issuing_goods:issuing_goods_customer_invoice

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issuing_goods:issuing_goods_customer_invoice [2023/05/11 14:55] – [Selecting from stock lines] Gary Willettsissuing_goods:issuing_goods_customer_invoice [2025/03/28 15:18] (current) – [Box management and label printing] Gary Willetts
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 {{indexmenu_n>10}} {{indexmenu_n>10}}
 ====== 8.01. Issuing goods to a customer (customer invoices) ====== ====== 8.01. Issuing goods to a customer (customer invoices) ======
-===== Creating a new invoice =====+===== Creating a new Customer Invoice =====
 Choose //Customer > New invoice// from the menus.  A window like this will open: Choose //Customer > New invoice// from the menus.  A window like this will open:
  
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   * 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> Invoices 2// (see the [[preferences:invoices#customer_invoices|16.03. Invoice preferences]] page for details).   * 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> Invoices 2// (see the [[preferences:invoices#customer_invoices|16.03. Invoice preferences]] page for details).
   * If the //Able to specify VVM status when receiving items// store preference is turned on (see the [[other_stuff:virtual_stores#preferences_tab|26.07. Virtual stores]] page for details) then an additional //Doses// column will be displayed in the table. If the item is a vaccine then the column will show the number of doses the line represents. If it is not a vaccine then it will show //N/A//.   * If the //Able to specify VVM status when receiving items// store preference is turned on (see the [[other_stuff:virtual_stores#preferences_tab|26.07. Virtual stores]] page for details) then an additional //Doses// column will be displayed in the table. If the item is a vaccine then the column will show the number of doses the line represents. If it is not a vaccine then it will show //N/A//.
 +  * The **Confirm date** can be made editable if the //Allow confirm date to be edited on invoices// preference is turned on. See the [[preferences:invoices#allow_entry_of_dates_on_invoices|15.03. Invoice preferences]] page for details.
  
  
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 </WRAP> </WRAP>
  
-  * The confirm button is only available for invoices with status ''sg'' (suggested).+  * The confirm button is only available for invoices with status ''nw'' (new) or ''sg'' (suggested).
   * 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).  Most importantly, as far as mSupply is concerned, this stock is no longer in the store and a stocktake will not find it!   * 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).  Most importantly, as far as mSupply is concerned, this stock is no longer in the store and a stocktake will not find it!
  
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 <WRAP info round center 95%>If you have the store preferences set to force customer invoice authorisation, you will not be able to confirm customer invoices until they have been authorised. See [[other_stuff:invoice_authorization|here]] for details.</WRAP> <WRAP info round center 95%>If you have the store preferences set to force customer invoice authorisation, you will not be able to confirm customer invoices until they have been authorised. See [[other_stuff:invoice_authorization|here]] for details.</WRAP>
  
 +If your system has multiple stores, you will not be able to transfer stock to a store if the item is not visible in the receiving store. There are many checks in mSupply to make sure that stock cannot be hidden in a store.
 ==== 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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 If the //Finalize// checkbox is checked but dimmed out, it means that //File>Preferences>Invoices 2>Finalize customer invoices automatically// is checked and all confirmed invoices will be finalised whether you like it or not! If the //Finalize// checkbox is checked but dimmed out, it means that //File>Preferences>Invoices 2>Finalize customer invoices automatically// is checked and all confirmed invoices will be finalised whether you like it or not!
 </WRAP> </WRAP>
-=== OK & Next=== 
  
-The //OK & Next// button saves the changes you have made and exits the window. You are given the opportunity to print if the //Print// checkbox is ticked. 
  
 === Delete === === Delete ===
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 === OK === === OK ===
- 
 The //OK// button saves the changes you have made and exits the window. You are given the opportunity to print if the //Print// checkbox is ticked. The //OK// button saves the changes you have made and exits the window. You are given the opportunity to print if the //Print// checkbox is ticked.
 +
 +**PLEASE NOTE:** Before the window is closed, a check is made that none of the stock being issued on the invoice was received before the invoice was confirmed. If this condition is encountered, an alert will inform you that you must choose another line of stock or change the confirmed date of the invoice. This condition is only possible if the //Allow confirm date to be edited on invoices// preference (see the [[preferences:invoices#allow_entry_of_dates_on_invoices|15.03. Invoice preferences]] page for details) is, or has been, turned on. 
 +
 +=== OK & Next===
 +The //OK & Next// button does the same as the //OK// button but it then opens the next customer invoice in the list, if this one was opened from a list. If there is no next invoice, or you've reached the end of tha list then the window just closes, exactly the same as if the //OK// button had been clicked.
  
 === Printing the invoice === === Printing the invoice ===
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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:**  will re-assign line numbers to all lines on the invoice according to their current order (you can move lines around by dragging and dropping to a new position. + 
-  - **Issue stock for all placeholder lines:**  This option will go through each placeholder line on the invoice and attempt to issue stock.  +**1. Renumber lines:**  will re-assign line numbers to all lines on the invoice according to their current order (you can move lines around by dragging and dropping to a new position. 
-  + 
-<WRAP center round info 95%> +**2. Issue stock for all placeholder lines:**  This option will go through each placeholder line on the invoice and issue stock to them by taking stock from stock lines in the order described in the [[issuing_goods:issuing_goods_customer_invoice#selecting_from_stock_lines|Selecting from stock lines]] section below. This can be really helpful but, beware, there are good reasons why you might not want this to happen, including:
-  * There are several factors that affect the success of the **Issue stock for all placeholder lines** operation, so you should review the automatic choices mSupply makes to ensure it is appropriate. +
-  * mSupply will issue the oldest expiry stock first.  There are good reasons why you might not want this to happen, including:+
     * 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 on the placeholder line.  mSupply will happily issue parts of a pack.  In reality, you may wish to choose from a different stock line with different pack sizes! +    * Pack sizes that fit with the quantity/pack on the placeholder line. mSupply will happily issue parts of a pack. In reality, you may wish to choose from a different stock line with different pack sizes! 
-</WRAP>+    * You might want to issue stock belonging to a particular program or donor. 
  
  
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 {{ :issuing_goods:ship_mth_1.png?300 }} {{ :issuing_goods:ship_mth_1.png?300 }}
  
-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.  Once created, a shipping method can be edited, but it <wrap em>can't be deleted if even a single customer invoice is using it...</wrap> 
 +</WRAP> 
 +  * 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. <wrap em>You will not be able to delete a shipping method if it is being used by a customer invoice.</wrap>  Depending on the status of the CI, you may be able to change a shipping method ;-)
  
 == Responsible officer == == Responsible officer ==
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 For full details about this feature see the [[issuing_goods:boxes]] page. For full details about this feature see the [[issuing_goods:boxes]] page.
  
-This is an example of a box label printed from a normal A4 paper printer:+The **Print labels** button at the bottom of the page will enable you to print labels from a label printer to stick on the packaging. When you click on the button, a list of the available formats will be shown; simply click on the one you want and the appropriate label will be printed from your label printer. Don't forget to set up your label printer first! See the [[dispensing:printer_setup]] page for details. 
 + 
 +You can also have box labels printed automatically from an A4 paper printer: this is an example of such a box label:
  
 {{ :issuing_goods:iss_goods2_label.png?600 }} {{ :issuing_goods:iss_goods2_label.png?600 }}
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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.
 +
 +If you want to enter directions or notes for customer invoice lines (that will be printed after each line when you print it out) then you can turn these on in the preferences. See the [[preferences:invoices#show_notes_in_store|16.03. Invoice preferences]] page for details.
  
 <WRAP center round tip 95%> <WRAP center round tip 95%>
-If you need to see the full details of the item itself, 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.+If you need to see the full details of the item itself, 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> </WRAP>
  
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 <WRAP center round important 95%> <WRAP center round important 95%>
 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 the item you were editing will be deleted, and invoice lines will be added for batches being issued of the new item. 
-  * If you choose a new item for which there is already an invoice line(s) on the invoice, the stock to be issued on those lines will be shown in the "issue" column. If you proceed you are effectively editing the quantities of the item you have just selected, and you are deleting all invoices lines of the item that was originally on the invoice.+  * If you choose a new item for which there is already one or more lines on the invoice, the stock to be issued on those lines will be shown in the "issue" column. If you proceed you are effectively editing the quantities of the item you have just selected, and you are deleting all invoices lines of the item that was originally on the invoice.
 </WRAP> </WRAP>
 +
 +**PLEASE NOTE:** If the customer invoice is confirmed then you will not be allowed to issue from stock lines that were received after the customer invoice's confirm date. This condition can only be possible if the //Allow confirm date to be edited on invoices// preference (see the [[preferences:invoices#allow_entry_of_dates_on_invoices|15.03. Invoice preferences]] page for details) is, or has been, turned on.
 == Changing the batch to be issued == == Changing the batch to be issued ==
  
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 {{ :issuing_goods:iss_goods2_pl_holder.png?600 }} {{ :issuing_goods:iss_goods2_pl_holder.png?600 }}
  
-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:issuing_goods_customer_invoice#selecting_from_stock_lines|Selecting from stock lines]] section above.
  
 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.
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 {{ :issuing_goods:customer_invoice_print_options.png?400 |}} {{ :issuing_goods:customer_invoice_print_options.png?400 |}}
 +
 +==== 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:printer_setup|Printing preferences (setup)]] for details on how to do this. If you only want to print the dispatch labels and not a delivery note then select the //None// option in the **Form to use** drop down list. 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:printer_setup|Printing preferences (setup)]] for details on how to do this. If you only want to print the dispatch labels and not a delivery note then select the //None// option in the **Form to use** drop down list.
 +
 +==== 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 process for distributing your goods should be this:+==== Recommended process ==== 
 + 
 +The recommended process for distributing your goods is this:
   - 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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 ===== Confirm and Finalise the Customer Invoice ===== ===== Confirm and Finalise the Customer Invoice =====
- 
   - Confirming the Customer Invoice changes its status to ''cn'' and takes the stock lines out of stock.   - Confirming the Customer Invoice changes its status to ''cn'' and takes the stock lines out of stock.
-  - Finalising the Customer Invoice changes its status to ''fn'' and prevents any further editing of the invoice.+  - Finalising the Customer Invoice changes its status to ''fn'' and prevents any further editing of the invoice. It makes no further change to the level of stock in your store.
  
 {{ :issuing_goods:pasted:20221123-004304.png?650 |}} {{ :issuing_goods:pasted:20221123-004304.png?650 |}}
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 <WRAP center round alert 90%> <WRAP center round alert 90%>
 If the customer is a [[other_stuff:virtual_stores#virtual_stores|store]] in your mSupply system then: If the customer is a [[other_stuff:virtual_stores#virtual_stores|store]] in your mSupply system then:
-  * You **//MUST//** finalise the CI for the receiving store to be able to process receipt of the stock.  mSupply will prompt you for this when you click **OK** on a CI with status = ''cn''. +  * You **//MUST//** finalise the customer invoice for the stock to be transferred to the receiving store and for the receiving store to be able to process receipt of the stock.  mSupply will prompt you for this when you click **OK** on a customer invoice with status = ''cn''. 
-  * Finalising the CI in your store will result in creation of a Supplier Invoice in the ordering store.+  * Finalising the customer invoice in your store will result in creation of a Supplier Invoice in the receiving (ordering) store.
 </WRAP> </WRAP>
  
  • Last modified: 2023/05/11 14:55
  • by Gary Willetts