issuing_goods:stock_control_methods

Differences

This shows you the differences between two versions of the page.

Link to this comparison view

Both sides previous revision Previous revision
Next revision		 Previous revision
issuing_goods:stock_control_methods [2022/09/05 13:46] – [Entering a requisition] Gary Willettsissuing_goods:stock_control_methods [2025/01/20 22:50] (current) – [Stock supply philosophy] Mark Glover
Line 4: Line 4:
 mSupply is designed for situations such as a central supply facility within a country or region, or within a hospital where the supply of stock to customers is controlled by the supplying facility.  That is, supply of stock to customers is managed by the supplying store. mSupply is designed for situations such as a central supply facility within a country or region, or within a hospital where the supply of stock to customers is controlled by the supplying facility.  That is, supply of stock to customers is managed by the supplying store.
  
-Regardless of who controls the supply of stock, it needs to be made principally on the basis of information about the customer's anticipated usage.  mSupply has several ways of arriving at quantities to be supplied to customers:+Regardless of who controls the supply of stock, it needs to be made principally on the basis of information about the customer's anticipated usage.  mSupply has several ways of arriving at quantities to be supplied to customers, in rough order of sophistication:
  
-  * [[issuing_goods:issuing_goods_customer_invoice|Responding directly to paper-based customer orders/requisitions]] +  * If there is **NO** information from the customer about item usage (AMC) or stock levels, then the supplying store can only 'push' stock to the customer by [[issuing_goods:issuing_goods_customer_invoice|Creating a new Customer Invoice]] with quantities derived from some other sources. 
-  * [[issuing_goods:stock_control_methods#stock_history_method|The stock history method]] +  * If the customer has sent an 'order' or 'requisition' for stock, containing just the quantities of each item required, then the supplying store can at least be informed by these quantities when preparing the Customer Invoice. 
-  * [[issuing_goods:stock_control_methods#imprest_method|The imprest method]] +  * [[issuing_goods:stock_control_methods#imprest_method|The imprest method]] is common in hospitals where the customer can provide the current Stock on Hand (SoH) and there is a long and relatively stable track record of item consumption, from which 'Imprest values' have been calculated manually, outside of mSupply. 
-  * [[issuing_goods:stock_control_methods#response_internal_requisitions|Response requisitions]] +  * [[issuing_goods:stock_control_methods#stock_history_method|The stock history method]] is similar to the imprest method, but lets mSupply calculate the 'imprest values' automatically. 
-    * [[clients:cotedivoire:requisitions|Full Entry of Request & Requisition Forms by the Supplying Facility]] +  * [[issuing_goods:stock_control_methods#response_internal_requisitions|Response requisitions]] is more accurate method for cases where the assumptions required for the imprest and stock history methods are not correct. 
-    * (This was developed for Côte d'Ivoire but can be activated for any country on request)+  * [[clients:cotedivoire:requisitions|Full Entry of Request & Requisition Forms by the Supplying Facility]] is an enhancement to the standard response requisition method. This feature was developed for Côte d'Ivoire but can be activated for any country on request.
  
-Collectively, these are grouped together as different types of **requisition**. When editing an item, you can view all types of requisition records for that item. More information is available on the [[items:item_basics#requisitions|]] page (if you can think of better names, please tell us!).+With the exception of the 'Push' method, collectively, these are grouped together as different types of **requisition**. When editing an item, you can view all types of requisition records for that item. More information is available on the [[items:item_basics#requisitions|]] page (if you can think of better names, please tell us!).
  
 Please note that it is possible for all of these to be done by programme if required - see the [[items:programs|]] page for details. Please note that it is possible for all of these to be done by programme if required - see the [[items:programs|]] page for details.
Line 29: Line 29:
 This window will open, showing you a list of the requisitions already in the system: This window will open, showing you a list of the requisitions already in the system:
  
-{{ :issuing_goods:screenshot_2021-05-11_at_14.30.31.png?700 |}}+{{ :issuing_goods:pasted:20230511-120127.png?700 |}}
  
 +Columns in the table:
   * **ID:** Unique identifier of the requisition.   * **ID:** Unique identifier of the requisition.
   * **Name:** The name of the customer the requisition has been entered for.   * **Name:** The name of the customer the requisition has been entered for.
Line 39: Line 40:
   * **Comment:** The comment entered on the requisition.   * **Comment:** The comment entered on the requisition.
  
-Use the **Show** drop down list to filter the requisitions by status. +Buttons and fields in the window: 
- +  * **Show** drop down list: Use the **Show** drop down list to filter the requisitions by status. 
-After filtering this way, if the list is too long to find a particular requisition you are interested in then you can type something in the **Search** field. If you type anything in the **Search** field, only requisitions with a customer name, requisition number, program or comment that contain what you typed will be displayed.+  * **Search** field: If the list of requisitions is too long to find a particular requisition you are interested in then you can type something in the **Search** field. If you type anything in the **Search** field, only requisitions with a customer name, requisition number, program or comment that contain what you typed will be displayed. 
 +  * **New XX** buttons: To create a new requisition of a particular type (see below), click on the appropriate {{:barcode_scanning:add_icon.png?20|}} button - a new, blank window will open ready for you to enter the requisition. 
 +  * **Delete** button: To delete a requisition, click on it in the list to select it then click on the **Delete** button. You will be asked to confirm the deletion before it is carried out. **Please note:** You cannot delete a requisition if a customer invoice has been created from it - mSupply will tell you if this is the case. You can still delete the requisition but you must delete the customer invoice first. 
 +  * **Finalise** button: This button allows you to finalise multiple requisitions at once. Simply highlight a selection of requisitions in the list and click on the button. Only Confirmed status requisitions will be finalised; requisitions of any other status will be ignored. After finalisation has been carried out you will be told how many were successfully finalised and how many couldn't be updated because they weren't confirmed or because they were in use by someone else.
  
 To edit a particular requisition, double-click on it in the list. A window will open, populated with the requisition's details; the window will be different depending on the type of requisition (see sections below). To edit a particular requisition, double-click on it in the list. A window will open, populated with the requisition's details; the window will be different depending on the type of requisition (see sections below).
- 
-To create a new requisition of a particular type (see below), click on the appropriate {{:barcode_scanning:add_icon.png?20|}} button - a new, blank window will open ready for you to enter the requisition. 
- 
-To delete a requisition, click on it in the list to select it then click on the **Delete** button. You will be asked to confirm the deletion before it is carried out. **Please note:** You cannot delete a requisition if a customer invoice has been created from it - mSupply will tell you if this is the case. You can still delete the requisition but you must delete the customer invoice first. 
 ===== Stock history method ===== ===== Stock history method =====
 The theory behind the stock history method (sometimes referred to as the Historical Logistics Method) is based on the assumption that future customer usage will be similar to historic usage. The theory behind the stock history method (sometimes referred to as the Historical Logistics Method) is based on the assumption that future customer usage will be similar to historic usage.
Line 191: Line 191:
  
  
-If stocktakes are not taken at the pre-determined frequency, and particularly if they are missed, the system will fail. It is a fairly rigid system, in that once set, F, G and H must remain constant. It is frequently used for supplying wards in a hospital setting, where operations are generally more controllable.+If stocktakes are not taken at the pre-determined frequency, and particularly if they are missed, the system will fail. It is a fairly rigid system, in that once set, F, G and H must remain constant. It is frequently used for supplying wards in a hospital setting, where operations are generally more rigidly controlled.
  
 /*  Section that can be added if we need to talk about the UNFPA 'Last Mile' method: A+B-C=D; Supply = 2*D  /*  Section that can be added if we need to talk about the UNFPA 'Last Mile' method: A+B-C=D; Supply = 2*D 
Line 282: Line 282:
  
  ==== Entering a requisition ====  ==== Entering a requisition ====
-To begin the process, choose //Customer > Show requisitions//, and the list of any historic response requisitions is displayed along with the other requisition types. A //Status// of ''sg'' (suggested) means that no customer invoices have been created yet - as soon as the first customer invoice is created, the status will go to ''cn'' (confirmed):+To begin the process, choose //Customer > Show requisitions//, and the list of any historic response requisitions is displayed along with the other requisition types. A //Status// of ''sg'' (suggested) means that no customer invoices have been created yet - as soon as the first customer invoice is created, the status will go to ''cn'' (confirmed). The list looks like this:
  
 {{ :issuing_goods:requisition-list.png.?650 }} {{ :issuing_goods:requisition-list.png.?650 }}
  
-Either double-click on an existing requisition to edit it, or click the **New customer requisition** button to create a new one.  The example below is for a manually entered requisition:+  * **Show** drop down list: Set to //Past 30 days// by default which will show requisitions created in the last 30 days. You can select other options to show thiose with a particular status or entered in different time periods. 
 +  * **Type here to search** field: If you type in here, requisitions for customers with names containing what you type only will be displayed. A good way of finding a particlar requisition if the list is long. 
 + 
 +Either double-click on a requisition in the list to edit it, or click the **New customer requisition** button to create a new one.  The example below is for a manually entered requisition:
  
 {{ :issuing_goods:requisition-edit-1.png.?650 }} {{ :issuing_goods:requisition-edit-1.png.?650 }}
Line 326: Line 329:
  
 Finalised requisitions will no longer appear on reports that show "Remaining Quantities" as pending.  Finalised requisitions are be considered as fully processed. Finalised requisitions will no longer appear on reports that show "Remaining Quantities" as pending.  Finalised requisitions are be considered as fully processed.
 +
 +==== Reference documents ====
 +The Reference documnents tab on a requisition enables you to save documents and other files relating to the requisition. The tab looks like this:
 +
 +{{ :issuing_goods:pasted:20230118-174351.png?650 |}}
 +
 +The table shows you all the files currently uploaded to this requisition.
 +
 +  * **Upload document button:** Click this to upload a document ot the requisition. This will open a window enabling you to search for and select the file on your computer. After you've selected it, click on the **Open** button to upload it. If you upload a file with the same name as one already uploaded, mSupply will upload it as a new version of the already uploaded file.
 +  * **Delete document button:** Select a file in the table by clicking on it and click this button to remove it from the requisition.
 +  * **Download document button:** When you click on this button you are presented with two options:
 +    * **Download:** this will download the file to a location you select on your computer.
 +    * **Download and open:** this will download the file to a location you select on your computer and then attempt to open it using the default application on your computer for that file type. If there is no application associated with the file type on your computer then mSupply will tell you that the file could not be opened.
  
 ==== Requisition categories ==== ==== Requisition categories ====
 +You can assign requisitions to a category for reporting. To setup the categories that users can select from, choose //Special > Requisition categories// from the menus. This window will open:
 +
 +{{ :issuing_goods:pasted:20220905-135120.png?350 |}}
 +
 +This window shows a list of all the requisition categories currently setup. The ones with a tick in the //Is active// column are the ones that can be selected on a requisition. If there is a long list then you can type in the //Type here to search// field to show only categories that contain what you type.
 +
 +To add a new category, click on the **New** button. This window opens:
 +
 +{{ :issuing_goods:pasted:20220905-135425.png?450 |}}
 +
 +Enter a **Description**, click the **OK** button and the new category is added to the list.
 +
 +To edit a category, double-click on it in the list and the same window as creating a new one will open but populated with the selected category's settings. Edit the category's name or the active status and click the **OK** button to save your changes.
  
 +You can quickly set a category as inactive (which means that it will no longer appear in the drop down list for selection on a requisition) by selecting it in the list and clicking on the **Set inactive** button.
 ==== Requisition status ==== ==== Requisition status ====
  
  • Last modified: 2022/09/05 13:46
  • by Gary Willetts