other_stuff:virtual_stores

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
other_stuff:virtual_stores [2025/03/31 15:15] – [Names tab] Adrian Booneother_stuff:virtual_stores [2025/11/10 00:04] (current) – [Merging stores] Mark Glover
Line 58: Line 58:
  
 As noted above, in a syncing system you must be logged into the central server to create a new store - it will be synced to any site where it is visible to any stores active on that site (which will also include the supplying store). When a store is created, it is made active on the central server by default - see [[synchronisation:sync_sites|sync sites]] if you want to move it to (make it active on) another site. As noted above, in a syncing system you must be logged into the central server to create a new store - it will be synced to any site where it is visible to any stores active on that site (which will also include the supplying store). When a store is created, it is made active on the central server by default - see [[synchronisation:sync_sites|sync sites]] if you want to move it to (make it active on) another site.
-</WRAP> 
- 
-<WRAP center round alert 90%> 
-<wrap em>After creating the new store, you will not be able to immediately log in to it.</wrap>  To be able to log in to the new store, you will need to give yourself access to the new store as shown in section [[admin:managing_users]].  Any other users who need to access the store will also need their permission altered accordingly. 
 </WRAP> </WRAP>
  
Line 90: Line 86:
  
 === Address details === === Address details ===
-  +Enter the address and contact details for the store in here if there are any. These details can be used in reports. Note that these fields will be copied to the **Main/Billing Address** fields in the store's name record (see the [[names:adding_and_editing#editing_or_viewing_a_name|5.01. Names: using, adding and editing]] page for details) if they are updated. 
-Enter the address and contact details for the store in here if there are any. These details can be used in reports+ 
 +=== Turn an existing customer into a store === 
 +Only visible if you are creating a new store, not if you are editing an existing one. If this is checked then the **Name** field becomes a search field for the customer: enter the first few characters of the customer's name and press the //Tab// key on the keyboard to select the name from all those that begin with what you entered (or mSupply will select it for you if only one customer matches). When the **OK** or **OK & Next** buttons are clicked, the existing customer record will become this new store.
  
 +=== Down arrow button ===
 +Only visible if editing an existing store, not when creating a new one. Clicking this button will open the store's name record (see the [[names:adding_and_editing]] page for information on names) where you can view and edit things like categories.
 === Disable this store === === Disable this store ===
  
Line 117: Line 117:
   * for controlling some customisation features.   * for controlling some customisation features.
   * for reporting to group stores together.   * for reporting to group stores together.
-  * + 
 This area shows the tags that the store currently has. To add a tag, simply click into the area and type the tag's name. When you have finished typing the tag's name then press the Tab or Space keys on the keyboard (not Enter or return, that will close the window!). You know when you have done it right because the tag will appear in its own little box with an 'x'. If you want to remove any tag from the store, simply click on that 'x'. In this way you can add or delete as many tags from a store as you like. This area shows the tags that the store currently has. To add a tag, simply click into the area and type the tag's name. When you have finished typing the tag's name then press the Tab or Space keys on the keyboard (not Enter or return, that will close the window!). You know when you have done it right because the tag will appear in its own little box with an 'x'. If you want to remove any tag from the store, simply click on that 'x'. In this way you can add or delete as many tags from a store as you like.
  
Line 130: Line 131:
   * Set the [[other_stuff:virtual_stores#the_preferences_tab|preferences]] for the store.   * Set the [[other_stuff:virtual_stores#the_preferences_tab|preferences]] for the store.
   * Set the store's [[other_stuff:virtual_stores#the_logo_tab|logo]] so that it can appear in print-outs and reports.   * Set the store's [[other_stuff:virtual_stores#the_logo_tab|logo]] so that it can appear in print-outs and reports.
-  * Set the [[other_stuff:virtual_stores#the_visibility_tab|visibility]] of names and items in the store. All items in the system will be set to invisible in the new store when it is created.  You will need to modify visibility of items in order to be able to handle stock of those items.+  * Set the [[other_stuff:virtual_stores#the_visibility_tab|visibility]] of names and items in the store. All items in the system will be set to invisible in the new store when it is created.  You will need to modify visibility of items in order to be able to handle stock of those items.  <WRAP center round tip 60%> 
 +For any system bigger than the most basic operation, you will likely want to use [[items:master_lists|Item master lists]] to control item visibility - refer to the [[preferences:general#item_tab| Item list (master and local) option under the Item tab]] 
 +</WRAP> 
   * Setup any [[other_stuff:virtual_stores#the_custom_fields_tab|custom store data]] (used for reporting).   * Setup any [[other_stuff:virtual_stores#the_custom_fields_tab|custom store data]] (used for reporting).
-  * Set the master lists used by the store (a convenient method for controlling item visibility).  See [[items:master_lists]] 
  
  
Line 155: Line 158:
  
 |<100% 40%>| |<100% 40%>|
 +^  Preference  ^  Description  ^
 ^ Sort available batches by VVM status rather than Expiry | When issuing stock, this will sort the list of available batches by vaccine status first, then by expiry date rather than by expiry date first (e.g. [[issuing_goods:issuing_goods_customer_invoice#selecting_from_stock_lines|8.01. Issuing goods to a customer (customer invoices)]]).| ^ Sort available batches by VVM status rather than Expiry | When issuing stock, this will sort the list of available batches by vaccine status first, then by expiry date rather than by expiry date first (e.g. [[issuing_goods:issuing_goods_customer_invoice#selecting_from_stock_lines|8.01. Issuing goods to a customer (customer invoices)]]).|
 ^ Patients created in other stores not visible in this store| If this is checked, patients that are created in other stores across all sites will not be visible in this store. If it is **off**, all patients from all stores from all sites will be visible to this store. It is set to true by default when a store is created. **USE CAUTION:** Turning this **OFF** for many stores does not scale well and can overload the sync system. See the [[dispensing:patients#store_visibility_tab|10.03. Patients]] page for more details. | ^ Patients created in other stores not visible in this store| If this is checked, patients that are created in other stores across all sites will not be visible in this store. If it is **off**, all patients from all stores from all sites will be visible to this store. It is set to true by default when a store is created. **USE CAUTION:** Turning this **OFF** for many stores does not scale well and can overload the sync system. See the [[dispensing:patients#store_visibility_tab|10.03. Patients]] page for more details. |
Line 176: Line 180:
 ^ Show item unit column when issuing| If checked, when goods are issued on a customer invoice or prescription, an Item unit column is included in the window used for selecting items to add. | ^ Show item unit column when issuing| If checked, when goods are issued on a customer invoice or prescription, an Item unit column is included in the window used for selecting items to add. |
 ^ Log transaction edit | | ^ Log transaction edit | |
-^ Set pack to one for all visible items in this store| |+^ Set pack to one for all visible items in this store| This controls the two Item preferences [[items:item_basics:tab_general#allow_pack_to_one_conversion|Allow pack to one conversion]] and [[items:item_basics:tab_general#convert_pack_to_one_when_receiving|Convert pack to one when receiving]] for //ALL// items visible in //this// store.|
 ^ Use remote authorisation for response requisitions | Turns on remote authorisation for response requisitions. See [[other_stuff:remote_authorisation]] for details.| ^ Use remote authorisation for response requisitions | Turns on remote authorisation for response requisitions. See [[other_stuff:remote_authorisation]] for details.|
 ^ Include requisitions from this store in suppliers' remote authorisation processes | If checked then requisitions from this store will appear in the requisition approval processes of the suppying store. See [[other_stuff:remote_authorisation]] for details.| ^ Include requisitions from this store in suppliers' remote authorisation processes | If checked then requisitions from this store will appear in the requisition approval processes of the suppying store. See [[other_stuff:remote_authorisation]] for details.|
Line 207: Line 211:
 == Threshold for overstock == == Threshold for overstock ==
  
-The minimum months of stock an item must have to be considered as overstocked. i.e. in danger of expiring on the shelf before it is used. An alert is triggered for an item if the total quantity in stock (including all batches) divided by the average monthly consumption of the item (calculated using the last 12 months' usage in the current store) is greater than or equal to this threshold number. The default is 6 months.<WRAP center round tip> +The months of stock of an item for it to be considered as overstocked.  In most real-life situations, the volume of storage available is limited and the Threshold for overstock can assist in managing storage space by preventing space being unnecessarily occupied.  An alert is triggered for an item if the total quantity in stock (including all stock lines) divided by the AMC of the item (calculated using the last 12 months' usage in the current store) is greater than or equal to this threshold number.  The default is 6 months.<WRAP center round tip> 
-This value should be set no lower than the maximum amount of stock that you would expect to regularly have in stock.  Based on the formula developed in [[purchasing:ordering_from_suppliers#calculate_required_stock_quantity|Calculating the required stock quantity]], this would be <wrap em>Ordering cycle + (months of) buffer stock</wrap>.  The default value of 6 is suitable for a store with a 2-monthly order cycle.  For a central store with an annual order cycle, then this figure should be set to <wrap em>36</wrap>+Clearly, the Threshold for overstock must be more than the [[other_stuff:virtual_stores#threshold_for_understock|Threshold for understock]].  The default Threshold for overstock value of 6 may be suitable for a store with a 1-monthly order cycle.  For a central store with an annual order cycle, then this figure should probably be set to <wrap em>no less than 36</wrap>
 </WRAP> </WRAP>
  
 == Threshold for understock == == Threshold for understock ==
  
-Also called <wrap em>Buffer stock</wrap>, this is the number of months of stock that an item must have less of, to be considered understocked i.e. in danger of not having enough to meet demand. An alert is triggered for an item is the total quantity in stock(including all batches) divided by the average monthly consumption of the item (calculated using the last 12 months' usage in the current store) is less than or equal to this threshold number. The default is 3 months.<WRAP center round tip> +Also called <wrap em>Buffer stock</wrap>, this is the number of months of stock that an item must have less of, to be considered understocked i.e. in danger of not having enough to meet demand.  An alert is triggered for an item is the total quantity in stock (including all stock lines) divided by the AMC of the item (calculated using the last 12 months' usage in the current store) is less than or equal to this threshold number. The default is 3 months.<WRAP center round tip> 
-This alert should only be triggered when your stock levels fall below your buffer stock levels.  Based on the formula developed in [[purchasing:ordering_from_suppliers#calculate_required_stock_quantity|Calculating the required stock quantity]], <wrap em>Buffer stock (months) = 2 x Ordering cycle</wrap>.  The default value of 3 is suitable for a store with a 6-weekly order cycle.  For a central store with an annual order cycle, then this figure should be set to <wrap em>24</wrap>.  That is a lot of space for a national store with several thousand items :-/+This alert should only be triggered when your stock levels fall below your buffer stock levels.  Based on the formula developed in [[purchasing:ordering_from_suppliers#calculate_required_stock_quantity|Calculating the required stock quantity]], <wrap em>Buffer stock (months) = 2 x Ordering cycle</wrap>.  The default value of 3 is suitable for a store with a monthly order cycle.  For a central store with an annual order cycle, then this figure should be set to <wrap em>24</wrap>.  That is a lot of space for a national store with several thousand items :-/
 </WRAP> </WRAP>
  
Line 309: Line 313:
  
 If you have lots of stores in your data file, managing item visibility can turn into a difficult task. Thankfully, mSupply has some helpful tools to make it simple! There are 2 ways to manage item visibility and you use one or the other, not both: If you have lots of stores in your data file, managing item visibility can turn into a difficult task. Thankfully, mSupply has some helpful tools to make it simple! There are 2 ways to manage item visibility and you use one or the other, not both:
-  - automatically using the Master lists tab or+  - automatically using the Master lists tab (recommended!) or
   - manually using the Visibility tab   - manually using the Visibility tab
  
Line 318: Line 322:
 If you have a lot of stores in mSupply, and especially in a syncing system, we recommend that you use master lists to control item visibility, because it means that the visibility of newly created items will be automatically handled correctly. The visibility of items in a store whose visibility is controlled by master lists is immediately updated if any changes are made to any of the master lists. For instance, if a new item is added to a master list controlling visibility then that new item is made visible in all stores that use the master list. And any items deleted from the master list are made invisible in any store using that list. If you have a lot of stores in mSupply, and especially in a syncing system, we recommend that you use master lists to control item visibility, because it means that the visibility of newly created items will be automatically handled correctly. The visibility of items in a store whose visibility is controlled by master lists is immediately updated if any changes are made to any of the master lists. For instance, if a new item is added to a master list controlling visibility then that new item is made visible in all stores that use the master list. And any items deleted from the master list are made invisible in any store using that list.
  
-The first thing to do is to turn on the preference to make master lists control item visibility in stores. Do that in **File > Preferences...** on the //Item// tab - see [[preferences:general#item_tab|General preferences, the item tab]] for details.+The first thing to do is to make sure that you have turned on the preference to make master lists control item visibility in stores. Do that in **File > Preferences...** on the //Item// tab - see [[preferences:general#item_tab|General preferences, the item tab]] for details.
  
 The next thing to do is to create the master list(s) that will control item visibility. See [[items:master_lists|Item master lists]] for details on how to do that. Giving your master lists helpful names will help you remember what they're for e.g. "Store xxx visibility list". The next thing to do is to create the master list(s) that will control item visibility. See [[items:master_lists|Item master lists]] for details on how to do that. Giving your master lists helpful names will help you remember what they're for e.g. "Store xxx visibility list".
Line 403: Line 407:
 Clicking on the **OK**, **OK & Next** or **OK & Previous** buttons will save any changes you make on this tab. Clicking on the **OK**, **OK & Next** or **OK & Previous** buttons will save any changes you make on this tab.
 ==== Deleting a store ==== ==== Deleting a store ====
-To delete a store, click on the //Delete// button in the View stores window. **Note:** deletion of a store is a serious thing to do and is only possible when that store contains zero stock and there have been no transactions recorded. mSupply will check and tell you that deletion is not possible if these criteria are not met. If you can't meet these criteria and you still want to stop people using the store then you can [[other_stuff:virtual_stores#disable_this_store|Disable it - see above]].+ 
 +To delete a store, click on the //Delete// button in the View stores window. **Note:** deletion of a store is a serious thing to do and is only possible when that store contains zero stock and there have been no transactions recorded.  mSupply will check and tell you that deletion is not possible if these criteria are not met.  In other words, you can only delete a store that has never been used!  If these criteria are not met and you still want to stop people using the store, then you can [[other_stuff:virtual_stores#disable_this_store|disable it - see above]]. 
 + 
 +<WRAP center round important 60%> 
 +If the store is **Active** on another site, then this process will not delete the site. 
 +</WRAP> 
 + 
 +==== Merging stores ==== 
 + 
 +Circumstances change, and you may find yourself in a position where you want to merge two stores.  The main benefit of doing this instead of just [[other_stuff:virtual_stores#disable_this_store|disabling]] one of them, is to combine the historic transaction records of both stores into the combined store so that you don't lose some of the transactions.
  
 <WRAP center round alert 60%> <WRAP center round alert 60%>
-If the store is **Active** on a sync satellite site, then this process will not delete the sync satellite site.+Merging stores is not reversible.
 </WRAP> </WRAP>
 +
 +
 +<WRAP center round important 60%>
 +The merge store feature has only recently been developed (2025).  As you can imagine, merging stores is a fairly sophisticated operation, and, when coupled with migrating the combined store to, say, Open mSupply, it can have unintended consequences.  Because it is such a dangerous operation, stores can only be merged by a member of the mSupply Foundation support team.
 +
 +Please email [[support@msupply.foundation]] so that the support team can test and see if you will encounter any issues, and then, in consultation with you, carry it out on your Central server for you.
 +</WRAP>
 +
 +<WRAP center round info 60%>
 +In order to merge stores, both of them need to be:
 +
 +  - Active on the Central server
 +  - Not disabled (Special > Show stores)
 +
 +It is OK if one or both of the stores are:
 +  * Not visible to each other
 +  * Not visible to the store that the user is logged in to when carrying out the merge
 +  * On Hold (Customer > Show Customer)
 +</WRAP>
 +
 +
 +
  
  
Line 415: Line 450:
  
   * The 'old' method:  [[other_stuff:virtual_stores#create_new_store_and_then_merge_with_the_existing_customer_name|Create new store and then merge with the existing customer name]]   * The 'old' method:  [[other_stuff:virtual_stores#create_new_store_and_then_merge_with_the_existing_customer_name|Create new store and then merge with the existing customer name]]
-  * The recommended :-D method:  [[other_stuff:virtual_stores#turn_an_existing_customer_into_a_store|Turn an existing customer into a store]]+  * The recommended :-D method:  [[other_stuff:virtual_stores#turn_an_existing_customer_into_a_store1|Turn an existing customer into a store]]
  
-<WRAP center round important 90%>+<WRAP center round alert 90%>
 **Whichever method is used, this is difficult to reverse.  Only do this once you are sure. You have been warned!**  **Whichever method is used, this is difficult to reverse.  Only do this once you are sure. You have been warned!** 
 </WRAP> </WRAP>
Line 432: Line 467:
   * mSupply may prevent the merge due to unfinalised CIs from other stores in the system.  You will need to finalise these CIs on the corresponding stores before the merge is successful.   * mSupply may prevent the merge due to unfinalised CIs from other stores in the system.  You will need to finalise these CIs on the corresponding stores before the merge is successful.
   * These can be hard to find on a multi-store system where the transactions could have come from a number of places.  Suggested approach:  Use [[other_stuff:misc_topics#supervisor_mode_-_all_stores|Supervisor mode]], view CIs, and customise the list view to show Store name.   * These can be hard to find on a multi-store system where the transactions could have come from a number of places.  Suggested approach:  Use [[other_stuff:misc_topics#supervisor_mode_-_all_stores|Supervisor mode]], view CIs, and customise the list view to show Store name.
-  * If these transactions are on a number of stores on satellite sites on dodgy internet connections, it can take **//days//** to log in to the satellite sites, finalise the CIs, and sync the finalised CIs back to the Primary.  Meanwhile, there is a danger that new transactions will be created!  :-\+  * If these transactions are on a number of stores on remote sites with dodgy internet connections, it can take **//days//** to log in to the remote sites, finalise the CIs, and sync the finalised CIs back to the central server.  Meanwhile, there is a danger that new transactions will be created!  :-\
   * These inconveniences are why the [[other_stuff:virtual_stores#turn_an_existing_customer_into_a_store|Turn an existing customer into a store]] feature was developed ;-).   * These inconveniences are why the [[other_stuff:virtual_stores#turn_an_existing_customer_into_a_store|Turn an existing customer into a store]] feature was developed ;-).
 </WRAP> </WRAP>
Line 441: Line 476:
  
  
-<WRAP center round alert 60%> +<WRAP center round info 60%> 
-If the name is not visible to the store that you are logged in to, this method will not work!  First make the name visible, then start this process...+This method will only work if you are logged in to a store that is visible to the customer.
 </WRAP> </WRAP>
  
 +<WRAP center round important 60%>
 +  * The new store will be made visible to all stores that the original customer was visible to.
 +  * The new store will have the same User and group permissions as the store you are logged in to
 +  * The only user who will be configured to be able to //login// to the new store is the user who created the store.  User //store login// permissions are **NOT** copied to the new store.  These will need to be manually configured later.
 +</WRAP>
  
- +  - Log into a store that 
-  - Log into a store that will have the same or similar user and group permissions as the new store. +    - Is visible to the customer that is to be converted to a store 
-  - **Customer > Show customers...** to find the customer that you want to convert into a store and copy the Name.  This will ensure that you are converting the correct name into a store - see warning below! +    - Has similar //user and group permissions// as the new store. 
-  - **Special > Show stores... > New Store**  You will see an alert like that shown below.  If you are logged in to a suitable store (see **<color red>Alert</color>** above), then you can continue:\\ {{  :other_stuff:pasted:20220519-012039.png  }}+  - **Customer > Show customers...** to find the customer that you want to convert into a store and copy the name.  This will ensure that you are converting the correct customer into a store - see warning below! 
 +  - **Special > Show stores... > New Store**  You will see an alert like that shown below.:\\ {{  :other_stuff:pasted:20220519-012039.png  }}
   - Click on the **Turn an existing customer into a store** checkbox   - Click on the **Turn an existing customer into a store** checkbox
-  - Enter the existing customer name into the **Name** field.  You can search for existing customers by typing the first few letters of the customer's name, and then press **Tab**.  To ensure that you are converting the correct name into a store, paste the Name that you copied in step 2 above.  This should result in at least the store code field getting populated.  If this does not happen, then the existing customer has not been recognised - try again.+  - Enter the existing customer name into the **customer** field.  You can search for existing customers by typing the first few letters of the customer's name, and then press **Tab**.  To ensure that you are converting the correct customer into a store, paste the customer that you copied in step 2 above.  <WRAP center round alert 60%> 
 +If you do not see the store code field getting populated, then the existing customer has not been recognised - try again. 
 +</WRAP>
   - Populate the [[other_stuff:virtual_stores#responsible_officer|Responsible officer]], [[other_stuff:virtual_stores#store_credentials|Store credentials]] and [[other_stuff:virtual_stores#tags|Tags]] fields if required.   - Populate the [[other_stuff:virtual_stores#responsible_officer|Responsible officer]], [[other_stuff:virtual_stores#store_credentials|Store credentials]] and [[other_stuff:virtual_stores#tags|Tags]] fields if required.
   - Click **OK**   - Click **OK**
  • Last modified: 2025/03/31 15:15
  • by Adrian Boone