored per branch. Select the Branch.

  2. In the Global box, type in:

Minimum: Type in the minimum quantity of main units that you wish to hold in stock, below which level a suggested order will be generated.

Order Quantity: If you wish to order a specified quantity when the stock holding falls below the minimum quantity specified, type in the number to be ordered. If this field is left at zero, then the suggested order will default to bringing back the stock level to minimum.

  1. If these levels apply all year round, then the remaining settings can be left at zero (zero levels will revert to the global settings). If you wish to vary the levels for different months of the year, then type in the required levels for the each month where these levels vary.

  2. Click the tick to save the details and repeat for each branch.

Stock Usage in a Date Range

This option allows you to search for products where a specified quantity has been sold within a date range and define an order quantity for those products that meet their criteria. It is a useful option for those practices where stock levels are not accurate.

Automatic ordering levels still need to be set up, but in a different way from recommending an order based on actual stock levels.

To Set Up Automatic Ordering Levels – Stock Usage

  1. As with Stock Levels, click the Branches tile and select the Branch.
  1. In the Global box, type in:

Minimum: Type in the quantity of main units that need to be sold before they are included on the order.

Order Quantity: Type in the quantity to reorder for those products that meet the selection criteria.

  1. If these levels apply all year round, then the remaining settings can be left at zero (zero levels will revert to the global settings). If you wish to vary the levels for different months of the year, then type in the required levels for the each month where these levels vary.

  2. Click the tick to save the details and repeat for each branch.

  1. Click Stock on the Assisi Desktop and then click Recommend Order.

  2. Choose your Branch and Supplier from the drop down boxes.

  3. Select Physical Holding or Stock Usage, as appropriate and click the tick. The products selected will be added to the Maintain Order List.

  4. A message will be displayed confirming how many products have been added to the order list. Click OK.

  5. You can revise the products that have been added to the list by selecting Maintain Order List from the Stock Transactions menu.

SENDING THE ORDER

  1. Select Send Order from the Stock Transactions desktop.

  1. Your wholesaler and the number of products contained in the order list will be displayed on the screen. Click this to begin transmission of the order.

  2. If your wholesaler provides an order received confirmation, once the order has been received an acknowledgement will be displayed on the screen which can be printed if required.

BOOKING IN THE ORDER

NVS can supply you with a download that includes all batch traceable products included in any order previously transmitted through Assisi. Your system will need to be configured by our Support Department and by NVS to be able to take advantage of the download feature.

BATCH PRODUCT DOWNLOAD

Once configured and an order has been received:

  1. Select Stock Received from the Stock Transactions on the Assisi Desktop.

  2. Confirm the date, supplier, branch and stock location and click the Download tile on the right-hand toolbar. (Once the file has been downloaded, it will be removed from NVS’s server in readiness for the next order.)

  3. The location for each product included in the download will be the default location for the branch specified in the header. (The products can be transferred later to a different location using the Stock Transfer option, if required.)

  4. Once the download is complete, all products included in the download will be displayed on the Stock Received screen. All quantities will default to the quantity on order. You should check the details on the screen against the stock included in the order and amend any quantities for the quantity actually received, where applicable, before the order is processed.

  5. If a product is included in the download but has not been delivered at all, change the quantity received to zero before processing. It will then be considered still on back order.

  6. When you are satisfied that the list is correct, click Process to book in the stock. The Stock Holdings for these products will then be updated to include this recently received stock.

NON-BATCH TRACEABLE PRODUCTS

Products not included in the batch product download can then be booked in as follows:

  1. On the same Stock Received screen, check that the Supplier, Branch and Location are correct and click the Ordered tile to display the products. If you select this option, all outstanding products will be displayed on the screen.

  2. Check that the quantities that are displayed agree with the order received and amend the quantities received for any products that are still outstanding. These products will remain on back order and be included again the next time that the Ordered tile is ticked.

  3. Add any relevant batch numbers and expiry dates.

  4. You can manually add any other products at this stage, if required, > by clicking Add Line.

  5. When you are satisfied that the list is correct, click Process to book in the stock.

  6. Stock Holdings for these products will then be updated for those products where stock control is maintained.

  7. The details of all stock received, whether or not stock control is maintained, will also be recorded in the Track option on the Stock Maintenance Screen.

MANAGE BACK ORDERS

Products that are ordered but not received will remain on Back Order. Products on back order are taken into account when using Assisi to generate a Recommended Order, ie if it is already on back order then it won’t re-order.

If you subsequently cancel a product with your wholesaler, this option will allow you to remove a product manually from the back order list.

  1. Select Manage Back Orders from the Stock Transactions menu and select your branch.

  2. Click on the relevant product and click Delete