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purchasing:ordering_from_one_store_to_another [2018/02/24 11:08] – [Creating a purchase order (customer store)] Adrian Boone | purchasing:ordering_from_one_store_to_another [2023/01/26 15:44] – [6.04. Ordering from one store to another] Gary Willetts | ||
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{{indexmenu_n> | {{indexmenu_n> | ||
- | ===== Ordering from one store to another ===== | + | <wrap info> |
+ | {{tag> | ||
+ | ====== 6.04. Ordering from one store to another ====== | ||
+ | If you run mSupply using [[other_stuff: | ||
- | If you run mSupply using [[other_stuff: | + | There are two ways you can do this: |
- | ===== Creating a purchase order (customer store)===== | + | * Create [[purchasing: |
- | For the most part, this is the same process as for [[purchasing: | + | * The recommended (since mSupply v4.01) method |
+ | Internal orders | ||
+ | </ | ||
+ | [[purchasing: | ||
+ | - In the requesting store: | ||
+ | - Create an Internal Order to the supplying store. | ||
+ | - When the internal order is finalised, a response requisition is automatically created in the supplying store | ||
+ | - In the supplying store: | ||
+ | - One or more customer invoices can be created from a single response requisition | ||
+ | - When each customer invoice is finalised, a supplier invoice is automatically created in the requesting store | ||
- | * In the //Name// field of the purchase order, enter the name of the store which will supply your goods. | ||
- | <WRAP center round important 60%> | + | ===== Internal Orders |
- | The names of Virtual Store suppliers | + | Internal Orders are also known as supplier requisitions or request requisitions. |
+ | |||
+ | ==== Entering an internal order ==== | ||
+ | To begin the process, choose // | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | The following window | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | Click on the //Show// drop down list to filter | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | After filtering this way, if the list is too long to find a particular internal order you are interested in then you can type something in the Search field. If you type anything in the Search field, only requisitions with a supplier | ||
+ | |||
+ | Either double-click on an existing order to edit it, or click the **New internal order** button to create a new one. | ||
+ | |||
+ | If you have activated [[items: | ||
+ | |||
+ | The example below has a few lines already entered: | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | * The //Name// will default to the supplying | ||
+ | * The //Order date// defaults to the current date. You can change it. | ||
+ | * Use either the **New line** button to manually add a single item, or **Add from master list** to add any items in the current store' | ||
+ | * If adding from a master list, the cursor will go into the first new item's //User requested quantity// cell. | ||
+ | * If adding a single item, the cursor will go into the //User requested quantity// cell for that item when it has been added. When you click on the **New line** button, this window opens:{{ : | ||
+ | * **Item:** Type the first few characters of the item's name and press the //Tab// key on the keyboard to select | ||
+ | * **User requested: | ||
+ | * **Comment: | ||
+ | * Click on the **OK** button to add the line to the requisition, | ||
+ | |||
+ | <WRAP center round info> | ||
+ | * For each item, | ||
+ | * mSupply already knows //Our stock on hand// | ||
+ | * mSupply calculates the //Average monthly consumption// | ||
+ | * mSupply calculates the //Months of stock// from //Our current stock on hand// and the //Average monthly consumption// | ||
+ | * The //Calculated quantity// is then worked out by multiplying the //Average monthly consumption// | ||
+ | |||
+ | * If the //Use consumption and stock from customers for internal orders// store preference is turned on (see [[other_stuff: | ||
+ | |||
+ | * The //Max MOS// is critical to this calculation, | ||
+ | * There is an industry rule of thumb that the //Max MOS// should be set to <wrap em>3 times</ | ||
+ | * The default //Max MOS// is '' | ||
+ | * If, for example the ordering cycle was every two months, then //Max MOS// should be set to 3 x 2 = '' | ||
</ | </ | ||
+ | * Hitting the //Tab// key will move the cursor into the //Comment// cell and, if there' | ||
+ | * If necessary, use the **Delete line(s)** button to remove selected item lines. | ||
+ | /* I (Mark G) don't think the first sentence in the following statement is correct: | ||
+ | */ | ||
- | * The //Internal requisition// | + | {{ : |
- | {{ :purchasing: | + | If the order has a lot of item lines, you can filter them by typing into the //Filter items// field, which will change to display the number of visible items out of the total number in the order: |
- | Enter the purchase order lines as normal and when you're finished, confirm the purchase order (at this point you may be prompted to enter budget and/or category information, | + | {{ :purchasing: |
- | {{ : | + | Note that, while a filter is active, some of the other buttons are disabled e.g. you can't save the sort order unless all lines are visible. |
- | Once confirmed, | + | You can also filter item lines which have a lot of stock (and therefore don't need to be ordered) by entering a value in the //Threshold MOS// field. This will automatically tick the //Hide stock over threshold// checkbox, and hide any lines which have their // |
- | ===== Processing the customer invoice (supplying store) ===== | + | {{ :purchasing:internal_order_edit_threshold.jpg.?650 }} |
- | Now, in the supplying store, the customer invoice can be viewed via the **Customers** tab on the Navigator or via the **Customer > Show invoices...** menu item as usual. The new Customer Invoice will have Status = '' | + | |
- | Each purchase order line will have a corresponding placeholder line in the customer invoice: | + | Once you are satisfied, tick the // |
- | {{ : | + | {{ : |
- | Now assign stock to each placeholder line in [[issuing_goods: | + | When the order is then saved, it will automatically generate a corresponding |
+ | ==== Programs ==== | ||
+ | See the [[items: | ||
- | {{ : | + | Using programs activates a comprehensive system for managing orders and supplies by program. When you click on the **New internal order button**, before the order window opens, another window appears to allow you to select the program and period etc. that the order belongs to: |
- | <WRAP center round important 60%> | + | {{ : |
- | When the Customer Invoice is ready, rather than just confirming the invoice (click on the button in the upper middle of the Customer Invoice window) **Finalize** the Customer Invoice by clicking the tick box on the bottom left of the Customer Invoice window, and then click on the **OK** button. | + | |
- | **This is important.** | + | |
+ | * **Order details section** | ||
+ | * **Program: | ||
+ | * **Requisition type:** Select one of the types of order you have defined for this program. Normal orders will follow the quantification rules and be limited in the number of orders per period. Emergency orders will not follow quantification rules and will not be limited in the numbers of orders per period but will typically be limited in the numbers of lines that can be entered on them. | ||
+ | * **Supplier: | ||
+ | * **Period:** The period this requisition is for. Will contain a list of all the periods which are still available for you to enter a requisition for i.e. those for which you have not already entered the maximum number of requisitions. The //Start date// and //End date// fields show the dates of the start and end of the selected period. | ||
+ | |||
+ | When you click on the **OK** button on this window, the requisition is created for you. The items defined for the program are automatically added to it and the suggested order quantity is calculated for you following the quantification rules. | ||
+ | |||
+ | Note that items belonging to the program will only be added to the order if they are also visible in the supplying store. This is to avoid the situation where you request an item that they don't have visible to them and therefore can never have any stock to supply! | ||
+ | ===== Purchase orders ===== | ||
+ | * This method | ||
+ | * Purchase orders are used for [[purchasing: | ||
+ | ==== Using a purchase order to order from another store ==== | ||
+ | For the most part, the process | ||
+ | |||
+ | * In the //Name// field of the purchase order, enter the name of the store which will supply your goods. | ||
+ | |||
+ | <WRAP center round important 90%> | ||
+ | The names of suppliers which are stores will appear in // | ||
</ | </ | ||
- | Once the customer invoice has been **finalised**, | + | * The //Internal requisition// |
+ | |||
+ | {{ : | ||
+ | |||
+ | Enter the purchase order lines as normal and when you're finished, confirm the purchase order (at this point you may be prompted to enter budget and/or category information, | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | Once confirmed, it will no longer be possible to: | ||
+ | * modify | ||
+ | * delete the purchase order or any of its lines (mSupply will give you a warning if you try). | ||
+ | |||
+ | ==== Processing the order (supplying store) ==== | ||
+ | For versions of mSupply newer than v4.01, confirming the purchase order will create a [[issuing_goods: | ||
+ | Once each customer invoice has been **finalised**, | ||
==== Handling partially fulfilled orders ==== | ==== Handling partially fulfilled orders ==== | ||
+ | |||
If you have unfilled lines on the customer invoice (i.e. red placeholder lines), when you finalise the customer invoice you will be asked if you want to create a new invoice with the unfilled lines. This new invoice retains the link to the purchase order that created the original customer invoice, and can be used to issue further goods to the customer. | If you have unfilled lines on the customer invoice (i.e. red placeholder lines), when you finalise the customer invoice you will be asked if you want to create a new invoice with the unfilled lines. This new invoice retains the link to the purchase order that created the original customer invoice, and can be used to issue further goods to the customer. | ||
- | Note that you can also create | + | Note that you can also create |
- | ===== Receiving the goods (customer store) ===== | + | |
+ | ==== Receiving the goods (requesting store) ==== | ||
Now, back in your store, where you created the purchase order which started this whole process off, you can view the goods received record via the **Suppliers** tab on the Navigator or via the **File > Supplier > Show goods received** menu item (or via the **File > Supplier > Show purchase orders > Goods received** tab) | Now, back in your store, where you created the purchase order which started this whole process off, you can view the goods received record via the **Suppliers** tab on the Navigator or via the **File > Supplier > Show goods received** menu item (or via the **File > Supplier > Show purchase orders > Goods received** tab) | ||
{{ : | {{ : | ||
- | Notice that on the goods received note the lines from the customer invoice will have been filled in automatically | + | Notice that on the goods received note the lines from the customer invoice will have been filled in automatically. Process the goods received note in [[receiving_goods: |
- | // Previous: [[purchasing: | + | | |
---- struct data ---- | ---- struct data ---- | ||
+ | pagestatus.status | ||
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