Updated: Version 4.02
If you run mSupply using virtual stores then you can place an order for goods with another store within mSupply.
There are two ways you can do this:
Internal orders are the desktop equivalent of supplier requisitions in mSupply mobile.
Internal Orders are a simpler and easier way to place orders to another store if you've already been using purchase orders and goods received records in your workflow:
Internal Orders are also known as supplier requisitions or request requisitions.
To begin the process, choose Supplier > Show internal orders or click on the Internal orders icon on the Suppliers tab of the Navigator:
The following window will open, showing you a list of all existing internal orders:
Click on the Show drop down list to filter the list by the status of the internal orders:
After filtering this way, if the list is too long to find a particular internal order 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 supplier name, requisition number, program or comment that contain what you typed will be displayed.
Either double-click on an existing order to edit it, or click the New internal order button to create a new one.
If you have activated programs in mSupply see the Programs heading below
The example below has a few lines already entered:
0
will be displayed.3.0
, which is based on an a monthly ordering cycle.6.0
.If the order has a lot of item lines, you can filter them by typing into the Filter items field, which will change to display the number of visible items out of the total number in the order:
Note that, while a filter is active, some of the other buttons are disabled e.g. you can't save the sort order unless all lines are visible.
You can also filter item lines which have a lot of stock (and therefore don't need to be ordered) by entering a value in the Threshold MOS field. This will automatically tick the Hide stock over threshold checkbox, and hide any lines which have their Months of stock greater than or equal to Threshold MOS.
Once you are satisfied, tick the Finalise checkbox. This will prevent further editing, and automatically delete any lines which have a requested quantity of zero.
When the order is then saved, it will automatically generate a corresponding response requisition in the supplying store. From there, one or more customer invoices can be raised in the supplying store which, when finalised, appear as supplier invoices back in the requesting store in the same way as regular stock transfers.
See the 4.05. Programs page for information on setting up programs.
Using programs activates a comprehensive system for managing orders and supplies by program. When you click on the New internal order button, before the order window opens, another window appears to allow you to select the program and period etc. that the order belongs to:
When you click on the OK button on this window, the requisition is created for you. The items defined for the program are automatically added to it and the suggested order quantity is calculated for you following the quantification rules.
Note that items belonging to the program will only be added to the order if they are also visible in the supplying store. This is to avoid the situation where you request an item that they don't have visible to them and therefore can never have any stock to supply!
For the most part, the process is the same as for creating a normal purchase order. There are, however, a few significant differences:
The names of suppliers which are stores will appear in RED in the choice list of suppliers. If the name of the store you select as a supplier is BLACK, then you have not chosen another store as a supplier (you will be creating a standard purchase order not an internal requisition), and the instructions in the remainder of this section do not apply.
Note: From mSupply v7.0 this method of ordering from another store has been removed. Store names have been filtered out of the name selection so it is not possible to send an internal requisition to another store this way.
Enter the purchase order lines as normal and when you're finished, confirm the purchase order (at this point you may be prompted to enter budget and/or category information, depending on your preferences):
Once confirmed, it will no longer be possible to:
For versions of mSupply newer than v4.01, confirming the purchase order will create a response requisition in the supplying store (with your store's name in the Name field). This allows the supplying store to create multiple customer invoices to supply the order (and hence to better handle partially fulfilled orders). Once each customer invoice has been finalised, a goods received note for the purchase order will be created back in the store where you created the purchase order which started this whole process off (called the customer or receiving store).
If you have unfilled lines on the customer invoice (i.e. red placeholder lines), when you finalise the customer invoice you will be asked if you want to create a new invoice with the unfilled lines. This new invoice retains the link to the purchase order that created the original customer invoice, and can be used to issue further goods to the customer.
Note that you can also create another invoice that is linked to the original purchase order at any time by using the "Duplicate" button on the toolbar of the customer invoice list.
Now, back in your store, where you created the purchase order which started this whole process off, you can view the goods received record via the Suppliers tab on the Navigator or via the File > Supplier > Show goods received menu item (or via the File > Supplier > Show purchase orders > Goods received tab)
Notice that on the goods received note the lines from the customer invoice will have been filled in automatically. Process the goods received note in the normal way and note that, as with all other goods received, the goods are not added to your store's stock and available for issue until the goods received note has been finalised and the resulting supplier invoice confirmed. Note that, from mSupply v3.85, the original purchase order lines will only be updated with the stock received when the goods received note has been finalised.
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