purchasing:ordering_from_one_store_to_another

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purchasing:ordering_from_one_store_to_another [2020/04/13 10:13] – [Programs] Craig Drownpurchasing:ordering_from_one_store_to_another [2023/09/30 01:51] (current) – [Entering an internal order] Mark Glover
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 {{indexmenu_n>40}} {{indexmenu_n>40}}
 <wrap info>Updated: Version 4.02</wrap> <wrap info>Updated: Version 4.02</wrap>
 +{{tag>Status:NeedsUpdate}}
  
 ====== 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 [[purchasing:ordering_from_one_store_to_another#purchase_orders|Purchase Orders]]. +  * Create [[purchasing:ordering_from_one_store_to_another#purchase_orders|Purchase Orders]].  This method was the 'original' method, and is not recommended. In fact, from mSupply v7.0 this method has been removed
-  * 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 aren'already using purchase orders and goods received records in your workflow, this is a simpler and easier way to place orders in another store+  * The recommended (since mSupply v4.01) method is [[purchasing:ordering_from_one_store_to_another#internal_orders_also_known_as_request_requisitions|Internal Orders]].  <WRAP center round tip 60%> 
-    - create internal order to supplying store in requesting store +Internal orders  are the desktop equivalent of [[mobile:user_guide2#supplier_requisitions|supplier requisitions]] in mSupply mobile. 
-    when the internal order is finalised, a response requisition is automatically created in the supplying store +</WRAP> 
-    - in the supplying store, multiple customer invoices can be created from the response requisition +[[purchasing:ordering_from_one_store_to_another#internal_orders_also_known_as_request_requisitions|Internal Orders]] are a simpler and easier way to place orders to another store if you've already been using purchase orders and goods received records in your workflow: 
-    when each customer invoice is finalised, a supplier invoice is automatically created in the requesting store +    - 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 Orders  ===== ===== Internal Orders  =====
-Internal Orders are also known as request requisitions.+Internal Orders are also known as supplier requisitions or request requisitions. 
 ==== Entering an internal order ==== ==== 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:+To begin the process, choose //Supplier > Show internal orders// or click on the //Internal orders// icon on the //Suppliers// tab of the Navigator
 + 
 +{{ :purchasing:int_order_navigator.png?600 |}} 
 + 
 +The following window will open, showing you a list of all existing internal orders: 
 + 
 +{{ :purchasing:internal_order_list.png?600 |}} 
 + 
 +Click on the //Show// drop down list to filter the list by the status of the internal orders:
  
-{{ :purchasing:internal_order_list.jpg.?650 }}+{{ :purchasing:screenshot_2022-02-03_at_11.01.17.png?400 |}}
  
-Click on the //Show// drop down list to filter the list+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 that contain what you typed will be displayed.
  
 Either double-click on an existing order to edit it, or click the **New internal order** button to create a new one.  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+If you have activated [[items:programs|programs]] in mSupply see the //Programs// heading below
  
 The example below has a few lines already entered: The example below has a few lines already entered:
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 {{ :purchasing:internal_order_edit.jpg.?650 }} {{ :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 //Name// will default to the [[names:adding_and_editing#supplying_store|supplying store]] for the current store, but any other //visible// 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).
   * The //Order date// defaults to the current date.  You can change it.    * 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.   * 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 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. +    * If adding a single item, the cursor will go into the //User requested quantity// cell for that item when it has been addedWhen you click on the **New line** button, this window opens:{{ :purchasing:pasted:20201124-032451.png?450 }} 
-<WRAP center round important>+      *  **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:** The quantity of units of the item the customer is requesting. 
 +      * **Comment:** Any comment you want the supplier to see for this item. 
 +      * Click on the **OK** button to add the line to the requisition, click the **OK & Next** button to add this line and empty the window so you can add another item right away or click the **Cancel** button to close the window without adding the current item to the requisition. 
 + 
 +<WRAP center round info>
   * For each item,   * For each item,
     * mSupply already knows //Our stock on hand//     * 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 //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.+    * mSupply calculates the //Months of stock// from //Our current stock on hand// and the //Average monthly consumption// (this is therefore the months of stock at the current rate of consumption).
     * 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, a value of ''0'' will be displayed.     * 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, a value of ''0'' will be displayed.
 +
 +  * 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, and you can change it.   * The //Max MOS// is critical to this calculation, and you can change it.
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 ==== Programs ==== ==== Programs ====
-Activating programs turns on a complex system of managing orders and supplies by program +See the [[items:programs]] page for information on setting up programs.
-Here is an example configured for Côte d'Ivoire:+
  
-{{ :purchasing:pasted:20200413-101116.png?400 }}+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:
  
 +{{ :purchasing:internal_order_program_select.png?400 |}}
  
-**Normal or Emergency Orders:** When creating an order type for [[items:programs|program]], you can indicate that the order type is for a normal or an emergency order. +  * **Order type:** Selecting //General// will create standard, non-program based requisition and none of the Order details section fields will applySelecting //Program// will create a program based requisition and you must fill in the details in the **Order details** section. 
-If you choose //normal order// the ordering rules will be applied, and the order will be calculated for you. +  * **Order details section** 
-You will usually only be able to place one normal order per period. +    * **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 periodEmergency 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
-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.+    * **Supplier:** The supplying store for this store will be selected by default. Other stores can be seleted if required. 
 +    * **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 ===== ===== Purchase orders =====
-This method is deprecated: We suggest you use Internal Orders (above)+  * 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#ordering_items_from_suppliers|Ordering stock from suppliers]] outside of mSupply
 ==== Using a purchase order to order from another 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: 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.+  * In the //Name// field of the purchase order, enter the name of the **store** which will supply your goods.
  
 <WRAP center round important 90%> <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.+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), and the instructions in the remainder of this section do not apply
 + 
 +**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> </WRAP>
  
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 {{ :purchasing:purchase_order_confirmed.png?600 |}} {{ :purchasing:purchase_order_confirmed.png?600 |}}
  
-Once confirmed, it will no longer be possible to modify the purchase order lines, except for updating the expected data of delivery (EDD).+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) ==== ==== 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]]. +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).
 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 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).
  
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 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. 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|6.03. Purchase order categories]]** | | Next: **[[purchasing:purchasing_from_multiple_store|6.05. Ordering from multiple stores]]** //  |+|  //  Previous:  **[[purchasing:show_po_categories|6.03. Purchase order categories]]** | | Next: **[[purchasing:purchasing_from_multiple_store|6.05. Multi-store Purchase Orders]]** //  |
 ---- struct data ---- ---- struct data ----
 +pagestatus.status    : 
 ---- ----
  
  • Last modified: 2020/04/13 10:13
  • by Craig Drown