Setting up the ARCOS functionality (Pharma US)

Related topics

The ARCOS functionality, which is applicable for US installations of DC1 Pharma, allows you collect the information (i.e. inventory transactions in and out of stock) for batch- and date controlled narcotic related items.

This information can be derived from any or all of the following:

Inventory transactions that affect the stock on hand
Sales orders
Purchase orders

When the necessary information is set up, the transactions are logged in the ARCOS transactions file, and the ARCOS report, (which you manually create for the logged transactions via the ARCOS report file creation menu item), can be sent to the relevant authority. The data is automatically collected based on the ARCOS transactions.

File

To do

Work with companies

Activate the following applications:

US (US modifications)

PHA (DC1 Pharma)

UPH (US Pharma)

Update pre-loaded application tables

Run pre-load tables. This will pre-load the ARCOS transaction codes, the NDC types and the ND item cross reference type.

Panel value control file

For the following panel value groups, the panel values have to be set for the applicable language in the Language table.

Group	Description
ARCOS.AC	This holds the action identifiers for Adjustment, Deletion and Insertion for the ARCOS transactions.
ARCOS.MO	This holds the field values used in the ARCOS transaction codes.
ARCOS.PT	This holds the ARCOS process types codes used in the ARCOS transaction codes and ARCOS matrix.
ARCOS.RF	This holds the codes for ARCOS reporting frequency used in the Pharma control file.
ARCOS.TO	This holds the codes for the type of order used in the ARCOS transactions file and the ARCOS matrix.
ARCOS.UN	This holds the codes for the units used in the ARCOS transactions file and printed on the ARCOS reporting document.

Pharma control file

Add the following details:

ARCOS reporting freq: Enter the frequency with which ARCOS reports must be generated. Valid panel values are M (Monthly), and Q (Quarterly). If you leave this field blank, you will not be able to create ARCOS transaction codes which are necessary to define ARCOS reportable activities.

ARCOS administrator email: Enter the email address to which you would like the ARCOS reports to be sent. This information will automatically be loaded into the Address of recipient field in the ARCOS report file creation program.

Work with DC1 user profiles

If you want the email address of the person sending the ARCOS report to automatically be loaded into the Address of sender field in the ARCOS report file creation program for the actual user, click the Assign client option for the applicable user and enter the email address for the ACCEMAIL client.

Work with DIS control file

The standard text functionality is standard functionality in DC1 and is not exclusive to the ARCOS functionality. If you want standard text to be printed on the purchase order and/or sales order for ARCOS related items toggle to the panel that holds this information and enter the applicable code from the Standard text file.

Work with narcotics categories

Register your narcotics categories. Enter the category and description. Set the ARCOS reporting field to YES if narcotic related items under this category should be included in ARCOS reporting. Set the DEA order form no field to YES if you want the order reference to be a mandatory entry during purchase order/sales order entry for items on the order that belong to this category. When the narcotics category is assigned to an item, the settings in those two fields cannot be changed.

Work with DEA registrant types

Enter the type of DEA registrant along with the description for your customers, suppliers and warehouses. The DEA registrant type is used in the DEA certificate and is always the first character in that ID.

Work with warehouses

Click the Pharma option to access the Pharma information panel where you must define the DEA number and DEA expiry date. For a purchase order, the DEA number for the warehouse will become the Reporting registrant number on the ARCOS transaction. For a sales order, the DEA number will become the Associate registrant number.

Work with business partners

In this file you register the DEA number. This must done on Address level for customers if the customer has different DEA numbers on the different addresses. Otherwise it can be entered on the Pharma information level for customers and suppliers.

Address file level:
Select the applicable address, and click Next twice. Set the DEA address flag to YES under Valid addresses. Click Next and complete the following fields:

DEA certificate
DEA expiry date

Pharma information level: Toggle to the Pharma information panel and complete the DEA number field.

For a purchase order, the DEA certificate/number will become the Associate registrant number on the ARCOS transaction. For a sales order, the DEA certificate/number will become the Reporting registrant number on the ARCOS transaction.

Work with items

Basic data panel:
Click Next and connect the narcotics category code for the item if the item is classified as a narcotic controlled substance.

US Pharma panel:
Toggle to the Pharma information panel and complete the following fields:

NDC type

Enter the applicable pre-loaded NDC (National Drug Code) type. Valid types include NDC442, NDC532, NDC541, and NDC542.

The NDC type dictates the number of digits the NDC item code must contain. When creating data in the ARCOS transactions file, the system formats the NDC item code (i.e. it will insert two hyphens) based on the NDC type. For example, NDC type NDC542 would mean that the NDC item code would require 11 digits (5+4+2) and when the system formats the NDC item code, the result will be 11111-1111-11.

NDC item code: Enter the NDC item code with the number of digits that is dictated by the NDC type. When this is entered the system will create a cross reference type for the item. The cross reference type will be set to ND.

The remaining NDC related fields are used for reporting purposes. This information is retrieved to the ARCOS transactions file. Either all must be entered, or all must be blank.

Manufacturer
Unit
Strength
Form
Package
Quantity

Work with ARCOS transaction codes

The transaction codes are pre-loaded. Add or modify the details for the ARCOS transaction codes specific to your ARCOS reportable activities. To enter values on this panel, the ARCOS reporting freq field must not be blank in the Pharma control file.

The details include:

Description

Trans process type: Enter the panel value denoting the process type for the transaction.

Allow manual create: Set this field to YES if an ARCOS transaction is allowed to be created manually for the transaction code. This can be done via the Work with ARCOS transactions file.

Properties of the ARCOS transaction:

For each property, which has been defined in various locations (Warehouse, Business partner, Item, Sales/Purchase order, Inventory transaction), you set the Field value to Mandatory, Optional or Not used and the Allow change flag to YES or NO. These fields denote the behaviour of the result for this field in the created transaction.

Example 1:
If you set the Field value for Strength to Mandatory and that field is missing in the Item setup, then the ARCOS transaction will be created in error and needs to be corrected. In that case, the Allow change must be set to YES.

Example 2:
If you set the Field value for Registrant number to Mandatory, and the Allow change is set to YES, then the field (i.e. Reporting registrant number if the transaction was created from a purchase order, or Associate registrant number if the transaction was created from a sales order) will be open for change in the created ARCOS transaction.

Work with ARCOS transaction matrix

The ARCOS transaction matrix table is the hub of the ARCOS functionality and drives the creation of the ARCOS transactions for ARCOS reporting. All inventory transactions created at picking, receptions as well as manually created inventory transactions (e.g. moving goods between warehouses, moving goods from NCC, etc) may create an ARCOS transaction. You decide in this matrix setup what transactions you want to include or exclude, thereby limiting entries in the ARCOS transactions file.

To add/change entries in this file, the ARCOS reporting freq field must not be blank in the Pharma control file.

Define the following:

Trans process type: Enter the panel value denoting the process type for the transaction that you want to include or exclude in ARCOS reporting.

Type of order: Optional entry. Enter the panel value denoting the type of process (i.e. Inventory transaction, purchase transaction or sales transaction) that you want to include or exclude in ARCOS reporting.

Inv transaction type: Optional entry. Enter the type of inventory transaction that you want to include or exclude in ARCOS reporting.

Inv event code: Optional entry. Enter the inventory event code that you want to include or exclude in ARCOS reporting.

Order type: Optional entry. Enter the order type for the purchase process or sales process that you want to include or exclude in ARCOS reporting.

ARCOS trans code: Mandatory entry. Enter the ARCOS transaction code corresponding to the Transaction process type that you want to include or exclude in ARCOS reporting.

Exclude: This field is defaulted to NO. If this field is set to YES, the inventory transactions created at picking, receptions as well as manually created inventory transactions (e.g. moving goods between warehouses, moving goods from NCC, etc) will be excluded from ARCOS reporting.