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Bill Only PO Process

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R Phillips
Advanced Member
Posts: 42
Advanced Member
4/6/2016 4:02 PM

    We are looking to refine our bill only process within Lawson and I am hoping someone already has a better process documented that we could use instead of us "reinventing the wheel".

    Currently, for most EDI suppliers we have created a non-EDI supplier to send POs (fax/email/call/carrier pigeon)  since inevitably if we send a bill only PO through EDI the items are shipped. We have bill only locations created in RQ01, so the requisitioner creates the req using the bill only location for their area, leaves it unreleased, and calls purchasing to let them know the PO is sitting there. The buyer releases the PO making sure that it is set to not send automatically (not EDI or fax integrator). Depending on the vendor, we then notify them of the PO information. The buyer has 20 minutes to make any changes since we have PO100 run every 20 minutes. Inevitably, the invoice comes in EDI, so it is tagged to the wrong vendor and many times the lines mismatch. This process has been in place for over 10 years, but every month we still have either someone forget or someone new that has issues causing an order to be shipped.

     

    Anyone have a better process? Has anyone found a way to EDI bill only POs without issues?

     

    Thanks!

    Rebecca

    Kat V
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    Posts: 1020
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    4/6/2016 4:34 PM

      We have a similar setup to yours in that we have separate RQ01s for the bill only reqs.  But we created an attribute for requesting locations called "BillOnly" and populate it Y or N.

      There's an attribute list called NORMALLOC - this is what the PO100 that runs every 20 minutes batches.  There is another attribute list called BILLONLYLOC and a PO100 for that runs every morning at 8am and is set to leave the PO unreleased.  This allows the buyer to go in at will and change the issue method.

      Bill Ianni
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      Posts: 111
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      4/7/2016 11:53 AM
        RQC in Version 10 has a Bill Only Procedure form tab. The new form must be enabled at the Requester level. Information entered on the form tab will transmit thru EDI (EDI has been enhanced to accommodate). As Infor has initiated and delivered code for this process, perhaps future functionality will follow. There is some information available on the KB if you are interested. I'm currently testing a process for this new feature that works in conjunction with Templates (for X items), Process Flow (for special routing), EDI, and Drop Shipment (so the receipts are not necessary).
        Kat V
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        4/18/2016 5:25 PM
          We went live in March on v10 I was not impressed with the procedure tab - There was no way to hide fields as part of the config file - it would ruin the rest of the config and return required field errors - I'm told there is a new version to test now.

          It allows you to turn off print/edi but not mask patient name, birthdate, and social security number (no really - no way for me to remove a patient social security number from the PO system). It also doesn't mask Physician, Procedure or Procedure date.

          I am guessing that it was built with clients that have the Lawson patient billing module in mind. But we use EPIC and do not consider Lawson PO module to be a HIPAA source. This would certainly add that information in. You can mask the Visit number, Medical Record Number and Case ID.

          We did not go live. If I can remove bdate and ssn from the config we will certainly look into it again.
          Michelle Wetzel
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          Posts: 183
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          4/18/2016 6:27 PM
            Kat -

            We are going live in a few months; testing starts in a few weeks so I haven't even seen it yet. Is there any way to leave off the bdate, name, ssn on the procedure tab or are they all required fields? We also are strongly opposed to patient information in the PO module since we have EPIC.

            Thanks,
            Michelle
            Kat V
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            Posts: 1020
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            4/18/2016 6:54 PM
              In RQC version 10.0.6.15 it SHOULD allow you to add them to a hidden field list in the config.xml file. So they appear in RQ10 but are just blank.

              This version came out the week of our go live so I haven't had the chance to look yet.

               

               

               

              PS - the EDI was not GHX compatible in January - but this may have changed.  The documentation was not the greatest and I was never able to figure it out.  

              Lloyd Warnes
              Basic Member
              Posts: 9
              Basic Member
              4/18/2016 10:36 PM
                We use Process Automation to handle Bill Only requsittions.
                - Specifiic Bill Only requisiting locations are identified through an attribute
                - We utilize the RQC Approval trigger to launch the Bill Only process flow
                - PO100 is launched for that requsition number specifically
                - PO Issue is modifed to Do Not Print
                - Email message is generated to the Buyer and Requester with the PO number within a couple of minutes of release
                - 24 hours later a separate flow runs to perform receiving - this allows buyers time to correct anything on the PO