items:master_lists

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items:master_lists [2025/07/28 03:45] – [4.04. Item master lists] Mark Gloveritems:master_lists [2026/09/21 02:34] (current) – [Removing an item from a master list when it is currently in stock] Jonna Quismundo
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 {{ :items:item_mstr_list.png?300 }} {{ :items:item_mstr_list.png?300 }}
  
-If the list of master lists is long, you can tyoe something in the //Search master lists// field and the list will only show master lists that contain what you have typed.+If the list of master lists is long, you can type something in the //Search master lists// field and the list will only show master lists that contain what you have typed.
  
 <WRAP center round important 60%> <WRAP center round important 60%>
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 == Is default price list == == Is default price list ==
-If checked then tells mSupply to use the unit prices set on this master list as the unit sell price for those items instead of other prices. This price will be applied ot prescriptions as well as customer invoices.+If checked then tells mSupply to use the unit prices set on this master list as the unit sell price for those items instead of other prices. This price will be applied to prescriptions as well as customer invoices.
 === Buttons on the Master list window === === Buttons on the Master list window ===
  
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-When master lists are controlling visibility of items (see the [[other_stuff:virtual_stores#master_lists_tab_and_visibility_tab_controlling_item_visibility|26.07. Virtual stores]] page for details) then removing an item from a master list will make it invisible in all stores where that master list is used. However, if there is stock of that item in the store, the stock remains visible and can no longer be distributed to a recipient, it can only be removed with an inventory adjustment or sent back to the supplier on a supplier credit.+When master lists are controlling visibility of items (see the [[other_stuff:virtual_stores#master_lists_tab_and_visibility_tab_controlling_item_visibility|26.07. Virtual stores]] page for details) then removing an item from a master list will make it invisible in all stores where that master list is used. However, if there is stock of that item in the store, the stock remains visible and the stock can be removed by distributing it, making an inventory adjustment, or returning it to the supplier on a supplier credit.
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 The master list is copied to the clipboard when this button is clicked so that you can paste it into other applications on your computer e.g. a word processor or spreadsheet application. The master list is copied to the clipboard when this button is clicked so that you can paste it into other applications on your computer e.g. a word processor or spreadsheet application.
  
-== Update prices to 12 month average == +== Update price using monthly average == 
- +Also only visible if the **Use program pricing** preference is turned on (see the [[preferences:invoices#use_program_pricing|15.03. Invoice preferences]] page for details). When you click this button, mSupply calculates a weighted average price for each item from all the cost prices on all supplier invoice lines that were confirmed in the number of months previous to the current day for each item shown in the text box below the button (defaults to 12). That calculated price is then shown for each item in the //Price// column. When you click on the **OK** or **OK & Next** buttons these prices will be saved on the master list, if you click on the **Cancel** button the prices will revert to what they were before. mSupply will create a log record when the function is run so that you have a record of the old and new prices - see the [[admin:the_log|]] page for details on viewing the logs.
-Also only visible if the **Use program pricing** preference is turned on (see the [[preferences:invoices#use_program_pricing|15.03. Invoice preferences]] page for details). When you click this button, mSupply calculates a weighted average price for each item from all the cost prices on all supplier invoice lines that were confirmed in the 12 months previous to the current day for each item. That calculated price is then shown for each item in the //Price// column. When you click on the **OK** or **OK & Next** buttons these prices will be saved on the master list, if you click on the **Cancel** button the prices will revert to what they were before. mSupply will create logs when the function is run so that you have a record of the old and new prices - see the [[admin:the_log|]] page for details on viewing the logs.+
  
 == Import item list == == Import item list ==
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 For example, let's say there are 100 stores, and you want all of them to have the same item visibility: For example, let's say there are 100 stores, and you want all of them to have the same item visibility:
  
-  - Create a master list and add some items +  - Create a master list and add some items. 
-  - Go to each store and make sure that the master list is selected +  - Go to each store and make sure that the master list is selected. 
-  - Turn on the [[preferences:general#item_tab|preference]]:\\ **Automatically update item visibility in all stores to match master lists used by each store**<WRAP center round info 60%> +  - Turn on the **Automatically update item visibility in all stores to match master lists used by each store** preference (see the [[preferences:general#item_tab|16.01. General preferences]] page for details). 
-A temporary list is created for each store containing items that cannot be removed from visibility when the master list preference is activated, normally because there is stock of the item in the store. +  * Now whenever an item is added or removed from this master list, the preference will automatically update the visibility for all of the 100 stores, so that the items visible for each individual store matches the items included in the master list. 
-</WRAP> +  * Adding an item to a master list will automatically add that item to visibility for all stores using that master list 
-  - Now whenever an item is added or removed from this master list, the preference will automatically update the visibility for all of the 100 stores, so that the items visible for each individual store matches the items included in the master list. +  * Deleting an item from a master list will automatically remove that item from visibility for each store using that master list, provided that it is not included in //another// master list in use by each store respectively.
-  - Adding an item to a master list will automatically add that item to visibility for all stores using that master list +
-  - Deleting an item from a master list will automatically remove that item from visibility for each store using that master list, provided that it is not included in //another// master list in use by each store respectively.+
  
-<WRAP center round important 60%> +<WRAP center round info 60%> 
-When deleting items from a master list, mSupply will first check all stores using the master list to make sure it is safe to remove that item. It is unsafe if the item has //stock on hand and isn't included in another master list// for any stores using master list you are editing. +When deleting items from a master list no checks are made about whether items have stock in any stores using that master list to control item visibility. The items will become invisible in those stores (so they cannot be re-ordered for example) but the stock **will not**. All stock in stores can be issued on a customer invoice or prescription, or included in inventory adjustments and stocktakes, regardless of whether the item is invisible or not. **It is impossible to hide stock in mSupply!** 
 </WRAP> </WRAP>
  
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   * The item should never have been on the master list and users have accidentally recorded stock of the item   * The item should never have been on the master list and users have accidentally recorded stock of the item
  
-In these cases, it is relatively straightforward to [[items:master_lists#remove_item_s|remove an item from a master list]] - //except// that if your system is [[items:master_lists#using_master_lists_to_control_item_visibility_in_stores|using master lists to control item visibility in stores]], then: +In these cases, it is relatively straightforward to [[items:master_lists#remove_item_s|remove an item from a master list.]]
-<WRAP center round box 90%> +
-mSupply will <wrap em>not allow you to remove an item from a master list</wrap> IF **any** store that is assigned to that master list has: +
-  * The item currently in stock AND +
-  * The item is not on any //other// master list assigned to that store. +
-</WRAP> +
- +
- +
-There are two options open to you: +
-== Wait for all stock to be removed == +
-Wait for //all// stock to be removed from //all// the affected stores before you remove the item(s) from the master list.  This is a particularly painful process if there are many affected stores.  While you are waiting for the last store to remove the item, other stores can continue to receive and stock the item! +
- +
-== Use a temporary master list to assist with the process == +
-  - Create a temporary master list with the item(s) to be removed. +
-  - Assign the temporary master list to all the affected stores that still hold stock of the item(s). +
-  - Remove the item from the original master list.  This should now be possible as the condition above should be met. +
-  - As each store removes the stock of the item(s), un-assign the temporary master list from the store. +
-  - Once all stores have removed stock of the item(s), the temporary master list can be deleted. +
- +
- +
-\\ +
-\\+
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  • Last modified: 2025/07/28 03:45
  • by Mark Glover