purchasing:purchasing_from_multiple_store

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purchasing:purchasing_from_multiple_store [2020/03/05 03:26] – [6.05. Ordering from multiple suppliers] Mark Gloverpurchasing:purchasing_from_multiple_store [2023/01/16 22:23] (current) – [Creating a new purchase order] Mark Glover
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-======6.05. Ordering from multiple suppliers=======+{{tag>Status:NeedsReview}} 
 +======6.05. Multi-store Purchase Orders =======
 The multi-store purchase order will enable you to create a purchase order that includes lines for many stores at once. The multi-store purchase order will enable you to create a purchase order that includes lines for many stores at once.
- 
-<WRAP center round info 60%> 
-Multi-store purchase orders can only be created and edited in Supervisor mode. 
-</WRAP> 
  
  
 =====Limitations===== =====Limitations=====
-   * You can only create a multi-store purchase order in supervisor mode. +   * You can only create a multi-store purchase order when logged in to the [[other_stuff:misc_topics#supervisor_mode_-_all_stores|Supervisor - All stores]] store. 
-   * You can only create a multi-store purchase order as a blank purchase order. You cannot create a calculated multi-store purchase order yet. +   * You can only create a multi-store purchase order as a blank purchase order. You cannot create a calculated multi-store purchase order (yet;-)). 
-   * You cannot use multi-store purchase orders for transfers between stores. +   * You cannot use multi-store purchase orders to order from another store in the mSupply system. 
-   * For a specific item, you cannot order different pack sizes for different stores. For that specific item all stores must have the same pack size.+   * For a specific item, you cannot order different pack sizes for different stores.  For any item, all stores must have receive the stock in the same pack size.
  
 =====Set up===== =====Set up=====
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   - Add a new line that looks like this (be VERY careful to get the spelling of ''canBeIncludedInMultiStorePOs'' correct.  It is case sensitive):   - Add a new line that looks like this (be VERY careful to get the spelling of ''canBeIncludedInMultiStorePOs'' correct.  It is case sensitive):
  
-{{ :multistorepurchasingsetup.png |}}+{{ :purchasing:purchasing_from_multiple_store:multistorepurchasingsetup.png |}}
  
 ====How it works==== ====How it works====
-===Permission=== +===Permissions=== 
-To be able to create a multi-store purchase order, a user must have permission to create a purchase order ( see link to correct permissions tab [[http://docs.msupply.org.nz/admin:managing_users#the_permissions_tabs | here]], and have access to the supervisor store (see link to supervisor mode [[ http://docs.msupply.org.nz/other_stuff:misc_topics#supervisor_mode_-_all_stores| here]]). +To be able to create a multi-store purchase order the user must have permissions to: 
 +  * Log in to the [[other_stuff:misc_topics#supervisor_mode_-_all_stores|Supervisor - All stores]] 'store' 
 +  * Create a purchase order in the **Supervisor - All stores** 'store' - refer [[admin:managing_users#permissions_tabs|The permission tabs]]
  
-===Display=== 
-Multi-store purchase orders can be identified by an asterisk after the supplier name in the purchase order display list.  
  
-{{ :purchasing:multistorepurchasingdisplay.png |}}  
  
-A multi-store purchase order appears in the purchase order list of each store for which goods have been ordered. When viewed in a particular store, only the lines that belong to that store will be displayed. The screenshot below shows an example: +===Creating a new purchase order===
  
-{{ :multistorepurchasinglinesdislay.png |}} +To create a new multi-store purchase order 
 +  - login to the [[other_stuff:misc_topics#supervisor_mode_-_all_stores|Supervisor - All stores]] 'store'. 
 +  - Choose **Supplier > New blank Purchase Order**. 
 +  - Enter in PO general details as usual.  As with a normal purchase order, only one supplier can be chosen, but for multi-store purchase orders this supplier cannot be an mSupply store in your system.
  
-Furthermore, the displayed lines will not be editable unless you are accessing it in supervisor mode. 
- 
- 
-===Creating a new purchase order=== 
-To create a new multi-store purchase order, login to supervisor mode, choose Supplier > New blank Purchase Order as for a normal blank purchase order. Like a normal purchase order only one supplier can be chosen, but in the case of multi-store purchase orders this supplier cannot be a store.  
 When entering a new line, you will be presented with this window.  When entering a new line, you will be presented with this window. 
  
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-You can choose an item by typing the first few letters of its name or item code in the “Item” field box and press the Tab key. You will be presented with a list of items corresponding to the letters you have entered. Note that since the stock available of all stores could not be displayed at the same time in supervisor mode the quantities shown in the Stock on Hand Column have been set to 0.  +  * Select an item in the normal way. 
-After choosing an item, a line will appear in the table for each of the stores that you have setup to be included in multi-store purchase orders (see Setup (make the word Setup a link to the section) above) will be displayed, along with the default pack size for that item and the current date as the requested delivery date. If the chosen item has been designated as a non-stock item in a particular store, that store’s line will be disabled.  +  * After choosing an item, a line will appear in the table for each of the stores that you have [[purchasing:purchasing_from_multiple_store#set_up|setup]] to be included in multi-store purchase orders, along with the default pack size for that item and the currently set requested delivery date.
  
 {{ :purchasing:multistorepurchasingnewlinewindowwithitem.png |}}   {{ :purchasing:multistorepurchasingnewlinewindowwithitem.png |}}  
  
-For each store, you can specify the number of packs to order. The total quantity will be automatically calculated. If you put a price per pack and a discount, the discounted price per pack will be calculated and applied to each line. You can change the requested delivery date and add an expected delivery date either manually or through the calendar icon on the column to the right. When you click OK, only the lines for which the number of packs is not 0 will be included in the purchase order line. +  * If you put a price per pack and a discount, the discounted price per pack will be calculated and applied to each line. 
 +  * For each store, you can specify the number of packs to order. 
 +  * The total quantity will be automatically calculated. 
 +  * You can change the requested delivery date and add an expected delivery date either manually or through the calendar icon on the column to the right. 
 +  * When you click OK, only the lines for which the number of packs is not 0 will be included in the purchase order. 
  
-The other tabs are the same as normal purchase orders with two exceptions.  +  * The other tabs are the same as normal purchase orders with two exceptions:  
-Firstly, when adding a line for a normal purchase order, the usage is calculated for the current store only. For multi-store purchasing there is now a dropdown list that lets you choose for which store you want the usage to be calculated. +    * [[purchasing:ordering_from_suppliers#usage_tab|Usage tab]]  When adding a line for a normal purchase order, the usage is calculated for the currently logged in store only. For multi-store purchasing there is now a dropdown list that lets you choose for which store you want the usage to be calculated.{{ :purchasing:multistorepurchasingtabs.png |}}  
 +    * [[purchasing:ordering_from_suppliers#ledger_tab|Ledger tab]]  There is also a dropdown list in the ledger tabs, where you can select the store for which you want the ledger to be displayed.
  
-{{ :purchasing:multistorepurchasingtabs.png |}} +===Editing a new purchase order=== 
 +To edit a multi-store purchase order line 
 +  - login to the [[other_stuff:misc_topics#supervisor_mode_-_all_stores|Supervisor - All stores]] 'store'. 
 +  - Open the purchase order 
 +  - Double-click on the line you want to edit.  All the lines pertaining to that item will be loaded.
  
-Secondly, there is also a dropdown list in the ledger tabs, where you can select the store for which you want the ledger to be displayed. 
- 
-===Editing a new purchase order=== 
-To edit a multi-store purchase order line, you must login to supervisor mode. When you have done so, open the purchase order and double-click on the line you want to edit. All the lines pertaining to the same item will be loaded.  
 Here’s an example of a multi-store purchase order opened in supervisor mode: Here’s an example of a multi-store purchase order opened in supervisor mode:
  
-{{ :multistorepurchaseorderedit.png |}} +{{ :purchasing:purchasing_from_multiple_store:multistorepurchaseorderedit.png |}} 
  
-If you click on the first line of the “Acryliser, Electric”, all five stores’ order lines for that item will be loaded.+If you double-click on the first line of the “Acryliser, Electric” item, all five stores’ order lines for that item will be loaded.
  
 {{ :purchasing:multistorepurchaseorderlinesedit.png |}}  {{ :purchasing:multistorepurchaseorderlinesedit.png |}} 
  
-You can change the pack size, the price, the discount and the requested and expected delivery dates. If you put 0 as the number of packs for a line that had previously contained a quantity, this line will be deleted when the user clicks the OK or OK & Next button.  +  * You can change the pack size, the price, the discount and the requested and expected delivery dates. 
 +  * If you put ''0'' as the number of packs for a line that had previously contained a quantity, this line will be deleted when the user clicks the **OK** or **OK & Next** button.
  
 As with normal purchase orders, when a purchase order has been confirmed it is no longer possible to go back and edit the order lines. As with normal purchase orders, when a purchase order has been confirmed it is no longer possible to go back and edit the order lines.
 +
 +===Viewing multi-store POs when logged in to the receiving stores===
 +When logged in to the receiving stores, multi-store purchase orders can be identified by an asterisk (''*'') after the supplier name in the purchase order display list. 
 +
 +{{ :purchasing:multistorepurchasingdisplay.png |}} 
 +
 +  * A multi-store purchase order appears in the purchase order list of each store for which goods have been ordered.
 +  * When viewed in a particular store, only the lines that belong to that store will be displayed - see example: 
 +
 +{{ :purchasing:purchasing_from_multiple_store:multistorepurchasinglinesdislay.png |}} 
 +
 +Furthermore, the displayed lines will not be editable.  To edit the lines, you will need to accessing it in supervisor mode.
  
 ===Goods receipt=== ===Goods receipt===
-Good receipt will function as normal (see the link to Goods Receipt [[ http://docs.msupply.org.nz/receiving_goods:goods_receipts| here]]) but only the lines pertaining to the store you are currently logged in will be available.+Good receipting will function as normal (refer [[receiving_goods:goods_receipts|Goods receipts]]) but only the lines pertaining to the store you are currently logged in to will be available.
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  • Last modified: 2020/03/05 03:26
  • by Mark Glover