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issuing_goods:issuing_goods_customer_invoice [2022/05/10 12:09] – [Editing an invoice line] the screen grab only has TWO lines! Adrian Boone | issuing_goods:issuing_goods_customer_invoice [2024/09/13 11:49] (current) – [Confirm and Finalise the Customer Invoice] Gary Willetts | ||
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====== 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 invoice ===== | ||
- | Choose //Customer > New invoice// | + | Choose //Customer > New invoice// |
{{ : | {{ : | ||
- | User defined | + | == Variations you might see in this window == |
+ | * A user defined | ||
+ | * If the //Able to specify VVM status when receiving items// store preference is turned on (see the [[other_stuff: | ||
+ | |||
==== Information to enter in the main window ==== | ==== Information to enter in the main window ==== | ||
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* // | * // | ||
* //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: | ||
* '' | * '' | ||
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</ | </ | ||
- | * The confirm button is only available for invoices with status '' | + | * The confirm button is only available for invoices with status |
* 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 95%> | <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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<WRAP info round center 95%>If you have the store preferences set to force customer invoice authorisation, | <WRAP info round center 95%>If you have the store preferences set to force customer invoice authorisation, | ||
+ | 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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== 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 95%> | + | **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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{{ : | {{ : | ||
- | 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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{{ : | {{ : | ||
- | The lines are numbered in the left hand column and sorted according to these values, in this order: | + | By default, the lines are numbered in the left hand column and sorted according to these values, in this order: |
* Expiry date (earliest expiry date at the top i.e. in FEFO order; **F**irst **E**xpiry, **F**irst **O**ut) | * 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 (lowest priority number first; see the [[items: | * Then, for all stock lines with identical expiry date, by location priority (lowest priority number first; see the [[items: | ||
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* 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). | * 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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The number entered in the Quan field is the number of **// | The number entered in the Quan field is the number of **// | ||
</ | </ | ||
+ | |||
+ | === 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 === | === Custom data fields for invoice lines === | ||
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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. | ||
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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: |
- | * If this CI has been created (automatically) as a result of a [[purchasing: | + | * You **// |
- | * If this CI has been created (manually) as a result of an [[purchasing: | + | * Finalising |
</ | </ | ||