uniWIKI - User contributions [en]

Accounting Finance:Chase Paymentech-Import Daily Deposits to uniPHARM

2023-06-15T15:56:51Z

Nancyn: /* Contacts */

==Overview==
uniPHARM uses Chase Paymentech's as our credit card processor. Daily credit card deposits processed by the stores using one of uniPHARM POS terminals must be imported to uniPHARM in order for the stores to receive credit on their accounts.

==Contacts==
*Relationship Manager - Anmol Sandhu T:647.501.5241 [mailto:anmol.sandhu@jpmchase.com Anmol Sandhu]
*Sales Contact – Harry Cho, VP National Sales T:604.872.0303, TF: 877.872.0303, F: 844.364.9210 [mailto:harry.cho@chasepaymentech.com Harry Cho]
*Chase Helpdesk: T: 1-800.265.5158
*Toronto Customer Service: [mailto:Tor-CanadaCustomerService@chasepaymentech.ca Tor-CanadaCustomerService@chasepaymentech.ca ]

==Logging into Chase Paymentech==
#Open your supported web browser
#Logo into '''[http://rol.paymentech.com/| http://rol.paymentech.com/]'''
#Enter '''User Name'''
#Enter '''Password''' and click ''''Secure Login''''

==Import Daily Transaction Details File==
#Move to '''File Download'''
#Click on '''File Download'''
#Click '''Transaction Details''' (be careful to select the correct date)
#Click '''Open'''
#Drag the file to the '''bankedi2\Chase directory'''
#Click ''''Logout'''' to logout of Chase Paymentech

==Import Data to ASW==
#Enter ''''1'''' on the uniPHARM Extension screen (Master Menu) and press ''''enter''''
#Enter ''''1'''' (UWD Extension) and press ''''enter''''
#Enter ''''70'''' (Bank EDI) and press ''''enter''''
#Enter ''''FW'''' next to Chase Paymentech and press ''''enter''''
#Enter ''''IM'''' to import file and press ''''enter'''' '''(when file has been imported, the file name will disappear)'''
*Make sure each job is completed before pressing '''enter'''. Open ASW Work with Job List to check on job status
#Press ''''F12'''' to move back to previous panel
#Enter ''''FI'''' next to Chase Paymentech to view file imported if there is an error and press ''''enter'''' (''if imported file does not have an error, the file will be posted automatically)''

==Posting after Error==
1.Enter ''''DT'''' next to the file with the error and press ''''enter''''

2.Move to ''''Errors only?''' and enter ''''Y'''' (Yes) (''this shows only transaction with errors'') and press ''''enter''''
Correct only missing merchant number errors. If the error is not because of missing merchant numbers proceed to step ''''19.''''

3.To correct missing merchant number - press ''''F12'''' twice until you move back to Bank EDI Status panel.

4.Press ''''F7'''' ''(Merchant)''

5.Enter '''customer #''' to check if there are any merchant numbers listed for the customer ''(merchant numbers maybe inaccurate)'' and press ''''enter''''

6.If not, press ''''F6'''' to add new merchant #

7.In the maintain a merchant screen, enter:
*enter '''customer #'''
*enter '''card type''' ''(AX-AMEX,V-Visa,P-Debit Card,DS-Discover Card)''
*enter '''merchant #''' ''(V,M and P merchant numbers are identical)''
*For store credit cared only '''(enter only if the store is using a credit card to pay for statement)'''
*Press ''''enter''''

8.Repeat 6 & 7. for next card type

9.Press ''''F12'''' to move back to previous panel.

10.Enter ''''FI'''' (file imported to view errors again) and press ''''enter''''

11.Move to file - enter ''''DT'''' for details and press ''''enter''''

12.Move to '''Errors only?''' - enter ''''Y'''' (Yes) and there should be no missing merchant # errors. If there is an error, you might have to enter the transaction ''''DT'''' and press ''''enter'''' to accept the new merchant # in the '''Override partner''' section (verify to CC Batch Confirmation or CC Batch Upload file)

13.Press ''''enter''''

14.Press ''''F12'''' to move back to previous panel ''(the status of the file should now read '''Ready''')''

15. If error is due to multiple accounts using the same credit card (Central Park and Haney), then enter the account number corresponding to each transaction in the "Override Partner" field.

16.Enter ''''PO'''' to post file when the import is '''ready'''

17.Press ''''enter''''

18.Press ''''enter'''' to post this file into ASW. When file has been posted, the status will be '''Posted'''. (''Do not re-import a file into ASW)''

19.Press ''''F12'''' to move back to previous panel.

20. If the error is not because of the customer not missing the merchant number on file and because of a ''''00'''' transaction type. You have to go back and log on to ''''http://rol.paymentech.com/'''' and click on ''''Recon Solution'''', ''''Daily Report View'''' and ''''All Transactions''''

21. Make sure you have the correct date and click ''''Generate Report''''

22. Look at the ''''00'''' adjustment and make sure there are no dollar amounts and ''''Y'''' under the ''''Reject'''' column and log out

23. Go back to your download screen in Mocha and delete all the ''''00'''' adjustments. Depending on whether the adjustment was a credit or a debit, adjust the credit/debit count on the screen (top left) and adjust the debit/credit amount. Hit ''''enter'''' to save and ''''F12'''' to back out

24. The file should turn from red to green indicating that it is ready to be posted. Otherwise, check steps 23 or previous steps again. When the filename is in green, follow steps ''''15.-18.''''

25. All deletions should also be recorded on the ''''Import Batch Log''''

==Update Import Batch Control Log==
*Goto {{unc|\\superserver.unipharm.local\Accounting\common\AR\Banking\Chase Paymentech\POS Import| Chase Import Batch File}}
*Enter '''Imported Date'''
*Enter '''Actual Date'''
*Enter '''Batch #'''
*Enter '''ASW Beginning Journal #''' and '''ASW Ending Journal #'''. Find the Journal # through ASW as per below
[[file:Chase Journal.jpg|600px]]
*Enter '''Importer'''
*Enter any addition '''notes''' if require.
*Save '''file'''

[[Category:Workflows-Finance]]
[[Category:Bank]]
[[Category:Chase]]

Category:Canada Post

2021-11-08T22:36:42Z

Nancyn: Created page with " Category:Customer Service"

[[Category:Customer Service]]

Customer Service:Canada Post Mail

2021-11-08T22:35:41Z

Nancyn:

==Canada Post/Outside Mail==

==='''Canada Post''' delivers to the '''Receiving Department''' because they do also deliver PO boxes for inventory===

'''Receiving''' will place the mail to be processed in one of the '''Customer Service''' members mail boxes.

A designated Customer Service Member will retrieve the mail from the mail box and open, sort and date stamp the mail.

If there is any mail that is addressed to a specific employee, DO NOT OPEN just date stamp the envelope and place in the members mailbox.

Mail that is from our Extended Health Benefits or WCB '''DO NOT OPEN''' just date stamp give to '''Angela'''.

Mail from Lawyers or Government Agencies '''DO NOT OPEN''' just date stamp and ask Nancy who you should give it to.

===Customer Service processes all '''Narcotic Control Forms''' often arriving in orange envelopes.===

===Accounts Payable Invoices===

Different Accounts payable Staff Members receive specific invoices.

Date stamp and sort all invoices into '''Net 30''' and '''Discount Invoices'''

Distribute the sorted invoices to the appropriate Accounting Member.

===Cheques===

Cheques received are processed in the '''Cheque Receipt Register''' located on the Super Server Customer Service (K:)/common/Cheque Receipt/Cheque Receipts (Unipharm & UMC Charity) (Office 2010).

Once the Cheques are entered make a copy of the Register and give the paperwork and cheques to the appropriate Accounting Members.

[[Category:Workflows-Customer Service]]
[[Category:Canada Post]]

Customer Service:Returns Authorization-Issuing a Returns Authorization

2021-09-14T18:08:39Z

Nancyn:

==Overview==
*Determine the issue a return, credit the customer, issue a narcotic return
*Book a pick up via Loomis/Purolator or if this is an Atlas return
*Who pays for the freight of the return
*Where to locate the uniPHARM returns policy
*Due to the returns policy changing and being updated it is recommended to always keep a copy of the most current copies of the returns policies at you desk.
*You can locate the returns policies: {{unc|\\SUPERSERVER\FormsGeneral\RETURNS|\\SUPERSERVER\FormsGeneral\RETURNS}}
*Please note that all three types of clients have different rules to follow.
*Use worksheet to determine freight company used for the shareholder/customer {{unc|\\SUPERSERVER\Shared User Folders\DC Richmond\All freight by customers.xlsx|Freight Worksheet}}

==What Kind of Return==
*'''What kind of items are they returning?'''
(Narcotics, Pharmaceuticals (regular pharmaceuticals, fridge items, injectable, special orders that were originally purchased as regular stock), Home Healthcare, Front Store Items, Special Orders, and Promo Items)
*'''Why are they needing to return the products? '''
(ordered in error, outdated, damaged, faulty, over shipped, overstock, incorrect item shipped, medical device return, products no longer needed due to patient passing).
*'''What type of store are you talking to?'''
(shareholder, customer, associate member)
*From this information you must determine if they can '''return the item''', to see if '''we want it back''', who pays the '''freight''', where is the store '''located''', do we need to arrange a '''pick up'''.
*'''Is it a Web Return?'''
Web returns can be located on InfoNet on the Main page under the "Carrier Interface" column at the bottom and is listed as "Web Claims Requiring Waybills". [https://infonet.unipharm.com/unipharm/in_caint07.pgm?rand=7631| https://infonet.unipharm.com/unipharm/in_caint07.pgm?rand=7631]
#If the return is from an Intown store serviced by Atlas or Bowen Island Freight you can exclude the RA.
#If it is a store serviced by Purolator or Loomis book with the correct carrier, enter the waybill or PIN in the HotLine and check the entry in InfoNet as "Done"

==Hotline Incident==
1.Enter the '''person's name''' you are speaking to in '''Contact'''.

2.Determine what they are needing and enter the appropriate '''Problem/Resolution Code'''s (RTN/RMA, RTN/RCL, RTN/MDRTN, RTNARC/RMA).

Problem Resolution
RTN RMA
Regular return
RTN RCL
Return on recalled item (only recalls are coded like this)
RTN MDRTN
Return on Medical Devices that are faulty
RTNARC RMA
Return of Narcotics

3.If you are unsure of the correct code once again you can press ''''F4'''' to pull up an appropriate menu for these codes

[[File:returns10.png|500px]]

4.Enter Notes
*Shareholder In-town

[[File:returns11.png|500px]]

*Customer In-town

[[File:returns12.png|500px]]

==Out of Town Returns==
A '''RMA''' for Out of Town stores is processed similarly to In Town stores except that when we take calls for returns from Out of Town Stores that require Loomis service or Purolator, Customer Service books a pick up via Loomis e- Solutions or Purolator e-Ship. '''NOTE - we are presently testing customers with Purolator and only a selected number of customers will be using Purolator. Please refer to [http://elearning.unipharm.local:8080/mediawiki/index.php/Customer_Service:Purolator-E-ship_Online Purolator-E-ship Oline] for more information.'''

Website: [http://www.loomisexpress.com/ca/wfTrackingForm.aspx http://www.loomisexpress.com/ca/wfTrackingForm.aspx ]

===-e-Solutions===
[[File:returns13.png|500px]]

[[File:returns14.png|500px]]

[[File:returns15.png|500px]]

[[File:returns16.png|500px]]

[[Category:Workflows-Customer Service]]
[[Category:Returns Authorization]]

==Atlas - In-town Delivery to Another Location==

Director of Distribution and Purchasing has approved to allow in-town stores to ship product to another store at no cost to the store. The store would have to request an RA from Customer Service and in turn, Customer Service will put the information in the notes of the Hotline and email to the DC group so that when the box comes back here it is in turn directly to the correct location.

Customer Service:Returns Authorization-Issuing a Returns Authorization

2021-09-14T18:07:41Z

Nancyn: /* What Kind of Return */

==Overview==
*Determine the issue a return, credit the customer, issue a narcotic return
*Book a pick up via Loomis/Purolator or if this is an Atlas return
*Who pays for the freight of the return
*Where to locate the uniPHARM returns policy
*Due to the returns policy changing and being updated it is recommended to always keep a copy of the most current copies of the returns policies at you desk.
*You can locate the returns policies: {{unc|\\SUPERSERVER\FormsGeneral\RETURNS|\\SUPERSERVER\FormsGeneral\RETURNS}}
*Please note that all three types of clients have different rules to follow.
*Use worksheet to determine freight company used for the shareholder/customer {{unc|\\SUPERSERVER\Shared User Folders\DC Richmond\All freight by customers.xlsx|Freight Worksheet}}

==What Kind of Return==
*'''What kind of items are they returning?'''
(Narcotics, Pharmaceuticals (regular pharmaceuticals, fridge items, injectable, special orders that were originally purchased as regular stock), Home Healthcare, Front Store Items, Special Orders, and Promo Items)
*'''Why are they needing to return the products? '''
(ordered in error, outdated, damaged, faulty, over shipped, overstock, incorrect item shipped, medical device return, products no longer needed due to patient passing).
*'''What type of store are you talking to?'''
(shareholder, customer, associate member)
*From this information you must determine if they can '''return the item''', to see if '''we want it back''', who pays the '''freight''', where is the store '''located''', do we need to arrange a '''pick up'''.
*'''Is it a Web Return?'''
Web returns can be located on InfoNet on the Main page under the "Carrier Interface" column at the bottom and is listed as "Web Claims Requiring Waybills". [https://infonet.unipharm.com/unipharm/in_caint07.pgm?rand=7631| https://infonet.unipharm.com/unipharm/in_caint07.pgm?rand=7631]
**If the return is from an Intown store serviced by Atlas or Bowen Island Freight you can exclude the RA.
**If it is a store serviced by Purolator or Loomis book with the correct carrier, enter the waybill or PIN in the HotLine and check the entry in InfoNet as "Done"

==Hotline Incident==
1.Enter the '''person's name''' you are speaking to in '''Contact'''.

2.Determine what they are needing and enter the appropriate '''Problem/Resolution Code'''s (RTN/RMA, RTN/RCL, RTN/MDRTN, RTNARC/RMA).

Problem Resolution
RTN RMA
Regular return
RTN RCL
Return on recalled item (only recalls are coded like this)
RTN MDRTN
Return on Medical Devices that are faulty
RTNARC RMA
Return of Narcotics

3.If you are unsure of the correct code once again you can press ''''F4'''' to pull up an appropriate menu for these codes

[[File:returns10.png|500px]]

4.Enter Notes
*Shareholder In-town

[[File:returns11.png|500px]]

*Customer In-town

[[File:returns12.png|500px]]

==Out of Town Returns==
A '''RMA''' for Out of Town stores is processed similarly to In Town stores except that when we take calls for returns from Out of Town Stores that require Loomis service or Purolator, Customer Service books a pick up via Loomis e- Solutions or Purolator e-Ship. '''NOTE - we are presently testing customers with Purolator and only a selected number of customers will be using Purolator. Please refer to [http://elearning.unipharm.local:8080/mediawiki/index.php/Customer_Service:Purolator-E-ship_Online Purolator-E-ship Oline] for more information.'''

Website: [http://www.loomisexpress.com/ca/wfTrackingForm.aspx http://www.loomisexpress.com/ca/wfTrackingForm.aspx ]

===-e-Solutions===
[[File:returns13.png|500px]]

[[File:returns14.png|500px]]

[[File:returns15.png|500px]]

[[File:returns16.png|500px]]

[[Category:Workflows-Customer Service]]
[[Category:Returns Authorization]]

==Atlas - In-town Delivery to Another Location==

Director of Distribution and Purchasing has approved to allow in-town stores to ship product to another store at no cost to the store. The store would have to request an RA from Customer Service and in turn, Customer Service will put the information in the notes of the Hotline and email to the DC group so that when the box comes back here it is in turn directly to the correct location.

Customer Service:Returns Authorization-Issuing a Returns Authorization

2021-09-14T18:06:55Z

Nancyn:

==Overview==
*Determine the issue a return, credit the customer, issue a narcotic return
*Book a pick up via Loomis/Purolator or if this is an Atlas return
*Who pays for the freight of the return
*Where to locate the uniPHARM returns policy
*Due to the returns policy changing and being updated it is recommended to always keep a copy of the most current copies of the returns policies at you desk.
*You can locate the returns policies: {{unc|\\SUPERSERVER\FormsGeneral\RETURNS|\\SUPERSERVER\FormsGeneral\RETURNS}}
*Please note that all three types of clients have different rules to follow.
*Use worksheet to determine freight company used for the shareholder/customer {{unc|\\SUPERSERVER\Shared User Folders\DC Richmond\All freight by customers.xlsx|Freight Worksheet}}

==What Kind of Return==
*'''What kind of items are they returning?'''
(Narcotics, Pharmaceuticals (regular pharmaceuticals, fridge items, injectable, special orders that were originally purchased as regular stock), Home Healthcare, Front Store Items, Special Orders, and Promo Items)
*'''Why are they needing to return the products? '''
(ordered in error, outdated, damaged, faulty, over shipped, overstock, incorrect item shipped, medical device return, products no longer needed due to patient passing).
*'''What type of store are you talking to?'''
(shareholder, customer, associate member)
*From this information you must determine if they can '''return the item''', to see if '''we want it back''', who pays the '''freight''', where is the store '''located''', do we need to arrange a '''pick up'''.
*'''Is it a Web Return?'''
Web returns can be located on InfoNet on the Main page under the "Carrier Interface" column at the bottom and is listed as "Web Claims Requiring Waybills". [https://infonet.unipharm.com/unipharm/in_caint07.pgm?rand=7631| https://infonet.unipharm.com/unipharm/in_caint07.pgm?rand=7631]
*If the return is from an Intown store serviced by Atlas or Bowen Island Freight you can exclude the RA.
*If it is a store serviced by Purolator or Loomis book with the correct carrier, enter the waybill or PIN in the HotLine and check the entry in InfoNet as "Done"

==Hotline Incident==
1.Enter the '''person's name''' you are speaking to in '''Contact'''.

2.Determine what they are needing and enter the appropriate '''Problem/Resolution Code'''s (RTN/RMA, RTN/RCL, RTN/MDRTN, RTNARC/RMA).

Problem Resolution
RTN RMA
Regular return
RTN RCL
Return on recalled item (only recalls are coded like this)
RTN MDRTN
Return on Medical Devices that are faulty
RTNARC RMA
Return of Narcotics

3.If you are unsure of the correct code once again you can press ''''F4'''' to pull up an appropriate menu for these codes

[[File:returns10.png|500px]]

4.Enter Notes
*Shareholder In-town

[[File:returns11.png|500px]]

*Customer In-town

[[File:returns12.png|500px]]

==Out of Town Returns==
A '''RMA''' for Out of Town stores is processed similarly to In Town stores except that when we take calls for returns from Out of Town Stores that require Loomis service or Purolator, Customer Service books a pick up via Loomis e- Solutions or Purolator e-Ship. '''NOTE - we are presently testing customers with Purolator and only a selected number of customers will be using Purolator. Please refer to [http://elearning.unipharm.local:8080/mediawiki/index.php/Customer_Service:Purolator-E-ship_Online Purolator-E-ship Oline] for more information.'''

Website: [http://www.loomisexpress.com/ca/wfTrackingForm.aspx http://www.loomisexpress.com/ca/wfTrackingForm.aspx ]

===-e-Solutions===
[[File:returns13.png|500px]]

[[File:returns14.png|500px]]

[[File:returns15.png|500px]]

[[File:returns16.png|500px]]

[[Category:Workflows-Customer Service]]
[[Category:Returns Authorization]]

==Atlas - In-town Delivery to Another Location==

Director of Distribution and Purchasing has approved to allow in-town stores to ship product to another store at no cost to the store. The store would have to request an RA from Customer Service and in turn, Customer Service will put the information in the notes of the Hotline and email to the DC group so that when the box comes back here it is in turn directly to the correct location.

Customer Service:Returns Authorization-Issuing a Returns Authorization

2021-09-14T18:04:56Z

Nancyn:

==Overview==
*Determine the issue a return, credit the customer, issue a narcotic return
*Book a pick up via Loomis/Purolator or if this is an Atlas return
*Who pays for the freight of the return
*Where to locate the uniPHARM returns policy
*Due to the returns policy changing and being updated it is recommended to always keep a copy of the most current copies of the returns policies at you desk.
*You can locate the returns policies: {{unc|\\SUPERSERVER\FormsGeneral\RETURNS|\\SUPERSERVER\FormsGeneral\RETURNS}}
*Please note that all three types of clients have different rules to follow.
*Use worksheet to determine freight company used for the shareholder/customer {{unc|\\SUPERSERVER\Shared User Folders\DC Richmond\All freight by customers.xlsx|Freight Worksheet}}

==What Kind of Return==
*'''What kind of items are they returning?'''
(Narcotics, Pharmaceuticals (regular pharmaceuticals, fridge items, injectable, special orders that were originally purchased as regular stock), Home Healthcare, Front Store Items, Special Orders, and Promo Items)
*'''Why are they needing to return the products? '''
(ordered in error, outdated, damaged, faulty, over shipped, overstock, incorrect item shipped, medical device return, products no longer needed due to patient passing).
*'''What type of store are you talking to?'''
(shareholder, customer, associate member)
*From this information you must determine if they can '''return the item''', to see if '''we want it back''', who pays the '''freight''', where is the store '''located''', do we need to arrange a '''pick up'''.
*'''Is it a Web Return?'''
Web returns can be located on InfoNet on the Main page under the "Carrier Interface" column at the bottom and is listed as "Web Claims Requiring Waybills". [https://infonet.unipharm.com/unipharm/in_caint07.pgm?rand=7631|https://infonet.unipharm.com/unipharm/in_caint07.pgm?rand=7631]
*If the return is from an Intown store serviced by Atlas or Bowen Island Freight you can exclude the RA.
*If it is a store serviced by Purolator or Loomis book with the correct carrier, enter the waybill or PIN in the HotLine and check the entry in InfoNet as "Done"

==Hotline Incident==
1.Enter the '''person's name''' you are speaking to in '''Contact'''.

2.Determine what they are needing and enter the appropriate '''Problem/Resolution Code'''s (RTN/RMA, RTN/RCL, RTN/MDRTN, RTNARC/RMA).

Problem Resolution
RTN RMA
Regular return
RTN RCL
Return on recalled item (only recalls are coded like this)
RTN MDRTN
Return on Medical Devices that are faulty
RTNARC RMA
Return of Narcotics

3.If you are unsure of the correct code once again you can press ''''F4'''' to pull up an appropriate menu for these codes

[[File:returns10.png|500px]]

4.Enter Notes
*Shareholder In-town

[[File:returns11.png|500px]]

*Customer In-town

[[File:returns12.png|500px]]

==Out of Town Returns==
A '''RMA''' for Out of Town stores is processed similarly to In Town stores except that when we take calls for returns from Out of Town Stores that require Loomis service or Purolator, Customer Service books a pick up via Loomis e- Solutions or Purolator e-Ship. '''NOTE - we are presently testing customers with Purolator and only a selected number of customers will be using Purolator. Please refer to [http://elearning.unipharm.local:8080/mediawiki/index.php/Customer_Service:Purolator-E-ship_Online Purolator-E-ship Oline] for more information.'''

Website: [http://www.loomisexpress.com/ca/wfTrackingForm.aspx http://www.loomisexpress.com/ca/wfTrackingForm.aspx ]

===-e-Solutions===
[[File:returns13.png|500px]]

[[File:returns14.png|500px]]

[[File:returns15.png|500px]]

[[File:returns16.png|500px]]

[[Category:Workflows-Customer Service]]
[[Category:Returns Authorization]]

==Atlas - In-town Delivery to Another Location==

Director of Distribution and Purchasing has approved to allow in-town stores to ship product to another store at no cost to the store. The store would have to request an RA from Customer Service and in turn, Customer Service will put the information in the notes of the Hotline and email to the DC group so that when the box comes back here it is in turn directly to the correct location.

Customer Service:Returns Authorization-Issuing a Returns Authorization

2021-09-14T18:03:30Z

Nancyn:

==Overview==
*Determine the issue a return, credit the customer, issue a narcotic return
*Book a pick up via Loomis/Purolator or if this is an Atlas return
*Who pays for the freight of the return
*Where to locate the uniPHARM returns policy
*Due to the returns policy changing and being updated it is recommended to always keep a copy of the most current copies of the returns policies at you desk.
*You can locate the returns policies: {{unc|\\SUPERSERVER\FormsGeneral\RETURNS|\\SUPERSERVER\FormsGeneral\RETURNS}}
*Please note that all three types of clients have different rules to follow.
*Use worksheet to determine freight company used for the shareholder/customer {{unc|\\SUPERSERVER\Shared User Folders\DC Richmond\All freight by customers.xlsx|Freight Worksheet}}

==What Kind of Return==
*'''What kind of items are they returning?'''
(Narcotics, Pharmaceuticals (regular pharmaceuticals, fridge items, injectable, special orders that were originally purchased as regular stock), Home Healthcare, Front Store Items, Special Orders, and Promo Items)
*'''Why are they needing to return the products? '''
(ordered in error, outdated, damaged, faulty, over shipped, overstock, incorrect item shipped, medical device return, products no longer needed due to patient passing).
*'''What type of store are you talking to?'''
(shareholder, customer, associate member)
*From this information you must determine if they can '''return the item''', to see if '''we want it back''', who pays the '''freight''', where is the store '''located''', do we need to arrange a '''pick up'''.
*'''Is it a Web Return?'''
Web returns can be located on InfoNet on the Main page under the "Carrier Interface" column at the bottom and is listed as "Web Claims Requiring Waybills". [https://infonet.unipharm.com/unipharm/in_caint07.pgm?rand=7631]
*If the return is from an Intown store serviced by Atlas or Bowen Island Freight you can exclude the RA.
*If it is a store serviced by Purolator or Loomis book with the correct carrier, enter the waybill or PIN in the HotLine and check the entry in InfoNet as "Done"

==Hotline Incident==
1.Enter the '''person's name''' you are speaking to in '''Contact'''.

2.Determine what they are needing and enter the appropriate '''Problem/Resolution Code'''s (RTN/RMA, RTN/RCL, RTN/MDRTN, RTNARC/RMA).

Problem Resolution
RTN RMA
Regular return
RTN RCL
Return on recalled item (only recalls are coded like this)
RTN MDRTN
Return on Medical Devices that are faulty
RTNARC RMA
Return of Narcotics

3.If you are unsure of the correct code once again you can press ''''F4'''' to pull up an appropriate menu for these codes

[[File:returns10.png|500px]]

4.Enter Notes
*Shareholder In-town

[[File:returns11.png|500px]]

*Customer In-town

[[File:returns12.png|500px]]

==Out of Town Returns==
A '''RMA''' for Out of Town stores is processed similarly to In Town stores except that when we take calls for returns from Out of Town Stores that require Loomis service or Purolator, Customer Service books a pick up via Loomis e- Solutions or Purolator e-Ship. '''NOTE - we are presently testing customers with Purolator and only a selected number of customers will be using Purolator. Please refer to [http://elearning.unipharm.local:8080/mediawiki/index.php/Customer_Service:Purolator-E-ship_Online Purolator-E-ship Oline] for more information.'''

Website: [http://www.loomisexpress.com/ca/wfTrackingForm.aspx http://www.loomisexpress.com/ca/wfTrackingForm.aspx ]

===-e-Solutions===
[[File:returns13.png|500px]]

[[File:returns14.png|500px]]

[[File:returns15.png|500px]]

[[File:returns16.png|500px]]

[[Category:Workflows-Customer Service]]
[[Category:Returns Authorization]]

==Atlas - In-town Delivery to Another Location==

Director of Distribution and Purchasing has approved to allow in-town stores to ship product to another store at no cost to the store. The store would have to request an RA from Customer Service and in turn, Customer Service will put the information in the notes of the Hotline and email to the DC group so that when the box comes back here it is in turn directly to the correct location.

Customer Service:Returns Authorization-Issuing a Returns Authorization

2021-09-14T17:56:01Z

Nancyn:

==Overview==
*Determine the issue a return, credit the customer, issue a narcotic return
*Book a pick up via Loomis/Purolator or if this is an Atlas return
*Who pays for the freight of the return
*Where to locate the uniPHARM returns policy
*Due to the returns policy changing and being updated it is recommended to always keep a copy of the most current copies of the returns policies at you desk.
*You can locate the returns policies: {{unc|\\SUPERSERVER\FormsGeneral\RETURNS|\\SUPERSERVER\FormsGeneral\RETURNS}}
*Please note that all three types of clients have different rules to follow.
*Use worksheet to determine freight company used for the shareholder/customer {{unc|\\SUPERSERVER\Shared User Folders\DC Richmond\All freight by customers.xlsx|Freight Worksheet}}

==What Kind of Return==
*'''What kind of items are they returning?'''
(Narcotics, Pharmaceuticals (regular pharmaceuticals, fridge items, injectable, special orders that were originally purchased as regular stock), Home Healthcare, Front Store Items, Special Orders, and Promo Items)
*'''Why are they needing to return the products? '''
(ordered in error, outdated, damaged, faulty, over shipped, overstock, incorrect item shipped, medical device return, products no longer needed due to patient passing).
*'''What type of store are you talking to?'''
(shareholder, customer, associate member)
*From this information you must determine if they can '''return the item''', to see if '''we want it back''', who pays the '''freight''', where is the store '''located''', do we need to arrange a '''pick up'''.
*'''Is it a Web Return?'''
Web returns can be located on InfoNet on the Main page under the "Carrier Interface" column at the bottom and is listed as "Web Claims Requiring Waybills".
If the return is from an Intown store serviced by Atlas or Bowen Island Freight you can exclude the RA.
If it is a store serviced by Purolator or Loomis book with the correct carrier, enter the waybill or PIN in the HotLine and check the entry in InfoNet as "Done"

==Hotline Incident==
1.Enter the '''person's name''' you are speaking to in '''Contact'''.

2.Determine what they are needing and enter the appropriate '''Problem/Resolution Code'''s (RTN/RMA, RTN/RCL, RTN/MDRTN, RTNARC/RMA).

Problem Resolution
RTN RMA
Regular return
RTN RCL
Return on recalled item (only recalls are coded like this)
RTN MDRTN
Return on Medical Devices that are faulty
RTNARC RMA
Return of Narcotics

3.If you are unsure of the correct code once again you can press ''''F4'''' to pull up an appropriate menu for these codes

[[File:returns10.png|500px]]

4.Enter Notes
*Shareholder In-town

[[File:returns11.png|500px]]

*Customer In-town

[[File:returns12.png|500px]]

==Out of Town Returns==
A '''RMA''' for Out of Town stores is processed similarly to In Town stores except that when we take calls for returns from Out of Town Stores that require Loomis service or Purolator, Customer Service books a pick up via Loomis e- Solutions or Purolator e-Ship. '''NOTE - we are presently testing customers with Purolator and only a selected number of customers will be using Purolator. Please refer to [http://elearning.unipharm.local:8080/mediawiki/index.php/Customer_Service:Purolator-E-ship_Online Purolator-E-ship Oline] for more information.'''

Website: [http://www.loomisexpress.com/ca/wfTrackingForm.aspx http://www.loomisexpress.com/ca/wfTrackingForm.aspx ]

===-e-Solutions===
[[File:returns13.png|500px]]

[[File:returns14.png|500px]]

[[File:returns15.png|500px]]

[[File:returns16.png|500px]]

[[Category:Workflows-Customer Service]]
[[Category:Returns Authorization]]

==Atlas - In-town Delivery to Another Location==

Director of Distribution and Purchasing has approved to allow in-town stores to ship product to another store at no cost to the store. The store would have to request an RA from Customer Service and in turn, Customer Service will put the information in the notes of the Hotline and email to the DC group so that when the box comes back here it is in turn directly to the correct location.

Customer Service:Returns Authorization-Issuing a Returns Authorization

2021-09-14T17:55:14Z

Nancyn:

==Overview==
*Determine the issue a return, credit the customer, issue a narcotic return
*Book a pick up via Loomis/Purolator or if this is an Atlas return
*Who pays for the freight of the return
*Where to locate the uniPHARM returns policy
*Due to the returns policy changing and being updated it is recommended to always keep a copy of the most current copies of the returns policies at you desk.
*You can locate the returns policies: {{unc|\\\\SUPERSERVER\FormsGeneral\RETURNS}}
*Please note that all three types of clients have different rules to follow.
*Use worksheet to determine freight company used for the shareholder/customer {{unc|\\SUPERSERVER\Shared User Folders\DC Richmond\All freight by customers.xlsx|Freight Worksheet}}

==What Kind of Return==
*'''What kind of items are they returning?'''
(Narcotics, Pharmaceuticals (regular pharmaceuticals, fridge items, injectable, special orders that were originally purchased as regular stock), Home Healthcare, Front Store Items, Special Orders, and Promo Items)
*'''Why are they needing to return the products? '''
(ordered in error, outdated, damaged, faulty, over shipped, overstock, incorrect item shipped, medical device return, products no longer needed due to patient passing).
*'''What type of store are you talking to?'''
(shareholder, customer, associate member)
*From this information you must determine if they can '''return the item''', to see if '''we want it back''', who pays the '''freight''', where is the store '''located''', do we need to arrange a '''pick up'''.
*'''Is it a Web Return?'''
Web returns can be located on InfoNet on the Main page under the "Carrier Interface" column at the bottom and is listed as "Web Claims Requiring Waybills".
If the return is from an Intown store serviced by Atlas or Bowen Island Freight you can exclude the RA.
If it is a store serviced by Purolator or Loomis book with the correct carrier, enter the waybill or PIN in the HotLine and check the entry in InfoNet as "Done"

==Hotline Incident==
1.Enter the '''person's name''' you are speaking to in '''Contact'''.

2.Determine what they are needing and enter the appropriate '''Problem/Resolution Code'''s (RTN/RMA, RTN/RCL, RTN/MDRTN, RTNARC/RMA).

Problem Resolution
RTN RMA
Regular return
RTN RCL
Return on recalled item (only recalls are coded like this)
RTN MDRTN
Return on Medical Devices that are faulty
RTNARC RMA
Return of Narcotics

3.If you are unsure of the correct code once again you can press ''''F4'''' to pull up an appropriate menu for these codes

[[File:returns10.png|500px]]

4.Enter Notes
*Shareholder In-town

[[File:returns11.png|500px]]

*Customer In-town

[[File:returns12.png|500px]]

==Out of Town Returns==
A '''RMA''' for Out of Town stores is processed similarly to In Town stores except that when we take calls for returns from Out of Town Stores that require Loomis service or Purolator, Customer Service books a pick up via Loomis e- Solutions or Purolator e-Ship. '''NOTE - we are presently testing customers with Purolator and only a selected number of customers will be using Purolator. Please refer to [http://elearning.unipharm.local:8080/mediawiki/index.php/Customer_Service:Purolator-E-ship_Online Purolator-E-ship Oline] for more information.'''

Website: [http://www.loomisexpress.com/ca/wfTrackingForm.aspx http://www.loomisexpress.com/ca/wfTrackingForm.aspx ]

===-e-Solutions===
[[File:returns13.png|500px]]

[[File:returns14.png|500px]]

[[File:returns15.png|500px]]

[[File:returns16.png|500px]]

[[Category:Workflows-Customer Service]]
[[Category:Returns Authorization]]

==Atlas - In-town Delivery to Another Location==

Director of Distribution and Purchasing has approved to allow in-town stores to ship product to another store at no cost to the store. The store would have to request an RA from Customer Service and in turn, Customer Service will put the information in the notes of the Hotline and email to the DC group so that when the box comes back here it is in turn directly to the correct location.

Accounting Finance:BCPA-Customer Invoicing

2021-06-23T17:01:27Z

Nancyn:

*British Columbia Pharmacy Association ('''BCPA''') will invoice uniPHARM monthly for corporate memberships for uniPHARM pharmacies. The annual fee for each member is $2,415 in which BCPA will provide a $575 discount to annual dues. uniPHARM will invoice each registered member shareholder '''$100 per month''' with the exception of Vita Vie which is invoiced '''$35 per month'''. ''Ackroyd (11300)'' and ''Super'' ''Grocer (11047)'' - do not invoice them.

*Associate Members have the option to join our corporate membership but there will be no subsidy. We will invoice the full amount back to the Associate Member.

*Members who have paid a full year will received a partial refund directly from BCPA.

*Seven stores will receive a monthly BCPA credit of '''$50''' and will not be participating in the corporate membership. They are: ''Morgan Creek (11546), Phoenix Dispensary (10802), Medicine Chest (10520), Medicine Chest Ogilvie (12270), Balkwill (11460), Crestwood Pharmacy (11540), and Saigon Pharmacy (11481).'' Finance will keep track of the fees on a worksheet {{unc|\\SUPERSERVER\Accounting\common\AR\Special Invoicing\BCPA\|BCPA}}

*Stores who are not members will not be receiving a credit. They are ''Regency Prescription #1 (10845) and Regency Prescription #3 (10847).''

[[User:Nancyn|Nancyn]] ([[User talk:Nancyn|talk]]) 14:50, 5 August 2016 (PDT)

[[Category:BCPA]]

Customer Service:InfoNext - Missing Freight Customer/Vendor Account Numbers

2021-04-06T00:15:38Z

Nancyn: /* Enter Missing Account Number */

==Overview==
Freight invoice data is imported into the InfoNext system daily & weekly but there will be missing customer account numbers (due to incomplete information being returned in the invoice records from the couriers) which must be identified and entered to ensure the freight cost has been allocated to the correct customer/vendor accounts.

==InfoNext==
Use only '''Chrome''' to access InfoNext or fields may not appear properly.

#Log into Infonet – go to [https://infonet.unipharm.com/unipharm/in_login.pgm https://infonet.unipharm.com/unipharm/in_login.pgm]
#Enter '''Username'''
#Enter '''Password'''
#Click '''Login'''
#Click '''InfoNext'''
#Click '''Carriers'''
#Click '''Carriers''' again
#Click '''Freight Costs'''
#Click '''Search Filters'''
#Click Show errors dropdown and select '''Only'''
#Click Show edited dropdown and select '''No'''
#Click '''Apply'''

==Enter Missing Account Number==
Look at the FName (From Name)column and the TName (To Name) column
Use Comments/Additional Notes to assist with the selection of the correct customer/vendor account number. It is best to use the reference field which is likely the Hotline number and the additional notes. You can also click on ''raw data''' to see if there is any additional information you can use.
Many times the information may be a Loomis waybill or a Purolator waybill that using their tracking system may help find the store to charge the freight record to.

#Right-click on first record and select '''View Invoice Line Details'''
#Click '''X''' to move back to previous screen
#Right-click on first record and select '''Link UWD Customer'''
#Enter '''Customer/Vendor''' (name or number)
#Click '''Save''' (Success will appear)
#Click '''OK'''

===Exceptions===
*Seaair - post to Pender Island Pharmacy
*Mccue to Edmonds/Northview - post to Mccue

===Unknown records===
*If unsure of specific records, please check with John or Gerald for guidance

[[Category:Workflows-Customer Service]]
[[Category:Freight]]

Customer Service:InfoNext - Missing Freight Customer Account

2021-03-30T20:26:28Z

Nancyn: Nancyn moved page Customer Service:InfoNext - Missing Freight Customer Account to Customer Service:InfoNext - Missing Freight Customer/Vendor Account Numbers

#REDIRECT [[Customer Service:InfoNext - Missing Freight Customer/Vendor Account Numbers]]

Customer Service:InfoNext - Missing Freight Customer/Vendor Account Numbers

2021-03-30T20:26:28Z

Nancyn: Nancyn moved page Customer Service:InfoNext - Missing Freight Customer Account to Customer Service:InfoNext - Missing Freight Customer/Vendor Account Numbers

==Overview==
Freight invoice data is imported into the InfoNext system daily but there will be missing customer account numbers which must be identified and entered to ensure the freight cost has been allocated to the correct customer/vendor accounts.

==InfoNext==
Use only Chrome to access InfoNext or fields may not appear properly.

#Log into Infonet – go to [https://infonet.unipharm.com/unipharm/in_login.pgm https://infonet.unipharm.com/unipharm/in_login.pgm]
#Enter '''Username'''
#Enter '''Password'''
#Click '''Login'''
#Click '''InfoNext'''
#Click '''Carriers'''
#Click '''Carriers''' again
#Click '''Freight Costs'''
#Click '''Search Filters'''
#Click Show errors dropdown and select '''Only'''
#Click Show edited dropdown and select '''No'''
#Click '''Apply'''

==Enter Missing Account Number==
Use Comments/Additional Notes to assist with the selection of the correct customer/vendor account number. It is best to use the reference field which is likely the Hotline number and the additional notes. You can also click on ''raw data''' to see if there is any additional information you can use.

#Right-click on first record and select '''View Invoice Line Details'''
#Click '''X"" to move back to previous screen
#Right-click on first record and select '''Link UWD Customer'''
#Enter '''Customer/Vendor'''
#Click '''Save''' (Success will appear)
#Click '''OK'''

===Exceptions===
*Seaair - post to Pender Island Pharmacy
*Mccue to Edmonds/Northview - post to Mccue

[[Category:Workflows-Customer Service]]
[[Category:Freight]]

Category:Freight

2021-03-30T19:52:48Z

Nancyn: Created page with "Category:Customer Service"

[[Category:Customer Service]]

Customer Service:InfoNext - Missing Freight Customer/Vendor Account Numbers

2021-03-30T19:49:24Z

Nancyn: /* Enter Missing Account Number */

Customer Service:InfoNext - Missing Freight Customer/Vendor Account Numbers

2021-03-29T19:04:27Z

Nancyn: /* InfoNext */

==Overview==
Freight invoice data is imported into the InfoNext system daily but there will be missing customer account numbers which must be identified and entered to ensure the freight cost has been allocated to the correct customer/vendor accounts.

==InfoNext==
Use only Chrome to access InfoNext or fields may not appear properly.

#Log into Infonet – go to [https://infonet.unipharm.com/unipharm/in_login.pgm https://infonet.unipharm.com/unipharm/in_login.pgm]
#Enter '''Username'''
#Enter '''Password'''
#Click '''Login'''
#Click '''InfoNext'''
#Click '''Carriers'''
#Click '''Carriers''' again
#Click '''Freight Costs'''
#Click '''Search Filters'''
#Click Show errors dropdown and select '''Only'''
#Click Show edited dropdown and select '''No'''
#Click '''Apply'''

==Enter Missing Account Number==
Use Comments/Additional Notes to assist with the selection of the correct customer/vendor account number. It is best to use the reference field which is likely the Hotline number and the additional notes. You can also use the shipment ID if provided but the other fields should provide the information quicker.

#Right-click on first record and select '''View Invoice Line Details'''
#Click '''X"" to move back to previous screen
#Right-click on first record and select '''Link UWD Customer'''
#Enter '''Customer/Vendor'''
#Click '''Save''' (Success will appear)
#Click '''OK'''

[[Category:Workflows-Customer Service]]
[[Category:Freight]]

Customer Service:InfoNext - Missing Freight Customer/Vendor Account Numbers

2021-03-29T19:03:08Z

Nancyn:

==Overview==
Freight invoice data is imported into the InfoNext system daily but there will be missing customer account numbers which must be identified and entered to ensure the freight cost has been allocated to the correct customer/vendor accounts.

==InfoNext==
Use only Chrome to access InfoNext or fields may not appear properly.

#Log into Infonet – go to [https://infonet.unipharm.com/unipharm/in_login.pgm https://infonet.unipharm.com/unipharm/in_login.pgm]
#Enter Username
#Enter Password
#Click '''Login'''
#Click '''InfoNext'''
"Click '''Carriers'''
#Click '''Carriers;;; again
#Click '''Freight Costs'''
Click '''Search Filters'''
Click Show errors dropdown and select '''Only'''
Click Show edited dropdown and select '''No'''
Click '''Apply'''

==Enter Missing Account Number==
Use Comments/Additional Notes to assist with the selection of the correct customer/vendor account number. It is best to use the reference field which is likely the Hotline number and the additional notes. You can also use the shipment ID if provided but the other fields should provide the information quicker.

#Right-click on first record and select '''View Invoice Line Details'''
#Click '''X"" to move back to previous screen
#Right-click on first record and select '''Link UWD Customer'''
#Enter '''Customer/Vendor'''
#Click '''Save''' (Success will appear)
#Click '''OK'''

[[Category:Workflows-Customer Service]]
[[Category:Freight]]

Customer Service:InfoNext - Missing Freight Customer/Vendor Account Numbers

2021-03-29T18:40:47Z

Nancyn:

==Overview==
Freight invoice data is imported into the InfoNext system daily but there will be missing customer account numbers which must be identified and enter to ensure the freight cost has been allocated to the correct customer/vendor accounts.

==InfoNext==
Use only Chrome to access InfoNext or fields may not appear properly.

#Log into Infonet – go to [https://infonet.unipharm.com/unipharm/in_login.pgm]
#Enter Username
#Enter Password
#Click '''Login'''
#Click '''InfoNext'''
"Click '''Carriers'''
#Click '''Carriers;;; again
#Click '''Freight Costs'''
Click '''Search Filters'''
Click Show errors dropdown and select '''Only'''
Click Show edited dropdown and select '''No'''
Click '''Apply'''

==Enter Missing Account Number==
Use Comments/Additional Notes to assist with the selection of the correct customer/vendor account number. It is best to use the reference field which is likely the Hotline number and the additional notes. You can also use the shipment ID if provided but the other fields should provide the information quicker.

#Right-click on first record and select '''View Invoice Line Details'''
#Click '''X"" to move back to previous screen
#Right-click on first record and select '''Link UWD Customer'''
#Enter '''Customer/Vendor'''
#Click '''Save'''
#Click '''OK'''

(uniPHARM & UMC Charity) (Office 2010).mdb}} .

==Enter Cheques==
*Click ''''Enter Cheques'''' and then click ''''Enter uniPHARM Cheques or Enter UMC Charity Cheques'
'''
[[File:Picture20.png|350px]]
[[File:Picture21.png|350px]]

*Enter all applicable information. If the '''cheque name''' is not the same as the account name, enter an '''alternative name''' and any additional '''notes''' as required. When cheque entry is completed, click the '''right arrow''' (next to record number) to enter a new cheque or click ''''Main Menu'''' when all cheques have been entered.

[[File:Picture3.png|700px]]

*Click ''''Back to Main Menu'''' and then click ''''Print Reports''''

[[File:Picture21.png|350px]]
[[File:Picture22.png|350px]]

*Click ''''Print uniPHARM Cheques by Date or UMC Cheques by Date'''' and then ''''change date'''' or click ''''OK''''

[[File:Picture4.png|350px]] [[File:Picture5.png|350px]]

*Print '''register''' and click ''''X'''' to leave database

[[File:Picture6.png|700px]]

*Forward customer cheques to '''Angela Chan''' (backup: Nancy Ng) and supplier cheques to '''Christine Del Rosario''' (backup: Nancy Ng)

==Import Account Number==
You may at some point have to update the account number table inside the ‘Cheque Receipts (uniPHARM & UMC Charity) (Office 2010).mdb’ database to include newly created account numbers. This process has been made as simple as possible for your convenience.

Please follow the steps below to update the account number table correctly:

#Log in to uniPHARM’s internal reporting website Infonet.
#Under the “Maintenance & Lists” column select ‘List Business Partners’.
#Under the “CSV Files” column choose ‘Partner Archive’.
#A warning will come up that asks if you would like to open or save this file. Select ‘Open’.
#Once the file is open in an excel worksheet there will be a yellow ‘Protected View’ notification at the top of the screen right under the menu bar. Select ‘Enable Editing’ to remove this warning.
#Now the file has to be saved over top of the current existing file in the Customer Service/Common/Cheque Receipts directory.
##Select the File menu and choose Save As from the menu.
##On the bottom of the Save As dialog box change the Save As type from ‘XML Spreadsheet 2003 (*.xml)’ to ‘Excel Workbook (*.xlsx)’.
##Leave the file name: in_list5 the same.
##Change the directory to save the file in to: Customer Service\Common\Cheque Receipts and then select Save.
##A warning message will pop up saying: ‘in_list5 already exists. Do you want to replace it? Select Yes.
##Close the spreadsheet.
##You have now saved this new version of in_list5 over top of the old version and can now import this new file into the Cheque Receipts database.
##Open the Cheque Receipts (uniPHARM & UMC Charity) (Office 2010) database file in the Customer Service\Common\Cheque Receipts directory just like you do when you are entering cheques.
##Once the database is open on the main menu choose the ‘Import Account Numbers’ option. This will run immediately upon clicking the button and will only take a few seconds and then it is finished.
##You can now either work with the Cheque Receipts database or you can choose the ‘Close Program’ menu choice to close it.

You have now completed all of the steps involved with updating the account number table inside the ‘Cheque Receipts (uniPHARM & UMC Charity) (Office 2010).mdb’ database’. If something isn’t working correctly or doesn’t seem right repeat all of the above steps again. If this still doesn’t solve the problem contact Jeremy Miller, the Cheque Receipts database administrator for further assistance.

===Notes===

*Following the above instructions will make sure you correctly update the account number table and will prevent downtime to the program.
*Selecting ‘Import Account Numbers’ from the main menu of the database will not update the account number table unless a new file is created from infonet and saved to the cheque receipts directory first.
*Infonet is updated in real time so as soon as an account number has been created and is activated you should be able to follow the above procedure and then see the new account available for use inside the database.
*You cannot follow the above procedure properly if the database is open at the time. Windows will not let you save the new in_list5.xls file overtop of the current one unless the database is closed.

[[Category:Workflows-Customer Service]]
[[Category:Freight]]

Accounting Finance:Purolator-Address Book

2021-03-29T17:35:52Z

Nancyn: /* Register New User */

==Overview==
uniPHARM has entered into an agreement with Purolator to handle freight services for a selected number of phase one customer accounts. This will be expanded to other customers and shareholders after the initial test phase. In the meantime, please do not offer this service to any customer or shareholder not on the attached list. {{unc|\\SUPERSERVER\Shared User Folders\DC Richmond\All freight by customers.xlsx|Purolator Customers}}
==Contacts==
*'''Mathiew Arsenault, Customer Care [mailto:Mathieu.Arsenault@purolator.com Mathiew Arsenault]

Tel: 888-744-7123 ext. 71234 (Working hours: 10am-6pm)

*'''Sandra Chambers''', Manager,Customer Engagement [mailto:Sandra.Chambers@purolator.com Sandra Chambers]

Tel: 604-273-4333 ext. 5305, Cell: 604-679-6827, Toll-free: 1-800-663-7969 ext. 5305

*'''Mark Alexander''', Strategic Account Executive [mailto:Mark.Alexander@purolator.com Mark Alexander]

Tel: 604-273-4333 ext. 5305, Cell: 604-679-6827, Toll-free: 1-800-663-7969 ext. 5305

==Register New User==
Main user will be '''nancyn''' which will have the main address book. Do not set up any new users without obtaining authorization from the '''Manager, Finance''' or '''Manager, Distribution'''.

#Click '''Register Now'''
#Click '''Register your existing Purolator Business Account number'''
#Enter '''User Details'''
#Click drop-down for '''secret question''' and select '''What city were you born in?'''
#Enter Secret answer '''Richmond'''
#Click '''Next'''
#Enter '''Shipping address'''
#Enter Account Number '''1459906'''
#Enter Returns Account Number '''7631763'''
#Click box for '''I agree to the Purolator Online Shipping License'''
#Click '''Register'''

[[File:Purolator8.PNG|400px]]

==Login to Purolator Freight Online==
#Access the Purolator website [https://eshiponline.purolator.com/ShipOnline/SecurePages/Public/FormsLogin.aspx?ReturnUrl=%2fShipOnline%2fWelcome.aspx https://eshiponline.purolator.com/ShipOnline/SecurePages/Public/FormsLogin.aspx?ReturnUrl=%2fShipOnline%2fWelcome.aspx]
#Enter your user ID '''nancyn''' and password '''2017UWD'''
#When you are done, click the '''Login''' button.

[[File:Purolator1.PNG|400px]]

==Share Address Book==
It is best to share one address book which allows all users to share and make changes. The main address book is with '''nancyn'''; therefore, all users will share the '''nancyn''' address book
#Click '''My Account'''
#Click '''Address Book'''
#Choose the action '''share address book'''
#Click '''Go'''
#Click '''Add User'''
#Enter '''user ID'''
#Click '''Read and Copy'''
#Click '''Save'''

[[File:Purolator6.PNG|400px]]

==Add New Address==
After the Manager, Distribution has advised you of new address for the Purolator group, add address to the address book.

#Log in with user ID '''nancyn''' and password '''2017UWD'''
#Click '''My Account'''
#Click '''Address Book'''
#Choose the action '''Add Address'''
#Click '''Go'''
#Enter '''Nickname''' (customer account number)
#Enter '''address details'''

#Enter '''Cost Centre''' (Customer account number)
#Enter '''E-mail Address''' (call store and ask for a specific email address that the store wants to direct freight return claims)
#Click '''Save'''

==Edit Existing Address==
#Log in with user ID '''nancyn''' and password '''2017UWD'''
#Click '''My Account'''
#Click '''Address Book'''
#Click '''pencil icon''' next to customer name
#Make any changes
#Click '''Save'''

[[Category:Purolator2]]

Customer Service:InfoNext - Missing Freight Customer/Vendor Account Numbers

2021-03-24T19:08:49Z

Nancyn:

==Overview==
A '''Cheque Register''' is a facility to maintain a '''registry''' of all cheques which have entered the building. It provides the basis of a cash register audit should it be required to verify that all cheques received are posted and deposited into the company's bank account. The printed cheque register summary page will provide the proof that all cheques received in Reception has been forwarded to Finance which will in turn provide Finance proof that the cheques have been received.

==InfoNext==
Use only Chrome to access InfoNext or fields may not appear properly.

#Log into web browser – go to [https://infonext.unipharm.com/inx/accounts/login/?next=/inx/carriers/shipments]
#Enter Username
#Enter Password
#Click '''Login'''

(uniPHARM & UMC Charity) (Office 2010).mdb}} .

==Enter Cheques==
*Click ''''Enter Cheques'''' and then click ''''Enter uniPHARM Cheques or Enter UMC Charity Cheques'
'''
[[File:Picture20.png|350px]]
[[File:Picture21.png|350px]]

*Enter all applicable information. If the '''cheque name''' is not the same as the account name, enter an '''alternative name''' and any additional '''notes''' as required. When cheque entry is completed, click the '''right arrow''' (next to record number) to enter a new cheque or click ''''Main Menu'''' when all cheques have been entered.

[[File:Picture3.png|700px]]

*Click ''''Back to Main Menu'''' and then click ''''Print Reports''''

[[File:Picture21.png|350px]]
[[File:Picture22.png|350px]]

*Click ''''Print uniPHARM Cheques by Date or UMC Cheques by Date'''' and then ''''change date'''' or click ''''OK''''

[[File:Picture4.png|350px]] [[File:Picture5.png|350px]]

*Print '''register''' and click ''''X'''' to leave database

[[File:Picture6.png|700px]]

*Forward customer cheques to '''Angela Chan''' (backup: Nancy Ng) and supplier cheques to '''Christine Del Rosario''' (backup: Nancy Ng)

==Import Account Number==
You may at some point have to update the account number table inside the ‘Cheque Receipts (uniPHARM & UMC Charity) (Office 2010).mdb’ database to include newly created account numbers. This process has been made as simple as possible for your convenience.

Please follow the steps below to update the account number table correctly:

#Log in to uniPHARM’s internal reporting website Infonet.
#Under the “Maintenance & Lists” column select ‘List Business Partners’.
#Under the “CSV Files” column choose ‘Partner Archive’.
#A warning will come up that asks if you would like to open or save this file. Select ‘Open’.
#Once the file is open in an excel worksheet there will be a yellow ‘Protected View’ notification at the top of the screen right under the menu bar. Select ‘Enable Editing’ to remove this warning.
#Now the file has to be saved over top of the current existing file in the Customer Service/Common/Cheque Receipts directory.
##Select the File menu and choose Save As from the menu.
##On the bottom of the Save As dialog box change the Save As type from ‘XML Spreadsheet 2003 (*.xml)’ to ‘Excel Workbook (*.xlsx)’.
##Leave the file name: in_list5 the same.
##Change the directory to save the file in to: Customer Service\Common\Cheque Receipts and then select Save.
##A warning message will pop up saying: ‘in_list5 already exists. Do you want to replace it? Select Yes.
##Close the spreadsheet.
##You have now saved this new version of in_list5 over top of the old version and can now import this new file into the Cheque Receipts database.
##Open the Cheque Receipts (uniPHARM & UMC Charity) (Office 2010) database file in the Customer Service\Common\Cheque Receipts directory just like you do when you are entering cheques.
##Once the database is open on the main menu choose the ‘Import Account Numbers’ option. This will run immediately upon clicking the button and will only take a few seconds and then it is finished.
##You can now either work with the Cheque Receipts database or you can choose the ‘Close Program’ menu choice to close it.

You have now completed all of the steps involved with updating the account number table inside the ‘Cheque Receipts (uniPHARM & UMC Charity) (Office 2010).mdb’ database’. If something isn’t working correctly or doesn’t seem right repeat all of the above steps again. If this still doesn’t solve the problem contact Jeremy Miller, the Cheque Receipts database administrator for further assistance.

===Notes===

*Following the above instructions will make sure you correctly update the account number table and will prevent downtime to the program.
*Selecting ‘Import Account Numbers’ from the main menu of the database will not update the account number table unless a new file is created from infonet and saved to the cheque receipts directory first.
*Infonet is updated in real time so as soon as an account number has been created and is activated you should be able to follow the above procedure and then see the new account available for use inside the database.
*You cannot follow the above procedure properly if the database is open at the time. Windows will not let you save the new in_list5.xls file overtop of the current one unless the database is closed.

[[Category:Workflows-Customer Service]]
[[Category:Freight]]

Customer Service:InfoNext - Missing Freight Customer/Vendor Account Numbers

2021-03-24T19:03:01Z

Nancyn: Created page with "==Overview== A '''Cheque Register''' is a facility to maintain a '''registry''' of all cheques which have entered the building. It provides the basis of a cash register audit..."

==Overview==
A '''Cheque Register''' is a facility to maintain a '''registry''' of all cheques which have entered the building. It provides the basis of a cash register audit should it be required to verify that all cheques received are posted and deposited into the company's bank account. The printed cheque register summary page will provide the proof that all cheques received in Reception has been forwarded to Finance which will in turn provide Finance proof that the cheques have been received.

==InfoNext==

Log into InfoNext

(uniPHARM & UMC Charity) (Office 2010).mdb}} .

==Enter Cheques==
*Click ''''Enter Cheques'''' and then click ''''Enter uniPHARM Cheques or Enter UMC Charity Cheques'
'''
[[File:Picture20.png|350px]]
[[File:Picture21.png|350px]]

*Enter all applicable information. If the '''cheque name''' is not the same as the account name, enter an '''alternative name''' and any additional '''notes''' as required. When cheque entry is completed, click the '''right arrow''' (next to record number) to enter a new cheque or click ''''Main Menu'''' when all cheques have been entered.

[[File:Picture3.png|700px]]

*Click ''''Back to Main Menu'''' and then click ''''Print Reports''''

[[File:Picture21.png|350px]]
[[File:Picture22.png|350px]]

*Click ''''Print uniPHARM Cheques by Date or UMC Cheques by Date'''' and then ''''change date'''' or click ''''OK''''

[[File:Picture4.png|350px]] [[File:Picture5.png|350px]]

*Print '''register''' and click ''''X'''' to leave database

[[File:Picture6.png|700px]]

*Forward customer cheques to '''Angela Chan''' (backup: Nancy Ng) and supplier cheques to '''Christine Del Rosario''' (backup: Nancy Ng)

==Import Account Number==
You may at some point have to update the account number table inside the ‘Cheque Receipts (uniPHARM & UMC Charity) (Office 2010).mdb’ database to include newly created account numbers. This process has been made as simple as possible for your convenience.

Please follow the steps below to update the account number table correctly:

#Log in to uniPHARM’s internal reporting website Infonet.
#Under the “Maintenance & Lists” column select ‘List Business Partners’.
#Under the “CSV Files” column choose ‘Partner Archive’.
#A warning will come up that asks if you would like to open or save this file. Select ‘Open’.
#Once the file is open in an excel worksheet there will be a yellow ‘Protected View’ notification at the top of the screen right under the menu bar. Select ‘Enable Editing’ to remove this warning.
#Now the file has to be saved over top of the current existing file in the Customer Service/Common/Cheque Receipts directory.
##Select the File menu and choose Save As from the menu.
##On the bottom of the Save As dialog box change the Save As type from ‘XML Spreadsheet 2003 (*.xml)’ to ‘Excel Workbook (*.xlsx)’.
##Leave the file name: in_list5 the same.
##Change the directory to save the file in to: Customer Service\Common\Cheque Receipts and then select Save.
##A warning message will pop up saying: ‘in_list5 already exists. Do you want to replace it? Select Yes.
##Close the spreadsheet.
##You have now saved this new version of in_list5 over top of the old version and can now import this new file into the Cheque Receipts database.
##Open the Cheque Receipts (uniPHARM & UMC Charity) (Office 2010) database file in the Customer Service\Common\Cheque Receipts directory just like you do when you are entering cheques.
##Once the database is open on the main menu choose the ‘Import Account Numbers’ option. This will run immediately upon clicking the button and will only take a few seconds and then it is finished.
##You can now either work with the Cheque Receipts database or you can choose the ‘Close Program’ menu choice to close it.

You have now completed all of the steps involved with updating the account number table inside the ‘Cheque Receipts (uniPHARM & UMC Charity) (Office 2010).mdb’ database’. If something isn’t working correctly or doesn’t seem right repeat all of the above steps again. If this still doesn’t solve the problem contact Jeremy Miller, the Cheque Receipts database administrator for further assistance.

===Notes===

*Following the above instructions will make sure you correctly update the account number table and will prevent downtime to the program.
*Selecting ‘Import Account Numbers’ from the main menu of the database will not update the account number table unless a new file is created from infonet and saved to the cheque receipts directory first.
*Infonet is updated in real time so as soon as an account number has been created and is activated you should be able to follow the above procedure and then see the new account available for use inside the database.
*You cannot follow the above procedure properly if the database is open at the time. Windows will not let you save the new in_list5.xls file overtop of the current one unless the database is closed.

[[Category:Workflows-Customer Service]]
[[Category:Freight]]

Safety Plan

2020-06-08T15:47:01Z

Nancyn: Created page with "Safety Plan The company has assessed our workplace and identified places where there is a risk of transmission. This process must involve frontline workers, supervisors, and t..."

Safety Plan
The company has assessed our workplace and identified places where there is a risk of transmission. This process must involve frontline workers, supervisors, and the health and safety committee. We will continue to follow the advice of the Public Health Agency of Canada and the provincial health officer in this rapidly evolving situation.
Step 1: Assess the risks at the office/warehouse
The virus that causes COVID-19 spreads in several ways. It can spread in droplets when a person coughs or sneezes. It can also spread if you touch a contaminated surface and then touch your face. The risk of person-to-person transmission increases the closer you come to other people, the more time you spend near them, and the more people you come near. The risk of surface transmission increases when many people contact the same surface and when those contacts happen over short periods of time.
We have identified areas where there may be risks, either through close physical proximity or through contaminated surfaces. The closer together workers are and the longer they are close to each other, the greater the risk.
☒We have involved frontline workers, supervisors, and the health and safety committee. Workers with any concerns are to speak to their immediate supervisor/manager or a member of the health and safety committee. Any exposure hazards identified are reported to management and measures are implemented to control exposure.

☒We have identified areas where people gather, such as coffee rooms, lunchrooms, washrooms, boardroom, and all common areas in the warehouse and office. An initial walk-through of both the warehouse and the office was performed to identify conditions or tasks that may increase the risk of exposure to workers to COVID-19. Picking area, receiving area, lunchrooms, coffee rooms and washrooms were identified as risk areas. New protocols were implemented to restrict visitors to the receiving area only. Picking tables were separated and a new policy restricting only one picker per table was implemented. Coffee and lunch breaks were staggered and tables and chairs were reduced. Enhanced cleaning protocols were implemented to increase cleaning in high-risk areas. All workers entering/leaving the building, coffee/lunchrooms, and washrooms are required to wash hands with soap and water and/or sanitation gel.
☒We have identified job tasks and processes where workers are close to one another or members of the public. Most workers are not close to each other except for the picking area where picking tables are now restricted. The numbers of employees in the office have been reduced by 75% and employees have staggered days to reduce the number of employees in the office on the same day.
☒We have identified the tools, machinery, and equipment that workers share while working. Enhance cleaning and disinfecting of the workplace, particularly high-contact items such as RF guns, tables, shipping stations, computers and scanners were implemented. All workers have access to gloves, masks, and shields.

☐We have identified surfaces that people touch often. Door knobs, railings, Xerox machines, lunchroom (counter, coffee pots, fridge handle, toaster surface, toaster oven surface and handles of all appliances), and washrooms (door, sink, faucets, toilet handle) were identified as high risk surfaces.

Step 2: Implement protocols to reduce the risks
Select and implement protocols to minimize the risks of transmission. Look to the following for information, input, and guidance:
☒Review industry-specific protocols on worksafebc.com to determine whether any are relevant to your industry. Guidance for additional sectors will be posted as they become available. If protocols are developed specific to your sector, implement these to the extent that they are applicable to the risks at your workplace. You may need to identify and implement additional protocols if the posted protocols don’t address all the risks to your workers. We closely monitor WorkSafeBC and Health Canada requirements.
https://www.worksafebc.com/en/about-us/news-events/announcements/2020/March/covid-19-and-the-workplace
https://www.canada.ca/en/public-health/services/diseases/coronavirus-disease-covid-19.html
☒Frontline workers, supervisors, and the joint health and safety committee (or worker representative). All workers, management and health and safety committee members have had the opportunity to provide input.
☒Orders, guidance, and notices issued by the provincial health officer and relevant to your industry. BC government and health agencies are closely monitored to adhere to provincial guidelines and standards.
https://news.gov.bc.ca/Search?q=COVID-19
https://www2.gov.bc.ca/gov/content/health/about-bc-s-health-care-system/office-of-the-provincial-health-officer
http://www.bccdc.ca/health-info/diseases-conditions/covid-19
https://www.healthlinkbc.ca/health-feature/coronavirus-disease-covid-19
☒Your health and safety association or other professional and industry associations. We are a member of CAPDM and have participated in a committee to explore and develop industry best practices to protect distribution centre employees during COVID-19. The objective is to safeguard the health and wellness of a workforce deemed to perform an essential service to the Canadian population. In turn, it also protects the drug supply chain against unwanted interruptions.

First level protection (elimination): Limit the number of people at the workplace and ensure physical distance whenever possible we have established and posted an occupancy limit for our premises. Public Health has advised that the prohibition on gatherings of greater than 50 people refers to “one-time or episodic events” (weddings, public gatherings), and is therefore not intended to apply to workplaces. However, limiting the number of people in a workplace is an important way to ensure physical distancing is maintained. [Public Health has developed guidance for the retail food and grocery store sector that requires at least 5 square metres of unencumbered floor space per person (workers and customers). This allows for variation depending on the size of the facility, and may be a sensible approach for determining maximum capacity for employers from other sectors that do not have specific guidance on capacity from Public Health.]
Measures in place
Too reduce the number of people at the worksite, we have remote work-from-home arrangements, virtual meetings, rescheduling work tasks, and limiting the number of visitors in the workplace. We have established occupancy limits for common areas such as coffee rooms, lunchrooms, and washrooms. We have implemented measures to keep workers and others at least 2 metres apart, wherever possible. Options include revising work schedules and reorganizing work tasks.
Second level protection (engineering): We have installed barriers where workers can’t keep physically distant from co-workers, customers, or others. We have included barrier cleaning in our cleaning protocols. We have installed the barriers so they don’t introduce other risks to workers (e.g., barriers installed inside a vehicle don’t affect the safe operation of the vehicle).

Measures in place
We are in the process of installing Plexiglas partitions in the reception area which will protect the worker from outside visitors. We have implemented ‘no visitor’ policy in the office, except for scheduled technicians. All other visitors are directed to the warehouse. Backup tape pick-ups and drop-offs will be exchanged outside the reception front door. The tapes will be placed in a box outside the front door for the driver to pick up and the driver will place the returning tapes into the box. All workers handling the tapes will be expected to wash hands after handling the tapes. All office workers are separated by barriers or in separate offices.
Third level protection (administrative): We have identified rules and guidelines for how workers should conduct themselves. We have clearly communicated these rules and guidelines to workers through a combination of training and signage.
Measures in place
We have maintained physical distance by reducing the number of employees in the office and removing high health risk employees. We have ensured that the appropriate number of people is in each area of workplace to prevent workers from coming too close to one another or members of the public. This has been done by posting warnings and limiting the number of workers at one time in break locations. We have maintained a distance of 2 metres (6.6 feet) between workers and others wherever possible, by revising work schedules, organizing work task, and employing the use of dollies or other aids for work tasks that would typically be done by more than one person. We have created pods of workers who work together exclusively to minimize the risk of transmission throughout the workplace. We have installed new picking tables and restrictions to limit one picker per table. We have implemented safety measures to ensure visitors can maintain distance of 2 metres when entering the building and are asked to use hand sanitizers. No visitor policy in the office, with the exception of scheduled technicians. All warehouse employees are asked to use hand sanitizers when entering the building.
Fourth level protection: Using masks (optional measure in addition to other control measures): We have reviewed the information on selecting and using masks and instructions on how to use a mask. We understand the limitations of masks to protect the wearer from respiratory droplets. We understand that masks should only be considered when other control measures cannot be implemented. We have trained workers in the proper use of masks
Measures in place
All workers performing cleaning will be instructed to wear gloves and masks. All warehouse workers will be provided with masks, gloves or face shields, if requested, and will be instructed with the correct use.
Reduce the risk of surface transmission through effective cleaning and hygiene practices
☒We have reviewed the information on cleaning and disinfecting surfaces.
☒Our workplace has enough handwashing facilities on site for all our workers.
☒Handwashing locations are visible and easily accessed.
☒We have policies that specify when workers must wash their hands and we have communicated good hygiene practices to workers.
☒Frequent handwashing and good hygiene practices are essential to reduce the spread of the virus. [Handwashing and Cover coughs and sneezes posters are available at worksafebc.com.]
☒We have implemented cleaning protocols for all common areas and surfaces — e.g., washrooms, tools, equipment, vehicle interiors, shared tables, desks, light switches, and door handles. This includes the frequency that these items must be cleaned (number of times per day) as well as the timing (before and after shift, after lunch, after use).
☒Workers who are cleaning have adequate training and materials.
☐We have removed unnecessary tools and equipment to simplify the cleaning process — e.g., coffee makers and shared utensils and plates. We have not removed unnecessary tools but have implemented a policy of hand washing when entering & leaving coffee/lunchrooms/washrooms.
Step 3: Develop policies
Develop the necessary policies to manage your workplace, including policies around who can be at the workplace, how to address illness that arises at the workplace, and how workers can be kept safe in adjusted working conditions.

Our workplace policies ensure those workers and others showing symptoms of COVID-19 are prohibited from the workplace.

☒Anyone who has had symptoms of COVID-19 in the last 10 days. Symptoms include fever, chills, new or worsening cough, shortness of breath, sore throat, and new muscle aches or headache.

https://bc.thrive.health/

☒Anyone directed by Public Health to self-isolate.

☒Anyone who has arrived from outside of Canada or who has had contact with a confirmed COVID-19 case must self-isolate for 14 days and monitor for symptoms.

☒Visitors are prohibited or limited in the workplace.

☒First aid attendants have been provided OFAA protocols for use during the COVID-19 pandemic (see Appendix A).

☒We have a working alone policy in place. Workers do not work alone or in isolation and the building is checked prior to closing.

☒We have a work from home policy in place. The company has taken appropriate preventative measures in place for workers who are working from home (see Appendix B).

☒Ensure workers have the training and strategies required to address the risk of violence that may arise as customers and members of the public adapt to restrictions or modifications to the workplace. . Our employee guiding principles manual addresses workplace bullying and harassment.

☒Ensure an appropriate violence prevention program is in place. Our employee guiding principles manual addresses workplace bullying and harassment.

☒If the worker is severely ill (e.g., difficulty breathing, chest pain), call 911.

☒Clean and disinfect any surfaces that the ill worker has come into contact with.

Step 4: Develop communication plans and training
You must ensure that everyone entering the workplace, including workers from other employers, knows how to keep them safe while at your workplace.

☒We have a training plan to ensure everyone is trained in workplace policies and procedures.

☒All workers have received the policies for staying home when sick.

☒We have posted signage at the workplace, including occupancy limits and effective hygiene practices.

☒We have posted signage at the main entrance indicating who is restricted from entering the premises, including visitors and workers with symptoms.

☒Supervisors have been trained on monitoring workers and the workplace to ensure policies and procedures are being followed.

Step 5: Monitor your workplace and update your plans as necessary
Things may change as your business operates. If you identify a new area of concern, or if it seems like something isn’t working, take steps to update your policies and procedures.

☒Involve workers in this process.

☒We have a plan in place to monitor risks.

☒We make changes to our policies and procedures as necessary.

☒Workers know who to go to with health and safety concerns.

☒When resolving safety issues, we will involve health and safety committee.

Step 6: Assess and address risks from resuming operations
If your workplace has not been operating for a period of time during the COVID-19 pandemic, you may need to manage risks arising from restarting your business.

☒We have a training plan for new staff.

☒We have an orientation plan for staff returning to the office/warehouse (see Appendix C).

☒We have a training plan for staff taking on new roles or responsibilities.

☐We have a training plan around changes to our business, such as new equipment, processes, or products. Not required – the company has not been closed.

☐We have reviewed the start-up requirements for vehicles, equipment, and machinery that have been out of use. Not required – the company has not been closed.

☐We have identified a safe process for clearing systems and lines of product that have been out of use. Not required – the company has not been closed.

Appendix A
OFAA protocols

Appendix B

Working at home policy
The company has reviewed the basic, health and safety policy for working from home and each party understands their role, duties and responsibilities.

Workers working from home will conduct an assessment of their workplace and report any hazards to their manager such as:
• Protocols for evacuating from the home or temporary workplace to a safe location if needed and how contact the employer in case of emergency
• Discussion of safe workplace practices and how to report any work-related incidents or injuries
• Discussion of ergonomic considerations
Key health and safety requirements when working from home
• Reporting workplace injuries
• Requirements for education and training
• Worker’s duty to follow safe work procedures
• Check-in and other procedures are required if the worker is working alone or in isolation.

Appendix C

Orientation for workers returning to the office/warehouse
Each manager is responsible for reviewing the COVID-19 safety policies with each worker returning to the company.

Basic Questions
☐ Do you have any symptoms including fever, chills, new or worsening cough, shortness of breath, sore throat, and new muscle aches or headache? If so, you must call 811 for further assessment and to determine any necessary next steps.

☐Have you been directed by Public Health to self-isolate?

☐Have you been outside of Canada or have you been in contact with a confirmed COVID-19 person? If so, you must self-isolate for 14 days and monitor your symptoms.

☐Are you a First aid attendant? If so, please review Appendix A.

Basic Rules
☐Regular hand washing is an important part of maintaining clean surfaces. Wash your hands regularly; at a minimum, when you arrive, immediately before any breaks and just before leaving.

☐Use paper towel to open doors, levers, handles and the surface of all appliances.

☐When entering and leaving the coffee room/lunchroom/washroom wash your hands or use hand sanitizer.

☐No more than one person in the office coffee room and two people in the office lunchroom. There is a limit of one person per table in the warehouse lunchroom.

☐No more than one person in the washroom. Knock prior to entering.

☐Wait at the top and bottom of staircases and check to make sure no one is coming up or down.

☐Maintain a distance of 2 metres (6.6 feet) between workers and others wherever possible.

☐If required, the company will provide you with disposable gloves, masks and shields.

☐To remove disposable gloves, it is recommended that you use one gloved hand to grab the palm of the other glove and peel the glove off. Then wash your hands thoroughly for at least 20 seconds.
☐Non-medical masks (reusable cloth or disposable) will be optional, with understanding that there are limitations. Each employee will be given two reusable cloth masks.
• Before putting on a mask, clean hands with alcohol-based hand rub or soap and water.
• Cover mouth and nose with mask and make sure there are no gaps between your face and the mask.
• Avoid touching the mask while using it; if you do, clean your hands with alcohol-based hand rub or soap and water.
• Wash cloth masks daily and dispose of single-use masks after one use.
• To remove the mask: remove it from behind (do not touch the front of the mask)
☐No visitors in the office except for scheduled technicians. Backup tape pick-ups and pick-ups will be exchanged at the reception front door.
☐All visitors except for backup tape pick-ups and drop-offs must enter through either the shipping door or the receiving bays and must use hand sanitizer prior to entering the building (see Appendix D).
☐All workers using food delivery services must meet the delivery driver outside the building.

Cleaning
The virus that causes COVID-19 is easily destroyed by mild soap and water. This works well for hand washing, but cleaning surfaces, effectively can be a challenge. That’s why it’s important to clean and disinfect surfaces, especially high contact surfaces.

• Cleaning refers to the removal of germs, dirt, and impurities from surfaces. Cleaning does not kill germs, but by removing them, it lowers their numbers and the risk of spreading infection.
• Disinfecting refers to using chemicals to kill germs on surfaces. This process does not necessarily clean dirty surfaces or remove germs, but by killing germs on a surface after cleaning, it can further lower the risk of spreading infection.

How to clean and disinfect:
• Wear disposable gloves and masks when cleaning and disinfecting surfaces. Gloves and masks should be discarded after each cleaning. Clean hands immediately after gloves are removed.
• For disinfection, diluted household bleach solutions, alcohol solutions with at least 70% alcohol, and most common EPA-registered household disinfectants should be effective.

☐Clean at least once a day for most surfaces and at least three times a day for high-contact surfaces. Clean all door knobs, railings, Xerox machines, lunchroom (counter, coffee pots, fridge handle, toaster surface, toaster oven surface and handles of all appliances), and washrooms (door, sink, faucets, toilet handle).
Safety
☐ If you have any safety concerns, please speak to your their immediate supervisor/manager or a member of the health and safety committee. Any exposure hazards identified are reported to management and measures are implemented to control exposure.

Appendix D

Visitors to the office/warehouse
Each manager is responsible for reviewing the COVID-19 safety policies with each worker responsible for greeting visitors to the company.

Point of Entrance
All visitors will enter through the shipping door. The exception is the delivery of inventory which will enter through the receiving bays and the backup tape pick-ups and pick-ups which will be exchanged at the reception front door.

Basic Question
☐ Ask the visitor if they have any symptoms including fever, chills, new or worsening cough, shortness of breath, sore throat, and new muscle aches or headache. If the answer is yes, the visitor is not permitted into the building.

Basic Rules
☐Instruct the visitor to use hand sanitizer upon entering the office/warehouse.

☐Provide the visitor with a mask and/or gloves (optional) and instruct the visitor on the proper usage.

☐Restrict the visitor to shipping door, reception front door, receiving bays and designated or required work areas.

☐Maintain a distance of 2 metres (6.6 feet) between visitors and workers wherever possible.

☐Instruct the visitor to use hand sanitizer when leaving the office/warehouse.

☐Clean the areas the visitor has used such as the working area, if possible.

[[Category:Finance]]
[[Category:Distribution Centre]]
[[Category:Purchasing]]
[[Category:Customer Service]]
[[Category:Pharmacy Services]]

Customer Service:Closing 6 month or older HotLines

2020-03-25T21:12:03Z

Nancyn:

==6 Month or Older HotLines==
====A designated Customer Service Member will be assigned to look at Old HotLines in the ASW System====

*While on the HotLine Maintenance screen - Incident List screen -VA/480B* (HLR02601) (3286) remove the Handler so that it shows nobody in the field. Hit enter so it populates all of the level 1 or open HotLines.

Under where it shows "date" you will see the oldest to newest HotLines that are open.

Contact anybody who has HotLine open that are over 6 Months old and find out if they can be closed.

If they can be closed, enter in the notes who you spoke to, explain why you are closing the job and change the "Status & Type" field to "CMP" and change the Handler Name to your own because you were the last person to work with the job.

Do the same with HotLines that are level 3 which are "Work In Progress"

Accounting Finance:BC Online

2020-02-20T00:09:07Z

Nancyn:

==Contact Number==
*Online Support '''1-800-663-6102 or bcolhelp@accessbc.com'''

==BC Online - Sign On==
*Log onto '''www.bconline.gov.bc.ca'''
*Enter user ID PA75930 (NANCY), PB75930 (RAVINDER), PC75930 (DONNA)
*Enter password
*Click '''I Agree'''
*Click '''Sign On'''
[[File:BCO1.png|200px]]

==Personal Property Registry==
*Click '''Personal Property Reg'''
*Click '''Submit'''
*Click '''Registration'''
*Click '''Submit'''
*Click '''Draft a Financing Statement'''

==Drafting a Financing Statement==
*Enter Reference # (UWD account #)
*Enter SP (securing party) '''1'''
*Enter DE (debtor-enter both legal and operating names) '''2'''
*Enter VE (vehicle) '''0'''
*Enter GC (general collateral - # of lines) '''1'''
*Enter Reg Length '''5'''
*Enter Secured Party '''40270009''' (UWD code)
*Check entries and when all entries are correct, click '''Submit'''
[[File:BCO2.png|400px]]

*Enter 1st debtor
#Enter Business Name
#Enter Address
#Enter City
#Enter Province
#Enter Postal Code

*Enter 2nd debtor (if applicable)
#Enter Business Name
#Enter Address
#Enter City
#Enter Province
#Enter Postal Code
*Check entries and when all entries are correct click '''Submit'''
[[File:BCO3.png|400px]]

*Enter General Collateral
ALL OF THE DEBTORS PRESENT AND AFTER ACQUIRED PERSONAL PROPERTY.
*Check entry and when correct click '''Submit'''
[[File:BCO4.png|400px]]

*Click '''Verify/Register''' when no other changes are required
*Click Bypass Verification '''Yes'''
*Click '''Submit'''
[[File:BCO5.png|400px]]
*Click '''BC Online Mailbox''' to retrieve document information

==Print Selection List & PPSA Security Agreement==
*Click applicable document
*Go to '''General Collateral''' step '''OR'''
*Click '''Active Session'''
[[File:BCO6.png|400px]]
*Click '''Return'''

==Verify/Register a Financing Agreement==
*Click '''Draft a Financing Statement'''
#Enter Reference # (UWD account #)
#Enter SP (securing party) <1>
#Enter DE (enter individual) <1> OR <2> if 2 names applicable
#Enter VE (vehicle) <0>
#Enter GC (general collateral - # of lines) <6>
#Enter Reg Length <5>
#Enter Secured Party <40270009> (UWD code)
#Check entries and when all entries are correct, click <Submit>

*Enter 1st debtor
#Enter Owner's Name
#Enter Address
#Enter City
#Enter Province
#Enter Postal Code

*Enter 2nd debtor (if applicable)
#Enter Owner's Name
#Enter Address
#Enter City
#Enter Province
#Enter Postal Code
*Check entries and when all entries are correct click '''Submit'''

*Enter General Collateral
ALL INDEBTEDNESS, PRESENT AND FUTURE AND INDIRECT, ABSOLUTE
AND CONTINGENT OF '''OKANAGAN PHARMACY LTD. DBA OKANAGAN PHARMACY'''
REMEDY'S RX TO THE DEBTOR AND ALL PROCEEDS INCLUDING, WITHOUT
LIMITATION, ALL GOODS, SECURITIES, INSTRUMENTS, DOCUMENTS OF TITLE,
CHATTEL PAPER, INTANGIBLES AND MONEY (ALL AS DEFINED IN THE PERSONAL PROPERTY SECURITY ACT).
*Check entry and click '''Submit''' when correct

*Continue to enter final line of General Collateral
*Check entry and click '''Submit''' when correct
[[File:BCO7.png|400px]]

*Click '''Verify/Register''' when no other changes are required
*Click Bypass Verification '''Yes'''
*Click '''Submit'''
*Click '''BC Online Mailbox''' to retrieve confirmation document
*Click applicable document
[[File:BCO8.png|400px]]
*Click '''Printer Icon'''
*Click '''Sign off'''
[[File:BCO9.png|400px]]

==PPSA Worksheet==
*Go to /accounting superserver/common/AR/PPSA
*Enter date, expiry date, registration #, name, type, terms
*SCAN documents into Gauss under Customer Application.
[[File:BCO10.png|400px]]

[[Category:Workflows-Finance]]
[[Category:Bank]]

Customer Service:CNS - Duplicate Management

2020-01-30T23:00:06Z

Nancyn:

==Entering CNS Main Info Contact==
*An effective CNS Management system will ensure that there are no duplicates and if there are duplicates identified, all links must be checked prior to the deletion.
*Every 3 months, the CNS Management Coordinator will check for duplicate records.

==Steps to Delete Records==

#Select '''3 CNS -- Contacts'''
#Select '''3 Show list of names'''
#Enter Store name to ensure you do not enter a duplicate entry
#Press '''F6''' to add a new record
#Enter '''MAIN INFO''' under First Name
#Enter '''Store Name''' under Surname
#Enter '''Y''' for Publish to Lotus Notes
#Enter '''MANUAL''' under Source Code for Name
#Enter '''Y''' under Allowed on Web
#Press '''Enter'''

[[File:Nancy45.PNG|400px]]

===Entering Cust/Links===
#Press '''F11''' to link to Customer Account
#Press '''F6''' to add new record
#Enter '''account number''' under link to Customer/Vendor
#Enter Effective Dates (ending date should be Dec 31 50)
#Press '''Enter'''

===Entering Roles===
#Press '''F8''' to enter Contact role (note Main Info often does not have a role but could have the REMAD role which is the remittance advice email for EFT payments)
#Press '''F6''' to add record
#Enter '''Account number''' under Customer/Vendor
#Enter '''REMADEM''' under Role Code
#Enter Effective Dates (ending date should be Dec 31 50)
#Press '''Enter'''
#Press '''F12''' to move back until you reach the CNS - Enter/Update Contact Names screen

[[File:Nancy46.PNG|400px]]

===Entering Addresses===
#Press '''F8''' (Phone/Email)
#Press '''F6''' to add a record
#Enter Effective Dates (ending date should be Dec 31 50)
#Enter each Type (WORKPH, WORKFX, WORKEM, ORDCON & RMADEM)
#Enter Phone/Email or Fax dialing string
#Enter '''AC''' under Status
#Press '''Enter'''
#Press '''F12'''

[[File:Nancy47.PNG|400px]]

==Entering CNS Individual Contact==
You do not have to enter the main telephone or fax numbers if they have been entered in '''MAIN INFO'''.

#Select '''3 CNS -- Contacts'''
#Select '''3 Show list of names'''
#Enter Individual name to ensure you do not enter a duplicate entry
#Press '''F6''' to add a new record
#Enter Salutation
#Enter First Name
#Enter Surname
#Enter '''Y''' for Publish to Lotus Notes
#Enter '''MANUAL''' under Source Code for Name
#Enter '''Y''' under Allowed on Web
#Press '''Enter'''

===Entering Cust/Links===
#Press '''F11''' to link to Customer Account
#Press '''F6''' to add new record
#Enter '''account number''' under link to Customer/Vendor
#Enter Effective Dates (ending date should be Dec 31 50)
#Press '''Enter'''

===Entering Roles===
#Press '''F8''' to enter Contact role (note Main Info often does not have a role but could have the REMAD role which is the remittance advice email for EFT payments)
#Press '''F6''' to add record
#Enter '''Account number''' under Customer/Vendor
#Enter Role Code (STORE OWN, PHARMACIST, MANAGER, RMADEM (if contact is the remittance advice contact)
#Enter Effective Dates (ending date should be Dec 31 50)
#Press '''Enter'''
#Press '''F12''' to move back until you reach the CNS - Enter/Update Contact Names screen

[[File:Nancy46.PNG|400px]]

===Entering Addresses===
#Press '''F8''' (Phone/Email)
#Press '''F6''' to add a record
#Enter Effective Dates (ending date should be Dec 31 50)
#Enter each Type (CELLPH & RMADEM)
#Enter Phone/Email or Fax dialing string
#Enter '''AC''' under Status
#Press '''Enter'''
#Press '''F12'''

[[File:Nancy47.PNG|400px]]

==Entering Documents List==
You must enter the main email and fax addresses to documents list which will be the default for any invoice/credit notes sent to the customer

#Select '''3 CNS -- Contacts'''
#Select '''5 Show documents list'''
#Press '''Enter'''
#Enter '''DS''' next to INVOICE
#Press '''Enter'''
#Enter '''Customer number''' under Cust/Vendor
#Press '''Enter'''
#Press '''F6''' to add a new record
#Enter '''?''' under Related to Customer/Vendor
#Press '''Enter'''
#Enter '''Customer number''' under Code
#Press '''Enter'''
#Enter '''1''' next to Cust number and press '''enter'''
#Enter '''?''' under Contact to Customer Vendor Link
#Press '''Enter'''
#Enter '''Customer number''' under Cust Link
#Press '''Enter'''
#Enter '''1''' next to Main INFO contact and press '''enter''
#Enter '''Email''' under Mode and '''WORKEM''' under Dist Type
#Press '''Enter'''
#Press '''F12'''
#Press '''F6''' to add a new record
#Enter '''?''' under Related to Customer/Vendor
#Press '''Enter'''
#Enter '''Customer number''' under Code
#Press '''Enter'''
#Enter '''1''' next to Cust number and press '''enter'''
#Enter '''?''' under Contact to Customer Vendor Link
#Press '''Enter'''
#Enter '''Customer number''' under Cust Link
#Press '''Enter'''
#Enter '''1''' next to Main INFO contact and press '''enter''
#Enter '''Fax''' under Mode and '''WORKFX''' under Dist Type
#Press '''Enter'''
#Press '''F12'''

[[Category:Workflows-Customer Service]]
[[Category:CNS]]

Customer Service:CNS - Duplicate Management

2020-01-30T22:59:23Z

Nancyn:

==Entering CNS Main Info Contact==
*An effective CNS Management system will ensure that there are no duplicates and if there are duplicates identified, all links must be checked prior to the deletion.
*Every 3 months, the CNS Management Coordinator will check for duplicate records.

==Common Duplications or Errors==
*Each customer account requires a '''Main Info''' contact which will be shown on customer listings and address labels

==Steps to Delete Records==

#Select '''3 CNS -- Contacts'''
#Select '''3 Show list of names'''
#Enter Store name to ensure you do not enter a duplicate entry
#Press '''F6''' to add a new record
#Enter '''MAIN INFO''' under First Name
#Enter '''Store Name''' under Surname
#Enter '''Y''' for Publish to Lotus Notes
#Enter '''MANUAL''' under Source Code for Name
#Enter '''Y''' under Allowed on Web
#Press '''Enter'''

[[File:Nancy45.PNG|400px]]

===Entering Cust/Links===
#Press '''F11''' to link to Customer Account
#Press '''F6''' to add new record
#Enter '''account number''' under link to Customer/Vendor
#Enter Effective Dates (ending date should be Dec 31 50)
#Press '''Enter'''

===Entering Roles===
#Press '''F8''' to enter Contact role (note Main Info often does not have a role but could have the REMAD role which is the remittance advice email for EFT payments)
#Press '''F6''' to add record
#Enter '''Account number''' under Customer/Vendor
#Enter '''REMADEM''' under Role Code
#Enter Effective Dates (ending date should be Dec 31 50)
#Press '''Enter'''
#Press '''F12''' to move back until you reach the CNS - Enter/Update Contact Names screen

[[File:Nancy46.PNG|400px]]

===Entering Addresses===
#Press '''F8''' (Phone/Email)
#Press '''F6''' to add a record
#Enter Effective Dates (ending date should be Dec 31 50)
#Enter each Type (WORKPH, WORKFX, WORKEM, ORDCON & RMADEM)
#Enter Phone/Email or Fax dialing string
#Enter '''AC''' under Status
#Press '''Enter'''
#Press '''F12'''

[[File:Nancy47.PNG|400px]]

==Entering CNS Individual Contact==
You do not have to enter the main telephone or fax numbers if they have been entered in '''MAIN INFO'''.

#Select '''3 CNS -- Contacts'''
#Select '''3 Show list of names'''
#Enter Individual name to ensure you do not enter a duplicate entry
#Press '''F6''' to add a new record
#Enter Salutation
#Enter First Name
#Enter Surname
#Enter '''Y''' for Publish to Lotus Notes
#Enter '''MANUAL''' under Source Code for Name
#Enter '''Y''' under Allowed on Web
#Press '''Enter'''

===Entering Cust/Links===
#Press '''F11''' to link to Customer Account
#Press '''F6''' to add new record
#Enter '''account number''' under link to Customer/Vendor
#Enter Effective Dates (ending date should be Dec 31 50)
#Press '''Enter'''

===Entering Roles===
#Press '''F8''' to enter Contact role (note Main Info often does not have a role but could have the REMAD role which is the remittance advice email for EFT payments)
#Press '''F6''' to add record
#Enter '''Account number''' under Customer/Vendor
#Enter Role Code (STORE OWN, PHARMACIST, MANAGER, RMADEM (if contact is the remittance advice contact)
#Enter Effective Dates (ending date should be Dec 31 50)
#Press '''Enter'''
#Press '''F12''' to move back until you reach the CNS - Enter/Update Contact Names screen

[[File:Nancy46.PNG|400px]]

===Entering Addresses===
#Press '''F8''' (Phone/Email)
#Press '''F6''' to add a record
#Enter Effective Dates (ending date should be Dec 31 50)
#Enter each Type (CELLPH & RMADEM)
#Enter Phone/Email or Fax dialing string
#Enter '''AC''' under Status
#Press '''Enter'''
#Press '''F12'''

[[File:Nancy47.PNG|400px]]

==Entering Documents List==
You must enter the main email and fax addresses to documents list which will be the default for any invoice/credit notes sent to the customer

#Select '''3 CNS -- Contacts'''
#Select '''5 Show documents list'''
#Press '''Enter'''
#Enter '''DS''' next to INVOICE
#Press '''Enter'''
#Enter '''Customer number''' under Cust/Vendor
#Press '''Enter'''
#Press '''F6''' to add a new record
#Enter '''?''' under Related to Customer/Vendor
#Press '''Enter'''
#Enter '''Customer number''' under Code
#Press '''Enter'''
#Enter '''1''' next to Cust number and press '''enter'''
#Enter '''?''' under Contact to Customer Vendor Link
#Press '''Enter'''
#Enter '''Customer number''' under Cust Link
#Press '''Enter'''
#Enter '''1''' next to Main INFO contact and press '''enter''
#Enter '''Email''' under Mode and '''WORKEM''' under Dist Type
#Press '''Enter'''
#Press '''F12'''
#Press '''F6''' to add a new record
#Enter '''?''' under Related to Customer/Vendor
#Press '''Enter'''
#Enter '''Customer number''' under Code
#Press '''Enter'''
#Enter '''1''' next to Cust number and press '''enter'''
#Enter '''?''' under Contact to Customer Vendor Link
#Press '''Enter'''
#Enter '''Customer number''' under Cust Link
#Press '''Enter'''
#Enter '''1''' next to Main INFO contact and press '''enter''
#Enter '''Fax''' under Mode and '''WORKFX''' under Dist Type
#Press '''Enter'''
#Press '''F12'''

[[Category:Workflows-Customer Service]]
[[Category:CNS]]

Category:Collection

2019-11-29T18:13:43Z

Nancyn: Created page with "Category:Finance"

[[Category:Finance]]

Accounting Finance:AR Collection

2019-11-29T18:12:46Z

Nancyn:

==Contacts==

*The contact for the collection agency, '''Vanco Recovery Network''', is '''Account Supervisor''' [mailto:jjohnson@vanco.bc.ca Jillian Johnson]. Their company contact info: Address: #612-602 West Hastings Street, Vancouver BC V6B 1P2. Phone: (604) 718-5148. Toll Free: 1(855) 718-5151 ext. 102. Fax: (604) 718-5144.
*Please note that '''all future accounts''' should be emailed to this '''email address''' [mailto:collect@vanco.bc.ca [mailto:collect@vanco.bc.ca]].

==Collection Letter==

*Problem invoices/debit notes are forwarded by the General Accountant to the Manager, Finance for review.
*If the Manager, Finance would like to proceed with issuing a collection letter, the collection letter below will be produced and the General Accountant will email the collection letter to the account with the owing balance.
*If there is no responses from the owing party, the Manager, Finance will consider submitting the invoice/debit note to a Collection Agency.
[[File:CollectionLetterTMP.PNG|400px]]

==Submitting to Collection Agency==

#To submit a new account listing to the collection agency, download the '''Commercial Listing Form''' from '''Vanco Recovery Network’s website''' [http://www.vanco.bc.ca/Vanco_NewAccounts_ListingForm.pdf http://www.vanco.bc.ca/Vanco_NewAccounts_ListingForm.pdf]
#Complete the '''Commercial Listing Form''' with authorized signature. Then email a copy of the collection letter to the customer, a copy of the invoice/debit note owing to UWD, and a completed Accounts Listing Form to '''Vanco” [mailto:collect@vanco.bc.ca]. Example shown in diagram below.
[[File:VancoListingForm.PNG|400px]]

==Monitoring Accounts Submitted to Collection Agency==

#'''Vanco Recovery Network''' will hold the accounts for a period of at least 90 days (Please check agreement as the period may change)
#Follow up with '''Vanco Recovery Network''' for collection updates.
==Payment Received==
*If payment is paid directly to uniPHARM, the General Accountant must contact Vanco and remit the commission fee, as per the agreement.
*If payment is received by Vanco, Vanco will forward the payment less the commission fee.

==Accounts Deemed Uncollectible==

#When over 90 days have lapsed since account listing have been submitted, find out about the collection status of the problematic account(s).Update the Manager, Finance regarding collection status of the account(s).
#The account(s) will be further reviewed on whether to continue the collection process or writing-off the amount.

[[Category:Collection]]

Accounting Finance:Accounting Finance:UMC Charity

2019-11-28T19:40:54Z

Nancyn:

= Overview =
*The UMC Charity is considered a separate entity that allows shareholders to make donations, which uniPHARM matches (depending on which charity they would like to donate to).
*The charity receives funding from uniPHARM and runs the same fiscal year as the main company (Feb to Jan)

=Accessing the Charitable Foundation=
*To access the UMC Charity in ASW, change company by logging into ASW.
*Select Change Company in the top ribbon(green arrow)
*Enter CF for company code for Charitable Foundation. (Enter VA if switching back to uniPHARM database)

=Entering Transactions=
*Ensure you are in the CF database (see steps above)
*Navigate to Financials -> Financial Accounting -> GL Transaction Tasks -> Enter Financial Transactions

=== Entering Expenses ===
*Enter as a Voucher type 30
*Document Type: '''INE'''
*INV# = reference from Angela which is found on the Cheque Requisition Form
*Cost Center - 1510
*Supplier INV Date - Cheque Date
*Send to appropriate GL (730100 for Donations)
*Post Batch then print

===Entering Payment into Bank===
*Enter as '''VT 45'''
*Doc Type: '''MAN'''
*Doc#: Chq #
*Doc Date: Chq Date
*Text: MANXXX, Name of Charity
*Enter Amount and press enter to continue to next screen
*Select corresponding entry and select '''Update'''
*Post the batch and stamp the Cheque Requisition Form to mark completion
*Scan the invoices and the journal entry into the Donations Folder. Donation Receipts to the CRA Folder

=Preparing the Statements=
*Open the CF Financial Statements Template File
*Open the details tab and fill in the details for the month using the date, reference (assign each transaction a reference #), and amount for transactions in the month.
Enter the GL accounts each transaction will correspond with. Common GL accounts include:

*100200 - Bank
*750200 – Other contributions
*750220 – Contributions with Tax Receipts (This transaction requires amount to be entered in the Donations Rec’d column as well). Check to ensure an donation receipt has been created for the donation.
*210000 – Accounts Payable
*120000 – Accounts Receivable

*Refresh the pivot table in the top right of the details page
*Enter transaction details from the monthly bank statement into the Bank Tab. Ensure the total matches the bank statement and the amount in the GL
*UWD Donations – Ensure the amount in this tab match the GL in the Unipharm company (VA not the CF database)

[[Category:UMC Charity]]

Accounting Finance:UMC Charity-Donation Matching Program

2019-11-28T19:39:09Z

Nancyn:

==Overview==
*The UMC Charity is continuing to offer the donation matching program to each of our shareholders. They have until December 31st of each year to make a donation to their favourite charity and we will match it – up to $1,000!
*Please note that the Canadian Charity MUST be registered. In order for the matching donation to occur by UMC Charity, the charity must indicate on their charity receipt a number that has a sequence of numbers such as this: #11111 2222 RR0001.

==The Process==
*Each store that donates a total of $1,000 to various registered Canadian charities will be matched by UMC Charity. For example, if they wish to donate $100 to their local hospice, $300 to their local SPCA shelter, etc to a grand total of $1,000, we will match each individual registered charity they make.
*The donations must take place in the current calendar year (January to December) and a copy of the registered charity receipt must be forwarded to Teresa Bruce [mailto:teresab@unipharm.com Teresa Bruce] no later than March 31st of the following year in order for the donation matching to occur.
*The receipt MUST be in the Store's name (or corporate name), not in a personal name. This applies to each store they own. So, if they own more than one store, each store is entitled to donate $1,000 each.
*To make it easier, we have designed and attached a form for each shareholder to fill out with the donations they have made for the year (January to December). {{unc|\\superserver.unipharm.local\Accounting\s&n\CF-Charitable Foundation\UMC Charity Form.pdf| UMC Charity Form}}
*Once they have reached the maximum of $1,000, have the shareholder fax the form, along with the registered charity receipt to Teresa Bruce [mailto:teresab@unipharm.com Teresa Bruce] or call her at 604-276-5255.
*We will then process the matching donation and provide the shareholder with a copy of the letter that is sent to the charity.
*The UMC Charity Board of Directors feels it is really important to support the local community and its charities. By participating in this program their favourite charity will be getting twice as much!

==Accounting Procedures==
#Teresa will forward cheque request form to Angela for processing.
#Angela will review documents, code and print manual cheques.
#She will enter the cheque information in the bank register {{unc|\\superserver.unipharm.local\Accounting\common\UMC Charitable Foundation\C200-Bank| Bank Register}} and forward to signing officers for signature. The signing officers are:Nancy Ng, John Targett and Ralph Lai.
#Nancy will sign the cheque, detach the documents and forward cheque to either Ralph or John for a second signature. They will forward cheque back to Angela.
#William will enter Bank information, trail balance details and donation granted details into current worksheet {{unc|\\superserver.unipharm.local\Accounting\williamw\CF-Charitable Foundation\C200-Account Reconciliation| CF Financial Statements}}
#William will enter invoice and payment into ASW, 'CF' Company.
#All documents will be held for month-end before filing into UMC Charity filing cabinet (C1).

[[Category:UMC Charity]]

Accounting Finance:UMC Charity-Donation Matching Program

2019-11-28T19:36:24Z

Nancyn:

==Overview==
*The UMC Charity is continuing to offer the donation matching program to each of our shareholders. They have until December 31st of each year to make a donation to their favourite charity and we will match it – up to $1,000!
*Please note that the Canadian Charity MUST be registered. In order for the matching donation to occur by UMC Charity, the charity must indicate on their charity receipt a number that has a sequence of numbers such as this: #11111 2222 RR0001.

==The Process==
*Each store that donates a total of $1,000 to various registered Canadian charities will be matched by UMC Charity. For example, if they wish to donate $100 to their local hospice, $300 to their local SPCA shelter, etc to a grand total of $1,000, we will match each individual registered charity they make.
*The donations must take place in the current calendar year (January to December) and a copy of the registered charity receipt must be forwarded to Teresa Bruce [mailto:teresab@unipharm.com Teresa Bruce] no later than March 31st of the following year in order for the donation matching to occur.
*The receipt MUST be in the Store's name (or corporate name), not in a personal name. This applies to each store they own. So, if they own more than one store, each store is entitled to donate $1,000 each.
*To make it easier, we have designed and attached a form for each shareholder to fill out with the donations they have made for the year (January to December). {{unc|\\superserver.unipharm.local\Accounting\s&n\CF-Charitable Foundation\UMC Charity Form.pdf| UMC Charity Form}}
*Once they have reached the maximum of $1,000, have the shareholder fax the form, along with the registered charity receipt to Teresa Bruce [mailto:teresab@unipharm.com Teresa Bruce] or call her at 604-276-5255.
*We will then process the matching donation and provide the shareholder with a copy of the letter that is sent to the charity.
*The UMC Charity Board of Directors feels it is really important to support the local community and its charities. By participating in this program their favourite charity will be getting twice as much!

==Accounting Procedures==
#Teresa will forward cheque request form to Angela for processing.
#Angela will review documents, code and print manual cheques.
#She will enter the cheque information in the bank register {{unc|\\superserver.unipharm.local\Accounting\common\UMC Charitable Foundation\C200-Bank| Bank Register}} and forward to signing officers for signature. The signing officers are: Stephen Mavety, Nancy Ng and Ralph Lai.
#Nancy will sign the cheque, detach the documents and forward cheque to either Stephen or Ron for a second signature. They will forward cheque back to Angela.
#Nancy will enter Bank information, trail balance details and donation granted details into current worksheet {{unc|\\superserver.unipharm.local\Accounting\s&n\CF-Charitable Foundation\C200-Account Reconciliation| CF Financial Statements}}
#Nancy will enter invoice and payment into ASW, 'CF' Company.
#All documents will be held for month-end before filing into UMC Charity filing cabinet (C1) which is locked. The key is held by Nancy Ng.

[[Category:UMC Charity]]

Accounting Finance:Rebate Process

2019-11-08T18:47:00Z

Nancyn:

'''Monthly Profit Sharing (‘MPS’)'''

Rebates generated from the pharmaceutical generic formulary program referred to as the Class 010 Program (‘Program’). All generic molecules included in the Program are assigned a rebate percentage based on the professional allowance (‘PA’) percentage received from the Program vendors for these generic molecules.

The vendors Professional Allowance amount is based on a percentage applied to the cost of the molecule whereas the MPS paid to shareholders is a based on a percentage applied to the selling price of the molecule. For example; a molecule with a cost of $100, a professional allowance of 50% and a selling price $108, then uniPHARM receives a PA of $50 from the vendor and pays a MPS at 45.00% based on selling price or $48.60. These percentages are set-up as CURE – 45.00% and VERE – 50.00%.

CURE – customer rebate percentage, calculated as the vendor PA % less the ‘tens’ digit; e.g. 50% - 5% = 45%
VERE – vendor rebate percentage, is the PA % as provided by the Class 010 vendor

'''Brand Pharmaceutical Up-charge Rebate'''

All brand pharmaceuticals receive a two percent (2%) cash discount if purchases are paid within ten (10) days of statement date. An additional rebate is paid on brand pharmaceuticals to shareholders that nets the up-charge to either 3.25% if a store's total brand pharmaceutical purchases are less than $1.0 million or 2.75% if a store's brand pharmaceutical purchase are greater than $1.0 million.
*For brand pharmaceuticals with an eight percent (8%) up-charge the brand rebate will be 2.40% or 2.85%

Brand pharmaceuticals with a five percent (5%) up-charge and a cost greater than $5,000 will have a net up-charge of 2.50%. *The brand rebate for these products will be 0.38%.

The net up-charges and brand rebates for specific brand pharmaceuticals are as follows;
*Lucentis has a net up-charge of 1.00% and a brand rebate of 1.60%
*Eylea has a net up-charge of minus 1.00% and a brand rebate of 3.48%

'''Class 010 Generic Program Up-charge Rebate'''

All generic pharmaceuticals receive a two percent (2%) cash discount if purchases are paid within ten (10) of statement date. An additional rebate is paid on Class 010 generic pharmaceuticals to shareholders that nets the up-charge to 0.00%. Based on the up-charge applied with BC, YT and AB, the generic up-charge rebate is as follows;
*BC up-charge rebate is 5.40%
*AB up-charge rebate is 6.83%
*YT up-charge rebate is 9.72%

[[Category:Shareholder Rebates]]

Information Systems:Digital signage players (formerly uniTV)

2019-08-22T16:48:37Z

Nancyn:

{{quote|All digital signage responsibilities (for the players at the pharmacies) have been handed off to Alttek (Rob Hoyer) as of 2018. uniPHARM is using Rise Vision for its own internal digital signage, which is documented [[Information Systems:uniPHARM Internal Digital Signage|here]]}}
=Overview=
This is the main page for uniTV, and will cover, amongst other things, administration and history/background of the project.

'''A note on terminology:'''
''firmCHANNEL is the platform used for digital signage at uniPHARM. uniTV refers generally to the uniPHARM signange project and program as a whole. As of 2015, use of the term 'uniTV' was discontinued/discouraged. Players are now referred to merely as digital signage players, while 'firmCHANNEL' still correctly refers to the software/ signage platform. However, for the purpose of this article, uniTV will still be used interchangeably with 'digital signage'.''

=History=
uniTV was a program with a controversial history. Someone else can elaborate on this section if they feel it to be necessary.

===Current philosophy and future direction===
It is all but official that uniTV has been declared a legacy program and is practically being left to self-expire. There is no interest in generating new content or exploring additional capabilities of the platform. The reality is that the original intent and vision was not realized, and all activity thereafter has been from the perspective of salvaging the program i.e. providing whatever return possible on the initial investment made by participating stores. It is easier (and the cost arguably low enough) for stores to continue with having their players continue to run and display somewhat dynamic content (weather and news from RSS feeds), than to consider alternative strategies involving a different platform altogether, or even shutting the entire program down. These possibilites have been explored:

* Digitalsignage.com - A signage platform alternative with features similar to firmCHANNEL. Would require new computers, good content is subscription-based/paid.
* RiseVision - Another signage platform alternative with the same problems as above.
* Obtaining firmCHANNEL directly from Corum Digital - Whatever value there is in Alttek providing on-site IT services beyond but also including firmCHANNEL would be lost, and there would be no considerable benefit to dealing direct.

=Administration=
==firmCHANNEL and Alttek==
firmCHANNEL is offered by Corum Digital. Corum Digital operates through channels/partners rather than dealing directly with end-users, so firmCHANNEL is actually provided to us by Alttek (a.k.a Rob Hoyer), who are an official partner and reseller of firmCHANNEL. Currently, the arrangement (which admittedly, is a tad convoluted) between uniPHARM and Alttek regarding firmCHANNEL can best be described as folloows:

* firmCHANNEL players and new installations are provisioned and performed, respectively, by Alttek.
* Reporting of issues is done through the Alttek ticketing portal. We provide the courtesy of taking uniTV-related calls from shareholders to conduct preliminary troubleshooting/analysis, and generating a ticket if required.
* Players that require service are shipped back to us, and we ship them to Rob. This assumes the store does not contact Alttek Rob directly for on-site service (which some do, without any notice required to uniPHARM).
* Management of content is done by uniPHARM, but only upon the store's request. As previously mentioned, there is currently no effort to actively refresh content.
* firmCHANNEL software support (content management and usage) is provided by Alttek.
* Any new interest from currently non-participating shareholders can be entertained by us but ultimately funneled to Alttek.
* Annual renewal of the firmCHANNEL subscription is billed to uniPHARM by Alttek. uniPHARM will invoice the stores individually.

==Web Management Interface==
* URL: http://mctv.firmchannel.com/index.php
* Top-level administrator account is Rob Hoyer, contact for account/permissions changes.
* At uniPHARM, donnak, darrenf, and norwinu have Operator accounts.

firmCHANNEL is a robust platform with many capabilities.

===Managing Players===
====Groups====
===Managing Content===
====Playlists====
====Content Library====
====Content Designer====

==firmCHANNEL players (hardware)==
firmCHANNEL has shifted from custom-built hardware players to a more software-based approach called firmCHANNEL Live (FCL). In other words, FCL is now simply software that can be installed on top of an existing Windows OS running on commodity hardware (e.g. a common PC) whereas previously, firmCHANNEL hardware players were custom-built and seemed to run a customized version of Windows XP (though, really the appliance was still a PC, albeit dressed up). Installing FCL must still be done by the provider (e.g. it's not something that can be downloaded and installed).

==Hotline: Documenting and tracking uniTV issues==
Update: As of 2017, this process has not really clicked, mainly due to the inactivity surrounding uniTV (not enough issues and too few admins to justify a hotline system)
A new protocol was put into place in November 2015 for the documentation/logging/tracking of uniTV-related issues that are brought to the attention of the I.T. department. This protocol simply utilizes the existing ASW hotline system, with the creation of three new Problem Codes and one Resolution Code related to uniTV:

===Problem Codes===
* DSADMN - Administration issues
* DSCONT - Content issues
* DSTECH - Technical (i.e. player) issues

===Resolution Codes===
* DSRSLV - Issue resolved

===Creating a hotline===
Hotlines for uniTV are created the same way as a product return from a store, or a customer service inquiry. I prefer to work with hotlines on a green screen, but it does look quite nice on the ASW GUI as well. These instructions are for generating hotlines on the GUI:

# In ASW GUI, select Sales --> Incident Handling --> Work with Incidents.
# Hit F6 to add, or click the 'Add and with cust/po/inv' on the left menu panel.
# Enter the customer number; F4 to search by name.
# Enter the problem code and resolution code. Use one of the Digital Signage codes listed above. F4 to search. The resolution code has to be entered even.
# If the problem has already been solved and this hotline is just for logging purposes, change the status to CMP (completed). Otherwise, press the green check mark to save. This sets the status of the hotline to 'NEW'. An incident number (RA number) will also be assigned at this point.
# Once the problem is resolved, go into the incident and change the status to CMP. This removes it from the default view (so you know it's been clear). You can check to see past hotlines with the CMP status by changing 'Lvl' to '0'. Default is '1' for active hotlines.
# Notify Teresa of the new hotline so that they may go in on Infonet or ASW to see it.

* Note: You can view hotlines in Infonet (a nicer search and nicer display). However, you can only edit/modify them on ASW.

==Store notes==
09:38, 23 February 2016 (PST) Delta Prescription uniTV had been offline since May, 2015. Store underwent rewiring by their own IT person (Paul Diamond), and ethernet cable from the uniTV to the switch was left unplugged. Replugging the cable brought back the connection.

==Changelog==
09:36, 23 February 2016 (PST) Purchased HDMI-over-Cat5 extender to replace VGA-over-Cat5 extender that was non-HD compatible. This connects to Donna's display (Viewsonic 1080p monitor).

[[Category: Digital Signage]]

Customer Service:CNS - Duplicate Management

2019-08-07T17:11:48Z

Nancyn:

==Entering CNS Main Info Contact==
CNS Management requires the administrator to ensure there are no duplications and if records are deleted, all links must be checked prior to deletion.

==Common Duplications or Errors==
*Each customer account requires a '''Main Info''' contact which will be shown on customer listings and address labels

==Steps to Delete Records==

#Select '''3 CNS -- Contacts'''
#Select '''3 Show list of names'''
#Enter Store name to ensure you do not enter a duplicate entry
#Press '''F6''' to add a new record
#Enter '''MAIN INFO''' under First Name
#Enter '''Store Name''' under Surname
#Enter '''Y''' for Publish to Lotus Notes
#Enter '''MANUAL''' under Source Code for Name
#Enter '''Y''' under Allowed on Web
#Press '''Enter'''

[[File:Nancy45.PNG|400px]]

===Entering Cust/Links===
#Press '''F11''' to link to Customer Account
#Press '''F6''' to add new record
#Enter '''account number''' under link to Customer/Vendor
#Enter Effective Dates (ending date should be Dec 31 50)
#Press '''Enter'''

===Entering Roles===
#Press '''F8''' to enter Contact role (note Main Info often does not have a role but could have the REMAD role which is the remittance advice email for EFT payments)
#Press '''F6''' to add record
#Enter '''Account number''' under Customer/Vendor
#Enter '''REMADEM''' under Role Code
#Enter Effective Dates (ending date should be Dec 31 50)
#Press '''Enter'''
#Press '''F12''' to move back until you reach the CNS - Enter/Update Contact Names screen

[[File:Nancy46.PNG|400px]]

===Entering Addresses===
#Press '''F8''' (Phone/Email)
#Press '''F6''' to add a record
#Enter Effective Dates (ending date should be Dec 31 50)
#Enter each Type (WORKPH, WORKFX, WORKEM, ORDCON & RMADEM)
#Enter Phone/Email or Fax dialing string
#Enter '''AC''' under Status
#Press '''Enter'''
#Press '''F12'''

[[File:Nancy47.PNG|400px]]

==Entering CNS Individual Contact==
You do not have to enter the main telephone or fax numbers if they have been entered in '''MAIN INFO'''.

#Select '''3 CNS -- Contacts'''
#Select '''3 Show list of names'''
#Enter Individual name to ensure you do not enter a duplicate entry
#Press '''F6''' to add a new record
#Enter Salutation
#Enter First Name
#Enter Surname
#Enter '''Y''' for Publish to Lotus Notes
#Enter '''MANUAL''' under Source Code for Name
#Enter '''Y''' under Allowed on Web
#Press '''Enter'''

===Entering Cust/Links===
#Press '''F11''' to link to Customer Account
#Press '''F6''' to add new record
#Enter '''account number''' under link to Customer/Vendor
#Enter Effective Dates (ending date should be Dec 31 50)
#Press '''Enter'''

===Entering Roles===
#Press '''F8''' to enter Contact role (note Main Info often does not have a role but could have the REMAD role which is the remittance advice email for EFT payments)
#Press '''F6''' to add record
#Enter '''Account number''' under Customer/Vendor
#Enter Role Code (STORE OWN, PHARMACIST, MANAGER, RMADEM (if contact is the remittance advice contact)
#Enter Effective Dates (ending date should be Dec 31 50)
#Press '''Enter'''
#Press '''F12''' to move back until you reach the CNS - Enter/Update Contact Names screen

[[File:Nancy46.PNG|400px]]

===Entering Addresses===
#Press '''F8''' (Phone/Email)
#Press '''F6''' to add a record
#Enter Effective Dates (ending date should be Dec 31 50)
#Enter each Type (CELLPH & RMADEM)
#Enter Phone/Email or Fax dialing string
#Enter '''AC''' under Status
#Press '''Enter'''
#Press '''F12'''

[[File:Nancy47.PNG|400px]]

==Entering Documents List==
You must enter the main email and fax addresses to documents list which will be the default for any invoice/credit notes sent to the customer

#Select '''3 CNS -- Contacts'''
#Select '''5 Show documents list'''
#Press '''Enter'''
#Enter '''DS''' next to INVOICE
#Press '''Enter'''
#Enter '''Customer number''' under Cust/Vendor
#Press '''Enter'''
#Press '''F6''' to add a new record
#Enter '''?''' under Related to Customer/Vendor
#Press '''Enter'''
#Enter '''Customer number''' under Code
#Press '''Enter'''
#Enter '''1''' next to Cust number and press '''enter'''
#Enter '''?''' under Contact to Customer Vendor Link
#Press '''Enter'''
#Enter '''Customer number''' under Cust Link
#Press '''Enter'''
#Enter '''1''' next to Main INFO contact and press '''enter''
#Enter '''Email''' under Mode and '''WORKEM''' under Dist Type
#Press '''Enter'''
#Press '''F12'''
#Press '''F6''' to add a new record
#Enter '''?''' under Related to Customer/Vendor
#Press '''Enter'''
#Enter '''Customer number''' under Code
#Press '''Enter'''
#Enter '''1''' next to Cust number and press '''enter'''
#Enter '''?''' under Contact to Customer Vendor Link
#Press '''Enter'''
#Enter '''Customer number''' under Cust Link
#Press '''Enter'''
#Enter '''1''' next to Main INFO contact and press '''enter''
#Enter '''Fax''' under Mode and '''WORKFX''' under Dist Type
#Press '''Enter'''
#Press '''F12'''

[[Category:Workflows-Customer Service]]
[[Category:CNS]]

Accounting Finance:Document Imaging Management Policy

2019-07-24T20:05:37Z

Nancyn:

==DIMP - Version Control Table==
{| class="wikitable"
|-
! Document !! Version # !! Date of Issue !! Description (Addition/Revision) !! DMS Owner (date/doc ref. etc)
|-
| '''DIMP''' || '''1.0''' || July 3, 2003 || Initial draft ||
|-
| '''DIMP''' || '''1.1''' || July 8, 2003 || Amendments to section 2.1.2 and inclusion of reference to Payroll in sections 4.1, 4.2 & 4.3. Added Sections 3.3 (Food & Drugs Act/GMP) and 3.4 (Employment Standards Amdt. Act) || Minutes to UNITY Project Status Meeting July 7, 2003 and email (Nancy Ng) dated July 8, 2003
|-
| '''DIMP''' || '''1.2''' || Jan. 20, 2004 || Amendments to section 2.1.2 || Minutes to UNITY Project Status Meeting January 19, 2004
|-
| '''DIMP''' || '''1.3''' || Aug. 04, 2004 || Amendments to section 2.1.2 || Document Status Report August 04, 2004
|-
| '''DIMP''' || '''1.4''' || May 05, 2005 || Amendments to section 2.1.2 || Document Status Report May 05, 2005
|-
| '''DIMP''' || '''1.5''' || Oct. 10, 2006 || Amendments to section 2.1.2 || Document Status Report Oct. 10, 2006
|-
| '''DIMP''' || '''1.6''' || Sept. 15, 2008 || Amendments to section 2.1.2 || Document Status Report Sept. 15, 2008
|-
| '''DIMP''' || '''1.7''' || Jan. 26, 2009 || Amendments to section 2.1.2 || Document Status Report Jan. 26, 2009
|-
| '''DIMP''' || '''1.8''' || Jan. 29, 2010 || Amendments to section 2.1.2 || Document Status Report Jan. 31, 2009
|-
| '''DIMP''' || '''1.9''' || May 03, 2012 || Amendments to section 2.1.2 || Document Status Report May 31, 2012
|-
| '''DIMP''' || '''1.10''' || May 03, 2012 || Amendments to section 2.1.2 || Document Status Report March 26, 2013
|-
| '''DIMP''' || '''1.11''' || Jan. 22, 2014 || Amendments to section 2.1.2 || Self-Inspection Report January 22, 2014
|-
| '''DIMP''' || '''1.12''' || Jul. 20, 2015 || Amendments to section 2.1.2 || Self-Inspection Report January 20, 2016
|-
| '''DIMP''' || '''1.13''' || May 11, 2018 || Amendments to section 2.1.2 || Self-Inspection Report May 11, 2018
|}

==Using the DIMP==
*This Document Management Imaging Policy (DIMP) Manual has been designed primarily for online use. Excessive printing of the manual is discouraged in order to aid version control and minimize costs.
*Virtually all content is self-contained within a subject ‘table’ to make amendment and/or extraction as easy as possible.
*The primary means of document navigation is via the Table of Contents. However, navigation is aided by the use of ‘[[#Glossary of Terms|hyperlinks]]’. These dynamic links allow users to jump from one subject to a related subject (or punch out to the documents located on the Internet) by simply clicking on the link. A link is displayed by underlined blue text. To return to the original location click the back button located on the web browswer. Specific topics of interest (within a sentence of paragraph) have been ‘bookmarked’ and their related subjects hyperlinked to further aid navigation and to link closely related issues.
*All references to actual Federal/Provincial regulations are in '''bold red''' text.
*The online version of the DIMP manual is to be maintained as ‘read only’.
*[[#Glossary of Terms|Glossary of Terms]] has been included clarification purposes.

==Introduction==

===Purpose===
The purpose of this document is to detail the management policy and business processes to be applied in respect of documents:
*Scanned and stored in the Gauss Document Management System (DMS)
*Accessed, viewed and retrieved from the DMS
*Destroyed as a result of scanning operations

In addition, this document is intended to demonstrate linkage to the principals required for compliance with Federal/Provincial legislation, including:
*The Personal Information Protection and Electronic Documents Act
*Food and Drugs Act (Good Manufacturing Guideline 2002 Edition)
*Income Tax Act
*Employment Insurance Act
*Employment Standards Amendment Act
*Limitation Act

===Background===
uniPHARM’s vision is to operate, as far as is practical, in a ‘paperless’ environment. The UNITY Project has provided the means for realising this vision through the installation of the Gauss Document Management System (DMS). This system provides uniPHARM with the capability to capture information from a wide range of paper based or electronic sources, store an electronic image of document, and allow images to be retrieved on an enterprise basis.

The benefits of the DMS are clear in terms of efficiency, space utilization and online access to information. However, in order to ensure that the DMS itself is operated efficiently and to comply with all legal requirements covering document imaging, retention, access and privacy, it is necessary to formalize polices through Standard Operating Procedures (SOPs). This approach is consistent with those already in place in respect of GMP, Project Management and IT Management.

==Ownership/Roles/Responsibilities==

===Background===
The Personal Information Protection Act states that an organization is responsible for personal information under its control, including personal information that is not in the custody of the organization. The Act requires an organization to designate one or more individuals to be responsible for ensuring that the organization complies with the regulations.

'''Provincial/Federal Regulations: Bill 38, Part: 2, 4 (3)'''

====Role Definition====
The primary roles associated with the [[#Glossary of Terms|DMS]] are defined as follows:

{| class="wikitable"
|-
! Role !! Definition
|-
| Owner || Designated individual who is held responsible by the uniPHARM Leadership Group for the efficient management of the [[#Glossary of Terms|DMS]] and compliance with all relevant legislation
|-
| Administrator || Designated individual who is held responsible by the Owner for the definition of [[#Glossary of Terms|Document Classes]] and publication of [[#Glossary of Terms|Batch Classes]]
|-
| Operator || Designated individual who is held responsible by the Owner for the efficiency of scanning operations and the quality of scanned images
|-
| Technical/Security Administrator || Designated individual who is held responsible by the Owner for the efficiency of application support and security administration
|-
| Delegate || Designated individual held responsible by the Owner for fulfilling the role (as approved by the Owner) of :
*Owner
*Administrator
*Operator
*Technical/Security Administrator
|-
| User || Any individual who has been approved to:
*initiate/propose that documents be scanned
*view scanned documents in accordance with the [[#Glossary of Terms|DMS]] Security Policy and possesses an authenticated [[#Glossary of Terms|iSeries]] User Name/Password.
|}

====Ownership/Roles/Responsibilities====
The following table details the individuals who will be responsible and accountable for the management and delivery of the [[#Glossary of Terms|DMS]] and the extent of their responsibilities:

{| class="wikitable"
|-
! Name !! Nancy Ng
|-
| '''Role''' || Owner of the DMS
|-
| '''Responsibilities''' ||
*Accountable to the uniPHARM Leadership Group for ensuring that all aspects of [[#Glossary of Terms|DMS]] operations comply with relevant legislation
*Approves document classes to be scanned
*Approves access to the DMS
*Reports the status of the DMS to the Leadership Group on a monthly basis
*Conducts a ‘self-inspection’ process to verify the operation of the DMS SOPs at least annually
*Approves DMS training requirements
*Responds to/resolves/escalates DMS issues
*Plans and oversees the scanning of historical documents
*Scans ‘management-in-confidence’ documentation
*Maintains the currency of the [[#Glossary of Terms|DIMP]] and [[#Glossary of Terms|DMS Log]]
|-
| '''Delegate''' || Christine Tung
|}

{| class="wikitable"
|-
! Name !! Christine Tung
|-
| '''Role''' ||
*System Administrator for Finance, Buying, Human Resources and Retail Services
*Delegate to Nancy Ng
|-
| '''Responsibilities'''' ||
*Accountable to the [[#Glossary of Terms|DMS]] Owner for efficient definition and publication of approved document classes
*Responsible for the scanning station located in the Finance area
*Monitors the scanning usage and reports ‘[[#Glossary of Terms|dongle]]’ rate to the DMS Owner as per the [[#DMS Reporting SOP|DMS Reporting SOP]]
*Defines and publishes documents classes as trained and in accordance with the Gauss [[#Glossary of Terms|VIP Image Capture]] Administrator Manual and the [[#Document Administration SOP|DMS Administration SOP]]
*Provides advice regarding indexing, validation, verification and publishing of document classes as required
*Reports issues related to Administration operations to the DMS Owner via the [[#DMS Issue Resolution SOP|DMS Issue Resolution SOP]]
*Fulfills the obligations of the DMS Owner as required
|-
| '''Delegate''' || Nancy Ng
|}

{| class="wikitable"
|-
! Name !! Gordie Lee
|-
| '''Role''' ||
*Scanning Operator for Distribution Centre Operations (except documents containing Personal Information and Management-in-Confidence)
|-
| '''Responsibilities''' ||
*Accountable to the DMS Owner for efficiency of scanning operations
*Scans documents classes as trained and in accordance with the Gauss VIP Image Capture Administrator Manual and the [[#Document Scanning SOP|DMS Scanning SOP]]
*Reports issues related to scanning operations to the DMS Owner via the [[#DMS Issue Resolution SOP|DMS Issue Resolution SOP]]
|-
| '''Delegates''' || Gerald Petznek
|}

{| class="wikitable"
|-
! Name !! Customer Service
|-
| '''Role''' ||
*Scanning Operator for Finance, Buying, Human Resources and Retail Services (except documents containing Personal Information and Management-in-Confidence)
|-
| '''Responsibilities''' ||
*Accountable to the [[#Glossary of Terms|DMS]] Owner for the efficiency of Finance, Buying, and Retail Services scanning operations
*Scans documents classes as trained and in accordance with the Gauss VIP Image Capture Administrator Manual and the [[#Document Scanning SOP|DMS Scanning SOP]]
*Reports issues related to scanning operations to the DMS Owner via the [[#DMS Issue Resolution SOP|DMS Issue Resolution SOP]]
|-
| '''Delegates''' || Nathalie Rodrigues, Cheryl Corkum, Ravinder Atwal
|}

{| class="wikitable"
|-
! Name !! Angela Chan
|-
| '''Role''' ||
*Scanning Operator for documents containing Personal Information only
|-
| '''Responsibilities''' ||
*Accountable to the DMS Owner for the efficiency of ‘personal information’ document scanning operations
*Scans documents classes as trained and in accordance with the Gauss VIP Image Capture Administrator Manual and the [[#Document Scanning SOP|DMS Scanning SOP]]
*Reports issues related to scanning operations to the DMS Owner via the [[#DMS Issue Resolution SOP|DMS Issue Resolution SOP]]
|-
| '''Delegates''' || Nancy Ng
|}

{| class="wikitable"
|-
! Name !! Norwin Uy
|-
| '''Role''' ||
*Technical Support/Security Administrator
|-
| '''Responsibilities''' ||
*Accountable to the [[#Glossary of Terms|DMS]] Owner for maintaining DMS hardware and software operability – 99% uptime is required
*Accountable to the DMS Owner for system security administration. This means maintaining secure access to scanned documents on both the [[#Glossary of Terms|iSeries]] and VIP Image Capture/VIP Document Manager (and in particular – documents subject to the Personal Information Protection Act) in accordance with the [[#Security/Access|DMS Security Policy]].
*Ensures that standard arrangements are in place for system [[#Glossary of Terms|backup]] and disaster recovery
*Ensures that delegate is fully familiar with the role and responsibilities of the Technical Support/Security Administrator
*Reports issues related to technical support and security administration to the DMS Owner via the [[#DMS Issue Resolution SOP|DMS Issue Resolution SOP]]
|-
| '''Delegate''' || Darren Freedman
|}

==Impact of Legislation==

===Income Tax Act and Employment Insurance Act===

'''Provincial/Federal Regulations: Canada Customs and Revenue Agency, Information Circular No: 78-10R3 dated October 5, 1998'''

{| class="wikitable"
|-
| Federal regulations concerning the imaging of tax/employment insurance related documentation require the following: || uniPHARM’s interpretation of and response to these requirements is as follows:
|-
|
*Someone in the organization has confirmed in writing that the (imaging) program will be part of the usual and ordinary activity of the organization’s business.
||
*See [[#Statement of Responsibility and Authority|Statement of Responsibility and Authority]] for a statement from the CEO of uniPHARM confirming that the (imaging) program will be part of the usual and ordinary activity of uniPHARM’s business. This statement is available to be published to any regulatory body as required.
|-
|
*Systems and procedures are established and documented.
||
*The systems and procedures governing the use of the document management system are laid down in this policy document.
|-
|
*A logbook kept showing:
::-The date of imaging
||
*All images retained within the [[#Glossary of Terms|DMS]] are automatically logged by the system. This audit facility enables uniPHARM or any authorized inspector to track and trace all scanned images and record deletions. In the event of system failure and the loss of the automatic auditing capability, proper safeguards have been established within this policy document to ensure that a [[#Glossary of Terms|backup]] of the system records is available as part of an overall business continuity strategy and disaster recovery plans.
|-
|
::-The signatures of the persons authorizing and performing the imaging
||
*See the table at [[#Acceptance of Responsibility|Acceptance of Responsibility]] for the signatures of all persons authorizing and performing the imaging. uniPHARM considers that the SOPs established within this policy document and the fact that all batches are to be initialled (electronically) by the scanning operator should be sufficient to establish the identity of scanning authority and operation.
|-
|
::-A description of the records imaged
||
*A description of all documents approved to be scanned is maintained within the [[#Glossary of Terms|DMS Log]] as required under this document management policy.
|-
|
::-Whether source documents are destroyed or disposed of after imaging, and the date a source document was destroyed or disposed of
||
*Scanned documents are to be disposed of under standing waste paper disposal arrangements and in accordance with the [[#DMS Document Scanning SOP|DMS Document Scanning SOP]]. All scanned documents are to be deemed ‘disposed of’ within 1 month of the date of scanning.
|-
|
::-The imaging software maintains an index to permit the immediate location of any record, and the software inscribes the imaging date and the name of the person who does the imaging
||
*All documents scanned into the [[#Glossary of Terms|DMS]] will be indexed as defined in the [[#Glossary of Terms|Batch Class]] creation process (see VIP Image Capture Manual).
*The indexing process will enable all scanned documents to be retrieved efficiently.
*All batches scanned are automatically date/time stamped and are initialled (electronically) by the operator.
|-
|
::-The images are of commercial quality and are legible and readable when displayed on a computer screen or reproduced on paper
||
*The scanning operation has in-built quality control checks to ensure that documents scanned are readable on screens. The quality of images is checked via the [[#DMS Self-Inspection SOP|DMS Self-Inspection SOP]]
|-
|
::-A system of inspection and quality control is established to ensure the maintenance of the required logs, indexing, and quality
||
*See [[#DMS Self-Inspection SOP|DMS Self-Inspection SOP]]
|-
|
::-After reasonable notification, equipment in good working order is available to view, or where feasible, to reproduce hard copies
||
*Hard copies of scanned images can be produced via the [[#Glossary of Terms|DMS]] (subject to security access permissions)
|}

===Personal Information Protection & Electronic Documents Act===

'''Provincial/Federal Regulations: Privacy Commission, Bill - 38 Part 2'''

{| class="wikitable"
|-
| To be compliant with Federal regulations, organizations are required to: || uniPHARM’s interpretation of and response to these requirements is as follows:
|-
|
*Consider what a reasonable person would consider appropriate in the circumstances (re: protection of personal information)
||
*See [[#Statement of Responsibility and Authority|Statement of Responsibility and Authority]] for a statement from the CEO of uniPHARM confirming that the document management policy and practices are considered reasonable to protect the privacy of personal information subject to imaging.
|-
|
*Accept responsibility for personal information under its control, including personal information that is not in the custody of the organization
||
*See [[#Statement of Responsibility and Authority|Statement of Responsibility and Authority]] for a statement from the CEO of uniPHARM confirming acceptance of responsibility for personal information under uniPHARM’s control. Personal information, not in uniPHARM’s custody is subject to a separate policy.
|-
|
*Designate one or more individuals to be responsible for ensuring that the organization complies with the Act (the individuals may delegate the duties required)
||
*See the table at [[#Ownership/Roles/Responsibilities|Ownership/Roles/Responsibilities]] for details of the designated individual and delegates. The responsibility extends only to personal information processed by the [[#Glossary of Terms|DMS]].
|-
|
*Make available to the public, the position, name or title and contact details of each designated (or delegated) individual responsible for compliance
||
*This is not within the scope of this Document Imaging Management Policy ([[#Glossary of Terms|DIMP]])
|-
|
*Develop and follow policies and practices that are necessary to meet the obligations of the Act
||
*The systems and procedures governing the use of the document management system are laid down in this [[#Glossary of Terms|DIMP]]
|-
|
*Develop a process to respond to complaints
||
*This is not within the scope of this [[#Glossary of Terms|DIMP]]
|-
|
*Make information available upon request about:
::-The policies and practices followed
::-The complaint process
||
*This Document Imaging Management Policy is available to all uniPHARM staff via the following link:
{{unc|\\superserver.unipharm.local\Shared User Folders\Finance\Document Imaging Management Policy\DIMP\DIMP_V1.13.docx|Document Imaging Management Policy}}
*The complaint process is not within the scope of this [[#Glossary of Terms|DIMP]]
|-
|
*Make a reasonable effort to ensure that personal information collected by or on behalf of the organization is accurate and complete, if the personal information
::-is likely to be used by the organization to make a decision that affects the individual to whom the personal information relates, or
::-is likely to be disclosed by the organization to another organization.
||
*The content of personal information scanned into [[#Glossary of Terms|DMS]] is not within the scope of this DIMP. However, details related to the actual source document such as the scanning date are automatically captured by the system log.
|-
|
*Protect personal information in its custody or under its control by making reasonable security arrangements to prevent unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks
||
*Personal information scanned into the [[#Glossary of Terms|DMS]] is subject to security measures specifically designed to prevent unauthorized access e.g. access to all document classes categorized as ‘personal’ is restricted to personal described at [[#Security/Access|Security/Access]] by means of in-built system security functionality.
*It is considered that it is extremely difficult to modify a scanned image of a source document. Thus the risk of this occurring is very low indeed. In any event this [[#Glossary of Terms|DIMP]] expressly forbids the unauthorized modification, use, disclosure, copying, and disposal etc. of scanned images of documents containing personal information.
*The [[#Glossary of Terms|DMS]] is responsible for conducting a self-inspection process at least annually to ensure that the DMS remains compliant.
|-
|
*Retain personal that information for at least one year after using it so that the individual has a reasonable opportunity to obtain access to it (if an organization uses an individual's personal information to make a decision that directly affects the individual)
||
*See ‘Personal’ category - [[#Image Retention|Document Image Retention Policy]]
|-
|
*Destroy its documents containing personal information, or remove the means by which the personal information can be associated with particular individuals, as soon as it is reasonable to assume that
::-the purpose for which that personal information was collected is no longer being served by retention of the personal information, and
::-retention is no longer necessary for legal or business purposes
||
*See [[#Document Scanning SOP|Personal Information Document Scanning SOP]]
|}

===Food and Drugs Act/GMP Guidelines (2002)===

'''Provincial/Federal Regulations: GMP Regulation, C.02.022, C.02.024 Part 2.1, 2.1.1, 1a & 1b, 2.1.2, 2.2'''

{| class="wikitable"
|-
| Federal regulations require that: || uniPHARM’s interpretation of and response to these requirements is contained within the GMP Manual and summarized as follows:
|-
|
*Every wholesaler of a drug retains records of the sale of each item, which enable a recalls from the market for a period of at least one year after the expiration date of the lot or batch unless otherwise specified in their establishment licence.
||
*See ‘Business’ category - [[#Image Retention|Document Image Retention Policy]].
*Also, under the GMP Records SOP, the IT Manager is to ensure that, at a minimum, data is to be immediately accessible from the live production system (or within 1 [one] day if from a verifiable back up source) that will enable any drug to be recalled from any Customer for a period of at least one year after the expiration date of that drug.
|-
|
*Distribution records of all sales of drugs are maintained including those of professional samples.
|-
|
*Records of all sales are retained or readily accessible in a manner that will permit a complete and rapid recall of any lot or batch of a drug. This does not necessarily imply tracking by lot number.
|-
|
*Every wholesaler to maintain records of the results of the '''self-inspection''' program required by section '''C.02.012''' and of any action taken in connection with that program; and retain those records for a period of at least three years.
||
*It is the responsibility of the IT Manager to ensure that the contents of all folders located within the {{unc|\\Superserver\GMP|GMP}} the folders are backed up on a regular basis and retained for a minimum of 3 (three) years.
|-
|
*Records to indicate that all customers that have received a '''recalled''' drug have been notified.
||
*See ‘Business’ category - [[#Image Retention|Document Image Retention Policy]].
|-
|
*Records of the results of the self-inspection program, evaluation and conclusions, and corrective measures implemented.
||
*See [[#DMS Issue Resolution SOP|DMS Self-Inspection SOP]]
*See [[#DMS Reporting SOP|DMS Reporting SOP]]
|}

===Employment Standards Amendments Act===

'''Provincial/Federal Regulation: Section 48 Subsection 3'''

{| class="wikitable"
|-
| Provincial regulations require that: || uniPHARM’s interpretation of and response to these requirements is as follows:
|-
|
*An employer must retain payroll records for 4 years
||
*The information contained within payroll records has been categorized as ‘personal’ for document imaging purposes. See ‘Personal’ category - [[#Image Retention|Document Image Retention Policy]].
|}

===Limitation Act===

'''Provincial/Federal Regulation: Section 6'''

{| class="wikitable"
|-
| Provincial regulations require that: || uniPHARM’s interpretation of and response to these requirements is as follows:
|-
|
*An employer must retain human resources records for 7 years
||
*The information contained within payroll records has been categorized as ‘personal’ for document imaging purposes. See ‘Personal’ category - [[#Image Retention|Document Image Retention Policy]].
|}

===Statement of Responsibility and Authority===
I confirm that:

*The (imaging) program will be part of the usual and ordinary activity of uniPHARM’s business.

*The document management policy and practices are considered reasonable to protect the privacy of personal information subject to imaging.

*uniPHARM accepts responsibility for personal information to be processed and retained with the Document Management System

I consider that the Document Imaging Management Policy including [[#Document Policies|Standard Operating Procedures]] are sufficient to ensure uniPHARM is currently and will remain compliant with current legislation related to the processing, retention, quality, security and availability of documents scanned into the Document Management System.

I consider that responsibilities placed on any one individual are not so extensive as to present any risk to quality.

I hereby grant authority to the individuals listed at [[#Acceptance of Responsibility|Acceptance of Responsibility]] to carry out their assigned responsibilities in accordance with Document Imaging Management Policy regulations. When the primary individual responsible is absent, authority is automatically transferred to the appropriate delegates. In the event that both the primary individual and delegates are absent, authority is automatically transferred to the uniPHARM Leadership Group to recommend and implement a reasonable interim solution.

<div style="text-align: center;"> '''uniPHARM Wholesale Drugs Ltd.''' </div>
<div style="text-align: center;"> Authorized Signatory: Ron Gracan </div>
<div style="text-align: center;"> Title: General Manager </div>
<div style="text-align: center;"> Signature: __________________________________ </div>
<div style="text-align: center;"> Date: _________ </div>

===Acceptance of Responsibility===

I hereby accept the authority granted to me at [[#Statement of Responsibility and Authority|Statement of Responsibility and Authority]] to carry of the responsibilities defined in sections [[#Role Definition|Role Definition]] and [[#Ownership/Roles/Responsibilities|Ownership/Roles/Responsibilities]]

{| class="wikitable"
|-
! Signatory !! Primary Role !! Signature !! Date
|-
| Nancy Ng || Owner || ||
|-
| Christine Tung || Administrator || ||
|-
| Customer Service || Operator || ||
|-
| Gordie Lee || Operator || ||
|-
| Angela Chan || Operator (Personal Information) || ||
|-
| Gerald Petznek || Operator Delegate || ||
|-
| Norwin Uy || Technical/Security Administrator || ||
|-
| Darren Freedman || Technical/Security Administrator delegate || ||
|}

==Document Policies==

===Categorization===

The following document categories will apply throughout the [[#Glossary of Terms|DMS]]:
*'''Business.''' This is a non-legal, non-personal document required for business purposes only e.g. query resolution, reference, business intelligence etc. Examples include: waybills, packing slips etc.
*'''Legal.''' This is a document the treatment of which is covered by specific legislation (e.g. the Income Tax Act, the Employment Insurance Act) other than the Protection of Personal Information and Electronic Documents Act (see below).
*'''Management-in-Confidence.''' This is a document that is for ‘management eyes’ only. Examples include: strategic plans, confidential business notes, correspondence with Directors etc.
*'''Personal.''' This is a document that contains personal information covered by the Protection of Personal Information and Electronic Documents Act, the Employment Standards Amendment Act (Payroll Records) and the Limitation Act (Human Resources).

It is recognized that there will be overlap between document categories e.g. a legal document may contain personal information. Where such overlap is identified, the following order of precedence applies:
:::1. Personal
:::2. Legal
:::3. Management-in-Confidence
:::4. Business

===Image Retention===

'''Provincial/Federal Regulations: Canada Customs and Revenue Agency, Information Circular No: 78-10R3 dated October 5, 1998, Para 30, Privacy Commission, Bill - 38 Part 9 - Care of Personal Information, Para 35, Employment Standards Amdt Act Section 48 Subsection 3, Limitation Act 6'''

The following retention periods apply in respect of the document categories:
*'''Business.''' '''3 years''' (unless otherwise specified by the DMS Owner following instruction from the uniPHARM Leadership Group)
*'''Legal.''' Under the Income Tax Act, books, records, and their related source documents have to be kept for a minimum of six years from the end of the last tax year to which they relate. The tax year is the fiscal period for corporations. Under the Employment Insurance Act and Canada Pension Plan, the retention period begins at the end of the calendar year to which the records relate.

'''Based on the above, the retention period for documents categorized as ‘legal’ is 7 years.'''

*'''Management-in-Confidence.''' '''3 years''' or as specified on a case by case basis by Management
*'''Personal.''' Under the Personal Information Protection Act, if an organization uses an individual’s information to make a decision that directly affects the individual, the organization must retain that information for at least one year after using it so that the individual has a reasonable opportunity to obtain access to it.
An organization must destroy its documents containing personal information, or remove the means by which the personal information can be associated with particular individuals, as soon as it is reasonable to assume that:
*The purpose for the that personal information was collected is no longer being served by retention
*Retention is no longer necessary for legal or business purposes
Under the Employment Standards Amdt Act (2002) organizations are to retain payroll records for 2 years.
Under the Limitation Act organizations are to retain human resources records for 6 years.
'''Based on the above, the policy is to retain personal information for 7 years beyond the duration of an individual’s employment or association (e.g. a Director) with uniPHARM.'''

It is recognized that there will be overlap between document categories e.g. a legal document may contain personal information. Where such overlap is identified, the following order of precedence applies in respect of retention periods:
:::1. Personal
:::2. Legal
:::3. Management-in-Confidence
:::4. Business

===Security/Access===

The following security access will apply to document images stored within the [[#Glossary of Terms|DMS]]

{| class="wikitable"
|-
| '''Business'''
||
*Accessible by:
::-All permanent uniPHARM staff
::-Temporary uniPHARM employees (as required and approved by the DMS Owner)
::-uniPHARM Shareholders (as required and approved by the DMS Owner)
::-uniPHARM Customers (as required and approved by the DMS Owner)
::-Contractors (as required and approved by the DMS Owner)
::-External auditors (as required)
::-Government inspectors (as required)
|-
| '''Legal'''
||
*Access restricted to:
::-Specified members of uniPHARM Management
::-Specified members of uniPHARM staff
::-External auditors (as required)
::-Government inspectors (as required)
|-
| '''Management-in-Confidence''' || Access restricted to specified members of uniPHARM Management
|-
| '''Legal'''
||
*Access restricted to:
::-Named Human Resources personnel (including Payroll Personnel)
::-DMS Owner
::-uniPHARM Management
|}

==Standard Operating Procedures==

===Background===
Legislation related to the treatment of information stored electronically requires that organizations have proper systems and processes in place to ensure compliance regulations.

In addition to the policies laid down in this document, the following Standard Operating Procedures have been developed:

*[[#Document Scanning Definition SOP|Document Scanning Definition SOP]]
*[[#Document Scanning Approval SOP|Document Scanning Approval SOP]]
*[[#Document Administration SOP|Document Administration SOP]]
*[[#Document Scanning SOP|Document Scanning SOP]]
::-Standard Scanning SOP
::-Personal Information Scanning SOP
::-Management-in-Confidence Scanning SOP
*[[#DMS Reporting SOP|DMS Reporting SOP]]
*[[#DMS Issue Resolution SOP|DMS Issue Resolution SOP]]
*[[#DMS Self-Inspection SOP|DMS Self-Inspection SOP]]

===Document Scanning Definition SOP===
'''Purpose:'''
*To define document classes
*To capitalize on users first-hand knowledge of workflow.
*To define/document the scanning workflow/process specific to a document class
*To assist Users to understand when scanning will occur within a business process

'''Responsibility:'''
*DMS Users are responsible for defining the scanning workflow
*DMS Owner is responsible for the currency and completeness of the DMS Log and the overall conformance to the SOP

'''Standard Operation Procedure:'''
*Any employee, Director, Shareholder, contractor may initiate (i.e. suggest or propose) that a specific document class be scanned. If the initiator is not a uniPHARM employee or does not have access internal systems, the matter should be referred to the DMS Owner who will appoint a ‘User’ to represent the initiator.
*User identifies a document for which scanning has potential benefits
*User maps the current workflow associated with the document and identifies the precise point for scanning of the document to take place
*User completes the following fields in the DMS Log, located at: {{unc|\\superserver\Shared User Folders\Finance\Document Imaging Management Policy\DMS Logs|Document Management Log}} (note: completion instructions are available by clicking on column headers)
::- Document Title
::- Document Description
::- Primary Purpose
::- Secondary Purpose (if applicable)
::- Benefits
::- Category (select from; Business, Legal, Management-in-Confidence, Personal)
::- Information Access (select from: Finance, Customer Service, DC Operations, Human Resources, Purchasing, Retail Operations, Customers, Shareholders, Directors, Contractors, Vendor, Government, Auditors, Other (specify).
::- Retention Period
::- Index Field (choose and define up to 7 index fields)
::- Quantity on hand
::- Annual quantity
::- Current storage location
::- Suggested scanning point
::- Completed by
::- Date completed
*Upon completion (and save) of the DMS Log, the User is to alert the DMS Owner (by email) of the availability of the document scanning definition , in accordance with the Document Scanning Approval SOP

===Document Scanning Approval SOP===
'''Purpose:'''
*To control what document classes are scanned
*To ensure compliance with all relevant legislation
*To avoid unnecessary scanning
*To promote enterprise communication and collective decision-making

'''Responsibility:'''
The DMS Owner is responsible for conformance to the Document Scanning Approval SOP

'''Standard Operating Procedure (see workflow diagram ref: DSA dated June 30, 2003)'''
*Each document class to be scanned into the [[#Glossary of Terms|DMS]] is to be approved by the DMS Owner prior to any documents being scanned
*A document class need be approved ONLY ONCE, unless there is significant changes in the information contained within the documents to be scanned e.g. the redesign of a document previously categorized as a ‘business’ document, now includes ‘personal’ information.
*Upon receipt of an email alert (see [[#Document Scanning Definition SOP|Document Scanning Definition SOP]]), the DMS Owner is to review the proposal, accept/reject the submission, update the DMS Log accordingly (columns AX, AY, AZ & BA) and advise the User of the decision (by email).
*For accepted submissions, the DMS Owner is to convene a meeting to be attended by representatives of the relevant user community and update the DMS Log (column BB).
*The User who submitted the proposal is to be supply the meeting with all appropriate material associated with the document class(es) under review e.g. samples, workflow
*The objective of the User Meeting is to reach a collective decision regarding the requirement to scan and identify any special considerations (if applicable). The DMS Owner will be the final arbiter in the event that a consensus cannot be reached.
*For rejected submissions, the [[#Glossary of Terms|DMS]] is to update the DMS Log (column BC) and advise the user/initiator officially of the outcome (an email or a link to the minutes of the meeting will be sufficient)
*For accepted submissions that DO NOT include ‘personal information’, the DMS Owner is to update the DMS Log (columns BC & BF) and issue a Scanning Approval (an email is sufficient) to the appropriate DMS Administrator (see Document Administration SOP)
*For accepted submissions that DO include ‘personal information’, the DMS Owner is to update the DMS Log (column BD) and initiate the ‘Consent Process’. This process is not part of the Document Imaging Management Policy. Once proper consent has been obtained, the DMS Owner is to update the DMS Log (columns BE & BF) and issue a Scanning Approval (an email is sufficient) to the appropriate DMS Administrator (see Document Administration SOP)
*For accepted submissions, the DMS Owner is to arrange for the workflow diagram (indicating the precise scanning point) to be incorporated in the [[#Glossary of Terms|DIMP]].

[[File:DIMP1.png|400px]]

===Document Administration SOP===
'''Purpose:'''
*To ensure document classes are approved prior to the commencement of document administration
*To ensure compliance with all relevant legislation
*To ensure that security measures are in place prior to the availability of a document class
*To ensure that users are aware of when scanning operations will commence

'''Responsibility:'''
The '''DMS Owner''' is responsible for conformance to the Document Administration SOP.
The '''DMS Administrator''' is responsible for creating document classes and for initiating the security aspects
The '''Technical/Security Administrator''' is responsible for setting the correct access permissions and document retention periods.

'''Standard Operating Procedure (see workflow diagram ref: DSA dated June 30, 2003)'''
*Only documents classes that been approved by the DMS Owner are to be created by the DMS Administrator
*On receipt of a Scanning Approval email from the DMS Owner, the DMS System Administrator is to create a Batch Class Definition in accordance with:
::- Specific instructions from the DMS Owner
::- The definition/requirements recorded in the DMS Log
::- The outcome of the User Meeting
::- Further discussions with the User Community
::- The conventions agreed in initial training
::- The VIP ImageCapture Administrator Manual Version 8.1
::- VIP ImageCapture Version 8.1 online help
*The [[#Glossary of Terms|Batch Class]] definition is to follow the standard process:
::- Create [[#Glossary of Terms|field types]]
::- Create [[#Glossary of Terms|document class]]
::- Create [[#Glossary of Terms|form type]]
::- Create batch class
::- Publish batch class
*Upon publication of a batch class, the DMS Administrator is to request (by email) the DMS Technical/Security Administrator to set the security access permissions and retention period and update the DMS Log (columns BH, BI & BJ)
*On receipt of a request the DMS Technical/Security Administrator to set the security access permissions and retention period, update the DMS Log (column BK) and inform the DMS Owner and DMS Administrator accordingly (by email).
*Once satisfied that all quality, DMS process, scanning workflow, security and retention aspects are complete, the DMS Owner is to inform the User Community that scanning operations may commence (User attention should be drawn to the precise scanning point previously defined) and complete column BL of the DMS Log.

[[File:DIMP2.png|400px]]

===Document Scanning SOP===
'''Purpose:'''
*To ensure compliance with all relevant legislation
*To define how documents are to be prepared for scanning
*To define when source documents are to be disposed of

'''Responsibility:'''
The DMS Owner is responsible for conformance to the Document Scanning SOP.
Users are responsible for the proper preparation of documents to be scanned
The DMS Operator is responsible for the efficiency and currency of the scanning workload, the quality of the scanned images and disposal of source documents

'''Standard Operating Procedure - see workflow diagrams ref:'''
::'''- SDS (Standard Document Scanning) dated June 30, 2003'''
::'''- PIDS (Personal Information Document Scanning) dated June 30, 2003'''
::'''- MICDS (Management-in-Confidence Document Scanning) dated June 30, 2003'''
*'''Standard Document Scanning:'''
::- Standard Document Scanning refers to documents that are not classified as ‘Personal’ or ‘Management-in-Confidence’
::- The timing of scanning operations throughout the working day will be as specified in the workflow diagram incorporated in the [[#Glossary of Terms|DIMP]] by the DMS Owner. The schedule for scanning of historical documents will be published by the DMS Owner
::- Users are to remove staples, paper clips etc. from all documents prior to placing the prepared documents in the appropriate scanning tray
::- The DMS Operator is to:
:::*identify the document class, select the appropriate batch class and scan documents into the [[#Glossary of Terms|DMS]] in accordance with training and instructions
:::*initial (electronically) each batch class scanned
:::*check the quality of the scanned image(s) produced and adjust accordingly
:::*release qualified images to the [[#Glossary of Terms|iSeries]] for viewing on an enterprise basis
:::*follow standard practice for the disposal of source documents
::- All source documents are to be rendered for disposal within 1 month of scanning
*'''Personal Information Document Scanning''' (as for 'Standard' except as noted below):
::- Documents categorized as ‘personal’ will be handled, scanned and disposed of by the personnel named at Section 2.1.2
::- The DMS Operator is to schedule scanning time at a scanning station, log out of the system immediately scanning operations are complete and remove source documentation from the scanning station area.
*'''Management-in-Confidence Document Scanning''' (as for 'Standard' except as noted below):
::- Documents categorized as ‘Management-in-Confidence’ will be handled, scanned and disposed of by the personnel named at Section 2.1.2
::- The DMS Operator is to schedule scanning time at a scanning station, log out of the system immediately scanning operations are complete and remove source documentation from the scanning station area.

[[File:DIMP3.png|400px]]
[[File:DIMP4.png|400px]]
[[File:DIMP5.png|400px]]

===DMS Reporting SOP===
'''Purpose:'''
*To provide a standard process to report the status of the [[#Glossary of Terms|DMS]] and track ‘[[#Glossary of Terms|dongle]]’ usage

'''Responsibility:'''
*The DMS Owner is responsible for:
::- conformance to the DMS Reporting SOP
::- reporting DMS status to the Leadership Group
::- maintenance of the DMS Usage Log
*The DMS Administrator is responsible for tracking and recording [[#Glossary of Terms|dongle]] usage per scanning station

'''Standard Operating Procedure'''
*At noon on the last working day of each month, the DMS Administrator is to record the [[#Glossary of Terms|dongle]] usage for their scanning station in the DMS Usage Log. The DMS Usage Log is part of the DMS Log located at: {{unc|\\Superserver\Shared User Folders\Finance\Document Imaging Management Policy\DMS Logs|Document Management Log}}
*By noon on the first working day of each month, the DMS Owner is to complete a status report and submit this (by email or link) to the Leadership Group for review.
Status Reports are to be saved in the DMS Status Report Folder located at: {{unc|\\Superserver\Shared User Folders\Finance\Document Imaging Management Policy\DMS Status Report|DMS Status Report folder}}
*The Status report is to include (but is not limited to) the information detailed at the DMS Status Report Template at the [[#Document Management Status Report Template|Document Management Status Report Template]]
*The DMS Owner is to report the results of the [[#DMS Self-Inspection SOP|DMS Self-Inspection SOP]] (via the Self-Inspection Log) to the Leadership Group on an annual basis, and within 2 weeks of the audit occurring.
*DMS records (status reports, DMS Log, DMS Usage Log, DMS Self-Inspection Logs etc.) are to be categorized as ‘business’ documents and retained for a minimum of 3 years in accordance with the retention policy at [[#Image Retention|Image Retention]].

====Document Management Status Report Template====

<div style="text-align: center;">'''Document Management Status Report'''</div>
<div style="text-align: center;">'''as at: DD/MM/YYYY'''</div>

{| class="wikitable"
|-
| '''Status Period:''' || xxxxx to xxxxxx, 200x
|-
| '''DMS Owner:''' || Nancy Ng
|-
| '''Complete by:''' || Xxxxx xxxxxxxxx
|-
| '''Date completed:''' || DD/MM/YYYY
|}

{| class="wikitable"
|-
| colspan="2"|'''Key Performance Indicators'''
|-
| DMS Team Satisfaction || style="background: #A7F432|G
|-
| User Satisfaction || style="background: #A7F432|G
|-
| Quality || style="background: #FFF700|Y
|-
| Dongle Usage || style="background: #ED0A3F|R
|}

'''Status'''
*
*

'''Dongle Usage'''
{| class="wikitable"
|-
! Scanning Station !! Monthly Dongle Usage !! Cumulative Dongle Usage (Annual)
|-
| Administration || Xxxx || Xxxx
|-
| Distribution Centre || Xxxx || Xxxx
|}

'''Status of Compliance'''
{| class="wikitable"
|-
! Legislation !! Complaint !! Non-complaint
|-
| Protection of Personal Information Act || Y/N || Y/N
|-
| Income Tax/Employment Insurance Act || Y/N || Y/N
|}

'''Issues'''
*
*

'''Risks'''
*
*

===DMS Issue Resolution SOP===
'''Purpose:'''
*To provide a standard process to record, escalate and resolve issues

'''Responsibility:'''
*Issue Initiators (typically Users) are responsible for instigating issues via the DMS Issue Log
*The DMS Owner is responsible for:
::- conformance to the DMS Issue Resolution SOP
::- reviewing and resolving issues
::- maintenance of the DMS Issue Log
::- escalating issues to the Leadership Group as necessary

'''Standard Operating Procedure -see workflow diagram ref: IR dated July 1, 2003'''
*Any DMS User can initiate an issue
*DMS Users are to complete the following columns of the DMS Issue Log:
::- Issue Description
::- Date Issue Submitted
::- Submitted by
*The DMS Issue Log is part of the DMS Log located at: {{unc|\\Superserver\Shared User Folders\Finance\Document Imaging Management Policy\DMS Logs|Document Management Log}}
*Upon completion of the DMS Issue Log, the DMS Owner is to be alerted by email.
*On receipt of an email alert, the DMS Owner is to review and resolve the issue.
*The DMS Owner is to complete the following columns of the DMS Issue Log:
::- Date Issue Reviewed
::- Issue Status, record/update status as follows:
::::*Open
::::*Escalated
::::*Closed
::- Outcome
::- Date referred to Leadership Group (if applicable)
::- Date User informed of outcome
*The DMS Owner is to inform the User (Initiator) of the outcome of the issue review/escalation (if applicable) by email or reference to meeting minutes etc.
*The DMS Owner is to maintain the currency and accuracy of the DMS Issue Log

[[File:DIMP6.png|400px]]

===DMS Self-Inspection SOP===
'''Purpose:'''
*To ensure that the entire [[#Glossary of Terms|DMS]] is audited on an annual basis in order to promote:
::- Continued compliance with current and anticipated legislation
::- Process improvements
::- Technological upgrades (as necessary)
::- An assessment of training needs

'''Responsibility:'''
*The DMS Owner is responsible for conducting the DMS Self-Inspection SOP on an annual basis and reporting the results to the Leadership Group

'''Standard Operating Procedure'''
*The DMS Owner is to audit the [[#Glossary of Terms|DMS]] on an annual basis via a process of ‘self-inspection’. This means that all aspects of the [[#Glossary of Terms|DMS]] are to be reviewed and assessed for quality and compliance.
*At a minimum, the DMS Owner is to complete the [[#DMS Self-Inspection Log|DMS Self-Inspection Log]] (below). The DMS Self-Inspection Log is to be saved in the DMS Self-Inspection Folder located at: {{unc|\\Superserver\Shared User Folders\Finance\Document Imaging Management Policy\DMS Self-Inspection Report|DMS Self-Inspection Report folder}}
*The DMS Owner is to report the results of the DMS Self-Inspection SOP to the Leadership Group (via the Self-Inspection Log) on an annual basis, and within 2 weeks of the audit occurring, in accordance with the DMS Reporting SOP.

====Document Management System - Self-Inspection Log====
[[File:DMSSIL.PNG|400px]]

This form can be found and printed in the Document Imaging Management Policy under section '5.8.1 Document Management System - Self-inspection Log' on Page 40.

==Glossary of Terms==
{| class="wikitable"
|-
! Term !! Definition
|-
| '''Backup''' || Refers to the copying of electronic files for recovery purposes.
|-
| '''Batch Class''' || Describes how documents are to be processed with the DMS.
|-
| '''Bookmark''' || Electronic marker linked by a 'hyperlink' (see below).
|-
| '''DIMP''' || Document Imaging Management Policy.
|-
| '''DMS''' || Document Management System.
|-
| '''DMS Log''' || A record of document types submitted for approval and subsequent approval status.
|-
| '''Document Class''' || A definition of a particular type of document.
|-
| '''Dongle''' || Automatic counter that tracks the number of images scanned.
|-
| '''Field Type''' || A definition of a piece of information extracted from a document.
|-
| '''Form Type''' || A definition of a unique form within a document class.
|-
| '''GMP''' || Good Manufacturing Practice (Regulations).
|-
| '''Hyperlink''' || Electronic link between words, paragraphs, tables, pages, etc.
|-
| '''iSeries''' || Refers to the IBM iSeries server.
|-
| '''Index''' || Used to define how images are retrieved.
|-
| '''Read only''' || Refers to an electronic document that is protected against modification by unauthorized users.
|-
| '''Self-Inspection''' || The process of evaluating the effectiveness of a SOP.
|-
| '''Self-Inspection Log''' || Log for recording the results of the Self-Inspection SOP.
|-
| '''SOP''' || Standard Operating Procedure.
|-
| '''Status Report''' || Monthly report completed by the DMS Owner and submitted to the Leadership Group.
|-
| '''Table of Contents''' || List of contents, subject headings, etc.
|-
| '''Version Control''' || In relation to DIMP, relates to the process to ensure only the most current version of the DIMP Manual and other DIMP documents are available.
|-
| '''VIP DocManager''' || Gauss application software - a document archiving and retrieval system.
|-
| '''VIP ImageCapture''' || Gauss application software - a document image processing system.
|}

[[Category:Finance]]
[[Category:Distribution Centre]]
[[Category:Purchasing]]
[[Category:Customer Service]]
[[Category:Pharmacy Services]]

Category:AUVI-Q

2019-06-28T17:38:42Z

Nancyn:

[[Category:Customer Service]]

Category:AUVI-Q

2019-06-28T17:37:45Z

Nancyn: Created page with "Customer Service"

[[Customer Service]]

Customer Service:AUVI-Q

2019-06-28T17:37:19Z

Nancyn:

==Overview==
The following information below was sent out to all members of CAPDM (Canadian Association of Pharmacy Distribution Management) of which we are members along with all of the other wholesalers and distributors in Canada. Below you will see information regarding the distribution of AUVI-Q in Canada. If you do not have an account with McKesson but would like to order the product, there is a way to do so listed at the bottom of the email. We had tried to get Mckesson to sell to the other wholesalers so that any pharmacy could get the product via their regular channel. They refused. However, it appears Health Canada mandated that there be a way for any pharmacy to get AUVI-Q, hence the ability to order just this product without having to open a full account.

===Message from CAPDM re: AUVI-Q===
Health Canada announced a new supply relationship with Kaléo, the makers of Auvi-Q, an alternative epinephrine injector to Pfizer’s Epipen.
Health Canada, McKesson Canada, and Kaléo will collaborate to distribute a strategic supply of Auvi-Q to provinces and territories across Canada. McKesson will act as the sole distributor of Auvi-Q.
AUVI-Q is being distributed through a single distributor, McKesson, to ensure equitable allocation throughout Canada.
Given the new entry status of Auvi-Q, we anticipate that this product will be available for delivery in stores by the end of this week.
This product will be available to all pharmacies. In order to meet this requirement, McKesson is expediting the process, for non-McKesson customers, to create an account and enable ordering of the product.

====Q&A on Distribution====
Q. Why is Health Canada expediting the importation of the Auvi-Q auto injector?

A. Health Canada has stated that the state of Epipen supply is uncertain. Given this uncertainty, and that the back-to-school season is historically a high-demand period, the Minister of Health signed an Interim Order to enable a U.S. product, Auvi-Q, to be brought into Canada.

The Minister signed the Interim Order as an emergency measure, to help minimize the impact of the current shortage on the many Canadians who rely on this important medication.

Further questions on this are best answered by Health Canada.

Q. Will McKesson Canada be the sole distributor of this product?
A. McKesson Canada works with manufacturers to distribute healthcare products to Canadians on time and in a safe, accessible manner.

The decision on who distributes products rests with the manufacturer, in this case Kaléo.

Q. Will this product be made available to all pharmacies?

A. Yes.

Q. What is the price of the product?

A. The price of the product is primarily set by the manufacturer, in this case Kaléo.

Further questions on the price should be directed to Kaléo or Health Canada.

Q. When will the product be on the shelves in pharmacies?

A. The product has now entered Canada and McKesson is working diligently to have them in pharmacies at the earliest possible point in time without sacrificing safety or quality. They are working to have the product available in pharmacies by September 7th, 2018.

Q. How do I order Auvi-Q from McKesson?

A. Customers who currently have an account with McKesson should use PharmaClik to place an order.

Q. What if I don’t have an account with McKesson?

A. This product will be available to all pharmacies. To create an account with McKesson Canada, please call the Customer Service Department:

Eastern Canada: 1-866-604-4595
Ontario: 1-888-737-7780
Western Canada :1-866-203-5233
Quebec: 1-800-363-5969

Additionally, McKesson is expediting the process for non-McKesson customers to create an account and order the product. There are three options:

Option One: An expedited “cash on delivery” account, which takes up to 3 or 4 days, and gives the customer access to only Auvi-Q. A credit card is required for payments on these accounts
Option Two: An expedited “PAP” account, which takes up to 3 or 4 days, and gives the customer access to only Auvi-Q. A pre-authorized payment (PAP) with a financial institution is required.
Option Three: A normal account, which takes up to 10 days, but allows the customer to have access to all McKesson products.

Q. Is there an order limit or cap per pharmacy?

A. Yes. Kaléo has established a daily limit on the number of Auvi-Q units that a pharmacy can order from McKesson Canada to help manage supply in a fair and equitable manner. Of course, supply and demand will be closely monitored

==Important Notes==
1. Given that they have put order limits in place, we would not be able to use some of our stores who have an account to order product in for us so that we may sell to you as normal. If we can find a way around this, we will let you know.
2. The list price for the AUVI-Q is $367.20 for a 2-pack or $183.60 per unit.
3. Any pharmacy that deals with anyone outside of McKesson would have to go through this process.
4. We are still on an allotment basis of Epi pens from Pfizer and we will keep the current restrictions in place when any stock arrives into the warehouse.

==Questions?==
If more information is needed on this topic - please email [mailto:rong@unipharm.com Ron Gracan] to help with any questions.

[[Category:Workflows-Customer Service]]
[[Category:AUVI-Q]]

Customer Service:CNS - Duplicate Management

2019-06-28T17:31:43Z

Nancyn: Created page with "==Entering CNS Main Info Contact== Each customer account requires a '''Main Info''' contact which will be shown on customer listings and address labels #Select '''3 CNS -- Co..."

==Entering CNS Main Info Contact==
Each customer account requires a '''Main Info''' contact which will be shown on customer listings and address labels

#Select '''3 CNS -- Contacts'''
#Select '''3 Show list of names'''
#Enter Store name to ensure you do not enter a duplicate entry
#Press '''F6''' to add a new record
#Enter '''MAIN INFO''' under First Name
#Enter '''Store Name''' under Surname
#Enter '''Y''' for Publish to Lotus Notes
#Enter '''MANUAL''' under Source Code for Name
#Enter '''Y''' under Allowed on Web
#Press '''Enter'''

[[File:Nancy45.PNG|400px]]

===Entering Cust/Links===
#Press '''F11''' to link to Customer Account
#Press '''F6''' to add new record
#Enter '''account number''' under link to Customer/Vendor
#Enter Effective Dates (ending date should be Dec 31 50)
#Press '''Enter'''

===Entering Roles===
#Press '''F8''' to enter Contact role (note Main Info often does not have a role but could have the REMAD role which is the remittance advice email for EFT payments)
#Press '''F6''' to add record
#Enter '''Account number''' under Customer/Vendor
#Enter '''REMADEM''' under Role Code
#Enter Effective Dates (ending date should be Dec 31 50)
#Press '''Enter'''
#Press '''F12''' to move back until you reach the CNS - Enter/Update Contact Names screen

[[File:Nancy46.PNG|400px]]

===Entering Addresses===
#Press '''F8''' (Phone/Email)
#Press '''F6''' to add a record
#Enter Effective Dates (ending date should be Dec 31 50)
#Enter each Type (WORKPH, WORKFX, WORKEM, ORDCON & RMADEM)
#Enter Phone/Email or Fax dialing string
#Enter '''AC''' under Status
#Press '''Enter'''
#Press '''F12'''

[[File:Nancy47.PNG|400px]]

==Entering CNS Individual Contact==
You do not have to enter the main telephone or fax numbers if they have been entered in '''MAIN INFO'''.

#Select '''3 CNS -- Contacts'''
#Select '''3 Show list of names'''
#Enter Individual name to ensure you do not enter a duplicate entry
#Press '''F6''' to add a new record
#Enter Salutation
#Enter First Name
#Enter Surname
#Enter '''Y''' for Publish to Lotus Notes
#Enter '''MANUAL''' under Source Code for Name
#Enter '''Y''' under Allowed on Web
#Press '''Enter'''

===Entering Cust/Links===
#Press '''F11''' to link to Customer Account
#Press '''F6''' to add new record
#Enter '''account number''' under link to Customer/Vendor
#Enter Effective Dates (ending date should be Dec 31 50)
#Press '''Enter'''

===Entering Roles===
#Press '''F8''' to enter Contact role (note Main Info often does not have a role but could have the REMAD role which is the remittance advice email for EFT payments)
#Press '''F6''' to add record
#Enter '''Account number''' under Customer/Vendor
#Enter Role Code (STORE OWN, PHARMACIST, MANAGER, RMADEM (if contact is the remittance advice contact)
#Enter Effective Dates (ending date should be Dec 31 50)
#Press '''Enter'''
#Press '''F12''' to move back until you reach the CNS - Enter/Update Contact Names screen

[[File:Nancy46.PNG|400px]]

===Entering Addresses===
#Press '''F8''' (Phone/Email)
#Press '''F6''' to add a record
#Enter Effective Dates (ending date should be Dec 31 50)
#Enter each Type (CELLPH & RMADEM)
#Enter Phone/Email or Fax dialing string
#Enter '''AC''' under Status
#Press '''Enter'''
#Press '''F12'''

[[File:Nancy47.PNG|400px]]

==Entering Documents List==
You must enter the main email and fax addresses to documents list which will be the default for any invoice/credit notes sent to the customer

#Select '''3 CNS -- Contacts'''
#Select '''5 Show documents list'''
#Press '''Enter'''
#Enter '''DS''' next to INVOICE
#Press '''Enter'''
#Enter '''Customer number''' under Cust/Vendor
#Press '''Enter'''
#Press '''F6''' to add a new record
#Enter '''?''' under Related to Customer/Vendor
#Press '''Enter'''
#Enter '''Customer number''' under Code
#Press '''Enter'''
#Enter '''1''' next to Cust number and press '''enter'''
#Enter '''?''' under Contact to Customer Vendor Link
#Press '''Enter'''
#Enter '''Customer number''' under Cust Link
#Press '''Enter'''
#Enter '''1''' next to Main INFO contact and press '''enter''
#Enter '''Email''' under Mode and '''WORKEM''' under Dist Type
#Press '''Enter'''
#Press '''F12'''
#Press '''F6''' to add a new record
#Enter '''?''' under Related to Customer/Vendor
#Press '''Enter'''
#Enter '''Customer number''' under Code
#Press '''Enter'''
#Enter '''1''' next to Cust number and press '''enter'''
#Enter '''?''' under Contact to Customer Vendor Link
#Press '''Enter'''
#Enter '''Customer number''' under Cust Link
#Press '''Enter'''
#Enter '''1''' next to Main INFO contact and press '''enter''
#Enter '''Fax''' under Mode and '''WORKFX''' under Dist Type
#Press '''Enter'''
#Press '''F12'''

[[Category:Workflows-Customer Service]]
[[Category:CNS]]

Customer Service:Telephone-Call Queue-extending CS Hours

2019-04-12T21:41:55Z

Nancyn:

==Overview==
The normal Customer Service hours are 8:00 AM - 4:30 PM. After 4:30 PM, the calls are directed to DC. However, we now have the capability of extending the hours after 4:30 PM. Our new hours will be 8:00 AM - 5:00 PM

==Extending Time==
*Go to the phone at the reception desk and press the '''Night button''' and then the number '''1''' on the number pad.
*This will allow outside calls to continue being put into the queue.

==Disabling Extending Time==
*After 5:00 PM, go back to the phone at the reception desk and press the '''Night button''' again and the number '''3''' on the number pad.

==Extending Time not Required==
*On days when extending time is not required and everybody leaves by 4:30 PM, it is not necessary to do any button pushing as the phone system will automatically route calls to the DC as it is doing presently.

==Verification Process==
*Everyone must log out of the queue
*If the extended time is activate, that person must: 1) check to make sure everyone is logged out 2) press the Night button 3) call 604-270-9745 and speak to someone in the warehouse.

[[Category:Workflows-Customer Service]]
[[Category:Telephone]]

Accounting Finance:CIBC-Entering eDEPOSITS

2019-03-11T19:44:40Z

Nancyn:

==Overview==
CIBC eDeposit business solutions help you save time and improve cash flow by allowing you to securely deposit your cheques into your account from the convenience of your office.

==eDeposit Restrictions==
*Cheque images are stores electronically at CIBC for up to 120 days
*Hold original cheques and destroy after 30 days
*CIBC eDeposit limit - $250,000 per deposit
*Process only Canadian cheques/drafts
*Upload cheques before 4pm (PST) for same day deposit

==eDeposit Contacts==
*UWD I.S. Contact – contact Norwin Uy (local 218) [mailto:norwinu@unipharm.com Norwin Uy]
* CIBC Helpdesk: T: 1-800-500-6316 (ask Nancy to contact bank if required) [mailto:nancyn@unipharm.com Nancy Ng]

==Logging into CIBC==
#Enter cheques into ASW prior to scanning & uploading to CIBC – goto FIN-AR-022 (Work with manual cheques)
#Open your supported web browser
#Logo into
https://cibc.connectrdc.ca/siteminderagent/forms/DynamicRetry.fcc?TYPE=33554433&REALMOID=06-e08580bc-cb36-464e-8037-3a5c3b0fe4bb&GUID=&SMAUTHREASON=0&METHOD=GET&SMAGENTNAME=-SM-YwsNlBrbAWGtKiygIjOAtAzLiqup%2fTMFzMJQloOA1vc9WcCPjIlhjJ6vXND6WqHT&TARGET=-SM-https%3a%2f%2fcibc%2econnectrdc%2eca%2fILP%2fEnglish%2findex%2ejsp

#Type in the 16 digit User ID ''''4506449491313128''''
#Type in the Password ''''Nature13'''' (case sensitive)
#Click the ''''Sign On'''' button

[[File:cibc11.png|500px]]

===Connecting Your Scanner===
*Scanner is on the scanning station.
*Place the scanner on a flat surface at least '''6 inches''' from your computer
*Connect the '''power cord''' from the power supply to the power connection on the scanner
*Connect the '''power supply''' to the AC outlet
*Make sure the scanner is turned '''off'''. Verify that the '''red power''' indicator on the control panel is lit
*Connect the '''USB cable''' supplied with the scanner to the scanners USB connector
*Connect the '''other end''' of the USB cable to an available USB port on your computer

===Scanning Cheque into CIBC===
*Click ''''Create New Deposit'''' button on the right side of the Welcome Page (you will be taken to the New Deposit page where you will need to enter the details of your deposit

[[File:cibc10.png|500px]]

===Enter New Deposit===
*Choose the account you wish to credit (UWD or UMC Charity)
*Enter '''User Code''' under Optional field 1 (firstname and first initial of last name)
*Enter '''number of cheques''' (add an extra item for batch total)
*Enter '''batch total'''

[[File:cibc3.png|500px]]

===Capture Data===
*Once you have completed the fields, you are ready to begin scanning your cheques.
*Place '''ONE cheque''' in the scanner facing outward
*Next, click ''''Capture''''
*After a moment your cheque will begin to feed through the scanner.
*After the first cheque has been scanned, place the '''next cheque''' in the scanner facing outward until completed.

===Deposit Item List Page===
*After the cheques have completed scanning, the Deposit Item List page will display a list of your scanned cheques as well as your Virtual Deposit Slip.
*Text recognition software will read key details from your cheques including the value, and source account number. These details will be presented on screen.
*If the complete button is '''green''' there are no errors, goto [[#Upload Cheques to CIBC]].
*If the complete button is '''red''', you have an error that needs to be fixed or your deposit is not balanced and you’ll need to make adjustments.
*'''Edit:''' allows you to edit an item’s details
*'''Delete:''' allows you to delete a selected item
*'''Add Items:''' If you forgot a cheque or deleted an item, you can add them to the deposit by using the Add Items button.
*'''Back to Deposit List:''' Takes you back to your deposit list. All items scanned will be saved in the system and you can return to them later.
*'''Delete Deposit:''' Deletes the entire deposit, including the scanned cheques.
*'''Failed Image Quality:''' rescan cheque - if failed image quality persists, deposit cheque manually to the bank via courier

====Balancing Differences====

[[File:cibc4.png|500px]]

[[File:cibc5.png|500px]]

====Fixing Errors During Deposit====

[[File:cibc6.png|500px]]

[[File:cibc7.png|500px]]

====Cheque Error====

[[File:cib12.png|500px]]

[[File:cibc13.png|500px]]

===Deposit Flow Chart===

[[File:cibc8.png|500px]]

===Upload Cheques to CIBC===
#Click ''''Complete'''' The complete button will be '''green''' when you are able to complete your deposit. If the complete button is '''red''', you likely have an error that needs to be fixed or your deposit is not balanced and you’ll need to make adjustments.
#Click ''''OK'''' when you are sure you want to complete the deposit.

[[File:cibc9.png|500px]]

[[Category:Workflows-Finance]]
[[Category:Bank]]
[[Category:CIBC]]

Accounting Finance:CIBC-Entering eDEPOSITS

2019-03-04T17:14:46Z

Nancyn:

==Overview==
CIBC eDeposit business solutions help you save time and improve cash flow by allowing you to securely deposit your cheques into your account from the convenience of your office.

==eDeposit Restrictions==
*Cheque images are stores electronically at CIBC for up to 120 days
*Hold original cheques and destroy after 30 days
*CIBC eDeposit limit - $250,000 per deposit
*Process only Canadian cheques/drafts
*Upload cheques before 4pm (PST) for same day deposit

==eDeposit Contacts==
*UWD I.S. Contact – contact Norwin Uy (local 218) [mailto:norwinu@unipharm.com Norwin Uy]
* CIBC Helpdesk: T: 1-800-500-6316 (ask Nancy to contact bank if required) [mailto:nancyn@unipharm.com Nancy Ng]

==Logging into CIBC==
#Enter cheques into ASW prior to scanning & uploading to CIBC – goto FIN-AR-022 (Work with manual cheques)
#Open your supported web browser
#Logo into
https://cibc.connectrdc.ca/siteminderagent/forms/DynamicRetry.fcc?TYPE=33554433&REALMOID=06-e08580bc-cb36-464e-8037-3a5c3b0fe4bb&GUID=&SMAUTHREASON=0&METHOD=GET&SMAGENTNAME=-SM-YwsNlBrbAWGtKiygIjOAtAzLiqup%2fTMFzMJQloOA1vc9WcCPjIlhjJ6vXND6WqHT&TARGET=-SM-https%3a%2f%2fcibc%2econnectrdc%2eca%2fILP%2fEnglish%2findex%2ejsp

#Type in the 16 digit User ID ''''4506449491313128''''
#Type in the Password ''''Grumpy20'''' (case sensitive)
#Click the ''''Sign On'''' button

[[File:cibc11.png|500px]]

===Connecting Your Scanner===
*Scanner is on the scanning station.
*Place the scanner on a flat surface at least '''6 inches''' from your computer
*Connect the '''power cord''' from the power supply to the power connection on the scanner
*Connect the '''power supply''' to the AC outlet
*Make sure the scanner is turned '''off'''. Verify that the '''red power''' indicator on the control panel is lit
*Connect the '''USB cable''' supplied with the scanner to the scanners USB connector
*Connect the '''other end''' of the USB cable to an available USB port on your computer

===Scanning Cheque into CIBC===
*Click ''''Create New Deposit'''' button on the right side of the Welcome Page (you will be taken to the New Deposit page where you will need to enter the details of your deposit

[[File:cibc10.png|500px]]

===Enter New Deposit===
*Choose the account you wish to credit (UWD or UMC Charity)
*Enter '''User Code''' under Optional field 1 (firstname and first initial of last name)
*Enter '''number of cheques''' (add an extra item for batch total)
*Enter '''batch total'''

[[File:cibc3.png|500px]]

===Capture Data===
*Once you have completed the fields, you are ready to begin scanning your cheques.
*Place '''ONE cheque''' in the scanner facing outward
*Next, click ''''Capture''''
*After a moment your cheque will begin to feed through the scanner.
*After the first cheque has been scanned, place the '''next cheque''' in the scanner facing outward until completed.

===Deposit Item List Page===
*After the cheques have completed scanning, the Deposit Item List page will display a list of your scanned cheques as well as your Virtual Deposit Slip.
*Text recognition software will read key details from your cheques including the value, and source account number. These details will be presented on screen.
*If the complete button is '''green''' there are no errors, goto [[#Upload Cheques to CIBC]].
*If the complete button is '''red''', you have an error that needs to be fixed or your deposit is not balanced and you’ll need to make adjustments.
*'''Edit:''' allows you to edit an item’s details
*'''Delete:''' allows you to delete a selected item
*'''Add Items:''' If you forgot a cheque or deleted an item, you can add them to the deposit by using the Add Items button.
*'''Back to Deposit List:''' Takes you back to your deposit list. All items scanned will be saved in the system and you can return to them later.
*'''Delete Deposit:''' Deletes the entire deposit, including the scanned cheques.
*'''Failed Image Quality:''' rescan cheque - if failed image quality persists, deposit cheque manually to the bank via courier

====Balancing Differences====

[[File:cibc4.png|500px]]

[[File:cibc5.png|500px]]

====Fixing Errors During Deposit====

[[File:cibc6.png|500px]]

[[File:cibc7.png|500px]]

====Cheque Error====

[[File:cib12.png|500px]]

[[File:cibc13.png|500px]]

===Deposit Flow Chart===

[[File:cibc8.png|500px]]

===Upload Cheques to CIBC===
#Click ''''Complete'''' The complete button will be '''green''' when you are able to complete your deposit. If the complete button is '''red''', you likely have an error that needs to be fixed or your deposit is not balanced and you’ll need to make adjustments.
#Click ''''OK'''' when you are sure you want to complete the deposit.

[[File:cibc9.png|500px]]

[[Category:Workflows-Finance]]
[[Category:Bank]]
[[Category:CIBC]]

Accounting Finance:Central Drug Stores-Statement Detailed Report

2019-01-25T16:56:36Z

Nancyn:

==Overview==
After statements have been printed (twice a month), prepare the '''Statement Detailed Reports''' for each Central Drugs Store and email to '''central.office@medicinecentre.com'''.

==Contacts==
*Cheryl de Beeld [mailto:central.office@medicinecentre.com central.office@medicinecentre.com]

==Store Accounts==
*10139 Central Drug-Bowen
*10144 Central Drug-Brickyard
*10140 Central Drug-Campbell
*10141 Central Drug-Commercial
*10145 Central Drug-Dufferin
*10142 Central Drug-Dunsmuir
*10143 Central Drug-Lantzville
*12457 Central Drug-Pacific Station

==Receiving File from Information Systems==
#Log in Infonet. From '''Finance''' --> '''Custom A/R Detail Report'''. This can only be done through the home/front page (not through uniVIEW).
#Enter the Account Number for each of the stores (you would run this procedure 8 times, once per store)
#Enter the correct dates and '''run'''
#Click '''Open'''
#Save the '''files''' to {{unc|\\superserver.unipharm.local\Accounting\common\AR\Central Drugs\Detailed Statements

==Emailing Files to Central Drugs==
#Email reports to [mailto:central.office@medicinecentre.com central.office@medicinecentre.com]

[[Category:Central Drugs]]

Accounting Finance:Central Drug Stores-Statement Detailed Report

2019-01-25T16:44:59Z

Nancyn:

==Overview==
After statements have been printed (twice a month), prepare the '''Statement Detailed Reports''' for each Central Drugs Store and email to '''central.office@medicinecentre.com'''.

==Contacts==
*Cheryl de Beeld [mailto:central.office@medicinecentre.com central.office@medicinecentre.com]

==Store Accounts==
*10139 Central Drug-Bowen
*10144 Central Drug-Brickyard
*10140 Central Drug-Campbell
*10141 Central Drug-Commercial
*10145 Central Drug-Dufferin
*10142 Central Drug-Dunsmuir
*10143 Central Drug-Lantzville
*12457 Central Drug-Pacific Station

==Receiving File from Information Systems==
#Log in Infonet. From '''Finance''' --> '''Custom A/R Detail Report'''. This can only be done through the home/front page (not through uniVIEW).
#Enter the Account Number for each of the stores (you would run this procedure 8 times, once per store)
#Enter the correct dates and '''run'''
#Save the '''files''' to {{unc|\\superserver.unipharm.local\Accounting\common\AR\Central Drugs\Detailed Statements

==Emailing Files to Central Drugs==
#Email reports to [mailto:central.office@medicinecentre.com central.office@medicinecentre.com]

[[Category:Central Drugs]]

Accounting Finance:Central Drug Stores-Statement Detailed Report

2019-01-25T16:44:13Z

Nancyn:

==Overview==
After statements have been printed (twice a month), prepare the '''Statement Detailed Reports''' for each Central Drugs Store and email to '''central.office@medicinecentre.com'''.

==Contacts==
*Cheryl de Beeld [mailto:central.office@medicinecentre.com central.office@medicinecentre.com]

==Store Accounts==
*10139 Central Drug-Bowen
*10144 Central Drug-Brickyard
*10140 Central Drug-Campbell
*10141 Central Drug-Commercial
*10145 Central Drug-Dufferin
*10142 Central Drug-Dunsmuir
*10143 Central Drug-Lantzville
*12457 Central Drug-Pacific Station

==Receiving File from Information Systems==
#Log in Infonet. From '''Finance''' --> '''Custom A/R Detail Report'''. This can only be done through the home/front page (not through uniVIEW).
#Enter the Account Number for each of the stores (you would run this procedure 8 times, once per store)
#Enter the correct dates and '''run'''
#Save the '''files''' to {{unc|\\superserver.unipharm.local\Accounting\common\AR\Central Drugs\Detailed Statements

==Email Files to Central Drugs==
#Email reports to [mailto:central.office@medicinecentre.com central.office@medicinecentre.com]

[[Category:Central Drugs]]

Accounting Finance:Central Drug Stores-Statement Detailed Report

2019-01-25T16:41:49Z

Nancyn:

==Overview==
After statements have been printed (twice a month), prepare the '''Statement Detailed Reports''' for each Central Drugs Store and email to '''central.office@medicinecentre.com'''.

==Contacts==
*Cheryl de Beeld [mailto:central.office@medicinecentre.com central.office@medicinecentre.com]

==Store Accounts==
*10139 Central Drug-Bowen
*10144 Central Drug-Brickyard
*10140 Central Drug-Campbell
*10141 Central Drug-Commercial
*10145 Central Drug-Dufferin
*10142 Central Drug-Dunsmuir
*10143 Central Drug-Lantzville
*12457 Central Drug-Pacific Station

==Receiving File from Information Systems==
#Log in Infonet. From '''Finance''' --> '''Custom A/R Detail Report'''. This can only be done through the home/front page (not through uniVIEW).
#Enter the Account Number for each of the stores (you would run this procedure 8 times, once per store)
#Enter the correct dates and '''run'''
#Save the '''files''' to {{unc|\\superserver.unipharm.local\Accounting\common\AR\Central Drugs\Detailed Statements

==Email Files to Central Drugs==
#Email reports to [mailto:central.office@medicinecentre.com central.office@medicinecentre.com]

[[Category:Central Drugs]]

Accounting Finance:Central Drug Stores-Statement Detailed Report

2019-01-25T16:41:20Z

Nancyn:

==Overview==
After statements have been printed (twice a month), prepare the '''Statement Detailed Reports''' for each Central Drugs Store and email to '''central.office@medicinecentre.com'''.

==Contacts==
*Cheryl de Beeld [mailto:central.office@medicinecentre.com central.office@medicinecentre.com]

==Store Accounts==
*10139 Central Drug-Bowen
*10144 Central Drug-Brickyard
*10140 Central Drug-Campbell
*10141 Central Drug-Commercial
*10145 Central Drug-Dufferin
*10142 Central Drug-Dunsmuir
*10143 Central Drug-Lantzville
*12457 Central Drug-Pacific Station

==Receiving File from Information Systems==
#Log in Infonet. From '''Finance''' --> '''Custom A/R Detail Report'''. This can only be done through the home/front page (not through uniVIEW).
#Enter the Account Number for each of the stores (you would run this procedure 8 times, once per store)
#Enter the correct dates and '''run'''
#Save the '''files''' to {{unc|\\superserver.unipharm.local\Accounting\common\AR\Central Drugs\Detailed Statements

==Email Files to Central Drugs==
#Email reports to [mailto:central.office@medicinecentre.com]

[[Category:Central Drugs]]

Accounting Finance:Central Drug Stores-Statement Detailed Report

2019-01-25T16:40:11Z

Nancyn:

==Overview==
After statements have been printed (twice a month), prepare the '''Statement Detailed Reports''' for each Central Drugs Store and email to '''central.office@medicinecentre.com'''.

==Contacts==
*Cheryl de Beeld [mailto:central.office@medicinecentre.com]

==Store Accounts==
*10139 Central Drug-Bowen
*10144 Central Drug-Brickyard
*10140 Central Drug-Campbell
*10141 Central Drug-Commercial
*10145 Central Drug-Dufferin
*10142 Central Drug-Dunsmuir
*10143 Central Drug-Lantzville
*12457 Central Drug-Pacific Station

==Receiving File from Information Systems==
#Log in Infonet. From '''Finance''' --> '''Custom A/R Detail Report'''. This can only be done through the home/front page (not through uniVIEW).
#Enter the Account Number for each of the stores (you would run this procedure 8 times, once per store)
#Enter the correct dates and '''run'''
#Save the '''files''' to {{unc|\\superserver.unipharm.local\Accounting\common\AR\Central Drugs\Detailed Statements

==Email Files to Central Drugs==
#Email reports to [mailto:central.office@medicinecentre.com]

[[Category:Central Drugs]]

Accounting Finance:Central Drug Stores-Statement Detailed Report

2019-01-25T16:38:12Z

Nancyn:

==Overview==
After statements have been printed (twice a month), prepare the '''Statement Detailed Reports''' for each Central Drugs Store and email to '''central.office@medicinecentre.com'''.

==Contacts==
*Cheryl de Beeld [mailto:central.office@medicinecentre.com]

==Store Accounts==
*10139 Central Drug-Bowen
*10144 Central Drug-Brickyard
#10140 Central Drug-Campbell
#10141 Central Drug-Commercial
*10145 Central Drug-Dufferin
#10142 Central Drug-Dunsmuir
#10143 Central Drug-Lantzville
#12457 Central Drug-Pacific Station

==Receiving File from Information Systems==
#Log in Infonet. From '''Finance''' --> '''Custom A/R Detail Report'''. This can only be done through the home/front page (not through uniVIEW).
#Enter the Account Number for each of the stores (you would run this procedure 8 times, once per store)
#Enter the correct dates and '''run'''
#Save the '''files''' to {{unc|\\superserver.unipharm.local\Accounting\common\AR\Central Drugs\Detailed Statements

==Email Files to Central Drugs==
#Email reports to [mailto:central.office@medicinecentre.com]

[[Category:Central Drugs]]