faq:imprest_work_flow

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faq:imprest_work_flow [2018/03/20 02:00] – [Create an Imprest] rozannafaq:imprest_work_flow [2021/10/08 11:41] (current) – Gary Willetts
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-{{indexmenu_n>60}} +{{indexmenu_n>90}} 
-====== Imprest work flow ====== +====== 28.09. Imprest work flow ======
- +
 Version : v3.11 or v3.12 or later Version : v3.11 or v3.12 or later
  
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   * Select Item > Show Item master list... from the menus to create a master list (see [[items:master_lists|here]] for details).   * Select Item > Show Item master list... from the menus to create a master list (see [[items:master_lists|here]] for details).
-  * Assign the master list to the customer. See [[names:adding_and_editing#the_item_lists_tab|Names:  Using, adding and editing, the Item lists tab]] for instructions. +  * Assign the master list to the customer. See [[items:master_lists#assigning_a_list_to_a_customer|Item Lists > Assigning a list to a customer]] for instructions. 
-====== Create an Imprest ======+===== Create an imprest =====
  
-Click on ‘Requisitions’ in the ‘Customer’ (or Patients!) tab.. Click on the //New customer imprest// icon in he window which appears.+Click on ‘Requisitions’ in the ‘Customer’ (or Patients) tab.. Click on the //New customer imprest// icon in he window which appears.
  
 {{ :faq:newcustomerimprest.jpg |}} {{ :faq:newcustomerimprest.jpg |}}
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 ===== Print the imprest ===== ===== Print the imprest =====
 +
  
 The image below shows an example of what you now see: a list of items with their required imprest quantities. The next task is to print the list and carry out a physical stock take at the customer site. The image below shows an example of what you now see: a list of items with their required imprest quantities. The next task is to print the list and carry out a physical stock take at the customer site.
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 First of all, make sure the list is in the correct order. If it is, fine. If not, re-order it as appropriate (by clicking on the column headers or dragging items up or down the list) and click on the //Save Sort Order// button. First of all, make sure the list is in the correct order. If it is, fine. If not, re-order it as appropriate (by clicking on the column headers or dragging items up or down the list) and click on the //Save Sort Order// button.
  
-Now print the list by clicking on the //Print// button and selecting the "Customer stock takes" option as show below. Please note that after printing the list you should not re-order it - it will be confusing later when you come to enter the counted quantities for each item.+Now print the list by clicking on the //Print// button {{:faq:impristpring.jpg|}} and selecting the "Customer stock takes" option.
  
-{{ :faq:imprest_print_stock_list.png?700 }}+The print dialogue opens.  Here you can add header and footer information for your printouts.  Press OK when ready and print the list. 
 + 
 +{{ :faq:imprestprintdialogue.jpg |}} 
 + 
 +{{ :faq:imprestpreprint.jpg |}} 
 + 
 +Please note that after printing the list you should not re-order it - it will be confusing later when you come to enter the counted quantities for each item.
  
 Now, using the printout, carry out the actual stock take. Now, using the printout, carry out the actual stock take.
 ===== Updating the stock quantities  ===== ===== Updating the stock quantities  =====
  
-After carrying out actual stock take at the customer's site it's time to enter the actual stock quantities. In the window displayed below, edit the value in the //Their current SOH// column with the stock take quantites you've written on the print out for each item (Note: SOH means Stock On Hand).+After carrying out actual stock take at the customer's site it's time to enter the actual stock quantities. In the window displayed below, edit the value in the //Customer current stock on hand// column with the stock take quantities you've written on the print out for each item.
    
-mSupply automatically completes other two columns, //Suggested Quantity// and //Actual Quantity// (The simple formula Imprest quantity - stock remaining = order quantity is used to fill in these columns).+mSupply automatically completes other two columns (//Our suggested quantity// and //Actual quantity given//).  
  
-{{ :faq:imprest_edit_qty.png?700 }}+<WRAP center round info 60%> 
 +Imprest formula: 
 + 
 +  * Our suggested quantity = Maximum of 
 +    * 0, and 
 +    * Imprest quantity - Customer current stock on hand 
 +</WRAP> 
 + 
 + 
 +{{ :faq:imprestpostprint.jpg |}}
  
 ===== Assigning stock  ===== ===== Assigning stock  =====
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 Once the updating of stock quantities is done and you are satisfied, you can click the //Create customer invoice// button to assign stock to the customer. Clicking the button will open the following window: Once the updating of stock quantities is done and you are satisfied, you can click the //Create customer invoice// button to assign stock to the customer. Clicking the button will open the following window:
  
-{{ :faq:imprest_creat_inv.png?700 }}+{{ :faq:imprestcreateinvoice.jpg |}}
  
 All the entries appear in red - they are **placeholder** lines which have the correct quantity but have no batch chosen (notice 'none' in the batch column for each line). You have to double-click each line in turn and select which batches you wish to assign to the customer. All the entries appear in red - they are **placeholder** lines which have the correct quantity but have no batch chosen (notice 'none' in the batch column for each line). You have to double-click each line in turn and select which batches you wish to assign to the customer.
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 As an example, you will see the window below when you double click an item line:  As an example, you will see the window below when you double click an item line: 
  
-{{ :faq:imprest_choose_batch.png?700 }}+{{ :faq:imprestitem.jpg |}}
  
 Normally you would click on the //Re-distribute all// button to have mSupply make the appropriate selection for you (it chooses batches with shortest expiry first). Having done that, the window now appears like this:  Normally you would click on the //Re-distribute all// button to have mSupply make the appropriate selection for you (it chooses batches with shortest expiry first). Having done that, the window now appears like this: 
  
-{{ :faq:imprest_distribute.png?700 }}+{{ :faq:imprestdistribute.jpg |}}
  
 Clicking on //OK & Next// displays the next item on the invoice. When the final item has been processed, clicking on //OK// or //OK & Next// will display the complete invoice (all red lines replaced with black lines with the chosen batch displayed). The image below shows the invoice part way through this process: Clicking on //OK & Next// displays the next item on the invoice. When the final item has been processed, clicking on //OK// or //OK & Next// will display the complete invoice (all red lines replaced with black lines with the chosen batch displayed). The image below shows the invoice part way through this process:
  
-{{ :faq:imprest_inv_list.png?700 }}+
  
 When you've selected batches for every line, make sure the //Hold// checkbox is not checked then confirm the invoice to assign the stock to the customer. Now all you have to do is print off the pick list, physically pick the stock off the shelves and send it to the customer. Congratulations - job done! When you've selected batches for every line, make sure the //Hold// checkbox is not checked then confirm the invoice to assign the stock to the customer. Now all you have to do is print off the pick list, physically pick the stock off the shelves and send it to the customer. Congratulations - job done!
  
-// Previous: [[faq:how_to_report_by_invoice_category|How To Report by Invoice Category]]     Next: [[faq:tipsandtricks |FAQ: Tips and Tricks]]//+\\ 
 +\\ 
 +|  //  Previous:  **[[faq:how_to_report_by_invoice_category]]** | | Next: **[[faq:tipsandtricks]]** //  |
  
 ---- struct data ---- ---- struct data ----
 +pagestatus.status    : 
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  • Last modified: 2018/03/20 02:00
  • by rozanna