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purchasing:ordering_from_one_store_to_another [2019/10/02 16:00] – Gary Willetts | purchasing:ordering_from_one_store_to_another [2023/01/26 15:46] – [Using a purchase order to order from another store] Gary Willetts | ||
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====== 6.04. Ordering from one store to another ====== | ====== 6.04. Ordering from one store to another ====== | ||
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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]]. This method was the ' |
- | - create purchase order to supplying store in requesting store | + | * The recommended (since |
- | - when the purchase order is confirmed, a response requisition | + | Internal orders |
- | - in the supplying store, multiple customer invoices can be created | + | |
- | - 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 | + | |
- | - 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 the response requisition | + | |
- | - when each customer invoice is finalised, a supplier invoice is automatically created in the requesting store | + | |
- | + | ||
- | + | ||
- | ===== Internal | + | |
- | ==== 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 | + | |
- | The names of suppliers which are stores will appear in //RED// in the choice list of suppliers. | + | |
</ | </ | ||
+ | [[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 | ||
- | * The //Internal requisition// | ||
- | {{ : | + | ===== Internal Orders |
+ | Internal Orders are also known as supplier requisitions or request requisitions. | ||
- | Enter the purchase | + | ==== Entering an internal |
+ | To begin the process, choose //Supplier > Show internal orders// or click on the //Internal orders// icon on the // | ||
- | {{ : | + | {{ : |
- | Once confirmed, it will no longer be possible to modify the purchase order lines, except for updating the expected data of delivery (EDD). | + | The following window |
- | ==== Processing the order (supplying store) ==== | + | {{ :purchasing: |
- | For versions of mSupply newer than v4.01, confirming the purchase order will create a [[issuing_goods:stock_control_methods# | + | |
- | Once each customer invoice has been **finalised**, | + | Click on the //Show// drop down list to filter |
- | ==== Handling partially fulfilled orders ==== | + | {{ : |
- | If you have unfilled lines on the customer invoice (i.e. red placeholder lines), when you finalise | + | 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 name, requisition number, program or comment |
- | Note that you can also create another invoice that is linked | + | Either double-click on an existing order to edit it, or click the **New internal |
- | ==== Receiving the goods (requesting store) ==== | + | If you have activated [[items: |
- | 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: | + | The example below has a few lines already entered: |
- | 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:goods_receipts|the normal way]] and note that, as with all other goods received, the goods are not added to your store' | + | {{ :purchasing: |
- | ===== Internal Orders | + | * 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 few characters and hit the //Tab// key to find matches). |
- | ==== Entering an internal order ==== | + | * The //Order date// defaults to the current date. You can change it. |
- | To begin the process, choose | + | * 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' | |
- | {{ : | + | * 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 the item from a list of items whose name or code begins with what you typed. | ||
+ | * **User requested: | ||
+ | * **Comment: | ||
+ | * Click on the **OK** button to add the line to the requisition, | ||
- | Click on the //Show// drop down list to filter | + | <WRAP center round info> |
+ | * For each item, | ||
+ | * mSupply already knows //Our stock on hand// | ||
+ | * mSupply calculates | ||
+ | * mSupply calculates the //Months of stock// from //Our current stock on hand// and the //Average monthly consumption// | ||
+ | * The // | ||
- | Either double-click | + | * If the //Use consumption and stock from customers for internal orders// store preference is turned |
- | {{ : | + | * 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. | ||
- | | + | /* |
- | * 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' | + | |
{{ : | {{ : | ||
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When the order is then saved, it will automatically generate a corresponding [[issuing_goods: | When the order is then saved, it will automatically generate a corresponding [[issuing_goods: | ||
- | \\ | + | |
- | \\ | + | ==== Programs ==== |
- | | // Previous: | + | 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: | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | * **Order type:** Selecting //General// will create a standard, non-program based requisition and none of the Order details section fields will apply. Selecting //Program// will create a program based requisition and you must fill in the details in the **Order details** section. | ||
+ | * **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 of ordering stock from another mSupply store is deprecated: Internal Orders (above) is the way to do it. | ||
+ | * Purchase orders are used for [[purchasing: | ||
+ | ==== 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 90%> | ||
+ | The names of suppliers which are stores will appear in //RED// in the choice list of suppliers. | ||
+ | |||
+ | From mSupply v7.0 this method of ordering from another store has been removed. Store names have been filtered out of the name selection so it is not possible to send an internal requisition to another store this way. | ||
+ | </ | ||
+ | |||
+ | * 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 the purchase order lines, except for updating the expected data of delivery (EDD). | ||
+ | * 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 ==== | ||
+ | |||
+ | 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) | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | 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: | ||
---- struct data ---- | ---- struct data ---- | ||
+ | pagestatus.status | ||
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