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tender_management:introduction [2019/10/15 04:47] – ↷ Links adapted because of a move operation lou | tender_management:introduction [2023/05/09 14:05] – [Adding items to a tender] Gary Willetts | ||
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<wrap info> | <wrap info> | ||
{{indexmenu_n> | {{indexmenu_n> | ||
- | ====== | + | ====== |
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===== 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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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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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. | ||
{{ tender_management: | {{ 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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{{ tender_management: | {{ 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. | ||
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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: | ||
- | {{ tender_management: | + | {{ 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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* Tender lines with predicted cost | * Tender lines with predicted cost | ||
* Tender lines where the lowest price was not chosen. | * Tender lines where the lowest price was not chosen. | ||
- | * // | + | * // |
* //Search items// text box: as you type in this text box, only items whose names start with what has been typed will be displayed in the table. You can use the " | * //Search items// text box: as you type in this text box, only items whose names start with what has been typed will be displayed in the table. You can use the " | ||
* //Show// drop down list: is another way to change what items are displayed in the table. Selecting one of these options will override anything typed in the //Search items// text box: | * //Show// drop down list: is another way to change what items are displayed in the table. Selecting one of these options will override anything typed in the //Search items// text box: | ||
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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: | ||
- | {{ tender_management: | + | {{ 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// | ||
- | - Fill in the number of packs you wish to purchase, | + | - Fill in the pack size and number of packs you wish to purchase, |
- Choose the units you wish to use. | - Choose the units you wish to use. | ||
- You may optionally enter a price per pack figure in the //Estimated price// field. | - You may optionally enter a price per pack figure in the //Estimated price// field. | ||
- 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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Note that any changes to a tender line are [[admin: | Note that any changes to a tender line are [[admin: | ||
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