Normal Ordering & Receiving Workflows

USER STORY:

• As a customer: I would place an order with list of items I'd want to restock for my store. Upon successful completion of the order, I'll receive those ordered stocks.
• As a supplier: I would receive the order, which I'll process and then supply back to the customer.

Creating/Placing Internal Order

• Navigate to Replenishment>Internal Orders
• On top right, click the New Order button
• Select your supplier-store
• A new order window open with the selected supplier.
• You can change the supplier (in case you selected wrong one previously)

Adding Items

• You can add individual item by clicking on Add item button
  • List of items appear
  • From the list, select your desired item
  • Selected item's information appear including suggested-quantity, deafult pack-size and the Consumption History & Stock evolution charts
  • There is a toggle between units & packs
  • Upon selecting Packs over Units (which is set by default), the Requested packs field is enabled, where you enter the number of packs of the item you want to order.
  • Upon selecting Units over Packs, the Requested quantity field is enabled. where you enter the quantity of the items you want to order
  • Clicking OK closes the window and back to main IO window
  • Clicking Ok & Next opens the same window for next item
• You can also add bulk of items by clicking on Add from master list button
  • List of available master-lists appear from which you can select your desired one
  • Upon selecting the master-list, list of all items under that master-list gets added to the IO
  • Select a line
  • Selected item's information appear where you can input the order details; same as above

Setting Target MoS (Month Of Stock)

• You can select the Target MoS
• Depending on the Target MoS, suggested quantity values of the item lines can change depending on the usage
• By clicking on Use Suggested Quantities button, the requested value is updated to the suggested quantity automatically

Printing Order

Note: You'll need to add requisition reports on the cloud datafile for the reports to appear while you click Print

• You can print the order by clicking on the Print button on top-right side
  • If there are multiple requisition reports added/configured, you can see list of reports to choose to print
  • If by default there's just one, it'll preview the default report which you can proceed to print

Sending Order

• Click on the Confirm button on the bottom-right. You may need to provide correct user-permission for this in mSupply Cloud beforehand
• There is confirmation alert
• Upon clicking Ok, the order status is now changed to Sent
• The order is not editable anymore

Receiving Customer Requisitions

• After the customer has successfully synced their order, on the supplier-side we can start to process the order
• Navigate to Distributions>Requisitions
• List of all received order appear here
• Open the received order
• You can see the order quantity under Requested column
• You can start assigning supplying quantities to the items individually
  • Select the line
  • It'll show the details of the particular item
  • Under Quantity to supply you can enter the quantity you want to supply
  • My Store tab shows the graph of requested quan and SoH available
  • Customer tab shows the customer's stock situation for that item
  • Clicking Ok will populate the entered quan under the Supply column
• You can also assign supply quan for all items at once by clicking the Supply requested button
  • There is confirmation prompt to proceed
  • After clicking Ok, the Supply quantity is automatically updated with Requested quan for all item lines
• After assigning supply quan, next step is to click Create shipment button
• After clicking Ok on the confirmation prompt, a new Outbound Shipment window is created for the order

Supplying through Outbounds

• In the newly opened Outbound, only the items for for which valid(positive) quan was supplied in previous Requisition appear here
• The supplied quantity from previous requisition is the same value as Pack Qty in this Outbound
• By default, all the lines appeared are placeholder lines
• You can select the lines and click Allocate placeholder lines from Actions
• This will allocate the lines with existing stock
• For successful allocation, there will be proper toast message like n no. of lines allocated, where n is the no. of lines allocated
• In case the line could not be allocated (this could be because of stocks not available, or expired stocks, etc), there will be error toast message like n no. of lines not allocated, where n is the no. of lines not-allocated
  • The unallocated lines still remain as placeholder lines
• Click on Confirm Allocated
  • Until the placeholder lines are not deleted from the Outbound, you can't proceed.
• After deleting placeholder lines, you can Confirm Allocated.
• The next status is Picked
• The final status is Shipped
• You can also directly proceed to Shipped by selecting the last, but note: you cannot move back
• After the status is Picked, the same quantity of the items is reduced from the stocklines
  • Under Inventory>View Stock, see that the quantity of the item (from the outbound) is reduced as per the outbound quantity

Receiving through Inbounds

• Now after the order has been fulfilled, in customer-side we receive the inbound
• Navigate to Replenishment>Inbound Shipment
• Open the received inbound.
  • In case there are other Inbounds as well, one way to identify your Inbound is to check/open the IO you created
  • Under More, there link to shipment-number under the Related documents
• Since this is a result of stock-transfer (i.e., through outbound from another oms-store to current oms-store), you'll see some info message regarding it. It could be sth like this shipment was created automatically....
• There are item lines which were in the previous outbound shipment
• The Unit Qty is the same as the values entered in the previous outbound shipment
• The Add item buttons are disabled until the status is Delivered
• Confirm shipment as Delivered
• Now the item lines have been stocked-in
  • Check under Inventory>View stock
  • The item lines which were confirmed delivered appear
• After Delivered, the Add item buttons are now enabled
• You can add new items to the inbound
• You can edit the existing item lines (quan, batch, expiry-date, prices)
• On editing the item lines, the changes reflect in inventory as well
  • Check under Inventory>View stock
• Confirm the status to Verified
• Now the inbound is not editable anymore
• Also, the stocks are still the same in inventory