other_stuff:misc_topics

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other_stuff:misc_topics [2021/04/26 13:42] – [Reporting] Gary Willettsother_stuff:misc_topics [2023/04/05 23:31] (current) – [Supervisor mode - all stores] Mark Glover
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 {{indexmenu_n>10}} {{indexmenu_n>10}}
-====== 25.01. Miscellaneous topics ====== +====== 26.01. Miscellaneous topics ======
-=====  Inactive logout ===== +
-You can set mSupply to log an inactive client out after a customisable length of time.  Set the length of time in general preferences.+
  
-{{:other_stuff:inactivelogout.jpg|}}+This page is a collection of miscellaneous topics that may be useful but don't easily sit anywhere else in our online documentation.  They are included here so that they can be found when you search this wiki for the relevant key words.
  
-\\ +=====  Inactive logout ===== 
 +You can set mSupply to log an inactive client out after a customisable length of time. See the [[preferences:general#server_tab|15.01. General preferences]] page for details.
  
-=====  End of month tasks ===== 
  
 +=====  End of month tasks =====
 We are presuming that you will finalise and export your invoice data once a month. If you choose a different frequency, you should still follow the same procedure. We are presuming that you will finalise and export your invoice data once a month. If you choose a different frequency, you should still follow the same procedure.
  
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 Hints: Hints:
- 
   * Each month, take your finalised invoices and file them. We suggest you file invoices in order of their invoice number (a separate file for supplier and customer invoices).   * Each month, take your finalised invoices and file them. We suggest you file invoices in order of their invoice number (a separate file for supplier and customer invoices).
   * Keep a file with the summary printout from each month produced when you finalize invoices.   * Keep a file with the summary printout from each month produced when you finalize invoices.
 +
  
 =====  End of year tasks ===== =====  End of year tasks =====
- 
 It is usual to run according to a financial year. mSupply does not require you to delete records or perform special operations for the end of the financial year. If you want to, you can just carry on using mSupply as usual. It is usual to run according to a financial year. mSupply does not require you to delete records or perform special operations for the end of the financial year. If you want to, you can just carry on using mSupply as usual.
  
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   - Choose "set start of year stock" from the "special" menu. This simply records the date and next transaction number, and records the total opening stock quantity for each item to allow a ledger calculation for the coming year.   - Choose "set start of year stock" from the "special" menu. This simply records the date and next transaction number, and records the total opening stock quantity for each item to allow a ledger calculation for the coming year.
   - You are now ready to begin entering transactions for the next year.   - You are now ready to begin entering transactions for the next year.
 +
  
 =====  Maintenance and repair ===== =====  Maintenance and repair =====
- 
 If you are using your data file regularly, it is a good idea occasionally to check that no problems have developed. Problems can develop due, for example, to faulty hardware and other reasons outside our control. If you are using your data file regularly, it is a good idea occasionally to check that no problems have developed. Problems can develop due, for example, to faulty hardware and other reasons outside our control.
  
 == For technically competent users or professional IT staff == == For technically competent users or professional IT staff ==
- 
 In the case of a serious hardware failure, the first option should always be to revert to the last known good backup of your data. In the case of a serious hardware failure, the first option should always be to revert to the last known good backup of your data.
  
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 Always use // 4D Tools// on a backup copy of your data first. Always use // 4D Tools// on a backup copy of your data first.
  
-If // 4D Tools// is unable to repair your data, Sustainable Solutions is able to use specialist tools to examine your data, and even export your data and re-import into a new data file. We have not had to do this for a customer yet, but the option is available as a near-last resort.+If //4D Tools// is unable to repair your data, Sustainable Solutions is able to use specialist tools to examine your data, and even export your data and re-import into a new data file. We have not had to do this for a customer yet, but the option is available as a near-last resort.
  
-=====  How do I move a window whose title bar has been hidden? ===== 
  
 +===== How do I move a window whose title bar has been hidden? =====
 On Windows: On Windows:
  
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 On Mac OS On Mac OS
- 
   * Press Control-Command-mouse button, and drag the window to the new location   * Press Control-Command-mouse button, and drag the window to the new location
- 
  
  
 =====  Security of your data ===== =====  Security of your data =====
- +If you maintain the mSupply password system carefully, your data is quite secure.
-If you maintain the mSupply password system carefully, your data is fairly secure.+
  
 Note, however, that if a person has access to the original copy of mSupply, they will easily be able to open the data file, as the "user 1" password is clearly shown in the password entry screen until it is overwritten the first time you click "OK". It is your responsibility to keep copies of your mSupply software and data in a safe place. Note, however, that if a person has access to the original copy of mSupply, they will easily be able to open the data file, as the "user 1" password is clearly shown in the password entry screen until it is overwritten the first time you click "OK". It is your responsibility to keep copies of your mSupply software and data in a safe place.
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 mSupply was initially designed to maintain data relating to a single store in each data file, and for many users, this is how mSupply continues to be used. mSupply was initially designed to maintain data relating to a single store in each data file, and for many users, this is how mSupply continues to be used.
  
-Since version 2 users have been able ot operate with multiple stores. Normally you will log into a particular store when starting mSupply, and only see stock and transactions relating to that store. However, users can be given the permission to [[tutorial:log_in|login]] as //Supervisor - All stores//. In this mode, users may now access data relating to more than one store - either selectively or cumulatively.+Since version 2 users have been able to operate with multiple stores. Normally you will log into a particular store when starting mSupply, and only see stock and transactions relating to that store. However, users can be given the permission to [[tutorial:log_in|login]] as //Supervisor - All stores//. In this mode, users may now access data relating to more than one store - either selectively or cumulatively.
  
-<WRAP center round info 90%> +<WRAP center round alert 90%> 
-Any user in 'Supervisor - All stores' mode will only see the stores they are allowed to log into in the list of stores to select from.+Any user in 'Supervisor - All stores' mode will have access to all data in **//all//** stores, not just those that they are allowed to log into.  So you should only really give this permission to ... a suitably authorised Supervisor ;-).
 </WRAP> </WRAP>
 +
 ==== Reporting ==== ==== Reporting ====
 In this mode, nearly all of the report filter windows will display an additional panel to allow you to select which stores' data will be included in the report. Here is an example from the expiring items report: In this mode, nearly all of the report filter windows will display an additional panel to allow you to select which stores' data will be included in the report. Here is an example from the expiring items report:
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 {{ :other_stuff:supervisor_mode_find_items.png?400 |}}  {{ :other_stuff:supervisor_mode_find_items.png?400 |}} 
  
-The item search filters will be applied to items visible in the stores selected only. If there are a lot of stores in the datafile you can click on the //Bigger List// button to select the required store(s) in a separate window.+The item search filters will be applied to items visible in the stores selected only. If there are a lot of stores in the datafile you can click on the **Bigger List** button (or **Magnifier** button on some windows) to select the required store(s) in a separate window. 
 + 
 +=== Filtering of stores by Tags and / or Custom data === 
 +Some mSupply datafiles can contain hundreds of stores. It cna become problematic to them select the exact stores to include in a particular report. To help with this, on some reports, there is an additional magnifying glass button near the top of the store list. See this example on the //Current stock// report window: 
 + 
 +{{ :other_stuff:screenshot_2021-04-26_at_14.32.02.png?600 |}} 
 + 
 +When you click on the button, this window opens and it allows you to select the stores to include based on store tag and custom data values: 
 + 
 +{{ :other_stuff:screenshot_2021-04-26_at_14.51.45.png?400 |}} 
 + 
 +  * **Match tags:** enter the tags that a store must have to be included in the selection. You can enter multiple tags separated by commas; if there are multiple tags then a store which has any one of them will be included in the search (the store does not have to have all of them to be included). Tags are ignored if this field is left empty. See the [[other_stuff:virtual_stores#tags|25.08 Virtual stores]] page for details on setting store tags. 
 +  * **Custom data:** enter the name of the custom data values that a store must have to be included in the search in the format //field name//://value// where //field name// is the custom field name and //value// is the value the field must have for the store to be included. You can enter multiple //field name//://value// pairs separated by commas; any store that has any of the custom fields with that value will be included in the search (a store does not have to have all of the //field name//://value// pairs to be included. If the Custom data field is left blank then custom data values are ignored. See the [[other_stuff:virtual_stores#custom_fields_tab|25.08 Virtual stores]] page for details on setting store cusatom data fields. 
 +  * **and/or drop down list:** determines whether the Tags filter results and the Custom data field searches are ANDed or ORed together i.e. whether a store must have a matching tag **AND** a matching custom data field to be included or whether it can have either a matching tag **OR** a matching custom data field to be incuded. 
 +  * **Find button:** when you click this, only the stores which match the tag and custom data filters will be shown in the store list. 
 +  * **Show all:** removes all filtering and show all stores in the store list. 
 +  * **//X/////Y// Stores shown text:** //X// is the number of stores shown in the list, //Y// is the total number of stores in the datafile. 
 + 
 +When the stores list shows the list of stores you want to include in the report, click on the **Select** button. This will close this filter window and highlight all the stores shown in this list in the stores list on the report filter window. 
 + 
 +Click on the **Cancel** button if you want to return to the report filter page without selecting any stores. 
  
 ==== Ordering stock ==== ==== Ordering stock ====
 +In //Supervisor - All stores// mode you can also create Purchase Orders that will be based on data for all stores, and can specify delivery destinations for different lines within the order. See the [[purchasing:purchasing_from_multiple_store]] page for details.
 +
 +===== Changing item codes in bulk =====
 +
 +If you have need to change item codes in bulk, refer to [[import_and_export:importing_items#import_new_item_codes|Import new item codes]]
 +
 +===== Updating On Price List in bulk =====
  
 +If you have need to change the On Price List for items in bulk, refer to [[items:item_basics:tab_misc#update_on_price_list_in_bulk|Update On Price List in bulk]]
  
-In //Supervisor - All stores// mode you can also create Purchase Orders that will be based on data for all stores, and can specify delivery destinations for different lines within the order. 
  
 \\ \\
  • Last modified: 2021/04/26 13:42
  • by Gary Willetts