1.  Product / Inventory Master File


The Product File is also known as the “Inventory Master File”. The Inventory Master File is found in:

 INVENTORY--> 1. Maintenance Procedures  --> 1. Inventory Master
 A sample of a product record from the Inventory Master File is shown below. Specific fields within the Inventory Master File are described below.



Field 1: Type in the product INVENTORY CODE if known. Alternatively, type in at least the first 4 letters of the generic name (not the generic code) or at least the first 3 letters of the Trade name`/Trade name' to find the relevant item (see below for drug search rules) 

If there are no items in the search results or if the search results do not contain what is required click ESCAPE and the message below will appear:

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  • Enter `Y' and in Field 2, enter the generic code or at least the first 3 letters of the generic name to find the item.
  • Fields 6 and 7 will populate with the selected item details
  • Field 9. Expense Account - Enter the expense account or ? to search the existing expense accounts
  • Field 10.Product Group - Enter the product group or ? to search the existing list of product groups
  • Field 11.Product Type - Enter one of the following:
  • <V>irtual, <P>urchased, <D>ispensed, <R>epack, <M>anuf'd, <N>on-drug, <A>dditive
  • Field 12.Internal Issue - Enter the internal issue or ? to search the existing internal issues
  • Field 13.Units per Issue - Enter the number of units per issue
  • Field 14.Status - Select the status from the window that opens:
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  • Field 15.Shelf Life (days) - Optional
  • Field 16.Intermediate prod - Optional
  • Field 17.Workload Category - Optional
  • Field 19.Stock Groups - Optional
  • Field 20.Purchase Data - ENTER to open
This screen displays purchasing data, including trade codes.

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  • Field 1. Supplier Code: A lookup exists to find the supplier
  • Field 2. Supplier Inventory code: Enter the supplier inventory or part code.
  • Field 4. Trade code: A lookup exists to search for the Merlin Trade code
  • Field 5. Purchase UOM: Enter the unit of measure that is purchased eg Box/T
  • Field 6. Units/PUOM: Enter the number of units that are purchased in the unit of measure.
  • Field 7. Purchase price: Enter the purchase price (found in the supplier catalogue)
  • Enter through Fields 9,10,11 (They are not mandatory)
  • Field 12. Lead Time: Enter the time taken until delivery expected or enter through.
  • Field 13. Principal Supplier: Enter `Y' or `N'
  • Enter through Fields 14, 15 (they are not mandatory)
  • Field 16. GTIN ecommerce: Enter the GTIN (for electronic ordering)
  • Enter through the remaining fields (they are not mandatory)
  • File the screen
  • File the main Inventory Master screen.


Drug Search Rules


  • In any part of Merlin whenever the user is prompted to select a drug the following search rules apply:   To search by generic (preferred) -  type in at least 4 letters of the generic drug name e.g. SIM……
  • To search by brand – type “ / “ and at least 3 letters of the trade name

          e.g. /ZOC….

 •       To narrow down the search type in the strength separated by a comma (no spaces) e.g. SIMV,10

 •       To narrow down the search further, type in the form separated by a comma (no spaces) e.g. SIMV,10,t

 

The Drug Search look up window appears as follows:

 The number in brackets in the top left hand corner of this window indicates the number of items listed.  Each page of the list can be quickly navigated using the ← and →arrows. Regardless of how the search is initially conducted, when the relevant item is selected it will display in Merlin as the Inventory Code (e.g. SIMV1)