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purchasing:ordering_from_one_store_to_another [2019/08/15 03:05] – ↷ Links adapted because of a move operation lou | purchasing:ordering_from_one_store_to_another [2024/07/30 16:07] (current) – Gary Willetts | ||
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{{indexmenu_n> | {{indexmenu_n> | ||
<wrap info> | <wrap info> | ||
+ | {{tag> | ||
- | ====== | + | ====== |
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 |
- | - create purchase order to supplying | + | * The recommended (since |
- | - when the purchase | + | Internal orders |
- | - in the supplying store, multiple | + | </ |
- | - when each customer invoice is finalised, a goods received record | + | [[purchasing: |
- | - when each goods received record is finalised, the received quantities for the purchase order are updated and a supplier invoice is automatically created | + | - In the requesting store: |
+ | - Create an Internal Order to the supplying store. | ||
+ | - When the internal | ||
+ | - In the supplying store: | ||
+ | - One or more customer invoices can be created from a single | ||
+ | - When each customer invoice is finalised, a supplier invoice | ||
- | * In versions of mSupply newer than v4.01, internal orders are the desktop equivalent of [[mobile: | ||
- | - 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 Orders | ||
+ | Internal Orders are also known as supplier requisitions or request requisitions. | ||
- | ===== Internal Requisitions ===== | + | ==== Entering an internal order ==== |
+ | To begin the process, choose //Supplier > Show internal orders// or click on the //Internal orders// icon on the // | ||
- | ==== Using a Purchase Order to order from another store ==== | + | {{ : |
- | For the most part, the process is the same as for [[purchasing: | + | The following window will open, showing you a list of all existing internal orders: |
- | * In the //Name// field of the purchase order, enter the name of the store which will supply your goods. | + | {{ : |
- | <WRAP center round important 60%> | + | * **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. |
- | The names of suppliers | + | * **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 |
+ | |||
+ | 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 activated [[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 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 | ||
+ | * **User requested: | ||
+ | * **Comment: | ||
+ | * 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 //Calculated quantity// is then worked out by multiplying the //Average monthly consumption// | ||
+ | |||
+ | * If the //Use consumption and stock from customers for internal orders// store preference is turned on (see [[other_stuff: | ||
+ | |||
+ | * 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:viewing_invoices# | + | ==== Programs ==== |
+ | See the [[items:programs]] page for information | ||
- | ==== Receiving | + | 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: |
- | 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?600 |}} | + | * **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. | ||
- | Notice that on the goods received note the lines from the customer invoice will have been filled in automatically. Process | + | When you click on the **OK** button on this window, |
- | ===== Internal Orders (a.k.a. Request Requisitions) ===== | + | 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: | ||
+ | * 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: | ||
- | ==== Entering an internal | + | * In the //Name// field of the purchase |
- | To begin the process, choose | + | <WRAP center round important 90%> |
+ | The names of suppliers which are stores will appear in //RED// in the choice list of suppliers. | ||
- | {{ :purchasing: | + | **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. |
+ | </ | ||
- | 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 | ||
+ | * delete | ||
- | {{ :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 each customer invoice has been **finalised**, | ||
- | 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 | + | If you have unfilled lines on the customer invoice |
- | {{ :purchasing: | + | Note that you can also create another invoice that is linked to the original purchase order at any time by using the [[issuing_goods:viewing_invoices# |
- | Once you are satisfied, tick the // | + | ==== Receiving |
+ | 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: |
- | | // Previous: | + | |
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+ | pagestatus.status | ||
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