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tenders:introduction [2019/08/02 01:36] – Numbering added to title (temporarily?) to aid revision of the user guide by Support Manager :: Updating footer lou | tender_management:introduction [2023/04/05 14:41] – [Adding items to a tender] Gary Willetts | ||
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<wrap info> | <wrap info> | ||
{{indexmenu_n> | {{indexmenu_n> | ||
- | ====== | + | ====== |
- | + | ||
- | + | ||
===== Introduction ===== | ===== Introduction ===== | ||
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In order to achieve the best value for available funds, it is common practice to seek out the best prices for the medicines that will be required, usually for the forthcoming year, by publishing a tender. Normally, the full tender process creates a lot of work which can be very time consuming and error prone. The mSupply tender module is designed to make the process as simple as possible, to minimise the work involved and to reduce the chance of errors. | In order to achieve the best value for available funds, it is common practice to seek out the best prices for the medicines that will be required, usually for the forthcoming year, by publishing a tender. Normally, the full tender process creates a lot of work which can be very time consuming and error prone. The mSupply tender module is designed to make the process as simple as possible, to minimise the work involved and to reduce the chance of errors. | ||
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The work flow for using the tender module is: | The work flow for using the tender module is: | ||
- Prepare list of items and quantities. See [[introduction# | - Prepare list of items and quantities. See [[introduction# | ||
- | - Distribute list to suppliers. See [[tenders: | + | - Distribute list to suppliers. See [[tender_management: |
- | - Create benchmark prices. See [[tenders: | + | - Create benchmark prices. See [[tender_management: |
- | - Evaluate received quotations. See [[tenders: | + | - Evaluate received quotations. See [[tender_management: |
- | - Select preferred suppliers. See [[tenders: | + | - Select preferred suppliers. See [[tender_management: |
- | - Create Purchase Orders. See [[tenders: | + | - Create Purchase Orders. See [[tender_management: |
From your usage history, mSupply can prepare a list of items and anticipated quantities. This list is distributed to suppliers, who are invited to submit, after a reasonable period of time, their quotations, inclusive of all additional charges., e.g. freight. | From your usage history, mSupply can prepare a list of items and anticipated quantities. This list is distributed to suppliers, who are invited to submit, after a reasonable period of time, their quotations, inclusive of all additional charges., e.g. freight. | ||
- | The list may be uploaded to the web, and interested suppliers invited to submit their quotations online; conventional | + | The list may be uploaded to the web, and interested suppliers invited to submit their quotations online. Conventional |
Once all the quotations have been received, mSupply will assist in processing them, comparing quotations, performing necessary currency conversions where appropriate, | Once all the quotations have been received, mSupply will assist in processing them, comparing quotations, performing necessary currency conversions where appropriate, | ||
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Select //Show tenders...// | Select //Show tenders...// | ||
- | {{ tenders: | + | {{ tender_management: |
A window is shown with a list of current tenders (if any) and some options: | A window is shown with a list of current tenders (if any) and some options: | ||
- | {{ tenders: | + | {{ tender_management: |
The //Show// drop down list is a filter which allows the list of tenders displayed to be changed: | The //Show// drop down list is a filter which allows the list of tenders displayed to be changed: | ||
- | {{ tenders: | + | {{ tender_management: |
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Two options are available : | Two options are available : | ||
- | * //New Generated Tender// Once you have been running mSupply for a year, and providing that year is fairly typical of your overall usage, the // New Generated Tender// is recommended; | + | * //New Generated Tender// Once you have been running mSupply for a year, and providing that year is fairly typical of your overall usage, the // New Generated Tender// is recommended; |
* //New Tender// - allows you to create the tender manually and is a more labour intensive process. | * //New Tender// - allows you to create the tender manually and is a more labour intensive process. | ||
- | {{ tenders: | + | {{ tender_management: |
- | Note that the creation (or deletion!) of a new tender will be [[admin: | + | <WRAP center round important 60%> |
+ | * The creation (or deletion!) of a new tender will be [[admin: | ||
+ | * All tenders belong to the store they are created in and will not be accessible in other stores (but [[other_stuff: | ||
+ | </ | ||
- | Also note that all tenders belong to the store they are created in and will not be accessible in other stores (but [[other_stuff: | + | ==== New generated tender |
- | ==== New Generated Tender | + | |
To have mSupply automatically create a suggested tender based upon your projected demand, click on the New Generated Tender button, and confirm your intention by clicking // Yes// on the // Confirm// window. | To have mSupply automatically create a suggested tender based upon your projected demand, click on the New Generated Tender button, and confirm your intention by clicking // Yes// on the // Confirm// window. | ||
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This window will appear. You may recognise it from the Item usage report, suggested order report and the [[purchasing: | This window will appear. You may recognise it from the Item usage report, suggested order report and the [[purchasing: | ||
- | {{ tenders: | + | {{ tender_management: |
You can tailor your search by item in the usual way. Clicking the refresh button (double arrows near the centre) shows an estimate of how many items will be processed. Further refinements can be added. | You can tailor your search by item in the usual way. Clicking the refresh button (double arrows near the centre) shows an estimate of how many items will be processed. Further refinements can be added. | ||
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Processing all this data may take some minutes if you have a lot of stock items recorded in your system, so mSupply will ask you if you've got the time to do it. If you do, click `Yes'. A progress indicator will show you how much work is left to be done. When mSupply has finished processing everything, it will let you know: | Processing all this data may take some minutes if you have a lot of stock items recorded in your system, so mSupply will ask you if you've got the time to do it. If you do, click `Yes'. A progress indicator will show you how much work is left to be done. When mSupply has finished processing everything, it will let you know: | ||
- | {{ tenders: | + | {{ tender_management: |
Auto-generated tenders may be rather large, so you may wish to process several tenders with more specific criteria rather than one huge one at once. | Auto-generated tenders may be rather large, so you may wish to process several tenders with more specific criteria rather than one huge one at once. | ||
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You can choose to look at your tender immediately, | You can choose to look at your tender immediately, | ||
- | {{ tenders: | + | {{ tender_management: |
- | + | ||
- | Points to note here: | + | |
+ | <WRAP center round important 60%> | ||
* Several default values have been entered for the **Description** (made up of the tender number, date and time of creation and number of months stock required), **Issue** (the current date) and **Response by** (one month from the current date) dates and **Our ref** (//AUTO// followed by the tender' | * Several default values have been entered for the **Description** (made up of the tender number, date and time of creation and number of months stock required), **Issue** (the current date) and **Response by** (one month from the current date) dates and **Our ref** (//AUTO// followed by the tender' | ||
- | * There are no units chosen | + | * The pack size will be determined by the [[items: |
+ | * If the item has no defined [[items: | ||
+ | * Tender auto-generation will therefore be most useful if values are set for preferred pack size and units for the items. | ||
+ | </ | ||
- | A pack size of 1 is usually assumed because mSupply looks for the default pack size and default unit for each item as it creates the tender (these values are set when editing Items - see [[items: | + | ==== New tender (manually entered) ==== |
- | ==== New Tender [manually entered] ==== | + | |
To create a new tender manually, having opened the // Tenders// window by clicking on // Show tenders// on the menu, click the // New Tender // button. | To create a new tender manually, having opened the // Tenders// window by clicking on // Show tenders// on the menu, click the // New Tender // button. | ||
This window opens: | This window opens: | ||
- | {{ tenders: | + | {{ tender_management: |
Here you can fill in basic information about the tender. | Here you can fill in basic information about the tender. | ||
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* // | * // | ||
- | ===== Tabs on the Tender Details | + | ===== Tabs on the tender details |
Details of the tender are managed through the tabs on the Tender Details window: | Details of the tender are managed through the tabs on the Tender Details window: | ||
- | {{ tenders: | + | {{ tender_management: |
- | ==== Items and compare prices ==== | + | ==== Items and compare prices |
* This tab displays by default when you open a tender for editing. It displays the items currently included in the tender, and by selecting ' | * This tab displays by default when you open a tender for editing. It displays the items currently included in the tender, and by selecting ' | ||
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Note that changes to tender lines will be [[admin: | Note that changes to tender lines will be [[admin: | ||
- | ==== Notes ==== | + | ==== Notes tab ==== |
* This tab shows a field where you can add notes about your tender. This will not print on the documentation sent to suppliers. | * This tab shows a field where you can add notes about your tender. This will not print on the documentation sent to suppliers. | ||
* To start a new line (as with any text box), press Shift+Enter (although any long lines will wrap). See below for an example: | * To start a new line (as with any text box), press Shift+Enter (although any long lines will wrap). See below for an example: | ||
- | ==== Choose suppliers and enter responses ==== | + | ==== Choose suppliers and enter responses |
- | * The use of this tab is used to manage sending of the tender to suppliers, and entering their responses | + | * The use of this tab is used to manage sending of the tender to suppliers, and entering their responses. See the [[tender_management: |
- | ==== Standard conditions ==== | + | ==== Standard conditions |
- | * The use of this tab is described | + | * The use of this tab is described |
- | ==== Purchase | + | ==== Purchase |
- | * The use of this tab is described | + | * The use of this tab is described |
- | ==== Reference | + | ==== Reference |
- | * The use of this tab is described | + | * The use of this tab is described |
- | ==== Tender | + | ==== Tender |
- | * The use of this tab is described | + | * The use of this tab is described |
- | ==== Synchronise ==== | + | ==== Synchronise |
- | * This tab will only appear if you are using the remote tender module have set up your remote tender preferences. The process and use of this tab is described | + | * This tab will only appear if you are using the remote tender module have set up your remote tender preferences. The process and use of this tab is described |
- | ==== Log ==== | + | ==== Log tab ==== |
* This tab shows recent events relating to this particular tender. It will show, for example, changes in prices or other significant events. You cannot edit the details on this tab. If an event fails to be logged for any reason while the tender is being processed, you will be given an appropriate warning message. | * This tab shows recent events relating to this particular tender. It will show, for example, changes in prices or other significant events. You cannot edit the details on this tab. If an event fails to be logged for any reason while the tender is being processed, you will be given an appropriate warning message. | ||
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To add an item to a tender, click the //New line// button on the //Items and Compare Prices// tab.You will be shown a window like this, which opens at the // Set tender item criteria // tab: | To add an item to a tender, click the //New line// button on the //Items and Compare Prices// tab.You will be shown a window like this, which opens at the // Set tender item criteria // tab: | ||
- | {{ tenders: | + | {{ tender_management: |
- Type as much of the item name or code as you know, then press the //Tab// key. If only one item matches your entry, it will be filled in. If multiple items match, you will be shown the standard item choice list to choose the item you want. Any details completed in the //Full description// | - Type as much of the item name or code as you know, then press the //Tab// key. If only one item matches your entry, it will be filled in. If multiple items match, you will be shown the standard item choice list to choose the item you want. Any details completed in the //Full description// | ||
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- Entries in the //Comment// field are for your internal use, and won't be printed on the tender documents you present to suppliers. | - Entries in the //Comment// field are for your internal use, and won't be printed on the tender documents you present to suppliers. | ||
- In the // | - In the // | ||
+ | - The //Product specifications// | ||
- Click on //OK & next// to add the next item to the tender, and when you are finished, click on //OK//. | - Click on //OK & next// to add the next item to the tender, and when you are finished, click on //OK//. | ||
- The addition of a new line will be [[admin: | - The addition of a new line will be [[admin: | ||
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- | The second tab //Compare supplier responses//, | + | The second tab //Compare supplier responses//, |
==== Deleting tender items ==== | ==== Deleting tender items ==== | ||
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Here's how the // Edit tender// window looks when the item Ranitidine 25mg/mL injection has been selected; the automatically generated tender has calculated that 1023 ampoules are required; here you can edit the quantity to conform with, say a pack size of 10, so you would adjust the pack size to 10, and the quantity to 102 or 103. | Here's how the // Edit tender// window looks when the item Ranitidine 25mg/mL injection has been selected; the automatically generated tender has calculated that 1023 ampoules are required; here you can edit the quantity to conform with, say a pack size of 10, so you would adjust the pack size to 10, and the quantity to 102 or 103. | ||
- | {{ tenders: | + | {{ tender_management: |
Note that any changes to a tender line are [[admin: | Note that any changes to a tender line are [[admin: | ||
+ | |||
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- | | // Previous: | + | | // Previous: |
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