purchasing:ordering_from_one_store_to_another

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purchasing:ordering_from_one_store_to_another [2018/12/21 13:21]
Adrian Boone
purchasing:ordering_from_one_store_to_another [2020/05/22 02:29] (current)
Craig Drown
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 <wrap info>Updated: Version 4.02</wrap> <wrap info>Updated: Version 4.02</wrap>
 +{{tag>Status:NeedsUpdate}}
  
-====== Ordering from one store to another ====== +====== 6.04. Ordering from one store to another ======
 If you run mSupply using [[other_stuff:virtual_stores|virtual stores]] then you can place an order for goods with another store within mSupply.  If you run mSupply using [[other_stuff:virtual_stores|virtual stores]] then you can place an order for goods with another store within mSupply. 
  
 There are two ways you can do this: There are two ways you can do this:
-  - Create purchase orders (internal requisitions) where the supplier is another store. 
-  - In versions of mSupply newer than v4.01, internal orders are the desktop equivalent of [[mobile:user_guide2#supplier_requisitions|supplier requisitions]] in mSupply mobile and are an easier way to place orders in another store, without having to submit a purchase order and process goods received records. 
  
-===== Internal Requisitions =====+  * Create [[purchasing:ordering_from_one_store_to_another#purchase_orders|Purchase Orders]]. 
 +  * In versions of mSupply newer than v4.01, [[purchasing:ordering_from_one_store_to_another#internal_orders_also_known_as_request_requisitions|Internal Orders]] are the desktop equivalent of [[mobile:user_guide2#supplier_requisitions|supplier requisitions]] in mSupply mobile. If you're already using purchase orders and goods received records in your workflow, this is a simpler and easier way to place orders in another 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 
 +    - 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:ordering_from_suppliers|creating a normal purchase order]]. There are, however, a few significant differences: 
  
-  * 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 suppliers which are stores will appear in //RED// in the choice list of suppliers If the name of the store you select as supplier is //BLACK//, then you have not chosen another store as supplier, and the instructions in the remainder of this section do not apply.+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 //Suppliers// tab of the Navigator. The following window will open, showing you a list of all historic internal orders: 
 + 
 +{{ :purchasing:internal_order_list.jpg.?650 }} 
 + 
 +Click on the //Show// drop down list to filter the list.  
 + 
 +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:programs|programs]] in mSupply see the //Programs// heading below 
 + 
 +The example below has a few lines already entered: 
 + 
 +{{ :purchasing:internal_order_edit.jpg.?650 }} 
 + 
 +  * 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 and hit the //Tab// key to find matches). 
 +  * 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's master list which are not there already. 
 +    * If adding from a master list, the cursor will go into the first new item's //User requested quantity// cell. 
 +    * If adding 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// based on what the store has issued over the last 12 months (or less if the store hasn't been operating that long). 
 +    * mSupply calculates the //Months of stock// from //Our current stock on hand// and the //Average monthly consumption//, assuming that continues. 
 +    * The //Calculated quantity// is then worked out by multiplying the //Average monthly consumption// by the //Max MOS// (maximum months of stock)and then subtracting //Our stock on hand// If the resulting value is negative, value of ''0'' will be displayed. 
 + 
 +  * 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</wrap> the ordering cycle. 
 +    * The default //Max MOS// is ''3.0'', which is based on an a monthly ordering cycle. 
 +    * If, for example the ordering cycle was every two months, then //Max MOS// should be set to 3 x 2 = ''6.0''.
 </WRAP> </WRAP>
 +  * Hitting the //Tab// key will move the cursor into the //Comment// cell and, if there's another line below, hitting //Tab// again will move the cursor into the next //User requested quantity// cell.
 +  * If necessary, use the **Delete line(s)** button to remove selected item lines.
  
-  * The //Internal requisition// label will appear after the name to indicate that this is going to be an internal requisition.+/*  I (Mark G) don't think the first sentence in the following statement is correct:  * The //Max MOS// field will default to the store's default days to supply (but converted to months). This can be edited, but doing so will recalculate the //Calculated quantity// and reset the //User requested quantity// to the new calculated quantity. 
 +*/
  
-{{ :purchasing:purchase_order_new.png?600 |}}+{{ :purchasing:internal_order_edit_MOS.jpg.?650 }}
  
-Enter the purchase order lines as normal and when you're finishedconfirm the purchase order (at this point you may be prompted to enter budget and/or category informationdepending on your preferences):+If the order has a lot of item lines, you can filter them by typing into the //Filter items// fieldwhich will change to display the number of visible items out of the total number in the order:
  
-{{ :purchasing:purchase_order_confirmed.png?600 |}}+{{ :purchasing:internal_order_edit_filter.jpg.?650 }}
  
-Once confirmedit will no longer be possible to modify the purchase order lines, except for updating the expected data of delivery (EDD).+Note thatwhile 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 orderedby 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#response_requisitions|response requisition]] in the supplying store (with your store's name in the //Name// field)This allows the supplying store to create multiple customer invoices to supply the order (and hence to better handle partially fulfilled orders). For older versions of mSupply, it will create only a single [[issuing_goods:stock_control_methods#creating_the_customer_invoice|customer invoice]].+{{ :purchasing:internal_order_edit_threshold.jpg.?650 }}
  
-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 satisfiedtick the //Finalise// checkbox. This will prevent further editing, and automatically delete any lines which have a requested quantity of zero
  
-==== Handling partially fulfilled orders ====+{{ :purchasing:internal_order_edit_finalised.jpg.?650 }}
  
-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 new invoice with the unfilled linesThis 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.+When the order is then savedit will automatically generate corresponding [[issuing_goods:stock_control_methods#response_requisitions|response requisition]] in the supplying storeFrom there, one or more customer invoices can be raised in the supplying store which, when finalised, appear as supplier invoices back in the requesting store in the same way as regular [[issuing_goods:transferring_goods_to_another_store|stock transfers]].
  
-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#the_find_transactions_window|"Duplicate" button]] on the toolbar of the customer invoice list.+==== Programs ==== 
 +Activating programs turns on a complex system of managing orders and supplies by program 
 +Here is an example configured for Côte d'Ivoire:
  
-==== Receiving the goods (requesting store) ====+{{ :purchasing:pasted:20200413-101116.png?400 }}
  
-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 |}}+**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 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's stock and available for issue until the goods received note has been finalised and the resulting supplier invoice confirmed.+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 for the program.
  
-===== Internal Orders (a.k.a. Request Requisitions) ===== 
  
-==== Entering an internal order ====+===== Purchase orders ===== 
 +This method is deprecated: We suggest you use Internal Orders (above) 
 +==== Using a purchase order to order from another store ==== 
 +For the most part, the process is the same as for [[purchasing:ordering_from_suppliers|creating a normal purchase order]]. There are, however, a few significant differences:
  
-To begin the process, choose // Supplier > Show internal orders//, and the list of any historic internal orders is displayed:+  * In the //Name// field of the purchase orderenter the name of the store which will supply your goods.
  
-{{ :purchasing:internal_order_list.jpg.?650 }}+<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. 
 +</WRAP>
  
-Either double-click on an existing order to edit it, or click the **New internal order** button to create a new oneThe example below has a few lines already entered:+  * The //Internal requisition// label will appear after the name to indicate that this is going to be an internal requisition.
  
-{{ :purchasing:internal_order_edit.jpg.?650 }}+{{ :purchasing:purchase_order_new.png?600 |}}
  
-  * The //Name// will default to the supplying store for the current storebut any other store in the data file can be selected in the usual way (i.e. enter the first key characters and hit the //Tab// key to find matches). +Enter the purchase order lines as normal and when you're finishedconfirm the purchase order (at this point you may be prompted to enter budget and/or category informationdepending on your preferences):
-  * 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's master list which are not there already. +
-    * mSupply already knows the current stockand will calculate the //Average monthly consumption// and the //Months of stock//, based on the current stock on hand and assuming the same average monthly consumption. The //Calculated quantity// is then worked out by multiplying the average monthly consumption by the maximum months of stock, and then subtracting the current stock on hand. If adding a single item, the cursor will go into the //User requested quantity// cell. This will already been filled in with the //Calculated quantity// as the default value, but can be edited as required. +
-    * 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's another line below, hitting //Tab// again will move the cursor into the next //User requested quantity// cell. +
-  * If necessary, use the **Delete line(s)** button to remove selected item lines. +
-  * The //Max MOS// field will default to the store's default days to supply (but converted to months). This can be edited, but doing so will recalculate the //Calculated quantity// and reset the //User requested quantity// to the new calculated quantity.+
  
-{{ :purchasing:internal_order_edit_MOS.jpg.?650 }}+{{ :purchasing:purchase_order_confirmed.png?600 |}}
  
-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 the purchase order lines, except for updating the expected data of delivery (EDD).
  
-{{ :purchasing:internal_order_edit_filter.jpg.?650 }}+==== 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#response_requisitions|response requisition]] in the supplying store (with your store's name in the //Name// field)This allows the supplying store to create multiple customer invoices to supply the order (and hence to better handle partially fulfilled orders). For older versions of mSupply, it will create only a single [[issuing_goods:stock_control_methods#creating_the_customer_invoice|customer invoice]].
  
-Note thatwhile 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 the purchase order which started this whole process off (called the customer or receiving 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//.+==== Handling partially fulfilled orders ====
  
-{{ :purchasing:internal_order_edit_threshold.jpg.?650 }}+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 //Finalise// checkbox. This will prevent further editing, and automatically delete any lines which have a requested quantity of zero+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#the_find_transactions_window|"Duplicate" button]] on the toolbar of the customer invoice list.
  
-{{ :purchasing:internal_order_edit_finalised.jpg.?650 }}+==== 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 generate a corresponding [[issuing_goods:stock_control_methods#response_requisitions|response requisition]] in the supplying store. From thereone or more customer invoices can be raised in the supplying store which, when finalised, appear as supplier invoices back in the requesting store in the same way as regular [[issuing_goods:transferring_goods_to_another_store|stock transfers]].+{{ :purchasing:purchase_order_goods_received.png?600 |}} 
 + 
 +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's stock and available for issue until the goods received note has been finalised and the resulting supplier invoice confirmed. Note that, from mSupply v3.85, the original purchase order lines will only be updated with the stock received when the goods received note has been finalised.
  
-// Previous: [[purchasing:show_po_categories|Purchase Order categories.]]     Next: [[receiving_goods:supplier_invoices|Receiving Goods - a Supplier Invoice]]//+|  //  Previous:  **[[purchasing:show_po_categories|6.03. Purchase order categories]]** | | Next: **[[purchasing:purchasing_from_multiple_store|6.05. Ordering from multiple stores]]** //  |
  • Last modified: 2018/12/21 13:21
  • by Adrian Boone