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Basics#

Resubmission#

By means of the resubmissions in KUMAVISION medTech365, reminders for open tasks can be created easily and comfortably and assigned to a user and / or team. The resubmission processing in KUMAVISION medTech365 can be called from different places.

Establishment#

Teams#

If you want to work with teams, each employee (user) must be assigned to at least one team. To do this, first create the desired teams in the "Teams" table and then assign the desired employees via the "[...]" > "Associated" > "Team" > "User" ribbon.

The team user card opens on which you can make the assignment by entering the corresponding user ID in the rows.

Note

If a user is assigned to multiple teams, the automatic preassignment of the team assignment will only work if one team is marked as the primary team for the user.

Resubmission tasks#

In the resubmissions you can work with predefined tasks. For this purpose, the required tasks are created in the "Resubmission tasks".

Field Description
Code Allocation of an "abbreviation" of the task.
Description Gives the description of the task.

Resubmission groups#

In the resubmission group list several resubmission tasks can be combined to task groups. To do this, first create a resubmission group using the table below.

Field Description
Code Allocation of an "abbreviation" of the task group.
Description Gives the description of the task group.

The tasks of the group are then added to the resubmission task lines. If a certain team is responsible for the processing, this can already be preassigned here in the resubmission group.

Usage#

Creating resubmissions#

Resubmissions can be created from many documents and master data using the "Create resubmission" function located in the menu ribbon.

The resubmission is created and preset with the own user ID and the primary team.

Under "Short information" a simple info text can be stored. A longer task text can be entered in the lines under Resubmissions Tasks.

Alternatively, individual tasks can be selected in the lines using the task code or a task group can be stored in the resubmission header.

After confirming the selection, the individual tasks of the group are inserted into the resubmission.

The text of the next open task is always displayed in the resubmission header.

Assign tasks to a team#

If the task is to be assigned to another team, the Team task button is activated in the resubmission. The user is then automatically deleted and the tasks can be assigned to another team. If the task is to be processed at a later date, the resubmission date must be changed accordingly.

Create resulting tasks#

Resulting resubmissions can be created in general or for a single task of a resubmission.

For this purpose, the corresponding function is called in the document header or in the line.

If selected in the line, the task is taken over directly and - if already specified - the new team of the task is preset.

In the previous resubmission, the task is automatically set to completed and the number of the resulting resubmission is displayed.

Processing the resubmission from the role center#

Own resubmissions can be opened and edited in the role center via the "Own resubmissions" stack.

With "Edit" the marked resubmission is opened and can then be set to the status "In process".

Warnings#

You can store warnings for a contact or customer that will be displayed in the Marketing Cockpit when you open the contact. These can be, for example, warnings about infectious diseases or similar. Depending on the setup, these messages are displayed in the header area in ticker text and, if necessary, also as a separate warning.

Via the "Associated" > Contact MC Cockpit" > "Warnings" button of the menu ribbon, you can assign a warning from a list to a contact and set whether a stand-alone warning (via the Hazard warning field) or only the ticker should be displayed.

Priotexts#

With this functionality, remarks can be marked in a simple way so that they appear as a note in various documents.

Priotexts are important information that is displayed directly when a transaction (e.g. order) is entered. To mark a remark for a customer, vendor, article or contact as a priotext, a remark code must be stored in the respective remark.

These codes must be defined beforehand in the setup.

Priotexts are displayed in:

  • Information about the contact, customer, vendor.
  • Information about the article
  • Sales documents: for sale to customer
  • Purchase documents: for purchase from vendor

Facility#

Remark codes#

First of all, remark codes must be created for priotexts. To do this, call up the "Remark codes" via the user search. In addition to a unique code, a description can be stored. The codes created can then be assigned to remarks so that they are displayed in the relevant areas.

Accounts Receivable & Sales Setup or Accounts Payable & Purchasing Setup#

In the Accounts Receivable & Sales Setup or in the Accounts Payable & Purchasing Setup, the standard code for sales or purchasing notes can be stored in the "Code for special notes" field. This allows the later assignment of several notes to one code.

Functionality#

Remarks are stored on the item, contact, customer or vendor. Each remark can be given a code that assigns the remark as a priotext. Start and end dates can be assigned as validity information and are taken into account in the remark texts. Depending on the assignment, the remark (limited to a maximum of two lines) is then displayed in different contexts (e.g. info boxes for articles, sales orders, etc.).

Short entry with wizard (short entry card KE)#

The contact short entry represents a separate master record from which master data such as contact, customer and vendor can be created. Thus, a contact short entry record is always created first, before the actual contact is created. This has the advantage that the short entry can be interrupted and resumed at a later point in time. Accordingly, contact short entry is also used when creating customers or vendors, and a contact is always created with it.

With the contact short entry, contacts, as well as other master data linked to the respective contact, such as customers or vendors, can be created more quickly. Here, the contact short entry can be reduced to essential entries by preassigning fields from configuration templates for the creation of contacts, vendors and customers.

Example:
When creating a customer from a contact using configuration templates, fields that do not exist in the contact can be created automatically (e.g. booking codes).

Facility#

KUMAVISION med Setup#

The general setup of the contact short recording is done in the "KUMAVISION med Setup" on the info tab "Contact Management".

The following fields have to be set up accordingly:

field description
Contact Short Entry Numbers In this field the number series for the contact short entry is defined.
Address start date formula This formula is used to calculate the start date for the address of the contact when creating contacts from the contact short capture. This is useful when assigning documents to a new contact whose document dates are in the past. This ensures that the correct address is displayed in the corresponding documents.

Configuration template setup#

In order to effectively generate master data from contact short entry, the configuration templates should be used. With the help of the configuration templates, process-relevant fields such as business posting groups can be predefined so that users no longer have to maintain this data manually.

The configuration templates are run through in a specific hierarchy when creating master data (contact / customer / vendor) from contact short entry. This hierarchy is shown in the following diagram.

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According to the diagram, the following functions result for the individual templates:

Template for contact short entry:
Through the master data template for contact short entry, not only fields in the short entry can be preset, but also additional fields can be preset. The additional fields set here will be used when creating the contact and other master data (customer / vendor). Furthermore, the template for contact summaries defines which additional data is to be created and which templates are to be used for this purpose. For example, you can use the Create customer template = "Yes" to specify that a customer is also to be created from the contact short entry. The Customer template code field can be used to specify which master data template is to be used to create the customer.

Template for contacts:
From the master data template for contacts, only the table fields are used in the creation of the contact as part of the contact short entry functionality. Additional fields that have been linked to a contact template are not included in this process. Here, the additional fields from the contact short entry are inherited by the contact.

Template for debtors:
From the master data template for customers, only the table fields are used in the creation of the customer as part of the contact short entry functionality. Additional fields that have been linked to an Accounts Receivable template are not included in this process. Here, the additional fields from the created contact are inherited by the customer.   Vendor template:
From the master data template for vendors, only the table fields are used in the creation of the vendor as part of the contact short entry functionality. Additional fields that have been linked to an Accounts Payable template are not included in this process. Here, the additional fields from the created contact are inherited by the vendor.

Note

Additional fields are only inherited if they have been set up for the respective tables. If an additional field is to be inherited from the template into the contact short entry and from there into the contact and from the contact into the customer, this additional field must be set up for the tables master data template, contact short entry, contact and customer.

The following is an example of how to set up the configuration templates for contact short entry.

First call up the configuration templates via the user search. In this overview, all configuration templates for all tables are displayed.

Inforegister General#
Field Description
Code Indicates the "abbreviation" of the configuration template.
Description Gives a description of the configuration template.
Table-ID The field "Table-ID" is used to link the template to the table that is to be filled from this template.

e.g. Contact Short Entry Table-ID "5007265"
Table Name Specifies the name of the table in the "Table-ID" field.
Activated Activate the switch, if the configuration template can be used in the processes.
Inforegister Rows#

After the table has been selected, the table fields are defined on the "Rows" info tab, which should be automatically written to the table by the template.

Inforegister KUMAVISION MED#

Additional fields can be attached to the template via the info tab. These fields will also be used in the contact summary.

Note

Additional fields are only inherited if they have been set up for the respective tables. So if an additional field is to be inherited from the template into the contact short entry, from there into the contact and from the contact into the customer, this additional field must be set up for the tables Master data template, Contact short entry, Contact and Customer.

Create contact short entry#

The contact short entry is always called up when a contact, vendor or customer is to be created.

To do this, go to the Marketing Cockpit and select the item "New contact from short entry".

When this function is called up, a selection of templates for contact short entry appears. Here you can select the template on the basis of which the contact short entry is to be preset with table fields and additional fields.

After selecting the appropriate template, the contact short entry card is opened and a number is assigned. Likewise the information, which master data with which templates are to be created, was drawn.

Now the capture of further data like name, address and communication data can take place.

After all necessary data has been entered, the data maintenance in the contact short entry can be ended via the action "End short entry maintenance". This starts the mandatory field check and then creates master data such as contact, customer or vendor (depending on the setting in the Create data tab. When exiting the short data entry, the created data record is then marked in the list and can be opened directly.

Note

The mandatory field check is run through per created data record.

Release contact short entry#

If the mandatory field check has been activated for contact short entry, master data such as contact, customer or vendor can only be created if contact short entry has been released.

The release of the contact short entry refers to the status of its data maintenance.

The following status options are possible:

No mandatory field check:
. With this option, the mandatory field check for contact short entry has not been activated. This means that data maintenance in contact short entry does not have to be explicitly completed. Additional master data can be created directly.

In progress:
This option means that the mandatory field check for contact short entry has been activated and data maintenance has not yet been completed. In this maintenance status, no further master data can be created from the contact short entry.

Maintenance completed:
This option is set when the mandatory field check has been activated for contact short entry and data maintenance has been completed in contact short entry. In this status, further master data such as contact, customer or vendor can be created from the contact short entry.   To complete the data maintenance in the contact short entry and to release it, the action "End short entry maintenance" is executed.

If at this point not all data has been maintained according to the mandatory field check, the wizard card of the mandatory field check opens. In the wizard card, users can make the appropriate corrections.

If all the necessary data has been maintained, the status in the Maintenance field is set to "Maintenance completed". Now further actions can be performed to create the master data.

After the maintenance of the contact short entry has been completed, the contact short entry card is set to a non-editable state.

In order to be able to edit the data, the short entry must be set to the "In progress" maintenance status again. This is achieved using the "Edit short entry" action.

After executing this action, the data can be edited again.

After the data has been revised, the contact short entry must be released again via the "End short entry maintenance" action.

Overview of existing contact short entries#

The contact short entry represents another master data record in KUMAVISION medTech365, which can be used to create process relevant master data like contact, customer or vendor. The already created records in the contact short entry can be viewed via the "Contact Short Entry List".

From the contact short entry list, new short entries can be created or the existing ones can be edited.

Creating the short record manually#

A new record in the contact short entry can also be created manually. This is done from the "Contact Short Entry List".

To create a data record manually, the action "New" is executed in the menu ribbon, which opens the contact short entry card. This card is empty, because no data from a template has been assigned to the short entry.

In the next step, click in any field to create a new record for the contact short entry. A number from the number series stored in the KUMAVISION med system will be assigned.

Now all further fields in the contact short entry can be filled manually. It should also be considered which master data should be generated from the short entry and which templates should be used for this.

Alternatively, a configuration template can also be used here to fill certain data in the contact short entry. The action "Apply template" in the menu ribbon is used for this purpose.

When this action is executed, the user is offered the selection of possible templates for contact short entry and the fields defined in the template are filled.

User ID in remarks of the master data#

The user ID is automatically entered in the remarks of the master data. Thus, it is possible to trace who, when created or modified the remark. The following fields have been added:

  • Created by
  • Created on
  • Changed by
  • Changed on

Article tracking#

KUMAVISION medTech365 provides a number of industry standard article trackings upon delivery of the system which can be assigned accordingly when creating a new article.

Note

Please note, the default article tracking is provided by KUMAVISION and must not be changed.

Color display#

The "Quantity" field is displayed in a different color in the open sales/purchase document lines, goods issue lines, goods receipt lines and in the article book sheet, UML book sheet, INV book sheet, production, assembly if it is a line with an article for which article tracking has been set up. In addition, the article tracking can be called directly via the lookup of the field.

The following color distinctions are made:

  • Red, if batch or serial numbers are present but no assignment has been made.
  • Blue, if batch or serial numbers are present, but have not been completely assigned
  • Green, if batch or serial numbers are present and have been completely assigned

Date of manufacture Warranty date, ext. batch#

If an article has a manufacturing date, you can define this with the article tracking code. You can define the warranty date on the "KUMAVISION med" tab on the fields "Warranty period customer" / "Warranty period supplier". In addition, various settings for the technical service can be made on this tab.

Serial number information card#

The serial number information card has been extended with the following fields in KUMAVISION medTech365:

Inforegister General#

Field Description
Description 2 Presets the description 2 of the article or article variant.
Register number Maintains the register number assigned by the health insurance company for the aid.
Status mandatory field check This field displays whether the mandatory field check was not performed (no check), completely checked or incompletely checked.
Locked by This field displays whether the record is locked by the mandatory field check or the user.

Inforegister Vendor#

This info register is necessary for the technical service. When a device is purchased or reused from a market competitor via a purchase order, the creditor is recorded here.

Inforegister Customer#

This information register is necessary for the technical service. The user who gave the instruction to the device is recorded in this info register.

Inforegister KUMA-Platform#

Field Description
Previous owner / Previous owner search term Contact who previously owned the device. / contact search term of previous owner
Date of last stock entry Calculated field, updated with each goods movement of the device
Storage location Last storage entry Calculated field, is updated each time the device is moved. This field shows where the device is currently located.
Variant code of last stock entry Calculated field, updated with every goods movement, shows the current variant code of the device.
Status Free parameterizable field to show the status of the device
Guarantee period customer Indicates the date formula as well as the duration, calculated on delivery of the device based on the booking date.
Guarantee Customer until Calculated automatically based on the delivery date and the warranty period.
Device class Field for classification option of SN cards. Can be freely defined by users with their own codes.
CE Responsibility Deposit of the CE mark
Commissioning date Calculated when a device is delivered for the first time.
Contract no./
Contract version no./
Contract line no.
Indicates the contract with which the device was delivered. These fields must be filled so that the automatic contract determination in the call can take effect.
Process no. Indicates the process with which the device was delivered.

Inforegister Ownership / Possession Relationship#

The ownership of the device is shown here.

Field Description
Last booking code Indicates the ownership ratio of the device and is recalculated for each goods movement. If the field is empty, the device was sold without keeping track of where the device is located.
Owner Indicates the owner of the device. If the field is empty, the device is owned by us.
Owner Indicates the customer who currently owns and uses the device.
Device usage is not used

As long as it is necessary to keep track of where the device is located, the booking code and the fields for the storage location and storage bin of the last warehouse booking are filled. If a device is sold to only one customer, the fields are empty and only the owner and owner are entered. The booking code is correctly entered in the respective process.

Ribbon Vogang#

|Description| | --- | --- | |Contract assignment|Assignment of health insurance contracts to the SN card. Has no use in the processes described here."| | |Set up resubmission|Send a resubmission based on the serial number card| |Edit serial no. info card/
Exit serial no. info maintenance|Activation of the mandatory field check of the SN card as well as the editing mode of the card| |Article/device assignment items|If the additional module "Serial no. in serial no." is used in production, the components assigned to the device are displayed here. In addition, all expenditures and spare parts incurred in the course of the service are displayed here. |Navigate|Display of all items, purchase and sales documents related to the serial number| |Reset Owner Info|This function removes contract and owner information from the serial number card and item records, allowing a device to be transferred directly from one owner to another. |Feature Classes|Display device parameters for the device| |Article items|Display of the goods movements of the device|

|Description| | --- | --- | |Device history|Print out the information and goods movements for the device|

Customer Service Ribbon#

|Description| | --- | --- | |New Call |Create a new call for the device| |Calls |Display of all open calls to the device| |Completed Calls |Display of all completed calls to a device|

Device Serviece Ribbon#

|Description| | --- | --- | |Create maintenance plan |If no maintenance plan exists for a serial number, a maintenance plan can be created for the individual card based on the maintenance plan of the item.| |Maintenance plan |Display the maintenance plan for the device, here concrete due dates for maintenance are displayed and calculated. The Planning no. field indicates the maintenance cockpit number via which this maintenance is currently being performed. If the entry is 0, this line is not in any maintenance or in planning of an upcoming maintenance.| |Equipment items |In the equipment items, the items and resources consumed within the scope of a technical order are displayed and recorded. In addition, a simple cost accounting based on the cost prices of the articles and resources takes place here.

Actions ribbon#

Field Description
Edit serial no. info card/
End serial no. info maintenance
Activation of the mandatory field check of the SN card as well as the editing mode of the SN card as well as the respective termination
Contract assignment Assignment of health insurance contracts to the SN card. Has no use in the processes described here
Create Item Contract Lines B2B Function for the subsequent assignment of a device to a repair or maintenance contract in the retail sector.
Feature Search Search for device parameters via serial numbers
Navigate Display all items, purchase and sales documents related to the serial number
Barcode Flag Place a barcode, documents to which this barcode has been assigned are stored here in the Document Management System (DMS for short)
Return to eBox Documents that have been stored in the DMS can be sent back to the eBox via this function if the document has been stored incorrectly and needs to be reassigned
Device history Printout of the information and goods movements for the device
Field Description
Article tracking item Documentation of the goods movement of the device
Remarks Possibility to record remarks for the specific serial number
Article Tracking Item Required only in manufacturing and is used to document the history of the serial number or components where they have all been included
Stock overview Views the stock for the serial number
Feature Classes Display of the device parameters for the device
Article/device assignment items If the "Serial no. in serial no." add-on module is used in production, the components assigned to the device are displayed here. In addition, all expenditures and spare parts incurred in the course of the service are displayed here.
Article items Display of the goods movements of the device
New Call Creation of a new call for the device
Calls Display of all open calls for the device
Finished Calls Display of all finished calls for a device
Create Maintenance Plan If no maintenance plan exists for a serial number, a maintenance plan can be created for the individual card based on the maintenance plan of the item
Maintenance Plan Display the maintenance plan for the device, here concrete due dates for maintenance are displayed and calculated.
Operating hours list View the already read operating hours, as well as the calculation of the hours of use.

Operating hours obligation#

If a device is subject to operating hours, this is also controlled via the article tracking code. An article tracking code (SN_BSTD) has been created specifically for this purpose, which has the operating hours obligation in the device, so that the operating hours can be maintained and viewed on the serial number card.