Inbound Shipments

Viewing Inbound Shipments

• Go to the Replenishment menu in the navigation panel
• Click on Inbound Shipment
• First thing you see is a list of existing Inbound Shipments.
• The Inbound Shipments list is divided into these 7 columns
• 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 clicking 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 Supplier Name

• You can filter the list of shipments by supplier name. This can be useful if you're looking for one particular shipment!
• You should be able to type the name of a supplier in the Search by name field (on the left, just above the list headers).
• All the shipments for this supplier should appear in the list.

Exporting Inbound Shipments

• The list of Inbound Shipments can be exported to a .csv file. Simply click the export button (on the right, at the top of the page)
• The export function will download all Inbound Shipments, not just the current page, if you have more than 20 of them.

Delete an Inbound Shipment

• 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 shipments to be deleted.
• You can even select them all using the master checkbox in the list headers.
• Open the Select dropdown (top right corner, above the list) and select Delete selected lines
• A notification confirms how many shipments were deleted (bottom left corner)
• You can only delete Inbound Shipments with a status NEW

Creating a new manual Inbound Shipment

• Go to Replenishment -> Inbound Shipment
• Press the New Shipment button, in the top right corner
• A new window Suppliers opens, inviting you to select a supplier
• Select a supplier
• You can select your supplier from the list or you can type as much of a supplier name.
• Once you have selected the supplier, your Inbound shipment is created.
• You can edit the supplier if you've selected the wrong one by clicking on the dropdown in the Supplier Name field
• After creating Inbound shipment you can capture a supplier reference in the Supplier Ref field, if they have one.

View or edit the Inbound Shipment Information Panel

• You can open information panel by tapping on More button, located in the top right corner of the Inbound Shipment view.
• You can close it by tapping on X
• The information panel allows you to see or edit information about the inbound Shipment.
• It is divided into multiple sections such as : Additional info, Related Documents, Invoice Details, Transport Details.
• In 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 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 Inbound Shipment.
• If your Inbound Shipment was created to fulfil a Internal Order, the reference number of your order would appear in this section.
• There may be included other documents in the future
• 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.
• Tap on the Edit Service Charges button. A new window opens.
• 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.
• You can also edit the tax rate for the cost price in this section.
• Transport Details
• In this section, you can see or edit a transport reference number (eg. 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.
• New: This is the first status when you create a new manual Inbound Shipment.
• Picked: Supplier has confirmed that shipment is picked and ready to ship (applies only to automatically created shipment)
• Shipped: Shipment has been shipped and goods are now in transit (applies only to automatically created shipments)
• Delivered: When you confirm that the shipment has been delivered
• Verified: When you have verified the inbound shipment.
• Two of the status values will be only applied to automatically created shipments. These are created by system when another store in the system creates an outbound shipment to deliver stock to your store.
• If this happens then you will see alert on the top of the page.
• The Hold checkbox is located on the bottom of the corner, on the left of the status sequence
• Check the Hold checkbox prevents the Inbound Shipment from being updated to the next status.
• The Close Button can be used to quit the Inbound Shipment view and return to the Inbound Shipment list.
• The confirm Button is the button to update the status of a shipment.
• You don't need to update a shipment to next status in the sequence . You can skip some of them directly and Confirm Verified for example.

Internal Orders

Viewing Internal Orders

• Navigate to the Replenishment menu -> Internal Orders
• You will see a list of all existing Internal Orders
• You can use the Search by comment field to filter the list by the comments of the Internal Orders
• You can sort the list using the column headers.
• Tap the column header of the column that you want to sort. The column is sorted in ascending order.
• Tap the column header again and column will be sorted in the opposite order.

Creating a new Internal Order

• Click on the New Order button (top right corner).
• A new window opens, inviting you to select a supplier
• Select a Supplier by pressing on their name.
• Select a Supplier by pressing on their name and you will see a window like this:

Defining Maximum Month of Stock (Maximum MOS)

• Defining the Maximum MOS (Month of Stock) is critical to the calculation of the Suggested Quantity and you can change it
• This can be done before or after adding items to your order

Adding a single item

• Tap on Add Item to add a single item to your order. A new window opens

• First select the item you want to add to your order. You can also type some or all of the item name (or code) to look for the specific item.
• Once item is selected you should see the following info:
• Item Code and Item Name
• Unit: the default unit used for this item (eg. Tablet, Vial)
• AMC: Average Monthly Consumption. How much stock your store uses each month on average (based on a configurable number of months, default is set to 3 months)
• Suggested Quantity: how much stock mSupply suggests that your order to reach your stock target quantity Order quantity: the quantity of units that you request from your supplier
• You should also see the following charts:
• Stock distribution : In this chart you will see the following info
• The Target Quantity for the item. This is calculated as: Maximum MOS x AMC.
• Your current Stock on Hand (in grey)
• The suggested quantity calculated by mSupply
• Consumption History (monthly): this chart shows the monthly consumption up to 12 months in the past (in grey) and the current AMC (in orange)
• Stock Evolution: this chart shows you your stock level for the last 30 days and your projected inventory for the next 30 days. The projected stock will be updated based on your inputs in the Order quantity field

Requesting a quantity in packs

• If the item which you have selected has a default pack size configured then you can see the documentation on editing units for details then you see a few additional elements on the Add item window
• The new elements are:
• The default packsize
• A switch to toggle between Units and Packs
• An input field for Requested packs
• When entering the requested quantity in the number of packs, you'll see the fields as above. The Requested packs input is enabled, and the Requested quantity is disabled, and automatically calculated for you.
• The reverse happens when you are entering by units

Adding using a master list

• Tap on the Add from master list button
• Select a master list
• A dialog window opens asking you whether you want to add all of the items from this master list. Tap OK if you wish to proceed.
• All the items of the master list are now listed and if you had previously added a single item, it must add items that are not already there.
• You should be able to create orders from multiple master lists by repeating above actions with another master list

Using Suggested quantities

• If you tap on the Use Suggested Quantities on the requisition header, mSupply should automatically copy the values in the Suggested Quantity column into the Requested Quantity column.
• You can always manually edit the order quantity for each by tapping on the order line.

Printing an internal order

• Simply click the Print button which is on the top right of the page.
• PDF file is generated for you which will open in a new browser tab.
• This can be printed by clicking print or Control + P or cmd + P keys on keyboard.
• This will either show menu of possible reports for you to select from before creating a PDF. This will happen if there are more than one report defined for the Requisition report type.
• Create a PDF immediately, if there is only one report to select from.

Sending an internal order

• To send the order to your supplier, tap on the Confirm Sent button (bottom right corner).
• A dialog window opens asking you whether you are sure to want to send the order. Tap on OK to proceed
• Status of your order should be now SENT and the order is no longer editable

Approving Internal Orders

• Remote approval process
• it is possible to configure stores, so that requisitions require approval from specified users before they can be fulfilled. For a full description of this process refer to the mSupply Remote Authorisation documentation.
• In the requesting store, enable the store pref Include requisitions from this store in supplier's remote authorisation process
• In the supplying store, enable the store preference Use remote authorisation for response requisitions
• When configured this way, the requesting store will see an additional column in the Internal Order list, showing the approval status.
• And when viewing a specific Internal Order, there are columns showing the approved quantity, approved number of packs and a comment entered by the approver, if there is one.
• Similarly, the supplying store will have an additional column in the requisition list view showing the approval status
• And finally, a specific requisition will also have new columns, for the approved quantity and an approval comment, if one has been entered by the approver
• Local approval process
• In this option you can allow only certain users to change the status of an Internal order to Sent. To allow this ti user, they require permission Can confirm Internal Order as Sent to be enabled.
• To set the permission, edit the user within mSupply and change the tab to the Open mSupply permission tab shown below.
• Without this option checked, the user shouldn't be able to update the internal Order status to sent and the order is unable to be processed.
• On changing the status to Sent the user's details are added to the comment field; this can be seen when viewing the internal order in the details panel.
• Also shown to the remote approver in the remote authorisation web application if that is being used
• Inbound Shipments
• This can be used to receive stock from suppliers(Supplier Invoice)
• All received goods should be recorded in mSupply either by manually creating an Inbound Shipment or working with an Inbound Shipment that has been created automatically as a result of a stock transfer from another store in your mSupply

Suppliers

DESKTOP TESTING

General

• Choose Replenishment -> Suppliers in the Navigation Panel.
• You will be presented with a list of Suppliers (if you don't see any, you are probably just starting!).

Filtering

• Click on the arrow next to Code -> the codes should be sorted alphabetically, either from A-Z or from Z-A.
• Click on the arrow next to Name -> the names should be sorted alphabetically, either from A-Z or from Z-A.

Supplier Details

• You should be able to click on any supplier and the new window, showing detailed view, will appear.
• None of the details should be editable (at this current stage), as the suppliers get synced from mSupply Desktop.
• The 'OK' button should be clickable.

Other

• Rows per page in the bottom right corner should be clickable - e.g. click between different options of how to display records per page. You should be able to change between pages as well.

TABLET TESTING

General

• Choose Replenishment -> Suppliers in the Navigation Panel.
• You will be presented with a list of Suppliers (if you don't see any, you are probably just starting!).

Filtering

• Click on the arrow next to Code -> the codes should be sorted alphabetically, either from A-Z or from Z-A.
• Click on the arrow next to Name -> the names should be sorted alphabetically, either from A-Z or from Z-A.

Supplier Details

• You should be able to click on any supplier and the new window, showing detailed view, will appear.
• None of the details should be editable (at this current stage), as the suppliers get synced from mSupply Desktop.
• The 'OK' button should be clickable.

Other

• Rows per page in the bottom right corner should be clickable - e.g. click between different options of how to display records per page. You should be able to change between pages as well.