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receiving_goods:show_outstanding_purchase_order_lines [2017/08/23 08:14] – [Managing outstanding purchase order lines (pipeline stock)] 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 stock) ===== | + | ====== 7.04. Managing outstanding purchase order lines (pipeline stock) |
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. | ||
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{{ : | {{ : | ||
- | Choosing this menu item displays a list of all lines outstanding on all confirmed Purchase Orders; from the drop down list you can restrict | + | **All lines in black** are those where the expected delivery date (EDD) is after the current date i.e. where the // |
- | Double click on a line to display | + | **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. | ||
- | // Previous: [[receiving_goods: | + | 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 displayed in this window at any time by clicking on the **Print** button - as usual, you will be given the option of printing or exporting to Excel. | ||
+ | |||
+ | |||
+ | ==== Update EDD button ==== | ||
+ | If you speak with the supplier about a delivery or receive information from elsewhere about when goods are going to be delivered you can update the expected delivery date for those lines. | ||
+ | |||
+ | 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 ({{:receiving_goods: | ||
+ | * //Search by supplier or code// - will show only those outstanding purchase order lines on purchase orders whose supplier name or code begins with what you type in the textbox | ||
+ | * //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 delivery is less than...// - will show only those outstanding purchase order lines with an expected delivery date less than the number of days you enter in the text box from the current date. | ||
+ | |||
+ | 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 note from (see [[receiving_goods: | ||
+ | |||
+ | 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 orders are a legal contract between you and your supplier, and are often the subject of particular attention by auditors. | ||
+ | |||
+ | 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: | ||
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