Stores
Requests
7.0
The Stores Requests menu launches another application
which enables you to generate and compile the AB189 Stores Requests form.
When the application main menu is displayed you will notice that the design
is similar in operation and appearance to the RAP Manager menus.
7.1
Enter new request: This menu will take
you to the data entry screen where you compile the request. The following
information is required at each field:
- 7.1.1
Date raised: Enter the date for the request. This
will automatically default to today's date. If you want you can accept
this and press enter to go to the next field or change it if you want.
- 7.1.2
Your number : Information in this field is generated automatically
and consists of nine characters in the form of ie ; 7173*0003 which is
the Julian date that the request was raised (7173 being the 22 of Jun 1997)
and the requests next sequential number (0003) This will automatically
go to the next field.. The first request raised after the 30th of June
in each financial year will automatically default back to 0001+ Julian
date.
- 7.1.3
QM Number: Enter the QM's registered number if applicable and press
enter to go the next field.
- 7.1.4
From : Enter the detail as to who the request is from such as "RAP
16 AD Regt". If you have already created requests this will show the
detail from the last request.
- 7.1.5
To : Enter who the request is going to such as "QM- Main Q
store 16 AD Regt" and press enter. If you have already raised requests
this will show the detail from the previous request, You can accept this
or over type it if you want.
- 7.1.6
Submitted by: This field requires your Rank and name
if you are the one submitting the request. At the first field enter your
rank and at the second enter your name. If you have previously raised a
request this will default to the information from the previous request.
Press enter to accept this or change it if you want. The same applies to
name.
- 7.1.7
Remarks/justification : When the cursor enters this
field the word "...memo..." appears on the screen if this is
a new record. Press [ALT-M] to bring up the editor window. The editor window
allows you to type the information that you would normally hand write on
the remarks/justification portion of the AB189 stores request. You should
only use a maximum of nine lines on the screen for your remarks or justification
as only the first 9 lines are printed in the remarks/justification box
on the AB189 stores request when it is printed. When you have typed your
justification press [F10] to save the information.
7.2
Entering records into the scrollable region:
The scrollable region on the requests data entry for acts the same way
as the regions found on the RAP manager member record form. Press the [TAB]
key to go into the region and start entering items or click inside the
window with your mouse. The first field in the region is simply a record
counter to give you an indication of how many items you have entered .
- 7.2.1
NSN: When the cursor is in the NSN field in either change or enter
mode you can press [F3] to bring up the catalogue database which holds
approximately 12,000 medical items. The pop up list is displayed alphabetically
in the pop up window but can be changed to NSN order by pressing [F3] again.
Depending on what order the records are displayed in you can type the first
few characters or the items name, if alphabetical or NSN. If in NSN order
to go to the first match or record that starts with those characters. When
you have the record you want press enter and the detail for that item is
inserted into the NSN, Name, and Unit of issue fields on the request form.
All you need to do now is fill in the quantity required. If you already
know the NSN of the item you require you can type it straight into the
NSN field and the corresponding item and unit of issue will appear if the
item is found within the catalogue.
- - When the NSN for an
item is highlighted in the region window a menu option at the bottom of
the screen appears as "cAtalogue".
Press the hot key letter "A" or click with the mouse to see the
full details for the item from the catalogue. Once in the catalogue in
view mode you can navigate around using the available menu options at the
bottom of the screen. When the catalogue is in view mode there are two
menu bar options.
- "Requests" - press "R"
to return to your request form.
- "Add to request" - Press
"A" to add the item currently
viewed to your request.
- 7.2.2
Demand No: Enter the demand number the Main Q store has raised
for this item when the stores requisition is returned to you.
- 7.2.3
Qty received: Enter the quantity received for the item when the
stores arrive. Note: Use this field for any short note regarding the item
for future reference At any time after you have entered a quantity required
you can press [CTRL-ENTER] to enter another item or [F10] to save the request
so far.
7.3
View
The View menu option shows the same screen as the data entry form. Each
request is shown on each screen in order according to the current index.
The region containing the items on the stores request can be accessed by
pressing the [TAB] key or clicking inside the region with the mouse. Only
the first nine items are displayed in the region window so if you want
to see all the items in the request use the [Up] and [Dn] arrows or the
mouse to scroll up and down through the list of items. The menu bar at
the bottom of the form contains the available commands for this record
while in view mode. Pressing "Print" will show a list of options
for printing the currently viewed record which are: A. Print stores request
: This will print the AB189 stores request. B. Item descriptions : This
will print a separate report containing the full description and details
for the items contained on the stores request you are viewing. Pressing
"catalogue" will show the full detail for the record which is
highlighted in the region window. From the catalogue window press "Requests"
to return to the request form. The other options such as Change, Enter,
Browse, Index, Find and Query have all been explained earlier. The menu
options available depend on whether the cursor is inside the region or
outside.
7.4
Browse & Receipt
The browse and receipt menu will probably be the most practical to use
when updating or receipting items from demands. This option presents the
items on the requests in a tabular format which you can use to change records
from the list. Select the desired index such as "Demand Number"
and as you go through the demands that have arrived with the stores you
can find the applicable demand by pressing "Find" and entering
the demand number. The demand number will be shown and you can press "Change"
to enter the qty received and other relevant details. If you want you can
use the Note field to insert the date received by pressing [Alt-D] while
in change mode. You can also create a browse table that only contains the
records you want to work with by running the Query by form option from
the browse table. If you only wanted to have the browse table contain requests
for items where the Demand Number was blank you can run the Query option
and enter an exclamation mark in the demand number field ( ! ) and press
[F10] to show only those records. ( Further detail on conducting a Query-by-form
is contained in the relevant chapter)
7.5
Reports
The reports menu is a list of sub menu options for the stores request
manager and contains:
- 7.5.1
A. Requests for an item Selecting this option will prompt for an
NSN. Enter an NSN and press enter to run a report showing all occurrences
of requests for the item including a total at the end of the report.
- 7.5.2
B. Unsatisfied requests . Runs a report listing all items where
there has been no quantity received for the item.
- 7.5.3
C. Partial satisfaction - Runs a report showing all items where
the Quantity requested doesn't equal the quantity received.
- 7.5.4
D. Within a date period - Runs a report listing all items requested
within a given date period.
7.6
Utilities
The utilities menu contains the available utilities for the stores request
manager which are:
- 7.6.1
A. Go to catalogue - This menu option will go to a browse table
for the medical stores catalogue and will be initially displayed alphabetically.
The menu bar at the bottom of the screen will show the options for working
with the catalogue. Apart from the standard commands such as View, Index,
Find, Query etc it includes the "Print" option which gives you
a pop up menu of the available reports you can print and the "Browse
tables" option which switches the browse table from a single line
entry for the item name to the full description for the item.
- 7.6.2
B. Archive a period - This menu option will enable you to archive
and remove a period of the requests database. When you specify a date all
records prior to that date will be removed from the database and printed
to an ASCII test file. The files name will be ie : "DATExxxx.TXT"
( xxxx being
the Julian date that you created or ran the archive option ). This file
is found in the C:\RAP\REQUESTS directory on your hard drive and can be
viewed or printed on any computer with an ASCII test editor such as DOS's
edit command.
- 7.6.3
C. Update indexes - The update indexes option will
repair damage done to any indexes, as a result of a power failure during
data entry. The index update should also be done if you suspect that any
record is out of order or corrupt. Use this option immediately after any
program upgrade has been done. (Updating indexes can sometimes take up
to 40 seconds depending on the speed of your computer.)
- 7.6.4
D. Pack Database - See previous
explanation on the pack database command..
7.7
Go to RAP Manager
7.8
Quit
