Vendor Did Not Select Built Item

Occasionally, a non-built item (GUDID or Custom Item) may be added to a bill instead of the item from the ERP. The issue can be resolved by reaching out to the vendor and Supply Chain.

Below is a list of potential scenarios why this could occur:

1. The vendor rep uses the search functionality in Casedoc and selects the GUDID version of the item
2. The vendor rep creates a custom item on the bill without searching
3. The built version of the item is not active, or was activated after the bill was created, so it could not be selected by the rep

Solutions

Item Already Exists in the Item Master

If you have determined that the vendor rep has added a non-built item that needs to be replaced with an item that already exists in your ERP Item Master:

1. Reject the Bill with a clear reason for rejection, including all necessary correct item details
2. The vendor rep will then delete the existing line and re-select the correct item
3. The vendor rep will re-submit the bill

Tip: the description of the built item within the “Supplies & Implants” tab should match the description of the item selected by the rep within Casedoc.

New Built Item is Required

If your system has decided that an item should be built before being approved for requisition, you will need to coordinate with the vendor rep and Supply Chain to make this item available for the vendor rep to add to the bill.

If you have determined that the non built item does not exist in your ERP Item Master and that a new built item is required:

1. Request the item be built in the ERP Item Master
2. 1. Have Supply Chain (or another internal group that manages Item Master updates) create the item in the ERP Item Master
   2. Once this item has been added, the ERP item will be available in Casechek during the next item file sync. Item Master updates typically occur nightly, but certain Hospitals may choose to send updates on different intervals
2. Once the item has been built and the ERP Item Master has been updated in Casechek (which will occur after the item file sync and the item has been created), you can instruct the rep to fix the bill
3. 1. Reject the Bill with a clear reason for rejection, including all necessary correct item details.
   2. The vendor rep will then delete the existing line and re-select the correct item
   3. The vendor rep will re-submit the bill
3. Request that the clinical team update the EHR patient record

Built Item is not Required

If your organization has decided that the non-built item(s) can be approved, you can go ahead approve the bill for requisition.