names:adding_and_editing

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names:adding_and_editing [2022/02/17 11:35] – [Store Visibility tab] Adrian Boonenames:adding_and_editing [2024/01/16 05:25] (current) – [Notes tab] Mark Glover
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 ===== Adding a customer, supplier, manufacturer, donor or benchmark ===== ===== Adding a customer, supplier, manufacturer, donor or benchmark =====
 ==== Adding a new customer ==== ==== Adding a new customer ====
-  * To add a new customer, choose //Customer > new customer// from the menu.+ 
 +<WRAP center round important 60%> 
 +In a multi-store system, you will quite likely not want the new customer to be visible to every store.  By default, mSupply will make a new customer visible only to the store that you are logged in to when you create the customer.  This store will be made the [[names:adding_and_editing#supplying_store|Supplying store]].  Make sure that you are logged in to the supply store before proceeding. 
 +</WRAP> 
 + 
 +To add a new customer: 
 + 
 +  * Log in to the supplying store 
 +  * Choose //Customer > new customer// from the menu.
   * The form shown below will come up.   * The form shown below will come up.
   * The customer checkbox will be checked and disabled (from editing).   * The customer checkbox will be checked and disabled (from editing).
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   * If you have 3 hospitals you supply, but you send the bills to one centre for payment, you may want to enter each hospital with its own name code, and all of them with the same charge code. In your accounting program you would just enter one debtor (customer) with a code the same as the charge code. eg.   * If you have 3 hospitals you supply, but you send the bills to one centre for payment, you may want to enter each hospital with its own name code, and all of them with the same charge code. In your accounting program you would just enter one debtor (customer) with a code the same as the charge code. eg.
  
-<HTML><div align="center"></HTML> +^  Customer  ^  Name code  ^  Charge code  ^
-^ Customer     ^ Name code  ^ Charge code  ^+
 | Fred H Hosp  | fhhosp     | bluehos      | | Fred H Hosp  | fhhosp     | bluehos      |
 | Mary P Hosp  | mphosp     | bluehos      | | Mary P Hosp  | mphosp     | bluehos      |
 | Sam Q Hosp   | sqhosp     | bluehos      | | Sam Q Hosp   | sqhosp     | bluehos      |
-<HTML></div></HTML> 
  
   * In your accounting program you would enter "Blue Hospitals Assoc" with the code "bluehos"   * In your accounting program you would enter "Blue Hospitals Assoc" with the code "bluehos"
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 If there are non-printable characters before or after the name, code or charge code they will be removed. Any non-printable characters in the name, code or charge code will be replaced with an underscore (<wrap em>_</wrap>). If there are non-printable characters before or after the name, code or charge code they will be removed. Any non-printable characters in the name, code or charge code will be replaced with an underscore (<wrap em>_</wrap>).
 </WRAP> </WRAP>
-=== Master ID & Master name ===+=== HSH code & HSH name === 
 +These are used when using the Health Supply Hub (replacement for the [[tender_management:using_web_tenders|Remote tender module]] - see the [[https://docs.msupply.foundation/health-supply-hub/introduction/|Health Supply Hub]] page for details) to link suppliers or manmufacturers with their record on the Health Supply Hub server and maintained by The mSupply Foundation.  If your system does not use the [[https://docs.msupply.foundation/health-supply-hub/introduction/|Health Supply Hub]], then you can ignore these fields.
  
-These are used when using the [[tender_management:using_web_tenders|Remote tender module]] to link suppliers with their master ID on the remote tender server and maintained by Sustainable Solutions.  If your system does not use the [[tender_management:using_web_tenders|Remote tender module]], then you can safely leave this blank.+To link a supplier or manufacturer to one already entered in the Health Supply Hub: 
 +  - set your Health Supply Hub preferences ([[preferences:general#tenders_tab|16.01. General preferences]]) 
 +  - click on the padlock icon next to the **HSH code field** to unlock it and enable the {{:names:pasted:20230407-110223.png?20}} button. 
 +  - click on the {{:names:pasted:20230407-110223.png?20}} button. 
 +  
 +mSupply will then search for a supplier or manufacturer (depending on whether the name is a supplier or manufacturer in mSupply) in the Health Supply Hub with a name having the same first letter. A window like this opens:
  
-To link a supplier to the remote tender server, login to the tender server using the login details sent to you by Sustainable Solutions, and find the supplier and find its ID. When you have that, copy it down (or copy it to the clipboard) then click on the padlock to make the **Master ID** field enterable in mSupply. Now enter the ID (or paste it in) and click on the **synchronise** button next to the **Master ID** field. mSupply will then contact the tender server and search for a supplier with the ID you have entered. If the search is successful, the name the supplier has on the server will be put in the **Master name** field and you're finished. It it's unsuccessful, you'll be given an appropriate message.+{{ :names:pasted:20230407-133632.png?300 |}} 
 + 
 +If the correct supplier or manufacturer is not shown in the list then clear the contents of the **Quick search** field. All suppliers or manufacturers registered on the Health Supply Hub are then displayed. You can refine the search by typing something in the **Quick search** field and only suppliers/manufacturers with names that begin with what you typed will be displayed. 
 + 
 +When you see the supplier/manufacturer name that you wish to connect to the supplier in mSupply, double-click on it to select it; the Health Supply Hub code of the supplier/manufacturer will be put in the **HSH code** field and the supplier/manufacturer's Health Supply Hub name will be shown in the **HSH name** field. 
 + 
 +It the search is unsuccessful or there is a problem connecting to the Health Supply Hub, you will be shown an appropriate message. 
 + 
 +**Note:** if the name you are trying to link to the HSH is a customer then you shown a message telling you that linking it to a supplier or manufacturer in the Health Supply Hub is not possible. 
  
 === Type === === Type ===
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   * This allows you to have customers that are specific to each store.   * This allows you to have customers that are specific to each store.
   * To find a name that is hidden, you can use the **Complex find** button in the window that is shown when you choose **Names > Show customers** or **Names > Show suppliers**   * To find a name that is hidden, you can use the **Complex find** button in the window that is shown when you choose **Names > Show customers** or **Names > Show suppliers**
 +*/
  
 === Supplying store === === Supplying store ===
  
-As of mSupply versions (Mobile and Desktop) released since 2019, the concept of a **Supplying store** is less relevant than it was.  The feature is still active, can be utilised with custom code, and may become generally relevant again in future.+As of mSupply versions (Mobile and Desktop) released since 2019, the concept of a **Supplying store** is less relevant than it was.  The feature is still active, can be utilised with custom code, and is the default store for internal orders are if this customer becomes a stoer in its own right. 
  
-*/ 
  
 ==== Extra information for customers only ==== ==== Extra information for customers only ====
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 When you are receiving goods, you can optionally specify the manufacturer of each item. Manufacturers can be chosen from a list that is made up of names which have the // Manufacturer// checkbox checked. When you are receiving goods, you can optionally specify the manufacturer of each item. Manufacturers can be chosen from a list that is made up of names which have the // Manufacturer// checkbox checked.
  
-For the manufacturer field to be shown, the option must be turned on going to **Special > Show stores > [choose your store and double-click] > Preferences tab** and checking the **Able to specify manufacturer when receiving, ordering or quoting for items** checkbox+For the manufacturer field to be shown, the option must be turned on: 
 +  * **Special > Show stores > [choose your store and double-click] > Preferences tab** 
 +  * Check the **Able to specify manufacturer when receiving, ordering or quoting for items** checkbox
  
 =====  Editing a customer, supplier or manufacturer ===== =====  Editing a customer, supplier or manufacturer =====
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   * The **Exclude hidden names** checkbox is checked by default and means that any names hidden in your store (but probably visible in other stores) will not be included in the search. If you uncheck this box then the search will include all names in all stores, and their visibility will be ignored.   * The **Exclude hidden names** checkbox is checked by default and means that any names hidden in your store (but probably visible in other stores) will not be included in the search. If you uncheck this box then the search will include all names in all stores, and their visibility will be ignored.
  
-If the search finds only one name that matches the filter criteria you entered, its details window will be displayed. If more than one name matches then you are shown a list of them all:+If the search finds only one name that matches the filter criteria you entered, its details window will be displayed. If more than one name matches then you are shown a list of them all
  
 {{ names:names_listbox_with_customdata_crop.png }} {{ names:names_listbox_with_customdata_crop.png }}
  
-=== Buttons in the names list window === +==== Buttons in the names list window ==== 
-**New:** This button allows you to enter the details of a new customer+=== New === 
 +This button allows you to enter the details of a new customer
  
-**Modify:** This button opens a window displaying the details of the highlighted customer, allowing their details to be modified.+=== Modify === 
 +This button opens a window displaying the details of the highlighted customer, allowing their details to be modified.
  
-**Set Flags: ** This button allows you to mark certain names with a flag.+=== Set Flags === 
 +This button allows you to mark certain names with a flag.
   * First, highlight the names you wish to flag by holding down the control key (command on Mac) and clicking the names in the list you wish to use. Then click the Flags button to show a window where you can enter the flag you wish to add, and decide whether to replace any existing flags or append the new flag to the old one.   * First, highlight the names you wish to flag by holding down the control key (command on Mac) and clicking the names in the list you wish to use. Then click the Flags button to show a window where you can enter the flag you wish to add, and decide whether to replace any existing flags or append the new flag to the old one.
  
-**Print: ** Clicking this button will print a list similar to the one displayed on screen.+=== Print === 
 +Clicking this button will print a list similar to the one displayed on screen.
  
-**Find: ** This button shows the same find window as choosing the menu item did so you can find a different group of names.+=== Find === 
 +This button shows the same find window as choosing the menu item did so you can find a different group of names.
  
-**Order by:** This button allows you to sort the displayed list by the criteria you choose. The Labels and Print buttons will use the order that is displayed. By default, names are displayed alphabetically based on the name column.+=== Order by === 
 +This button allows you to sort the displayed list by the criteria you choose. The Labels and Print buttons will use the order that is displayed. By default, names are displayed alphabetically based on the name column.
  
-**Merge: ** This button allows two customers to be merged into one; highlight the two entries click on the Merge button to display this window:+=== Merge === 
 +This button allows two customers to be merged into one; highlight the two entries click on the Merge button to display this window:
  
 {{ names:name_merge.png?600 |}} {{ names:name_merge.png?600 |}}
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 Choose the record you wish to keep and click on // OK// ; the data from the deleted record is then merged with the data of the record being kept. If you change your mind, click on the // Cancel// button, and the merger will be cancelled. Choose the record you wish to keep and click on // OK// ; the data from the deleted record is then merged with the data of the record being kept. If you change your mind, click on the // Cancel// button, and the merger will be cancelled.
  
-**Labels:** Clicking this button allows you to print address labels for the names in the list. The label editor is displayed.+=== Labels === 
 +Clicking this button allows you to print address labels for the names in the list. The label editor is displayed.
  
-**Report:** Click on this icon to open the Quick Report editor window. Use of the Quick Report is discussed elsewhere in the guide. See [[reports:custom_reports|Custom Reporting Tutorial]]+=== Report === 
 +Click on this icon to open the Quick Report editor window. Use of the Quick Report is discussed elsewhere in the guide. See [[reports:custom_reports|Custom Reporting Tutorial]]
  
-**Custom data:** This allows you to bulk edit the [[preferences:custom_fields|Custom data fields]] associated with the displayed names. An editor window like this will be displayed:+=== Custom data === 
 +This allows you to bulk edit the [[preferences:custom_fields|Custom data fields]] associated with the displayed names. An editor window like this will be displayed:
  
 {{ :names:bulk_edit_custom_data.png?nolink |}} {{ :names:bulk_edit_custom_data.png?nolink |}}
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 Make sure you know what you're doing when bulk editing as you can easily over-write a lot of data if you're not careful. Make sure you know what you're doing when bulk editing as you can easily over-write a lot of data if you're not careful.
  
-**Customise: ** Allows you to choose which columns to display using this window (Note: this only affects the columns you see in this list, it won't affect what other users see):+=== Customise === 
 +Allows you to choose which columns to display using this window (Note: this only affects the columns you see in this list, it won't affect what other users see):
  
 {{ names:customise_columns_with_customdata.png?600 |}} {{ names:customise_columns_with_customdata.png?600 |}}
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 Columns on the left are available. Columns on the right are the ones in use in your names list. Click a row in either column then click the move left or right button to transfer it to the other column. Click **OK** when you're done, or **Cancel** if you want to stick with what you've got. Your choice of columns to display will be remembered for the next time you display a list of names (customers, suppliers etc.). Columns on the left are available. Columns on the right are the ones in use in your names list. Click a row in either column then click the move left or right button to transfer it to the other column. Click **OK** when you're done, or **Cancel** if you want to stick with what you've got. Your choice of columns to display will be remembered for the next time you display a list of names (customers, suppliers etc.).
  
-**OK Button:** Closes the window+=== OK Button === 
 +Closes the window
  
 ==== Editing or viewing a name ==== ==== Editing or viewing a name ====
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 === Deleting names === === Deleting names ===
 +Click on the **Delete** button in the bottom left hand corner to delete the name.
  
-If a name has transactions entered against it, you will not be able to uncheck the relevant 'Category' check box, and you will not be able to delete it.  For example, if a supplier has invoices entered against it, you will not be able to uncheck the "supplier" check box, and you will not be able to delete the supplier.+If a name has transactions entered against it, you will not be able to uncheck the relevant check box in the //Category// section, and you will not be able to delete it.  For example, if a supplier has invoices entered against it, you will not be able to uncheck the **Supplier** check box, and you will not be able to delete the supplier.
  
 === Putting a name on Hold === === Putting a name on Hold ===
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 If **never** is chosen, the note will never be displayed on screen, and if // all// is chosen, it will display for all events for this customer/supplier. You may also set the background colour of the note , but as the text is always black, dark colours should be avoided. A further option allows you to have one or more audible `beeps' sound when the note is displayed. Each note will display according to the attributes set for it, independently of other notes defined for the same customer/supplier. If **never** is chosen, the note will never be displayed on screen, and if // all// is chosen, it will display for all events for this customer/supplier. You may also set the background colour of the note , but as the text is always black, dark colours should be avoided. A further option allows you to have one or more audible `beeps' sound when the note is displayed. Each note will display according to the attributes set for it, independently of other notes defined for the same customer/supplier.
  
-Subsequently, when this customer/supplier is selected and depending on the display settings made, the note will appear on screen; be aware that the note does not disappear automatically - you must close it/them manually.+Subsequently, when this customer/supplier is selected and depending on the display settings made, the note will appear on screen.  Be aware that the note does not disappear automatically - you must close it manually.
  
 The text of a note can be up to 32,000 characters. The text of a note can be up to 32,000 characters.
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 <WRAP center round important 60%> <WRAP center round important 60%>
-  * You can only edit the visibility of any name in another store if you have permission to login to the store and to edit name visibility in that store: +  * You can only edit the visibility of any name in another store if you have permission to login to the store //and// to edit name visibility in that store: 
-    * If you're just editing visibility in a single store, then an error dialog will popup and the state of its //Visible in store// checkbox will revert to its previous value. +    * if you're just editing visibility in a single store, then an error dialog will popup and the state of its //Visible in store// checkbox will revert to its previous value. 
-    * <wrap em>However</wrap>, when using the bulk **All on**, **Copy** and **Paste** buttons to update visibility in multiple stores, there is no error dialog and only the stores that you have permission to //login to//, //and// //edit name visibility in//, will be affected.+    * <wrap em>however</wrap>, when using the bulk **All on**, **Copy** and **Paste** buttons to update visibility in multiple stores, there is no error dialog and only the stores that you have permission for will be affected.
   * If you edit the visibility of store name A in store B, then the visibility of store name B in store A will be updated to match i.e. inter-store visibility is always symmetrical.   * If you edit the visibility of store name A in store B, then the visibility of store name B in store A will be updated to match i.e. inter-store visibility is always symmetrical.
   * If you are using a [[other_stuff:remote_sync|syncing]] system, and editing visibility for a store name, that can affect the sync settings for the store on other sites i.e. if you make it invisible to all stores which are **Active** on a site, then the sync status will become **None** on that site; and if you make it visible to at least one store which is **Active** on a site, then the sync status will become **Transfer** on that site - see [[other_stuff:remote_sync#store_sync-with_options|Store sync-with options]].   * If you are using a [[other_stuff:remote_sync|syncing]] system, and editing visibility for a store name, that can affect the sync settings for the store on other sites i.e. if you make it invisible to all stores which are **Active** on a site, then the sync status will become **None** on that site; and if you make it visible to at least one store which is **Active** on a site, then the sync status will become **Transfer** on that site - see [[other_stuff:remote_sync#store_sync-with_options|Store sync-with options]].
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 To delete a photo either click on it in the image area and press the delete key on your keyboard or click on the **Delete photo** button. To delete a photo either click on it in the image area and press the delete key on your keyboard or click on the **Delete photo** button.
  
-=== Mapping a customer's location ===+=== Map coordinates ===
  
   * You can [[https://www.lifewire.com/latitude-longitude-coordinates-google-maps-1683398|use Google Maps to find latitude and longitude]] of a customer.   * You can [[https://www.lifewire.com/latitude-longitude-coordinates-google-maps-1683398|use Google Maps to find latitude and longitude]] of a customer.
  • Last modified: 2022/02/17 11:35
  • by Adrian Boone