Differences
This shows you the differences between two versions of the page.
Both sides previous revision Previous revision Next revision | Previous revision | ||
tutorial:full_tutorial [2019/07/31 06:58] – lou | tutorial:full_tutorial [2020/08/27 04:46] (current) – Standard tip box size rowena | ||
---|---|---|---|
Line 1: | Line 1: | ||
+ | {{indexmenu_n> | ||
+ | ====== 3.01. The tutorial like no other ====== | ||
- | {{indexmenu_n>302}} | + | <WRAP center round tip 550px> |
- | ====== 3.2. The tutorial like no other ====== | + | \\ **For a glossary of terms please refer to section [[about: |
+ | </ | ||
+ | Only mSupply(r)' | ||
+ | ===== mSupply explained ===== | ||
- | If some of the terms used below are not clear, please see [[about: | + | This chart shows the common steps in most pharmaceutical supply processes. |
- | + | ||
- | Only mSupply(r)' | + | |
- | + | ||
- | ===== mSupply Explained ===== | + | |
- | + | ||
- | This chart shows the common steps in most pharmaceutical supply processes. | + | |
==== mSupply work flow diagram ==== | ==== mSupply work flow diagram ==== | ||
Line 18: | Line 17: | ||
- | The two most common transaction types in mSupply(r) are the **supplier invoice (si)** and the **customer invoice (ci)** . These transactions record stock purchases from suppliers, and stock supplies to customers. mSupply(r) records | + | The two most common transaction types in mSupply are the **supplier invoice (si)** and the **customer invoice (ci)**. These transactions record stock purchases from suppliers, and stock supplies to customers |
Of course, there is much more to it than that, but these two transactions are the core of the system. | Of course, there is much more to it than that, but these two transactions are the core of the system. | ||
- | Note that mSupply(r) has dozens of preference settings (**File> | + | Note that mSupply has dozens of preference settings (**File> |
- | Before starting the tutorial, you will need to have installed mSupply(r), and opened the example database. If you haven' | + | Before starting the tutorial, you will need to have installed mSupply and opened the example database. If you haven' |
- | <WRAP center round tip 90%> | + | <WRAP center round tip 550px> |
- | mSupply(r) runs best with a screen resolution of 1024 or 768 or greater. If you have your screen set to 950 x 850 or lower, some windows will not fit on the screen. To change screen resolution: | + | mSupply runs best with a screen resolution of 1024 x 768 or greater. If you have your screen set to 950 x 850 or lower, some windows will not fit on the screen. To change screen resolution: |
- | * Windows: | + | * Windows: |
* Macintosh: Choose **Apple** > **System Preferences...** then click on the **Displays** icon and set a new resolution | * Macintosh: Choose **Apple** > **System Preferences...** then click on the **Displays** icon and set a new resolution | ||
</ | </ | ||
- | ===== Opening the example data file ===== | ||
- | |||
- | You will have two icons on your desktop - double-click the **mSupply** icon. | ||
- | |||
- | If you are opening mSupply(r) for the first time, the program should automatically open the example data file. | ||
- | |||
- | The full path to the data file is displayed, along with other useful information by choosing **Menu > | ||
- | |||
- | {{ : | ||
- | |||
- | If you have already been using mSupply(r) and have another data file open, but would like to open the example data file for use with this tutorial, then you can use the mSupply(r) menu **File > Open data file... **to open the example data file. In Windows, by default the example data folder is stored inside **c:/ | ||
- | |||
- | {{ : | ||
- | |||
- | <WRAP center round tip 90%> | ||
- | If you have chosen a different location from the one suggested by the installer, the example folder will be in your chosen location. | ||
- | </ | ||
- | |||
- | |||
- | |||
- | A password entry window is presented as mSupply(r) opens up a data file. The message panel informs the user that the example data base is in use. | ||
- | |||
- | {{ : | ||
- | |||
- | The **" | ||
- | |||
- | The **Choose store ....** . drop-down list will display **General**, | ||
- | |||
- | ===== The Navigator ===== | ||
- | |||
- | ==== Overview ==== | ||
- | |||
- | The mSupply(r) Navigator provides access to most of the functions you will be using regularly in mSupply(r). You will learn that many of these functions may also be opened with shortcut key sequences from the various **Menu items**, and once you have gained some experience, you may find it quicker to use the shortcuts. | ||
- | |||
- | {{ : | ||
- | |||
- | <WRAP center round tip 90%> | ||
- | The Navigator always opens at the **Customers** screen in Store mode, shown above, or the **Patients** screen in Dispensary mode, shown below: | ||
- | </ | ||
- | |||
- | |||
- | {{ : | ||
- | |||
- | Displayed along the top of the screen are four items of information: | ||
- | |||
- | * the **mode** selected at logon (store or dispensary), | ||
- | * the **store** in which you are working - for most users, " | ||
- | * the active **data file**, | ||
- | * the **user** currently logged on. | ||
- | |||
- | Immediately below this, there are six large icons, **Customers** //or// **Patients, Suppliers ....... Admin** ." Click on the icon appropriate to the task you are performing, and you will be presented with a panel displaying annotated icons listing the available functions and procedures; these are in turn selected either by clicking on the icon of your choice with the mouse, or by advancing through the icons with the right or left arrow keys and pressing the **Enter** key. You will be using the **Items** panel of the Navigator in the next step in the tutorial, and as the same procedures are common to all panels, you will quickly become familiar with them. | ||
- | |||
- | The bottom right area of the Navigator screen is available for displaying your own logo - the logo of "Acme Medical Supplies" | ||
- | ===== Creating and viewing items ===== | ||
- | |||
- | ==== Creating a new item ==== | ||
- | For this section of the tutorial, we are going to add two new items to our mSupply(r) database. | ||
- | From the Navigator' | ||
- | |||
- | {{ : | ||
- | |||
- | and the following screen appears: | ||
- | |||
- | {{ : | ||
- | |||
- | * Click on the **New item** icon | ||
- | * You are presented with a window with a number of fields to enter: | ||
- | |||
- | {{ : | ||
- | |||
- | Below is a list of fields and the text to be entered into each field. Use the Tab key to advance from field to field or, using the mouse, click on the field you want to edit. | ||
- | |||
- | **Type: **The default entry **normal** is shown in the drop-down list, and should not be changed. | ||
- | |||
- | **Item code:** Enter **amo500c** then press the Tab key to advance to the next field. | ||
- | |||
- | **Item name:** Enter **Amoxycillin 500mg tab/cap** then press the Tab key to advance to the next field | ||
- | |||
- | <WRAP center round tip 90%> | ||
- | Continue to use the //Tab// key for the rest of the tutorial when you need to advance to the next field. | ||
- | </ | ||
- | |||
- | |||
- | **Units: **" | ||
- | |||
- | **Price list: **Click in the box so a check appears in it. This means that when we export a price list, the price for this item will be included. | ||
- | |||
- | **Shelf location: **Enter **a3.** Amoxycillin is stored on shelf 3 in the " | ||
- | |||
- | **Preferred pack size: **Enter **100**. This means we want a 100 unit pack to be our standard for comparing prices of this item. | ||
- | |||
- | **Category: **If a list of categories has been defined, this field allows the item which is being added to be placed in its appropriate category. | ||
- | |||
- | **Normal stock, Critical stock, Essential drug, ATC category, DDD value, DDD factor, Weight, Non stock item, Default customer: **For this tutorial, ignore these fields and leave them blank. | ||
- | |||
- | Click the **OK & Next** button to add this item to mSupply(r). The window' | ||
- | |||
- | <WRAP center round tip 90%> | ||
- | If you have no more items to add, click the //OK// button to add only the item just added and exit. If you accidentally click //OK & Next// and then want to exit, just click the //Cancel// button. The Amoxycillin 500mg tab/cap would still be entered, as it was saved when you pressed the //OK & Next// button. | ||
- | </ | ||
- | |||
- | |||
- | Proceed to add a further item with the following details: | ||
- | |||
- | Note that if you make a mistake, you can click in a field and edit the value. | ||
- | |||
- | <WRAP center 90%> | ||
- | ^ Field ^ Enter.... | ||
- | | Item code | " | ||
- | | Item name | " | ||
- | | Units | " | ||
- | | Price list | check the check box. | | ||
- | | Shelf location | ||
- | | Preferred pack size | enter " | ||
- | </ | ||
- | |||
- | Click //OK// now that you have added the item, then click //Cancel// to exit the window. | ||
- | |||
- | Congratulations! You have now added 2 items to our example data file. Let's go and see how to find them. | ||
- | |||
- | ==== Viewing item details ==== | ||
- | |||
- | Click on **Show items** from the Navigator' | ||
- | |||
- | {{ : | ||
- | |||
- | You will be presented with a window to find items: | ||
- | |||
- | {{ : | ||
- | |||
- | * Type " | ||
- | * A list of all the items whose name or code starts with " | ||
- | |||
- | {{ : | ||
- | |||
- | * We will choose the Amoxycillin 250mg tabs/caps - an item that was already in the example data file. To choose the item, double-click anywhere on its line in the window. | ||
- | * You will now be presented with a window that displays a lot of information about " | ||
- | |||
- | {{ : | ||
- | |||
- | * At this stage, we only want to know how to view the information. For an explanation of all the information displayed see [[items: | ||
- | * When you have finished viewing the information, | ||
- | * If you want to view a different item, you can double-click its line. Otherwise click the X button in the top right corner (on Windows) or the top left corner (on a Mac) to exit to the **Navigator**. | ||
- | |||
- | ===== Customers, Suppliers, and Contacts ===== | ||
- | |||
- | ==== Adding a Customer or Supplier ==== | ||
- | |||
- | For this tutorial example, we will first add a new supplier, then add a new customer. | ||
- | |||
- | === Adding a Supplier === | ||
- | |||
- | From the Navigator' | ||
- | |||
- | You will be shown this window to enter the details: | ||
- | |||
- | {{ : | ||
- | |||
- | You can now enter the details for your new Supplier. | ||
- | |||
- | ^ Field ^ What to do.... | ||
- | | Code | Enter " | ||
- | | Charge to | Enter " | ||
- | | Name | Enter "Acme Pharmaceuticals" | ||
- | | Master ID | Ignore for now | | ||
- | | Category | ||
- | | Customer check box | Leave this box unchecked, as we are entering a new Supplier. | ||
- | | Supplier check box | As you chose "new supplier" | ||
- | | Manufacturer | ||
- | | Benchmark | ||
- | | Contact | ||
- | | Email, Web site etc. | Fill in with the appropriate details | ||
- | | Status | ||
- | | Hold checkbox | ||
- | | Preferred checkbox | ||
- | | Price Category | ||
- | | Supplier details | ||
- | | Currency | ||
- | | Margin | ||
- | | Freight factor | ||
- | | Other || | ||
- | | Category 1-6 | Ignore for now | | ||
- | | Custom 1-3 | Ignore for now | | ||
- | | Flag | Ignore for now | | ||
- | | Comment | ||
- | | Print invoices | ||
- | | Address | ||
- | | Address, Main & Postal address. | ||
- | |||
- | |||
- | If you are satisfied with the details, click **OK** . You will be returned to the mSupply(r) startup screen. | ||
- | === Adding a Customer === | ||
- | |||
- | From the Navigator' | ||
- | |||
- | Fill in the fields as follows: | ||
- | ^ Field | ||
- | | Code | Enter " | ||
- | | Charge to | Enter " | ||
- | | Name | Enter "Blue Cross Hospital" | ||
- | | Master ID | Ignore for now | | ||
- | | Category | ||
- | | Customer check box | As you chose "new customer" | ||
- | | Supplier check box | Leave this box unchecked, as we are not entering a new Supplier. | ||
- | | Manufacturer, | ||
- | | Status | ||
- | | Hold checkbox | ||
- | | | | | ||
- | | Price Category | ||
- | | Contact | ||
- | | email, web site, etc. | You can complete these with appropriate values. | ||
- | | Other || | ||
- | | Category 1-6 | Ignore for now | | ||
- | | Custom 1-3 | Ignore for now | | ||
- | | Flag | Ignore for now | | ||
- | | Comment | ||
- | | Print invoices | ||
- | | Addresses | ||
- | | Address, Main, Postal and Shipping address. | ||
- | |||
- | |||
- | Click the // OK// button to save the details and exit the window. | ||
- | |||
- | ==== Editing a Customer or Supplier ==== | ||
- | |||
- | Let's now look up "Acme Pharmaceuticals" | ||
- | |||
- | * Choose // Show suppliers// ... from the Navigator' | ||
- | |||
- | {{ : | ||
- | |||
- | For this tutorial, just click the //Find// button - you will get a full list of all suppliers. | ||
- | \\ | ||
- | <WRAP center round help 90%> | ||
- | For information on the Normal - Fuzzy slider, see [[names: | ||
- | </ | ||
- | |||
- | |||
- | \\ | ||
- | \\ | ||
- | {{ : | ||
- | |||
- | * Double-click the "Acme Pharmaceuticals" | ||
- | |||
- | {{ : | ||
- | |||
- | * Note the window has " | ||
- | * Click on the " | ||
- | {{ : | ||
- | * Click on the // New Note// button. Today' | ||
- | * Enter "This is a test note" then click the // OK// button. | ||
- | {{ : | ||
- | * The first line of your note text will appear in the list of notes. | ||
- | * Click // OK// to exit viewing/ | ||
- | |||
- | ===== Viewing location in Google maps ===== | ||
- | |||
- | If the precise geographical location of the supplier or customer is known, the **Lat** and **Long** fields can be completed in the //Photo// tab. Entries are made in these fields thus: | ||
- | |||
- | * decimal degrees, and not degrees, minutes and seconds | ||
- | * in the **Lat** field, locations south of the Equator are entered as negative - i.e. the number is preceded by a ' | ||
- | * in the **Long** field, locations west of the Prime meridian are entered as negative - i.e. the number is preceded by a ' | ||
- | |||
- | <WRAP center round tip 90%> | ||
- | Don't know a precise location? Using Google Maps find the desired location and place the cursor on it. Right click and select **What' | ||
- | </ | ||
- | |||
- | |||
- | |||
- | In our example, the location of the imaginary Acme Pharmaceuticals is on Chetrapati in Kathmandu. Click on the **Google Maps** button to display a map of the vicinity, with the precise location pinpointed by a green arrow. | ||
- | |||
- | {{ : | ||
- | | ||
- | |||
- | ===== Enter incoming goods (a supplier invoice) ===== | ||
- | |||
- | In some countries an invoice for incoming goods is referred to as a " | ||
- | |||
- | Let's suppose we have just received a shipment containing two items from Acme Pharmaceuticals, | ||
- | < | ||
- | | From: Acme PharmaceuticalsBill no.: | ||
- | ^ Item ^ Quan ^ Pack ^ Batch ^ Expiry | ||
- | | Amoxycillin Caps 250mg | 1000 | 100 | b93333 | ||
- | | Cotrimoxazole 240mg/5mL susp | 65 | 60 | bb23d | 31/ | ||
- | | Cotrimoxazole 240mg/5mL susp | 100 | 60 | bb22d | 31/ | ||
- | | | ||
- | < | ||
- | |||
- | Choose **Supplier > New invoice** from the menu or navigator. | ||
- | {{ : | ||
- | |||
- | The cursor will be positioned in the // Name// field. Type " | ||
- | |||
- | {{ : | ||
- | |||
- | In our case the supplier " | ||
- | |||
- | Type " | ||
- | |||
- | In the // Comment// field you can type a comment or information to identify the invoice. | ||
- | |||
- | Note that the margin is showing as 10 percent (the percentage that will be added to your cost price to obtain the selling price). | ||
- | |||
- | Click the // New line// button to add the first invoice line. You will be presented with the window for adding invoice lines. | ||
- | |||
- | {{ : | ||
- | |||
- | * The cursor will be positioned in the // Item// field. Type " | ||
- | * Enter the number of packs received in the // Quantity// field: " | ||
- | * Enter the pack size: " | ||
- | * The cursor will now be in the location field. Ignore this for now and press Tab again. | ||
- | * You can also ignore the Volume per pack field and press Tab to keep going. | ||
- | * Enter the batch number: " | ||
- | * Enter the expiry date: " | ||
- | * In the " | ||
- | * The table shown in the picture at the bottom appears if you have //Show previous purchases// checked in your preferences. It will show purchases you have made of this item in the past. | ||
- | * //Donor// is the donor who provided funds for the goods on this invoice. You can create donors by activating donor tracking in File/ | ||
- | |||
- | As we have another line to add, click the // OK and Next// button. The entry is recorded, and the window is now blank to accept your second invoice line. | ||
- | |||
- | * Enter " | ||
- | * Enter the remaining invoice details for " | ||
- | * num units: " | ||
- | * pack size: " | ||
- | * batch: " | ||
- | * expiry: " | ||
- | * price: " | ||
- | |||
- | Click the // OK & Next// button to save the details and start to enter another item. | ||
- | |||
- | Now enter the third item on the supplier invoice from the example invoice from Acme Pharmaceuticals example invoice above. | ||
- | |||
- | When you have finished, click the // OK// button to take you back to the main list of invoices. | ||
- | |||
- | Our invoice will now have 3 items added to it. The invoice total should read " | ||
- | |||
- | {{ : | ||
- | |||
- | If you have made a mistake, click on the relevant line , which will now be highlighted; | ||
- | There are 3 icons in the lower left corner of the invoice window. | ||
- | |||
- | {{ : | ||
- | |||
- | - This allows you to rearrange the order in which the lines are shown on the invoice | ||
- | - Here you can make a note of anything relevant to this invoice | ||
- | - This will copy the details of the invoice to the clipboard | ||
- | |||
- | |||
- | Now click the // OK// button. As long as you have left the " | ||
- | |||
- | {{ : | ||
- | |||
- | As this invoice is a " | ||
- | |||
- | NOTE - As of mSupply(r) v190, a more precise alternative for entering received goods has been implemented. [[receiving_goods: | ||
- | ===== Enter outgoing goods (a customer invoice) ===== | ||
- | |||
- | Now let's suppose we have just received an order as follows: | ||
- | < | ||
- | |||
- | ^ From: | Blue Cross Hospital | ||
- | ^ Order number: | ||
- | | Delivery: Express courier please | ||
- | ^ Item ^ Quan ^ | ||
- | | Amoxycillin 250mg tab/ | ||
- | | Cotrimoxazole 240mg/5mL susp | 120 | | ||
- | |||
- | < | ||
- | |||
- | Choose New Invoice from the Customer menu, and the following window appears: | ||
- | |||
- | {{ : | ||
- | |||
- | Type " | ||
- | |||
- | * In the **Their ref** field enter " | ||
- | * In the **Comment** field enter "This afternoon by courier" | ||
- | * Click the **New line** button to add a line to the invoice. You are presented with the "Add item" window. | ||
- | |||
- | {{ : | ||
- | |||
- | Enter the following details: | ||
- | |||
- | * Type " | ||
- | |||
- | {{ : | ||
- | |||
- | * You will see that a list of available stock has appeared in the window, and the cursor has moved to the **Line number** field. Enter " | ||
- | |||
- | {{ : | ||
- | |||
- | * Quantity field - the line we have chosen has a pack size of " | ||
- | |||
- | Click the **OK & next** button to add the second line of the order. | ||
- | |||
- | This time enter " | ||
- | |||
- | {{ : | ||
- | |||
- | Note that in the list of available stock, the second line we entered from "Acme pharmaceuticals" | ||
- | |||
- | Line 1 is selected, despite the fact that there is insufficient stock of line 1 to meet the order of 120. Nevertheless, | ||
- | |||
- | {{ : | ||
- | |||
- | For this tutorial, choose **Distribute** (which is likely to be your normal choice), and the necessary stock to complete the order will be drawn from another batch/other batches, starting with the batch which will be the first to expire. There will be occasions, however, when you wish to override this automatic means of distribution, | ||
- | |||
- | Click the // OK & Next// button | ||
- | |||
- | Because the invoice has not been confirmed, the " | ||
- | |||
- | Click // OK// as we are finished entering lines. You will be returned to the main Customer invoice window. | ||
- | |||
- | {{ : | ||
- | |||
- | At the bottom right of the invoice you will see the invoice total. | ||
- | |||
- | * As the customer has requested an express courier, we will charge them Rs200 for the service (Rs = " | ||
- | * There, enter " | ||
- | * In the " | ||
- | |||
- | Now we are ready to print a packing slip. Make sure that **Print** is checked in the bottom right corner, and click **OK**; a window appears displaying your print options: | ||
- | |||
- | {{ : | ||
- | |||
- | We want to print a packing slip, so the default settings suit our purpose. You will notice the packing slip printed | ||
- | |||
- | ==== Confirming the invoice: ==== | ||
- | |||
- | Let's suppose the order was successfully packed according to the packing slip, and you now want to confirm the order and print an invoice to pack with the goods. (We're in a hurry - the express courier is on her way!) | ||
- | |||
- | First, we need to look up the invoice. Here's an easy way to look up the last invoice you have entered: | ||
- | |||
- | * Choose **Show invoices..** from the **Customer** menu. | ||
- | * If you know the invoice number (printed on the packing slip) you can enter it. To bring a list of the most recent invoices, you enter the number of invoices to view. As we know the invoice we want is the last one to be entered, we just type " | ||
- | |||
- | Click the **Confirm** truck icon, | ||
- | |||
- | {{ : | ||
- | |||
- | and today' | ||
- | |||
- | The invoice is confirmed, and you are given the opportunity to print an invoice. | ||
- | |||
- | ===== Entering Quotations ===== | ||
- | |||
- | mSupply(r) allows you to keep a record of prices that suppliers have quoted to you. Let's assume that you have just received 2 quotations for Amoxycillin 250mg capsules; one of the companies has used US dollars for their quotation, and the other has used British pounds, so before entering the details of the quotations, it is necessary that both of these currencies are recognised. To achieve this, choose the menu item **Special > Currencies**, | ||
- | |||
- | {{ : | ||
- | |||
- | Click on the New button, and a window appears which allows you to enter another currency: | ||
- | |||
- | {{ : | ||
- | |||
- | Enter " | ||
- | |||
- | Once you have performed this, the Currencies window should look like this: | ||
- | |||
- | {{ : | ||
- | |||
- | We're now ready to proceed. | ||
- | |||
- | To enter a quotation: | ||
- | |||
- | - Choose **Items > Show items** | ||
- | - Type " | ||
- | - Double-click the " | ||
- | - The item view window, on the left, has vertical content list (General, Usage, Quotes). Click the **Quotes** line. | ||
- | - Click the "New Quote" button. | ||
- | - Note that the item is entered for us. We need to choose a supplier and enter their price details. | ||
- | - Enter " | ||
- | - Their price is US $3.50 per 100 capsules, so enter " | ||
- | - Click **OK** to save the entry | ||
- | - Now click "new quote" again and enter the following details: | ||
- | |||
- | < | ||
- | ^ Supplier ^Gold Medical Supplies^ | ||
- | | Currency | Sterling [GBP] | | ||
- | | Price | 20.00 | | ||
- | | Pack size | 1000 | | ||
- | < | ||
- | |||
- | Click **OK** when you are done. | ||
- | |||
- | Now we can see the list of quotes, which should look like this: | ||
- | |||
- | {{ : | ||
- | |||
- | Notice how the adjusted price takes into account differences in pack size and currency, so you can easily compare suppliers. | ||
- | |||
- | Thanks for working through the tutorial. We hope you learnt something useful, and now feel confident to start using mSupply(r)! | ||
- | |||
- | ===== Where to now? ===== | ||
- | * Use the example database to experiment with different commands as you read about them in the user guide. | ||
- | * Have a "dummy run" at starting a new data file and using it. | ||
- | * Return to our main documentation page at {{http:// | ||
\\ | \\ | ||
\\ | \\ | ||
- | | // Previous: | + | | // Previous: |
---- struct data ---- | ---- struct data ---- | ||
+ | pagestatus.status | ||
---- | ---- | ||