HIS FINALS Module 4 Unit 8; 5

Question 1

it marks the beginning of the purchasing process. These establish the relationship between the entity and the right supplier

Answer 1

Enquiries

Question 2

they provide information on the availability and price of the required items.

Answer 2

Suppliers
(Under enquiries)

Question 3

it contain vital information regarding the requirements, which include price, delivery details, payment terms, etc.

Answer 3

quotations

Question 4

The buyer shows the intention to purchase the required item by issuing a:

Answer 4

purchase order

Question 5

it is placed to signify intention to engage in commercial operations for a specific product or service.

Answer 5

Orders

Question 6

it becomes a contract between the health care institution and the supplier.

Answer 6

orders

Question 7

it is also called a bill

Answer 7

invoices

Question 8

It is a commercial document that indicates the product, the ordered quantity, and the agreed price

Answer 8

invoices

Question 9

The supplier issues this to the buyer to show the products and services that were sold or provided to the buyer.

Answer 9

Invoices

Question 10

these are statutory requirements used during purchase and sales transactions.

Answer 10

documents

Question 11

These ensure smooth transition and completion of the process.

Answer 11

Documents

Question 12

it is a document for requesting prices and delivery information
from a vendor before the purchase order.

Answer 12

purchase quotations

Question 13

It can be created then sent to a vendor

Answer 13

Purchase Quotations

Question 14

In this way, the complete history of the sourcing process can already be stored in the system.

Answer 14

Purchase quotations

Question 15

it allows the comparison of offers to pick the appropriate vendor for the purchase scenario.

Answer 15

Purchase qoutation report

Question 16

Companies typically maintain a list of ——–, from whom inventory items are usually purchased.

Answer 16

preffered vendors

Question 17

has on-time performance, offers reasonable costs, provides high-quality products and services, offers fully licensed, bonded, and insured products and services, and has business practices.

Answer 17

Preferrred vendors

Question 18

it is a document that notifies the purchasing department that certain items or services need to be replenished.

Answer 18

purchase request/ purchase requisition

Question 19

The document stipulates a timeframe and required quantities for the requested items

Answer 19

purchase request / purchase requisition

Question 20

in certain instances, it also contains authorization to acquire assets

Answer 20

purchase requests

Question 21

it is a legally binding contract, which shows that the seller has already accepted the order issued by the buyer.

Answer 21

Purchase Orders

Question 22

It should contain information about the buyer and seller (name, address, contact details, etc.); order number and order date; item description (quantity, unit, and total price); shipping information (shipping date and address); billing address; and the authorized signature.

Answer 22

Purchase orders

Question 23

The person who creates the document, either a purchase request or order,

Answer 23

originator

Question 24

adds document/s to the materials management system, the system checks for any approval requirements.

Answer 24

originator

Question 25

This request is received in the Messages/ Alerts Overview window, and the approver can access the document.

Answer 25

Internal Reuquest when the approval process is launched

Question 26

it can be done through a mobile phone if the devices are integrated.

Answer 26

approval process

Question 27

the person who receives the delivery should inspect the delivered items before signing the receiving document and the packing li

Answer 27

signing for deliveries

Question 28

Then the document should be submitted to the appropriate department for reconciliation.

Answer 28

signing for deliveries

Question 29

the receiving department should refuse to accept any shipment if the packaging appears to be damaged or if there is any item that does not have a corresponding purchase order.

Answer 29

refusing delivery

Question 30

the packing list should be provided to the receiving department during delivery to ensure that there is proper documentation since it is are taking possession and legal ownership of the delivered items

Answer 30

record retention

Question 31

If no list was provided, the department should request a copy from the supplier.

Answer 31

record retention

Question 32

All files should be kept according to the entity. This helps track partial and staggered deliveries.

Answer 32

record retention

Question 33

person receiving the items should inspect the goods to ensure that the minimum conditions are met

Answer 33

inspecting a shipment

Question 34

minimum conditions in inspecting a shipment

Answer 34

1) The received items match the requirements stated in the purchase order (type, description, color, etc.).
2) The quantity is correct.
3) The item has no damage, discoloration, and issues.
4) The quantity per unit of measurement is accurate (e.g., one dozen = 12 pieces).
5) Packing lists, certifications, and other delivery documentation are completely provided.
6) Perishable items should be in good condition and have not reached the expiration dates.
7) The items are functioning properly.

Question 35

when items are delivered partially without proper notification from the supplier, the receiving personnel should advise the Purchasing department for approval and further instructions.

Answer 35

partial deliveries

Question 36

This should also be typically noted in the packing list or the receiving document.

Answer 36

partial deliveries

Question 37

Goods can be easily tracked/traced when they are managed by serial number or batch.

Answer 37

tracking of Goods

Question 38

Through that, the aging of products can also be monitored based on how long they have been in the warehouse.

Answer 38

Tracking of Goods

Question 39

Defective or substandard quality goods, incorrect order delivery, and
deteriorated purchased and sold items leads to

Answer 39

Purchase or sales returns

Question 40

Supplies and
equipment are also sometimes required to be taken out of the department for:

Answer 40

Repairs or consignment

Question 41

For temporary movement, ——— is issued

Answer 41

Returnable gate pass

Question 42

for permanent movement, a —– is given.

Answer 42

non-returnable gate pass

Question 43

In the process of consignment, the ——- issues materials to the receiver or consignee, and these materials are stored in the consignee’s premises

Answer 43

vendor or consignor

Question 44

The —— maintains legal ownership until such materials are removed from consignment stores.

Answer 44

Vendor

Question 45

The —– is due at predetermined material after a certain period.

Answer 45

Invoice

Question 46

they may be sold to other parties at lower costs.

Answer 46

Expired food and medicine

Question 47

It must be reflected in the financial records, so discrepancies in financial statements will be prevented.

Answer 47

Expiration dates and decrease in values of items

Question 48

can be used to house them until a final decision is reached temporarily when undecided about how to handle defective goods, whether to be sold as scrap, reworked, returned, or used as it is

Answer 48

quarantine location or warehouse

Question 49

is put into quarantine if it is initially rejected during production, upon
completion of an operation,

Answer 49

Inventory

Question 50

Inventory is put into quarantine if it is initially rejected during production, upon completion of an operation, when specified as:

Answer 50

“Move Rejected End Item to Quarantine.”

Question 51

Inbound inspection upon receipt of:

Answer 51

• Manufactured end items
• Purchased items
• Sold items on sales return orders
• Enterprise planning distribution orders
• Outbound inspection upon the issue of materials to production.

Question 52

% of hospital charges are attributable to diagnostics, drugs, and consumables, and doctors get only between —– percent.

Answer 52

30 to 50
10 to 20

Question 53

take up the bulk of expenditure for both hospitals and patients

Answer 53

Medicines and consumables

Question 54

It is critical for hospitals to optimize investment in these kinds of consumable assets.

Answer 54

Materials management

Question 55

It provides an overview of the entire institution’s purchasing and inventory control process.

Answer 55

Material management

Question 56

It is a crucial function for any product-oriented business.

Answer 56

Inventory management

Question 57

inventory items are sold based on the order they are purchased. This is the most common technique.

Answer 57

First In, First Out (FIFO)

Question 58

last items to enter the system are sold first. This is common among non-perishable items like petroleum, minerals, and metals

Answer 58

Last In, First Out (LIFO)

Question 59

materials are sold based on the dates they should be consumed, regardless of when they were purchased.

Answer 59

First Expired, First Out (FEFO)

Question 60

is a process where a business physically counts its entire inventory.

Answer 60

Inventory count

Question 61

may be mandated by financial accounting rules or tax regulations to place an accurate value on the inventory, or the business may need to count inventory so parts or raw materials can be restocked.

Answer 61

Physical inventory

Question 62

provide labor and automation to count inventory and minimize shutdown time quickly.

Answer 62

Inventory services

Question 63

can speed up the physical inventory process.

Answer 63

Inventory control system software

Question 64

tracks the receipt and use of inventory and calculates the quantity on hand.

Answer 64

Perpetual inventory system

Question 65

an alternative to a physical inventory, may be less disruptive.

Answer 65

Cycle counting

Question 66

offer all of these in addition to the barcode and
RFID capability which are supplementary technologies placed to give the institution more accurate and less burdensome inventory counts.

Answer 66

materials management systems

Question 67

is a record that lists key information about an inventory item

Answer 67

Item master

Question 68

This information may include the description, unit of measure, weight, dimensions, ordering quantity, and so forth for an item. .

Answer 68

Item master

Question 69

is used as an information source for a variety of purchasing and production planning activities (Bragg, 2018).

Answer 69

Item master