The audit warehouse is configured for when a department that is not a warehouse wants to cancel or return storable products. For instance, Cashiering, that manages all of the encounter charges that come from all areas (including warehouses). If the cashier would like to cancel a storable charge straight from Multibilling, Cirrus will ask them to select an audit warehouse to receive these items back.
What for?
So that the audit warehouse aids performing the inventory adjustment after returning the products for such charge.
Example :
Our hospital charges a patient for 1 USD to an encounter and this dollar is reflected in Multibilling. If it's necessary to cancel that charge, the correct thing to do is to cancel it from the area that performed these charges so that Cirrus makes the decreasing from the encounter and increasing the inventory of the stock in this hospital area or warehouse.But if Cashiering wants to remove these charges faster then we are going to need an auxiliary warehouse for that since Cashiering area did not perform those charges nor is a warehouse. Here we must have an audit warehouse configured for that and Cirrus will perform the inventory adjustment by increasing the stock in such warehouse.
If we try and cancel charges for this type of products from Cashiering area and this hospital does not have any audit warehouses, cashiers will not be able to do that until we create their audit warehouses.
See here how to configure this type of warehouse and the cancellation process from Billing and Cash area.
Warehouse settings
Only for ECS Staff - Request via ticket or chat
To configure an audit warehouse, go to Warehouse Locators window and follow these steps:
In Warehouse tab, fill up search key, name, address, set it as active and check the Inventory Management box. In Type select Audit.
Save changes.
3. Now go to Locator, click New Record and enter Search Key, Priority, Aisle, Bin and Level of Locator. Save to complete.
4. Finally, to relate warehouses to this audit warehouse, go to Related Warehouse and click New Record.
In Warehouse Relation perform a search for the warehouse that will be related to this warehouse and Save.
Now cashiers can cancel charges for storable products after selecting any audit warehouse that will receive back these items.
Cancel Charges as Cashier
Cashiers can cancel charges from Encounter charges window (Charges button in Multibilling context menu) by clicking on Cancel charges in context menu for the selected charge :
Here they must enter a reason but also will see the following Audit Warehouse pop-up, where they must enter to which warehouse these storable products will be moved :
Once completed, you will see a confirmation message describing warehouse and locator that received this inventory adjustment :
Kardex Report
In Kardex Report window, you can see the movements for both sales and sales return for the returned products :
If you click any of these records, you can view their details (such as amounts and product information). Click Accounting Policy of Expenses to view their accounting, which will be generated once Cirrus runs the accounting (every hour) of charges and payments :
Quantities in accounting were assigned to their corresponding accounts :
Inventory Adjustment
Now warehouse users must perform a manual Inventory Adjustment where they must manually remove the stored products from the audit warehouse and add them manually in their original warehouse.
First let's see an example were the cashier operator cancel the charges for the product that will not be delived and then selects the audit warehouse for this product :
Now, in Inventory Adjustment window, warehouse staff must create a new document where they need to search for the audit warehouse and remove the quantities counted for the product that will be moved to their original warehouse once validated that these products are correct :
And create another document where they must add these quantities in their original warehouse :
With this, warehouse users can manually adjust the quantities that they have just audited and reviewed.
Notes:
We do not recommend cashiering and billing areas to perform this cancelation process since they are not returning the products to the warehouse that performed these encounter charges. The correct thing to do is to do the following : in order to cancel charges for any patient, the service area that delivered these products is the one that must perform cancellations or product return, if applies, so this product can automatically go back to its corresponding warehouse. Billing/Cashiering area can only perform charges or cancel charges that belong to this area (e.g. room charges, phone call charges, etc).
Any user with access to Multibilling can cancel charges. When creating the audit warehouse any user with access to Multibilling will be allowed to cancel charges from such warehouse (no further permits are required).
We hope this improves your Cirrus experience. Remember to share this information and ask for help if you need it.
Date: June 21, 2023.