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issuing_goods:issuing_goods_customer_invoice [2021/01/04 22:56] – [Delete line(s)] Mark Glover | issuing_goods:issuing_goods_customer_invoice [2023/08/29 18:36] (current) – [Printing an invoice: picking slips and delivery notes] Mark Glover | ||
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{{indexmenu_n> | {{indexmenu_n> | ||
====== 8.01. Issuing goods to a customer (customer invoices) ====== | ====== 8.01. Issuing goods to a customer (customer invoices) ====== | ||
+ | ===== Creating a new invoice ===== | ||
+ | Choose //Customer > New invoice// from the menus. | ||
+ | {{ : | ||
+ | == Variations you might see in this window == | ||
+ | * A user defined field (the **Truck No** field) is displayed in the above screenshot. To show or hide user defined fields go to //File> Preferences> | ||
+ | * If the //Able to specify VVM status when receiving items// store preference is turned on (see the [[other_stuff: | ||
- | ===== Creating a new invoice ===== | ||
- | Choose //Customer > New invoice// | ||
- | |||
- | {{ : | ||
- | User defined fields are displayed in the above screenshot. To show or hide user defined fields go to //File> Preferences> | ||
==== Information to enter in the main window ==== | ==== Information to enter in the main window ==== | ||
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==== Read-only information on the invoice ==== | ==== Read-only information on the invoice ==== | ||
There is some information on the top of the invoice that is read-only and cannot be edited: | There is some information on the top of the invoice that is read-only and cannot be edited: | ||
- | * //Confirm date//: The date the invoice was confirmed. " | + | * //Confirm date//: The date the invoice was confirmed. " |
- | Note: this date can be made editable | + | |
- | + | ||
- | {{ :issuing_goods: | + | |
* // | * // | ||
* //Entry date//: The date the invoice was created. | * //Entry date//: The date the invoice was created. | ||
- | * //Goods received ID//: If the customer invoice is linked to a goods received note then its ID will appear here in blue, indicating that it is a link and, if clicked, will open the goods received note. | + | * //Requisition//: If the customer invoice is linked to a requisition (because it is supplying |
* //Status//: The current status of the customer invoice: | * //Status//: The current status of the customer invoice: | ||
- | * nw = new (just created, can still be edited, stock not yet removed from mSupply | + | * '' |
- | * sg = suggested (has been opened since first creation, still editable, stock not yet removed from mSupply). | + | * '' |
- | * cn = confirmed (stock has been removed from mSupply but invoice is still editable). | + | * '' |
- | * fn = finalised (stock has been removed from mSupply and the invoice is no longer editable). | + | * '' |
+ | In a multi-store system, a CI will not translate into a SI in the receiving store unless it is finalised. | ||
+ | </ | ||
* //Entered by//: The user name of the user who created the customer invoice. | * //Entered by//: The user name of the user who created the customer invoice. | ||
* //Store//: The name of the store the customer invoice belongs to. | * //Store//: The name of the store the customer invoice belongs to. | ||
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* Multiple selected lines do not need to be adjacent. | * Multiple selected lines do not need to be adjacent. | ||
- | <WRAP center round important | + | <WRAP center round important |
Once an invoice has been finalised, you can not delete an item line from it. | Once an invoice has been finalised, you can not delete an item line from it. | ||
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{{ : | {{ : | ||
- | <WRAP center round info 60%> | + | <WRAP center round info 95%> |
Refer to [[issuing_goods: | Refer to [[issuing_goods: | ||
</ | </ | ||
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When this button is clicked, the status of the order changes from '' | When this button is clicked, the status of the order changes from '' | ||
- | <WRAP center round info 60%> | + | <WRAP center round info 95%> |
If you have " | If you have " | ||
</ | </ | ||
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* Confirming an invoice should be done when the goods have been //removed from the shelves// and have left the store or have been packed ready for dispatch). | * Confirming an invoice should be done when the goods have been //removed from the shelves// and have left the store or have been packed ready for dispatch). | ||
- | <WRAP center round box 60%> | + | <WRAP center round box 95%> |
More detail around confirming a Customer Invoice: | More detail around confirming a Customer Invoice: | ||
- | * Each item line records two stock levels- the quantity | + | * Each item line records two stock levels- the **Tot in store** |
* For example: | * For example: | ||
* You have 10 bottles of Paediatric Paracetamol Elixir in stock. | * You have 10 bottles of Paediatric Paracetamol Elixir in stock. | ||
- | * You get an order for 3 bottles from Fred, and create an invoice for Fred. The // | + | * You get an order for 3 bottles from Fred, and create an invoice for Fred and set the **Issued** amount to 3. The **Tot in store** |
- | * You are about to dispatch the order. At this point you confirm the order. The // | + | * You are about to dispatch the order. At this point you confirm the order. The **Tot in store** |
* In summary, the **Confirm** button does the following: | * In summary, the **Confirm** button does the following: | ||
- | * Each line has its // | + | * Each line has its **Tot in store** |
* The Customer Invoice status changes to '' | * The Customer Invoice status changes to '' | ||
</ | </ | ||
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* If you are running a backorder system, confirming a Customer Invoices also deletes any placeholder lines (those with a batch entry of " | * If you are running a backorder system, confirming a Customer Invoices also deletes any placeholder lines (those with a batch entry of " | ||
- | <WRAP center round important | + | <WRAP center round important |
Modifications may still be made to the invoice (and those changes therefore directly affect the stock in mSupply). See [[payments_and_receipts: | Modifications may still be made to the invoice (and those changes therefore directly affect the stock in mSupply). See [[payments_and_receipts: | ||
</ | </ | ||
- | <WRAP info round center | + | <WRAP info round center |
==== Buttons and checkboxes at the bottom of the Customer invoice window ==== | ==== Buttons and checkboxes at the bottom of the Customer invoice window ==== | ||
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Checking the // | Checking the // | ||
- | <WRAP center round important | + | <WRAP center round important |
If the Finalize checkbox is checked and you click the //Confirm// button, the invoice will be confirmed as well as finalised when the OK button is clicked, so be very careful! | If the Finalize checkbox is checked and you click the //Confirm// button, the invoice will be confirmed as well as finalised when the OK button is clicked, so be very careful! | ||
</ | </ | ||
- | <WRAP center round info 60%> | + | <WRAP center round info 95%> |
If the // | If the // | ||
</ | </ | ||
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If the invoice status is ''' | If the invoice status is ''' | ||
- | <WRAP center round info 60%> | + | <WRAP center round info 95%> |
If the option to turn on the print check box has been set under // | If the option to turn on the print check box has been set under // | ||
</ | </ | ||
- | <WRAP center round tip 60%> | + | <WRAP center round tip 95%> |
Instead of an invoice, should you wish to print a pick list for an invoice whose status is ''' | Instead of an invoice, should you wish to print a pick list for an invoice whose status is ''' | ||
</ | </ | ||
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== Process button (grinder icon) == | == Process button (grinder icon) == | ||
Clicking this button shows a menu with the following choices: | Clicking this button shows a menu with the following choices: | ||
- | - **Renumber lines: | + | |
- | | + | **1. Renumber lines: |
- | + | ||
- | <WRAP center round info 60%> | + | **2. Issue stock for all placeholder lines: |
- | * There are several factors that affect the success of the **Issue | + | |
- | * mSupply will issue the oldest expiry | + | |
* Availability of sufficient stock of the line in question | * Availability of sufficient stock of the line in question | ||
- | * Pack sizes that fit with the quantity/ | + | * Pack sizes that fit with the quantity/ |
- | </ | + | * You might want to issue stock belonging to a particular program or donor. |
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If you use these date fields, it allows reporting using the [[reports: | If you use these date fields, it allows reporting using the [[reports: | ||
- | <WRAP center round info 60%> | + | <WRAP center round info 95%> |
- | You can make the //Order written date// and //Order received date// fields compulsory in //File > Preferences//, | + | |
- | </ | + | |
- | + | ||
- | <WRAP center round info 60%> | + | |
- | You can add a //Shipped to// contact name if you select //Choose contact for transport details// in //File > Preferences//, | + | |
</ | </ | ||
== Shipping method == | == Shipping method == | ||
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{{ : | {{ : | ||
- | To enter a new method, click the **New** button. To edit an existing method, double-click the item in the list and edit its details. To delete a method, click on it in the list to select it then click on the **Delete** button. You will not be able to delete a shipping method if it is being used by a customer invoice. | + | <WRAP center round alert 60%> |
+ | Plan carefully before creation of shipping methods. | ||
+ | </ | ||
+ | * To enter a new method, click the **New** button. | ||
+ | * To edit an existing method, double-click the item in the list and edit its details. | ||
+ | * To delete a method, click on it in the list to select it then click on the **Delete** button. | ||
== Responsible officer == | == Responsible officer == | ||
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* It tells the customer what's in each box to help their goods-inwards processing. | * It tells the customer what's in each box to help their goods-inwards processing. | ||
- | For details about how to use this feature, please | + | For full details about this feature see the [[issuing_goods: |
This is an example of a box label printed from a normal A4 paper printer: | This is an example of a box label printed from a normal A4 paper printer: | ||
{{ : | {{ : | ||
- | ===Log tab=== | + | === Documents tab === |
+ | The Documents tab on a customer invoice enables you to save documents and other files relating to the invoice. The tab looks like this: | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | 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 butotn to remove it from the invoice. | ||
+ | * **Download document button:** When you click on this button you are presented with two options: | ||
+ | * **Download: | ||
+ | * **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 === | ||
<wrap info> | <wrap info> | ||
\\ | \\ | ||
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==== Finding the item you want==== | ==== Finding the item you want==== | ||
- | |||
The first thing to enter is the Item Name or Item Code in the //Item// field. | The first thing to enter is the Item Name or Item Code in the //Item// field. | ||
- | <WRAP center round info 60%> | + | <WRAP center round info 95%> |
By default Items with a Code starting with a tilde ('' | By default Items with a Code starting with a tilde ('' | ||
</ | </ | ||
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If no entries match the request, the //Item// field will read ''' | If no entries match the request, the //Item// field will read ''' | ||
- | <WRAP center round important | + | <WRAP center round important |
Caution should be exercised before adding a new Item to your mSupply system. | Caution should be exercised before adding a new Item to your mSupply system. | ||
</ | </ | ||
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If only one Item matches your request, it will be chosen automatically and you will be returned to the //Add item...// window with that Item already selected. | If only one Item matches your request, it will be chosen automatically and you will be returned to the //Add item...// window with that Item already selected. | ||
- | <WRAP center round tip 60%> | + | <WRAP center round tip 95%> |
If your mSupply system has been set up with unique Item Codes for each Item, then the experienced user will find that typing in the full Item Code here will save mouse clicks and/or key presses. | If your mSupply system has been set up with unique Item Codes for each Item, then the experienced user will find that typing in the full Item Code here will save mouse clicks and/or key presses. | ||
</ | </ | ||
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{{ : | {{ : | ||
+ | |||
+ | **Note:** if the **Show item unit column when issuing** store preference is turned on (see the [[other_stuff: | ||
If the wanted Item is visible, double-click on it or click on it once and then click //Use//. | If the wanted Item is visible, double-click on it or click on it once and then click //Use//. | ||
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If the wanted Item is not visible, click //Cancel// to try again to find it. | If the wanted Item is not visible, click //Cancel// to try again to find it. | ||
- | ==== Selecting from item lines ==== | + | ==== Selecting from stock lines ==== |
- | + | Once the item you want has been selected, the //Add item...// window will display a list of available | |
- | Once the item you want has been selected, the //Add item...// window will display a list of available | + | |
{{ : | {{ : | ||
- | The lines are numbered in the left hand column and sorted according to: | + | By default, the lines are numbered in the left hand column and sorted according to these values, in this order: |
- | * Firstly, FEFO (first expiring | + | * Expiry date (earliest expiry date at the top i.e. in FEFO order; **F**irst **E**xpiry, **F**irst **O**ut) |
- | * Then, for all stock lines with identical expiry date, by Location Priority - refer [[items: | + | * Then, for all stock lines with identical expiry date, by location priority (lowest priority number first; see the [[items: |
- | * Then, for all stock lines in locations with identical | + | * Then, for all stock lines with identical expiry dates, |
+ | * Then, for all stock lines with identical expiry dates, in locations with identical location priority, in locations with the same code (including the same location!) by batch number (ascending | ||
+ | * Then, for all stock lines with identical expiry dates, in locations with identical priority and code and with identical batch numbers, the number of available packs (in ascending numerical order i.e. smaller quantities first). | ||
- | The first line is selected by default but you can choose another line in one of three ways: | + | This sort order will be slightly different if the //Sort available batches by VVM status rather than Expiry// store preference is turned on (see the [[other_stuff: |
+ | * VVM status (lowest first) | ||
+ | * Then by expiry date | ||
+ | * Then by location priority | ||
+ | * Then by location code | ||
+ | |||
+ | The first line in the table is selected by default but you can choose another line in one of three ways: | ||
* Type the line number into the //Line// field and press // | * Type the line number into the //Line// field and press // | ||
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In the //Quan// field, you can enter any number greater than zero. | In the //Quan// field, you can enter any number greater than zero. | ||
- | <WRAP center round tip 60%> | + | <WRAP center round tip 95%> |
If you need to see the full details of the item itself, click on the down arrow icon ({{: | If you need to see the full details of the item itself, click on the down arrow icon ({{: | ||
</ | </ | ||
- | + | <WRAP center round important | |
- | <WRAP center round important | + | |
The number entered in the Quan field is the number of **// | The number entered in the Quan field is the number of **// | ||
</ | </ | ||
- | === Issuing from a single line === | ||
+ | === Vaccines === | ||
+ | If an item is designated as a vaccine (see the **Is a vaccine** and **Doses** fields on the [[items: | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | When you enter a figure in the **Quan** field the equivalent number of doses is automatically entered in the **Doses** field. | ||
+ | |||
+ | This works the other way round too, so you can enter the number of doses in the **Doses** field and mSupply will put the equivalent number of packs in the **Quan** field. This is useful because some users will think in terms of doses and others in terms of packs. | ||
+ | |||
+ | If the preference to display the **Total** field is turned on (The **Allow users to enter total quantities to distribute** preference, see the [[other_stuff: | ||
+ | |||
+ | === Custom data fields for invoice lines === | ||
+ | If you have entered any custom data fields for the trans_line table (see the [[preferences: | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | and the //Custom data// tab will display the trans_line custom data fields you created in the preferences like this: | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | These custom data fields are all enterable and you can enter values as required. If you come back to this window when editing customer invoice lines later, the custom data fields will also be available for editing. | ||
+ | |||
+ | === Issuing from a single line === | ||
If the number entered in the //Quan// field is less than or equal to the number available for the selected line, then that value will be shown in the //Issue// column in the list. | If the number entered in the //Quan// field is less than or equal to the number available for the selected line, then that value will be shown in the //Issue// column in the list. | ||
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After clicking OK, all existing stock lines will have the //Issue// column populated with the total quantity available for each line, and a placeholder line will be created with the outstanding quantity inserted in the //Issue// column. | After clicking OK, all existing stock lines will have the //Issue// column populated with the total quantity available for each line, and a placeholder line will be created with the outstanding quantity inserted in the //Issue// column. | ||
- | <WRAP center round info 60%> | + | <WRAP center round info 95%> |
If you have allowed placeholder lines in the Preferences, | If you have allowed placeholder lines in the Preferences, | ||
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To edit an invoice line, double-click on it. You will be presented with the //Edit line// window, which is identical to the //New line...// window, except that the item name is already chosen. | To edit an invoice line, double-click on it. You will be presented with the //Edit line// window, which is identical to the //New line...// window, except that the item name is already chosen. | ||
- | <WRAP center round info 60%> | + | <WRAP center round info 95%> |
In the //Edit line// window the quantity you have already chosen is added back into the // | In the //Edit line// window the quantity you have already chosen is added back into the // | ||
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</ | </ | ||
- | For example, in the window below, there are three lines on the invoice for different batches of paracetamol, | + | For example, in the window below, there are two lines on the invoice for different batches of paracetamol, |
{{ : | {{ : | ||
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* Click in the item name field, and select an entirely different item! | * Click in the item name field, and select an entirely different item! | ||
- | <WRAP center round important | + | <WRAP center round important |
Selecting a different item has the following effects | Selecting a different item has the following effects | ||
* If you proceed to issue the new item, all invoice lines for item you were editing will be deleted, and invoice lines will be added for batches being issued of the new item. | * If you proceed to issue the new item, all invoice lines for item you were editing will be deleted, and invoice lines will be added for batches being issued of the new item. | ||
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{{ : | {{ : | ||
- | The Redistribute all button takes the quantity on placeholder lines and re-assigns it to actual batches in stock. | + | The Redistribute all button takes the quantity on placeholder lines and re-assigns it to actual batches in stock, assigning stock from stock lines in the order described in the [[issuing_goods: |
When you are not editing a placeholder line, the button is not visible. | When you are not editing a placeholder line, the button is not visible. | ||
+ | |||
+ | == Invoice line custom data == | ||
+ | If you have custom data fields created for the trans_line table in the preferences then the custom data tab will be visible and you can also edit the custom data field values. See the [[issuing_goods: | ||
/* 2021-01-05 MarkG: | /* 2021-01-05 MarkG: | ||
+ | |||
+ | |||
===== Deleting a line from an invoice ===== | ===== Deleting a line from an invoice ===== | ||
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Note that reordering can not be undone, apart from you manually dragging lines back to their original location. | Note that reordering can not be undone, apart from you manually dragging lines back to their original location. | ||
- | <WRAP center round tip 60%> | + | <WRAP center round tip 95%> |
* Lines in most mSupply forms can be sorted according to any column by clicking on the heading of the column that you want to sort by. | * Lines in most mSupply forms can be sorted according to any column by clicking on the heading of the column that you want to sort by. | ||
* To make any sort order ' | * To make any sort order ' | ||
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If you have customers that use a currency other than your own, mSupply can be configured to use your customer' | If you have customers that use a currency other than your own, mSupply can be configured to use your customer' | ||
- | {{ : | + | {{ : |
Once you have done this, you can select a currency for a customer from the edit customer window. | Once you have done this, you can select a currency for a customer from the edit customer window. | ||
- | {{ : | + | {{ : |
You can also select the customer' | You can also select the customer' | ||
- | {{ : | + | {{ : |
__Currency__: | __Currency__: | ||
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{{ : | {{ : | ||
+ | |||
+ | ==== Form to use ==== | ||
The **Form to use** drop down list contains all the options for the format of the print out you will get. All the standard mSupply options will be here, as well as any custom forms we have created for you. | The **Form to use** drop down list contains all the options for the format of the print out you will get. All the standard mSupply options will be here, as well as any custom forms we have created for you. | ||
If the form you selected to use wasn't the one offered by default and you want to set it to be the default from now on (beware, this will set it for everyone!) then check the **Remember this choice** checkbox before you click on the **OK** button. | If the form you selected to use wasn't the one offered by default and you want to set it to be the default from now on (beware, this will set it for everyone!) then check the **Remember this choice** checkbox before you click on the **OK** button. | ||
+ | |||
+ | ==== Dispatch labels ==== | ||
If you want to print dispatch labels to go on each box then check the **Print dispatch labels** checkbox. This will print labels on 100x150mm labels on a label printer, not the usual A4 paper printer you print the picking slips and delivery notes with so you must have configured that in mSupply first - see [[dispensing: | If you want to print dispatch labels to go on each box then check the **Print dispatch labels** checkbox. This will print labels on 100x150mm labels on a label printer, not the usual A4 paper printer you print the picking slips and delivery notes with so you must have configured that in mSupply first - see [[dispensing: | ||
+ | |||
+ | ==== Print destination ==== | ||
The print **Destination** options: | The print **Destination** options: | ||
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* **Export to Excel**: the invoice will be exported as a spreadsheet file and opened for you (provided you have a spreadsheet application installed). | * **Export to Excel**: the invoice will be exported as a spreadsheet file and opened for you (provided you have a spreadsheet application installed). | ||
- | The general | + | ==== Recommended process ==== |
+ | |||
+ | The recommended | ||
- Create the customer invoice (new or suggested status). | - Create the customer invoice (new or suggested status). | ||
- Print the picking slip and give it to the staff who will pick the goods off the shelves. | - Print the picking slip and give it to the staff who will pick the goods off the shelves. | ||
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//Note: you can not change the tax rate on finalised invoices.// | //Note: you can not change the tax rate on finalised invoices.// | ||
- | ===== Finalise the invoice | + | ===== Confirm and Finalise the Customer Invoice |
+ | |||
+ | - Confirming the Customer Invoice changes its status to '' | ||
+ | - Finalising the Customer Invoice changes its status to '' | ||
- | Finalising the invoice prevents any further editing of the invoice. | + | {{ : |
<WRAP center round alert 90%> | <WRAP center round alert 90%> | ||
- | Also, if the customer is a [[other_stuff: | + | If the customer is a [[other_stuff: |
- | | + | * You **// |
- | * If this CI has been created (manually) as a result of an [[purchasing: | + | * Finalising |
</ | </ | ||