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purchasing:ordering_from_one_store_to_another [2018/12/21 04:28] – [Ordering from one store to another] Craig Drown | purchasing:ordering_from_one_store_to_another [2020/05/22 02:29] – Craig Drown | ||
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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: | There are two ways you can do this: | ||
- | - Create Purchase orders where the supplier is another store. | ||
- | - Use the " | ||
- | ===== Internal | + | * Create [[purchasing: |
+ | * In versions of mSupply newer than v4.01, [[purchasing: | ||
+ | - create internal order to supplying store in requesting store | ||
+ | - when the internal order is finalised, a response requisition is automatically created in the supplying store | ||
+ | - 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 | ||
- | ==== 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. | ||
- | <WRAP center round important 60%> | + | ===== Internal Orders |
- | The names of Virtual Store suppliers will appear in //RED// in the choice list of suppliers. | + | Internal Orders are also known as request requisitions. |
- | </ | + | ==== Entering an internal order ==== |
+ | To begin the process, choose | ||
- | * The //Internal requisition// | + | {{ : |
- | {{ : | + | Click on the //Show// drop down list to filter the list. |
- | Enter the purchase | + | Either double-click on an existing |
- | {{ :purchasing: | + | If you have activate [[items:programs|programs]] in mSupply see the // |
- | Once confirmed, | + | The example below has a few lines already entered: |
- | ==== Processing the customer invoice (supplying store) ==== | + | {{ :purchasing:internal_order_edit.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 | + | * The // |
+ | * 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. | ||
+ | <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 // | ||
- | {{ : | + | * 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. | ||
- | Now assign stock to each placeholder line in [[issuing_goods:issuing_goods_customer_invoice# | + | /* I (Mark G) don't think the first sentence |
+ | */ | ||
- | {{ : | + | {{ : |
- | <WRAP center round important 60%> | + | 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 |
- | 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 | + | |
- | **This is important.** If you only confirm the invoice then the next part of the process (creating a goods received note in the receiving store) will not happen. | + | {{ : |
- | </ | + | |
- | Once the customer invoice has been **finalised**, a goods received note for the purchase order will be created back in the store where you created | + | 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. |
- | ==== Handling partially fulfilled orders ==== | + | 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//. |
- | 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 a invoice that is linked to the original purchase order at any time by using the [[issuing_goods: | + | Once you are satisfied, tick the // |
- | ==== Receiving the goods (requesting store) ==== | + | {{ : |
- | Now, back in your store, | + | When the order is then saved, it will automatically generate a corresponding [[issuing_goods: |
- | {{ :purchasing: | + | ==== Programs ==== |
+ | Activating programs turns on a complex system of managing orders and supplies by program | ||
+ | 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:goods_receipts|the normal way]] and note that, as with all other goods received, the goods are not added to your store' | + | {{ : |
- | ===== Internal Orders (a.k.a. Request Requisitions) ===== | ||
- | ==== Entering | + | **Normal or Emergency Orders:** When creating |
+ | 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. | ||
- | To begin the process, | + | If you choose //emergency order// this will assign a maximum number of lines amount to the order type as specified when you set up emergency |
- | {{ : | ||
- | Either double-click on an existing | + | ===== Purchase orders ===== |
+ | This method is deprecated: We suggest you use Internal Orders (above) | ||
+ | ==== Using a purchase | ||
+ | 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. |
- | * The // | + | <WRAP center round important 90%> |
- | * If necessary, update the //Order date// - this will default to the current date. | + | The names of suppliers which are stores |
- | * 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' | + | </WRAP> |
- | * 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 to remove selected item lines. | + | |
- | * The //Max MOS// field will default to the store' | + | |
- | {{ : | + | * The //Internal requisition// |
- | 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: | + | {{ :purchasing: |
- | {{ :purchasing: | + | 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, |
- | 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. | + | {{ : |
- | 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//. | + | Once confirmed, it will no longer be possible to modify the purchase order lines, except for updating the expected data of delivery |
- | {{ :purchasing: | + | ==== Processing the order (supplying store) ==== |
+ | For versions of mSupply newer than v4.01, confirming the purchase order will create a [[issuing_goods:stock_control_methods# | ||
- | Once you are satisfied, tick the // | + | Once each customer invoice has been **finalised**, a goods received note for the purchase order will be created back in the store where you created the purchase order which started this whole process off (called the customer or receiving store). |
- | {{ : | + | ==== 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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