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| other_stuff:virtual_stores [2026/01/05 09:49] – [For stock transfers, the supplier invoice in the receiving store should be...] Gary Willetts | other_stuff:virtual_stores [2026/03/31 04:34] (current) – [Threshold for overstock] Mark Glover |
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| ^ Pickface replenishments must be authorised | If checked, pickface replenishments in this store must be authorised by a user who has permission to authorise them before they can be finalised. See the [[items:replenishments_setup#authorisation_of_replenishments|4.21. Pickfaces and Replenishments setup]] and [[items:replenishments#authorising_pickface_replenishments|4.22. Pickfaces and Replenishments]] pages for details. | | ^ Pickface replenishments must be authorised | If checked, pickface replenishments in this store must be authorised by a user who has permission to authorise them before they can be finalised. See the [[items:replenishments_setup#authorisation_of_replenishments|4.21. Pickfaces and Replenishments setup]] and [[items:replenishments#authorising_pickface_replenishments|4.22. Pickfaces and Replenishments]] pages for details. | |
| ^ Able to specify VVM status when receiving items | If checked then a new **VVM status** field will be available on a supplier invoice for the user to select the current VVM status of the batch when it is received on a supplier invoice or inventory adjustment. See the [[receiving_goods:supplier_invoices#vaccines|7.01. Supplier invoices]] and [[items:inventory_adjustments#vaccines|4.18. Inventory adjustments]] pages for details. Also, if checked then an additional //Doses// column is displayed on a customer invoice. See the [[issuing_goods:issuing_goods_customer_invoice]] page for details. | | ^ Able to specify VVM status when receiving items | If checked then a new **VVM status** field will be available on a supplier invoice for the user to select the current VVM status of the batch when it is received on a supplier invoice or inventory adjustment. See the [[receiving_goods:supplier_invoices#vaccines|7.01. Supplier invoices]] and [[items:inventory_adjustments#vaccines|4.18. Inventory adjustments]] pages for details. Also, if checked then an additional //Doses// column is displayed on a customer invoice. See the [[issuing_goods:issuing_goods_customer_invoice]] page for details. | |
| ^ Finalise stock transfer supplier invoice automatically | If this is checked, supplier invoices that are created in this store as the receiving side of a stock transfer are automatically received into stock and finalised. This is set in the **receiving** store. The other . | | ^ Finalise stock transfer supplier invoice automatically | If this is checked, supplier invoices that are created in **this store** as the receiving side of a stock transfer are automatically received into stock and finalised. This is set in the **receiving** store. Only users who have the //Edit store details// permission set can set this preference (see the [[admin:managing_users]] page for details on setting user permissions).\\ \\ There is another preference that does a similar thing that is set in the **sending store**. See the [[other_stuff:virtual_stores#for_stock_transfers_the_supplier_invoice_in_the_receiving_store_should_be|For stock transfers the supplier invoice in the receiving store should be...]] section below for details on that. | |
| === Notification preferences === | === Notification preferences === |
| These are used by the notification/alert functionality described on the [[notifications:setup_and_use|]] page. The notifications inform users of situations that need their attention. The thresholds that give rise to some of the notifications can be set here. | These are used by the notification/alert functionality described on the [[notifications:setup_and_use|]] page. The notifications inform users of situations that need their attention. The thresholds that give rise to some of the notifications can be set here. |
| == Threshold for overstock == | == Threshold for overstock == |
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| 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> | The months of stock of an item for it to be considered as overstocked. |
| 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 center round alert 60%> |
| | Threshold for overstock is //NOT// relevant to the potential of stock to expire. Whether you have expiring stock is driven by the shelf life and AMC of the stock that you have, not some arbitrary number of months. The [[reports:items_and_stock#expiring_items|Expiring items report]] will provide insights into this. |
| | </WRAP> |
| | |
| | In most real-life situations, the volume of storage available is limited and the Threshold for overstock might 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> |
| | 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> |
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| | In any case, if storage space is what is driving this threshold, then it would be more valuable to have some parameter associated with the volume of stock, rather than the number of months' worth of stock. This is an imperfect parameter, and can only be used as a very rough indicator |
| </WRAP> | </WRAP> |
| |
| == Threshold for understock == | == Threshold for understock == |
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| 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> | 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 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 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 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 :-/ | 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> |
| How you set this preference is determined by how separate your goods receiving and finance sections are. If they are not in the same building, you might want to use the "Receive into stock and leave confirmed" option, as this will allow you to proceed with issuing goods without waiting for the finance department's approval. | How you set this preference is determined by how separate your goods receiving and finance sections are. If they are not in the same building, you might want to use the "Receive into stock and leave confirmed" option, as this will allow you to proceed with issuing goods without waiting for the finance department's approval. |
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| === For stock transfers, the supplier invoice in the receiving store should be...=== | table at the to=== For stock transfers, the supplier invoice in the receiving store should be...=== |
| <WRAP center round important 60%> | <WRAP center round important 60%> |
| This option applies to all stores that this store transfers stock **to**. | This option applies to all stores that this store transfers stock **to**. |
| * Choose **On hold** if the store is being used by mSupply mobile, and the goods receipt needs to be confirmed before receiving. | * Choose **On hold** if the store is being used by mSupply mobile, and the goods receipt needs to be confirmed before receiving. |
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| This preference is set in the **sending** store. There is another preference that can be set in the **recipient** store that will do the same thing but from the recipient's point of view. See the section above for details on that. | This preference is set in the **sending** store. There is another preference that can be set in the **recipient** store that will do the same thing but from the recipient's point of view. See the table at the top of the [[other_stuff:virtual_stores#preferences_tab|Preferences tab]] section above for details on that. |
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| === Location code pattern === | === Location code pattern === |
| The buttons provide you with different ways to hide and show items and names in the store (Note: be careful showing names in databases that have a lot of names records. For example if you have 20 virtual stores and 200,000 names in your database, showing all names in all stores will create 4 million (20x200,000) records to map the visibility of each name in each store): | The buttons provide you with different ways to hide and show items and names in the store (Note: be careful showing names in databases that have a lot of names records. For example if you have 20 virtual stores and 200,000 names in your database, showing all names in all stores will create 4 million (20x200,000) records to map the visibility of each name in each store): |
| * The **Show stats** button shows how many items and names are currently hidden and visible | * The **Show stats** button shows how many items and names are currently hidden and visible |
| * The **Set item visibility to match master lists for this store** button matches the item visibility to the master lists that are selected on the //Master lists// tab. (Note: this is a one-off operation, no changes will be made to item visibility if the master lists are changed after you click this button. See the section above if you want that to happen!) If there are some items that can't be set to invisible (because they have stock, for example) a temporary master list will be created containing the items which could not have their visibility removed. Use the list to decide what to do with each item. | * The **Set item visibility to match master lists for this store** button matches the item visibility to the master lists that are selected on the //Master lists// tab. (Note: this is a one-off operation, no changes will be made to item visibility if the master lists are changed after you click this button. See the section above if you want that to happen!) If using this button makes some items that have stock invisible, they will be made invisible (so that they can't be re-ordered for example) but the stock will **not** be made invisible and can still be viewed in the stock list and included in customer invoices, prescriptions, inventory adjustments and stocktakes as appropriate. **//Stock cannot be hidden in mSupply!//** |
| * The **Make all items in this store visible** and **Make all items in this store invisible** both do just as they say. | * The **Make all items in this store visible** and **Make all items in this store invisible** both do just as they say. |
| * The **Set pack to one for all visible items in this store** will check the //Allow pack to 1 conversion// and //Convert pack to 1 when receiving// checkboxes for all items in the store so that all stock received into the store will automatically be received in packs of 1. This is useful in a dispensary store, for example. | * The **Set pack to one for all visible items in this store** will check the //Allow pack to 1 conversion// and //Convert pack to 1 when receiving// checkboxes for all items in the store so that all stock received into the store will automatically be received in packs of 1. This is useful in a dispensary store, for example. |