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purchasing:ordering_from_one_store_to_another [2018/12/21 04:25] – [Entering an internal requisition (requesting store)] Craig Drown | purchasing:ordering_from_one_store_to_another [2020/05/22 02:28] – Craig Drown | ||
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- | ====== Ordering from one store to another ====== | + | <wrap info> |
+ | {{tag Status: | ||
+ | ====== 6.04. Ordering from one store to another ====== | ||
If you run mSupply using [[other_stuff: | If you run mSupply using [[other_stuff: | ||
- | Prior to mSupply version 4.01, this could only be done using a special form of purchase order, which we call an internal requisition. These are essentially purchase orders from another store. | + | There are two ways you can do this: |
- | In newer versions of mSupply, | + | * Create [[purchasing: |
+ | * In versions of mSupply | ||
+ | - create internal order to supplying store in requesting store | ||
+ | - when the internal | ||
+ | - in the supplying store, multiple 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 | ||
- | ===== Internal Requisitions ===== | ||
- | ==== Using a Purchase Order to order from another store ==== | ||
- | For the most part, the process is the same as for [[purchasing: | ||
- | * In the //Name// field of the purchase order, enter the name of the store which will supply your goods. | + | ===== Internal Orders |
+ | Internal Orders are also known as request requisitions. | ||
+ | ==== Entering an internal order ==== | ||
+ | To begin the process, choose | ||
- | <WRAP center round important 60%> | + | {{ : |
- | The names of Virtual Store suppliers will appear in //RED// in the choice list of suppliers. If the name of the store you select as a supplier is //BLACK//, then you have not chosen a Virtual Store as a supplier, and the instructions in the remainder of this section do not apply. | + | |
- | </ | + | |
- | * The //Internal requisition// label will appear after the name to indicate that this is going to be an internal requisition. | + | Click on the //Show// drop down list to filter the list. |
- | {{ : | + | Either double-click on an existing order to edit it, or click the **New internal order** button to create a new one. |
- | Enter the purchase order lines as normal and when you're finished, confirm | + | If you have activate [[items: |
- | {{ :purchasing: | + | The example below has a few lines already entered: |
- | Once confirmed, a customer invoice for the purchase order is created in the supplying store (with your store' | + | {{ : |
- | ==== Processing | + | * The //Name// will default to the supplying store for the current |
- | Now, in the supplying | + | |
+ | | ||
+ | * 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 | ||
+ | <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 // | ||
- | Each purchase order line will have a corresponding placeholder | + | * 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. | ||
- | {{ :purchasing: | + | /* I (Mark G) don't think the first sentence in the following statement is correct: * The //Max MOS// field will default to the store' |
+ | */ | ||
- | Now assign stock to each placeholder line in [[issuing_goods:issuing_goods_customer_invoice# | + | {{ :purchasing: |
- | {{ :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: |
- | <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 | + | Note that, while a filter |
- | </ | + | |
- | Once the customer invoice has been **finalised**, | + | 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 //Months of stock// greater than or equal to //Threshold MOS//. |
- | ==== Handling partially fulfilled orders ==== | + | {{ : |
- | If you have unfilled lines on the customer invoice (i.e. red placeholder lines), when you finalise | + | Once you are satisfied, tick the // |
- | Note that you can also create a invoice that is linked to the original purchase order at any time by using the [[issuing_goods:viewing_invoices# | + | {{ :purchasing: |
- | ==== Receiving | + | When the order is then saved, it will automatically generate a corresponding [[issuing_goods: |
- | 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 | + | ==== Programs ==== |
+ | Activating programs turns on a complex system of managing | ||
+ | Here is an example configured for Côte d' | ||
- | {{ : | + | {{ : |
- | Notice that on the goods received note the lines from the customer invoice will have been filled in automatically (and the purchase order lines updated with the stock received). Process the goods received note in [[receiving_goods: | ||
- | ===== Internal | + | **Normal or Emergency |
+ | If you choose //normal order// the ordering rules will be applied, and the order will be calculated for you. | ||
+ | You will usually only be able to place one normal order per period. | ||
- | ==== Entering an internal | + | If you choose // |
- | To begin the process, choose // Supplier > Show internal orders//, and the list of any historic internal orders is displayed: | ||
- | {{ : | + | ===== Purchase orders ===== |
+ | This method is deprecated: We suggest you use Internal Orders (above) | ||
+ | ==== Using a purchase order to order from another store ==== | ||
+ | For the most part, the process is the same as for [[purchasing:ordering_from_suppliers|creating a normal purchase order]]. There are, however, a few significant differences: | ||
- | Either double-click on an existing | + | * In the //Name// field of the purchase |
- | {{ : | + | <WRAP center round important 90%> |
+ | The names of suppliers which are stores will appear in //RED// in the choice list of suppliers. If the name of the store you select as a supplier is //BLACK//, then you have not chosen another store as a supplier, and the instructions in the remainder of this section do not apply. | ||
+ | </ | ||
- | * The //Name// will default to the supplying store for the current store, but any other store in the data file can be selected in the usual way (i.e. enter the first key characters and hit the //Tab// key to find matches). | + | * The //Internal requisition// label will appear after the name to indicate that this is going to be an internal requisition. |
- | * If necessary, update the //Order date// - this will default to the current date. | + | |
- | * 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' | + | |
- | * mSupply already knows the current stock, and will calculate the //Average monthly consumption// | + | |
- | * If adding from a master list, the cursor will instead go into the first new item's //User requested quantity// cell. | + | |
- | * Either way, hitting the //Tab// key will move the cursor into the //Comment// cell and, if there' | + | |
- | * If necessary, use the **Delete line(s)** button | + | |
- | * The //Max MOS// field will default to the store' | + | |
- | {{ : | + | {{ : |
- | 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 |
- | {{ : | + | {{ : |
- | 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, it will no longer be possible to modify |
- | You can also filter item lines which have a lot of stock (and therefore don't need to be ordered) by entering | + | ==== Processing the order (supplying store) ==== |
+ | For versions of mSupply newer than v4.01, confirming the purchase order will create | ||
- | {{ : | + | Once each customer invoice has been **finalised**, |
- | Once you are satisfied, tick the // | + | ==== 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. |
+ | |||
+ | Note that you can also create another invoice that is linked to the original purchase order at any time by using the [[issuing_goods: | ||
+ | |||
+ | ==== 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) | ||
+ | |||
+ | {{ : | ||
- | When the order is then saved, it will automatically | + | Notice that on the goods received note the lines from the customer invoice |
- | // Previous: [[purchasing: | + | | |
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