other_stuff:virtual_stores

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other_stuff:virtual_stores [2025/08/07 01:42] – [Turn an existing customer into a store] Mark Gloverother_stuff:virtual_stores [2025/08/10 23:33] (current) – [Threshold for understock] Mark Glover
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 As noted above, in a syncing system you must be logged into the central server to create a new store - it will be synced to any site where it is visible to any stores active on that site (which will also include the supplying store). When a store is created, it is made active on the central server by default - see [[synchronisation:sync_sites|sync sites]] if you want to move it to (make it active on) another site. As noted above, in a syncing system you must be logged into the central server to create a new store - it will be synced to any site where it is visible to any stores active on that site (which will also include the supplying store). When a store is created, it is made active on the central server by default - see [[synchronisation:sync_sites|sync sites]] if you want to move it to (make it active on) another site.
-</WRAP> 
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-<WRAP center round alert 90%> 
-<wrap em>After creating the new store, you will not be able to immediately log in to it.</wrap>  To be able to log in to the new store, you will need to give yourself access to the new store as shown in section [[admin:managing_users]].  Any other users who need to access the store will also need their permission altered accordingly. 
 </WRAP> </WRAP>
  
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 == Threshold for overstock == == Threshold for overstock ==
  
-The minimum months of stock an item must have to be considered as overstocked. i.e. in danger of expiring on the shelf before it is used. An alert is triggered for an item if the total quantity in stock (including all batches) divided by the average monthly consumption of the item (calculated using the last 12 months' usage in the current store) is greater than or equal to this threshold number. The default is 6 months.<WRAP center round tip> +The months of stock of an item for it to be considered as overstocked.  In most real-life situations, the volume of storage available is limited and the Threshold for overstock can assist in managing storage space by preventing space being unnecessarily occupied.  An alert is triggered for an item if the total quantity in stock (including all stock lines) divided by the AMC of the item (calculated using the last 12 months' usage in the current store) is greater than or equal to this threshold number.  The default is 6 months.<WRAP center round tip> 
-This value should be set no lower than the maximum amount of stock that you would expect to regularly have in stock.  Based on the formula developed in [[purchasing:ordering_from_suppliers#calculate_required_stock_quantity|Calculating the required stock quantity]], this would be <wrap em>Ordering cycle + (months of) buffer stock</wrap>.  The default value of 6 is suitable for a store with a 2-monthly order cycle.  For a central store with an annual order cycle, then this figure should be set to <wrap em>36</wrap>+Clearly, the Threshold for overstock must be more than the [[other_stuff:virtual_stores#threshold_for_understock|Threshold for understock]].  The default Threshold for overstock value of 6 may be suitable for a store with a 1-monthly order cycle.  For a central store with an annual order cycle, then this figure should probably be set to <wrap em>no less than 36</wrap>
 </WRAP> </WRAP>
  
 == Threshold for understock == == Threshold for understock ==
  
-Also called <wrap em>Buffer stock</wrap>, this is the number of months of stock that an item must have less of, to be considered understocked i.e. in danger of not having enough to meet demand. An alert is triggered for an item is the total quantity in stock(including all batches) divided by the average monthly consumption of the item (calculated using the last 12 months' usage in the current store) is less than or equal to this threshold number. The default is 3 months.<WRAP center round tip> +Also called <wrap em>Buffer stock</wrap>, this is the number of months of stock that an item must have less of, to be considered understocked i.e. in danger of not having enough to meet demand.  An alert is triggered for an item is the total quantity in stock (including all stock lines) divided by the AMC of the item (calculated using the last 12 months' usage in the current store) is less than or equal to this threshold number. The default is 3 months.<WRAP center round tip> 
-This alert should only be triggered when your stock levels fall below your buffer stock levels.  Based on the formula developed in [[purchasing:ordering_from_suppliers#calculate_required_stock_quantity|Calculating the required stock quantity]], <wrap em>Buffer stock (months) = 2 x Ordering cycle</wrap>.  The default value of 3 is suitable for a store with a 6-weekly order cycle.  For a central store with an annual order cycle, then this figure should be set to <wrap em>24</wrap>.  That is a lot of space for a national store with several thousand items :-/+This alert should only be triggered when your stock levels fall below your buffer stock levels.  Based on the formula developed in [[purchasing:ordering_from_suppliers#calculate_required_stock_quantity|Calculating the required stock quantity]], <wrap em>Buffer stock (months) = 2 x Ordering cycle</wrap>.  The default value of 3 is suitable for a store with a monthly order cycle.  For a central store with an annual order cycle, then this figure should be set to <wrap em>24</wrap>.  That is a lot of space for a national store with several thousand items :-/
 </WRAP> </WRAP>
  
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 If you have lots of stores in your data file, managing item visibility can turn into a difficult task. Thankfully, mSupply has some helpful tools to make it simple! There are 2 ways to manage item visibility and you use one or the other, not both: If you have lots of stores in your data file, managing item visibility can turn into a difficult task. Thankfully, mSupply has some helpful tools to make it simple! There are 2 ways to manage item visibility and you use one or the other, not both:
-  - automatically using the Master lists tab or+  - automatically using the Master lists tab (recommended!) or
   - manually using the Visibility tab   - manually using the Visibility tab
  
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 If you have a lot of stores in mSupply, and especially in a syncing system, we recommend that you use master lists to control item visibility, because it means that the visibility of newly created items will be automatically handled correctly. The visibility of items in a store whose visibility is controlled by master lists is immediately updated if any changes are made to any of the master lists. For instance, if a new item is added to a master list controlling visibility then that new item is made visible in all stores that use the master list. And any items deleted from the master list are made invisible in any store using that list. If you have a lot of stores in mSupply, and especially in a syncing system, we recommend that you use master lists to control item visibility, because it means that the visibility of newly created items will be automatically handled correctly. The visibility of items in a store whose visibility is controlled by master lists is immediately updated if any changes are made to any of the master lists. For instance, if a new item is added to a master list controlling visibility then that new item is made visible in all stores that use the master list. And any items deleted from the master list are made invisible in any store using that list.
  
-The first thing to do is to turn on the preference to make master lists control item visibility in stores. Do that in **File > Preferences...** on the //Item// tab - see [[preferences:general#item_tab|General preferences, the item tab]] for details.+The first thing to do is to make sure that you have turned on the preference to make master lists control item visibility in stores. Do that in **File > Preferences...** on the //Item// tab - see [[preferences:general#item_tab|General preferences, the item tab]] for details.
  
 The next thing to do is to create the master list(s) that will control item visibility. See [[items:master_lists|Item master lists]] for details on how to do that. Giving your master lists helpful names will help you remember what they're for e.g. "Store xxx visibility list". The next thing to do is to create the master list(s) that will control item visibility. See [[items:master_lists|Item master lists]] for details on how to do that. Giving your master lists helpful names will help you remember what they're for e.g. "Store xxx visibility list".
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 ==== Deleting a store ==== ==== Deleting a store ====
  
-To delete a store, click on the //Delete// button in the View stores window. **Note:** deletion of a store is a serious thing to do and is only possible when that store contains zero stock and there have been no transactions recorded. mSupply will check and tell you that deletion is not possible if these criteria are not met. If you can't meet these criteria and you still want to stop people using the store then you can [[other_stuff:virtual_stores#disable_this_store|disable it - see above]].+To delete a store, click on the //Delete// button in the View stores window. **Note:** deletion of a store is a serious thing to do and is only possible when that store contains zero stock and there have been no transactions recorded.  mSupply will check and tell you that deletion is not possible if these criteria are not met.  In other words, you can only delete a store that has never been used!  If these criteria are not met and you still want to stop people using the store, then you can [[other_stuff:virtual_stores#disable_this_store|disable it - see above]].
  
 <WRAP center round important 60%> <WRAP center round important 60%>
 If the store is **Active** on another site, then this process will not delete the site. If the store is **Active** on another site, then this process will not delete the site.
 </WRAP> </WRAP>
 +
 +==== Merging stores ====
 +
 +Circumstances change, and you may find yourself in a position where you want to merge two stores.  The main benefit of doing this instead of just [[other_stuff:virtual_stores#disable_this_store|disabling]] one of them, is to combine the historic transaction records of both stores into the combined store so that you don't lose some of the transactions.
 +
 +<WRAP center round alert 60%>
 +Merging stores is not reversible.
 +</WRAP>
 +
 +
 +<WRAP center round important 60%>
 +The merge store feature has only recently been developed (2025).  As you can imagine, merging stores is a fairly sophisticated operation, and, when coupled with migrating the combined store to, say, Open mSupply, it can have unintended consequences.  Because it is such a dangerous operation, stores can only be merged by a member of the mSupply Foundation support team.
 +
 +Please email [[support@msupply.foundation]] so that the support team can test and see if you will encounter any issues, and then, in consultation with you, carry it out on your Central server for you.
 +</WRAP>
 +
 +
  
  
  • Last modified: 2025/08/07 01:42
  • by Mark Glover