issuing_goods:issuing_goods_customer_invoice

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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 Booneissuing_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//.  A window like this will open:+Choose //Customer > New invoice// from the menus.  A window like this will open:
  
 {{ :issuing_goods:new_cust_inv.png?650 }} {{ :issuing_goods:new_cust_inv.png?650 }}
  
-User defined fields are displayed in the above screenshot. To show or hide user defined fields go to //File> Preferences> Invoices 2//.+== 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> 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//. 
 +  * 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. 
 + 
  
 ==== Information to enter in the main window ==== ==== Information to enter in the main window ====
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   * //Invoice//: This is the invoice number. The number is automatically incremented and assigned when the invoice is first saved (which actually occurs when the first line is added to it) and is unique **within a store**. Note that customer invoices in different stores could have the same invoice number.   * //Invoice//: This is the invoice number. The number is automatically incremented and assigned when the invoice is first saved (which actually occurs when the first line is added to it) and is unique **within a store**. Note that customer invoices in different stores could have the same invoice number.
   * //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 goods to a customer because of a requisition they sent to you or you created for them) then its number will appear here in blue, indicating that it is a link and, if clicked, will open the requisition. If the number is 0 this indicates that the customer invoice is not linked to a requisition.
   * //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  but available stock reduced so reserved stock can't be assigned to another invoice)     * ''nw'' = new (just created, can still be edited, stock not yet removed from mSupply  but available stock reduced so reserved stock can't be assigned to another invoice)
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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!
  
 <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 is the total stock on the premises. the available amount is what can be issued on an invoice.+  * Each item line records two stock levels- the **Tot in store** is the total stock in the store. the **Available** amount is what can be issued on an invoice.
   * 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 //quantity in stock// is still 10, but //quantity available// drops to 7, as these 3 bottles are 'reserved' for Fred and can't be issued to anybody else. +    * 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** is still 10, but **Available** amount drops to 7 as these 3 bottles are 'reserved' for Fred and can't be issued to anybody else. 
-    * You are about to dispatch the order. At this point you confirm the order. The //quantity in stock// also drops to 7.+    * You are about to dispatch the order. At this point you confirm the order. The **Tot in store** also drops to 7.
   * In summary, the **Confirm** button does the following:   * In summary, the **Confirm** button does the following:
-      * Each line has its //quantity in stock// reduced by the //amount issued// on that line+      * Each line has its **Tot in store** reduced by the **Issued** amount on that line
       * The Customer Invoice status changes to ''cn''       * The Customer Invoice status changes to ''cn''
 </WRAP> </WRAP>
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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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   * 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 see [[issuing_goods:boxes|Box management]].+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 }}
-===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: 
 + 
 +{{ :issuing_goods:pasted:20230119-124134.png?650 |}} 
 + 
 +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:** this will download the file to a location you select on your computer. 
 +    * **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>Added: version 3.1</wrap> <wrap info>Added: version 3.1</wrap>
 \\ \\
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 {{ :issuing_goods:iss_goods2_add_itm.png?600 }} {{ :issuing_goods:iss_goods2_add_itm.png?600 }}
  
-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:item_locations#priority|4.06. Stock locations and location types]] page for details).    * Then, for all stock lines with identical expiry date, by location priority (lowest priority number first; see the [[items:item_locations#priority|4.06. Stock locations and location types]] page for details). 
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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:virtual_stores#preferences_tab|26.07. Virtual stores]] page for details): 
 +  * 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 //Tab//.  The cursor moves to the //Quan// field.   * Type the line number into the //Line// field and press //Tab//.  The cursor moves to the //Quan// field.
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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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 The number entered in the Quan field is the number of **//packs//**. The pack size of the currently selected line will be used to calculate the total quantity of units issued - which is shown below the list of lines as **Total quantity issued**. The number entered in the Quan field is the number of **//packs//**. The pack size of the currently selected line will be used to calculate the total quantity of units issued - which is shown below the list of lines as **Total quantity issued**.
 </WRAP> </WRAP>
 +
 +=== Vaccines ===
 +If an item is designated as a vaccine (see the **Is a vaccine** and **Doses** fields on the [[items:item_basics:tab_general]] page for details of how this is done) then an additional Doses field is displayed on this window:
 +
 +{{ :issuing_goods:pasted:20230119-151551.png?600 |}}
 +
 +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:virtual_stores#preferences_tab|26.07. Virtual stores]] page for more details) then this also works for the **Total** field: if a figure is entered in either the **Quan**, **Total** or **Doses** field then mSupply will put the correct equivalent figure in the other two fields.
  
 === Custom data fields for invoice lines === === Custom data fields for invoice lines ===
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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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 If you have customers that use a currency other than your own, mSupply can be configured to use your customer's own currency. Firstly you need to make a selection in the Store's preferences to enable issuing in a foreign currency. If you have customers that use a currency other than your own, mSupply can be configured to use your customer's own currency. Firstly you need to make a selection in the Store's preferences to enable issuing in a foreign currency.
  
-{{ :issuing_goods:foreigncurrencypref.jpg |}}+{{ :issuing_goods:foreigncurrencypref.jpg?650 |}}
  
 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.
  
-{{ :issuing_goods:selectcurrency.jpg |}}+{{ :issuing_goods:selectcurrency.jpg?650 |}}
  
 You can also select the customer's currency when entering an invoice. You can also select the customer's currency when entering an invoice.
  
-{{ :issuing_goods:selectcurrencyinvoice.jpg |}}+{{ :issuing_goods:selectcurrencyinvoice.jpg?650 |}}
  
 __Currency__: This is the currency your customer uses. It is set in the Customer Details window of the Customer record and is displayed when you add your customer's name to the invoice. __Currency__: This is the currency your customer uses. It is set in the Customer Details window of the Customer record and is displayed when you add your customer's name to the invoice.
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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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 //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 ''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. It makes no further change to the level of stock in your store.
  
-Finalising the invoice prevents any further editing of the invoice.+{{ :issuing_goods:pasted:20221123-004304.png?650 |}}
  
 <WRAP center round alert 90%> <WRAP center round alert 90%>
-Also, 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. +If the customer is a [[other_stuff:virtual_stores#virtual_stores|store]] in your mSupply system then: 
-  * If this CI has been created (automatically) as a result of a [[purchasing:ordering_from_suppliers|Purchase order]], then finalising the CI in your store will result in creation of a Goods Receipt in the ordering store +  * 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''. 
-  * If this CI has been created (manually) as a result of an [[purchasing:ordering_from_one_store_to_another#internal_orders|Internal order]], then 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: 2022/05/10 12:09
  • by Adrian Boone