Record Replacement Item

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The Record Replacement Item screen is used to record the receipt of an item sent from a manufacturer to replace a damaged item.

When accessing this process from the State Office, the system adjusts quantity on hand. When accessing this process from a Clinic, the system adjusts the consigned quantity for the location that is signed on.

Record Replacement Item screen

Screen Access

Display the Participant List screen > On the Activities menu, select the Record Replacement Item menu option.

Interface Initialization

Upon initial display of the screen, the following occurs:

The title bar text is set to "Record Replacement Item".

The Date calendar control is enabled and defaults to the current system date.

The Product drop-down list box is enabled and blank.
The Quantity masked edit box is disabled and blank.
The Serial Number masked edit box is disabled and blank.
The Notes multi-line text box is enabled and blank.

The OK button is visible and enabled as the default.

The Cancel button is visible and enabled as the default.

Screen Elements

Unless otherwise stated below, all controls on the Record Replacement Item screen are visible and enabled when:

The screen is active.

If one or more special conditions exist that affect a control on the Record Replacement Item screen, the condition(s) are documented for that specific control below.

Date Received calendar control

Select or enter the date on which the replacement breastpump was received in the Date Received calendar control.

Product drop-down list box

Select the product received in the Product drop-down list box.

The drop-down list box is filled with all products from the Product table displayed in alphabetic order. The product descriptions are concatenated from the MANUFACTURER, MANUFACTURERBRAND, and MANUFACTURERBRANDTYPE tables plus the descriptions from the Reference Dictionary for 'INVPDCTSUBCLASSUSE' and 'INVPDCTSUBCLASSTYP' for each product in the Inventory table with a product class of BF (breastfeeding inventory) and a subclass of "P" (breastpump).

The options in the drop-down list box display in alphabetic order. No entry is initially selected.

When a product is selected, the Quantity text box is set to 1. The system will verify if the product is a trackable asset. If yes, the system will disable the Quantity control and enable the Serial Number control. If no, the system will enable the Quantity control and disable the Serial Number control.

When the product is changed, the Quantity and Serial Number text boxes are adjusted accordingly.

Quantity text box

Enter the number of items received in the Quantity text box.

The text box allows entry of up to 5 numeric characters. Alpha and special characters are not allowed.

Serial Number text box

Enter the serial number, part number, or unique identifier for the returned item in the Serial Number text box.

The text box allows a maximum of 20 alphanumeric characters. Special characters are not allowed.

A serial number cannot be entered that already exists in the inventory for the same product. If it is, the system displays the E0133 standard error message.

Notes multi-line text box

Enter the notes related to the replacement product as necessary in the Notes multi-line text box.

When the text exceeds the bounds of the multi-line text box, a vertical scroll bar will display. The control allows up to 400 alphanumeric and special characters.

OK button

Click the OK button to process the screen.

It is the default button for the screen, unless otherwise noted.

It does not have a mnemonic. Its keyboard shortcut is the Enter key.

The Participant List screen displays when the button is clicked.

The system will do the following:

Insert a record into the INVENTORYREPLACEMENT table.
Increment the INVENTORYCONSIGNED .QUANTITY by the quantity specified if the inventory exists or insert a record into the INVENTORYCONSIGNED table for the quantity specified, consigning the inventory to the current clinic.
If the product is a trackable asset, the system will insert a record into the INVENTORYITEM table setting its status to 'consigned'.

Cancel button

Click the Cancel button to close the screen without processing or saving data.

It does not have a mnemonic. Its keyboard shortcut is the Esc (escape) key.

The Participant List screen displays when the button is clicked.

Processing

If data can be validated and saved on the screen, the following processes occur when the screen is processed:

A process to check for required controls as identified in the Data Map below is performed.
A process to check for valid entries as identified individually for each applicable control in Screen Elements above is performed.
A process to check for edits and cross edits as identified for each applicable control in Screen Elements above is performed.
If any checks or processes fail, a standard error message displays.

If no data can be validated and saved on the screen:

No cross edits are performed.
All values are considered legitimate.
No data is written to the database.

Data Map

The Data Map defines the values saved for all controls on the screen. If available, any additional notes or comments are displayed in the Notes column.

Control Label	Required	Table	Column	Notes
Date Received	X	InventoryReplacement	ReceivedDate	Trackable Products Only
Product	X	InventoryReplacement	ProductID	·
Quantity	X	InventoryReplacement	Increase Quantity by Value	·
Quantity	·	InventoryConsigned	Increase Quantity by Value for the InventoryLocationID having a Location ID matching the Current Selected Location	·
Location	·	InventoryConsignedTrans	InventoryLocationID = the InventoryLocationID having a Location ID matching the Current Selected Location	·
Quantity	·	InventoryConsignedTrans	Quantity (quantity added for this transaction)	·
·	·	Add a new InventoryItem	·	Trackable Products Only
Serial Number	X	InventoryItem	SerialNbr	·
Product	·	InventoryItem	ProductID	·
·	·	InventoryItem	Status = Consigned	·
·	·	InventoryItem	StatusDate = Today	·
·	·	InventoryItem	InventoryLocationID = the InventoryLocationID having a Location ID matching the Current Selected Location	·
·	·	InventoryItem	ConsignedDate = Today	·
·	·	InventoryItemHistory	Add a row to history for each add/update of the inventory item	Trackable Products Only

Software Version: 2.40.00