preferences:invoices

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preferences:invoices [2017/07/18 21:27] – [Invoice Printing preferences] rozannapreferences:invoices [2023/09/02 00:47] (current) – [16.03. Invoice preferences] Mark Glover
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 +====== 16.03. Invoice preferences ======
 +<WRAP center round important 90%>
 +  * The preferences described here (accessed through **File > Preferences...**) apply to all stores on an mSupply server.
 +  * In a [[synchronisation:introduction|synced system]] there will be multiple 'sync satellites' and these settings can be different on each sync satellite.
 +  * There are some settings that are 'per store' - refer [[other_stuff:virtual_stores#the_preferences_tab|Store preferences]], and store preferences can be different for each store on an mSupply server.
 +</WRAP>
  
-===== Invoices Preferences ===== +==== Invoices 1 tab ==== 
- +{{ :preferences:preferences_inv_1.png?600 |}}
-==== Invoices 1 ==== +
- +
-{{ :preferences:preferences-prefs_invs_1.png |}}+
  
 === All invoices === === All invoices ===
- +=== Allow editing tax rate and amount on invoices ===
-=== Allow editing tax rate and amount on invoices===+
 When checked the tax rate can be changed when entering an invoice. Otherwise, the default tax rate is always used. (On supplier invoices the actual tax amount can be directly edited if this option is checked. This allows perfect matching of tax amounts with amounts charged by a supplier). When checked the tax rate can be changed when entering an invoice. Otherwise, the default tax rate is always used. (On supplier invoices the actual tax amount can be directly edited if this option is checked. This allows perfect matching of tax amounts with amounts charged by a supplier).
  
-=== Allow entry of dates on invoices=== +=== Allow entry of dates on invoices === 
-Normally the confirm dates on invoices are read only and are filled in automatically by mSupply when the invoice is confirmed. If you need to enter your own dates, check this option and the confirm dates will be editable. Note that you will not be able to modify the dates on finalised invoices.+Normally the confirm dates on invoices are read only and are filled in automatically by mSupply when the invoice is confirmed. If you need to enter your own dates, check this option and enter a number in the 'Maximum days before current date' box (you might see a default number of 30 days in here which you can change). Note that you will not be able to modify the dates on finalised invoices.
  
 The entry date is still maintained by mSupply. You can only edit the confirm date. The entry date is still maintained by mSupply. You can only edit the confirm date.
  
-=== Export invoices to disk when finalising===+=== Export invoices to disk when finalising ===
 If this box is checked, each time you finalise customer or supplier invoices, a tab-delimited text file of the finalised invoices will be created. This allows you to import the data into an accounting application. If this box is checked, each time you finalise customer or supplier invoices, a tab-delimited text file of the finalised invoices will be created. This allows you to import the data into an accounting application.
  
-=== After deleting lines, redo the numbering===+=== After deleting lines, redo the numbering ===
 If this box is checked, deleting invoice lines will result in all invoice line numbers being updated so there is no gap in the numbering.// // If this box is checked, deleting invoice lines will result in all invoice line numbers being updated so there is no gap in the numbering.// //
  
- +=== Activate budget module ===
-=== Activate budget module===+
 In order to use the Budget feature, this box must be checked. This feature is applicable to store mode only. For more information on the budget module see [[issuing_goods:customer_budgets|Customer Budgets]] In order to use the Budget feature, this box must be checked. This feature is applicable to store mode only. For more information on the budget module see [[issuing_goods:customer_budgets|Customer Budgets]]
  
-=== Activate Ad Hoc items===+=== Activate ad hoc items ===
 Ad Hoc items allow you to receive and issue items that you will only use once. That is, you have ordered the item for a particular customer, and do not want to hold it in stock. [[items:ad_hoc_items|For further information, see Ad Hoc items]] Ad Hoc items allow you to receive and issue items that you will only use once. That is, you have ordered the item for a particular customer, and do not want to hold it in stock. [[items:ad_hoc_items|For further information, see Ad Hoc items]]
  
-=== Round prices===+=== Reuse deleted invoice numbers === 
 +If checked then, when a customer or supplier invoice is deleted, the invoice number will be used again when a new invoice is to be created. 
 + 
 +=== Use program pricing === 
 +If checked then the sell prices for items on **customer invoices** are taken from the first master list that is to be used as a price list. 
 + 
 +=== Round prices ===
 You can choose to round prices to a given number of decimal places. By default prices will be rounded to 2 decimal places. You can choose to round prices to a given number of decimal places. By default prices will be rounded to 2 decimal places.
  
-=== Supplier Invoices === +=== Supplier invoices === 
- +== Allow editing margins on supplier invoice lines ==
-== Allow editing margins on supplier invoice lines==+
 If this option is chosen, you can edit the margin for individual supplier invoice lines. Otherwise the margin will be locked at the margin set for that supplier in the window for editing supplier details (reached from the **supplier > edit supplier** menu.) If this option is chosen, you can edit the margin for individual supplier invoice lines. Otherwise the margin will be locked at the margin set for that supplier in the window for editing supplier details (reached from the **supplier > edit supplier** menu.)
  
-=== Hide batch number expiry date entry===+=== Hide batch number and expiry date entry ===
 Some people use mSupply for inventory control of all sorts of general goods. Hiding these fields will speed up entering information if you do not use those fields. Some people use mSupply for inventory control of all sorts of general goods. Hiding these fields will speed up entering information if you do not use those fields.
  
- +=== Item margin overrides supplier margin on supplier invoices ===
- +
-=== Item margin overrides supplier margin on supplier invoices===+
 When receiving an item where there is a margin set for both the supplier and the item, if this option is checked the item margin will be used. If unchecked, the supplier margin is used. When receiving an item where there is a margin set for both the supplier and the item, if this option is checked the item margin will be used. If unchecked, the supplier margin is used.
  
-=== Activate supplier payment module===+=== Activate supplier payment module ===
 Check this box if you want mSupply to record the outstanding amount to be paid on each supplier invoice. If this system is not activated, supplier invoices will display a zero amount outstanding. (If you use a separate accounting system, and us // mSupply's// export facilities, there is no need to use the inbuilt payment system). Check this box if you want mSupply to record the outstanding amount to be paid on each supplier invoice. If this system is not activated, supplier invoices will display a zero amount outstanding. (If you use a separate accounting system, and us // mSupply's// export facilities, there is no need to use the inbuilt payment system).
  
-=== Warn if expiry less than XXX days=== +=== Warn if expiry less than XX days === 
-An appropriate figure can be entered .+An appropriate figure can be entered.
  
-=== Disallow "Remove holdstatus if zero sell price===+=== Disallow remove hold status if zero sell price ===
 If this option is checked you can't receive goods that haven't had their sell price set. If this option is checked you can't receive goods that haven't had their sell price set.
  
-=== Sell price changes affect un-finalised customer invoices===+=== Sell price changes affect un-finalised customer invoices ===
 If you tick this, when you update a sell price the change will be reflected in all non-finalised customer invoices. You will be asked to confirm ticking this box because it can make irreversible changes to customer invoices.   If you tick this, when you update a sell price the change will be reflected in all non-finalised customer invoices. You will be asked to confirm ticking this box because it can make irreversible changes to customer invoices.  
 Here is a table that shows the differences with having this preference turned on or turned off Here is a table that shows the differences with having this preference turned on or turned off
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 Old customer invoices are updated unless their status is "fn". Reports on old customer invoices will show the __new__ price of 9.00 (as long as no invoices were finalised) Old customer invoices are updated unless their status is "fn". Reports on old customer invoices will show the __new__ price of 9.00 (as long as no invoices were finalised)
  
-== Show inner and outer pack fields== +== Show inner and outer pack fields == 
-If checked, mSupply will allow the entry of the `innerand `outerpack sizes if an item is packed 100 to a container, and 12 containers to box, the `inner' field entry would be `100' and the `outer' field entry would be `12'+If checked, mSupply will allow the entry of the "innerand "outerpack sizes. The "inner" pack size is the number of primary packs that fit in a carton and the "outer" pack size is the number of cartons that fit on a pallet. So, for example, if an item is packed in packs of 1000there are 24 of those in boxes and then there are 15 boxes on pallet, the "inner" pack size would be 24 and the "outer" pack size would be 15.
  
-=== Hold invoices by default===+When turned on, this preference results in an extra **Quan per inner** and **Inners per outer** field being displayed on the supplier invoice line input window shown on the [[receiving_goods:supplier_invoices#adding_new_lines_to_a_supplier_invoice|7.01. Supplier invoices]] page like this: 
 + 
 +{{ :preferences:pasted:20230113-144729.png?450 |}} 
 + 
 + 
 + 
 +=== Hold invoices by default ===
 If checked all newly created invoices will be on hold If checked all newly created invoices will be on hold
  
-=== Allow tracking of received stock by donor===+=== Allow tracking of received stock by donor ===
 If checked, this option allows the user to track donated stock from source (supplier Purchase Order) to store (available for distribution in mSupply). If checked, this option allows the user to track donated stock from source (supplier Purchase Order) to store (available for distribution in mSupply).
  
-==== Invoices 2 ==== +==== Invoices 2 tab ==== 
- +{{ :preferences:invoices2.png?600 |}}
-{{ :preferences:addfrombompreferences.jpeg?650 |}}+
  
 === Customer invoices === === Customer invoices ===
- 
 // These options apply to customer invoices only.// // These options apply to customer invoices only.//
  
 == We run a backorder system== == We run a backorder system==
- 
 Check this item if you want to record backorders for customers for supply at a later date (For suppliers, backorders are recorded in the ordering system as partially supplied orders). Check this item if you want to record backorders for customers for supply at a later date (For suppliers, backorders are recorded in the ordering system as partially supplied orders).
  
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 == Auto-issue customer backorders when stock arrives == == Auto-issue customer backorders when stock arrives ==
- 
 Check this item if you want stock to be automatically issued to a customer with a backorder when it becomes available. Check this item if you want stock to be automatically issued to a customer with a backorder when it becomes available.
-== Show transport details == 
- 
-If this box is checked, then a transport details button will be shown on customer invoices, allowing editing of transport details (arrival dates, etc) and box numbers. 
- 
- 
- 
- 
  
  
 == Allow placeholder lines on customer invoices== == Allow placeholder lines on customer invoices==
- 
 // If you leave this box unchecked, all lines on an invoice will have to be actual stock. If you run a backorder system you must check this box.// // If you leave this box unchecked, all lines on an invoice will have to be actual stock. If you run a backorder system you must check this box.//
  
 == Show notes in store mode == == Show notes in store mode ==
- 
 If this box is checked, the window for issuing stock will be enlarged to show the area to enter abbreviations and customer directions or notes under store mode. These notes print on invoices after each invoice line. If this box is checked, the window for issuing stock will be enlarged to show the area to enter abbreviations and customer directions or notes under store mode. These notes print on invoices after each invoice line.
  
-== Show direction entry in dispensary mode ==+== Activate customer receipts module == 
 +Check this box if you want // mSupply// to record the outstanding amount to be paid on each customer invoice. If this system is not activated, customer invoices will display a zero amount outstanding. Please note that if the **Receive payments from prescription window** preference is turned on (see [[preferences:general#payments_section|General preferences, Dispensary mode tab]] and you want to trun this preference off, you will be asked if it is OK to turn off the **Receive payments from prescription window** preference too - that preference requires that the customer receipts module is turned on.
  
-If this box is checked, the window for issuing stock will be enlarged to show the area to enter abbreviations and customer directions or notes under dispensary mode. These notes print on invoices after each invoice line.+== Show item category while issuing goods ==  
 +If you are making use of the item category facility, checking this box will allow you to see the category of the item you are issuing as it is being issued.
  
-== Activate customer receipts module: ==+== Show 'nw' transaction created by user on log-in == 
 +If you check this box then, after a user has logged in, if there are any customer invoices created by this user that are still at 'nw' (new) status then they will be shown a message:
  
-Check this box if you want // mSupply// to record the outstanding amount to be paid on each customer invoice. If this system is not activated, supplier invoices will display a zero amount outstanding. (If you use a separate accounting system, and use // mSupply's// export facilities, there is no need to use the inbuilt payment system).+{{ :preferences:user_invoices_to_action.png?400 |}}
  
-== Show item category while issuing goods== +Clicking on the **OK** button will take the user to a list of their nw status invoices and they can double-click on any of them to edit as usual:
  
-If you are making use of the item category facility, checking this box will allow you to see the category of the item you are issuing as it is being issued.+{{ :preferences:user_invoices_to_action_list.png?600 |}}
  
-== Show 'nw' transaction created by user on log-in == +Handy for helping invoices to not get forgotten!
- +
-If you check this box then a user will be able to create a 'nw' transaction when they log in and this will be shown.+
  
 == Choose contact for transport details == == Choose contact for transport details ==
- 
 Checking this box allows you to choose a contact from your list of contacts when entering transport details. Checking this box allows you to choose a contact from your list of contacts when entering transport details.
  
 == Show 'Add from BOM' button == == Show 'Add from BOM' button ==
- 
 Checking this box allows you to create an invoice using a Bill of Materials.  The function inserts placeholder lines from BOM into the invoice - see here for details. Checking this box allows you to create an invoice using a Bill of Materials.  The function inserts placeholder lines from BOM into the invoice - see here for details.
  
-== Show custom transaction fields==  +== Show custom transaction fields == 
 There are 4 customer transaction fields available for customised entries; their use is optional, and should you wish to use them, they have to be activated here, where the //Show custom transaction fields//checkboxes should be checked. You will note that they are grouped in pairs, 1 & 2 and 3 & 4, and this is also the window which allows you to define names for the fields; for example, you might wish to identify the person preparing the invoice and so give field 1 the name "Prepared by"; similarly the person authorising the invoice could be entered in field 2, which would be named "Authorised by". There are 4 customer transaction fields available for customised entries; their use is optional, and should you wish to use them, they have to be activated here, where the //Show custom transaction fields//checkboxes should be checked. You will note that they are grouped in pairs, 1 & 2 and 3 & 4, and this is also the window which allows you to define names for the fields; for example, you might wish to identify the person preparing the invoice and so give field 1 the name "Prepared by"; similarly the person authorising the invoice could be entered in field 2, which would be named "Authorised by".
  
-== Warn if expiry is less than XXX days:== +== Warn if expiry is less than XX days==  
 +Entering a number in this box causes mSupply to alert the user when any batch selected for issue is due to expire before this number of days has passed. An alert will be displayed when manually selecting stock for issue on a customer invoice or automatically selecting it with the **Issue stock for all placeholder lines** function, **Backorder** button, **History** button and Prescription repeats functionality.
  
-Entering a number in this box causes mSupply to alert the user when any item selected is due to expire before this number of days has passed.+== Disallow issue of goods with short expiry==  
 +If this option is checked, mSupply will not allow issue (on customer invoices and prescriptions) of goods with an expiry date less than the number of days specified here. Goods with no expiry date will not be affected. Note that once this preference is checked, there is no way for the user to override it; the rule is enforced until the preference is turned off.
  
-== Disallow issue of goods with short expiry:== +Enter zero in the field to disallow entry of goods that have expired.
  
-If this option is checked, mSupply will not allow issue (customer invoices, prescriptions) of goods with an expiry date less than the number of days specified here. Goods with no expiry date will not be affected. Note that once this preference is checkedthere is no way for the user to override it- the rule is enforced until the preference is turned off. +The restriction is applied to manually selecting stock for issue on a customer invoice or prescription or automatically selecting it with the **Issue stock for all placeholder lines** function**Backorder** button, **History** button and Prescription repeats functionality.
- +
-Enter zero in the field to disallow entry of goods that have expired.+
  
 Note that inventory adjustments and supplier credits can still be issued to remove goods from stock or return goods to a supplier. Note that inventory adjustments and supplier credits can still be issued to remove goods from stock or return goods to a supplier.
  
-== Activate restricted item access by customer group:==  +== Activate restricted item access by customer group== 
 When this check box is checked, any item that is assigned to a department may only be supplied to customers who are members of groups linked to that item's department. When this check box is checked, any item that is assigned to a department may only be supplied to customers who are members of groups linked to that item's department.
  
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 Warning: Checking this item may mean that some items can not be issued. Make sure you have set up the item access system properly before proceeding. Warning: Checking this item may mean that some items can not be issued. Make sure you have set up the item access system properly before proceeding.
  
-== Delete placeholder lines when confirming invoices:==  +== Delete placeholder lines when confirming invoices== 
 When checked, placeholder lines are deleted when the invoice is confimed. When checked, placeholder lines are deleted when the invoice is confimed.
  
  
- 
-== Print the following message for placeholder lines:==  
- 
-When this box is checked, the message typed in this field will be printed in the batch column for placeholder lines. For example, you might enter "backorder" to show these lines will be backordered. If you check the box and leave this field blank , the batch field will be empty. 
  
 == Require category entry on customer invoices == == Require category entry on customer invoices ==
- 
 If this option is checked, when entering customer invoices the user will be required to select one of the available transaction categories. Transaction categories are set up using the Special > Show transaction categories menu item. If no transaction categories for customer invoices have been set up, this option will have no effect. If this option is checked, when entering customer invoices the user will be required to select one of the available transaction categories. Transaction categories are set up using the Special > Show transaction categories menu item. If no transaction categories for customer invoices have been set up, this option will have no effect.
  
 == Hold invoice by default== == Hold invoice by default==
- 
 Invoices will be put on `hold' if this box is checked. Invoices will be put on `hold' if this box is checked.
  
 == Customer order written date must be entered == == Customer order written date must be entered ==
-The date that the customer wrote the order must be entered on invoices when this box is checked.+If checked, the **Order written date** field on a customer invoice (on the //Transport detail//s tab) must be filled in - if it isn't the user will be shown an alert message and asked to fill it in
  
-== Customer ordered date must be entered == +== Customer order received date must be entered == 
-The date on which the customer ordered the item must be entered on invoices.+If checked, the **Order received date** field on customer invoice (on the //Transport details// tab) must be filled in - if it isn't the user will be shown an alert message and asked to fill it in.
  
 === Other invoices === === Other invoices ===
- 
- 
- 
 == Allow customer to enter stock balances and request on stock history == == Allow customer to enter stock balances and request on stock history ==
 Checking this box allows a customer to enter the quantity of stock they have and mSupply will file it as part of their stock history and calculate how much needs to be sent to them to replenish their stock. Checking this box allows a customer to enter the quantity of stock they have and mSupply will file it as part of their stock history and calculate how much needs to be sent to them to replenish their stock.
  
 +==Limit patient and customer credits to previously prescribed items==
 +Users can only issue [[payments_and_receipts:prescription_payments#patient_credits|patient credits]] or [[returning_goods:receiving_from_customer|customer credits]] for items previously dispensed/issued to the patient/customer. When this box is checked, users must select items to credit from the **History** button and cannot manually add new items using the **New Lines** button.
  
-===== Invoice Printing preferences ===== +===== Invoice printing preferences ===== 
- +Please see [[preferences:printing]] 
-Please see [[preferences:printing|Printing preferences]] +\\ 
- +\\ 
-// Previous:  [[preferences:invoices|Invoice Preferences]]    Next: [[preferences:invoices|Invoice Preferences]]//+|  //  Previous:  **[[preferences:purchase_orders]]** | | Next: **[[preferences:printing]]** //  |
 ---- struct data ---- ---- struct data ----
 +pagestatus.status    : 
 ---- ----
  
  • Last modified: 2017/07/18 21:27
  • by rozanna