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receiving_goods:show_outstanding_purchase_order_lines [2017/07/28 15:38] – Gary Willetts | receiving_goods:show_outstanding_purchase_order_lines [2020/05/19 00:22] (current) – [Why can't we just un-finalise this PO ourselves?] Mark Glover | ||
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- | ===== Managing outstanding purchase order lines (Pipeline | + | ====== 7.04. Managing outstanding purchase order lines (pipeline |
Stock that you have ordered and waiting to be delivered is called your pipeline stock. Sometimes it's helpful and important to monitor this stock so mSupply has functions to help you do that. | Stock that you have ordered and waiting to be delivered is called your pipeline stock. Sometimes it's helpful and important to monitor this stock so mSupply has functions to help you do that. | ||
- | Pipeline stock is represented by all the outstanding purchase order lines i.e. purchase order lines which haven' | + | Pipeline stock is represented by all the outstanding purchase order lines i.e. purchase order lines on **confirmed purchase orders** |
+ | |||
+ | To see all your pipeline stock simply choose **Supplier > Show outstanding PO lines...** from the menus or click on the //Outstanding// icon in the Purchase orders section of the Suppliers tab on the navigator. This window will open: | ||
{{ : | {{ : | ||
- | Choosing this menu item displays | + | **All lines in black** are those where the expected delivery date (EDD) is after the current date i.e. where the //Days to EDD// column (which contains the difference between the EDD for a line and the current date) has a number greater than 0. These are items which are not yet overdue but, if the Days to EDD column contains a small number, you might want to call the supplier to check on the delivery. |
+ | |||
+ | **All lines in red** are those where the expected delivery date is on or before | ||
+ | |||
+ | The //Adjusted quantity// column shows the actual number of items you ordered (number of packs x the packsize). | ||
+ | |||
+ | The //Qty received// column shows the number of items (number of packs x the packsize) yo have already received into mSupply. | ||
+ | |||
+ | The //Qty Outstanding// | ||
+ | |||
+ | Double clicking on any line will open the Purchase Order with that line highlighted. | ||
+ | |||
+ | You can print the list of purchase order lines currently | ||
+ | |||
+ | |||
+ | ==== Update EDD button ==== | ||
+ | If you speak with the supplier | ||
+ | |||
+ | To do this, simply select the lines in the table that are affected then click on the **Update EDD** button. In the window that opens, enter the new EDD for the lines and click on the **Update** button. The EDD is immediately updated for the chosen lines and, if the lines were red, they will turn black. | ||
+ | |||
+ | <WRAP center round tip 90%> | ||
+ | You can select multiple lines to update using the usual Shift+click to select/ | ||
+ | </ | ||
+ | |||
+ | |||
+ | ==== Filtering the list ==== | ||
+ | Sometimes the list of outstanding purchase order lines can be very long (just after running your annual tender for example, or when you have placed several large orders) and it can be hard to find a specific item or items expected from a particular supplier. To help in this situation, mSupply allows you to filter the displayed list. | ||
+ | |||
+ | To do this, select the type of filter you would like to apply by clicking on the filter icon ({{: | ||
+ | * //Search by supplier or code// - will show only those outstanding purchase order lines on purchase orders | ||
+ | * //Item name or code// - will show only those outstanding purchase order lines whose item name or code begins with what you type in the textbox | ||
+ | * //Days to expected | ||
+ | |||
+ | Then enter the value you wish to filter by in the textbox and click on the **Find** button. The list will then be changed to show only those purchase order lines matching the filter you have selected. | ||
+ | |||
+ | |||
+ | ==== Finalising purchase orders ==== | ||
+ | Any outstanding goods on **finalised** purchase orders will **NOT** be included in this window. So, if there are goods that you have ordered but will never receive from a supplier (maybe a substitute item has been shipped or you cancelled part of an order because a supplier said they couldn' | ||
+ | |||
+ | It is good practice to finalise purchase orders for which you have received everything because it also removes the purchase order from the list you can create a goods received | ||
+ | |||
+ | But beware: don't finalise a purchase order **before** you have received everything the supplier is going to send because you won't be able to make any changes to it or receive goods against it using the [[receiving_goods: | ||
+ | |||
+ | |||
+ | === Why can't we just un-finalise this PO ourselves? === | ||
+ | Purchase | ||
- | Double click on a line to display | + | When a PO is finalised, somebody with authority is saying "we are not receiving anything more on this PO" |
+ | * all ordered stock has been delivered | ||
+ | * the supplier has failed to supply in accordance with the PO contract and so is in breach of the contract. | ||
+ | For this reason, mSupply does not have the facility for users to unfinalise a PO. However, mistakes can happen... | ||
+ | <WRAP center round alert 60%> | ||
+ | If you do // | ||
+ | * Sustainable Solutions will need remote access to your database, | ||
+ | * An officer with authority must provide approval for the unfinalisation. | ||
+ | Sustainable Solutions keeps records of all communications and will be able to provide a copy of this approval to your auditor on request.</ | ||
- | // Previous: [[receiving_goods: | + | \\ |
+ | \\ | ||
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