Tracking Material Usage

This chapter provides an overview of the material usage and reconciliation business process and discusses how to:

Capture material usage.
Reconcile material usage with receipts.
Enter material usage.
Inquire about material usage and receipts.
Generate material usage and reconciliation reports.
Report issues history.
Print item usage labels.

Understanding the Material Usage and Reconciliation Business Process

PeopleSoft Inventory provides tools for capturing and tracking material usage from locations and receipt of goods into locations. These tools track information for par and internal locations, including the captured usage by consumers and the purchase receipts or internal issues of stock. This enables you to reconcile data and account for the stock.

If you integrate with a third-party consumer management system, you can capture and synchronize information about consumer usage. If you integrate with third-party consumer billing or costing accounting systems, you can use consumer usage data in the costing and billing functions. Generic enterprise integration points (EIPs) using application messaging publish/subscribe technology support integration with these third-party systems and enable the exchange of applicable consumer and consumer usage data.

While the ability to track material usage is common in the healthcare industry, the PeopleSoft Inventory material usage features enable you to work with any business that uses par locations.

Before tracking material usage, you must capture basic consumer information in PeopleSoft Inventory by either:

Entering consumer information manually.
Subscribing to application messages received by a third-party consumer management system using the Consumer EIP.

Messages sent with the Consumer EIP include basic consumer information, such as consumer name, consumer ID, and service encounter with the consumer. For example, a hospital might use the Consumer EIP to import patient data from the system that handles admissions, discharges, and transfers. At a minimum, the hospital would import the patient name, patient ID, and the reason and date for the admission. Using the patient ID and service encounter information, you can distinguish and bill for items issued to the same consumer on different encounters.

After consumer data is sent to PeopleSoft Inventory, you can:

Print a charge sheet for the consumer, using the Consumer Charge Sheet Report page.

The report consists of a header with basic consumer data, in both bar-coded and human-readable form, and preprinted blank boxes. When you dispense an item from the par location supplies to a consumer, you transfer the bar-coded item label from the dispensed item to a box on the consumer’s charge sheet. You do this for each item dispensed to a consumer from par location supplies.
Gather the charge sheets and update the PeopleSoft Inventory system with the consumer usage information.

You can enter the consumer usage information on the Consumer Usage Entry page using a keyboard wedge device for quick data entry. Item usage can also be entered manually for each consumer’s service event, using the Consumer Usage page.
- The replenishment of goods to par locations is handled by the Create Par Replen Requests process (INPGCDMD), where stock is either purchased from a vendor and received directly to the par location or issued from an inventory business unit to the par location.
- The reconciliation of consumer material usage involves tracking the consumer usage and receipt data for a specified time frame, business unit, and location and summarizes the total receipts versus the total usage by item. PeopleSoft supports reconciliation activities with online inquiries of item usage as well as with reporting features to help you account for lost charges.
Push usage data for the consumer to the billing or costing system, using the Consumer Usage EIP.

When activated, consumer usage messages are published when you save the Consumer Usage Entry page or the Consumer Usage page.

The following scenarios illustrate possible applications of material usage and reconciliation in different industries.

Healthcare

A typical healthcare facility records patient information using the healthcare provider’s admissions system. On admission, the system assigns the patient an ID and assigns the visit an associated service event ID. These two data elements are then sent to PeopleSoft Inventory using the Consumer EIP.

During the patient’s service event, PeopleSoft Inventory accumulates material usage. The usage information is tracked by item in the dispensing unit of measure, which is the lowest unit of measure defined for the item. To gather material-usage data:

The patient’s bedside or a general nursing location on the floor maintains the patient’s record or PeopleSoft Inventory-produced consumer charge sheet.
The nursing staff gathers materials for the patient from a par location that is replenished through either direct issues out of inventory or direct purchases to the nursing location.

For each item used in the patient’s service event, a PeopleSoft Inventory-produced item usage barcode label for that item is placed on the patient’s consumer charge sheet.
Once a day, or after each shift, the staff collects consumer charge sheets for each location in the facility.
New consumer usage information on the charge sheets is either entered manually or scanned into PeopleSoft Inventory.

Consumer charge sheets are produced once a night, or once each shift, until the patient is discharged. Each night, patient consumer charges are sent to the healthcare provider’s accounting and billing systems, using an EIP, for final billing, costing, and analysis.
In PeopleSoft, item usage information accumulated for the patient can be reconciled with the item receipts from the inventory and purchasing material replenishment functions in PeopleSoft Purchasing and Inventory.

This reconciliation includes item usage inquiry tools as well as reporting used to account for lost charges.

Service and Retail Industries

The material usage tracking feature has cross-industry applications. For example, infrastructure and telecommunications industries can set up par location trucks and charge specific customers for materials depleted from the truck during onsite installations. Likewise, retailers can stock delivery trucks or vending machines with par location supplies, which can be tracked and invoiced as ad-hoc sales are made.

These trucks and machines are point-of-service locations that can be replenished using the par location inventory replenishment feature in PeopleSoft Inventory. Just as healthcare facilities need to reconcile material usage with a patient, these service and retail companies need to reconcile material usage with the customer being serviced.

See Also

Managing Par Inventory

Managing Inventory by Item Status

PeopleSoft Enterprise Integration PeopleBook

Common Elements Used in This Chapter

Consumer ID	The ID of the person for which you want to retrieve report data.
Service ID	The ID associated with a service for which you want to retrieve usage data. For each consumer, there can be several service IDs, each with its own start and end date and time, current location code, and other informational data. default, this ID is the most current service event for a consumer ID.
Last OprID (last operator ID) and Last User ID	The last person to alter a material usage object.
Start Date/Time	The beginning of a material usage action.
Last Dttm (last date and time)	The last date and time a change was made to a material usage object.
End Date/Time	The ending of a material usage action.
Charge Code	The charge code defined for the item. Charge codes are established on the Charge Codes page under Define Item Controls.
Usage Tracking	The method of usage tracking designated for an item. If this is a par location item, the default value comes from the Define Par Location - Line Details page. If this is not a par location item, the default value comes from the Define Business Unit Item - General: Usage page. If the item is not defined on the business unit level, the default value comes from the Define Item - General: Usage page. The following values are available: Billing: The usage is tracked for consumer billing. This method compiles consumer and procedure usage information to bill the consumer directly for items used. Costing: The usage is tracked for cost accounting. This method compiles consumer and procedure usage information to set the cost of a procedure accurately. Once the cost is set, the charge for that procedure can be determined. Over time, procedure costs can be monitored to ensure that the procedure price remains competitive and covers actual costs. None: The usage is not tracked.
Quantity Used	Enter the quantity of items used in the material usage event. The default value is 1.

Capturing Material Usage

This section details the procedures used to capture material usage information for tracking and reconciliation purposes and discusses how to:

Import consumer information with the Consumer EIP.
Produce item usage labels.
Generate consumer charge sheets.
Enter consumer usage information.
Export consumer usage information.

Importing Consumer Information with the Consumer EIP

Before capturing consumer usage information, you must define the consumer in PeopleSoft Inventory either by entering consumer information manually using the Consumer - Consumer page or by subscribing to application messages received from a third-party consumer management system. PeopleSoft Inventory stores only the data required to produce meaningful material usage and reconciliation reports and then sends data to a third-party billing and cost accounting system. To protect consumer privacy, these pages should be tightly secured with PeopleTools user security features.

Consumer and service data is sent to PeopleSoft by a third-party consumer management system using the Consumer EIP. Changes made in PeopleSoft Inventory are not updated in the consumer management system.

The Consumer EIP is an asynchronous inbound PeopleCode subscribe message that receives consumer and service data from a third-party consumer management system. Messages sent with the Consumer EIP include basic consumer information, such as consumer name, consumer ID, and service encounter with the consumer. This data is used to produce material usage and reconciliation reports.

To use the Consumer EIP:

Setup in PeopleTools:
- Activate the CONSUMER_SYNC message.
- Activate CONSUMER_SYNC subscription.
- Setup an inbound asynchronous transaction defining the CONSUMER_SYNC message on each node that can send the message to the system.
- Verify the CONSUMER message channel is in Run mode.
Setup in Enterprise Components: None.
Setup at the Application Level: None.

The above setup instructions assume that the message environment has been set up in PeopleSoft Integration Broker.

See Also

PeopleSoft Integration Broker PeopleBook

PeopleSoft Enterprise Integration PeopleBook

Producing Item Usage Labels

The system stores item usage labels with items in their par location and attaches them on a consumer charge sheet when an item is removed from the par location. Labels can be produced from PeopleSoft Purchasing and Inventory using the following conditions:

For items that are direct ordered, print labels at the time of receipt using the PO Receipt Item Usage Labels Report page.

With this method, labels are produced only for those items that are not destined for inventory.
For items that are issued from inventory, print labels using the Pick Plan Labels Report page.

This page also prints carton labels at the time the Order Release process is run.
For the Item Usage Label Report page, print item usage labels on an ad-hoc basis by par location, pick batch ID, or order number.

If you print labels by pick batch ID or order number, the system prints the labels for items that are issued out of inventory. If you print labels by par location, the system prints labels for all usage-tracked items defined for the specified par location. If you print labels by item ID, you can print labels for an item that has no associated par location by leaving the Par Location field blank. Alternatively, you can specify the item’s par location in the Par Location field.

Pages from which you produce item usage labels can also be used to print labels in the dispensing (standard) unit of measure (UOM) defined for the item on the Define Item - General: Common page.

You can only generate labels for items defined with a usage tracking method code of Billing or Costing in the Define Par Location component, on the Define Business Unit Item - General: Usage page, or on the Define Item - General: Usage page. If the location is a par location, the usage tracking method is derived from the par location definition. For non-par locations, the usage tracking method comes from the business unit-item definition. If the item is not defined at the business unit level, the system uses the usage tracking method defined for the item at the setID level.

Generating Consumer Charge Sheets

As stock is pulled from a par location for a consumer, you record the consumption of the stock by attaching item labels for the stock on the Consumer Charge Sheet report. The header of the consumer charge sheet includes the consumer ID, service ID, consumer name, location, and the date and time the report was printed. The consumer ID is barcode- and human-readable. The detail portion of the report includes preprinted blank boxes where you can attach item usage labels for each item used by the consumer.

Request the Consumer Charge Sheet report using the Consumer Charge Sheet Report page. You can request reports for all active consumers within a particular location or for a particular consumer. An active consumer is defined as a consumer with a start date earlier than the current date and an end date that is either blank or later than the current date.

Entering Consumer Usage Information

You can record item usage for a consumer in PeopleSoft Inventory by:

Entering information manually using the Consumer - Consumer page.

This page also provides manual update and inquiry features that enable you to view all usage for a consumer and to add, delete, or update the rows of usage data.
Scanning bar-coded consumer ID and usage information from the consumer charge sheet using a wedge device and the wedge device-compatible Consumer Usage Entry page.

This page is used for adding usage data only. Multiple row inquiry is not available on the page.

From both the Consumer Usage page and the Consumer Usage Entry page, you can enter or modify ChartField information.

All usage that you enter publishes a consumer usage incremental message from the component containing the action performed (add, update, delete) and the entire row that was modified when saving the component. The user ID of the last person to update or add a usage row is recorded along with the date and time of the modification.

Any charge can be entered for a consumer, no matter how usage is being tracked for the item. The usage tracking method is included in an outbound consumer usage message for each charge so that the costing or billing system can take the appropriate action for each charge.

Exporting Consumer Usage Information

With the Consumer Usage EIP, you can send the consumer usage data captured in PeopleSoft Inventory to a third-party consumer billing or cost accounting system. When activated, consumer usage messages are published when saving the Consumer Usage or the Consumer Usage Entry pages.

In a healthcare environment, the design of the Consumer Usage EIP assumes that a patient account has already been established in the patient billing system through communication between the patient billing system and the admissions system.

Use the Consumer Usage message is an asynchronous outbound component publish EIP used to send consumer data captured in PeopleSoft Inventory to a third-party consumer management system for billing or costing purposes. Messages sent with the Consumer EIP include basic consumer information, such as consumer name, consumer ID, and service encounter with the consumer. Consumer usage messages are published when you save the Consumer Usage Entry page or the Consumer Usage page.

To use the Consumer Usage EIP:

Setup in PeopleTools:
- Activate the CONSUMER_USAGE message. If using message chunking then set up the OnRouteSend PeopleCode Event on the message.
- Setup an outbound asynchronous transaction defining the CONSUMER_USAGE message on each node that will receive the transaction.
- Verify the CONSUMER_USAGE message channel is in Run mode.
Setup in Enterprise Components:
- Activate the CONSUMER_USAGE batch publish rule. Specify the appropriate output for the message (XML-based message or flat file). If you want to use message chunking select a Chunking Rule ID on the batch publish rule.
- Setup the chunking rule mapping definitions if message chunking is to be used.
Setup at the Application Level: None.
Setup if Using Chunking: Chunking is only needed if you have requirements to break up the messages and send them to different destinations based on attributes in the message such as business unit or location. If you want to chunk by:
- Business Unit: Activate the CONSUMER_USAGE batch publish rule and enter the BUSINESS_UNIT chunk rule. You would also have to populate the Business Unit to node values in the chunk table and set up the OnRouteSend Routing Rule on the message when you activate it in the Application Designer.
- Business Unit and Location: Activate the CONSUMER_USAGE_BU_LOC batch publish rule and enter the BUS_UNIT_LOCATION chunking rule. In this case you also need to populate the BUS_UNIT_LOCATION chunk rule table and set up the OnRouteSend Routing Rule.

The above setup instructions assume that the message environment has been set up in PeopleSoft Integration Broker.

See Also

PeopleSoft Integration Broker PeopleBook

PeopleSoft Enterprise Integration PeopleBook

Reconciling Material Usage with Receipts

Par location reconciliation begins with the Material Usage Reconciliation report (INS9070), which gathers all receipts from purchase orders and all issues from inventory for a specific par location over a specific period of time. The receipts and issues result from the Create Par Replenishment Requests process (INPGCDMD), which compares par location counts with the optimum quantity defined for the par location. If the count is less than the optimum quantity (presumably due to usage for a patient from the par location), a requisition, purchase order, or material stock request is created.

The Material Usage Reconciliation report also gathers the number of items from the par location that have been charged to a consumer. After collecting data, you can generate the Consumer Usage Reconciliation - Summary report to compare consumer usage with receipts and issues for the par location over a given period of time and identify any lost charges. For any given item in a par location, the issue and receipt quantity should equal the total quantity charged to consumers. This information is also collected for non-par locations, referred to in PeopleSoft as internal locations.

The Consumer Usage Reconciliation - Summary report lists the actual receipt transactions and usage that meet report request parameters. The report is a set of three detail reports: the Usage Detail report, Shipment Detail Report, and Receipt Detail report. The detail reports can be used in conjunction with the Consumer Usage Reconciliation - Summary report, Review Consumer Usage page, Review Shipment History page, and Receipt By Loc page to assist you in the manual process of researching items that do not reconcile for a location.

This section discusses how to:

Set up reconciliation.
Determine the last purchase order price paid.
Research lost charges.

See Also

Researching Lost Charges

Setting Up Reconciliation

The design of the material usage reconciliation feature is based on the following assumptions:

Only items that have actually been shipped, depleted, and received are evaluated in the reconciliation process.

Reconciliation works with actual quantities shipped rather than with requested quantities.
When a replenishment request is created through a direct issue, requisition, or par location replenishment, the location must be specified on the request to be considered in the reconciliation process.
Only items that are selected for reconciliation at the par location level, the business unit level, or the setID level are included in usage history and reconciliation processing.

To identify whether an item should be reconciled, the system first checks the reconciliation flag at the par location. If the item is not defined for a par location, the system checks the reconciliation flag for the item at the business unit level. If the item has not been defined for the business unit, the reconciliation flag for the item at the setID level determines whether the item is reconciled.
All dispensing quantities are in the standard UOM specified for the item.

The system assumes that the standard UOM is the smallest UOM.
A charge code must be assigned to each item in the PeopleSoft item master database.

However, the design of the material usage and reconciliation feature assumes that charge codes and associated pricing structures are maintained in a third-party consumer billing or cost accounting system.

Material charge information is defined at the setID, business unit, and par location levels. Items in both par and internal locations are available for reconciliation if they are defined as needing reconciliation at either the setID or the par location level.

Values defined for the item at the setID level become the default values at the business unit level. Based on the replenishment option, values defined at the business unit level or setID level become default values at the par location level. If the item is replenished as stock, the default values come from business unit attributes. If the item is replenished as stockless, non-stock, or non-replenished, the default values come from setID attributes. These attributes can also be overridden for each par location.

The par location is the defining entity for reconciliation setup information for par location items. Therefore, if the item attributes at the setID level are modified after setting up par locations, the changes do not cascade to the par location level. If the item is not associated with a par location, attributes at the business unit level or setID item level are the defining values.

Material usage reconciliation setup information at the setID, business unit, and par location levels consists of the following fields and options.

Selecting a Usage Tracking Method

Setup includes the following fields and options:

Available values are Billing, Costing, and None.
Items tracked for billing or costing purposes must have a charge code assigned.
Items tracked for billing or costing purposes that are also replenished to the par location (Not Replenished check box not selected on the Define Par Location Groups page and Define Par Location - Line page) must be counted (Count Required check box selected on the Define Par Location Groups page).
Only items tracked for billing or costing are reconciled.

Assigning Charge Codes

Setup includes the following fields and options:

These codes identify pricing for an item or class of items.

Charge codes are for informational purposes only and can be used to assist you in consumer billing. This internal code is set up on the Charge Codes page.
Par location item charge code default values are derived from the Define Par Location - Line page.

Internal location item charge code default values are derived from the Define Business Unit Item - General: Usage page.
Items not defined at the business unit level are derived from the Define Item - General: Usage page.

Using the Reconciliation Check Box

Setup includes the following fields and options:

This option identifies whether items should be included in the material usage reconciliation of the par location, and thus reconciled.
If this check box is selected for an item, the UOM used for the item must be the standard UOM defined for the item on the Define Item - General: Common page.

The default status of the check box is clear.
Only items tracked for billing or costing are reconciled.

Reconciled items replenished to their par location (Not Replenished check box not selected on the Define Par Location Groups page and Define Par Location - Line page) must be set up with a replenishment control option of Par or Min/Max on the Define Par Location - Line page.

Note. For par location reconciled items, the Reconciliation check box should be clear when you initially stock an item in a par location. Once the par location is stocked, theReconciliation check box should be selected manually and the item reconciled as the stock is used, issued, or purchased for the par location. If the Reconciliation check box is selected for the initial stocking of the item, the reconciliation data for this item in the par location is inaccurate.

Assigning Charge Markup Percentages and Amounts

These charge markups are supported at the setID-item level and the business unit-item level as a percentage or as a flat markup amount and are used as default values at the par location level.

Selecting Par Replenishment Options

Options include the following:

Available options are Stock, Stockless, Non-Stock, and Not Replenished.
The Not Replenished option can be applied to items that require unique usage tracking attributes but are not replenished to the par location.

The Create Par Replenishment Requests process ignores items that are not replenished.
The Not Replenished check box at the par location header level controls replenishment of the entire par location.

If the check box is selected, the entire par location is not replenished, regardless of the item-level replenishment settings. If the check box is clear, replenishment is driven based on the replenishment option defined for each item in the par location. If the item-level replenishment option is defined as Not Replenished, that particular item is not replenished. This check box does not alter the characteristics or definition of the par location in any way.

Setting Replenishment Controls

Options include the following:

Available options are Par, Fixed Order Quantity (FOQ), and Min/Max.
Items reconciled and replenished to the par location must be set up with a replenishment control method of Par or Min/Max.
The replenishment control method of FOQ does not produce accurate reconciliation results, because it does not replenish the item based on what is used.

This method always orders more than what was used and may cause misleading reconciliation results.

See Also

Managing Par Inventory

Determining the Last Purchase Order Price Paid

PeopleSoft Inventory uses the following criteria to determine the price displayed in the Last PO Price Paid field.

Item Status	Method for Determining the Last PO Price
Associated with a par location.	Determined in part by evaluating the replenishment option of the item.
Not associated with a par location (or if no par location is associated with the location).	Derived from the Define Business Unit Item component using the PeopleSoft Inventory business unit. If the item is not defined at the business unit level, the last purchase price paid is derived from the Purchasing Attributes page using the setID associated with the PeopleSoft Inventory business unit.
Defined with the Stock replenishment option selected.	Derived from the Define Business Unit Item component using the PeopleSoft Inventory ordering business unit from the par location header. If the item is not defined on the Define Business Unit Item page, the last purchase price paid is derived from the Purchasing Attributes page using the setID associated with the PeopleSoft Inventory ordering business unit from the par location header.
Defined with the Stockless replenishment option selected.	Derived from the BU Specific Attributes page using the PeopleSoft Purchasing business unit from the par location header. If the item is not defined on the Purchasing BU Attributes page, the last purchase price paid is derived from the Purchasing Attributes page using the setID associated with the PeopleSoft Purchasing business unit from the par location header.
Defined with the Non-Stock replenishment option selected.	Derived from the Purchasing BU Attributes page using the PeopleSoft Purchasing business unit from the par location header. If the item is not defined on the Purchasing BU Attributes page, the last purchase price paid is derived from the Purchasing Attributes page using the setID associated with the PeopleSoft Purchasing business unit from the par location header.
Defined with the Not Replenished replenishment option selected.	Derived from the Define Business Unit Item page using the PeopleSoft Inventory business unit. If the item is not defined on the Define Business Unit Item page, the last purchase price paid is derived from the Purchasing Attributes page using the setID associated with the PeopleSoft Inventory business unit.

Researching Lost Charges

Researching lost charges involves auditing par location supplies for issues or receipts that were not charged to a consumer. For items in a par location or an internal location, the issue and receipt quantity should equal the total quantity charged to consumers.

Use the Consumer Usage Reconciliation - Summary and the Consumer Usage Reconciliation - Usage Detail reports as the basis of your research and to compare par location issues or receipts against consumer usage. The results are reports that show discrepancies between expected and actual charges for your par location supplies.

Run the reports as many times as needed to reconcile a location. Use the reports with the following inquiry pages to help you research lost charges and complete the manual reconciliation process.

The Review Shipment History page provides inquiries into material stock requests that have been shipped and depleted.

The page provides search criteria that include PeopleSoft Inventory business unit, location, item ID, ship date, and so forth. Totals are provided at the bottom of the page for shipped quantity and cost.
The Receipt By Loc (receipt by location) page provides inquiries into the receipt history for purchased items.

The page provides search criteria that include business unit, location, item ID, and receipt date. Totals are provided at the bottom of the page for receipt quantity and cost.
The Review Consumer Usage page provides inquiries into usage transactions.

The page provides search criteria that include PeopleSoft Inventory business unit, location, item ID, usage date, consumer ID, and service ID. Totals are provided at the bottom of the page for usage quantity and cost.

Possible reasons for lost charges include the following:

The item usage was not recorded for the service event.

This can be researched by returning to the consumer charge sheets and checking whether the item usage label was missed in the usage entry process.
The item was pulled but never used in the service event.

Cross-Par Location Item Lost Charges

Because the Cross Par Location Item Inquiry page conducts a search for items across par locations, an item can be pulled from one par location to be used in a procedure in another location.

If the item is usage-tracked, this usage causes an initial imbalance in the reconciliation of these two par locations. To correct this lost charge, when pulling the item, you need to identify that the borrowed item came from the lending par location. To do so, get an item usage label and attach it to the consumer charge sheet. Record the usage from the lending par location based on the item usage label.

Entering Material Usage

This section discusses how to:

Maintain service class codes.
Update consumer data.
Update consumer service data.
Track consumer usage data.
Enter consumer usage data.

Pages Used to Enter Material Usage

Page Name	Object Name	Navigation	Usage
Service Class	SRVC_CLASS_INV	Inventory, Track Material Usage, Service Class	Create service class codes for differentiating the types of services you provide to consumers. You use this information when capturing consumer and service ID data.
Consumer	CONSUMER_INV	Inventory, Track Material Usage, Consumers, Consumer	Update basic consumer information received from a third-party consumer management system using the Consumer EIP. Use of this page is not intended to replace an admissions system or other system that tracks consumer service activity. Consumer information can also be entered here manually; however, data entered or changed in PeopleSoft Inventory is not updated in the original system.
Consumer Service	CONSMR_SRVC_INV	Inventory, Track Material Usage, Consumers, Consumer Service	Update basic consumer information received from a third-party consumer management system using the Consumer EIP. This page is similar to the Consumer page.
Consumer Usage	USAGE_INV	Inventory, Track Material Usage, Consumer Usage	Enter and track consumer usage information.
Consumer Usage Entry	USAGE_INV_DE	Inventory, Track Material Usage, Record Consumer Usage, Consumer Usage Entry	Enter usage information manually or with a wedge device.

Maintaining Service Class Codes

To maintain service class codes, use the Service Class (SRVC_CLASS_INV) component.

Access the Service Class page.

Updating Consumer Data

To maintain consumer data, use the Consumer Maintenance (CONSUMER_INV) component.

Access the Consumer page.

To receive consumer messages from a third-party consumer management system, activate the consumer message subscription process in your PeopleSoft applications.

The consumer data on this page and stored in PeopleSoft Inventory is the minimum amount of information you need to generate meaningful reconciliation and material usage reports. This information is also sent to third-party consumer billing or costing accounting system.

Note. Ideally, the consumer information should be populated by the Consumer EIP. Use Add mode only as support when the third-party consumer management system is down and material usage for a new consumer must be captured.

Consumer Name

Displays the name uploaded from the third-party product. If you are entering this information manually, enter the consumer’s name using the standard PeopleSoft naming convention.

Updating Consumer Service Data

Access the Consumer Service page.

Each consumer entered in PeopleSoft Inventory has one or more service IDs. The service event associated with a service ID carries with it the values entered in the fields on this page.

Current Location Code	Select a code that corresponds to the consumer’s current location.
Service Class	Select a service class that corresponds to the service being performed for the consumer. Service class codes are defined on the Service Class page.
Service Manager	Enter the name of the person who managed the consumer’s service event, using the standard PeopleSoft naming format.
Service Type Code	Enter the appropriate code and description. In a healthcare environment, the service type code could be an ICD-9 code.

Tracking Consumer Usage Data

To track consumer usage data, use the Consumer Usage (USAGE_INV) component.

Access the Consumer Usage page.

The values for the Usage Tracking, Reconcile, and Charge Code fields on this page are retrieved for the selected item from the par location-line level or the setID-item level, depending upon whether the item is associated with the selected par location.

Service Date	Enter the date on which the consumer usage occurred. The default date for new rows entered is the current system date. You cannot add a charge for a consumer ID with a service date that is earlier than the service event start date or later than the service event end date.
Sequence Number	The numeric sequence in which items were used over the course of one day. The sequence number restarts from 1 when you enter a different item or when you enter the same item with a different date.
ChartField Overrides	Click to access the ChartField Overrides page, where you can view, enter, and override header-level ChartField information for default values to each usage line entered. If the selected location is a par location, the par location header-level ChartFields assigned on the Define Par Location Groups page appear as the default values on the ChartField Overrides page. If the location entered is not a par location, these ChartFields can be entered manually at the header level so that they are defaults for each usage line entered.
Quantity Used	Enter the quantity of items used in the consumer’s service event. The default value is 1.
UOM (unit of measure)	Enter the unit of measure in which the item was used. The default value is the standard (dispensing) UOM for the selected item, as defined on the Define Item - General: Common page.
Reconcile	Select to reconcile the item. If this is a par location item, this value is set on the Define Par Location - Line Details page. If this is not a par location item, this value is set on the Define Business Unit Item - General: Usage page. If this item is not defined on the Define Business Unit Item page, this value is set on the Define Item - General: Usage page.
Last PO Price(last purchase order price)	Displays the last price paid for the item, for informational purposes only.

The Usage Tracking, Reconcile check box, and Charge Code values on this page are retrieved for the selected item from the par location-line level or the setID-item level depending upon whether the item is associated with the selected par location.

Entering Consumer Usage Data

To enter consumer usage data, use the Consumer Usage-Data Entry (USAGE_INV_DE) component.

Access the Customer Usage Entry page.

This data-entry page is compatible with a wedge device, enabling the wanding of the consumer ID and corresponding item labels from consumer charge sheets. The default service ID value is determined by retrieving the most current service event for the consumer ID entered.

The values for the Charge Code, Usage Tracking, and Reconciliation fields are retrieved for the item from the par location-line level, business unit-item level, or setID-item level depending on whether the item is associated with the selected par location.

Location Level ChartFields	Click to access the ChartField Overrides page, where you can view, enter, and override location-level ChartField information. If the selected location is a par location, the par location item-level ChartFields assigned on the Define Par Location - Line page appear as the defaults on the ChartField Overrides page. If the location entered is not a par location, default item-level ChartFields come from the ChartFields defined on location level.
Service Date	The date on which the consumer’s usage of the item occurred. By default, this is the current date. You cannot add a charge for a consumer ID with a service date that is earlier than the service event start date or later than the service event end date.
Material Reconciliation Flag	When selected, the item will be reconciled. If this is a par location item, this value is set on the Define Par Location - Line Details page. If this is not a par location item, this value is set on the Define Business Unit Item - General: Usage page. If this item is not defined at the business unit level, this value is set on the Define Item - General: Usage page.
Last PO Price Paid (last purchase order price paid)	Displays the last price paid for the item, for informational purposes only.
Item Level ChartFields	Click to access the ChartField Overrides page, where you can view, enter, and override item-level ChartField information. If the selected location is a par location, the par location item-level ChartFields assigned on the Define Par Location - Line page appear as the defaults on the ChartField Overrides page. If the location entered is not a par location, default item-level ChartFields come from the ChartFields defined on the location level.

See Also

PeopleSoft Enterprise Integration PeopleBook

Capturing Material Usage

Determining the Last Purchase Order Price Paid

Defining and Using ChartFields

Inquiring About Material Usage and Receipts

This section discusses how to:

Inquire about consumer usage.
Search for consumer usage data.
Inquire about shipment history.
Search for shipment history.
Inquire about receipts by location.
Search for receipt data.

Pages Used to Inquire About Material Usage and Receipts

Page Name	Object Name	Navigation	Usage
Review Consumer Usage	USAGE_INQ_INV	Inventory, Track Material Usage, Review Consumer Usage	View a subset of the usage information by entering selection criteria. For example, you can view all usage for a business unit, all usage for a consumer within a particular date range, all usage for a particular par location, or all usage for a particular service encounter (service ID).
Consumer Usage Inquiry Selection Criteria	USAGE_INQ_INV2	Click the Search link on the Review Consumer Usage page.	Define search parameters for consumer usage data.
Review Shipment History	SHIP_INQ_INV	Inventory, Track Material Usage, Review Shipment History	Display material stock requests that have been shipped and depleted from the PeopleSoft Inventory business unit. This page can be used in conjunction with the Receipt By Loc page to research lost charges.
Shipment History Inquiry Selection Criteria	SHIP_INQ_INV2	Click the Search link on the Review Shipment History page.	Define search parameters for shipment history.
Receipt By Loc (receipt by location)	RECV_LOC_INQ	Inventory, Track Material Usage, Review Receipt by Location, Receipt By Loc	View receipt information by location.
Receipt Inquiry Selection Criteria	RECV_LOC_INQ2	Click the Refresh button on the Receipt By Loc page.	Define search parameters for receipts by location.

Inquiring About Consumer Usage

Access the Review Consumer Usage page.

You can view usage through the following filters: all usage for a business unit, all usage for a consumer within a particular date range, all usage for a particular par location, and all usage for a particular service encounter (service ID).

Location	Displays the location from which the item was used.
Service Date	Displays the date on which the consumer usage occurred.
Sequence Number	Displays the numeric sequence in which items were used over the course of one day.
Last PO Price(last purchase order price)	Displays the last price paid for the item, for informational purposes only.
Last Change Date	Displays the date and time of the last change made to this consumer usage entry.

Searching for Consumer Usage Data

Access the Consumer Usage Inquiry Selection Criteria page.

Inquiring About Shipment History

Access the Review Shipment History page.

Qty Ship Base (quantity shipped base)	Displays the quantity shipped, in the item’s standard UOM.
Ext Avg Cost (extended average purchase price)	The extended average purchase price of the item.

Searching for Shipment History

Access the Shipment History Selection Criteria page.

Inquiring About Receipts by Location

Access the Receipt By Loc page.

Total Receipt Quantity	Displays total number of items received and accepted for the selected location.
Dist Qty (distribution quantity)	Displays the actual quantity accepted on the receipt distribution line.
Base Merchandise Amount	Displays the item’s extended cost. This quantity is derived from the receiver distribution line.

Searching for Receipt Data

Access the Receipt Inquiry Selection Criteria page.

Researching Lost Charges

Generating Material Usage and Reconciliation Reports

This section discusses how to:

Define Consumer Charge Sheet report parameters.
Define Material Usage Reconciliation report parameters.

Pages Used to Generate Material Usage and Reconciliation Reports

Page Name	Object Name	Navigation	Usage
Consumer Charge Sheet	RUN_INS9060	Inventory, Track Material Usage, Consumer Charge Sheets, Consumer Charge Sheets	Define parameters for the report.
Usage Reconciliation Report	RUN_INS9070	Inventory, Track Material Usage, Usage Reconciliation Report, Material Usage Reconciliation	Define parameters for the report.

Defining Consumer Charge Sheet Report Parameters

Access the Consumer Charge Sheet page.

Defining Material Usage Reconciliation Report Parameters

Access the Material Usage Reconciliation Report page.

This page enables you to request reconciliation for a location over a user-defined time frame (date from and date to). You can generate the Consumer Usage Reconciliation - Summary Report, the Consumer Usage Reconciliation - Usage Detail Report, or both. Subtotals are provided for each item within a par location. A grand total is provided for the par location or business unit based on the run request parameters.

Summary	Produces the Consumer Usage Reconciliation - Summary Report, which quantifies the number of items issued or purchased but not recorded as usage within the reconciliation time period. This report also identifies the total cost associated with these lost charges.
Detail	Produces the Consumer Usage Reconciliation - Usage Detail Report, which provides actual receipt transactions and usage applicable for the requested report parameters.
Both	Produces both the summary and detail reports.

Reporting Issues History

Reporting item utilization helps you to establish and revise vendor contracts, establish primary vendor relationships, detect utilization trends, establish and maintain budgets, and anticipate supply needs.

Page Used to Report Issues History

Page Name	Object Name	Navigation	Usage
Issues History	RUN_INS7150	Inventory, Manage Inventory, Reports, Issues History	Generate a report of item usage.

Printing Item Usage Labels

Labels are barcode-readable and aid in the tracking of material usage.

Page Used to Print Item Usage Labels

Page Name	Object Name	Navigation	Usage
Item Usage Label	RUN_INS6040	SCM Integrations, Barcode Labels, Item Usage Label	Define parameters for the Item Usage Label flat file.

Defining Item Usage Label Report Parameters

Access the Item Usage Label page.

To print a barcode-readable label, the file produced by this report page needs to be interfaced with a third-party barcode printing system.

Override File	Select to override certain default aspects of this flat file. The default value comes from the Data Collection Label Setup page.
File Directory	Enter an overriding file directory in which to create the current report. The default value is the directory name in the FILEPREFIX that you specified in SETENV.SQC during the initial system setup. If no FILEPREFIX was specified during system setup, the default directory name is the current work directory on the client or the server running the label program.
File Name	Enter an overriding file name to give the current report. Default aspects of this field (including file prefix and suffix) are defined on the Data Collection Label Setup page.

See Also

Printing Item Usage Labels

Setting Up Data Collection Labels