myShelf Lite User Guide

Contents

• Getting started• Location summary• Report• Administration• User Roles

Getting started- Log in

To log in system, intranet users access through link:

Internet users access through link:

Enter valid WWID and network password to log in.

The interface

• A PDF user guide under the “Help” icon

•Logout of Myshelf Lite system

•Name of login user is displayed

• Open the Admin homepage to access admin functions

•Open Cognos report system.

Company logo. Also leads back to Location summary page.

Open the Legal Notice Popup

Open the Privacy Policy popup

Sort table by clicking gradient header

Location summary screenAfter logging in, System open the Location Summary screen. This is the homepage of the system.

User name dropdown list: contains all active counters of the system. This is available only if the login user is Admin or Consignment Manager.

User select a username to see the list of Account that this username manages.

Account list:

Location list:

Stocktake history

From account list, click on an account to view the location list of this account

From the location list, click on a location name to view stocktake history of the selected location

Location summary screen

Location summary – Account information

View Account information: click on to view the information of an account

The account list can be sort by clicking on column header. This data can be sorted by column: Sold-out, Account name and Next account

Location summary – Location listFrom the account list, user clicks on an account name to open the location list for an account.

: Click on this icon to view the location detail

: Click on this icon to start a new count

: Click on this icon to go to Consigment Return page

There are 2 types of record at this screen: Inventory control and Consignment

Click on the row to view the Stocktake history

: Click on this icon to open the existing count

Location summary – Stocktake historyAt least one icon will show for each historic count, typically “Open count,” which takes the user to the Inventory control or Consignment Count Screens. These screens will only be editable if the count is still open, (not locked).Only the latest count can be “open,” since you can't start a new count while the last count is still open. If a count is open, a “Delete count” icon will be available

Click this icon to View Inventory control/ Consignment screens

Click this icon to Delete count

Create/Update an open Consignment Count

:Click this button to save changes and back to Location Summary screen

: to lock this count and move to next step.- If Accuracy = 100%, the status will be updated to ‘Reconciling’ and back to the Location Summary screen- If Accuracy < 100%, the status will be updated to ‘Reviewing’. System will navigate to Consignment Review screen

This screen allows Counter to report the stock of a consignment division.

Consignment Review

:Click this button to save changes and back to location summary screen

:Click this button to lock this countthe status will be updated to ‘Reconciling’ and back. System will navigate to Consignment Reconciling

This screen allow counters to review the count and add any explanation or notes before locking the count. After this, Counter is done for this Division.

Consignment Reconciling

:Click this button to save changes and back to location summary screen

:Click this button to lock this countthe status will be updated to ‘Reconciled’ and back. System will navigate to Consignment Reconciled screen

This screen allows Consignment Manager to reconcile the count that Counter has done. This also allows Counter to view (readonly) the count.

Consignment Reconciled

:Click this button to go back to Location Summary screen. User can see the count as read only

This screen allows Consignment Manager and Counters to view the reconciled count.

This screen allows users to send a request to return products of a consignment location. After submit, user will receive a receipt with RAN number.

Note:-Refill value cannot go over the Agreement - Book + Return Quantity-Return value is mandatory when submit, and between 0 and Book value -Return reason is required

: Click this button to discard change and back to Location summary page

: Click this button to submit a return request

Consignment return

Consignment return - Return authorization

If a return is submitted successfully, a receipt is shown to user. This contains the information that user sent, and a RAN number. Each request has a unique RAN number assigned.User clicks button Close to close the message and back to Location summary screen

Inventory control – Add/Open count

: Click this icon to add new equivalent product: Click this icon to delete an existing product : Click this icon to add new Product item

Click on the row to populate the Product History

Order No will be read only until the count is quoted

Inventory control – Add/Open new item

: simulates the order, saves the current data and updates the returned values on screen. The user remains in the IC Screen. This button becomes inactive if the count has been quoted or locked

: submits the quote, saves the current data and updates the returned values on screen, (including the Tracking No.). Inventory Control screen is remained. Then the Simulate and Quote buttons are hidden

: If the count is quoted, this button will send the count information to SAP system to convert the existing quote to order. User is returned to the Location Summary screen. This button is inactive once the count is locked.If the count is not quoted, the button will simply lock the count and exit.

: Discards any unsaved changes and returns to the Location Summary screen

Search Product-Searching Products by selecting products from the Hierarchy Explorer then clicking on Search Product button- Note: The “Product Hierarchy” field looks locked but is populated with the result of the hierarchy drill down tool just to its right.

Inventory control – Add product item

There are four levels to the hierarchy; Franchise, Division, Major and Minor. The hierarchy allows the user to explore up and down the levels using the up and down arrows until they find a hierarchy they would like to use. If a hierarchy level is clicked, the selection is transferred to the relevant filter field on the left.

Inventory control – Add product itemAdd new product to the location

Clicking on the “Add Item” icon for any product will add the product to the count, under the source item, (selected item in the IC screen). If the “Use existing item’s PAR Levels” checkbox is ticked, the item will be created with the same Min & Max PAR levels as the source item.

Notes: If the item already exists in the location, clicking on its icon simply jumps the focus to that item's row in the IC screen.

Inventory control – Add Equivalent product

This screen shows the alternate items that the user may want to add a new Equivalent Product to the count

Insert the selected item into the location just below the source product, with the same Min & Max PAR levels

Open icon if the product item already exists in the location . Clicking on this will simply jumps the focus to that item's row in the IC screen.

Any item shown whose inner quantity is different to the source item will have that value highlighted.

Inventory control – Delete product

When user wants to delete an item, system will ask user for confirmation.-If user click DELETE button, system will delete the record and go back to inventory list-If user click CANCEL, record will not be deleted. User is redirect to inventory list

Administration3. Click on A/C Hierarchy & Territories hyperlink to open A/C Hierarchy & Territories screen

4. Click on Competitor Products hyper link to open Competitor Product screen

5. Click on Product Equivalency Tool hyper link to open Product Equivalency Tool system1. Click On User Maintenance to open User Maintenance screen

2. Click on Vender Maintenance hyper link to open Vendor Maintenance screen

1. Administration – User maintenance

: After making changes on screen, user click this button to save change.

: After making changes on screen, user click this button to save change. System will go back to Administration home screen

: User click this button to find active users. This button is disable until search criteria is entered. The result is shown in the dropdown list.

: click this button to open a popup to fill user information before adding the user to the user list above.

Administration – User maintenance – Add user

This popup is opened when Admin click Add user in User maintenance screen. This screen is for Admin to add more detailed information for the new user.

The default Role for added user is “Inventory Coordinator” and their status is enable.

Click button Save to add this user to list or Cancel to discard adding new user and back to User Maintenence page

2. Administration – Vendor maintenance• Since myShelf manages entire categories within hospitals, it is important to maintain information relating to the major vendors in those categories

•Filtering Vendor:To limit the number of record displaying on screen, user can filter by country, vendor code and vendor name.

• The return result will be populated tothe grid view

Administration – Vendor maintenance

:To save any changes about Vendor Name on vendor list, user need to click this button

:To add a new vendor to list, user clicks this button

Administration – Vendor maintenance – Add vendor

When user clicks add vendor button, a pop-up window is activate to allow user to add information for a vendor.

:To add this vendor, user clicks on this button.

:To discard changes and back to vendor list, user clicks on this button.

Note:- Fields: Vendor and vendor name are mandatory.-Vendor code need to be unique.-When the new vendor is inserted to DB and grid view

+ Vendor/Region will be concatenation between Vendor and Country+ Unique System Description will be concatenation between Vendor Name and Country

(3) Administration – A/C Hierarchy & Territories

Territory Filter

Sold-To Accounts

Counting Locations

Authorised Counters

User filter to list Sold to accounts list

Click on each row in Sold – to accounts list to view Counting location and Authorised Counters

Click on each row in Sold – to accounts list to view Counting location and Authorised Counters

Administration – A/C Hierarchy & Territories - Territory Filter

This filter allows user to list Sold – to account.User enter search criteria to:-Counter -Sold-to A/C No-Sold-to A/C Name-A/C group namethen click Filter button. System will display all sold-to accounts which match with filter criteria

Note: This list is limited to 50 records and if the results exceed this limit, the text, “More than 50 A/Cs match this request. Please refine your filters and try again.”

Filter Area

Search results

Administration – A/C Hierarchy & Territories - Sold – to Accounts

: Enter New group id then click this button to add Add Group button, the new group will be saved to Database and added to the drop down list and available for selecting

: Click this button to save any changes CUST. GROUP from grid view

Administration – A/C Hierarchy & Territories - Counting location & Authorised Counters

For Consigned locations, data can not be editedFor replenishment location fields: “Loc. A/C”, “Location Description” and “Status” can be edited. User click Save button to save any change

: Enter location code then click this button to add a new counting location : Select an assign counter from drop-down list to add a new authorised counter

: Click this icon to submit a Location Note : Click this icon to clone a Location

Administration – A/C Hierarchy & Territories Location Note

:Enter value to Location Note text area then click on Save button to submit a Location Note - Location Note is mandatory field

:Close the screen by clicking on this button

Administration – A/C Hierarchy & Territories - Counting location & Authorised Counters -

Location Clone

• Search account list by the enter Country, Sold-To A/C and Sold-To Name field then click on button

Note: Search results are limited to 50 records and if the results exceed this limit, the text, “More than 50 A/Cs match this request. Please refine your filters and try again.”

Clicking on any location’s “Clone Location” icon, will open a pop-up “Account Search” window. This allows a user to create a copy of the current location, under a different sold-to account; with the same Loc. Code, Location description, Location Note, status, order duration and safety level.

: Click this icon to add a desired location

Administration – A/C Hierarchy & Territories - Counting location & Authorised Counters - Location Clone

(4) Administration - Competitor product

: Click this button to add a new product

Click on a row to edit a product

There are thousands of competitor products in the myShelf database. For that reason, the maintenance has been divided into two phases; finding the item and editing the item

Administration- Competitor product/Add new product

: Fill data into fields and click Save changes button to add a new product. All fields are required

: Click this button to discard changes and back to Competitor product page

Administration - Competitor product/Edit a product

: Make any change then click this button to save changes.

: Click this button to discard change and back to Competitor product page

(5) Administration - Product Equivalency Tool

•This is the link to PET tool system

There are 4 roles exist in MyShelf as below:

• Administrators

Able to use any part of the site• Consignment Managers

Restricted from using the Administration functions

Consignment Managers should not see non-consignment locations• Inventory Coordinators

Restricted from administration and reconciliation functions.

• Consignment Coordinators: Restricted from administration, non-consignment location and reconciliation functions

User Roles

Login system by user who has Administrator role• Counter drop down list displays all counters (all user who has Inventory Coordinator and Consignment Coordinator

• Can see the Administration menu and works with all functions under the menu

• Able to + Open the existing Count,

+ Add new Consignment, Inventory Control Count

+ Consignment Return

+ Delete the in progress count

Login system by user who has Consignment Manager role

• Counter drop down list displays all counters (all user who has Inventory Coordinator and Consignment Coordinator

• Cannot see the Administration menu and see cannot see the non-consignment location

• Able to + Open the existing Consignment Count (including Reconciliation functions) + Add new Consignment + Consignment Return + Delete the in progress Consignment count

Login system by user who has Inventory Coordinator role

• The Account List table, shows a list of accounts/hospitals associated with a particular user. For Counters, the user name is preselected and display as read only

• Cannot see the Administration menu and works with all functions under the menu

Login system by user who has Inventory Coordinator role

• Can add new consignment/inventory control count

• Can work with Consignment Return

• Can delete the in progress count

• Only view Consignment Reconciliations screen as read only

Login system by user who has Consignment Coordinator role

• The Account List table, shows a list of accounts/hospitals associated with a particular user. For Counters, the user name is preselected and display as read only

• Cannot see the Administration menu and works with all functions under the menu

Login system by user who has Consignment Coordinator role

• Cannot see the non consignment location

• Can add new or open consignment count

• Can work with Consignment Return

• Can delete the in progress consignment count

• Only view Consignment Reconciliations screen as read only