Filling Aids & Devices Orders
Introduction
All authorizations for Aids & Devices products will appear on the Aids & Devices report until the order has been filled and the necessary fields on the Edit Equipment screen have been completed.
Reviewing the Aids and Devices Report
Complete the following steps to open a report showing authorizations completed for Aids and Devices products.
Step 1
Open eFORCE.
Step 2
Choose the Reports link in the Navigation bar.
The Reports screen opens.
Step 3
Choose the Reports link in the Navigation bar.
Step 2
Choose the Aids and Devices report listed under the Authorizations Reports heading.
A list of authorizations completed for Aids & Devices products appears. Only those items which have not yet been filled are listed.
The following explains the information listed on this report:
Client Name. The Client Name column lists the client for whom the product has been ordered. (If the authorization has multiple items ordered, the client’s name will be listed for each item ordered.) The name is formatted as a link. If you choose the link, the client’s summary page will open. You can use the summary page to obtain address and contact information.
Authorization ID. The Authorization ID column lists the unique ID number assigned to the authorization. If the authorization has multiple items ordered, the authorization ID number will be listed for each item ordered. (See Jane Public authorization ID 277, for example. In this sample, the Counselor ordered three items for Jane on this authorization: Janis Slate, 4 Line Metal Slate, and Ream 3-Hole Punch Braille Paper.) The ID number is formatted as a link. If you choose the link, the Equipment Detail screen will open. This screen will list all items ordered on this authorization.
Item Detail. The Item Detail column lists the item ordered. The item is formatted as a link. If you choose the link, the Edit Equipment window will open. This window has fields for completing information about this specific item, including fields for indicating that the order has been completed and delivered by and sent information.
Quantity. The Quantity column lists the number of items ordered.
Cost Per Item. The Cost Per Item column lists the amount for the item.
Item Total. The Item Total column lists the total amount authorized for the item.
Ship To. The Ship To column lists the instructions for delivering the item(s) ordered.
Authorized By. The Authorized By column lists the person who issued this authorization.
Issue Date. The Issue Date column lists the date this authorization was created.
Filling Aids and Devices Orders
Complete the following steps to open a report showing authorizations completed for Aids and Devices products.
Step 1
Open eFORCE.
Step 2
Choose the Reports link in the Navigation bar.
The Reports screen opens.
Step 3
Choose the Aids and Devices report listed under the Authorizations Reports heading.
A list of authorizations completed for Aids & Devices products appears. Only those items which have not yet been filled are listed.
Step 4
Fill the orders as indicated on the report.
Step 5
Enter order information into the Aids & Devices database. Then, print the Invoice for Accounting.
Step 6
When you have completed an order, complete the fields on the Edit Equipment screen to indicate the order has been filled. Choose the Authorization ID number link to open the authorization’s Equipment Detail screen.
The Equipment Detail screen opens. It lists all of the items ordered on this authorization.
Step 7
Choose the item link to open the Edit Equipment screen.
The Edit Equipment screen for the item selected opens.
Step 8
Enter the date you filled the order for the item in the Received / Completed Date field.
If you mailed the item to the client or someone picked it up, complete the Delivered Date, Delivery Method, and Delivered By fields as well.
Step 9
Choose the Submit button.
Step 10
Repeat steps 7 through 9 for each item ordered on the authorization. Close the Edit Equipment screen when finished.
Step 11
On the Invoice, write the Authorization ID number for the items. Place the Invoice in your completed Authorizations slot.
Price Adjustments
Occasionally, you may receive an order that lists an amount that is less than the actual price for the item. In these instances, do the following:
- If the difference between the authorized amount and price
is less than $10, make a note on the Invoice indicating the price
difference. Accounting staff will make the adjustment when logging the
payment information.
- If the difference between the authorized amount and price is greater than $10, e-mail or call the person who created the authorization asking that he or she edit the authorization with the higher amount.