Outbound Shipments can be used to issue stock to a customer.
If you have used mSupply in the past, you may be familiar with the term Customer Invoice instead of Outbound Shipment. An Outbound Shipment can be used to:
- Transfer stock to another store which also uses mSupply
- Issue stock to a customer
- Fulfill requisitions (customer orders)
Viewing Outbound Shipments🔗
Open the Outbound Shipments Menu🔗
Outbound Shipment in the navigation panel.
You will be presented with a list of Outbound Shipments (if you don't see any, you are probably just starting!).
From this screen you can:
- View a list of Outbound Shipments
- Create a new Outbound Shipment
- Export Outbound Shipments to a
- Print one or multiple Outbound Shipments
Outbound Shipment list🔗
- The list of Outbound Shipments is divided into 7 columns:
|Name||Name of the Customer|
|Status||Current Status of the shipment|
|Number||Reference Number of the shipment|
|Created||Creation date of the shipment|
|Comment||Comment for the shipment|
|Total||Total value of the shipment|
- The list can display a fixed number of shipments per page. On the bottom left corner, you can see how many shipments are currently displayed on your screen.
- If you have more shipments than the current limit, you can navigate to the other pages by tapping on the page number or using the right of left arrows (bottom right corner).
- You can also select a different number of rows to show per page using the option at the bottom right of the page.
Search by Customer Name🔗
You can filter the list of shipments by customer name. This can be useful if you're looking for one particular shipment!
Type the name of a customer in the
Search by name field (on the left, just above the list headers). All the shipments for this customer will appear in the list.
Exporting Outbound Shipments🔗
The list of Outbound Shipments can be exported to a comma separated file (csv). Simply click the export button (on the right, at the top of the page)
and the file will be downloaded. The export function will download all Outbound Shipments, not just the current page, if you have more than 20 of them. Shipments are exported using sort order selected in the table, though of course you could easily sort the list in Excel or whatever you open the .csv file with!
Delete an Outbound Shipment🔗
You can delete a shipment from the Outbound Shipment list.
Select the shipment that you want to delete by checking the box on the left end of the list. You can select more than one shipment to be deleted. You can even select them all using the master checkbox in the list headers.
Selectdropdown (top right corner, above the list) and select
Delete selected lines.
A notification confirms how many shipments were deleted (bottom left corner).
Creating an Outbound Shipment🔗
New Shipmentbutton, in the top right corner
- A new window
Customersopens, inviting you to select a customer.
Select a Customer🔗
- In the
Customerswindow, you will be presented with a list of available customers. You can select your customer from the list or you can type as much of a customer name.
- Once you tap or press
Enter, your Outbound Shipment is automatically created
Edit the Customer Name🔗
If you have selected the wrong customer, you can change the customer name in the
Customer Name field or select one the dropdown list:
Enter a Customer Reference🔗
Once your Outbound Shipment has been created, you can enter a customer reference in the
Customer Ref field, if they have one (eg. PO#1234567)
View or edit the Outbound Shipment Information Panel🔗
The Information Panel allows you to see or edit information about the Outbound Shipment. It is divided into multiple sections:
- Additional Info
- Related Documents
- Invoice Details
- Transport Details
We are planning to add more sections in the future as Open mSupply grows.
How to open and close the Information Panel?🔗
If you are using a large screen, the information panel will be automatically opened for you. However, on an average sized screen, the information panel will be closed by default.
To open the Information Panel, you can tap on the
More button, located in the top right corner of the Outbound Shipment view.
You can close by tapping on the
X Close button, on the top right corner of the information panel.
In the Additional Info section, you can:
- See who created the Outbound Shipment (name of the user)
- View and edit the Outbound Shipment color. To edit the color, tap on the coloured circle and select a color from the pop-up
- Write or edit a comment
In the Related Documents section, you can see other related transaction document for the Outbound Shipment.
If your Outbound Shipment was created to fulfill a Requisition, the reference number of the requisition would appear in this section.
In the future, we would also include other documents such as temperature records, transportation documents or pick slips.
In this section, you will see by default the total selling price of the items listed in the Outbound Shipment.
You can also add a Service charges if you wish to add other charges such as Freight Costs. To add a Service charges to the Invoice Details:
- Tap on the
Edit Service Chargesbutton. A new window opens.
- Tap on the
Add chargebutton on the new window. A new line appears in the list of charges. You tap on
Cancelif you do not wish to add anything.
- Name: Select a service charges in the dropdown list. You can customise the list of available charges. Contact your administrator
- Comment: You can add a comment to provide further details about the new charge
- Amount: Enter the amount of the charge
- Tax: Enter a % of tax for the charge
- Total: The total field is automatically calculated based on the Amount and the Tax percentage
- Delete: You can tap on the
Deleteicon to delete the charge
In this section, you can also edit the tax rate (%) for the items sell price. Tap on the pencil icon and enter a value.
In this section, you can see or edit a transport reference number (eg. a booking or a tracking reference number).
Outbound Shipment Status Sequence🔗
The status sequence is located at the bottom left corner of the Outbound Shipment screen.
Passed statuses are hightlighted in blue, next statuses appear in grey.
There are 6 status for the Outbound Shipment:
|New||This is the first status when you create a shipment|
|Allocated||Allocation is confirmed. Goods are no longer available for other shipments but are still part of your inventory.|
|Picked||Shipment is picked and is now ready to ship. Goods are still part of your inventory.|
|Shipped||Shipment has been shipped and goods are no longer part of your inventory|
|Delivered||Your customer has received the shipment|
|Verified||Your customer has verified the quantity of the shipment. Goods are now part of their inventory.|
If you hover over the status sequence, a shipment history window appears. You can see the date when a shipment was updated from one status to another.
Located on the bottom left corner, on the left of the status sequence.
Hold checkbox prevents the Outbound Shipment from being updated to the next status.
Cancel and Confirm button🔗
Tap on the
Cancel button to quit the Outbound Shipment view and return to the Outbound Shipments list.
Confirm button updates the status of a shipment. The status which you can confirm depends on the current status of the shipment and follows the sequence shown below.
When managing an Outbound Shipment, you can only confirm the Allocation, Picked and Shipped statuses.
|Confirm...||Current Status||Next Status|
You don't have to update a shipment to the next status in the sequence. You can choose to skip some of them to go directly to
Confirm Shipped for example.
As demonstrated below, tap on the down arrow of the
Confirm button and select the status you want the shipment to be updated to.
Adding lines to an Outbound Shipment🔗
Tap on the
Add Item button (top right corner).
Add Item window opens.
Adding using a barcode scanner🔗
For another way to add items, if you are using the desktop client or android app, you can make use of barcode scanning to add items.
Select an Item🔗
Add Item window, you can look up an item by:
- Reading through the list of available items
- or by typing some or all of the item name
- or by typing some or all of an item code
Once your item is highlighted, tap on the name or press
Once the item is selected, you can see the following information:
- Item code and name (eg. 030453 Amoxicillin 250 mg Tabs)
- the available stock quantity for this item (eg. 3527 units)
- the item's unit (eg. Tab)
Issue [Quantity] of units in packs of [Pack Size]🔗
Issue Quantity field, you can enter the quantity that you want to issue to your customer.
By default, you are invited to issue a quantity of units. However, you have the possibility to issue a quantity of packs instead by changing the value in the second dropdown (
Default value is
Any when you are issuing units.
List of available batches:🔗
This is a list of batch numbers that you have in store for this item:
- Batch: Batch number. It is a designation given to products made in the same manufacturing run.
- Expiry: Expiry date of the batch (format: MM/YYYY)
- Location: This is the name of the location where the item is stored if your inventory is managed with storage locations
- Pack Size: Quantity of units per pack
- Pack Sell Price: Selling unit price of the item
- On Hold: Indicates whether a batch is on hold or not. You cannot issue a batch that is on hold.
- In Store (packs): Total number of packs in your store
- Available (packs): Number of packs available (not already allocated to other shipments)
- [Unit] Qty Issued: Total quantity of units to be issued
- Pack Qty Issued: Number of packs to be issued
There is also a final row in the table which is a placeholder line, if the status of the Outbound Shipment is
The placeholder line is used when the quantity you are issuing is higher than your available stock.
Issue a quantity of units🔗
By default, you are invited to issue a quantity of units, regardless of the pack size (number of units in a pack).
When entering a number in the
Issue field, after clicking the
Allocate button, the system automatically chooses the batch number(s) with the closest expiry date (First to Expire, First Out or FEFO logic).
Note that in this list, the batches which are available for selection are shown first and batches which are not (on hold or no stock available) are shown below and in a grey font.
Issue a quantity of packs🔗
You can decide to issue a quantity of packs. To do this, you can change the value in the
Pack Size dropdown.
You are now offered to issue a number of packs of 25 units. Only batch number(s) with a pack size of 25 units can be automatically issued.
When a pack size is selected, stock lines which have a different pack size from the one selected are not available for selection. As such, those rows are listed lower down in the table and are shown in a grey font, in the same way as other unavailable rows.
Regardless if you chose to issue a quantity of units or packs, you can always manually change the quantity at the batch number level directly before pressing on OK.
You simply have to enter or edit the quantity in the
Packs Qty Issued column.
The values in the Total row will be automatically updated with the new quantity.
Issuing when there is not enough stock (Placeholder Line)🔗
If the amount to be issued is greater than the total stock available from all of the available lines, then the quantity to be issued will automatically be placed in the
placeholder field, at the bottom of the list of available batch numbers.
Placeholder lines can be allocated later when new stock arrives. However, all shipment lines must be allocated before confirming the allocation.
When you look at an Outbound Shipment, you can see if a shipment line has not been allocated or has been partially allocated when it is highlighted in blue.
Confirm Item and Quantity🔗
When you are happy with the quantity, you can either press on:
OKbutton. You are redirected to the Outbound Shipment view and your item has been added to the list
OK & Nextbutton to add another item right away
Cancelbutton if you do not want to add the item to the Outbound Shipment any more
Adding lines to an Outbound Shipment using a Master List🔗
Tap on the
Add from master list button (top right corner).
Master Lists window opens. This allows you to select the required master list. Simply click on one of the lists (if you have some available).
Note that the lists shown are those which are visible to the customer of the shipment.
OK on the prompt:
You will then have unallocated (placeholder) lines added to your shipment, which will then look like this:
As you can see - all of the quantities are zero. You can follow the steps for editing these lines, as detailed above.
Editing an Outbound Shipment Line🔗
To edit a shipment line, tap on it. You will be presented with the
Edit Item window, which is identical to the
Add Item window, except that the item is already chosen.
Edit a Shipment Line🔗
Open the Outbound Shipment you want to edit.
Tap on the line you want to edit. An identical window to
Add Itemappears. At this stage:
- Edit the main
- or change the number of packs value at the batch number level
- Edit the main
Delete a Shipment line🔗
- Open the Outbound Shipment you want to edit.
- Select the line(s) you want to delete by checking the box(es) on the right of the list.
- Go to the
Actionsdropdown menu (top right corner, above the list)
- Select the action
Delete selected lines
Processing an Outbound Shipment🔗
Allocating an Outbound Shipment🔗
Allocation is the process of assigning one or multiple batch numbers from the inventory to a shipment line. In other words, you are assigning stock to your shipment. Once allocated, the stock is reserved for the shipment and thus for your customer.
There are 2 main ways to allocate a shipment line:
When adding items, the system will automatically assign stock to the new shipment line when you enter a quantity. If you don't have enough stock, the system will add placeholder lines (unallocated lines).
Allocate placeholder lines:
- Select the lines that you want to allocate by checking boxes on the right hand side of the list
- In the
Actionsdropdown menu, select
Allocate placeholder lines. System will check if there is available stock for each selected line and allocate them using the First to Expire, First Out (FEFO) logic. A notification will let you know whether the operation is successful or not.
Confirming an Outbound Shipment's allocation🔗
Once all your shipments lines have been allocated, you can confirm the allocation:
- Current status of the shipment has to be
- Lines must be assigned with one or several batch numbers. You won't be able to confirm the allocation if your shipment contains lines without batch numbers assigned to it (placeholder lines).
To confirm the allocation, press the
Confirm Allocated button.
Once the allocation is confirmed:
- Shipment status is
- You are now invited to confirm the picking via the
- All the items and their quantities will be reserved, meaning that they are no longer available for allocation
- You can print a pick slip to be sent to your warehouse so they can start preparing the shipment
Confirming Outbound Shipment picking🔗
Picking refers to the process where individual items are picked from a fulfillment facility (usually a warehouse or a pharmacy store).
Once a shipment has been allocated, next step is to go get the items to prepare the actual shipment. To help with that, you are able to generate a pick slip document. A pick slip indicates:
- The items to be picked
- The quantity and batch numbers for each item
- If you manage your inventory with storage locations, where the items are located
Once all items are picked and packed. You can then confirm the picking of the shipment to indicate that it is ready to be dispatched.
To confirm that a shipment has been picked, tap on the
Confirm Picked button.
Once picking is confirmed:
- Shipment status is now
- You are now invited to confirm the shipping via the
- An Inbound Shipment has been generated and is now visible to your customer
At this stage, you are still able to edit shipment lines, to add items or to delete existing lines. However, if picking has been confirmed, you need to make sure to inform your fulfillment facility of any change so they can make sure that the shipment is still correct.
Confirming the Outbound Shipment shipping🔗
The last step to issue stock with an Outbound Shipment is to confirm that stock has been shipped. This is a critical step because when goods are confirmed as shipped, they are no longer a part of your inventory records.
To confirm that an Outbound Shipment has been shipped, tap on the
Confirm Shipped button.
Once shipping has been confirmed:
- Shipment status is now
- Goods are no longer part of your inventory
- You can no longer edit shipment lines
- You can no longer delete the shipment
- You can print a delivery note or an invoice
Tracking Progress of Outbound Shipments🔗
If your customer is also using mSupply, you will be able to see when they'll receive your shipments:
- status will become
DELIVEREDwhen goods are received: your customer confirmed that they received your goods
- status will become
VERIFIEDwhen shipment has been verified by your customer. Goods are now a part of their inventory.
Viewing an Outbound Shipment🔗
When viewing a specific shipment, you can view the batches on that shipment grouped by item or with each batch listed separately.
To change the view mode, click the
Group by item switch.
When grouped by item, you can expand the item to see individual batches, or use the expand in the table header to expand all grouped rows. If you click on an item you will also see all selected batches, as shown in this example:
If you do not have enough room on your screen, or simply aren't interested in some of the columns shown, you have the option of hiding which columns are shown in this view.
Click on the
Show / hide columns button which is at the top right of the table. This gives a list of the columns available - you can check the columns you want to see. The options chosen are stored for the current browser, so next time you view an Outbound Shipment, you will see the selected columns only. If you have chosen which columns to show, then the button is shown in blue to remind you that there are more columns available.