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purchasing:ordering_from_suppliers [2017/09/11 16:27] – [Heading message] Gary Willetts | purchasing:ordering_from_suppliers [2023/07/27 02:10] – [Calculate required stock quantity] Mark Glover | ||
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{{indexmenu_n> | {{indexmenu_n> | ||
- | ====== Ordering | + | ====== |
+ | |||
+ | <WRAP center round important 60%> | ||
+ | The discussion here is focused on ordering stock from suppliers //outside// of your mSupply system, though the same principles apply when [[purchasing: | ||
+ | </ | ||
- | ===== Introduction to Ordering===== | + | ===== Introduction to ordering===== |
mSupply provides ways for you to generate a Purchase Order with manually or automatically calculated quantities. Each organisation tends to have different requirements for their ordering process, so we have tried to strike a balance between providing different methods and making the ordering module so complex that it is of little use to anyone. | mSupply provides ways for you to generate a Purchase Order with manually or automatically calculated quantities. Each organisation tends to have different requirements for their ordering process, so we have tried to strike a balance between providing different methods and making the ordering module so complex that it is of little use to anyone. | ||
* [[purchasing: | * [[purchasing: | ||
- | * [[purchasing: | + | * [[purchasing: |
- | However | + | Whichever way you create a purchase order, the purchase order window looks like this: |
- | {{ : | + | {{ : |
There is some read-only information at the top of the window which cannot be edited: | There is some read-only information at the top of the window which cannot be edited: | ||
* //Order num//: This is the purchase order' | * //Order num//: This is the purchase order' | ||
* //Confirm date//: The date the purchase order was confirmed. If it has not been confirmed yet, this will be " | * //Confirm date//: The date the purchase order was confirmed. If it has not been confirmed yet, this will be " | ||
- | * //Status//: The current status of the purchase order: | + | * //Status//: The current status of the purchase order - refer [[purchasing:ordering_from_suppliers# |
- | * sg = suggested, the purchase | + | |
- | * cn = confirmed, the purchase order is complete and cannot be edited. Goods can now be received against it | + | |
- | * fn = finalised, the purchase order cannot be edited and goods can no longer be received against it | + | |
* //Store//: The name of the store the purchase order belongs to. | * //Store//: The name of the store the purchase order belongs to. | ||
- | ===== Creating a new (calculated) | + | ===== Creating a new (calculated) |
Before launching into creating a new (calculated) Purchase Order, it is important to understand the logic that mSupply uses. | Before launching into creating a new (calculated) Purchase Order, it is important to understand the logic that mSupply uses. | ||
- | ==== Logic used for calculating | + | ==== Logic used for calculating |
There are three distinct steps required to arrive at Purchase Order quantities for each line of stock: | There are three distinct steps required to arrive at Purchase Order quantities for each line of stock: | ||
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mSupply uses this methodology to produce a suggested order quantities in a number of other places including: | mSupply uses this methodology to produce a suggested order quantities in a number of other places including: | ||
* [[tender_management: | * [[tender_management: | ||
- | * The suggested order report | + | * [[reports: |
To assist in understanding these calculations, | To assist in understanding these calculations, | ||
- | ^ | + | |< 200px 25% 25% 25% 25% >| |
- | ^ Jan | 200 | 1,000 | 1,000 | | + | ^ Month ^ 2013 ^ 2014 |
- | ^ Feb | 250 | 1,050 | 1,100 | | + | ^ Jan | 200 | 1,000 | 1,000 | |
- | ^ Mar | 300 | 950 | 900 | | + | ^ Feb | 250 | 1,050 | 1,100 | |
- | ^ Apr | 350 | 1,000 | 1,000 | | + | ^ Mar | 300 | 950 | 900 | |
- | ^ May | 400 | 1,200 | 1,400 | | + | ^ Apr | 350 | 1,000 | 1,000 | |
- | ^ Jun | 450 | 800 | 600 | | + | ^ May | 400 | 1,200 | 1,400 | |
- | ^ Jul | 500 | 1,000 | 1,000 | | + | ^ Jun | 450 | 800 | 600 | |
- | ^ Aug | 550 | 1,150 | 1,300 | | + | ^ Jul | 500 | 1,000 | 1,000 | |
- | ^ Sep | 600 | 850 | 700 | | + | ^ Aug | 550 | 1,150 | 1,300 | |
- | ^ Oct | 650 | 1,000 | 1,000 | | + | ^ Sep | 600 | 850 | 700 | |
- | ^ Nov | 700 | 1,100 | 1,200 | | + | ^ Oct | 650 | 1,000 | 1,000 | |
- | ^ Dec | 750 | 900 | 800 | | + | ^ Nov | 700 | 1,100 | 1,200 | |
+ | ^ Dec | 750 | 900 | 800 | | ||
- | From this data, the following AMC (Average Monthly Consumption) calculations can be made. | + | From this data, the following |
+ | |< 300px 80% - >| | ||
^ Period | ^ Period | ||
^Last 36 months (Jan 2013 - Dec 2015) | | ^Last 36 months (Jan 2013 - Dec 2015) | | ||
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<WRAP center round info 90%> | <WRAP center round info 90%> | ||
- | mSupply does not use set "minimum" | + | mSupply does not use set 'minimum' |
* The parameters will keep on changing, | * The parameters will keep on changing, | ||
* It takes a lot of manual work to calculate, | * It takes a lot of manual work to calculate, | ||
* The assumptions made in calculating them are often lost. | * The assumptions made in calculating them are often lost. | ||
- | Be assured that the system that mSupply uses will give you much better inventory control! | + | The ‘good’ reason to use ‘minimum’ & ‘maximum’ stock levels is if you don’t have a calculator like mSupply that can quickly and easily calculate the right amount of stock to order. |
- | Having said that, mSupply does allow for minimum stock levels so as to allow you to ensure a minimum quantity of rarely used items. e.g. essential emergency supplies - refer [[items: | + | Having said that, mSupply does allow for minimum stock levels so as to allow you to ensure a minimum quantity of rarely used items. e.g. essential emergency supplies - refer [[items: |
</ | </ | ||
The amount of stock you require to have is based on the forecast of future consumption (previous section), modified by a range of factors including: | The amount of stock you require to have is based on the forecast of future consumption (previous section), modified by a range of factors including: | ||
- | * The **Lead time**: | + | * The **Lead time**: |
- | * The **Ordering cycle**: | + | * The **Ordering cycle**: |
- | * How much **" | + | * The **Buffer |
All of these are measured in months. | All of these are measured in months. | ||
<WRAP center round tip 90%> | <WRAP center round tip 90%> | ||
- | Some agencies recommend | + | Some agencies recommend |
</ | </ | ||
- | <wrap em>Stock required = Lead time + Ordering cycle + buffer stock</ | + | <wrap em>Stock required = Lead time + Ordering cycle + (months of) buffer stock</ |
/* * note that mSupply(r) calculates for how long this order will provide stock coverage, and displays the calculated date.*/ | /* * note that mSupply(r) calculates for how long this order will provide stock coverage, and displays the calculated date.*/ | ||
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Purchase Order quantities are based on the amount of stock required, normally expressed as a number of months of AMC, modified by factors including: | Purchase Order quantities are based on the amount of stock required, normally expressed as a number of months of AMC, modified by factors including: | ||
- | * The current stock level. | + | * The current stock level (note: stock with no expiry date is counted as current stock for this calculation!). |
- | * The amount of stock on backorder to customers | + | * The amount of stock on backorder to customers (if you are running the backorder feature). |
* The amount of stock already on order from Suppliers, but that has not yet arrived in your store. | * The amount of stock already on order from Suppliers, but that has not yet arrived in your store. | ||
- | * The months of anticipated stock-out before the order arrives (more on this below). | ||
- | <wrap em> | + | Purchase order quantity = stock required - current stock level + stock on backorder to customers - stock on order from suppliers. |
+ | |||
+ | If the current stock levels and / or stock on backorder from suppliers is high enough, the above equation produces a negative number. | ||
+ | |||
+ | <wrap em> | ||
<WRAP center round important 90%> | <WRAP center round important 90%> | ||
- | mSupply makes an important | + | It could be important to consider the **months of anticipated stock-out |
- | * You will either obtain the shortfall through another purchase order (an emergency order, or from another supplier), or you will simply run out of stock. | + | |
- | * Your customers will **not** increase their demand in the time immediately after you receive the stock //from this purchase order// to compensate for the stock being unavailable prior to the new order arriving. | + | |
- | **Therefore, mSupply reduces | + | |
- | </WRAP> | + | * You will either obtain the shortfall through another purchase order (an emergency order, or from another supplier), or you will simply run out of stock. |
+ | * Your customers will **not** increase their demand in the time immediately after you receive the stock //from this purchase order// to compensate for the stock being unavailable prior to the new order arriving. /*Note that if you did manage to obtain stock as an an emergency order, or from another supplier, then your customers will have received that stock, and they will still not increase their demand in the time immediately after you receive the stock //from this purchase order//.*/ | ||
+ | * **Ignore it** because: | ||
+ | * Your customers will be using up their buffer stocks while you were out of stock, and so they **will** increase their demand in the time immediately after you receive the stock //from this purchase order// to re-build their buffers. | ||
+ | * MOASO is too complicated to consider and explain! | ||
It can be seen that | It can be seen that | ||
- | * Anticipated Stockout | + | * MOASO = the Lead time - Current stock level + stock on backorder to customers - stock on order from suppliers |
- | If the above equation produces a negative number, this means that there will be no stock-out, and the anticipated stock-out will have no impact on the Purchase order quantity. | + | If the above equation produces a negative number, this means that there will be no stock-out, and the anticipated stock-out will have no impact on the Purchase order quantity. |
- | <wrap em>Anticipated Stockout | + | <wrap em>MOASO = MAX(0,Lead time - Current stock level + stock on backorder to customers - stock on order from suppliers)</ |
+ | |||
+ | The automatic calculation of stock to order in mSupply does not include MOASO: it is described here so that you can manually compensate for it in your choice of months of stock to order if required. | ||
+ | </WRAP> | ||
<WRAP center round box 90%> | <WRAP center round box 90%> | ||
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* Stock already on order from Suppliers = 2 months | * Stock already on order from Suppliers = 2 months | ||
- | Then, Anticipated stock-out | + | Then, MOASO is calculated as: |
- | * = max(0,Lead time - Current stock levels + stock on backorder to customers - stock on backorder from suppliers) | + | * = MAX(0,Lead time - Current stock levels + stock on backorder to customers - stock on backorder from suppliers) |
- | * = max(0, | + | * = MAX(0, |
- | * = max(0,-1) | + | * = MAX(0,-1) |
* = 0 | * = 0 | ||
and Purchase order quantity is calculated as: | and Purchase order quantity is calculated as: | ||
- | * = stock required - current stock level + stock on backorder to customers - stock on backorder from suppliers - months of anticipated stock-out | + | * = MAX(0,stock required - current stock level + stock on backorder to customers - stock on backorder from suppliers - MOASO) |
- | * = 21-5+3-2-0 | + | * = MAX(0,21-5+3-2-0) |
- | * = 17 | + | * = MAX(0,17) |
+ | * = 17 | ||
So **17** months worth of stock //to be ordered// | So **17** months worth of stock //to be ordered// | ||
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* Stock already on order from Suppliers = 2 months | * Stock already on order from Suppliers = 2 months | ||
- | Then, Anticipated stock-out | + | Then, MOASO is calculated as: |
- | * = max(0,Lead time - Current stock levels + stock on backorder to customers - stock on backorder from suppliers) | + | * = MAX(0,Lead time - Current stock levels + stock on backorder to customers - stock on backorder from suppliers) |
- | * = max(0, | + | * = MAX(0, |
- | * = max(0,**3**) | + | * = MAX(0,**3**) |
* = **3** | * = **3** | ||
and Purchase order quantity is calculated as: | and Purchase order quantity is calculated as: | ||
- | * = stock required - current stock level + stock on backorder to customers - stock on backorder from suppliers - months of anticipated stock-out | + | * = MAX(0,stock required - current stock level + stock on backorder to customers - stock on backorder from suppliers - MOASO) |
- | * = 21-5+3-2-3 | + | * = MAX(0,21-5+3-2-3) |
+ | * = MAX(0,14) | ||
* = **14** | * = **14** | ||
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</ | </ | ||
+ | ==== Create a purchase order ==== | ||
+ | Choose **Supplier > New Purchase Order** from the menus. The following window will be displayed: | ||
- | ==== To Create a Purchase Order ==== | + | {{ : |
- | Choose // Supplier > New Purchase Order.// | + | |
- | + | ||
- | In most instances the following window will be displayed: | + | |
- | + | ||
- | {{ : | + | |
This window allows for a number of factors to be entered. | This window allows for a number of factors to be entered. | ||
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Firstly, you have the opportunity to select the order types: | Firstly, you have the opportunity to select the order types: | ||
- | == Order for all suppliers. == | + | == Order for all suppliers == |
* All items in the database will be evaluated to see if they need ordering. | * All items in the database will be evaluated to see if they need ordering. | ||
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{{ : | {{ : | ||
- | * Either click on the //Query items// box, to bring up the //Query Editor// window, and enter the required parameters, or select one or more criteria by placing check marks as appropriate in the three boxes; use of the //Query Editor// is described in detail in the Reports chapter. See [[reports: | + | * Either click on the //Query items// box, to bring up the //Query Editor// window, and enter the required parameters, or select one or more criteria by placing check marks as appropriate in the three boxes; use of the //Query Editor// is described in detail in the Reports chapter. See [[reports: |
== Order for one supplier == | == Order for one supplier == | ||
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* Any items that have a quotation from that supplier that is marked as " | * Any items that have a quotation from that supplier that is marked as " | ||
- | === Calculate | + | === Calculate |
Secondly, the forecast of future consumption will be calculated in accordance with each item's settings as documented in the [[items: | Secondly, the forecast of future consumption will be calculated in accordance with each item's settings as documented in the [[items: | ||
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</ | </ | ||
- | === Calculate | + | === Calculate |
- | + | The months | |
- | The quantity | + | |
Using the same figures as in our worked example above: | Using the same figures as in our worked example above: | ||
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<WRAP center round box 90%> | <WRAP center round box 90%> | ||
- | * Orders take three months to arrive from your supplier | + | * Orders take three months to arrive from your supplier (Lead time = 3 months). |
- | * You order every six months. (Ordering cycle = 6 months) | + | * You order every six months (Ordering cycle = 6 months). |
- | * We want a buffer stock of at least 12 months when a Purchase Order arrives. | + | * We want a buffer stock of at least 12 months when a Purchase Order arrives |
</ | </ | ||
+ | When you click on the //OK// button, mSupply will automatically calculate the Expected delivery date as the current date + the lead time (so, if the current date is 12th April and the lead time is 3 months, the Requested delivery date will be set to 12th July). **This is important because mSupply assumes that your current stock will last until the end of the lead time and will not order stock for that period.** So, even if the //Months stock required// is 9 months, if the lead time is 3 months (and so the //Requested delivery date// is set to 3 months in the future), then only 6 months of stock will be ordered. Of course, you can manually edit the //Requested delivery date// to alter the months of stock that are ordered. | ||
- | <WRAP center round alert 90%> | + | The //Requested delivery date// field is set to the current day by default. If you manually enter a figure in the //Months stock required// field without using the // |
- | * The **Lead time** figure will generate an **Expected | + | |
- | * **BEWARE** | + | <WRAP center round important |
+ | * The **Requested | ||
</ | </ | ||
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If mSupply calculates that any of the lines from the supplier are not required, when this box is checked such lines will appear on the Purchase Order, the order quantity being 0. | If mSupply calculates that any of the lines from the supplier are not required, when this box is checked such lines will appear on the Purchase Order, the order quantity being 0. | ||
- | == Create | + | == Create |
Once you have entered the details, click the //Create order// button. Order generation may take a couple of minutes, depending on how many items need to be evaluated. You will then be presented with the following Alert box: | Once you have entered the details, click the //Create order// button. Order generation may take a couple of minutes, depending on how many items need to be evaluated. You will then be presented with the following Alert box: | ||
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- | ===== Creating a blank Purchase Order ===== | + | ===== Creating a blank purchase order ===== |
Choose // Supplier > New blank Purchase Order// . You are presented with a blank order form, to which you can add items. This form only allows the choice of one supplier. | Choose // Supplier > New blank Purchase Order// . You are presented with a blank order form, to which you can add items. This form only allows the choice of one supplier. | ||
- | {{ : | + | {{ : |
+ | |||
+ | ==== Name ==== | ||
+ | |||
+ | The **name** field is where you choose the supplier you are ordering from (type in the first few characters of the supplier' | ||
+ | |||
+ | ==== Donor ==== | ||
+ | |||
+ | If it has been set in // | ||
+ | |||
+ | ==== Reference ==== | ||
+ | |||
+ | The **Reference** field allows you to enter any relevant information. Anything you type in here will be carried through to the **Their ref** field on the Goods Received note and Supplier Invoices created from the Purchase order (but can be overridden if required). This is true whether the purchase order is created manually or calculated for you by mSupply (as described above). | ||
+ | |||
+ | ==== Requested delivery date ==== | ||
+ | |||
+ | The **Requested delivery date** (RDD = contract delivery date ;-) ) field is for the date you have requested the supplier to deliver the items. | ||
- | The **name** field is where you choose | + | By default the Requested delivery date will be today' |
- | If it has been set in // | + | This is optional unless you have turned on the preference |
- | The **Reference** field allows you to enter any relevant information. | + | ==== Colour ==== |
In the top right hand corner, there is a box where you may select a particular colour from a range of colours - in the window shown below, //blue// has been selected. | In the top right hand corner, there is a box where you may select a particular colour from a range of colours - in the window shown below, //blue// has been selected. | ||
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{{ : | {{ : | ||
- | Once a supplier(**Name**) has been chosen you may enter the item you are ordering by clicking the **New Line** button. | + | ===== Adding Items to the PO ===== |
+ | |||
+ | |||
+ | Once a supplier(**Name**) has been chosen you may add the item(s) you are ordering by clicking the **New Line** button. | ||
{{ : | {{ : | ||
+ | |||
+ | ==== Item ==== | ||
In the **Item** field type the beginning letter of the item you want and hit the //Tab// button. You may then choose the item from the displayed list. If you want to see the entire list of items available type @ and then //Tab//. | In the **Item** field type the beginning letter of the item you want and hit the //Tab// button. You may then choose the item from the displayed list. If you want to see the entire list of items available type @ and then //Tab//. | ||
- | From more information on the other tabs in this window see [[purchasing: | + | For more information on the other tabs in this window see [[purchasing: |
+ | |||
+ | ===== Saving a suggested Purchase Order ===== | ||
- | Once you have chosen | + | Once you have chosen |
{{ : | {{ : | ||
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The Original and Adjusted Quantities columns show the number of packs you ordered multiplied by the number of units in the pack. | The Original and Adjusted Quantities columns show the number of packs you ordered multiplied by the number of units in the pack. | ||
+ | Clicking **OK** here will save the PO with a status of ' | ||
- | ===== Viewing a Purchase Order ===== | ||
- | To view a recently created order choose // Show Purchase Order...// from the // Supplier// menu. | + | ===== Finding a purchase order ===== |
+ | |||
+ | To find a recently created order choose // Show Purchase Order...// from the // Supplier// menu. | ||
Choosing this menu item shows a window where you can enter either the number of recent orders to display or the order number (this is printed on an order if you have printed it out). If you click OK without changing any information you will be shown a list of the 15 most recent orders. | Choosing this menu item shows a window where you can enter either the number of recent orders to display or the order number (this is printed on an order if you have printed it out). If you click OK without changing any information you will be shown a list of the 15 most recent orders. | ||
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- | ==== Buttons in the Purchase Order list Window | + | ==== Buttons in the purchase order list window |
- | {{ : | + | {{ : |
- | == New Purchase Order == | + | === New PO (purchase order) === |
When you click the // New PO// button, a Purchase Order details window is displayed . See "New Purchase Order" below. | When you click the // New PO// button, a Purchase Order details window is displayed . See "New Purchase Order" below. | ||
- | == Delete == | + | === Delete |
- | Any highlighted orders will be deleted by clicking this button. You can delete multiple Purchase Orders by highlighting more than one line. To do so, control-click (command-click on Mac) the lines you wish to highlight. If your orders are finalised, those can not be deleted. If you attempt to delete a finalised order, you will receive an alert message: | + | Clicking the **Delete** |
+ | You can delete multiple Purchase Orders by highlighting more than one line. To do so, control-click (command-click on Mac) the lines you wish to highlight, | ||
+ | </ | ||
- | {{ : | + | * Confirmed POs need to have each line deleted on the PO before the PO itself can be deleted. |
+ | * Finalised POs can not be deleted. | ||
- | == Report == | + | === Report |
Clicking on the **Report** button presents you with the quick report modifier window, from which a simple report can be constructed. This report can be viewed, saved to disk or printed. | Clicking on the **Report** button presents you with the quick report modifier window, from which a simple report can be constructed. This report can be viewed, saved to disk or printed. | ||
- | == Find == | + | === Find === |
This button is very useful for quickly finding a group of Purchase Orders. when you click on the // Find// button, you will be presented with a window with the same functionality as if you chose the Menu item Supplier > Show Purchase Orders (above). | This button is very useful for quickly finding a group of Purchase Orders. when you click on the // Find// button, you will be presented with a window with the same functionality as if you chose the Menu item Supplier > Show Purchase Orders (above). | ||
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{{ : | {{ : | ||
- | == Order by == | + | === Order by === |
The // Order by// button allows you to sort the orders by multiple fields. Otherwise simply clicking on an individual column will also sort the order list by that column. | The // Order by// button allows you to sort the orders by multiple fields. Otherwise simply clicking on an individual column will also sort the order list by that column. | ||
- | == Print == | + | === Print === |
This allows you to print the displayed list of purchase orders. When you click on the **Print** button, it shows two windows. The first is the page setup for your printer, the second allows you to specify how many copies to print. The column sizes set in the list window are reflected in the printed output. | This allows you to print the displayed list of purchase orders. When you click on the **Print** button, it shows two windows. The first is the page setup for your printer, the second allows you to specify how many copies to print. The column sizes set in the list window are reflected in the printed output. | ||
- | == E-mail order(s) == | ||
- | Any highlighted orders will be converted to queued emails. | + | === Customise |
- | + | ||
- | == Customise | + | |
This button allows you to change the columns that are displayed in the list and what order they are displayed in: | This button allows you to change the columns that are displayed in the list and what order they are displayed in: | ||
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See [[tutorial: | See [[tutorial: | ||
- | == Duplicate == | + | === Duplicate |
If you wish to duplicate any orders, highlight desired orders from list and click the " | If you wish to duplicate any orders, highlight desired orders from list and click the " | ||
- | == Split == | + | === Split === |
- | This button allows you to split the selected order between two or more suppliers, and may be used only on orders with a status of // | + | This button allows you to split the selected order between two or more suppliers, and may be used only on orders with a status of //sg//. |
- | ==== Editing a Purchase Order ==== | + | === Finalise |
- | Double-click the order in the list you want to modify. | + | This button allows you to finalise multiple purchase orders at once. Simply highlight a selection of purchase orders |
- | You will be presented with the Edit Purchase Order window: | + | Only Confirmed status purchase orders will be finalised; purchase orders of any other status will be ignored. After finalisation has been carried out you will be told how many were successfully finalised and how many couldn' |
+ | |||
+ | ===== Editing a purchase order ===== | ||
+ | |||
+ | After searching for a Purchase Order, double-click the order in the list you want to modify. | ||
+ | |||
+ | You will be presented with the [[purchasing: | ||
{{ : | {{ : | ||
- | <WRAP center round info 90%> | + | <WRAP center round tip 60%> |
- | If the entire | + | |
+ | You can resize | ||
</ | </ | ||
- | === Split Deliveries === | ||
- | There may be occasions when you want to arrange for split deliveries - for instance if you are placing a single | + | <WRAP center round info 90%> |
+ | If the entire | ||
+ | </WRAP> | ||
+ | === Split deliveries === | ||
- | ===== Editing | + | There may be occasions when you want to arrange for split deliveries - for instance if you are placing a single order for a year's supply, but you want certain items to be delivered in, say, four consignments, |
+ | ===== Editing | ||
To modify an order line, double click on the line you wish to modify. | To modify an order line, double click on the line you wish to modify. | ||
- | |||
- | Note: you can resize the order modifying window to show more lines, or to show more of the item name. To do so, drag the handle in the lower right corner to a new position. | ||
When you double-click an order line (or when you click on the //New line// button) you will be presented with a window allowing you to modify the item, quantity and pack size: | When you double-click an order line (or when you click on the //New line// button) you will be presented with a window allowing you to modify the item, quantity and pack size: | ||
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{{ : | {{ : | ||
- | == Information in the Edit Order Line window == | + | == Information in the Edit order line window == |
== Item == | == Item == | ||
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Here you can modify the item that is being supplied. To change the item, type as much of the item name as you know, then press the tab key. If only one item matches your entry, it will be filled in automatically, | Here you can modify the item that is being supplied. To change the item, type as much of the item name as you know, then press the tab key. If only one item matches your entry, it will be filled in automatically, | ||
- | == Comment == | ||
- | You can enter any information you wish to record about this order line here. Comments will be added to order lines when you email an order to a supplier. | ||
- | == Original quantity | + | == Number of packs == |
The original quantity ordered from the supplier. This information is not modifiable once you have confirmed an order. | The original quantity ordered from the supplier. This information is not modifiable once you have confirmed an order. | ||
== Pack size == | == Pack size == | ||
- | + | This is the pack size you are requesting | |
- | This is the pack size the supplier | + | |
== Units == | == Units == | ||
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The units that the pack is measured in. | The units that the pack is measured in. | ||
- | == Price == | + | == Supplier item code == |
- | The quoted price for this item | + | The Supplier' |
- | == Price extension | + | == Price before discount |
+ | The price quoted by the supplier for one pack (of the pack size shown in the **Pack size** field) of this item. If you enter it here, it will be carried through onto the goods received note and then the supplier invoice. Of course it can be edited on the supplier invoice if the delivered price turns out to be different to what is entered here). Entry of this field can be made mandatory if the preference is turned on (see [[preferences: | ||
+ | == Discount == | ||
+ | Enter any percentage discount that applies to this order. | ||
+ | == Extension == | ||
The price multiplied by the quantity ordered. | The price multiplied by the quantity ordered. | ||
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== Shelf location == | == Shelf location == | ||
- | + | Type the first few characters of location name or code as you know, then press the // Tab// key. If only one location code matches your entry, it will be filled in automatically, | |
- | Type the first few characters of location name or code as you know, then press the // Tab// key. If only one location code matches your entry, it will be filled in automatically, | + | |
== Adjusted quantity == | == Adjusted quantity == | ||
- | The total quantity you now expect to receive from the supplier in all consignments. You can adjust this figure so that the amount received is reduced or increased due to changes | + | The total quantity you now expect to receive from the supplier in all consignments. You can adjust this figure so that the amount received is reduced or increased due to changes |
- | == Refresh | + | == Refresh |
The refresh button (to the right of Volume per pack), on clicking, displays the default volume of the selected item if it has been set previously. Similarly the refresh button next to Shelf location displays the default location. | The refresh button (to the right of Volume per pack), on clicking, displays the default volume of the selected item if it has been set previously. Similarly the refresh button next to Shelf location displays the default location. | ||
The refresh button in the " | The refresh button in the " | ||
+ | |||
+ | == Requested delivery date == | ||
+ | The Requested delivery date for each PO line is inherited from the PO. It can be manually overwritten for each PO line. For example, you may have a PO with a Requested delivery date of 30 June, but you have agreed with the supplier to deliver one of the lines a month earlier, on the 31 May. | ||
+ | |||
+ | == Expected delivery date == | ||
+ | The Expected delivery date can be entered manually at the time of originally populating the PO line, but it would normally be entered once a response from the supplier has been received. | ||
== Comment == | == Comment == | ||
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==== Tabs in the Order line details window ==== | ==== Tabs in the Order line details window ==== | ||
- | == The usage tab == | + | == Usage tab == |
This tab shows the usage for the last 24 months of the item being viewed. This is useful for deciding if reported usage is consistent from month to month, or is due to one or two very large supplies to clients. | This tab shows the usage for the last 24 months of the item being viewed. This is useful for deciding if reported usage is consistent from month to month, or is due to one or two very large supplies to clients. | ||
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{{ : | {{ : | ||
- | == The quotes | + | == Quotes |
This tab shows quotes from suppliers for the item being viewed. | This tab shows quotes from suppliers for the item being viewed. | ||
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{{ : | {{ : | ||
- | == The receipt | + | == Receipt |
This tab shows all goods receipts for the item being viewed. | This tab shows all goods receipts for the item being viewed. | ||
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{{ : | {{ : | ||
- | == The Ledger tab == | + | == Ledger tab == |
* This tab shows supplier and customer invoices for the item being viewed. | * This tab shows supplier and customer invoices for the item being viewed. | ||
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* If you double-click a ledger line, the associated invoice will be opened in a new window | * If you double-click a ledger line, the associated invoice will be opened in a new window | ||
- | ===== Buttons in the Edit Purchase Order Line window | + | ==== Buttons in the Edit purchase order line window ==== |
== OK & Next == | == OK & Next == | ||
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- | ==== Purchase | + | ==== Purchase |
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* Once a PO is confirmed, it has status " | * Once a PO is confirmed, it has status " | ||
* Confirmed POs have the order amount added to the "on order" field for each item, so that if another PO is created for the same item, this quantity already on order will be taken into account. | * Confirmed POs have the order amount added to the "on order" field for each item, so that if another PO is created for the same item, this quantity already on order will be taken into account. | ||
- | * Confirmed POs can not have new lines added to them. However, details | + | * Confirmed POs can have new lines added to them but only with an adjusted quantity, not an original quantity. This is to allow for amendments made by the supplier after they have received the order. |
+ | * Details | ||
+ | * Lines can be deleted form a confirmed purchase order as long as nothing has been received against them on a goods received note. If any part of a line has been received on a goods received note then mSupply will show an alert and will not allow you to delete the line. | ||
* Once no more stock is to be received against a PO, it can be finalised. | * Once no more stock is to be received against a PO, it can be finalised. | ||
* POs that have been finalised have status " | * POs that have been finalised have status " | ||
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- | ==== Buttons | + | ===== Tabs on the Edit Purchase Order window ===== |
+ | ==== The General tab ==== | ||
+ | {{ : | ||
+ | Refer [[purchasing: | ||
+ | === Buttons on the General tab === | ||
- | === New line === | + | == New line == |
Click this button to add a new line to the Purchase Order. You will be shown this window: | Click this button to add a new line to the Purchase Order. You will be shown this window: | ||
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You may enter the quantity of the item either by number of packs or by total quantity. mSupply will automatically fill in the other fields for you. | You may enter the quantity of the item either by number of packs or by total quantity. mSupply will automatically fill in the other fields for you. | ||
- | + | == Delete lines == | |
- | By default the Requested delivery date will be today' | + | |
- | === Delete lines === | + | |
Select one or more lines in the Purchase Order and then click this button to delete the lines from the Purchase Order. | Select one or more lines in the Purchase Order and then click this button to delete the lines from the Purchase Order. | ||
- | === Update EDD === | + | == Update EDD == |
Select one or more lines in the Purchase Order and then click on the Update EDD (Estimated Date of Delivery) button to enter a new date when delivery is expected. | Select one or more lines in the Purchase Order and then click on the Update EDD (Estimated Date of Delivery) button to enter a new date when delivery is expected. | ||
- | === Info === | + | == Info == |
Click the Info button to display information about the Purchase Order including the name of the initials of the Purchase Order creator and modifier - refer figure below. | Click the Info button to display information about the Purchase Order including the name of the initials of the Purchase Order creator and modifier - refer figure below. | ||
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* If there is no name against the Created by and Modified by entries, then this Purchase Order was created / modified on the Primary Server in a synchronised mSupply system. | * If there is no name against the Created by and Modified by entries, then this Purchase Order was created / modified on the Primary Server in a synchronised mSupply system. | ||
</ | </ | ||
- | === Print === | + | == Print == |
Clicking the **Print** button will print the complete Purchase Order form for sending to a supplier. Note that you should fill in relevant details on the //Details// tab before printing the order. | Clicking the **Print** button will print the complete Purchase Order form for sending to a supplier. Note that you should fill in relevant details on the //Details// tab before printing the order. | ||
- | === Confirm | + | == Confirm == |
See the section above on "order status" | See the section above on "order status" | ||
- | ==== Check boxes on the General tab ==== | + | === Check boxes on the General tab === |
- | === Locked | + | == Locked == |
When the locked check box is checked, the Purchase Order cannot be processed to the next status (confirmed or finalized) - refer [[purchasing: | When the locked check box is checked, the Purchase Order cannot be processed to the next status (confirmed or finalized) - refer [[purchasing: | ||
- | === Auto calc usage === | + | == Auto calc usage == |
When the Auto calc usage check box is checked, each time you modify an item line, the usage for that line will be calculated. This is slower, but gives useful information upon which to base your ordering . Note that this option can also be turned on within the order line modifying window. | When the Auto calc usage check box is checked, each time you modify an item line, the usage for that line will be calculated. This is slower, but gives useful information upon which to base your ordering . Note that this option can also be turned on within the order line modifying window. | ||
- | === Print my signature | + | == Print my signature == |
When the Print my signature check-box is checked, the user's signature will be printed on the Purchase Order if it has been loaded - refer [[admin: | When the Print my signature check-box is checked, the user's signature will be printed on the Purchase Order if it has been loaded - refer [[admin: | ||
- | ====Other tabs on the Purchase Order Form==== | + | |
- | === The Details tab === | + | ==== Details tab ==== |
This tab allows you to record a range of information that will be entered on the Purchase Order when it is sent to the supplier. | This tab allows you to record a range of information that will be entered on the Purchase Order when it is sent to the supplier. | ||
- | {{ : | + | {{ : |
- | == PO sent date == | + | === PO sent date === |
Enter the date the Purchase Order was sent to the supplier. When you print a Purchase Order mSupply will offer to fill in this date for you, but you should modify it if necessary to reflect the exact date. | Enter the date the Purchase Order was sent to the supplier. When you print a Purchase Order mSupply will offer to fill in this date for you, but you should modify it if necessary to reflect the exact date. | ||
- | == Contract signed date, Advance paid and Received at port fields == | + | === Contract signed date, Advance paid and Received at port fields |
Enter dates in these fields as appropriate. They are all optional unless any of them are made compulsory by turning on the appropriate preferences on the //Purchase orders 2// tab of the **File > Preferences...** menu item. See [[preferences: | Enter dates in these fields as appropriate. They are all optional unless any of them are made compulsory by turning on the appropriate preferences on the //Purchase orders 2// tab of the **File > Preferences...** menu item. See [[preferences: | ||
- | == Heading message == | + | === Heading message |
- | Any text you enter here (e.g. "Urgent", "Supplementary order for PO 183") will be printed in a large font across the top of the Purchase Order so your supplier will (or at least "should") notice the message. | + | Any text you enter here (e.g. '' |
- | == Expected | + | === Expected |
Enter the date you expect the order to arrive | Enter the date you expect the order to arrive | ||
- | == Goods Received | + | === Goods received |
Fill in the actual delivery date. Leave the date blank for Purchase Orders that have not been delivered | Fill in the actual delivery date. Leave the date blank for Purchase Orders that have not been delivered | ||
- | == Invoice received == | + | === Invoice received |
Enter the date when you received the invoice from the supplier | Enter the date when you received the invoice from the supplier | ||
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Hint: you can find all orders that have not had an invoice supplied by querying on this field. | Hint: you can find all orders that have not had an invoice supplied by querying on this field. | ||
- | == Comment == | + | === Comment |
You can enter any appropriate comments here. | You can enter any appropriate comments here. | ||
- | == Supplier' | + | === Supplier' |
Enter the name of the intermediary party here - if there is one. | Enter the name of the intermediary party here - if there is one. | ||
- | == Delivery method == | + | === Delivery method |
Enter a delivery method (eg " | Enter a delivery method (eg " | ||
- | == Authorizing officers == | + | === Authorizing officers |
Enter the names of the people who are required to sign off the Purchase Order. These names are printed on the Purchase Order. | Enter the names of the people who are required to sign off the Purchase Order. These names are printed on the Purchase Order. | ||
- | == Freight conditions == | + | === Freight conditions |
Enter the delivery address, shipping marks, etc. here. | Enter the delivery address, shipping marks, etc. here. | ||
- | == Additional instructions == | + | === Additional instructions |
Enter any further information you wish to appear on the Purchase Order. | Enter any further information you wish to appear on the Purchase Order. | ||
- | == Commissions and charges fields == | + | === Commissions and charges fields |
Fill in any relevant charges agreed between you and the supplier. Note that any charges that are zero will be skipped when printing the Purchase Order. | Fill in any relevant charges agreed between you and the supplier. Note that any charges that are zero will be skipped when printing the Purchase Order. | ||
- | === The Ad Hoc items tab === | + | ==== Ad hoc items tab ==== |
Here you can display a list of items that have been assigned to the supplier, but not yet added to a Purchase Order. | Here you can display a list of items that have been assigned to the supplier, but not yet added to a Purchase Order. | ||
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Warning: if you delete a line from a Purchase Order it will not have its status updated automatically- it is your job to do so using the Items > Manage Ad Hoc items menu. | Warning: if you delete a line from a Purchase Order it will not have its status updated automatically- it is your job to do so using the Items > Manage Ad Hoc items menu. | ||
- | == New Ad Hoc line button == | + | === New ad hoc line button |
Here you can add an ad hoc item " | Here you can add an ad hoc item " | ||
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Note that the Items > Manage Ad Hoc items menu is the normal route to add, modify and delete Ad Hoc items. | Note that the Items > Manage Ad Hoc items menu is the normal route to add, modify and delete Ad Hoc items. | ||
- | === The Goods Received | + | ==== Goods received |
This is a record of the receipt of the order, and, where multiple deliveries have been made, records each instance. | This is a record of the receipt of the order, and, where multiple deliveries have been made, records each instance. | ||
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{{ : | {{ : | ||
- | === The Invoices | + | ==== Supplier invoices |
- | This tab displays a list of invoices | + | This tab displays a list of invoices |
{{ : | {{ : | ||
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There are two types of invoice that are created directly from Purchase Orders: | There are two types of invoice that are created directly from Purchase Orders: | ||
- | == Supplier invoices are created each time a consignment arrives. == | + | * Supplier invoices are created each time [[purchasing: |
+ | * Customer invoices are created when a supplier invoice is created that contains [[purchasing: | ||
- | - Customer invoices are created when a supplier invoice is created that contains Ad Hoc items. | ||
- | === The Supplier Invoice tab === | ||
- | This tab list Supplier Invoices related to the current Purchase Order. | ||
- | {{ : | + | ==== Log tab ==== |
- | + | This tab records a log of actions | |
- | + | ||
- | === The Log tab === | + | |
- | This tab provides information | + | |
{{ : | {{ : | ||
- | === The Location tab === | + | ==== Location tab ==== |
This tab displays the locations of the items received, if this feature is used. Where details of the volume of available space in any location has been entered, and where details of the area/volume of item pack has also been entered, the remaining available space will be displayed. | This tab displays the locations of the items received, if this feature is used. Where details of the volume of available space in any location has been entered, and where details of the area/volume of item pack has also been entered, the remaining available space will be displayed. | ||
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{{ : | {{ : | ||
- | ==== The Order Menu ==== | + | |
+ | ==== Custom data tab ==== | ||
+ | {{ : | ||
+ | |||
+ | This tab contains all the custom fields created for the purchase order table in the preferences. See the [[preferences: | ||
+ | |||
+ | You can enter any data in the fields as appropriate. When you click on the **OK** or **OK & Next** button the information in the fields is saved. | ||
+ | |||
+ | ==== Documents tab ==== | ||
+ | {{ : | ||
+ | |||
+ | This tab allows you to upload any documents you wish to the purchase order. | ||
+ | |||
+ | To add a document, click on the **Add** button. A new window will open for you to select the file from your computer. Double-click on the file or click on it and click on the **Open** button to add it to the purchase order. | ||
+ | |||
+ | To delete a document from the purchase order, click on the file in the table to select it and click on the **Remove** button. | ||
+ | |||
+ | To view a file or download it, double-click on it in the list. | ||
+ | |||
+ | |||
+ | ==== Order menu ==== | ||
When the order modifying window is being shown, an extra menu is added to the menu bar: | When the order modifying window is being shown, an extra menu is added to the menu bar: | ||
- | {{ : | + | {{ : |
== Copy order to clipboard == | == Copy order to clipboard == | ||
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Copies the order details to the clipboard, so you can paste it into an email or text document. | Copies the order details to the clipboard, so you can paste it into an email or text document. | ||
- | == Export html ... == | + | == Export html... == |
If you want to produce an order which can be saved as a file in html format, use this option. . If you have Excel installed, the report will open in Excel. Note that if you want to keep the Excel file, you should choose File > Save as.. in Excel and choose a location. | If you want to produce an order which can be saved as a file in html format, use this option. . If you have Excel installed, the report will open in Excel. Note that if you want to keep the Excel file, you should choose File > Save as.. in Excel and choose a location. | ||
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Note that you need to have your user permissions "Can add quotations" | Note that you need to have your user permissions "Can add quotations" | ||
- | == Split Deliveries | + | == Split deliveries |
Creating split or multiple deliveries will now be described using the following example. | Creating split or multiple deliveries will now be described using the following example. | ||
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The Purchase Order is modified as follows: | The Purchase Order is modified as follows: | ||
- | * Click on **New line**, and add the item `Normal Saline' | + | * Click on **New line**, and add the item '' |
- | * In the **Number of packs** field, enter 500 | + | * In the **Number of packs** field, enter '' |
- | * In the **Requested Delivery date** enter 1/1/17 | + | * In the **Requested Delivery date** enter '' |
* Click **OK & Next** | * Click **OK & Next** | ||
- | * In the **Number of packs** field, enter 250 | + | * In the **Number of packs** field, enter '' |
- | * In the **Requested Delivery date** enter 1/4/17 | + | * In the **Requested Delivery date** enter '' |
* Click **OK & Next** | * Click **OK & Next** | ||
- | * In the **Number of packs** field, enter 250 | + | * In the **Number of packs** field, enter '' |
- | * In the **Requested Delivery date** enter 1/7/17 | + | * In the **Requested Delivery date** enter '' |
* Click **OK & Next** | * Click **OK & Next** | ||
- | Repeat the last two steps, but enter 1/10/17 in the **Requested Delivery date* field for the final delivery in October. | + | Repeat the last two steps, but enter '' |
To complete the process, delete the line calling for 1250 units on 1/1/17. | To complete the process, delete the line calling for 1250 units on 1/1/17. | ||
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===== Authorising purchase orders ===== | ===== Authorising purchase orders ===== | ||
- | If required, it is possible to turn on authorisation of purchase orders. An unauthorised purchase order will print with an " | + | If required, it is possible to turn on authorisation of purchase orders. See **[[other_stuff: |
- | + | ||
- | To turn on purchase order authorisation, | + | |
- | + | ||
- | When a user is logged into a store with this preference turned on, an // | + | |
- | + | ||
- | {{ : | + | |
- | + | ||
- | Only users with the //Can authorise purchase orders// permission can check the // | + | |
===== Purchase order categories ===== | ===== Purchase order categories ===== | ||
- | Purchase order categories are useful for separating up your purchase orders when reporting. For details about setting them up and assigning them to purchase orders | + | Purchase order categories are useful for separating up your purchase orders when reporting. For details about setting them up and assigning them to purchase orders, see **[[purchasing: |
- | + | \\ | |
- | // Previous: [[tender_management:using_web_tenders|Uploading and Downloading Web Tenders]] | + | \\ |
+ | | | ||
---- struct data ---- | ---- struct data ---- | ||
+ | pagestatus.status | ||
---- | ---- | ||