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tender_management:introduction [2019/10/16 16:53] – Emily Porrello | tender_management:introduction [2023/05/09 14:22] (current) – [New tender (manually entered)] Gary Willetts | ||
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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 (auto-generation) ==== | ==== New generated tender (auto-generation) ==== | ||
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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) ==== | ||
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* //Creation date:// The date the tender was created. This defaults to today' | * //Creation date:// The date the tender was created. This defaults to today' | ||
* //Issue date:// The date the tender is/was sent to suppliers. This also defaults to today' | * //Issue date:// The date the tender is/was sent to suppliers. This also defaults to today' | ||
- | * //Response by date:// The date by which suppliers must respond to the tender. | + | * //Response by date:// The date by which suppliers must respond to the tender. |
* //Status:// Tenders can have a status of sg/cn/fn (suggested, confirmed or finalised), which signifies its passage through the overall tender process. To change the status of the tender, simply select the new status from the drop down list and click on the **OK** button to save all changes. You will be asked to confirm a change because it has a significant impact on the editability of the tender. These are what the statuses mean: | * //Status:// Tenders can have a status of sg/cn/fn (suggested, confirmed or finalised), which signifies its passage through the overall tender process. To change the status of the tender, simply select the new status from the drop down list and click on the **OK** button to save all changes. You will be asked to confirm a change because it has a significant impact on the editability of the tender. These are what the statuses mean: | ||
* Suggested status - tender is still being built. Everything is editable. | * Suggested status - tender is still being built. Everything is editable. | ||
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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 tab ==== | ==== Items and compare prices tab ==== | ||
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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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==== Choose suppliers and enter responses tab ==== | ==== Choose suppliers and enter responses tab ==== | ||
- | * 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 tab ==== | ==== Standard conditions tab ==== | ||
- | * The use of this tab is described | + | * The use of this tab is described |
==== Purchase order tab ==== | ==== Purchase order tab ==== | ||
- | * The use of this tab is described | + | * The use of this tab is described |
==== Reference documents tab ==== | ==== Reference documents tab ==== | ||
- | * The use of this tab is described | + | * The use of this tab is described |
- | ==== Tender | + | ==== Tender preferences tab ==== |
- | * The use of this tab is described | + | * The use of this tab is described |
==== Synchronise tab ==== | ==== Synchronise tab ==== | ||
- | * 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 tab ==== | ==== Log tab ==== | ||
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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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- | | // Previous: | + | | // Previous: |
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