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--- receiving_goods:custom_stock_fields [2016/04/19 13:25] – created Gary Willetts
+++ receiving_goods:custom_stock_fields [2020/03/13 17:38] (current) – Gary Willetts
@@ Line 1: / Line 1: @@
-====== Custom stock fields ======
+{{indexmenu_n>50}}
+====== 7.05. Custom stock fields ======
+Custom stock fields are a useful way of tracking your stock. You can think of them as providing stock tags or categories which can be seen wherever stock is viewed throughout the system and can be used for filtering reports.
-{{entry>25.Receiving Goods/30.Custom stock fields|*}}
+There are 8 custom stock fields available. The first 4 are free text (the user can enter any text they like) and the final 4 allow the user to select values from preset lists defined by you.
-Yes
+===== Setting them up =====
-===== What/Who is a Donor? =====
+You turn them on in the stock tab of File > Preferences. See [[preferences:general#stock|here]] for details.
-In mSupply, we have the idea of a "name" - a name can be a customer, a supplier, a patient, etc.
-A name can also be a donor. A donor is the organisation that has either paid for or somehow managed the supply of certain items.
+To define the lists the user can select from for custom stock fields 5 to 8, click on the //Item > Show custom stock field value lists...// menu item. This window is displayed:
-In some cases the supplier will also be the donor, but mSupply allows you to specify the donor for each incoming item independently of the supplier.
+{{ :receiving_goods:custom_stock_fields_preset_lists.png?400 |}}
-For example, Global Fund might agree to supply certain malaria medicines, and then contract a supplier to deliver them to you. mSupply allows you to record this accurately, and to track and report on all the stock and transactions relating to a particular donor.
+In the //Show// drop down list, select the custom stock field you want to add/edit/delete values for. Note that the items in the list will be "Custom stock field 5" to "Custom stock field 8" but those fields which have been given a Display name in the preferences will be replaced by it. In our example, Custom stock field 5 has been given the display name "Programme":
-===== Using the Donor Module =====
+{{ :receiving_goods:custom_stock_field_lists_detail.png?300 |}}
-To use the donor module, you must first turn it on. You can do this by going to File > Preferences > Invoices 1 and checking the check box beside **Allow tracking of received stock by donor**
+The custom stock field values table below the drop down list shows all the values currently in the list for the selected field.
-Once you have done this you can add donors.
+**New button** Click on this to enter a new item for list for the custom stock field currently selected in the show drop down list. Note that the list of items will always be displayed in ascending alphabetical order for a user to choose from.
-===== Adding or Editing Donors =====
-To add or edit a donor you should first bring up the list of donors. Do this from the Navigator. Go to the **Suppliers** tab > Show Suppliers and check the box beside **Donors** so that the list shows donors rather than suppliers. Click **Find**.
+**Delete button** select an item in the list and click on this button to delete an item from the list
-This will bring up a new window. It will show any donors you have added. You can add donors using the tool bar at the top of the window. You can edit a donor by double-clicking on it. A donor can also be a supplier and/or a manufacturer etc. or they can be just a donor.
+**Double click** on an item in the list to edit its name
-===== Track a Donor in mSupply =====
+===== Using them =====
-  * This section describes how to create a donor in mSupply and record that donor against items from purchase from Supplier to distribution to customer.
+Now that they have been set up, when you receive goods in on a supplier invoice the enabled custom fields will appear on the supplier invoice line detail window. Enter the values in there as you receive stock into mSupply. The values will then appear wherever you see stock in the system e.g. on the stock tab of an item's details window.
-  * Before we track our medicine donor we need to switch on a preference in mSupply that allows tracking to happen.
-    * Click drop down menu **File> Preferences...** click tab **Invoice 2** and check the box **Allow donor tracking on received goods**.
-{{ 0_pref_allow_donor_tracking.png?650 }}
+The fields will also be available for filtering on when you are running any of the stock based reports.
-=== Create a Purchase Order - record donor ===
+\\
-  * Click on **Navigator> Suppliers> Create Blank Order** The below screen will appear.
+\\
-  * Note the Donor field in this window. The value you enter here will be passed through to receipt and dispatch. This is good for traceability of donor medicines.
+|  //  Previous:  **[[Receiving_goods:show_outstanding_purchase_order_lines|7.04. Managing outstanding purchase order lines (pipeline stock)]]** | | Next: **[[receiving_goods:donors|7.06. Managing donors]]** //  |
-{{ 1_0_new_PO.png?650 }}
-  * Type a supplier name and then type @ in field **Donor** and press the **TAB** button. This displays the below window.
-{{ 1_choose_donor_name.png }}
-  * In this window click button **New** to add a new donor to mSupply. Clicking button **New** displays the below window.
-{{ 2_create_new_donor.png?650 }}
-  * Now add your donor details and click **OK**. Click **OK** again to return to your Purchase Order entry screen.
-  * Note that the newly created donor appears in the **Donor** field.
-  * Add you Item line(s), check your order is correct and click button **Confirm** to make the order available for Goods Receipt.
-{{ 3_donor_PO.png?650 }}
-=== Receive Donated Goods ===
-  * Click on **Navigator> Suppliers> New Goods Received**  The below window will appear.
-  * In field Supplier type the supplier for whom you just created the above Purchase Order.
-  * Click button **Add from Purchase Order** and choose the order that you just created and click button **Use**.
-  * Note that once you return to the main Goods Receipt window the Donor's name is now present in the Donor field.
-{{ 4_donor_GR.png?650 }}
-  * Enter the batch and expiry details for the item(s) you are receipting and once you are happy the Goods receipt accurately reflects the stock that has entered your Store click button **Finalise** to make the Goods Receipt available for introducing to inventory and uneditable.
-=== Supplier Invoice ===
-  * Clicking finalise on the Goods Receipt generates the Supplier Invoice - a representation in mSupply of the invoice for the goods from the supplier.
-{{ 5_donor_SI.png?650 }}
-  * Note that you can see the Donor's name in field **Donor**.
-{{ :receiving_goods:donor_default_donor.jpg |}}
-  * When you add a new incoming good you can enter the donor in the box with the other details of the item.
-{{ :receiving_goods:donor_item_receive.jpg |}}
-  * If you are adding multiple goods from the same donor, you can enter a donor in the **Default Donor** box. Any goods you enter while a default donor is entered will automatically have that donor.
-{{ :receiving_goods:donor_default_donor.jpg |}}
-  * If you change the default donor for other items, the previous goods will keep the name of the default donor at the time you added them. You can still add goods from other donors while there is a default donor.
-  * Once you are happy the money values on the Supplier invoice are accurate click checkbox **Hold** to remove the tick. This introduces the items to stock so that they are available for distribution.
-  * Click button **OK** to return to the Navigator.
-===Customer Invoice ====
-  * Now that we have our donated stock available for distribution click **Navigator> Customers> New Customer Invoice**  The below window will appear
-{{ 7_donor_CI.png?650 }}
-  * Select a customer, click button **New Line** and in the item detail window that appears locate you donated stock.
-{{ 6_donor_CI_line_detail.png?650 }}
-  * Note the donor code appears in the item line listbox labelled **Donor** so that you can distinguish your donated stock from other stock lines.
-  * Note also the batch and expiry details we entered at the Goods Receipt stage.
-  * Enter a quantity to distribute and click button **OK** to return to the main Customer Invoice window.
-  * Now click button **OK** to pick and/or despatch the donated stock to your customer.
-// Previous: [[show_outstanding_purchase_order_lines|Outstanding Purchase Order]]     Next: [[:issuing_goods:issuing_goods_customer_invoice|Issuing goods]]//
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