receiving_goods:supplier_invoices

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receiving_goods:supplier_invoices [2019/11/13 16:07] – [Information to enter in the main window] Emily Porrelloreceiving_goods:supplier_invoices [2023/04/04 15:29] (current) – [Adding new lines to a supplier invoice] Gary Willetts
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 {{indexmenu_n>10}} {{indexmenu_n>10}}
  
-====== 7.01. Receiving goods (supplier invoices======+====== 7.01. Supplier invoices ======
 ===== Introduction ===== ===== Introduction =====
  
 All received goods should be recorded in mSupply either by: All received goods should be recorded in mSupply either by:
-  * Entering a supplier invoice; or +  * [[receiving_goods:supplier_invoices#creating_a_new_supplier_invoice|Manually creating a supplier invoice]] 
-  * Using the purchase order system, which leads to the creation of a supplier invoice when you finalise a **[[receiving_goods:goods_receipts|goods receipt]]**. +  * Working with a [[issuing_goods:transferring_goods_to_another_store#receiving_the_goods_customer_store|supplier invoice that has been created automatically]] as a result of a [[issuing_goods:transferring_goods_to_another_store#transferring_goods_to_another_store|stock transfer from another store in your mSupply system]]. 
 +  * Using [[purchasing:ordering_from_suppliers#ordering_items_from_suppliers|the purchase order system]], which leads to the [[receiving_goods:goods_receipts#viewing_and_editing_supplier_invoices_created_via_goods_receipts|automatic creation of a supplier invoice]] when you finalise a **[[receiving_goods:goods_receipts|goods receipt]]** associated with that purchase order (PO) 
 +<WRAP center round tip 60%>
  
-In some countries a supplier invoice is called a "bill".+In some countries a supplier invoice is called a "bill", a "creditor invoice" or a "purchase invoice" 
 +</WRAP> 
 + 
 + 
 +<WRAP center round important 95%> 
 +Goods are only entered into stock once a supplier invoice is **confirmed** 
 +</WRAP>
  
-**Confirming supplier invoice is what actually puts the goods into stock in mSupply**, ready for issue. It calculates the selling price based on the margin you have chosen for that supplier or for that item, depending on how you have set your mSupply preferences.+Confirming the supplier invoice also calculates the selling price based on the margin you have chosen for that supplier or for that item, depending on how you have set your mSupply preferences.
  
 You will notice there is a **Prices** tab in the supplier invoice window - this is for use with invoices received in foreign currencies, which will usually be done via the **[[receiving_goods:goods_receipts|goods receipt system]]**. You will notice there is a **Prices** tab in the supplier invoice window - this is for use with invoices received in foreign currencies, which will usually be done via the **[[receiving_goods:goods_receipts|goods receipt system]]**.
  
-<WRAP center round important 60%>+<WRAP center round info 95%>
 Each line received on a supplier invoice will be treated as a separate line in your stock. You can manually **[[items:item_basics?s[]=consolidate#consolidate|consolidate]]** these later, or set a preference to **[[other_stuff:virtual_stores#preferences_tab|automatically consolidate]]** items with the same batch, expiry date, pack size, location, donor, cost and sell price. </WRAP> Each line received on a supplier invoice will be treated as a separate line in your stock. You can manually **[[items:item_basics?s[]=consolidate#consolidate|consolidate]]** these later, or set a preference to **[[other_stuff:virtual_stores#preferences_tab|automatically consolidate]]** items with the same batch, expiry date, pack size, location, donor, cost and sell price. </WRAP>
 +
 +
 ===== Creating a new supplier invoice ===== ===== Creating a new supplier invoice =====
-<WRAP round alert>If you are receiving the goods from another [[other_stuff:virtual_stores|virtual store]] in your mSupply system, and they are **not** responding to an internal requisition (purchase orderfrom your store, then they should have followed the procedure for [[issuing_goods:transferring_goods_to_another_store|transferring goods to another store]].+<WRAP round alert> 
 +<wrap em>STOP!</wrap> 
 +Don't proceed with creation of a new supplier invoice if the stock came as a result of: 
 +  * Your store created a [[purchasing:ordering_from_suppliers|Purchase order]] to a supplier, in which case you should be following the procedures described under [[purchasing:ordering_from_suppliers#ordering_items_from_suppliers|Ordering items from suppliers]] 
 +  * Your store created an [[purchasing:ordering_from_one_store_to_another#internal_orders|internal order]] to an 'internal' supplier (a [[other_stuff:virtual_stores#virtual_stores|virtual store]] in mSupply)in which case they should have followed the procedure for handling [[issuing_goods:stock_control_methods#response_requisitions|Response requisitions]].  Provided that they have [[issuing_goods:issuing_goods_customer_invoice#finalise_the_invoice|finalised their customer invoice]], a new supplier invoice will be created automatically in your store, populated with the stock lines that they are sending to you. 
 +  * A stock transfer to your store from another store in mSupply (and they are **not** responding to purchase order or internal order from your store)in which case they should have followed the procedure for [[issuing_goods:transferring_goods_to_another_store|transferring goods to another store]].  Provided that they have [[issuing_goods:issuing_goods_customer_invoice#finalise_the_invoice|finalised their customer invoice]], a new supplier invoice will be created automatically in your store, populated with the stock lines that they are sending to you.
  
-Provided that they have finalised their customer invoice, a new supplier invoice will be created automatically in your store, populated with the stock lines that they are sending to you.  In this instance, you should **NOT** create a new Supplier invoice, and can skip most of the following section.+In these cases, you should **NOT** create a new Supplier invoice, and can skip most of the following section.
  
-Search for this automatically created invoice using **Suppliers>Show invoices...**+Search for these automatically created invoice using **Suppliers>Show invoices...**
  
 Depending on the store preferences, the supplier invoice may be finalised.  If not, you will be able to [[receiving_goods:supplier_invoices#adding_new_lines_to_a_supplier_invoice|add]],  [[receiving_goods:supplier_invoices#editing_lines_on_a_supplier_invoice|edit]] or [[receiving_goods:supplier_invoices#deleting_a_line_on_a_supplier_invoice|delete]] lines on the supplier invoice if what you actually received is different to what the supplier invoice states... Depending on the store preferences, the supplier invoice may be finalised.  If not, you will be able to [[receiving_goods:supplier_invoices#adding_new_lines_to_a_supplier_invoice|add]],  [[receiving_goods:supplier_invoices#editing_lines_on_a_supplier_invoice|edit]] or [[receiving_goods:supplier_invoices#deleting_a_line_on_a_supplier_invoice|delete]] lines on the supplier invoice if what you actually received is different to what the supplier invoice states...
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 {{ :receiving_goods:suppliers_new_supplier_invoice.png?600 |}} {{ :receiving_goods:suppliers_new_supplier_invoice.png?600 |}}
  
-The supplier invoice entry window will open.+The supplier invoice entry window will open:
  
-{{ :receiving_goods:supplier_invoice_new.png?700 |}}+{{ :receiving_goods:supplier_invoice_new.png?600 |}}
  
 <WRAP center round info 90%> <WRAP center round info 90%>
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 ==== Information to enter in the main window ==== ==== Information to enter in the main window ====
-**Name: **Enter the first few characters of the supplier's name, and then press the // Tab// key. Any name that has the "Supplier" check box checked can be used. If only one name matches the entry, the supplier name will be filled in. Otherwise, a list will be displayed:+**Name:** The first thing to do is enter the Supplier's name in the **Name** field. Type the first few characters of the supplier's name or code, and then press the //Tab// key. If only one supplier name matches the entry, the supplier'name will be filled in. Otherwise, a list will be displayed: 
 {{ :receiving_goods:choosenamewin8.png?300 |}} {{ :receiving_goods:choosenamewin8.png?300 |}}
  
-Double-click the appropriate entry, or click // Cancel// to try again. You can also use the // up// and // down// arrows or the "u" and "d" keys on the keyboard to move the highlighted item up or down, then click the // Use// button or use the // Enter// key to choose the highlighted item. +Double-click the appropriate entry, or click //Cancel// to try again. You can also use the //up// and //down// arrow keys or the "u" and "d" keys on the keyboard to move the highlighted item up or down, then click the **Use** button or use the //Enter// key to choose the highlighted item. 
  
-Select a Requisition to associate with the new Supplier Invoice, then click OK.+At this point the supplier's name will normally just appear in the **Name** field (and their code will appear at the end of the **Their ref** field) and you can continue as below. However, if the **Can manually link requisition to supplier invoice** preference is turned on for this store (see [[other_stuff:virtual_stores#preferences_tabs|Store preferences]]), a list of requisitions the store previously made to that supplier will appear. Select a requisition to associate with this supplier invoice, then click OK:
  
-{{ :receiving_goods:supplier_invoice_select_requisition.png?500 |}}+{{ :receiving_goods:supplier_invoice_select_requisition.png?400 |}}
  
-This will return you to the Supplier Invoice window with the name of the supplier you have chosen entered in the //Name// field.+The supplier invoice window will appear with the name of the supplier you have chosen in the **Name** field:
  
-The downward pointing arrow to the right of the // Name// field takes you directly to the // Edit Customer/Supplier// window, giving access to all the information relating to the name entered.+{{ :receiving_goods:supplier_invoice_main.png?600 |}}
  
-{{ :receiving_goods:supplier_invoice_main.png?800 |}}+The arrow next to the **Name** field takes you directly to the //Edit Customer/Supplier// window, giving access to all the information relating to the supplier entered.
  
-**Their ref:** Enter the serial number on the bill the supplier gave you.+**Their ref:** Enter the serial number or delivery note number on the bill the supplier gave you.
  
-**Comment:** Click on the downward pointing arrow to the right of the Comment field to display window where any comment relating to this invoice can be noted.+**Comment:** Enter anything that needs to be remembered about this invoice. If you need more room, click on the arrow next to the **Comment** field to give large area for entering the comment.
  
-**Category:** Categories for supplier invoices are created in // File > Preferences > Invoices 1//. The categories created are listed here.+**Category:** Categories created for supplier invoices in // File > Preferences > Invoices 1// are listed here.
  
-**Colour:** Clicking on the colour box in the top right corner presents you with a selection of eight colours from which the desired one should be selected; this does not make any change on the invoice window itself, but when the list of invoices is displayed, the line showing this particular invoice will show the entry using text of your chosen colour. +**Colour:** Clicking the colour box presents you with a selection of eight colours. When the list of supplier invoices is displayed, the text of this particular supplier invoice will appear in your chosen colour. The colour does not appear on the supplier invoice itself.
- +
-**Confirm date:** This is normally read only but will be editable if the "Allow entry of dates on invoices" preference is turned on in Preferences on the[[preferences:invoices#allow_entry_of_dates_on_invoices +
-| Invoices 1]] tab.+
  
 +**Confirm date:** This is normally read only but will be editable if the **Allow entry of dates on invoices** preference is turned on (see the [[preferences:invoices#allow_entry_of_dates_on_invoices|Invoice preferences]] page for details).
  
 ==== Read-only information at the top of the invoice ==== ==== Read-only information at the top of the invoice ====
 There is some information at the top of the invoice that is read-only and cannot be edited: There is some information at the top of the invoice that is read-only and cannot be edited:
-  * //Invoice number//: This is the invoice number. The number is automatically incremented and assigned when the invoice is first saved (which actually occurs when the first line is added to it) and is unique within a store. Note that supplier invoices in different stores could have the same invoice number.   
-  * //Entry date//: The date the invoice was created. 
-  * //Confirm date//: The date the invoice was confirmed. Will be "00/00/00" if the invoice has not been confirmed. 
-  * //Status//: The current status of the supplier invoice: 
-    * nw = new (just created, can still be edited, stock not yet added to mSupply) 
-    * sg = suggested (has been opened since first creation, still editable, stock not yet added to mSupply) 
-    * cn = confirmed (stock has been added to mSupply but invoice is still editable) 
-    * fn = finalised (stock has been added to mSupply and the invoice is no longer editable) 
-  * //Goods received ID//: If the supplier invoice was created automatically when a goods received note was finalised then the goods received note's ID will appear here in blue, indicating that it is a link and, if clicked, will open the goods received note. 
-  * //Purchase order ID//: Again, if the supplier invoice was created automatically when a goods received note was finalised then the ID of the purchase order which the goods were ordered on will appear here in blue, indicating that it is a link and, if clicked, will open the purchase order. 
-  * //Requisition ID//: If the supplier invoice was linked to a requisition, the requisition number appears here. 
-  * //Entered by//: The user name of the user who created the invoice. 
-  * //Store//: The name of the store the invoice belongs to. 
  
 {{ :receiving_goods:supplier_invoice_read_only.png?600 |}} {{ :receiving_goods:supplier_invoice_read_only.png?600 |}}
 +
 +**Invoice number:** This is the invoice number. The number is automatically incremented and assigned when the invoice is first saved (which actually occurs when the first line is added to it) and is unique within a store. Note that supplier invoices in different stores could have the same invoice number.  
 +
 +**Entry date:** The date the invoice was created.
 +
 +**Confirm date:** The date the invoice was confirmed. Will be "00/00/00" if the invoice has not been confirmed.
 +
 +**Status:** The current status of the supplier invoice:
 +  * nw = new (just created, can still be edited, stock not yet added to mSupply)
 +  * sg = suggested (has been opened since first creation, still editable, stock not yet added to mSupply)
 +  * cn = confirmed (stock has been added to mSupply but invoice is still editable)
 +  * fn = finalised (stock has been added to mSupply and the invoice is no longer editable)
 +
 +**Goods received ID:** If the supplier invoice was created automatically when a goods received note was finalised then the goods received note's ID will appear here in blue, indicating that it is a link and, if clicked, will open the goods received note. A 0 here indicates there is no linked goods received note.
 +
 +**Purchase order ID:** Again, if the supplier invoice was created automatically when a goods received note was finalised then the ID of the purchase order which the goods were ordered on will appear here in blue, indicating that it is a link and, if clicked, will open the purchase order. A 0 here indicates there is no linked purchase order.
 +
 +**Requisition ID:** If the supplier invoice was linked to a requisition, the requisition number appears here. You can click on it to be taken directly to the requisition. A 0 here indicates there is no linked requisition.
 +
 +**Entered by:** The user name of the user who created the invoice.
 +
 +**Store:** The name of the store the invoice belongs to.
 +
 ==== Buttons in the supplier invoice window ==== ==== Buttons in the supplier invoice window ====
 {{ :receiving_goods:supplier_invoice_buttons.png?600 |}} {{ :receiving_goods:supplier_invoice_buttons.png?600 |}}
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 **New line:** Add an item to the invoice. See // Adding lines to an invoice// below for more details. To edit a line, double-click on it.  **New line:** Add an item to the invoice. See // Adding lines to an invoice// below for more details. To edit a line, double-click on it. 
  
-**Add items from requisition:** Displays a list of items from the linked requisition, which you can add to the supplier invoice. You can add one or more items by highlighting them and clicking OK. To edit a line, double-click on it. +**Add items from requisition:** Only visible if the supplier invoice is linked to a requisition. Displays a list of items from the linked requisition, which you can add to the supplier invoice. You can add one or more items by highlighting them and clicking OK. To edit a line, double-click on it. 
  
 **Delete line:** Delete item(s) from an invoice. Highlight the line(s), then click this button. Multiple lines can be deleted simultaneously. **Delete line:** Delete item(s) from an invoice. Highlight the line(s), then click this button. Multiple lines can be deleted simultaneously.
 +
 +**Duplicate lines:** Select one or more lines on the invoice and click this button to add duplicates of those lines. Great time saver when receiving large quantities of the same item with similar batches into different shelf locations, for example. 
  
 **Hold checkbox:** If checked, the invoice status cannot be changed.  **Hold checkbox:** If checked, the invoice status cannot be changed. 
 +<WRAP center round tip 60%>
  
-Note: Items on a supplier invoice with new (nw) status have not been entered into the system yet. Putting a new invoice on hold allows you to enter the supplier invoice, but not allow the stock to be available for issuing until all the details have been checked.+Items on a supplier invoice with new (nw) status have not been entered into the system yet. Putting a new invoice on hold allows you to enter the supplier invoice, but not allow the stock to be available for issuing until all the details have been checked. 
 +</WRAP>
  
 **Finalise check box:** If checked, clicking the OK button will finalise the supplier invoice. Once finalised, the invoice can no longer be edited so be sure first that all the details are correct. Only users with the // Can finalise individual invoices// permission can check this box. Other users will be warned if they try to turn it on, and the check box will automatically uncheck. **Finalise check box:** If checked, clicking the OK button will finalise the supplier invoice. Once finalised, the invoice can no longer be edited so be sure first that all the details are correct. Only users with the // Can finalise individual invoices// permission can check this box. Other users will be warned if they try to turn it on, and the check box will automatically uncheck.
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 **Delete:** Deletes the entire invoice. When deleted, there will be no trace of your entry and the invoice number assigned will be reused. **Delete:** Deletes the entire invoice. When deleted, there will be no trace of your entry and the invoice number assigned will be reused.
  
-Note: Unless the invoice has a new (nw) status, if you have added lines to an invoice, you must manually delete each line using the **Delete line** button before deleting the invoice. This is intentional, to save the "Oops, I just deleted my invoice with 100 lines on it" feeling.+<WRAP center round important 60%> 
 +Unless the invoice has a new (nw) status, if you have added lines to an invoice, you must manually delete each line using the **Delete line** button before deleting the invoice. This is intentional, to save the "Oops, I just deleted my invoice with 100 lines on it" feeling. 
 +</WRAP> 
 <HTML><div align="center"></HTML> <HTML><div align="center"></HTML>
 ^ Invoice status ^ Description ^ ^ Invoice status ^ Description ^
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 **OK and Next:** Saves the changes you have made and opens a new supplier invoice. **OK and Next:** Saves the changes you have made and opens a new supplier invoice.
 +
  
 ==== Tabs in the supplier invoice window ==== ==== Tabs in the supplier invoice window ====
 === General tab === === General tab ===
-This shows a detailed view of each line on the invoice. This is the tab you see when you first open or create a customer invoice.+This shows a detailed view of each line on the invoice. This is the tab you see when you first open or create a supplier invoice.
  
 === Summary by item tab === === Summary by item tab ===
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 === Price tab === === Price tab ===
 There can be a lot of information on this tab! It is all detailed in the [[receiving_goods:supplier_invoices#price_tab1|Price tab]] section below. There can be a lot of information on this tab! It is all detailed in the [[receiving_goods:supplier_invoices#price_tab1|Price tab]] section below.
 +
 +=== Unsupplied items tab ===
 +This tab is only shown if this supplier invoice is the result of a stock transfer from another mSupply store and the supplying store has the //Use EDD placeholder lines in supplier invoices from this store// store preference turned on (see the [[other_stuff:virtual_stores#preferences_tab|26.08. Virtual stores]] page for details).
 +
 +{{ :receiving_goods:screenshot_2022-02-07_at_14.53.04.png?600 |}}
 +
 +The table on this tab shows all placeholder lines that were present on the customer invoice in the supplying store (they represent the quantities of items that could not be supplied). If the item is also present on a purchase order in the supplying store then the //Notes// column contains the Expected Delivery Date of the item and the purchase order this date is taken from. **Note:** this is the expected date the item will be delivered to the supplying store, not your store.
 +
 +=== Documents tab ===
 +The //Documents// tab on a supplier invoice enables you to save documents and other files relating to the invoice. The tab looks like this:
 +
 +{{ :receiving_goods:pasted:20230119-123616.png?600 |}}
 +
 +The table shows you all the files currently uploaded to this invoice.
 +
 +  * **Upload document button:** Click this to upload a document to the invoice. 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 invoice.
 +  * **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.
  
 === Log tab === === Log tab ===
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 =====  Adding new lines to a supplier invoice ===== =====  Adding new lines to a supplier invoice =====
 Click the // New line// button to add a line to the invoice. This window appears: Click the // New line// button to add a line to the invoice. This window appears:
-{{ :receiving_goods:addsupplierlinewin8.png?600 |}} +{{ :receiving_goods:pasted:20210704-223817.png?600 }}
 The cursor will be in the field ready for you to enter the item name. The cursor will be in the field ready for you to enter the item name.
  
 **Item: **Enter as much of the item name (or code) as you know, then press the // Tab// key. As usual, if only one entry matches, it will be filled in. More than one matching entry will present you with a list from you should double-clicking on the required item. The text you type will be matched against both the item name and the code. A match for either will display the item. **Item: **Enter as much of the item name (or code) as you know, then press the // Tab// key. As usual, if only one entry matches, it will be filled in. More than one matching entry will present you with a list from you should double-clicking on the required item. The text you type will be matched against both the item name and the code. A match for either will display the item.
  
-Note: To query for an item name or code that contains (rather than starts with) "250mg" (for example), enter "@250mgin the search field (without the quotes).+<WRAP center round tip 60%> 
 +To query for an item name or code that //contains//, rather than //starts with//, a string of text, use the asperand (''@''wild character.  So, for example, to search for "250mg" within an item, enter ''@250mg'' in the search field. 
 +</WRAP>
  
 Hint: you can use the "up" and "down" arrow keys to change the highlighted item (You can also press // u// to move up and // d// to move down!) . Pressing the enter key will choose the highlighted item. Hint: you can use the "up" and "down" arrow keys to change the highlighted item (You can also press // u// to move up and // d// to move down!) . Pressing the enter key will choose the highlighted item.
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 {{ :receiving_goods:itemlistwin8.png?600 |}} {{ :receiving_goods:itemlistwin8.png?600 |}}
  
-Note: If you did wish to apply a different margin to the whole invoice, click the cancel button, and edit the margin for that supplier by choosing //Supplier >Edit supplier// and change the margin. If you wish to apply a different margin to just some lines, you can do this as you enter the lines, as long as //Editing margins// is enabled in the Preferences.+<WRAP center round info 60%> 
 +If you did wish to apply a different margin to the whole invoice, click the cancel button, and edit the margin for that supplier by choosing //Supplier >Edit supplier// and change the margin. If you wish to apply a different margin to just some lines, you can do this as you enter the lines, as long as //Editing margins// is enabled in the Preferences. 
 +</WRAP>
  
 If the the item you are entering is not listed, you can click // New item// to add it. If the the item you are entering is not listed, you can click // New item// to add it.
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 Duplicated items can later be merged, but it is better to get it right first time! Duplicated items can later be merged, but it is better to get it right first time!
  
-Note: if you need to see the full details of the item itself after selecting it, click on the down arrow icon ({{:issuing_goods:drill_down_icon.png?20|}}) to the right of the item name field and you will be taken to the item's details window.+<WRAP center round info 60%> 
 +If you need to see the full details of the item itself after selecting it, click on the down arrow icon ({{:issuing_goods:drill_down_icon.png?20|}}) to the right of the item name field and you will be taken to the item's details window. 
 +</WRAP>
  
 Now there are a series of fields to enter to fill in the basic information for the line Now there are a series of fields to enter to fill in the basic information for the line
- 
-**Sent quantity:** How many packs did the supplier send? (Sometimes this is different to the quantity received!) 
  
 **Received quantity: **How many packs did you receive? **Received quantity: **How many packs did you receive?
  
-**Pack size: **How many units are in each pack?+**Pack size: **How many units are in each pack? Once the item has been selected the item's unit will be displayed after this field. If you also want to enter the number of packs in a carton (the "inner" pack size) and the number of cartons on a pallet (the "outer" pack size) then you can turn on a preference, as described on the [[preferences:invoices#show_inner_and_outer_pack_fields|16.03. Invoice preferences]] page.
  
 **Total quantity:** mSupply will automatically calculate the total quantity of individual units (received quantity x pack size). **Total quantity:** mSupply will automatically calculate the total quantity of individual units (received quantity x pack size).
  
-Note: Say you receive 50 packs of 100 amoxycillin caps, you should enter "50in the received quantity field and "100in the pack size field. However, if you issue the capsules in strips of 10 to customers (e.g. you allow them to order 20 or 30 capsules), you should enter quantity "500and pack size "10".+<WRAP center round tip 60%> 
 +Say you receive 50 boxes of amoxycillin caps, each box containing 10 strips of 10 caps.  You would normally enter ''50'' in the received quantity field and ''100'' in the pack size field.  However, if you normally issue the capsules in strips of 10 to customers (e.g. you allow them to order 20 or 30 capsules), then it will be more convenient to enter quantity of ''500'' and pack size ''10''
 +</WRAP> 
 + 
 +**Pack to one:** Clicking this button will automatically change the pack size to 1 and update the **Received quantity** to match. If the **Convert pack to one when receiving** option is turned on for this item (see the [[items:item_basics:tab_general#convert_pack_to_one_when_receiving|4.01.01. Items - General tab]] page for details) then this button will not be present but will be replaced with a warning that the pack size will automatically be changed to 1 (and the **Received quantity** updated accordingly) when the **OK** button is clicked or a cost price is entered. If you are using barcoding then the barcode for this batch will automatically be updated to a barcode matching the pack size (1) and manufacturer (if selected). If there is no matching barcode then the barcode selection will be changed to //Remove barcode// and, when the **OK** button is clicked, the barcode will be removed from the batch (you can of course use the //Add one// option to add an appropriate barcode before clicking on the **OK** button). 
 + 
 +**Invoice quantity:** How many packs did the supplier claim to have sent? (Sometimes this is different to the quantity received!) 
 + 
 +**Invoice pack size:** What is the pack size stated on the supplier invoice? It //should// match the received pack size, but if **Pack-to-one** has been applied to the received quantity (see above), this value will show the original pack size on the supplier invoice.
  
-**Pack to one:** Clicking this button will automatically redistribute the total quantity received to pack size to 1.+**Invoice total quantity:** mSupply will automatically calculate the total quantity of individual units stated on the supplier invoice (Invoice quantity x Invoice pack size).
  
 **Batch: **The batch number or other identifying information. The batch appears on the invoice, so you can use this field to differentiate between brands if you need to (eg you operate using generic names, but occasionally want to give a specific brand- you can put an abbreviation for the brand name here as well as the batch). **Batch: **The batch number or other identifying information. The batch appears on the invoice, so you can use this field to differentiate between brands if you need to (eg you operate using generic names, but occasionally want to give a specific brand- you can put an abbreviation for the brand name here as well as the batch).
  
-**Expiry: **You can use "/" or "." to separate the day/month/year. Note: Use whichever date format you have set in your computer (dd/mm/yy or mm/dd/yy or yy/mm/dd). You can enter the year as 2 digits, which will be understood as a date between 1961 and 2060. This should cover the expiry date on most things you receive in the next 52 years!+**Expiry: **You can use "/" or "." to separate the day/month/year. <WRAP center round info 60%> 
 +Use whichever date format you have set in your computer (dd/mm/yy or mm/dd/yy or yy/mm/dd). You can enter the year as 2 digits, which will be understood as a date between 1961 and 2060. This should cover the expiry date on most things you receive in the next 52 years! 
 +</WRAP> 
 + 
 +**Location:** The location of the item should be entered in this field. Type the first few characters of the location's code and press the //Tab// key on the keyboard to select the correct location. If there is only one location that matches what you typed mSupply will select it for you, otherwise this window will open to allow you to select the right location: 
 + 
 +{{ :receiving_goods:pasted:20230404-152341.png?450 |}}
  
-**Location: **The location of the item should be entered in this field.+Double-click on the location in the table to select it. You can refine the list by selecting the **Show available** or **Show empty** radio buttons: 
 +  * **Show available:** If this is selected the list will only show those locations that have enough volume left in them to accepot the volume in this line. For this to be useful, the locations must have a volume entered and the stock you are receiving must have a volume per pack value. 
 +  * **Show empty:** If this is selected the list will only show those locations that have nothing in them at all (this does not use volume, it uses the presence of stock in that location).
  
 **Volume per pack:** How much space the pack occupies in metres cubed (m3). **Volume per pack:** How much space the pack occupies in metres cubed (m3).
  
-**Invoice line unit cost:** Enter your **cost price** for one pack of the pack size you entered above. If your supplier's currency is different to that of mSupply the cost price will appears in the supplier's currency.+**Weight per pack:** The weight of the pack in kilograms (kg). 
 + 
 +**Invoice line unit cost:** Enter your **cost price** for one pack of the pack size you entered above. If your supplier's currency is different to that of mSupply the cost price will appears in the supplier's currency. <WRAP center round info 60%> 
 +If you have set a default selling price for this item, if you set the **Invoice line unit cost** to zero after setting it to some value, you will be asked to confirm whether you want to zero the cost price. If you confirm the change, the **Sell price** and **Price extension** will be set to zero. 
 +</WRAP>
  
 **Adjusted local cost**: Displays the cost of a single unit of the item in local currency. **Adjusted local cost**: Displays the cost of a single unit of the item in local currency.
  
-**% Margin and sell price**: If you have allowed editing of these fields in Preferences, you can adjust the margin (and the sell price will adjust automatically), or you can adjust the sell price (and the margin will adjust automatically).+**% Margin and sell price**: If you have allowed editing of these fields in Preferences, you can adjust the margin (and the sell price will adjust automatically), or you can adjust the sell price (and the margin will adjust automatically). <WRAP center round info 60%> 
 +If you do not set it to something else, the sell price will be set to the item's default sell price. 
 + 
 +</WRAP>
  
 **Manufacturer:** This field displays the name of the manufacturer of the item. It will only be shown if you have turned the //Able to specify manufacturer when receiving, ordering or quoting for items// preference on in the [[other_stuff:virtual_stores#the_preferences_tab|store preferences]]. **Manufacturer:** This field displays the name of the manufacturer of the item. It will only be shown if you have turned the //Able to specify manufacturer when receiving, ordering or quoting for items// preference on in the [[other_stuff:virtual_stores#the_preferences_tab|store preferences]].
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 Click // OK// if you are finished, or // OK & next// to add another line. (The invoice lines added will be displayed in Items Display Field.)Click // Cancel// to exit to the main screen without saving any of the details. Click // OK// if you are finished, or // OK & next// to add another line. (The invoice lines added will be displayed in Items Display Field.)Click // Cancel// to exit to the main screen without saving any of the details.
  
-<WRAP tip center round 75%>mSupply provides the feature of receiving service items into stock. Service items are items that are not normally held in stock and are called non-stock items in mSupply. See [[items:non_stock_items|here]] for more information on those. One use of service items is for managing assets.  For more information on this, see the chapter on [[other_stuff:assets|Asset Management]].</WRAP>+<WRAP tip center round 75%>mSupply provides the feature of receiving service items into stock. Service items are items that are not normally held in stock and are called non-stock items in mSupply. See [[items:non_stock_items|here]] for more information on those. You might be tempted to use service items to manage assets - if you are you might find the mSupply asset management functionality betterSee the [[assets:asset_management|]] page for details.</WRAP>
  
 +<WRAP important center round 90%>
 +If the //Convert pack to 1 when receiving// preference is turned on for the item (see the [[items:item_basics:tab_general|]] page for details), the **Pack size** field will be changed to 1 and the **Cost price**, **Volume per pack** and **Weight per pack** field values will all be re-calculated when you enter the **Cost price** field value or click on the **OK** button. A warning in red text will be displayed on the window if the preference is turned on so that you don't get any nasty surprises when the values suddenly change! 
 +</WRAP>
  
 =====  Editing lines on a supplier invoice ===== =====  Editing lines on a supplier invoice =====
 Supplier invoice lines can be edited at any time until the invoice is finalised. Supplier invoice lines can be edited at any time until the invoice is finalised.
 +
 +<WRAP center round important 60%>
 +If the SI has been finalised, it needs to be un-finalised in order to edit lines.  Contact support on [[support@msupply.org.nz]]
 +</WRAP>
  
 To edit a line, simply double-click on the line you wish to edit. To edit a line, simply double-click on the line you wish to edit.
  
 === Editing lines if stock has been issued === === Editing lines if stock has been issued ===
- 
 If you have already issued stock of this line to a customer, you will be warned with a window like this: If you have already issued stock of this line to a customer, you will be warned with a window like this:
  
-{{ :purchasing:rec_goods-9.gif }}+{{ :receiving_goods:screenshot_2021-04-30_at_12.29.02.png?400 |}}
  
-Clicking // View issued invoices// will show you a list of customer invoices containing this particular line:+Clicking **View issued invoices** will show you a list of customer invoices containing stock entered on this particular line:
  
-{{ :purchasing:rec_goods-10.gif }}+{{ :purchasing:rec_goods-10.png?400 }}
  
-Clicking // OK// will take you to the item issue window, where certain fields only may be edited. You may not reduce the received quantity to a figure lower than the quantity already issued. +Clicking **OK** will take you to the item issue window:
- +
-**The item issue window: **You will be presented with a window where you can edit the line details in much the same way as when entering new details.+
  
 {{ :receiving_goods:editsupplierinvoicelinewin8.png?600 |}} {{ :receiving_goods:editsupplierinvoicelinewin8.png?600 |}}
  
-In the graphic above you will notice the "units issued: 100" text in blue to the right of the // Quantity// field. This will only be present if stock has already be issued to customers. You can click on that text to display a list of issued invoices as described above with the // View issued invoices// button.+The item and pack size fields will not be editable and you may not reduce the received quantity to a figure lower than the quantity already issued. However, if you have the //Update pack size, cost and sell price// preference turned on (see the [[admin:managing_users#permissions_tabs|24.15 Managing users]] page for details) you will also be able to edit the pack size field. There is a caveat; if the stock has been involved in a [[items:repacking|repack]] or a [[items:splitting_a_stock_line|split]], the pack size field will always remain uneditable. 
 + 
 +In the screenshot above you will notice the "units issued: 10" text in blue to the right of the //Quantity// field. This will only be present if stock has already be issued to customers. You can click on that text to display a list of issued invoices as described above with the **View issued invoices** button. 
 + 
 +Note that the **OK & Next** button is very useful for editing a whole invoice. Simply double-click the first line of the invoice, then use the **OK & Next** button to go from line to line. 
 + 
 + 
 +===== Vaccines ===== 
 +There is extra functionality for vaccines to enable you to record the VVM status. To turn it on, you must turn on the //Able to specify VVM status when receiving items// store preference; see the [[other_stuff:virtual_stores#preferences_tab|26.07. Virtual stores]] page for details.
  
-Note that the // OK & Next// button is very useful for editing a whole invoice. Simply double-click the first line of the invoice, then use the // OK & Next// button to go from line to line.+When this preference is turned on, the field appears on the supplier invoice line entry/edit window here:
  
-Note also that many options for the window are set in the mSupply Preferences. For example, whether or not line one is chosen automatically, and whether you can use placeholder lines.+{{ :receiving_goods:pasted:20230210-111051.png?450 |}}
  
 +The **VVM status field** is populated with the statuses set up in the system. See the [[cold_chain_equipment:configure]] page for details on how to do that.
  
 +If you are editing an existing line on the supplier invoice then the **VVM status** field will display the status selected for the invoice line or //Please select...// if it doesn't have one set already.
 ===== Working with the list of invoice lines ===== ===== Working with the list of invoice lines =====
 **Resizing columns: **These columns are resizable. If any of the column data is cut-off or remains hidden, the column width can be increased or decreased by positioning the mouse at the borders of the column. The cursor changes to a cross with arrowheads on the horizontal bar. Click and drag the cursor to the left or right. **Resizing columns: **These columns are resizable. If any of the column data is cut-off or remains hidden, the column width can be increased or decreased by positioning the mouse at the borders of the column. The cursor changes to a cross with arrowheads on the horizontal bar. Click and drag the cursor to the left or right.
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 ===== Deleting a line on a supplier invoice ===== ===== Deleting a line on a supplier invoice =====
 To delete a line, do one of the following: To delete a line, do one of the following:
-  * Click on the line you wish to delete, then click on the // Delete line// button: {{:receiving_goods:deletelinebutton.png?100|}} +  * Click on the line you wish to delete, then click on the **Delete line** {{:dispensing:delete_button.png?20|}} button 
-  * Double-click the line to edit it (see above) and set it'quantity to zero.+  * Double-click the line to edit it (see above) and set its quantity to zero.
  
-Click the // OK// button. You will be asked for confirmation. Click // OK// to proceed.+Click the **OK** button. You will be asked for confirmation. Click **OK** to proceed.
  
 <WRAP center round tip 60%> <WRAP center round tip 60%>
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 </WRAP> </WRAP>
  
-=== Selling price calculations in mSupply ===+===== Selling price calculations in mSupply =====
 mSupply uses a number of items of information to calculate the selling price of an item. This enables you to have the price calculated just the way you like it. mSupply uses a number of items of information to calculate the selling price of an item. This enables you to have the price calculated just the way you like it.
  
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 **Rapid access to Goods Received note from Supplier invoice, and vice versa** **Rapid access to Goods Received note from Supplier invoice, and vice versa**
  
-Supplier invoices show the // Goods Received// transaction number in the upper right area of the window. By clicking on that, the // Goods received// transaction will be displayed. Similarly, the // Edit goods received// list has a link // Click here to open Supplier inv .......// which will display the required invoice.+If the Supplier Invoice came from a Goods Receipt, (which in turn came from a Purchase Order), Supplier invoices show the // Goods Received// transaction number in the upper right area of the window. By clicking on that, the // Goods received// transaction will be displayed. Similarly, the // Edit goods received// list has a link // Click here to open Supplier inv .......// which will display the required invoice.
 </WRAP> </WRAP>
 +
 +===== Processing supplier invoices =====
 +
 +In order to bring the stock on a supplier invoice in to your store, you will need to confirm it.
 +
 +<WRAP center round tip 60%>
 +If the supplier invoice was created by mSupply, then depending on the [[other_stuff:virtual_stores#preferences_tab|store preferences]], the supplier invoice may or may not be on Hold or Finalised:
 +
 +{{  :receiving_goods:pasted:20210526-060258.png?150  }}
 +
 +  * If the supplier invoice is **On hold**, then the supplier invoice can not be processed (moved from one status to another).  You will need to take the supplier invoice off Hold in order to process it.
 +  * To toggle the supplier invoice between on and off Hold, click on the Hold checkbox.
 +  * You can [[receiving_goods:supplier_invoices#printing_supplier_invoices|print]] the supplier invoice even if it is on Hold.
 +  * If the supplier invoice was finalised when you first opened it, then the stock has //already// been (logically) brought in to your store, and you don't need to do any processing!  (In fact, you can't do any processing of it, even if you wanted to.)
 +</WRAP>
 +
 +  * If the supplier invoice status is ''nw'', then the stock as described on the supplier invoice has //not// been brought in to your store yet.  
 +  * To close the supplier invoice, click on the **OK** button.  If the supplier invoice is not on //Hold//, then you should be prompted with the pop-up message below.
 +{{  :receiving_goods:pasted:20210526-061112.png?300  }}
 +  * If you click **Later**, the supplier invoice will close, the supplier invoice status will stay at ''nw'', and the stock will //not// be brought in to your store.
 +  * :Once you are happy with the details of the stock as described on the supplier invoice (taking special notice of the Cost Prices), and you are ready to bring the stock in to your store, click on the **OK** button, and then click **Confirm**.  The supplier invoice will close, the stock //will// be brought in to your store, and the supplier invoice status will change to ''cn''.
 +  * Depending on your [[admin:managing_users#permissions_tabs|user permissions]], you may be able to edit details of the stock even after it has been brought in to your store - provided that the status remains at ''cn''
 +  * If you click on the Finalise tick-box, then the status will change to ''fn'' and you will no longer be able to edit any details on the supplier invoice.
 +
 +
 +
  
 ===== Printing supplier invoices ===== ===== Printing supplier invoices =====
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 |  //  Previous:  **[[Receiving_goods:|7. Receiving Goods]]** | | Next: **[[receiving_goods:goods_receipts|7.02. Goods receipt]]** //  | |  //  Previous:  **[[Receiving_goods:|7. Receiving Goods]]** | | Next: **[[receiving_goods:goods_receipts|7.02. Goods receipt]]** //  |
 ---- struct data ---- ---- struct data ----
 +pagestatus.status    : 
 ---- ----
  
  • Last modified: 2019/11/13 16:07
  • by Emily Porrello