issuing_goods:stock_control_methods

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issuing_goods:stock_control_methods [2022/02/03 12:30] – [Viewing existing requisitions] Gary Willettsissuing_goods:stock_control_methods [2023/05/11 12:01] (current) – [Viewing existing requisitions] Gary Willetts
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 ===== Defining the list of items to be included in the re-supply ===== ===== Defining the list of items to be included in the re-supply =====
-Both the imprest and stock history methods require a stocktake of the customer's stock.  The items to be included in the customer's stocktake is defined in lists which are specific to each customer, and must therefore be individually compiled, however, they can be based on [[items:master_lists|master lists]].+The lists of items that a customer can receive can be dfined by master lists.
  
-<WRAP 600px info center round> +See the [[items:master_lists|]] page for information on managing master lists and see the [[items:master_lists#assigning_a_list_to_a_customer|Assigning a list to a customer]] section for how to assign a master list to a customer. 
-Master lists and how to create and assign customers to it is covered [[items:master_lists|elsewhere]]. +===== Viewing existing requisitions ===== 
-</WRAP> +Choose //Customer > Show requisitions...// from the menus or click on the Requisitions icon on the Customers tab of the Navigator:
- +
-Lists are defined for each customer in the //Edit Customer// window. Click on //Item lists// in the side bar menu. +
- +
-{{ :issuing_goods:stk_list_1.png?700 }} +
- +
-This displays the window in which you create the required lists.   +
- +
-{{ :issuing_goods:names-item-list_1.jpg?650 |}} +
- +
- +
- +
-==== Viewing existing requisitions ==== +
-Choose //Customer > Show requisitions...// from the menus or click on the Requisi9tions icon on the Customers tab of the Navigator:+
  
 {{ :issuing_goods:screenshot_2021-05-11_at_14.27.06.png?600 |}} {{ :issuing_goods:screenshot_2021-05-11_at_14.27.06.png?600 |}}
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 This window will open, showing you a list of the requisitions already in the system: This window will open, showing you a list of the requisitions already in the system:
  
-{{ :issuing_goods:screenshot_2021-05-11_at_14.30.31.png?700 |}}+{{ :issuing_goods:pasted:20230511-120127.png?700 |}}
  
 +Columns in the table:
   * **ID:** Unique identifier of the requisition.   * **ID:** Unique identifier of the requisition.
   * **Name:** The name of the customer the requisition has been entered for.   * **Name:** The name of the customer the requisition has been entered for.
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   * **Comment:** The comment entered on the requisition.   * **Comment:** The comment entered on the requisition.
  
-Use the **Show** drop down list to filter the requisitions by status. +Buttons and fields in the window: 
- +  * **Show** drop down list: Use the **Show** drop down list to filter the requisitions by status. 
-After filtering this way, if the list is too long to find a particular requisition you are interested in then you can type something in the **Search** field. If you type anything in the **Search** field, only requisitions with a customer name, requisition number, program or comment that contain what you typed will be displayed.+  * **Search** field: If the list of requisitions is too long to find a particular requisition you are interested in then you can type something in the **Search** field. If you type anything in the **Search** field, only requisitions with a customer name, requisition number, program or comment that contain what you typed will be displayed. 
 +  * **New XX** buttons: To create a new requisition of a particular type (see below), click on the appropriate {{:barcode_scanning:add_icon.png?20|}} button - a new, blank window will open ready for you to enter the requisition. 
 +  * **Delete** button: To delete a requisition, click on it in the list to select it then click on the **Delete** button. You will be asked to confirm the deletion before it is carried out. **Please note:** You cannot delete a requisition if a customer invoice has been created from it - mSupply will tell you if this is the case. You can still delete the requisition but you must delete the customer invoice first. 
 +  * **Finalise** button: This button allows you to finalise multiple requisitions at once. Simply highlight a selection of requisitions in the list and click on the button. Only Confirmed status requisitions will be finalised; requisitions of any other status will be ignored. After finalisation has been carried out you will be told how many were successfully finalised and how many couldn't be updated because they weren't confirmed or because they were in use by someone else.
  
 To edit a particular requisition, double-click on it in the list. A window will open, populated with the requisition's details; the window will be different depending on the type of requisition (see sections below). To edit a particular requisition, double-click on it in the list. A window will open, populated with the requisition's details; the window will be different depending on the type of requisition (see sections below).
- 
-To create a new requisition of a particular type (see below), click on the appropriate {{:barcode_scanning:add_icon.png?20|}} button - a new, blank window will open ready for you to enter the requisition. 
- 
-To delete a requisition, click on it in the list to select it then click on the **Delete** button. You will be asked to confirm the deletion before it is carried out. **Please note:** You cannot delete a requisition if a customer invoice has been created from it - mSupply will tell you if this is the case. You can still delete the requisition but you must delete the customer invoice first. 
 ===== Stock history method ===== ===== Stock history method =====
 The theory behind the stock history method (sometimes referred to as the Historical Logistics Method) is based on the assumption that future customer usage will be similar to historic usage. The theory behind the stock history method (sometimes referred to as the Historical Logistics Method) is based on the assumption that future customer usage will be similar to historic usage.
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-If stocktakes are not taken at the pre-determined frequency, and particularly if they are missed, the system will fail. It is a fairly rigid system, in that once set, F, G and H must remain constant. It is frequently used for supplying wards in a hospital setting, where operations are generally more controllable.+If stocktakes are not taken at the pre-determined frequency, and particularly if they are missed, the system will fail. It is a fairly rigid system, in that once set, F, G and H must remain constant. It is frequently used for supplying wards in a hospital setting, where operations are generally more rigidly controlled.
  
 /*  Section that can be added if we need to talk about the UNFPA 'Last Mile' method: A+B-C=D; Supply = 2*D  /*  Section that can be added if we need to talk about the UNFPA 'Last Mile' method: A+B-C=D; Supply = 2*D 
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 These work in much the same way as [[issuing_goods:stock_control_methods?&#manual_entry_of_customer_stock_history|customer stock histories]], but with some notable differences: These work in much the same way as [[issuing_goods:stock_control_methods?&#manual_entry_of_customer_stock_history|customer stock histories]], but with some notable differences:
  
-  * Most importantly, you don't need to create it!  A response requisition will be automatically created in your (supplying) store as a result of a request requisition from an mSupply mobile (see [[mobile:user_guide2#supplier_requisitions|here]] for details) or an [[purchasing:ordering_from_one_store_to_another#internal_orders_aka_request_requisitions|internal order]] from another store (e.g. on another mSupply 'desktop' site).  In both of these cases, the customer is another store in your mSupply system and most of the data will have been entered already by them.+  * Most importantly, you don't need to create it! A response requisition will be automatically created in your (supplying) store as a result of a request requisition from an mSupply mobile (see [[mobile:user_guide2#supplier_requisitions|here]] for details) or an [[purchasing:ordering_from_one_store_to_another#internal_orders_aka_request_requisitions|internal order]] from another store (e.g. on another mSupply 'desktop' site).  In both of these cases, the customer is another store in your mSupply system and most of the data will have been entered already by them. You can create one manually if you need to though, as we'll describe below.
   * It doesn't attempt to calculate usage or suggest an amount to supply - this data is expected to have come from the customer.   * It doesn't attempt to calculate usage or suggest an amount to supply - this data is expected to have come from the customer.
   * It is possible to generate multiple customer invoices from a single response requisition e.g. if not all of the requested stock is available at the time the requisition is entered, this allows for an initial customer invoice to be sent to partially fulfil the request and another to be sent at a later date when more stock becomes available.   * It is possible to generate multiple customer invoices from a single response requisition e.g. if not all of the requested stock is available at the time the requisition is entered, this allows for an initial customer invoice to be sent to partially fulfil the request and another to be sent at a later date when more stock becomes available.
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-==== Entering a requisition ====+ ==== Entering a requisition ====
 To begin the process, choose //Customer > Show requisitions//, and the list of any historic response requisitions is displayed along with the other requisition types. A //Status// of ''sg'' (suggested) means that no customer invoices have been created yet - as soon as the first customer invoice is created, the status will go to ''cn'' (confirmed): To begin the process, choose //Customer > Show requisitions//, and the list of any historic response requisitions is displayed along with the other requisition types. A //Status// of ''sg'' (suggested) means that no customer invoices have been created yet - as soon as the first customer invoice is created, the status will go to ''cn'' (confirmed):
  
 {{ :issuing_goods:requisition-list.png.?650 }} {{ :issuing_goods:requisition-list.png.?650 }}
  
-Either double-click on an existing requisition to edit it, or click the **Add new requisition** button to create a new one.  The example below is for a manually entered requisition:+Either double-click on an existing requisition to edit it, or click the **New customer requisition** button to create a new one.  The example below is for a manually entered requisition:
  
 {{ :issuing_goods:requisition-edit-1.png.?650 }} {{ :issuing_goods:requisition-edit-1.png.?650 }}
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   * Enter/update the customer //Name// in the same way as a customer stock history (i.e. enter the first key characters and hit the **Tab** key to find matches), but note that changing the customer will invalidate any other data that you've already entered.   * Enter/update the customer //Name// in the same way as a customer stock history (i.e. enter the first key characters and hit the **Tab** key to find matches), but note that changing the customer will invalidate any other data that you've already entered.
-  * If necessary, update the //Requisition date// and //Order received// - these will default to the current date. +  * If necessary, update the //Requisition date//, //Order received// and //Required date// - these will default to the current date. 
-  * Use either the **New line** button to manually add a single item, or **Add from master list** to add all items from a [[items:master_lists|master list]].  <WRAP center round important 60%> +  * Select a //Category// if required (see below for setting these up). 
-To use a [[items:master_lists|master list]] for a customer, the masterlist needs to be [[items:master_lists#assigning_a_list_to_a_customer|assigned]] to your store. However, items from the masterlist will only be added to the requisition if they are visible in your //customer's// store. This is to avoid the situation where you send a store an item that they didn't previously have visible to them! +  * Use either the **New line** button to manually add a single item, or **Add from master list** to add all items from a [[items:master_lists|master list]]. 
 +  
 +<WRAP center round important 60%> 
 +When you click on the **Add from master list** button you will see a list of all the master lists assigned to your store and your customer (see the [[items:master_lists|]] page for details on master lists and how to assign them). Whichever master lists you choose to add items from, only the items visible in your //customer's// store will be added to the requisition. This will avoid the situation where you send a store an item that they didn't previously have visible to them! 
 </WRAP> </WRAP>
  
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 Finalised requisitions will no longer appear on reports that show "Remaining Quantities" as pending.  Finalised requisitions are be considered as fully processed. Finalised requisitions will no longer appear on reports that show "Remaining Quantities" as pending.  Finalised requisitions are be considered as fully processed.
  
 +==== Reference documents ====
 +The Reference documnents tab on a requisition enables you to save documents and other files relating to the requisition. The tab looks like this:
 +
 +{{ :issuing_goods:pasted:20230118-174351.png?650 |}}
 +
 +The table shows you all the files currently uploaded to this requisition.
 +
 +  * **Upload document button:** Click this to upload a document ot the requisition. This will open a window enabling you to search for and select the file on your computer. After you've selected it, click on the **Open** button to upload it. If you upload a file with the same name as one already uploaded, mSupply will upload it as a new version of the already uploaded file.
 +  * **Delete document button:** Select a file in the table by clicking on it and click this button to remove it from the requisition.
 +  * **Download document button:** When you click on this button you are presented with two options:
 +    * **Download:** this will download the file to a location you select on your computer.
 +    * **Download and open:** this will download the file to a location you select on your computer and then attempt to open it using the default application on your computer for that file type. If there is no application associated with the file type on your computer then mSupply will tell you that the file could not be opened.
 +
 +==== Requisition categories ====
 +You can assign requisitions to a category for reporting. To setup the categories that users can select from, choose //Special > Requisition categories// from the menus. This window will open:
 +
 +{{ :issuing_goods:pasted:20220905-135120.png?350 |}}
 +
 +This window shows a list of all the requisition categories currently setup. The ones with a tick in the //Is active// column are the ones that can be selected on a requisition. If there is a long list then you can type in the //Type here to search// field to show only categories that contain what you type.
 +
 +To add a new category, click on the **New** button. This window opens:
 +
 +{{ :issuing_goods:pasted:20220905-135425.png?450 |}}
 +
 +Enter a **Description**, click the **OK** button and the new category is added to the list.
 +
 +To edit a category, double-click on it in the list and the same window as creating a new one will open but populated with the selected category's settings. Edit the category's name or the active status and click the **OK** button to save your changes.
 +
 +You can quickly set a category as inactive (which means that it will no longer appear in the drop down list for selection on a requisition) by selecting it in the list and clicking on the **Set inactive** button.
 ==== Requisition status ==== ==== Requisition status ====
  
  • Last modified: 2022/02/03 12:30
  • by Gary Willetts