Guide to Using Batch Number Tracing

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uide to Using Batch Number Tracing

Teleos Settings

In the Setup channel and into Settings, select the Printer Settings from the list. In here there are a few things that need to be selected to use elements of the program. First of all, to be able to print out any labels you will need to select the Label Printer. When you select this, the Seiko Label Printer Port should automatically become the same as the Label Printer you have chosen.

The Seiko Label Printer Port needs to be set dependent on whether the Label Printer is local to the machine or not. If it is locally attached, you will need to selected either COM1, COM2, COM3 or USB from the drop down list. If it is connected over the network to another computer, leave the port the same as the Label Printer.
The Seiko Label Printer Type needs to be set to the model of printer you are using. This can be found by looking at the printer itself, but usually 200 is usable.
Next set the Scanner Port to the correct COM Port. ( There is currently NO facility to use USB.) Notes need updating??
Finally, you will need to tick the box that says Print Stock Barcodes and save all the changes.

Setting up

Before the system can be used, you will need to ensure that you have set up all the drugs appropriately. You will need to first of all set up the Suppliers that you are going to be sending orders to. This is done by going to Setup, Settings and Suppliers. In here Add any new Suppliers you want to use. Only the name is required, but if you are planning on using Genus Xpress, NVS or Centaur, please ensure you enter the said suppliers as shown as variations such as using “Vetdrug” instead of Genus will result in the Supplier being ignored later on.

In Quick Price Check you will need to ensure that each drug has the correct Supplier and that Supplier’s Reference so that this can be used in Ordering and Stock control. You need to set up the Stock Holdings too by going to Setup Drugs and clicking on Stock Holdings. You will also need to set up the Stock levels, Minimums, Maximums and Reordering Multiple.


The main ordering section is contained within Management Channel, Ordering and Stock Requirements.

To get a list of drugs you need to order you can click on Print Requirements report.

To create an order you can either click on Prepare Electronic Order, which will look at the requirements and create a complete order. Alternatively you can click on Edit Existing Order. If an order already exists, it will display that order, or it will give you a blank order for you to add any items you want.

When the Order is displayed, you can either manually Add an item to the list, Edit an existing item, Delete one of the items or you can use the Scanner and Scan the barcode of a Stock item you wish to order. When you have completed the order, you can Print the new Requirements report, and send the order straight away. If you don’t send the order immediately, you can always choose to send it later on using the button in the Ordering and Stock Requirements section.

Once the order is sent, it is recorded on the system for Destocking.
When Stocking incoming items, you have a choice on the system. You can either use the old method contained in Ordering and Restock incoming stock or the new method which is to Restock individual invoice. Within this section of the program you can use the scanner to select the Stock items that you are putting into Stock and enter their Batch numbers and Expiry dates. In the case of some of them, this information will be automatically entered as it is contained within the barcode. If you are using Centaur as a supplier, they will supplier a large Tote 2D barcode that will contain the entire order ready to be processed rather than scanning the individual items.
Once the Invoice is entered it will compare all elements of the Stock Invoice against the Order that was made. If there was any Stock items that have not arrived, they will stay on the system as waiting to arrive. If however more items have arrived than were ordered, it will ask how much you paid for these items with a default value of how much they normally cost. This was implemented incase any Suppliers have a system of buying 10 and getting 1 free for instance. Then when it asks how much was paid you can enter £0 and it will know these were free on any SQL Reports.

The Yellow consulting room buttons can be setup using a setting called BCSCAN which sets up a normal PGrid but allows you to scan in any Stock items you wish to dispense rather than selecting them from the list. You can also enter in the Batch numbers so that they can be traced to the Animal and Client that received them. These can be set up independent of one another so that if you don’t have a scanner you can still trace the Batch numbers themselves. As the Batch numbers themselves have an individual total remaining, you can also determine how many of a Batch is left so that you can run reports to ensure you know which Batches are due to expire first.

Disposing and Returning
To return or dispose of any stock items you can select Return Dispose Stock. Here you can either scan in the stock item or select it and choose its Batch number and quantity. It will then prompt you for the units so that if you are trying to dispose of 3 pills not 3 boxes of pills it will know the difference. If you are Returning the Stock, it will ask you for the invoice number it came from and the amount you paid for it (default is standard amount).

SQL Reports
It is possible to create SQL reports for batch numbers. There are a number of reports already created to print off a list of all stock from an order or an invoice, a list of stock item batches and their quantities, a specific batch number and even a complete list of everyone that has received a Batch number for a stock item.

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