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purchasing:ordering_from_one_store_to_another [2018/10/19 14:36] – Adrian Boone | purchasing:ordering_from_one_store_to_another [2024/07/30 16:07] (current) – Gary Willetts | ||
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- | ====== 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: | ||
- | 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, internal | + | * Create [[purchasing: |
+ | * The recommended (since mSupply v4.01) method is [[purchasing: | ||
+ | Internal | ||
+ | </ | ||
+ | [[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 | ||
- | ===== Internal Requisitions ===== | ||
- | ==== Entering an internal requisition (requesting store) | + | ===== Internal Orders |
+ | Internal Orders are also known as supplier requisitions or request requisitions. | ||
- | For the most part, the process is the same as for [[purchasing: | + | ==== 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%> | + | The following window |
- | The names of Virtual Store suppliers | + | |
- | </ | + | |
- | * The //Internal requisition// | + | {{ : |
- | {{ :purchasing:purchase_order_new.png?600 |}} | + | * **Show** drop down list: Set top //Past 30 days// by default, which will display all internal orders created in the last 30 days. You can select other options ot display All of them or those created in certain time periods or with certain statuses. |
+ | * **Type here to search** field: If the list of requisitions is long you can type something in this field to display only requisitions in the list with a supplier name, comment, program or requisition number which contain what you have typed. | ||
- | Enter the purchase | + | Either double-click on an existing |
- | {{ :purchasing: | + | If you have activated [[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 //Name// will default to the [[names: |
+ | * 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 | ||
+ | * If adding | ||
+ | * **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:** Any comment you want the supplier to see for this item. | ||
+ | * 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 // | ||
- | Now assign | + | * If the //Use consumption and stock from customers for internal orders// store preference is turned on (see [[other_stuff:virtual_stores#preferences_tab|25.08. Virtual stores, preferences]] for details) then the //Our current stock on hand// figure comes from the sum of all stock currently held by all the customers of this store and the stock consumed is taken as the stock issued to all customers. Note that customer stores are those that have this store set as their supplying store. |
- | {{ : | + | * 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. | ||
- | <WRAP center round important 60%> | + | /* I (Mark G) don't think the first sentence |
- | When the Customer Invoice is ready, rather than just confirming the 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 | + | 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 |
- | ==== Handling partially fulfilled orders ==== | + | {{ : |
- | If you have unfilled lines on the customer invoice (i.e. red placeholder lines), when you finalise | + | Note that, while a filter is active, some of the other buttons are disabled |
- | Note that you can also create | + | You can also filter item lines which have a lot of stock (and therefore don't need to be ordered) |
- | ==== 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) | + | Once you are satisfied, tick the // |
- | {{ : | + | {{ : |
- | Notice that on the goods received note the lines from the customer invoice | + | When the order is then saved, it will automatically |
- | ===== Internal Orders (a.k.a. Request Requisitions) ===== | + | ==== Programs |
+ | See the [[items: | ||
- | ==== Entering an internal order ==== | + | 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: |
- | To begin the process, choose // Supplier > Show internal orders//, and the list of any historic internal orders is displayed: | + | {{ :purchasing: |
- | {{ :purchasing:internal_order_list.jpg.?650 }} | + | * **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:** The program this requisition belongs to. Select one of the programs you have defined and assigned to this store. | ||
+ | * **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. | ||
- | Either double-click on an existing order to edit it, or click the **New internal order** button | + | When you click on the **OK** button |
- | {{ : | + | 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:ordering_from_suppliers# | ||
+ | ==== Using a purchase order to order from another store ==== | ||
+ | For the most part, the process is the same as for [[purchasing: | ||
- | * The // | + | * In the // |
- | | + | |
- | | + | |
- | * 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' | + | |
- | {{ : | + | <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 (you will be creating a standard purchase order not an 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: | + | **Note:** 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. |
+ | </WRAP> | ||
- | {{ : | + | * The //Internal requisition// |
- | 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, | + | Enter the purchase order lines as normal |
- | {{ : | + | {{ : |
- | Once you are satisfied, tick the // | + | Once confirmed, it will no longer be possible to: |
+ | * modify the purchase order lines, except for updating the expected data of delivery (EDD). | ||
+ | * delete | ||
- | {{ : | + | ==== 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) | ||
+ | |||
+ | {{ : | ||
- | 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 ---- | ||
+ | pagestatus.status | ||
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