receiving_goods:show_outstanding_purchase_order_lines

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receiving_goods:show_outstanding_purchase_order_lines [2018/12/14 03:01] – [Finalising purchase orders] markreceiving_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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 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)]]. 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)]].
-<WRAP center round tip 60%> 
-If you do accidentally finalise a purchase order and you need to receive more stock against it, please contact Sustainable Solutions [[support@msupply.org.nz]] and if we have access to your database, we can un-finalise the purchase order for you. 
-</WRAP> 
  
  
 +=== 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|Editing Pack Sizes]]     Next: [[receiving_goods:donors|Managing Donors]]//+\\ 
 +\\ 
 +|  //  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: 2018/12/14 03:01
  • by mark