receiving_goods:show_outstanding_purchase_order_lines

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receiving_goods:show_outstanding_purchase_order_lines [2017/08/23 09:13] – [Finalising purchase orders] Gary Willettsreceiving_goods:show_outstanding_purchase_order_lines [2020/05/19 00:22] (current) – [Why can't we just un-finalise this PO ourselves?] Mark Glover
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-===== Managing outstanding purchase order lines (pipeline stock) =====+====== 7.04. Managing outstanding purchase order lines (pipeline stock) ======
 Stock that you have ordered and waiting to be delivered is called your pipeline stock. Sometimes it's helpful and important to monitor this stock so mSupply has functions to help you do that. Stock that you have ordered and waiting to be delivered is called your pipeline stock. Sometimes it's helpful and important to monitor this stock so mSupply has functions to help you do that.
  
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 The //Qty Outstanding// column shows the remaining number of items on the order waiting to be received (//Adjusted quantity// - //Qty received//). The //Qty Outstanding// column shows the remaining number of items on the order waiting to be received (//Adjusted quantity// - //Qty received//).
  
-Double clicking on any line will open the Purchase Order containing that line.+Double clicking on any line will open the Purchase Order with that line highlighted.
  
 You can print the list of purchase order lines currently displayed in this window at any time by clicking on the **Print** button - as usual, you will be given the option of printing or exporting to Excel. You can print the list of purchase order lines currently displayed in this window at any time by clicking on the **Print** button - as usual, you will be given the option of printing or exporting to Excel.
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 It is good practice to finalise purchase orders for which you have received everything because it also removes the purchase order from the list you can create a goods received note from (see [[receiving_goods:goods_receipts|Receiving goods (goods receipt function)]]), making it easier to find a purchase order you're wanting to create a goods received note for, and means that no changes can be made to the purchase order in the future. It is good practice to finalise purchase orders for which you have received everything because it also removes the purchase order from the list you can create a goods received note from (see [[receiving_goods:goods_receipts|Receiving goods (goods receipt function)]]), making it easier to find a purchase order you're wanting to create a goods received note for, and means that no changes can be made to the purchase order in the future.
  
-But beware: don't finalise a purchase order **before** you have received everything the supplier is going to send because you won't be able to make any changes ot it or receive goods against it using the goods receipt function ([[receiving_goods:goods_receipts|Receiving goods (goods receipt function)]]).+But beware: don't finalise a purchase order **before** you have received everything the supplier is going to send because you won't be able to make any changes to it or receive goods against it using the [[receiving_goods:goods_receipts|Receiving goods (goods receipt function)]].
  
  
-// Previous: [[receiving_goods:editing_pack_sizes|Editing Pack Sizes]]     Next: [[receiving_goods:donors|Managing Donors]]//+=== Why can't we just un-finalise this PO ourselves? === 
 +Purchase orders are a legal contract between you and your supplier, and are often the subject of particular attention by auditors.  As such they must be protected from misuse. 
 + 
 +When a PO is finalised, somebody with authority is saying "we are not receiving anything more on this PO".  This will be because either: 
 +  * all ordered stock has been delivered 
 +  * the supplier has failed to supply in accordance with the PO contract and so is in breach of the contract.  The decision to finalise the PO is then a decision to terminate the supply contract.  It is **most irregular** for an organisation to turn around and say, "wait, we'll continue to deal with the supplier on this order even though the contract is in breach".  Auditors will likely want to see good documented evidence to support why this was done.  A new purchase order, needing new approval by management is normally the more appropriate way to proceed. 
 + 
 +For this reason, mSupply does not have the facility for users to unfinalise a PO.  However, mistakes can happen... 
 + 
 +<WRAP center round alert 60%> 
 +If you do //accidentally// finalise a purchase order and you need to receive more stock against it, then POs can be unfinalised.  The following will be needed: 
 +  * Sustainable Solutions will need remote access to your database, 
 +  * An officer with authority must provide approval for the unfinalisation. 
 +Sustainable Solutions keeps records of all communications and will be able to provide a copy of this approval to your auditor on request.</WRAP> 
 + 
 +\\ 
 +\\ 
 +|  //  Previous:  **[[Receiving_goods:editing_pack_sizes|7.03. Editing pack sizes]]** | | Next: **[[receiving_goods:custom_stock_fields|7.05. Custom stock fields]]** //  |
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  • Last modified: 2017/08/23 09:13
  • by Gary Willetts