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--- items:department_management [2012/08/03 12:03] – john
+++ items:department_management [2020/01/14 10:55] (current) – links in footer revised to give live page titles lou
@@ Line 1: / Line 1: @@
-===== Managing Item Access... =====
+{{indexmenu_n>411}}
-{{entry>5.Items/16.Managing item access|*}}
+====== 4.12. Managing item access with Departments ======
-Choosing **Show departments** from the **Item** menu displays the **Edit departments...** window, where you are able to create and edit item departments. Once you have created departments the window might appear something like this, and you are now ready to assign each item to a department:
-{{ :items:edit_depts.png?250 }}
+==== Introduction ====
+Item departments are a mechanism by which you can restrict item availability to certain customers only.
+<WRAP center round important 60%>
 Item departments are a bit complicated. Here's what you need to remember:
-  * Each customer is a member of one group.
+  * Each customer can be a member of only one group.
-  * Each item is a member of one department.
+  * Each item can be a 'direct' member of only one department.  However, a department can be a member of another department, so an item can, in effect, be a member of more than one department
-Taking as an example the group **Anti anaemic tablets**, the items in the group are shown by clicking **Show item departments .** on the **Item** menu, and then double clicking on the appropriate group:
+  * Each group can have access to items from //multiple// departments.
+</WRAP>
+<WRAP center round info 60%>
+The **Activate restricted item access by customer group** option must be turned on in **Preferences**>**Invoices2** before this option to work.
+</WRAP>
+  * Here is a summary of how department groups affect whether or not an item can be issued.
+{{ :items:item_chart.png }}
+  * When you attempt to issue stock to a customer whose group does not have access to the department of the item you are issuing, either a warning will be displayed or mSupply(r) will not allow you to issue the stock - depending on how your preferences are set.
+   * Items that are //not// in any department can be issued to //any// customer
+   * Items that //are// members of a department can //not// be issued to any Customers that are //not// members of a group.
+==== Creating and editing item departments ====
+Choose **Show departments** from the **Item** menu displays the **Edit departments...** window.  This is where you are able to create and edit item departments.  Once you have created departments the window might appear something like this, and you are now ready to assign items to a department:
+{{ :items:edit_depts.png?250 }}
+==== View item departments ====
+Taking as an example the department **Anti anaemic tablets**, the items in the department are shown by clicking **Show item departments** on the **Item** menu, and then double clicking on the ''Anti anaemic tablets'' department:
 {{ :items:edit_itm_dept.png?250 }}
-  * Each group can have any number and combination of item groups in it.
+<WRAP center round info 60%>
-  * When you attempt to issue stock to a customer whose group does not contain the department of the item you are issuing, either a warning will be displayed or mSupply(r) will not allow you to issue the stock. From the **Item** menu, choose **Manage item access...**, and this window is displayed:
+  * Each department can have any number and combination of items and departments in it.
+</WRAP>
+==== Setting up access from customer groups to item departments ====
+  * From the **Item** menu, choose **Manage item access...**, and this window is displayed:
 {{ :items:mng_itm_acces.png?375 }}
   * The left hand list shows the available departments
-  * The right hand list shows the customer groups that are presently members of the department which is highlighted on the left hand side.
+  * The right hand list shows the customer groups that presently have access to the department which is highlighted on the left hand side.
+  * The example shown identifies the four customer groups which are linked to the Anti-anaemic item department:
 {{ :items:mng_itm_acces2.png?375 }}
-  * The example shown identifies the four customer groups which are linked to the Anti-anaemic item department
+  * The icons on the right side allow you to add and/or remove groups that have access to the highlighted department.
-  * The icons on the right side allow you to add and/or remove groups from the highlighted department. Clicking the **Add a new relationship** button shows a list of groups you can add.
+  * Clicking the **Add a new relationship** button shows a list of groups you can add:
-  * Double-click (or click and then click OK) to add a group to the current department. You will be given a warning if you try to add the same group twice.
 {{ :items:add_new_rlship.png?250 }}
-  * Depending on how the item department options are configured, attempting to issue an item to a customer whose group is not a member of that department will either result in a warning message or in mSupply refusing to issue the stock.
+  * Double-click (or click and then click OK) to add a group to the current department. You will be given a warning if you try to add the same group twice.
-  * Note that the option must be turned on in the // Preferences// under the // Invoices2// tab before this option will have any effect.
-  * Here is a summary of how department groups affect whether or not an item can be issued.
-{{ :items:item_chart.png }}
+===== Show groups =====
-===== Show groups... =====
 Customer groups can be used to group customers (or suppliers) together for reporting purposes, and also to set up an item restrictions scheme, allowing some items to be issued only to certain customers.
-See the explanation of how to set up a restriction scheme by clicking [[admin:controlling_user_access|here]].
+An explanation of how to set up a restriction scheme is in [[items:department_management#managing_item_access|Managing Item access]].
 The groups window allows you to set up group names:
@@ Line 74: / Line 105: @@
 To edit a department, double-click the department you want to edit. You are shown a window allowing you to edit the department name:
-{{ :items:edit_itmdept_gen_tab.png?350 }}
+{{ :items:edit_item_department.png?350 |}}
 The radio buttons allow you to choose what will happen when you attempt to issue an item to a customer who is not a member of a linked group. Either the user can be warned or the issue can be disallowed. This only applies if you have  **Activate restricted item access by customer group** turned on in the Preferences - otherwise you can ignore this setting.
@@ Line 85: / Line 116: @@
 Double-click it to display the entry window, then click the **Delete** button. Note that you can not delete a department that has item members. You will be warned if you try to do this. To delete a department with Items, click the items tab and note the items that are members, then edit those items (using the **Items > Show items ...** menu command) and set their departments to either none or a different department. You will then be able to delete the department.
+\\
-// Previous: [[items:drug_interaction_groups|Managing drug interaction groups]]     Next: [[items:pricing|Prices in mSupply(r)]]//
+\\
+|  //  Previous:  **[[items:drug_interaction_groups]]** | | Next: **[[items:pricing]]** //  |
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