Lesson 12: Manage the articles in the warehouse by internal codes and export data to Excel to produce graphical reports

Objective: Manage the articles in the warehouse by internal codes and export data to Excel to produce graphical reports.

This option permits allocating a code to each supply classified in accordance with its unit of presentation, and in the case of pharmaceuticals in accordance with its form, route and strength. These codes are very useful for the institutions that utilize SUMA on a daily base. They can continue using the same codes as their institutions use. For example, the codes used by the Ministry of Health for health supplies can be assigned in SUMA. All the documents of entry/ delivery of a warehouse will show the codes assigned by the Ministry.

To be able to handle the "items by codes" the codes should be assigned before initiating processing of the data. The user assigns the codes in the option System Tables of the Configuration Menu in the Modules SUMA Central or SUMA Stock Management. When registering the items the user can search by specific code.

If the user does not wish to assign codes, the SUMA system will assign them automatically. These codes can be changed at any time. SUMA will reassign the new codes to the items already registered, for example the user does not have to return to the items already registered in order to change them manually.

Exercises:

1. Carry out the following exercise in order to observe the established codes:

Go to the option Utilities, to Print item tables:

Select each option and observe per screen each level. Observe the difference between: Print Nivel:04 and Print Nivel:04: By Code.

2. Carry out the following exercise in order to modify the established codes:

Go to the option Utilities, System Tables. Type the configuration password of the warehouse. Select English Language. Select Pharmaceutical products/Strength and click on the button <EDIT>. Modify the assigned codes for all the presentations of Acid Acetylsalicylic as follows:

· Acid Acetylsalicylic - Anal Suppository 100 mg
New Code ACIACE01

· Acid Acetylsalicylic - Anal Suppository 150 mg
New Code ACIACE02

· Acid Acetylsalicylic - Oral Tablet 100 mg
New Code ACIACE03

· Acid Acetylsalicylic - Oral Tablet 500 mg
New Code ACIACE04

· Return to the Main Menu of the Stock Management Module, UPDATING the system tables.

Select the option Utilities, then Print item tables, Print Level:04: By Code and observe the last items of the list.

Figure

Utilization of the Excel interface:

SUMA can print different types of reports. However, sometimes it is necessary to report information in a specific format, to carry out a graph or summary of the information, to give a presentation for the media, to modify the headings of the reports in order to make them more visible or adapt them to the format used within the institution including logos, etc.

For these tasks, SUMA allows to export the report information to an Excel format. When producing a report, the following question appears on the screen:

Figure

Upon selecting <YES> the system shows us a screen with the content of the hard disk of our computer, you have to write the name of the Excel file and select the directory where we want to save the file.

Figure

The name that we assign to the Excel file should be a short name (maximum 8 digits), without spaces or special characters.

Exercises:

1. Carry out the following exercise in order to export a file to Excel:

Go to the option Reports and select: Report of Classified Items: By category (Item/Description).

Click the <Begin Process> button and observe the data on the screen.

Click Escape in order to leave the preview screen and respond <YES> to the question "Do you want to export data to Excel?".

In Name of Excel File is now written EXCELNAM, you can change it and then click on <Save> in order to make the file and save it in directory C:SUMAWS52.

Exit the system and start the Microsoft program Excel.

From Microsoft Excel, select File, Open, and choose the EXCELNAM.XLS file within the directory SUMAWS52.

Figure

Use the Excel commands in order to modify the report and include titles, headings, logos, and to modify the size of the columns.

Print your new report.