tender_management:creating_purchase_orders

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tender_management:creating_purchase_orders [2019/10/15 05:57] – [Finalising a tender] loutender_management:creating_purchase_orders [2023/05/09 15:36] (current) – [Reports] Gary Willetts
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-{{indexmenu_n>50}} +{{indexmenu_n>70}} 
-===== 15.07. Analysing supplier responses & creating purchase orders =====+====== 18.07. Analysing supplier responses and creating purchase orders ======
 ===== Review ===== ===== Review =====
 At this stage you should already have performed the following: At this stage you should already have performed the following:
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 Here is an example of a tender that has been partially processed, looking at the //Items and Compare prices// tab: Here is an example of a tender that has been partially processed, looking at the //Items and Compare prices// tab:
  
-{{ tender_management:tender_items_tab.png?750 }}+{{ :tender_management:pasted:20230406-113422.png?750 |}}
  
-Two of the lines have been changed to a green colour and the **Show** drop down list just above the list of items has been changed to "Not chosen" so that it displays all the items for which a preferred supplier needs ot be chosen - helpful for seeing what still has to be done!+Two of the lines have been changed to a green colour. The //Preferred supplier// column can contain the following values: 
 +  * **No bids:** no bids from any supplier have been entered for this item. 
 +  * **Not selected:** bids have been entered for the item but none has been selected as preferred yet. 
 +  * **A supplier name:** bids have been entered for the item an one, from the displayed supplier, has been selected as preferred.
  
-If the **Show** drop down list is changed back to "All", all items will be displayed in the list, with the name of the Preferred supplier column for each line shown in the //Preferred Supplier// column.+The **Show** drop down list just above the list of items is currently showing all lines but it has these options: 
 +  * **All:** show all tender lines, no filtering. 
 +  * **Filled:** show only those lines that have had bids entered for them, whether a preferred one has been selected or not (helpful for showing what still needs to be processed). 
 +  * **No bids:** show only those lines that have had no bids entered for them. 
 +  * **Lowest cost not chosen:** show only those lines where a bid has been selected as preferred and it did not have the lowest cost. 
 +  * **0 number of packs:** show only those lines that have zero packs entered for them. This is not possible for manually created tenders but could, in certain circumstances, be possible with auto-generated tenders or tenders downloaded from the [[https://docs.msupply.foundation/health-supply-hub/introduction/|Health Supply Hub]].
  
 ===== Back to the Items and compare prices tab ===== ===== Back to the Items and compare prices tab =====
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 The **Original** column will display the cost of that line if you purchase the tender quantity of that item from the preferred supplier in the currency quoted (The **Original Local** column displays the cost in the local (default or home)currency you are using in mSupply). Note that you might end up editing the quantity on the purchase order to a different value, and then the **PO local** column will have a different value. The **Original** column will display the cost of that line if you purchase the tender quantity of that item from the preferred supplier in the currency quoted (The **Original Local** column displays the cost in the local (default or home)currency you are using in mSupply). Note that you might end up editing the quantity on the purchase order to a different value, and then the **PO local** column will have a different value.
  
-===== Back to the Choose Suppliers and Enter responses tab =====+===== Back to the Choose suppliers and enter responses tab =====
 Just before you create purchase orders for the winning suppliers you might like to see the value that each supplier has won. To do this, click on the //Choose Suppliers and Enter responses// tab and the total value that each supplier has won (i.e. the total value of all the lines where they were selected as the preferred supplier) will be shown in the //Tender value// column. The total amount that each supplier bid will be displayed in the //Total bid// column.  Just before you create purchase orders for the winning suppliers you might like to see the value that each supplier has won. To do this, click on the //Choose Suppliers and Enter responses// tab and the total value that each supplier has won (i.e. the total value of all the lines where they were selected as the preferred supplier) will be shown in the //Tender value// column. The total amount that each supplier bid will be displayed in the //Total bid// column. 
  
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 **Tender lines: lowest price not chosen**: Shows all tender lines which have been chosen as the winning bod when their price was not the lowest. Summary detail shows how much more you will pay than choosing the cheapest lines. **Tender lines: lowest price not chosen**: Shows all tender lines which have been chosen as the winning bod when their price was not the lowest. Summary detail shows how much more you will pay than choosing the cheapest lines.
-===== Setting up Purchase Order (PO) preferences =====+ 
 +**Evaluation report**: Useful for showing all evaluation details or for using during a manual evaluation exercise. Shows all quotes for each item and the outcome of the evaluation (or space for you to enter the outcome). It looks like this: 
 +{{ :tender_management:pasted:20230509-153541.png?950 |}} 
 +===== Setting up purchase order (PO) preferences =====
 Once the choice of preferred supplier has been made for all the items you want to purchase in the tender, the next stage is to generate the Purchase Orders. Once the choice of preferred supplier has been made for all the items you want to purchase in the tender, the next stage is to generate the Purchase Orders.
  
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 Note that the creation of purchase orders from tenders will be [[admin:the_log|logged]] by mSupply. Note that the creation of purchase orders from tenders will be [[admin:the_log|logged]] by mSupply.
  
-==== Creating Purchase Orders with split deliveries ==== +==== Creating purchase orders with split deliveries ==== 
  
   - Go to the **Purchase Orders** tab   - Go to the **Purchase Orders** tab
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 Use the **Delete PO** button to remove a purchase order (highlight to one(s) to delete before clicking the button).  Use the **Delete PO** button to remove a purchase order (highlight to one(s) to delete before clicking the button). 
    
-==== Creating Purchase Orders without split deliveries (single delivery) ==== +==== Creating purchase orders without split deliveries (single delivery) ==== 
 If you aren't creating split deliveries, the first button will be labelled **Create PO** If you aren't creating split deliveries, the first button will be labelled **Create PO**
  
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 {{ tender_management:tender_purchase_order_summary.png?600 |}} {{ tender_management:tender_purchase_order_summary.png?600 |}}
  
-==== Editing Purchase Order Quantities ====+==== Editing purchase order quantities ====
 Once you have created Purchase orders you might want to edit some quantities (for example, you might want the first of two purchase orders for a supplier to have 60% of the total order, and the second purchase order only 40%) Once you have created Purchase orders you might want to edit some quantities (for example, you might want the first of two purchase orders for a supplier to have 60% of the total order, and the second purchase order only 40%)
  
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 When you finalise a tender you will be warned if there are no Purchase orders associated with it because you won't be able to create them later! When you finalise a tender you will be warned if there are no Purchase orders associated with it because you won't be able to create them later!
 </WRAP> </WRAP>
 +
 +
 +===== Field Descriptions and Formulae =====
 +
 +^ Column name   ^ Description    ^ Formula ^
 +| **Price** | The price per pack offered by the supplier | |
 +| **Net Cost** | The cost in local currency (i.e. datafile default currency) of the offered pack size, multiplied by freight factor | Offered price * currency rate * freight factor |
 +| **Local Cost** | Alternative name for Net Cost |  |
 +| **Total Cost** | The Total cost of the offered number of packs in Local Cost | Net Cost * Offered Number of Packs |
 +| **Adjusted Cost** | The cost adjusted by currency, freight factor and item's default pack size for direct comparison between quotes | Net Cost * (Default packsize/Offered packsize)|
 +
 +
 +
 \\ \\
 \\ \\
-|  //  Previous:  **[[tender_management:benchmark_prices|15.06. Benchmark prices for tenders]]** | | Next: **[[tender_management:tender_web_module_for_suppliers|15.08. Supplier instructions for using tender submission web interface]]** //  |+|  //  Previous:  **[[tender_management:benchmark_prices]]** | | Next: **[[tender_management:tender_web_module_for_suppliers]]** //  |
 ---- struct data ---- ---- struct data ----
 +pagestatus.status    : 
 ---- ----
  
  • Last modified: 2019/10/15 05:57
  • by lou