receiving_goods:supplier_invoices

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receiving_goods:supplier_invoices [2022/11/22 22:16] – [Adding new lines to a supplier invoice] Mark Gloverreceiving_goods:supplier_invoices [2023/04/04 15:29] (current) – [Adding new lines to a supplier invoice] Gary Willetts
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 <WRAP center round info 95%> <WRAP center round info 95%>
 Each line received on a supplier invoice will be treated as a separate line in your stock. You can manually **[[items:item_basics?s[]=consolidate#consolidate|consolidate]]** these later, or set a preference to **[[other_stuff:virtual_stores#preferences_tab|automatically consolidate]]** items with the same batch, expiry date, pack size, location, donor, cost and sell price. </WRAP> Each line received on a supplier invoice will be treated as a separate line in your stock. You can manually **[[items:item_basics?s[]=consolidate#consolidate|consolidate]]** these later, or set a preference to **[[other_stuff:virtual_stores#preferences_tab|automatically consolidate]]** items with the same batch, expiry date, pack size, location, donor, cost and sell price. </WRAP>
 +
 +
 ===== Creating a new supplier invoice ===== ===== Creating a new supplier invoice =====
 <WRAP round alert> <WRAP round alert>
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 <wrap em>STOP!</wrap> <wrap em>STOP!</wrap>
 Don't proceed with creation of a new supplier invoice if the stock came as a result of: Don't proceed with creation of a new supplier invoice if the stock came as a result of:
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 **Store:** The name of the store the invoice belongs to. **Store:** The name of the store the invoice belongs to.
 +
 ==== Buttons in the supplier invoice window ==== ==== Buttons in the supplier invoice window ====
 {{ :receiving_goods:supplier_invoice_buttons.png?600 |}} {{ :receiving_goods:supplier_invoice_buttons.png?600 |}}
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 Items on a supplier invoice with new (nw) status have not been entered into the system yet. Putting a new invoice on hold allows you to enter the supplier invoice, but not allow the stock to be available for issuing until all the details have been checked. Items on a supplier invoice with new (nw) status have not been entered into the system yet. Putting a new invoice on hold allows you to enter the supplier invoice, but not allow the stock to be available for issuing until all the details have been checked.
 </WRAP> </WRAP>
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 **Finalise check box:** If checked, clicking the OK button will finalise the supplier invoice. Once finalised, the invoice can no longer be edited so be sure first that all the details are correct. Only users with the // Can finalise individual invoices// permission can check this box. Other users will be warned if they try to turn it on, and the check box will automatically uncheck. **Finalise check box:** If checked, clicking the OK button will finalise the supplier invoice. Once finalised, the invoice can no longer be edited so be sure first that all the details are correct. Only users with the // Can finalise individual invoices// permission can check this box. Other users will be warned if they try to turn it on, and the check box will automatically uncheck.
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 **OK and Next:** Saves the changes you have made and opens a new supplier invoice. **OK and Next:** Saves the changes you have made and opens a new supplier invoice.
 +
  
 ==== Tabs in the supplier invoice window ==== ==== Tabs in the supplier invoice window ====
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 The table on this tab shows all placeholder lines that were present on the customer invoice in the supplying store (they represent the quantities of items that could not be supplied). If the item is also present on a purchase order in the supplying store then the //Notes// column contains the Expected Delivery Date of the item and the purchase order this date is taken from. **Note:** this is the expected date the item will be delivered to the supplying store, not your store. The table on this tab shows all placeholder lines that were present on the customer invoice in the supplying store (they represent the quantities of items that could not be supplied). If the item is also present on a purchase order in the supplying store then the //Notes// column contains the Expected Delivery Date of the item and the purchase order this date is taken from. **Note:** this is the expected date the item will be delivered to the supplying store, not your store.
  
 +=== Documents tab ===
 +The //Documents// tab on a supplier invoice enables you to save documents and other files relating to the invoice. The tab looks like this:
 +
 +{{ :receiving_goods:pasted:20230119-123616.png?600 |}}
 +
 +The table shows you all the files currently uploaded to this invoice.
 +
 +  * **Upload document button:** Click this to upload a document to the invoice. 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 invoice.
 +  * **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.
  
 === Log tab === === Log tab ===
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 To query for an item name or code that //contains//, rather than //starts with//, a string of text, use the asperand (''@'') wild character.  So, for example, to search for "250mg" within an item, enter ''@250mg'' in the search field. To query for an item name or code that //contains//, rather than //starts with//, a string of text, use the asperand (''@'') wild character.  So, for example, to search for "250mg" within an item, enter ''@250mg'' in the search field.
 </WRAP> </WRAP>
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 Hint: you can use the "up" and "down" arrow keys to change the highlighted item (You can also press // u// to move up and // d// to move down!) . Pressing the enter key will choose the highlighted item. Hint: you can use the "up" and "down" arrow keys to change the highlighted item (You can also press // u// to move up and // d// to move down!) . Pressing the enter key will choose the highlighted item.
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 If you did wish to apply a different margin to the whole invoice, click the cancel button, and edit the margin for that supplier by choosing //Supplier >Edit supplier// and change the margin. If you wish to apply a different margin to just some lines, you can do this as you enter the lines, as long as //Editing margins// is enabled in the Preferences. If you did wish to apply a different margin to the whole invoice, click the cancel button, and edit the margin for that supplier by choosing //Supplier >Edit supplier// and change the margin. If you wish to apply a different margin to just some lines, you can do this as you enter the lines, as long as //Editing margins// is enabled in the Preferences.
 </WRAP> </WRAP>
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 If the the item you are entering is not listed, you can click // New item// to add it. If the the item you are entering is not listed, you can click // New item// to add it.
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 If you need to see the full details of the item itself after selecting it, click on the down arrow icon ({{:issuing_goods:drill_down_icon.png?20|}}) to the right of the item name field and you will be taken to the item's details window. If you need to see the full details of the item itself after selecting it, click on the down arrow icon ({{:issuing_goods:drill_down_icon.png?20|}}) to the right of the item name field and you will be taken to the item's details window.
 </WRAP> </WRAP>
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 Now there are a series of fields to enter to fill in the basic information for the line Now there are a series of fields to enter to fill in the basic information for the line
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 **Received quantity: **How many packs did you receive? **Received quantity: **How many packs did you receive?
  
-**Pack size: **How many units are in each pack? Once the item has been selected the item's unit will be displayed after this field.+**Pack size: **How many units are in each pack? Once the item has been selected the item's unit will be displayed after this field. If you also want to enter the number of packs in a carton (the "inner" pack size) and the number of cartons on a pallet (the "outer" pack size) then you can turn on a preference, as described on the [[preferences:invoices#show_inner_and_outer_pack_fields|16.03. Invoice preferences]] page.
  
 **Total quantity:** mSupply will automatically calculate the total quantity of individual units (received quantity x pack size). **Total quantity:** mSupply will automatically calculate the total quantity of individual units (received quantity x pack size).
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 </WRAP> </WRAP>
  
- +**Pack to one:** Clicking this button will automatically change the pack size to 1 and update the **Received quantity** to match. If the **Convert pack to one when receiving** option is turned on for this item (see the [[items:item_basics:tab_general#convert_pack_to_one_when_receiving|4.01.01. Items - General tab]] page for details) then this button will not be present but will be replaced with a warning that the pack size will automatically be changed to 1 (and the **Received quantity** updated accordingly) when the **OK** button is clicked or a cost price is entered. If you are using barcoding then the barcode for this batch will automatically be updated to a barcode matching the pack size (1) and manufacturer (if selected). If there is no matching barcode then the barcode selection will be changed to //Remove barcode// and, when the **OK** button is clicked, the barcode will be removed from the batch (you can of course use the //Add one// option to add an appropriate barcode before clicking on the **OK** button).
-**Pack to one:** Clicking this button will automatically redistribute the total quantity received to pack size to 1.+
  
 **Invoice quantity:** How many packs did the supplier claim to have sent? (Sometimes this is different to the quantity received!) **Invoice quantity:** How many packs did the supplier claim to have sent? (Sometimes this is different to the quantity received!)
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 **Batch: **The batch number or other identifying information. The batch appears on the invoice, so you can use this field to differentiate between brands if you need to (eg you operate using generic names, but occasionally want to give a specific brand- you can put an abbreviation for the brand name here as well as the batch). **Batch: **The batch number or other identifying information. The batch appears on the invoice, so you can use this field to differentiate between brands if you need to (eg you operate using generic names, but occasionally want to give a specific brand- you can put an abbreviation for the brand name here as well as the batch).
  
-**Expiry: **You can use "/" or "." to separate the day/month/year. Note: Use whichever date format you have set in your computer (dd/mm/yy or mm/dd/yy or yy/mm/dd). You can enter the year as 2 digits, which will be understood as a date between 1961 and 2060. This should cover the expiry date on most things you receive in the next 52 years!+**Expiry: **You can use "/" or "." to separate the day/month/year. <WRAP center round info 60%> 
 +Use whichever date format you have set in your computer (dd/mm/yy or mm/dd/yy or yy/mm/dd). You can enter the year as 2 digits, which will be understood as a date between 1961 and 2060. This should cover the expiry date on most things you receive in the next 52 years! 
 +</WRAP> 
 + 
 +**Location:** The location of the item should be entered in this field. Type the first few characters of the location's code and press the //Tab// key on the keyboard to select the correct location. If there is only one location that matches what you typed mSupply will select it for you, otherwise this window will open to allow you to select the right location: 
 + 
 +{{ :receiving_goods:pasted:20230404-152341.png?450 |}}
  
-**Location: **The location of the item should be entered in this field.+Double-click on the location in the table to select it. You can refine the list by selecting the **Show available** or **Show empty** radio buttons: 
 +  * **Show available:** If this is selected the list will only show those locations that have enough volume left in them to accepot the volume in this line. For this to be useful, the locations must have a volume entered and the stock you are receiving must have a volume per pack value. 
 +  * **Show empty:** If this is selected the list will only show those locations that have nothing in them at all (this does not use volume, it uses the presence of stock in that location).
  
 **Volume per pack:** How much space the pack occupies in metres cubed (m3). **Volume per pack:** How much space the pack occupies in metres cubed (m3).
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 **Weight per pack:** The weight of the pack in kilograms (kg). **Weight per pack:** The weight of the pack in kilograms (kg).
  
-**Invoice line unit cost:** Enter your **cost price** for one pack of the pack size you entered above. If your supplier's currency is different to that of mSupply the cost price will appears in the supplier's currency. **Note:** If you have set a default selling price for this item, if you set the **Invoice line unit cost** to zero after setting it to some value, you will be asked to confirm whether you want to zero the cost price. If you confirm the change, the **Sell price** and **Price extension** will be set to zero.+**Invoice line unit cost:** Enter your **cost price** for one pack of the pack size you entered above. If your supplier's currency is different to that of mSupply the cost price will appears in the supplier's currency. <WRAP center round info 60%> 
 +If you have set a default selling price for this item, if you set the **Invoice line unit cost** to zero after setting it to some value, you will be asked to confirm whether you want to zero the cost price. If you confirm the change, the **Sell price** and **Price extension** will be set to zero. 
 +</WRAP>
  
 **Adjusted local cost**: Displays the cost of a single unit of the item in local currency. **Adjusted local cost**: Displays the cost of a single unit of the item in local currency.
  
-**% Margin and sell price**: If you have allowed editing of these fields in Preferences, you can adjust the margin (and the sell price will adjust automatically), or you can adjust the sell price (and the margin will adjust automatically). Please note that the sell price will initially be set to the item's default sell price if it has one set.+**% Margin and sell price**: If you have allowed editing of these fields in Preferences, you can adjust the margin (and the sell price will adjust automatically), or you can adjust the sell price (and the margin will adjust automatically). <WRAP center round info 60%> 
 +If you do not set it to something else, the sell price will be set to the item's default sell price. 
 + 
 +</WRAP>
  
 **Manufacturer:** This field displays the name of the manufacturer of the item. It will only be shown if you have turned the //Able to specify manufacturer when receiving, ordering or quoting for items// preference on in the [[other_stuff:virtual_stores#the_preferences_tab|store preferences]]. **Manufacturer:** This field displays the name of the manufacturer of the item. It will only be shown if you have turned the //Able to specify manufacturer when receiving, ordering or quoting for items// preference on in the [[other_stuff:virtual_stores#the_preferences_tab|store preferences]].
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 If the SI has been finalised, it needs to be un-finalised in order to edit lines.  Contact support on [[support@msupply.org.nz]] If the SI has been finalised, it needs to be un-finalised in order to edit lines.  Contact support on [[support@msupply.org.nz]]
 </WRAP> </WRAP>
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 To edit a line, simply double-click on the line you wish to edit. To edit a line, simply double-click on the line you wish to edit.
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 +===== Vaccines =====
 +There is extra functionality for vaccines to enable you to record the VVM status. To turn it on, you must turn on the //Able to specify VVM status when receiving items// store preference; see the [[other_stuff:virtual_stores#preferences_tab|26.07. Virtual stores]] page for details.
 +
 +When this preference is turned on, the field appears on the supplier invoice line entry/edit window here:
 +
 +{{ :receiving_goods:pasted:20230210-111051.png?450 |}}
 +
 +The **VVM status field** is populated with the statuses set up in the system. See the [[cold_chain_equipment:configure]] page for details on how to do that.
 +
 +If you are editing an existing line on the supplier invoice then the **VVM status** field will display the status selected for the invoice line or //Please select...// if it doesn't have one set already.
 ===== Working with the list of invoice lines ===== ===== Working with the list of invoice lines =====
 **Resizing columns: **These columns are resizable. If any of the column data is cut-off or remains hidden, the column width can be increased or decreased by positioning the mouse at the borders of the column. The cursor changes to a cross with arrowheads on the horizontal bar. Click and drag the cursor to the left or right. **Resizing columns: **These columns are resizable. If any of the column data is cut-off or remains hidden, the column width can be increased or decreased by positioning the mouse at the borders of the column. The cursor changes to a cross with arrowheads on the horizontal bar. Click and drag the cursor to the left or right.
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 </WRAP> </WRAP>
  
-=== Selling price calculations in mSupply ===+===== Selling price calculations in mSupply =====
 mSupply uses a number of items of information to calculate the selling price of an item. This enables you to have the price calculated just the way you like it. mSupply uses a number of items of information to calculate the selling price of an item. This enables you to have the price calculated just the way you like it.
  
  • Last modified: 2022/11/22 22:16
  • by Mark Glover