Backdating Outbound Shipments

Backdating allows you to set the picked date of an Outbound Shipment to an earlier date than today. This is useful when stock was issued physically on an earlier date but the shipment is being entered into Open mSupply after the fact.

When a picked date is set, the stock ledger records the outbound movement as having occurred on that earlier date, keeping your historical stock records accurate.

Requirements🔗

Permissions🔗

Your user account requires the Edit outbound shipment picked date permission to change the picked date.

Shipment status🔗

The picked date can only be set on Outbound Shipments with a status of New. Once a shipment moves beyond New status, the picked date can no longer be changed.

Setting the Picked Date🔗

The Picked date field is located in the Additional Info section of the side panel on the Outbound Shipment detail view.

To open the side panel, click the Additional Info button (or the expand icon) on the right-hand side of the shipment detail view.

To set the picked date:

1. Open the Outbound Shipment you want to backdate.
2. Open the side panel and locate the Picked date field.
3. Click on the date field to open the date picker.
4. Select the date you want to use as the picked date.
5. If the shipment already has lines added, a confirmation dialogue will appear:

6. Click OK to confirm the date change and remove existing lines, or Cancel to leave everything unchanged.

Stocktake warning🔗

If a stocktake has been recorded for this store after the new picked date you have selected, an additional warning will appear after the confirmation above:

Review this warning carefully. Backdating an outbound shipment to before a stocktake date may create inconsistencies between the stocktake snapshot and the ledger history. Click OK to proceed, or Cancel to choose a different date.

What Changes When You Set the Picked Date🔗

When you confirm a picked date:

• The picked date on the shipment is set to the selected date.
• The status timestamps (allocated, picked, and verified datetimes) are all set to the backdated date when the shipment is later confirmed.
• All existing lines are removed so that stock can be re-allocated correctly as at the new date.
• The stock ledger will record the outbound movement on the backdated date rather than the current date.

When Backdating is Disabled🔗

If the Picked date field is read-only then hovering over the field will display a tooltip explaining why: