Submit Supply Orders

Executive Summary

Submit Supply Orders is where closed supply orders are gathered into a submission for a vendor and turned into the file that is sent to the vendor (Apetito). Staff start a submission by choosing a supply vendor, the date the order is placed with the vendor, the delivery date required by the vendor, and the range of client delivery dates to include. The submission opens as Open. On the submission's detail page you pull in the Closed supply orders whose client delivery date falls in the range, remove any that should not be included, and then create the submission file. Creating the file marks the submission Submitted and downloads the file. A submission can be reopened for corrections, exported to Excel, and, once submitted, written out as a JSON file. The agency details that go into the file are kept in the page settings.

Key Features

• Start a submission for a vendor with an order date, required delivery date and client delivery date range
• Pull in all Closed supply orders in the delivery date range that are not already on another submission
• Remove individual orders from an Open submission
• See quantity totals by product category
• Create the vendor submission file, which is downloaded and kept with the submission for later download
• Reopen a submitted batch to correct it, which discards the file
• Export the submission to Excel
• Write a JSON file of the submitted orders, rolled up by client and product
• Configure the agency name and Apetito contact details used in the files

Typical Workflow

1. Click Start A New Report, choose the vendor and the dates, and click Ok.
2. Open the new submission with the edit icon in Manage Records (or right-click the row and choose Edit).
3. Click Refresh Supply Orders to pull in the Closed orders in the delivery date range. Delete any order that should not be included.
4. Click Create Submission File and confirm. The file is downloaded and the status changes to Submitted.
5. Use Export for an Excel copy, or Write JSON File for the JSON version. Use Reopen if corrections are needed.
6. Back on the main list, use the download icon to download a submission's file again.

Configurable Settings

Open View Settings or Edit Settings from this screen (when permitted) to change these options.

Available Permissions

The following permissions are available to be assigned to AlayaCare Roles:

Main Grid

Lists every submission, newest first (14 rows per page).

Actions

Dialog Components

Start A New Report

Opens from Start A New Report. All fields are required, and a warning is shown naming the first one that is missing.

Click Ok to create the submission. See Processing Overviews.

Submit Supply Order (submission detail page)

Opens from the edit icon or the right-click Edit on a submission.

The top of the page shows the submission's ID, Vendor, From Scheduled Visit Delivery Date, To Scheduled Visit Delivery Date, Added, Added By, Status and Filename. A Category / Quantity table beside it totals the quantity ordered per product category across the orders on the submission.

Buttons

Tabs

Orders — Grid

The grid is sorted by client name then delivery date, 14 rows per page.

Orders — Grid Actions

Dependencies

The following tables must be configured for lookups on this view to work:

Processing Overviews

This section describes what happens after you confirm a processing action.

Start A New Report

1. Requires a vendor, an order date, a delivery date and a client delivery date range. Otherwise a warning is shown and the dialog stays open.
2. Saves a new submission with the status Open, the chosen vendor and dates, the current date and time and your user.
3. Refreshes the list. No orders are attached until Refresh Supply Orders is used.

Refresh Supply Orders

1. Finds every Closed supply order whose client delivery date falls in the submission's range.
2. Adds each one that is not already on any submission (including other submissions).
3. Refreshes the order list.

Create Submission File

1. Looks up the vendor, and stops with "Vendor Not Found" if it is missing.
2. Records the processing start time on the submission.
3. Reads the agency name, Apetito agency ID and Apetito contact details from the page settings.
4. When the vendor's billing method is Scheduled Visit, builds a text file made up of a header, an agency identifier line, an order header (submission number, order date, required delivery date and total item quantity), and then for each order a client identifier line, a client order header and one detail line per product (product ID, description, quantity per case and quantity ordered), followed by an end-of-file line. Client identifiers are built from the client's AlayaCare ID with a tenant prefix.
5. When the vendor's billing method is Visit Premiums, no file content is produced.
6. Names the file ALAYACARE_TO_APETITO_{agency ID}{agency name}{year}{month}{day}_{HHmm}.txt using the date the submission was added, saves it on the submission, sets the status to Submitted and downloads it.

Reopen

1. Sets the status back to Open and records who reopened it and when.
2. Clears the saved file and file name, so the file must be created again.

Export

1. Builds an Excel workbook with three sheets: General (submission details), Category Totals and Total Orders (the order list).
2. Downloads it as submitsupplyorders_{date and time}.xlsx and shows "Exported Successfully".

Write JSON File

1. Goes through the orders on the submission and, for orders that have an AlayaCare visit, looks up the visit's facility and uses its name as the route.
2. Rolls up standard orders into one entry per client with quantities totalled by product. Orders for the two special accounts (cash and carry, and inventory) are listed individually and are not rolled up.
3. Downloads the result as ALAYACARE_TO_APETITO_{agency ID}{agency name}{year}{month}{day}_{HHmm}.json.