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purchasing:ordering_from_one_store_to_another [2018/12/31 09:45] – [Ordering from one store to another] Adrian Boone | purchasing:ordering_from_one_store_to_another [2020/05/22 02:29] – Craig Drown | ||
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{{indexmenu_n> | {{indexmenu_n> | ||
<wrap info> | <wrap info> | ||
+ | {{tag> | ||
- | ====== 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 | + | * Create [[purchasing:ordering_from_one_store_to_another#purchase_orders|Purchase Orders]]. |
- | - create purchase order to supplying store in requesting store | + | * In versions of mSupply newer than v4.01, |
- | - when the purchase order is confirmed, a response requisition is automatically created in the supplying store | + | |
- | - in the supplying store, multiple customer invoices can be created from the response requisition | + | |
- | - when each customer invoice is finalised, a goods received record is automatically created in the requesting store | + | |
- | - when each goods received record is finalised, the received quantities for the purchase order are updated and a supplier invoice is automatically created | + | |
- | + | ||
- | * In versions of mSupply newer than v4.01, | + | |
- create internal order to supplying store in requesting store | - 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 | - 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 the response requisition | + | - in the supplying store, multiple customer invoices can be created from a single |
- when each customer invoice is finalised, a supplier invoice is automatically created in the requesting store | - 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: | + | ===== Internal Orders |
+ | Internal Orders are also known as request requisitions. | ||
+ | ==== Entering an internal order ==== | ||
+ | To begin the process, choose // Supplier > Show internal orders// or click on the //Internal orders// icon on the // | ||
- | * In the //Name// field of the purchase order, enter the name of the store which will supply your goods. | + | {{ : |
- | <WRAP center round important 60%> | + | Click on the //Show// drop down list to filter the list. |
- | The names of suppliers which are stores | + | |
+ | 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 activate [[items: | ||
+ | |||
+ | The example below has a few lines already entered: | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | * 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 | ||
+ | <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, and you can change it. | ||
+ | * 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: |
+ | */ | ||
- | {{ : | + | {{ : |
- | Enter the purchase | + | 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: |
- | {{ : | + | {{ : |
- | Once confirmed, it will no longer be possible to modify | + | 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. |
- | ==== Processing the order (supplying store) ==== | + | 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//. |
- | For versions of mSupply newer than v4.01, confirming the purchase order will create a [[issuing_goods:stock_control_methods# | + | {{ :purchasing: |
- | 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). | + | 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 | + | When the order is then saved, it will automatically generate |
- | Note that you can also create another invoice that is linked to the original purchase order at any time by using the [[issuing_goods: | + | ==== Programs ==== |
+ | Activating programs turns on a complex system | ||
+ | Here is an example configured for Côte d' | ||
- | ==== 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) | ||
- | {{ :purchasing:purchase_order_goods_received.png? | + | **Normal or Emergency Orders:** When creating an order type for a [[items:programs|program]], you can indicate that the order type is for a normal or an emergency order. |
+ | 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. | ||
- | Notice that on the goods received note the lines from the customer invoice will have been filled in automatically (and the purchase | + | 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 orders |
- | ===== Internal Orders (a.k.a. Request Requisitions) ===== | ||
- | ==== Entering an internal | + | ===== 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: | ||
- | To begin the process, choose | + | * 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 //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. | ||
+ | </ | ||
- | Either double-click on an existing order to edit it, or click the **New internal | + | * The //Internal requisition// |
- | {{ : | + | {{ : |
- | * 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 | + | Enter the purchase order lines as normal and when you're finished, confirm |
- | * 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 to remove selected item lines. | + | |
- | * The //Max MOS// field will default to the store' | + | |
- | {{ : | + | {{ : |
- | If the order has a lot of item lines, | + | Once confirmed, it will no longer be possible to modify |
- | {{ :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# | ||
- | 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 each customer invoice has been **finalised**, a goods received note for the purchase order will be created back in the store where you created |
- | 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 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. |
- | Once you are satisfied, tick the // | + | 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: | + | | |
---- struct data ---- | ---- struct data ---- | ||
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