Livraisons

La fonctionnalitĂ© Livraison peut ĂȘtre utilisĂ©e pour rĂ©cevoir du stock venant d'un ou plusieurs fournisseurs.

Si vous aviez utilisĂ© mSupply par le passĂ©, vous devriez ĂȘtre familier du terme Facture Fournisseur au lieu de Livraison.

Toutes les articles reçus doivent ĂȘtre enregistrĂ©s dans mSupply soit par :

  • CrĂ©ation manuelle d'une livraison (livraison manuelle)
  • Traitement d'une livraison qui a Ă©tĂ© crĂ©Ă©e automatiquement dans votre dĂ©pĂŽt suite Ă  un envoi de stock venant d'un autre dĂ©pĂŽt fournisseur.

Voir les Livraisons

Ouvrir le Menu Livraison

Go to Inbound Shipments

Pour accéder au menu Livraison :

  1. Allez dans Approvisionnement dans le panneau de navigation Ă  gauche
  2. Cliquez sur Livraison

Liste des Livraisons

La premiĂšre chose que vous voyez est une liste des Livraisons.

La liste des livraisons comprend 7 colonnes:

ColonneDescription
NomNom du fournisseur
StatutStatut de la livraison
NuméroNuméro de référence de la livraison
Créée leDate de création de la livraison
ConfirméeDate de confirmation de la livraison
CommentaireCommentaire sur la livraison
TotalValeur totale
  1. La liste peut afficher 20 livraisons par page. Dans le coin inférieur gauche, vous pouvez voir combien de livraisons sont actuellement affichées sur votre écran.

Page

  1. S'il y a plus de 20 livraisons, vous pouvez vous déplacer vers une autre page en cliquant sur le numéro de la page ou en utilisant les flÚches droite ou gauche (coin inférieur droit).

Page

Recherche par nom de Fournisseur

Vous pouvez filtrer la liste des livraisons par nom de fournisseur. Cela peut ĂȘtre utile si vous recherchez une livraison en particulier !

Saisissez le nom du fournisseur dans le champs Search by name (Ă  gauche, juste au-dessus des en-tĂȘtes de liste). Toutes les livraisons de ce fournisseur apparaĂźtront dans la liste.

Exporter la liste des livraisons

La liste des livraisons peut ĂȘtre exportĂ©e dans un fichier CSV. Cliquez simplement sur le bouton Exporter (Ă  droite, en haut de la page).

Export button

et le fichier sera téléchargé. La fonction d'exportation téléchargera toutes les livraisons, pas seulement la page actuelle, si vous en avez plus de 20. Les livraisons sont exportées en utilisant l'ordre de tri sélectionné dans la liste, bien que vous puissiez facilement trier la liste dans Excel ou tout autre outil avec lequel vous ouvrez le fichier .csv !

Supprimer une livraison

Vous pouvez supprimer une livraison de la liste.

  1. SĂ©lectionnez la livraison que vous souhaitez supprimer en cochant la case Ă  l'extrĂ©mitĂ© gauche de la liste. Vous pouvez sĂ©lectionner plus d'une livraison Ă  supprimer. Vous pouvez mĂȘme toutes les sĂ©lectionner Ă  l'aide de la case Ă  cocher principale dans les en-tĂȘtes de liste.

  2. Ouvrez la liste déroulante Sélectionner (coin supérieur droit, au-dessus de la liste) et sélectionnez Supprimer lignes sélectionnées.

  3. Une notification confirme le nombre de livraisons supprimées (coin inférieur gauche)

Vous ne pouvez supprimer que les expéditions avec un statut NOUVEAU.

Créer une nouvelle livraison manuelle

  1. Allez dans Approvisionnement> Livraison
  2. Cliquez sur le bouton Nouvelle Livraison, dans le coin supérieur droit
  3. Une nouvelle fenĂȘtre Fournisseurs vous invitant Ă  sĂ©lectionner un Fournisseur s'affiche.

SĂ©lectionner un Fournisseur

  1. Dans la fenĂȘtre Fournisseurs, vous verrez afficher une liste de fournisseurs. Vous pouvez sĂ©lectionner directement ou saisir le nom d'un fournisseur.
Vous pouvez savoir si un fournisseur utilise également mSupply dans son dépÎt. Si c'est le cas, vous verrez une icÎne comme celle-ci (Store) à cÎté du code fournisseur.
Dans l'exemple ci-dessous, nous recevons du stock de Tamaki Central Medical Store.

Select a Supplier

  1. Une fois que vous avez sélection un Fournisseur, la livraison est créée.
Si tout s'est bien passĂ©, vous devriez voir le nom de votre fournisseur dans le coin supĂ©rieur gauche et le statut actuel devrait ĂȘtre LIVRE.

New manual Inbound Shipment

Lorsque vous crĂ©ez une nouvelle livraison manuelle, mSupply admet que la livraison a Ă©tĂ© exĂ©cutĂ©e par le fournisseur et que vous ĂȘtes sur le point de rĂ©ceptionner les articles.
Raison pour laquelle le statut d'une livraison manuelle a toujours la valeur LIVRE.

Modifier le nom du Fournisseur

Si vous n'avez pas sélectionné le bon fournisseur, vous pouvez toujours modifié le nom du fournisseur dans le champs Supplier Name ou sélectionner un autre:

Dans l'exemple ci-dessous, nous remplaçons Tamaki Central Medical Store par Waikato District Store.

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Saisir une référence fournisseur

Une fois que la livraison a été créée, vous pouvez renseigner la référence du fournisseur dans le champs Supplier Ref s'il en a un: (Exple. * PO#1234567 *)

Afficher ou modifier le panneau d'informations sur les livraisons

Le panneau d'information vous permet de voir ou de modifier les informations sur la livraison. Il est divisé en plusieurs sections :

  • Information additionnelle
  • Documents connexes
  • DĂ©tails de la facture
  • DĂ©tails des transports
Nous prévoyons d'ajouter d'autres sections à l'avenir au fur et à mesure de la croissance d'Open mSupply.

How to open and close the Information Panel ?

To open the Information Panel, you can tap on the More button, located in the top right corner of the Inbound Shipment view.

You can close by tapping on the X Close button, on the top right corner of the information panel.

Open and close the Information Panel

Additonal Info

In the Additional Info section, you can:

  • See who created the Inbound Shipment (name of the user)
  • View and edit the Inbound Shipment color. To edit the color, tap on the colored 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 Inbound Shipment.

If your Inbound Shipment was created to fulfill a Internal Order, the reference number of your order would appear in this section.

In the future, we would also include other documents such as temperature records, transportation documents or pickslips.

Invoice Details

In this section, you will see by default the total cost price of the items listed in the Inbound 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:

  1. Tap on the Edit Service Charges button. A new window opens.
  2. Tap on the Add charge button on the new window. A new line appears in the list of charges. You tap on Cancel if you do not wish to add anything.
  3. Name: select a service charges in the dropdown list. You can customise the list of available charges. Contact your administrator.
  4. Comment: You can add a comment to provide further details about the new charge
  5. Amount: Enter the amount of the charge
  6. Tax: Enter a % of tax for the charge
  7. Total: The total field is automatically calculated based on the Amount and the Tax percentage
  8. Delete: You can tap on the Delete icon to delete the charge

In this section, you can also edit the tax rate (%) for the cost price. Tap on the pencil icon and enter

Transport Details

In this section, you can see or edit a transport reference number (eg. a booking or a tracking reference number).

Inbound Shipment Status Sequence

The status sequence is located at the bottom left corner of the Inbound Shipment screen.

Passed statuses are hightlighted in blue, next statuses appear in grey.

Inbound Shipment Status Sequence (New)
Status Sequence: current status is New.
Inbound Shipment Status Sequence (Shipped)
Status Sequence: current status is Shipped.

There are 5 status for the Inbound Shipment:

StatusDescription
NewThis is the first status when you create a new manual Inbound Shipment
PickedSupplier has confirmed that shipment is picked and ready to ship (applies only to automatically created shipments)
ShippedShipment has been shipped and goods are now in transit (applies only to automatically created shipments)
DeliveredWhen you confirm that the shipment has been delivered
VerifiedWhen you have verified the inbound shipment

You probably noticed that two of the status values only apply to automatically created shipments. These are created by the system when another store in the system creates an Outbound Shipment to deliver stock to your store. If this is the case you'll see a message near the top of the page:

Automatic IS message

If, however, you've created an Inbound Shipment manually, then the following message shows:

Manual IS message

and you'll see that the status bar has only the status values which apply to this type of shipment.

Inbound Shipment Status Sequence (New & manual)
Status Sequence: current status is New.

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.

This manual shipment has been created on 03/03/2022

Inbound status: hover 2

This automatic shipment has been created on 03/03/2022, allocated on 04/03/2022 and picked on 07/03/2022

Inbound status: hover

Hold checkbox

Located on the bottom left corner, on the left of the status sequence.

Check the Hold checkbox prevents the Inbound Shipment from being updated to the next status.

Outbound hold checkbox

Cancel and Confirm button

Cancel Button

Click on the Cancel button to quit the Inbound Shipment view and return to the Inbound Shipments list.

Confirm Button

The Confirm button is the button to update 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 Inbound Shipment, you can only confirm it as Delivered or Verified.

Confirm...Current StatusNext Status
Confirm DeliveredShippedDelivered
Confirm VerifiedDeliveredVerified

You don't have to update a shipment to next status in the sequence. You can choose to skip some of them to go directly to Confirm Verified 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.

Skip Status

Adding lines to an Inbound Shipment

To add a line, tap on the Add Item button located in the top left corner of your screen.

A new Add Item window opens.

Inbound: add item button

Select an Item

In the Add Item window, you can look up an item by:

  • Reading through the list of available items
  • or by typing some or all of an item name
  • or by typing some or all of an item code

Once your item is highlighted, tap on the name or press Enter.

Add Item

Quantities tab

In the Quantities tab, you can update the following fields:

  1. Batch: Type here the batch number. Leave blank if item is not managed with batch number.
  2. Expiry: The expiry date of the batch number. Leave blank is not applicable
  3. # Packs: The quantity of packs you are receiving
  4. Pack Size: The quantity of units per pack (by default, pack size is 1)
  5. Unit Qty (read-only): Automatically calculated based on # Packs and Pack Size ([# Packs] x [Pack Size])
  6. If you are receiving more than one batch number for the same item, you can tap on the Add Batch button
In below example, we are receiving 2 batch numbers for item 030453 - Amoxicillin 250mg tabs with a different pack size.

Add Item quantities

Pricing tab

On the second tab, Pricing, you can update the following fields (all are optional):

  • Sell: The selling unit price of the item (default value is 0)
  • Cost: The purchasing unit price of the item (default value is 0)
  • Unit Qty (read-only): Total number of units for the batch number
  • Line Total (read-only): Total purchasing value for the batch number ([Unit Qty] x [Cost])
Sell & Cost prices are per units and not per pack.
In below example, sell price $12 per unit and cost price is $10 per unit.

Add Item pricing

Location tab

In the third tab, Location, you can select a storage location to assign the batch number to a location in your storage facility.

Simply select a storage location from the Location dropdown menu.

Add Item location

Don't know the storage location yet ? You don't have to capture it right away. You can update the storage location at any time if you haven't confirmed the verification yet.

Confirm item and quantities

When you're done, you can add the new line by tapping on:

  • OKif you don't want to add another line to your shipment
  • OK & Nextif you have other lines to create

Otherwise, you can tap on Cancel and your changes won't be saved.

Editing an Inbound Shipment line

To edit an Inbound Shipment line, simply 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 and cannot be modified.

Edit a Shipment Line

you can edit a shipment line if the shipment has a status higher lower than VERIFIED.
  1. Open the Inbound Shipment you want to edit

  2. Tap on the line you want to edit. An identical window to Add Item appears. At this stage:

    • Edit the main Issue Quantity field
    • or change the number of packs value at the batch number level
When editing a shipment line, you cannot change the item. You would need to delete the shipment line and to create a new one.

Delete a Shipment line

  1. Open the Inbound Shipment that you would like to edit
  2. Make sure that status is not yet VERIFIED
  3. Select the line(s) you want to delete by checking the box(es) on the right of the list
  4. Go to the Actions dropdown menu (top right corner, above the list)
  5. Select the action Delete selected lines

Alt Text

In below example, we are deleting item 030063 - Acetylsalicylic Acid 100mg tabs

Alt Text

You can delete multiple lines at once. Be sure to review what is selected before performing the Delete action.

Receiving stock with an Inbound Shipment

Confirm the delivery of the shipment

Whether your Inbound Shipment is manual or automatic, the first step to receive the goods is to confirm the delivery.

At this stage, you don't have to check if quantities or other information are correct, you just have to acknowledge that you have received the goods from your supplier.

To confirm that an Inbound Shipment has been delivered, click on the Confirm Delivered button.

In case your Inbound Shipment is automatic, you cannot confirm its delivery unless the supplier has confirmed its shipment. In other words, your shipment status has to be SHIPPED before you can confirm that you have received the goods.

Verify your Inbound Shipment

Verification is the last step to receive goods in mSupply. At this stage, you can check what you have received and make sure that that information in mSupply are correct.

You have the possibility to verify the following information:

  • Batch numbers and their expiry dates
  • Quantity of packs and pack size
  • Pricing information: cost and sell prices

You can also capture where received goods are to be stored in the Location tab.

Once all information have been captured or verified, you can confirm the Shipment as VERIFIED by tapping on the Confirm Verified button.

Once you have done this:

  • Goods are now part of your inventory
  • Shipment status is now VERIFIED
  • You can no longer edit shipment lines
  • You can no longer delete the shipment

Viewing an Inbound 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:

Group by Item