EP1540537A4 - IN-MANAGEMENT SYSTEM FOR INVENTORY PURCHASE AND AUTOMATED ORDER TRANSMISSION - Google Patents

IN-MANAGEMENT SYSTEM FOR INVENTORY PURCHASE AND AUTOMATED ORDER TRANSMISSION

Info

Publication number
EP1540537A4
EP1540537A4 EP02750488A EP02750488A EP1540537A4 EP 1540537 A4 EP1540537 A4 EP 1540537A4 EP 02750488 A EP02750488 A EP 02750488A EP 02750488 A EP02750488 A EP 02750488A EP 1540537 A4 EP1540537 A4 EP 1540537A4
Authority
EP
European Patent Office
Prior art keywords
inventory
lens
location
tracking
information
Prior art date
Legal status (The legal status is an assumption and is not a legal conclusion. Google has not performed a legal analysis and makes no representation as to the accuracy of the status listed.)
Withdrawn
Application number
EP02750488A
Other languages
German (de)
English (en)
French (fr)
Other versions
EP1540537A2 (en
Inventor
Daniel Tsu-Fang Wang
Donnie Duis
Catherine Corcoran
Andrew Pelger
Ranganath R Raja
Current Assignee (The listed assignees may be inaccurate. Google has not performed a legal analysis and makes no representation or warranty as to the accuracy of the list.)
Johnson and Johnson Vision Care Inc
Original Assignee
Johnson and Johnson Vision Care Inc
Priority date (The priority date is an assumption and is not a legal conclusion. Google has not performed a legal analysis and makes no representation as to the accuracy of the date listed.)
Filing date
Publication date
Application filed by Johnson and Johnson Vision Care Inc filed Critical Johnson and Johnson Vision Care Inc
Publication of EP1540537A2 publication Critical patent/EP1540537A2/en
Publication of EP1540537A4 publication Critical patent/EP1540537A4/en
Withdrawn legal-status Critical Current

Links

Classifications

    • GPHYSICS
    • G06COMPUTING; CALCULATING OR COUNTING
    • G06QINFORMATION AND COMMUNICATION TECHNOLOGY [ICT] SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES; SYSTEMS OR METHODS SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES, NOT OTHERWISE PROVIDED FOR
    • G06Q10/00Administration; Management
    • G06Q10/08Logistics, e.g. warehousing, loading or distribution; Inventory or stock management

Definitions

  • the present invention relates to inventory tracking systems and methods for products and particularly, to a method and system for simplifying the tracking and control of optical lens products, particularly, revenue and diagnostic contact lenses, maintained in inventory at an eye care professional's office, and for automating the lens product ordering process for eye care professionals and their customers.
  • the incremental diopters could be in half diopters or quarter diopter. If there are 9 diopters offered in quarter increments then there are 36 SKU's to keep in inventory.
  • astigmatic correction toric lenses
  • 3 design parameters 3 design parameters specified. These are a spherical power correction, a cylindrical power correction, and an axis correction.
  • the combinations of spherical powers, cylindrical and axis degrees for the toric lens exponentially multiplies the SKU's in the thousands of numbers.
  • ECPs are expected to fit their patients with diagnostic lenses to assure a highly successful fitting rate.
  • These diagnostic lenses are stored in the ECP's office or wherever the ECP's lens product inventory is located.
  • the diagnostic lens products are either in a single package or in the form of a package strip comprising three or more primary packages connected by a lidstock.
  • Other diagnostic lenses are stored in their revenue package but dispensed as diagnostic.
  • Revenue lenses products are filled by prescription only.
  • revenue lens products are ordered by phone by the office of an optometrist or other licensed ECP who performs eye exams and patient fittings.
  • Most ECPs are expected to initiate orders for the specific product SKUs whenever the patient needs them.
  • Some offices may choose to keep a small inventory, stock inventory, for high demand SKUs and replenish them periodically by placing a stock order.
  • the current practice is to offer only a portion of the total number of SKU' s for diagnostic purposes.
  • the lenses are typically packaged in primary packages, blisters, which in turn are packaged in multiples in a secondary package, paperboard cartons. Each carton might include multiples of 6, 12, 30 or 90 lenses, for example, individually packaged in their primary packages.
  • the primary packages are labeled with their printed lens parameters, product name, expiration date, and lot number as well as the lens brand. This printed information can be found on a per blister basis or across predetermined number of blisters.
  • the secondary package includes the above information as well as FDA regulated content statements, international symbols for recycling and UN protection, as well as the product code (UPC-A type) and the lot number. Currently, only the secondary package contains barcodes for the product code and the lot number. Some primary packages might contain a barcode but it is not common practice across all products.
  • the lens parameters might encompass any combination of spherical, cylindrical and add power as well as the axis according to the prescribed product..
  • the ECP office maintains an inventory of revenue lens product for those SKUs used by ECP's customers and periodically will receive and maintain in inventory an amount of diagnostic lenses.
  • the task of inventory management is typically performed by the ECP or a contact lens technician, who, on an ad-hoc basis, assesses the inventory levels across products, brands and companies.
  • Inventory level requirements on a new product are determined with the help of a sales representative at the time of the first order, but ongoing levels are determined based on the contact lens technician's or ECP staffer's judgment, i.e., ECP staff may haphazardly perform a manual count of the packages and/or blister packs for specific SKUs maintained in inventory for data processing and internal tracking purposes.
  • An inventory log is not routinely kept. The tracking and maintenance of revenue and diagnostic lens product inventories and any associated data is a difficult task, especially given the proliferation of new lens SKUs.
  • Nistakon a division of Johnson & Johnson, Inc., and current assignee of the present invention, offers a customer service program where the conflicting goals of minimal inventory and constant availability of product to fulfill patient orders are balanced with the aid of Doctor Controlled Patient Delivery ("DCPD") if the ECP office happens to run out of stock. It is estimated that the technician spends a minimum of four to six hours a week on the tasks of inventory management and order placement. With specific regard to order placement, the re-ordering of revenue lenses from the manufacturer by the ECP for a specific customer, for example, requires a verbal description of the lens product to be ordered or manual order entry of the patient information including the lens product order information. This process is tedious and subject to human error.
  • DCPD Doctor Controlled Patient Delivery
  • ECPs with an intelligent portable or handheld PDA device capable of scanning unique bar-code identifiers provided on lens packages for use in the above desired inventory tracking system and lens product order entry system. It would moreover be highly desirable to provide the above desired inventory tracking system and automated lens product order entry system for ECPs that utilizes an intelligent portable or handheld bar-code scanning system in conjunction with a modem transmission device that interfaces with existing telephonic and networked communication infrastructures.
  • It is a further object of the present invention to provide a system and method for dynamic inventory tracking of revenue product inventory levels including a customer service feature that automatically warns ECPs of low inventory levels and expediting initiation of a product re-order process by offering the user a feature to cancel or approve an order based on low inventory levels.
  • a dynamic inventory tracking and management system comprising: a server device for enabling access to a database for storing lens product information, the lens product information including inventory data comprising types (diagnostic or revenue) and amounts of lens products maintained in inventory at various locations responsible for dispensing lenses to customers, the manufactured lens products comprising packages having readable indicia for directly indicating the lens product information or providing reference to associated lens product information included in the database; a device provided at each location for scanning indications provided on packages of lens products dispensed to customers at the respective location and obtaining inventory tracking information including a lens product type identifier and a quantity dispensed for each lens product type associated with a location; a mechanism for enabling direct communication of scanned inventory tracking information obtained at each location to the database server over a communication network; and, a mechanism for tracking each inventory maintained at the various locations based on the scanned inventory tracking information, said tracking mechanism updating quantities of lens products dispensed at each location for each lens product type with quantities maintained in said
  • a mechanism for authenticating the location prior to receiving directly communicated inventory tracking information from the device at each location is implemented. Additionally, a mechanism is implemented for confirming inventory received or shipped at the various locations based on the scanned inventory tracking information, the tracking mechanism updating quantities of lens products received at or shipped from each location for each lens product type with quantities maintained in said inventory levels for each location, and reporting updated inventory lens product inventory level information for use at each location.
  • the contact lens products include revenue and diagnostic lenses provided in packages of the following types: a primary package, a blister pack, vial, a secondary package, carton, tray, or plastic bag.
  • the readable indicia provided on the package may comprise a unique barcode identifier indicating and/or electronically referencing in the database the lens product, its lens parameters, package quantity, lot number and SKU and product code.
  • the device provided at each location for scanning indications provided on packages of revenue and diagnostic lens products dispensed in the system is accomplished by means of a hand-held PC or PDA device equipped with scanner.
  • the PDA device is enabled to track information including a reason for dispensing the product.
  • the automated order transmission system reduces the customer's ECP office labor and provides better order accuracy than the current process of verbally describing the lens product SKU's and its parameters to the manufacturer's customer service representatives.
  • the automated system and method for dynamic inventory tracking of inventory optimizes human labor in counting and tracking product, reconciling inventory physical inventory with logical inventory, streamlines documentation product information to a one time 'point of entry', and minimizes human error during electronic documentation of inventory, lens information and FDA regulated information.
  • Figure 1 is an example system architecture underlying the dynamic inventory and tracking and management system of the invention
  • Figure 2 is a more detailed view of the order entry processing component including the re-ordering process steps in response to selection of a "Place New Order" button depicted in Figures 5(b) and 5(c) according to the invention;
  • FIGS 3(a)-3(d) depict the process steps for inventory tracking and management according to the principles of the invention including the process flow for an ECP Office dispensing lenses and, the system algorithms for inventory update, inventory management, processing of ECP's ordering preferences, and processing of orders and order fulfillment;
  • Figure 4 depicts the initial system setup and product storage occurring after manufacturing of the lens product
  • Figure 5(a) is an exemplary diagram depicting the GUI interface provided by the PDA equipped with bar code scanner enabling an ECP personnel to select the reason for dispensing lenses; diagnostic or revenue lenses;
  • Figure 5(b) is an exemplary diagram depicting the GUI interface provided by the PDA equipped with bar code scanner for displaying tracked inventory levels for product types and enabling ECP personnel to review low inventory warning levels
  • Figure 5(c) is an exemplary diagram depicting the GUI interface provided by the PDA equipped with bar code scanner for displaying tracked inventory levels for product types and enabling ECP personnel to initiate re-orders or place new orders;
  • FIG. 6 is a detailed block diagram depicting an example process 160 for inventory tracking and automated order entry according to the principles of the invention after the user selects the "Place New Order” button depicted in Figures 5(b) and 5(c) according to the invention;
  • Figures 7(a) through 7(d) depict the various message formats with Figures 7(a) and 7(b) depicting example inventory order entry records for respective stock order entry transaction ( Figure 7(a)) and DCPD order entry transaction ( Figure 7(b)), respectively, Figure 7(c) depicting an example inventory usage reporting transaction, and Figure 7(d) depicting an example format for an invoice summary request message;
  • Figure 8 is a block diagram depicting the dynamic inventory tracking process 300 according to the invention for orders that are placed automatically by the system and to display warnings for the user on low inventory as indicated in Figures 3(c) and 3(d); and,
  • Figure 9 is a block diagram depicting one embodiment of the dynamic inventory tracking process.
  • the present invention is a dynamic inventory tracking system and method that enables ECP's to manage their diagnostic and revenue lens product inventories.
  • the system is coupled with an electronic order entry system enabling ECPs to efficiently order lens products for their customers and to order lenses for inventory maintenance purposes so that a proper level of diagnostic and revenue lenses in the ECP's inventory may be maintained.
  • This system provides an automated order generation feature that is enabled to automatically generate replenishment orders and automatically initiate the processing and fulfillment of generated diagnostic and revenue (when preferred) orders at the lens product manufacturer site, e.g., the assignee Vistakon, a division of Johnson & Johnson, Inc.
  • the inventory management system implements a hand-held computer or Personal Digital Assistance (PDA) equipped with barcode scanning capability that may read and store the unique product identifying information, e.g., UPC, SKU, lot numbers, etc., provided as a bar code on the lens package label.
  • PDA Personal Digital Assistance
  • the information gathered by the PDA is efficiently transmitted over existing telephonic communication infrastructures, e.g., wired telephony networks, directly to the lens product manufacturers order entry system where they may be expediently processed.
  • the dynamic inventory tracking and management system implements the PDA equipped with a barcode scanner to dynamically track lens product usage, i.e., digitally establish every time a lens product is dispensed for: 1) diagnostic or 2) revenue reasons.
  • Figure 1 is an example system architecture underlying the dynamic inventory and tracking and management system of the invention.
  • the Inventory Tracking and Management System 10 of the invention comprises three components: 1) a lens tracking infrastructure 20 located at the local ECP office 12 which includes implementation of a computer or Personal Digital Assistance (PDA) equipped with a hand-held barcode scanner that may read and store information associated with unique bar-codes provided on the primary or secondary lens package labels, for instance, for the purposes of dynamic inventory tracking and order entry; 2) a lens dynamic tracking and inventory management system 30 including at least a master engine server 26 and database server 27 implementing software for enabling logical inventory management and lens re-ordering functions as will be described in greater detail herein; and, 3) an enterprise customer service order entry and web server infrastructure 50 including one or more enterprise servers which may be existing enterprise order entry servers 58 and web-order servers 59 which receive, maintain and process all the information for re-ordering lens products out of a Distribution system 51 such as implemented by the assignee, Vistakon, which currently maintains a product Distribution tracking infrastructure including
  • the lens tracking infrastructure 20 includes a component located at the product manufacturing site 13 which likes implements a computer or Personal Digital Assistance (PDA) equipped with a hand-held barcode scanner that may read and store information associated with unique bar-codes provided on the primary or secondary lens package labels, for instance, for the purposes of dynamic inventory tracking and order entry.
  • PDA Personal Digital Assistance
  • the existing web ordering, order entry 50 and distribution tracking infrastructures systems include a communications infrastructure represented by a network element 25, for example, an intranet or Internet, enabling communication of order-entry and account information among the various enterprise servers.
  • the components of the dynamic inventory tracking system 30 in addition to the lens tracking infrastructure 20 located at the local ECP office 12 and the manufacturing site 13 are likewise interfaced for communication across network element 25.
  • the lens tracking infrastructure 20 at each ECP office 12 and manufacturing site 13 preferably implements a hand-held PC or Personal Digital Assistant device (PDA) equipped with a bar code scanner device 16 such as may be implemented in conjunction with a personal computer (PC) 14.
  • PDA Personal Digital Assistant device
  • the PDA equipped with a barcode scanner device 16 includes an operating system, touch screen interface or GUI display, and, may be equipped with custom software to facilitate data entry, storage and communication to and from the Dynamic Inventory Tracking and Management System 30.
  • a hand-held scanner such as a Denso BHT-600 series or, like equivalent such as the SPT 1500 model manufactured by Symbol Technologies, Inc.
  • the hand-held bar-code scanner 16 is enabled to communicate with server devices in the Dynamic Inventory Tracking and Management System 30 in either of two ways: 1) in real time through wireless connection to an access point within the local vicinity where the access point comprises a server (not shown) which is hard-wired to a communications network 25 such as the Internet, for example, via a 10/100 Base-T Ethernet (in the case that a LAN connection is available) or, an analog phone line (via a Public Switched Telephone Network); and, 2) via a batch-mode cradle connection to a modem (not shown) for interfacing with the communication network 25 such as a wired telephony system for example, via a RJ-11 standard telephone line connection.
  • the communication between the hand-held units 16 and the Dynamic Inventory Tracking and Management System infrastructure servers 26, 27 may be modem direct dial or
  • FIG. 2 illustrates an underlying architecture of the enterprise Order Entry processing and inventory tracking infrastructure 50 according to the invention.
  • the enterprise Order Entry and inventory tracking infrastructure 50 includes a first File Transfer Protocol (FTP) server device 56 for initially receiving lens product order entries communicated from ECP clients 12 via the PDA equipped with a barcode scanner device through the Dynamic Inventory Tracking and Management System 30, and, in turn, formats the order entry requests for receipt by and transfers the requests to the enterprise Order Entry server device 58, such as an IBM AS/400.
  • FTP File Transfer Protocol
  • the enterprise Order Entry server device 58 such as an IBM AS/400.
  • secure communications to a proxy and order entry servers are enabled via a secure communications protocol.
  • the secure servers 56, 58 incorporate defined business rules and procedures into a customized Internet accessible database system and are designed with a set of dedicated computers which provide firewall, application serving, and database management functions. It should be understood that the client portion of the system (PDA, desktop PC or laptop) may equally communicate to the Dynamic Inventory Tracking and Management System server via Hypertext
  • HTTP Transmission Protocol
  • OpenSSL Open Secure Socket Layer
  • the EDI processing facilitator includes an EXTOL Integrator device 35 that provides data exchanges and transaction at greater speeds and high volumes, and implements software enabling communication, translation and document management facilities to/from EDI driven platforms, e.g., the IBM AS/400.
  • the Integrator device 35 provides tremendous flexibility in organizing and retrieving data and integrates seamlessly with any EDI user application software, regardless of platform, and may take data from any system, in any standard, and process it automatically in real time.
  • the Integrator EXTOL integrator particularly interfaces with an enterprise order processing facility 45 including server/database systems 47 and 49 for holding orders, generating orders and invoices, and providing EDI order processing.
  • the order entry system further interfaces with the Dynamic Inventory Tracking and Management System 30 including server/database systems 27 for updating and tracking inventory usage for the particular ECP and manufacturer, and maintaining a master inventory for the ECP office.
  • Figures 3(a) through 3(d) are conceptual block diagrams depicting the process for inventory tracking and management according to the principles of the invention.
  • Figure 3(a) particularly depicts the Process Flow 100 for an ECP, and the system algorithms for inventory update, inventory management, processing of ECP's ordering preferences, processing of order and order fulfillment.
  • a first step 101 depicts an ECP representative scanning each product received from the manufacturing distribution center, e.g., in fulfillment of an order for stock lens products, and, at step 102, storing the products in inventory maintained by the local office.
  • step 101a personnel at the ECP office utilizes the PDA equipped with the bar code scanner 16 to scan the product into the Dynamic Inventory Tracking and Management System 30 to update the logical inventory for that ECP.
  • an algorithm 115 is implemented in the Dynamic Inventory Tracking and Management System 30 servers 26, 27 for updating and tracking the logical inventory for that ECP.
  • the algorithm 115 as shown in Figure 3(a) is invoked to increment the existing amount of product for a particular SKU associated with the inventory of the local ECP with the quantity of product scanned by the ECP.
  • the ECP office 12 will dispense product in any one of three ways: 1) for diagnostic purposes, e.g. for fitting a particular patient, as indicated at step 104a; and 2) for revenue purposes, i.e., for filling a patients prescription for a particular SKU (lens product) as indicated at step 104b.
  • the ECP office utilizes the PDA equipped with the bar code scanner 16 to scan the product package to be dispensed so that the product information may be used by Dynamic Inventory Tracking and Management System 30 to update the logical inventory for that ECP.
  • Figure 5(a) particularly exemplifies the use of the PDA 16 equipped with bar code scanner providing a display 150 including a lens dispensing option 152 selectable by the ECP personnel that enables the ECP to select the reason for dispensing lenses, i.e., for diagnostic or revenue purposes.
  • the diagnostic lenses are to be dispensed as shown by the highlighted radio button 154.
  • an algorithm 116 is implemented in the Dynamic Inventory Tracking and Management System 30 servers 26, 27 for updating and tracking the logical inventory of diagnostic lens products for that ECP.
  • the algorithm 116 as shown in Figure 3(a) is invoked to decrement the existing amount of diagnostic lens product for a particular SKU maintained in the inventory of the local ECP with the quantity of product dispensed as scanned by the ECP.
  • an algorithm 117 is implemented in the Dynamic Inventory Tracking and Management System 30 servers 26, 27 for updating and tracking the logical inventory of revenue lens products for that ECP.
  • the algorithm 117 as shown in Figure 3(a) is invoked to decrement the existing amount of revenue lens product for a particular SKU maintained in the inventory of the local ECP with the quantity of product dispensed as scanned by the ECP.
  • a "flat file" format comprising a multiple of non- delimited segments or record formats including, but not limited to: a record indicating a transaction start, a header record, one or more inventory management detail records, and a transaction end record.
  • an example EDI formatted inventory usage transaction reporting record 275 illustrating the minimum data supplied to the Dynamic Inventory Tracking and Management System server 26 for inventory management/update purposes including: an (EDI) Interchange Start segment 277 including an (EDI) Interchange Start segment identifier @VKS, for example; an EDI Message ID ("VKN852"), a Data Origin which includes the sender ID or the unique id of the PDA, an optional message sequence number (a sequentially assigned Control number) and a transaction date representing the date of the inventory control transmission, e.g., in YYYYMMDD format; an Inventory Management Header segment 279, including text 'HDR' indicating the start of a header record, a transaction type, e.g., a 'V for indicating a Vendor Inventory, an optional PO number, a Ship-to account number and location indicating the account number and location associated with the inventory management information being submitted; and, one
  • FIG. 3(b) depicts the management and lens product re-order functionality provided by the Dynamic Inventory Tracking and Management System 30 of the invention.
  • a step 106 is further implemented for managing and optimizing the physical versus logical inventory maintained for the respective lens type. For instance, after algorithm 115 is invoked for updating stock lens products received, a further algorithm 125 is invoked for determining if the number of lenses in inventory decremented by the amount of lenses dispensed is lens than a threshold stock inventory level limit.
  • a responsive action is taken at step 107.
  • a new order for stock lenses may be generated as indicated at step 135.
  • a further algorithm 126 is invoked for determining if the number of diagnostic lenses in inventory decremented by the amount of diagnostic lenses dispensed is lens than a threshold diagnostic lens inventory level limit. If the amount of lenses dispensed is lower than a threshold diagnostic lens inventory level, then a responsive action is taken at step 107, in this case, an automatic generation of an order for diagnostic lenses as indicated at step 136.
  • a further algorithm 127 is invoked for determining if the number of revenue lenses in inventory decremented by the amount of revenue lenses dispensed is lens than a threshold revenue lens inventory level. If the amount of lenses dispensed is lower than a threshold revenue lens inventory level, then a responsive action is taken at step 107, in this case, action taken in accordance with preferences previously indicated by the ECP office as indicated at step 137 as will explained in further detail with respect to Figure 3(c).
  • Figure 3(c) indicates in further detail how the orders are processed in response to actions 135-137 taken in response to management and optimization of inventories via the Dynamic Inventory Tracking and Management System 30.
  • the ECP PDA device 16 will receive a confirmation from the Dynamic Inventory Tracking and Management System 30 that the order for stock lenses has been placed as indicated at step 145.
  • the ECP PDA device will receive a confirmation from the Dynamic inventory Tracking and Management System 30 that the order for diagnostic lenses has been placed as indicated at step 146.
  • these preferences include actions indicated at step 108 including: an option 137a for the Dynamic Inventory Tracking and Management System 30 to generate a Low Inventory Warning message to be communicated to the ECP PDA that the inventory for revenue lenses is below the threshold limit; an option 137b for the Dynamic Inventory Tracking and Management System 30 to generate a Low Inventory Warning message to be communicated to the ECP PDA that the inventory for revenue lenses is below the threshold limit and, further to automatically initiate the setting up of an order for the ECP to either approve, disapprove or specify new particulars such as quantity ordered; or, an option 137c for the Dynamic Inventory Tracking and Management System 30 to generate a Low Inventory Warning message to be communicated to the ECP PDA that the inventory for revenue lenses is below the threshold limit and, further to automatically generate a revenue lens re-order to be fulfilled by manufacturing and distribution without further ECP involvement.
  • the ECP will respectively 1) receive a low inventory warning only for display in the ECP's PDA device as indicated at step 147a; 2) receive a low inventory warning for display in the ECP's PDA device and be prompted to review an order setup for either approval or cancellation as indicated at step 147b; or, 3) receive a low inventory warning for display in the ECP's PDA device and additionally, receive a confirmation that the order for new revenue lenses has been placed as indicated at step 147c.
  • FIG. 3(d) depicts the order fulfillment processes and functionality provided by the Dynamic Inventory Tracking and Management System 30 of the invention.
  • step 109 depicts the order process functionality performed by the master engine server 26 of the Dynamic Inventory Tracking and Management System 30.
  • the master engine server 26 initiates order fulfillment particularly by bundling all records electronically (received by ECPs over the network) according to the ECPs and sends them to the web ordering server 59 where the fulfillment order process step 110 commences.
  • the bundled lens orders lenses are received by web ordering server 59 and transmitted to the order entry server 58 which currently receives orders for lenses received via the telephone, for example. All of these lens orders are bundled according to the ordering ECP, and a "pick" ticket is generated which encompasses all of the orders.
  • the pick ticket is processed by a distribution server 57, which identifies the type of products and locates in the inventory maintained at the distribution center 60 how the order is to be processed at the actual inventory racks.
  • the pick ticket may identify certain lens orders, e.g., a lens of power -9.0 diopters with a gray tint, as being special orders that have to be manually retrieved, for instance, while other more common prescriptive lenses, e.g., a lens of power -2.5 may be retrieved automatically for placement in a bin prior for ease of distribution.
  • These lenses are finally gathered for the particular order and shipped as indicated at step 112 where they are received by the ECP representative back at step 101 (See Figure 3(a)) and scanned in the system to increment the inventory level maintained for that ECP office.
  • the master engine server 26 will invoke a process for generating the "Low Inventory" warning message for receipt by the PDA 16 located at the ECP office.
  • FIG. 4 depicts a process 200 for setting up the system and storing the lens products after manufacturing in the distribution center 60.
  • a first step 201 involves actually inputting the initial order information into the Inventory Tracking system including the lens type and parameters, quantities, etc. These products may be manufactured in anticipation of receipt of orders generated for any of the purposes described herein.
  • the products are manufactured, as indicated at step 202.
  • the lenses are packaged at step 203 with the barcode 64 or other identifying indicia placed on the package as indicated at step 204.
  • the PDA equipped with the bar code scanner is used to update the data associated with that product in the inventory tracking system 30 servers.
  • the package containing new manufactured lenses is physically transferred to the inventory racks located at the distribution center 60.
  • Dynamic Inventory Tracking and Management System 30 includes the automatic processing of invoice summary requests from ECPs.
  • the dynamic inventory tracking and order entry system of the invention is provided with functionality for enabling an ECP to request an invoice summary using the hand held PDA. Particularly, in the manner described herein, the PDA operator may be instructed to enter the date from which the invoice will start. In response, the system will build a file in a pre-specified EDI file format referred to as "VKNISR". Utilizing a default of the current date, the operator may quickly request a confirmation of the most recently sent orders of the day.
  • the exemplary invoice summary request message format includes: an (EDI) Interchange Start segment 292 which includes the Interchange start identifier @VKS; an EDI Message ID ("VKNISR"), a Data Origin which includes the sender ID or the unique id of the PDA, an optional message sequence number (or sequentially assigned Control number ) and, a transaction date representing the date of the inventory control transmission, e.g., in YYYYMMDD format; an Invoice summary request Header segment 294, including text indicating the start of a header record, a transaction type, e.g., a 'F' for indicating a facsimile invoice request, an optional PO number, a Ship-to account number and location indicating the account number and location associated with the invoice being requested, and the text "PDA" indicating the requesting party; and, one or more Fax Request Detail records 295, each of which includes data indicating: a FAX field indicating the start of a detail line item,
  • Figure 6 depicts example menu choices presented to the user via the ECP's Personal Digital Assistant (PDA) 16 screen display. These menu choices include: an option 162 for reading and entering order data for storage therein; an option 164 for transmitting stored order and/or inventory management data to the manufacturer order entry system; an option 166 for requesting facsimile confirmation of orders received; utilities options for setting up a user 167, or a system setup option 168; and, an I.D. information option 169.
  • Figure 6 generally depicts a first step 170 of instructing the ECP or operator to scan a bar code of the particular lens product to be ordered.
  • users of the PDA device may include: internal Eye Care Professionals (ECP's) or their agents performing optical duties within the ECP's premises; external ECP's requiring revenue product or diagnostic product.
  • ECP Eye Care Professionals
  • the ECP or office staff preferably scans UPC barcodes on packages or cartons, or scans them from a product barcode book.
  • lens products are arrayed in different quantities when packaged, and their packaging characteristics vary.
  • the system is enabled to track products packaged in cases, secondary packages ('cartons' or 'packs'), primary packages (single 'blisters', 'vials'), or plastic bags, e.g., when provided for diagnostic purposes.
  • bar codes may be of the one dimensional and/or two-dimensional types. Briefly, all lens order and dispensing data entered during the course of a day is stored in the PDA and, on a periodic basis, e.g., daily or upon request by user, all of the order data is communicated to the manufacturer/enterprise Dynamic Inventory Tracking and Management System infrastructure 30 ( Figure 1). For the case of diagnostic lenses to be ordered for specific customers, a peelable label may be provided on a primary package with a bar code representing the SKU. The ECP may peel and place the label on a patient form after fitting and patient forms may be gathered and each of the bar-codes labels may be scanned.
  • all diagnostic lens order and dispensing data entered during the course of a day is stored in the PDA and, on a periodic basis, e.g., daily or upon request by the user, all of the order data is communicated to the manufacturer/enterprise order entry infrastructure for fulfillment.
  • the PDA equipped with a bar code scanner may be used to generate lens product re-orders for specific customers, i.e., so-called doctor controlled patient delivery or "DCPD" orders.
  • a bar-code identifier associated with a specific patient or customer, and this bar code may be scanned during the order generation process for initiating orders for customers to be directly communicated from the Dynamic Inventory Tracking and Management System 30 to the order entry infrastructure 50.
  • lens products supplies may replenished for specific customers or patients.
  • Figure 5(c) particularly exemplifies the use of the PDA 16 equipped with bar code scanner providing a display 450 including functionality for placing product orders including: an option 453 for specifying the type of lens product to be ordered, and an option 456 for specifying a specific SKU of a lens product to be ordered.
  • the user may select the place order option 458 or, edit an existing order stored in the PDA device as indicated as option 460. Further, the user may select an option 465 to view a summary of those inventory levels having an amount below a warning threshold as determined by the Dynamic Inventory Tracking and Management System 30. Once an inventory level is determined to be low according to the low inventory count sheet, the user may select option 462 for initiating a re-order for those lenses.
  • step 172 a determination is made as to whether the scanned bar code is for diagnostic or revenue via a customer selectable screen 150 as depicted in Figure 5(a). Further the user is allowed to enter the quantity if a one dimensional barcode, if the barcode is two dimensional it is assumed that the quantity is included in the scanned data. Further, step 172 includes the step of validating the scanned (if two dimensional) code against a Diagnostic Product Table (not shown) which includes data such as Sub-Pack ID, Sub-Pack UOM , Sub-Pack Description (e.g., 00033P TA 8.7 0.00 -0.75 +70 D) and will initiate display of an error message if not found.
  • a Diagnostic Product Table not shown
  • the scanned code may be further validated against a Revenue Product Table (not shown) which includes data such as the Product SKU, Product Code UOM and a Product Code Description (e.g., 73390550790 12P TA 8.7 0.00 - 0.75 +10 ). Preferably, an error message is displayed if not found.
  • a determination is made as to whether the scanned bar code is UPC-A. Particularly, to identify a valid manufacturer, a table of manufacturer ID's is checked. If UPC-A is that of an invalid manufacturer, then the PDA will display "Invalid Manufacturer", for example, otherwise, the PDA equipped with a barcode scanner will verify that the
  • UPC-A is that of a valid manufacturer.
  • a data file is built in a format detailing the specifics of the order and as indicated at step 180 will prompt the user to enter the quantity of revenue lenses desired to be ordered.
  • the operator has the ability to change the quantity at any time before submitting the order.
  • the above scanned bar codes, description, and associated quantities ordered will be displayed in a scrolling list format located on the screen (not shown) that instructs the operator to scan the bar code. It should be understood that the operator will additionally have the ability to delete entire records from the list as well as the ability to change quantities on order for the UPC-A scanned bar codes.
  • the PDA device first instructs the operator to place the PDA device 16 on the base unit and press enter to start transmission. This will initiate the following sequence of events: Initially, the PDA will automatically dial the location of the lens manufacturer as indicated at step 174, and transmit a verification of information including the account number and password, for verification by the manufacturer. If the account information is valid, then the manufacturer will send an "OK to transmit" the information. Otherwise, the manufacturer will transmit that the account was invalid. It is understood that the PDA may display a message for the user indicating an "Invalid account information".
  • the PDA will transmit all data located in the scanned barcode list.
  • the data is transferred by FTP from the Dynamic Inventory Tracking and Management System 30 to the FTP server 56 ( Figure 2). If the transmission is successful, then manufacturer will transmit a "Successful Transmission Confirmation Number: xxxxxx" message with xxxxxx being a transmission confirmation number. That is, as each transmitted file includes a unique name and unique message sequence number, this file will be used as the confirmation number displayed to the user.
  • a "Data did not transfer successfully" user message will be displayed.
  • a sequence number is generated for each segment that is sent.
  • each document e.g., all the segments
  • the "package” generated is kept as a unique "package” with it's own sequence number and subsequent scans should not be appended to the "package” that failed.
  • the next time a transmission is attempted a new "package” should be generated. Both "packages” may be sent together.
  • the scrolling list of scanned bar codes will be deleted from the list after a successful transmission.
  • the invoice summary request dates should also be cleared.
  • the packaged file will also be removed.
  • the PDA equipped with a bar code scanner will store information associated with each package scan whether it be for inventory tracking or ordering purposes and accumulate and delimit all of the information for later transmission as a single file to the order entry/inventory tracking infrastructure.
  • the transmission is performed periodically, e.g., several times per day as specified by the ECP office or, at the end of a business day or upon user request.
  • the PDA device instructs the operator to enter the date from which the confirmation will start.
  • a default of the current date will be utilized so that the operator may quickly request a confirmation of the most recently sent orders of the day.
  • the confirmation will commence from the current date and continues until one of the following is reached: a default of current date (current days transmissions) or, an operator entered date (maximum of 30 days, for example).
  • the PDA device will display a message requiring the user to place the hand held PDA in its cradle and press "Enter" to request a faxed confirmation.
  • the PDA will automatically dial the location of the lens manufacturer, and transmit a verification of information including the account number and password, for verification by the manufacturer. If the account information is valid, then the manufacturer will send an "OK to transmit" the information. Otherwise, the manufacturer will transmit that the account was invalid. It is understood that the PDA may display a message for the user indicating an "Invalid account information". If the PDA receives a message from the manufacturer that it is OK to transmit the information to the manufacturer, i.e., there was a successful connection, then the PDA will transmit the request for a fax confirmation for the entered dates.
  • the manufacturer/enterprise will transmit a transmission confirmation number and display a "Successful Transmission” message including the transmission confirmation number, and instruct the operator to press "Enter” to return to the main menu. At that point, the transmission number will be deleted from the PDA.
  • the inventory tracking and order entry system of the invention is provided with the ability to automatically upgrade the operating system and application software.
  • the PDA device is enabled to check for the existence of new application or operating system software. These files reside on a remote location in the enterprise network and if present, will be downloaded accordingly.
  • the option 168 available to the ECP for enabling system set-up utilizing the PDA equipped with a barcode scanner is now described with respect to step 187.
  • the menu selection enables the user to view the current version of software loaded on the PDA and also enable the operator to upgrade to the latest software version.
  • the PDA instructs the operator to place the PDA in a cradle and press "enter" to begin upgrade.
  • the PDA will automatically dial the location of the lens manufacturer, and transmit a verification of information including the account number and password, for verification by the manufacturer. If the account information is valid, then the manufacturer will send an "OK to transmit" the information. Otherwise, the manufacturer will transmit that the account was invalid. It is understood that the PDA may display a message for the user indicating an "Invalid account information". If the PDA receives a message from the manufacturer that it is OK to transmit the information to the manufacturer, i.e., there was a successful connection, then the PDA will transmit the request for a software version upgrade.
  • the manufacturer/enterprise will transmit the latest software version. After the PDA receives the upgrade, it will indicate to the manufacturer/enterprise that the upgrade was successful. If the transmission of the upgrade is not successful, the PDA will be required to revert back to its previous version of software and display to the operator that the upgrade was unsuccessful.
  • the manufacturer includes the ability to automatically upgrade the software during the electronic ordering process.
  • a menu item is provided which requires the user to enter a password or provide a PDA key sequence to begin entry of ECP identification information for enabling PDA access to the manufacturer order entry system. It is understood that information located in this area may be changed from a remote location via modem, e.g., for purposes of changing an ECP's account number during order transmission.
  • the identification information to be entered includes: an ID number or account number unique to the manufacturer; a password enabling access to the AS/400; and, a phone number for dialing the manufacturer.
  • a "flat file” format may be defined for electronic stock and doctor controlled patient delivery (“DCPD") orders which comprises a multiple of non- delimited segments or record formats including, but not limited to: a record indicating a transaction start; a header record; an optional order comment (“COM”) record; a patient information
  • FIGS. 7(a) and 7(b) depict example inventory order entry records 250, 260 each respectively illustrating the minimum data supplied for a respective stock order entry transaction 250 ( Figure 7(a)) and DCPD order entry transaction 260 ( Figure 7(b)) including: respective (EDI) Interchange Start segment 252, 262 which includes the EDI
  • Interchange start identifier @VKS for example, EDI Message ID ("VKN850”), a Data Origin which includes the sender ID (e.g., "PDA) or other unique id of the bar code PDA, an optional message sequence number (a sequentially assigned Control number 254, 264) and, a transaction date representing the date of the inventory control transmission, e.g., in YYYYMMDD format; respective Order Header segment 255, 265 including the text 'HDR' indicating the start of a header record, a transaction type, e.g., an 'S' for indicating a stock replenishment order as shown in segment 255 ( Figure 7(a)), or, a D for indicating a DCPD order type as shown in segment 265 ( Figure 7(b)), an optional purchase order number ("PO”), a Ship-to account number and location indicating the account number and location associated with the order information being submitted, and a "PDA/FAX" field indicating that the order was placed by a "PD
  • the DCPD order ( Figure 7(b)) transaction further includes a patient segment 268 including a "PAT" field indicating the start of a patient record, an optional field indicating the number of wear days, e.g., 1 -7 days (not shown), an optional Postcard message id including a code "A" for initiating generation of a message to contact the ECP office for re-ordering, or "B” for initiating generation of a message to call the office to set up an appointment; an optional Packing slip message id including codes for initiating generation of one or more messages including a code "A” for generating a message for announcing the importance of contacting the office at least one week before these lenses run out so that user wear will not be interrupted, a code "B” for generating a message indicating that the ordered lenses should be worn only in accordance with the wear regimen prescribed for that user, but not to exceed one day, a code "C” for generating a message indicating that compliance with the prescribed wear regimen is essential
  • the DCPD order ( Figure 7(b)) transaction further includes an address segment 268 including an "ADD" field indicating the start of a patient address record and one or more fields for the address information, and, an city/zip code/state segment 269 including the "CSZ" field indicating the start of the city/zip code/state record and including one or more fields for indicating the City, State, 5 digit zip code and optional 4 digit zip code extension, an area code and 7 digit phone number, and optional 5 digit phone number extension.
  • a detail line item segment comprising: a DET field indicating the start of detail line item; a PO line number field for setting forth a sequential line item number; a quantity, i.e., an order quantity; a Unit of measure; a product identifier code; a product usage including R (right eye) or L (left eye) lens product required for DCPD order; and an optional order detail line.
  • Each of the respective stock order entry transaction ( Figure 7(a)) and DCPD order ( Figure 7(b)) transactions further include a respective stock 259 or DCPD order 270 transaction end record (Interchange End segment) each of which includes the EDI Interchange end identifier @VKE and the total number of detailed records (DET) provided.
  • Interchange End segment each of which includes the EDI Interchange end identifier @VKE and the total number of detailed records (DET) provided.
  • FIG 8 is a general block diagram depicting an example methodology 300 for providing dynamic inventory management and tracking of revenue and/or diagnostic lenses in the system 10 of the invention.
  • a first step 302 involves receiving the data transmitted over the communication network from the PDA device 16.
  • the data sent from the PDA may comprise either inventory usage data, or alternately, order request data.
  • data is sent from PDA via FTP from the Dynamic Inventory Tracking and Management System 10 to the first FTP server 56 (e.g., a Sun 2000) as shown in Figure 2.
  • the FTP Sun 2000 server in response, executes a script that will bundle the PDA data along with any orders from lens products obtained via the Internet or via phone into a pre-specified file format, which file is sent via FTP to the AS/400 system 58 as shown in Figure 2.
  • a program is executed that processes the EDF013 using the Extol EDI translator 35 ( Figure 2).
  • the data input is placed in an unwrapped connection and the data is translated by message class.
  • data provided in the VKN850 pre-specified message format as described herein with respect to Figure 7(a) is translated, i.e., mapped into EDI order detail formats referred to as EDFOOl, EDF002 file formats ( Figure 2).
  • EDFOOl EDI order detail formats
  • EDF002 file formats Figure 2
  • data included in the VKN852 message format described herein with respect to Figure 7(c) is mapped into inventory update file formats referred to as VMF001 470, as will be explained with respect to one embodiment of the dynamic inventory tracking process described with respect to Figure 9, and data included in the VKNISR message format described herein is mapped into Invoice request file format referred to as VMF004 (as shown in Figure 2).
  • the next step 308 is to verify that the fields in the translated EDFOOl A, EDF002A, VMF001, VMF004 formats are populated with valid data, i.e., EDFOOl, EDF002 includes accurate order header fields, VMF001 includes accurate inventory usage fields, and/or VMF004 includes accurate Invoice request fields.
  • the next step is to update the inventory associated with the ECP with usage values. That is, as indicated at step 309, a program is called to read usage data reported by the PDA and provided in the input VMF001 inventory update file and, at step 310, to update an inventory master file VMF002 which tracks the individual ECP account's inventory count values.
  • the VMFOOl includes a 4-byte sub-pack identifier which is used to chain to a product usage database GBF 472 (shown in Figure 9) to obtain the UPC.
  • GBF 472 shown in Figure 9
  • the data may be chained to the VMF002 master inventory file.
  • the usage quantity provided in the VMF001 file is subtracted from the on-hand quantity in databaseVMF002 476. If on-hand ⁇ 0 then on-hand value is set to 0.
  • Figure 5(b) is an example depiction of a PDA screen display 400 for a local ECP illustrating a snapshot of that ECP's on-hand inventory levels for revenue, and diagnostic lenses.
  • menu options including: a menu option 403 for reviewing inventory by product family; an option 406 for reviewing inventory by SKU number; an option 408 for initiating placement of new orders; an option 410 for reviewing inventory by product type; and an option 412 for reviewing the overall inventory.
  • markers 415 indicating the physical quantities on hand; markers 420 indicating quantities dispensed; and, markers 425 indicating logical quantities desired to meet expected demand or usage.
  • an indication 430 that an order has been placed for diagnostic lenses.
  • a low inventory warning indication 435 is provided with markers 440 indicating lenses and possible amounts to be re-ordered for the example inventoried lens products shown in the display.
  • triggers for automatically ordering lens products for individual customers may be implemented. For instance, after providing a supply of lenses for particular customers, e.g.
  • the number of days may be tracked by the ECP and/or order entry system such that an order for a new supply may be automatically generated for that particular patient.
  • a trigger may be built into the ECP PDA software which tracks a number of days elapsed after dispensing a particular supply for a customer. After a preset time has elapsed, then, the ECP may be automatically notified that a patient's supply may have depleted to the extent that a new lens order should be generated or, alternately, an order may be automatically generated and fulfilled in the manner described herein so that a particular patient may automatically receive a new lens shipment.
  • a process VMR003 (as shown in Figure 2) is invoked to create the orders from EDFOOl A and EDF002A.
  • the program VMR003 executes to generate orders for the day's activity.
  • VMR003 reads the EDFOOl A file until the EOF is encountered and chain to the EDFOOl file with account number, location and EDI sequence number. If not found, then the fields from the order header created EDFOOl A are moved to EDFOOl and are written to EDFOOl . Then, the program sets and reads EDF002A on account number, location and EDI sequence number until not found. If found, then the fields from EDF002A are moved to EDF002 and the EDF002 file is written. This is a loop process, and continues until EOF is encountered in the EDFOOl A. Upon successful program completion, EDF001A and EDF002A are cleared.
  • a program VMR004 is executed to generate an invoice summary request utilizing the VMF004 EDI file format which request is generated and placed on a fax queue.
  • This request is a confirmation to the ECP to inform the ECP of the quantity of product ordered and the delivery date.

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EP02750488A 2002-08-15 2002-08-15 IN-MANAGEMENT SYSTEM FOR INVENTORY PURCHASE AND AUTOMATED ORDER TRANSMISSION Withdrawn EP1540537A4 (en)

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CA2495106A1 (en) 2004-02-26
EP1540537A2 (en) 2005-06-15

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