mSupply User Guide

Publication date: 2008

upply er guide Version 2 [20 May 2008] mS us 2 Table of Contents Introduction . . . . . . . . . . . . . . . . . . . . . . . . 5 About this user guide 5 About us 5 Thanks 5 Copyright 6 Licence Agreement and Costs 6 Chan v2 v2b v 2 v 1 v 1 v 1 v 1 Conv Setti Ha Ha Up Ins Sta Pre Tutor mS Op The Ad Cu Ent Ent Work Fin Name Ab Ad 35 Editing a Customer, Supplier or Manufacturer 37 Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 The Item Menu 43 Show items. 43 New item. 57 Show builds. 58 Transferring goods to another Store . . . . 94 Receiving payment from Customers . . . . 95 Overpayments 95 Electronic invoices . . . . . . . . . . . . . . . . . . 97 Setting up electronic invoices: 97 Restricting User Access . . . . . . . . . . . . . . 98 restrictions 98 g Customer access to items 102 Mode . . . . . . . . . . . . . . . . . . 103 spensary Mode 103 Dispensary Mode 103 nges in dispensary mode? 104 prescribed items 106 directions 106 atient details 108 ispensing 109 abels 110 eceipts 110 ly Web Server . . . . . . . . . . . . 111 e mSupply Web Server 111 the web server 111 g to mSupply from a web browser Items From Suppliers . . . . . . 121 ges in recent versions . . . . . . . . . . . . 7 (very soon . towards the end of May) 7 2 (18th April 2008) 7 b1 (1st Feb 2008) 7 96r6 (24th Jan 2008) 8 .96r4 (31st Aug 2007) 8 96r3 (5th June 2007) 8 96 (24th April 2007) 9 entions used in this manual . . . . . . . 10 ng up mSupply . . . . . . . . . . . . . . . . . 12 rdware requirements: 12 rdware recommendations: 12 grading from previous versions 12 tallation 13 rting mSupply for the first time 13 paring mSupply for actual use 15 ial . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 New build. 58 Manage Ad Hoc items. 61 Show repacks. 63 New repack. 63 When to use inventory adjustments 64 Inventory adjust - add stock. 65 Inventory adjust- reduce stock 65 Merge two items. 66 Show departments. 66 Manage Item Access. 67 Manage Drug interaction groups68 Show units. 70 Show Accounts. 70 Show item categories. 71 Show Locations. 72 Merge two Locations. 75 Check stock is correct. 75 Non-stock items 75 Applying Restrictin Dispensary About Di Activating What cha Entering Entering Viewing p Repeat D Printing l Printing r The mSupp About th Activating Connectin 112 gOrdering 1 upply Explained 17 Receiving Goods- a Supplier Invoice . . . . . 79 Creating a new purchase order 121 a blank purchase order 124 purchase order 124 goods using the Goods Receipt func- 136 management when receiving goods. s. . . . . . . . . . . . . . . . . . . . . . 141 143 145 146 148 149 ening the example data file 18 Navigator 19 ding and viewing items 19 stomers, Suppliers, and Contacts 22 er incoming goods (a supplier invoice) 24 er outgoing goods (a customer invoice) 27 ing with lists . . . . . . . . . . . . . . . . . . 31 ding records 33 s: using, adding and editing . . . . . . 35 out names 35 ding a Customer, Supplier or Manufacturer Adding new lines to a Supplier invoice 81 Editing lines on a supplier invoice 82 Deleting a line on a supplier invoice 83 Issuing Goods to a Customer (Customer In- voices) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Creating a new Invoice 85 Adding lines to an invoice 89 Deleting a line from an invoice 92 Reordering invoice lines 92 Confirming an invoice 92 Entering a service line on an invoice 93 Editing tax on invoices 93 Creating Editing a Receiving tion Location 137 Preference Invoices 1 Invoices 2 Printing Misc Log 2 Font 150 E-mail 150 Backup 151 Web server 152 Moneyworks 152 Drug intera Customizat Dispensary Item Purchase O Purchase O Prices This compu OK and Pri Logo Report Menu Report prin Custom Re Category A Transaction Purchase O Purchases. ABC analys Manageme Show total Current Sto Opening St Stock on da Graphical s Graphical d Suggest ord Item list. Item usage Item slow m Expiring ite Quotation Transport R Prescriber r User transa Debtors. Customer statements. 188 Backorder report 188 Suggest price list additions. 188 Update price list. 189 Price list. 189 New Blank Purchase Order. 213 Show Goods Received 213 New Goods Received 213 Show cash payments. 213 New cash payment. 213 s. 214 214 ers 214 r 215 . . . . . . . . . . . . . . . . . . 216 216 217 . 217 217 217 218 . 218 218 ice. 218 ce 218 s. 218 218 lier invoice 219 s. 219 ctions options 153 ion Options 154 mode 154 155 rder Defaults 156 rder Printing 156 156 ter 157 nt 158 158 . . . . . . . . . . . . . . . . . . . . . 159 ting options. 159 port. 160 nalysis. 172 s. 173 rders. 178 . 179 is. 179 nt summary. 180 Item Ledger date range 189 Look for ledger problems. 189 Print item ledger. 189 Location report. 190 Manage Reports. 190 File menu. . . . . . . . . . . . . . . . . . . . . . . . 192 New data file… 192 Change user 192 Change Password 193 Edit users and groups. 193 Show current user. 193 Backup. 193 Restore. 193 Finalise customer invoices. 193 Finalise supplier invoices. . 194 Finalise inventory adjustments. 195 Finalise builds. 195 Export a batch again. 195 Import items. 195 Merge two name Show categories Show manufactur New manufacture Customer Menu . Show invoices. New Invoice. Show customers. New customer. New credit. Cash Receipts. New cash receipt. Export invoice. Export HTML invo Print special invoi Print invoice serie Show groups. Invoice from supp Merge two name stock value. 180 Import items & stock 197 Show Categories 219 ethods 220 . . . . . . . . . . . . . . . . . . 221 221 ces 221 s. 222 sers 222 222 223 224 225 227 227 228 228 229 ck. 181 ock. 181 te. 181 tock history 182 aily stock 182 er quantities 183 184 . 184 overs. 185 ms. 186 Summary. 186 eport 186 eport 187 ction totals 187 188 Import customers and suppliers 199 Export. 200 Preferences 201 Exit/Quit 201 The Edit Menu 201 Supplier Menu . . . . . . . . . . . . . . . . . . . . . 203 Show invoices. 203 New Supplier invoice. 203 New Supplier. 203 Show suppliers. 204 New Supplier credit. 204 Import invoice. 204 Show tenders. 204 Show purchase Orders. 213 New Purchase Order. 213 Show shipping m The Special menu Show Navigator Printing preferen Check for update Show connected u Currencies. Reminders. Show budgets. Show stores Misc labels Abbreviations. Warnings. Prescribers. Merge prescribers Transaction categories 229 Contacts. 230 New e-mail. 231 Show e-mails. 232 Send queued e-mails. 233 Set start of year stock. 233 Show Web messages 233 View log 235 Use Pur Sho The H Ab Wh Misce End End Ma Ho b Pri Sec Sup Techn mS Exp mS mS File Ge m Trans Tra Tra Fie Ch Ve Ve Index 285 r’s report 235 ge. 235 w stores. 236 elp Menu . . . . . . . . . . . . . . . . . . . . 237 out mSupply. 237 y is there no help option? 237 llaneous Topics . . . . . . . . . . . . . . . 239 of Month tasks 239 of Year Tasks 239 intenance and Repair 239 w do I move a window whose title bar has een hidden? 240 nting notes 240 urity of your data 240 ervisor mode 240 ical Notes . . . . . . . . . . . . . . . . . . . 242 upply Client/Server installation 242 ort file formats 250 3 upply Server backup configuration 250 upply file extensions and types 251 arrangementLocation 252 tting the right data file when you open Supply 252 action Codes . . . . . . . . . . . . . . . . . 253 nsaction type codes 253 nsaction Status Codes 253 ld formats 254 anges in Earlier Versions 269 rsion 1.61r2 (April 2004) 277 rsion 1.61r1 (March 2004) 278 4 5 Introduction Thank you for choosing mSupply. Before you launch in (if you haven't already!), we suggest you plan to take the following steps. • Read the rest of this introduction. • s Pleas • • mSup • • • • • • • . • s • • • d help with installing mSupply please feel free to email us at About this user guide This user guide is designed for either printing or viewing within Acrobat ges do not show properly, please we use JPEG2000 compression to show bookmarks from the window ugh the sections and chapters by e the find command to find words 2001 with the primary aim of supply- developing countries. We are com- les excellence in health care delivery. ho choose to use our services. al> )572-9431 andu, Nepal tion. more, and has put up with me think- ve been. This software grew out of necessity at the Medical Supply Department, Kath- mandu, Nepal. We learnt a lot from Jaap Zijp's software "Bhandari", and as originally developed and tested. Read the e note that You need dows. If you are ply is desig Recording makes for Create ten Ordering usage figu Entering o Manufact your stock Tracking A Issuing of inventory Customer status and Exporting gram. Reporting want! If you nee <info@ms etup, tutorial and licence chapters in this manual. installation requires basic computer skills to be able to locate a file using the "open" and "save" win- not sure, why not try, and email us if you get stuck. ned to handle the following tasks quotations received from various suppliers in a way that easy comparison of true cost prices. ders for suppliers to respond to. (Purchasing) of items from a particular supplier, using actual res to calculate the required quantities. f incoming goods into inventory. uring items. That is, building new items from raw materials in . ccounts Payable and Accounts Receivable invoices for customers, and recording the transaction against are able to order on-line via the internet, and can view stock the status of their orders. purchase and invoice data for import into an accounting pro- on transactions and other data in almost any manner you Reader or another PDF viewer. If the ima upgrade to Acrobat Reader 6 or later, as keep the download size reasonable. If you are using Acrobat Reader, choose menu. You can then easily navigate thro clicking on a bookmark. You can also us and topics which interest you. About us Sustainable Solutions was established in ing and supporting mSupply software in mitted to producing software that enab We take pride in looking after people w We are based in Kathmandu, Nep We can be contacted at: email:<> or <i phone: 977 1 5548 021, fax: 1 (815 post: PO Box 8975, EPC 355, Kathm Please feel free to request more informa Thanks Juliet has always been encouraging and ing about mSupply when I shouldn't ha> from the staff at MSD where mSupply w Introduction 6 Ujwal Khatry has stuck with Sustainable Solutions for five years, including the startup period where our company name could well have been a misnomer. Jim Staples of 4D inc. kindly arranged an initial donation of the superb development environment we use. Thanks to those people in the 4D tech mailing list who have helped for no benefit to the John Ross of P enough to us David Adams The moderato that list for oc Copyright mSupply softw erve 1996 to 1 accompanyin Licence A Commercial u obtain a licen Please view o Non-commer • You ma is used country registra pose ot shall be • Users w suppor Please contac and training p mselves. atan Hospital, Kathmandu, believed in the quality of mSupply e it long before it was fully ready. kindly donated his superb texts on 4D. rs of the E-Drug mailing list have been gracious in letting us use casional announcements. are is copyright Sustainable Solutions, 2006, UMN/INF/Inters- 999. You may only use the software in accordance with the g licence agreement. greement and Costs sers or any user wanting multi-user functionality enabled must ce from Sustainable Solutions. ur web site for up-to-date pricing. cial use y use mSupply software in single user mode for free as long as it in an approved not-for-profit organization in a developing . All users must register with Sustainable Solutions to obtain a tion code. Information supplied will not be used for any pur- her than generation of registration code. Sustainable Solutions the sole arbiter of those qualifying for this offer. ho have obtained a free licence number are not eligible for free t. t us for quotes regarding customised versions and installation ackages. v2 (very soon . towards the end of May) 7 Changes in recent versions v2 (very soon . towards the end of May) Most of the major changes in version 2 are listed under earlier beta versions. Chan Featu • d • . • i • l o • l • • f • n • o • • Bug f • for duplicate item codes now working • • • Other minor bug fixes v2b2 (18th April 2008) e order lines e report that allows easy display on a mandatory field turned off by mSupply when quote view imes wrong firmation were not being assigned to backorder quantity for all Ad Hoc n you log into mSupply you can a different store mSupply will only nd report results related to the cur- supervisor mode" and report on stock and transactions across all stores. ges betwee res Inter-user are logge Security m any more Can now when crea mSupply c Shipping printing t Item labe Order line Change o are now c stock item New, simp recomme New secti Logging o ences) ixes Checking Volumes n Viewing g n v2b2 and v2 final include: messaging system - a simple system to see which other users in, and to send them messages. uch improved for web itnerface- can't execute arbitary URLs nclude Purchase Order lines with zero suggested quantity ting a purchase order (allows you to investigate lines that onsiders have sufficient stock) abels (or "box/carton labels") from customer invoices (EPL Zebra printers only) s for items manufactured from builds s history now shows the goods received ID nomenclature - items previously known as ‘Non-stock’ items alled ‘Ad Hoc’ items to diferentiate from re-defined Non- s. lified Ad Hoc item handling (old system still in place, but we d you don't use it) n on ‘Non-stock’ items f user log-in and log-out (can be turned on/off in the prefer- New Features • New report: outstanding purchas • New report type for Stock on Dat spreadsheets • Quote validity can be specified as • Quote preferred checkbox can be validity date is reached. • Extra fields available for item list Bug fixes • Stock totals displayed were somet • Backorders created on invoice con the correct store • Ad Hoc items were showing total items. v 2b1 (1st Feb 2008) New Features • Multiple store management. Whe choose a store. Until you log into show you the transactions, stock a rent store. You can also log in as " ow show m3 by default before a value is entered. oods received lines on a purchase order fixed. Changes in recent versions 8 • Patient information recording: you can now specify tests and values and then keep a record of results of these values for each patient. This enables mSupply to be used in simple clinic situations. • Inter store transfers • Handy • Duplic • French • Purcha • Autom due to • Ad Ho • Start o Bug fixes • Close b v 196r6 (2 New Features • Prescrib Bug Fixes • Transac now w • Repeat tomer v 1.96r4 ( New Features • Allow n • Set sto • Checks • Import default location key of an item, now we search for location code, if does not exist create location and assign location code for the item • Added a new method accesible from the quick report editor: llows using an item's shelf ied out if the item code is a stock line nalized. s and Supplier invoice lines: e based on the previous ratio. me availability at chosen loca- to indicate no space/tight rders on the location tab to ble-clicking a goods receipt calculator for days stock required. ation of multiple customer or supplier invoices version completed (almost!) se orders can now have split deliveries of a line or lines atic order calculations take into account forward commitments existing split delivery requests c items can now be excluded from most reports f year stock can now be set retrospectively ox now works for item and invoice windows! 4th Jan 2008) er report now includes prescription count as well as item count. tion report: “not equals to” filter for transaction categories. orks correctly. s can no longer be issued when the transaction type is “cc” (Cus- credit) 31st Aug 2007) qr_get_loc_from_key_new_process that a location in custom reports • The duplicate item code check is only carr changed. • Internet version checking improvements. v 196r3 (5th June 2007) New Features • Pack size shows when viewing details for • Repacks: can now delete a repa ck if not fi • Repacks: now record user id • Location management • Purchase order lines, Goods Received line changing the pack size changes the volum • Goods Receipts: new button to show volu tions (lines are coloured red/orange/green space/ enough space) • Same line colouring applied to purchase o show effect of receiving purchase order • Available volume is now shown when dou line Bug Fixes • Available volume is now shown when double-clicking a goods receipt line o issue with a long supplier tatus “sg” fixed (critical) ew users to logged as store by default re as default mode if new database is created for unique item code • Occasional error when choosing an item t code fixed (non-critical) • Repacks: bug when saving a repack with s v 196 (24th April 2007) • Purchase Orders now correctly ignore the current purchase orders’ stock volumes when calculating volume on order. • Purchase Orders: volume for this order now excludes lines already received. • Labels on the item usage tab were wrong. • Negative numbers in location management windows (indication over- full locations) now display their units correctly v 19 New • • • • • • • • • • • • Each name has an option to determine if invoices are printed with items in alphabetical order or line number order • The New Goods Receipt input form has two new line buttons, allowing entry of a line from the purchase order, or entry of a line not on the purchase order • The Show Goods Received form has a “Find” button in the lower left corner, allowing a rapid search for a particular line any errors fixed. ms is now respected when converting ice. ges in earlier versions. 6 (24th April 2007) Features Now certified with Windows Vista If editing a supplier invoice line where stock has already been issued, you have the option to view which customer invoices the stock was issued on. Many new options for printing dispensary labels Mini invoiices can be printed on dispensary labels Location management now handles item volumes, including the ability to determine whether a purchase order will result in more stock being delivered than there is available volume. This is especially relevant for cold chain items. New form of transaction report Backorders button on Customer invoice now has “New” and “Modify” buttons In Preferences > Invoices 1, there is a new option “Activate budget module” A budget period can now be set for both Customer and Supplier invoices In Preferences > Printing, the option “Don’t print placeholder lines on pick slips” may be toggled on or off Bug fixes • The French localization has had m • Convert pack to one option for ite a goods receipt to a supplier invo See the technical notes chapter for chan 9 Customer invoices: the $ icon at lower left has a new option to print a Proforma invoice in place of a pick slip. Conventions used in this manual 10 Conventions used in this manual If you aren't familiar with using a computer, you should read this chapter, and also work thr Menus Choose new i Items ) New it choose new it Field An area wher white coloure Check box is a box that c click in it. To " h there is not o ing what the Tab & Shift You can move SHIFT key wh reverse order ble"- that is, p button. Pressi Highlight but Pressing the E which is usua Double-click In lists (e.g. of line to edit or details. Insertion poin is the blinking typed input. OK button "Enter" key,. down "CONTROL" ("COM- full stop). a document is stored on your er 2:document", which is the s. We've tried to list both in gh, so the "COMMAND" (cmd) key OPTION" (opt) key on Macs. item. Columns that can be will be true of all columns). t represents physical stock item may or may not have example data file provided n item. When you first start to use the example data file it has 2 stock lines. (You can view them under the that later!). a particular item in your ough the tu tem from t em means em from th e you can m d box. hanges fro check" a c ne already box is for. from field ile pressing to normal. ressing the ng the "ret ton NTER key w lly the OK b Names or view more t line in a fi torial. he item menu (sometime also written as Choose . Click on the word item in the menu bar, then e menu that drops down. ake an entry, either text or numbers - usually a m having an "X" in it to being blank each time you eck box means to click it so that an "X" appears (if present). Check boxes have text beside them explain- to field by using the TAB key. Holding down the the TAB key will move you from field to field in the (Note that on Windows, some buttons are "taba- tab key moves the "focus" (the active area) to a urn" key then activates that button.) ill operate the highlighted button in a window, utton. of Items), double click the left mouse button on a The OK button can be operated by pressing the Cancel button The cancel button can be controlled by holding MAND" on Macs), and pressing the period key ( Path to a file (Or to a document) is a way of describing where hard disk. It is written as "hard disk:folder 1: fold same as "C:\folder 1\folder 2\document". Modifier keys Windows and Macs have different modifier key the manual, but sometimes one might slip throu The Windows "CONTROL" key does the same as on Macs The Windows "ALT" key does the same as the " Column headings in mSupply can be clicked to sort the list by that clicked for sorting have blue text. (In future this Stock Also called "inventory"- an entry in mSupply tha (inventory) in your store. Item An "item" in mSupply is a particular product. An stock lines at any given time. For example: In the with mSupply, "Amoxycillin 250mg tab/cap" is a eld that indicates which field is currently accepting "stock" tab of the item details window (more on Item lines (or "stock lines") represent different batches of store. v 196 (24th April 2007) Negative values In general, there is no need to enter negative values in mSupply. Even when you are entering returned goods from customers, or returned goods to sup- pliers, you must enter positive values. mSupply automatically converts the invoice total to a negative amount when it is a credit to a supplier or from a customer. Supplier invoice A sup Build A tra mate plier invoice is the same as a "bill" or a "purchase" nsaction that records the manufacturing of an item by turning raw rials into a finished product. 11 Setting up mSupply 12 Setting up mSupply Hardware Windows Hardware req mSupply for Here’s a roug If you have an mSupply that Macintosh Mac OS X 10. 50Mb hard di Backup syste Once you star upply, it is of crucial importance that you have a method of ba our data. mSupply stores all it's data in a couple of files that rapi have a high c use of an exte tate off-site st • Synchronize is a good backup program for Macintosh. le for Windows. h backup solution, you should ows), and a tape backup ata off-site to prevent the risk le to help you if you have backup. ssary in every situation, but ot-matrix printer may be btain good support. even if it means buying a e range of hardware. We are r via email or phone. revious version, it will auto- note that this process may take some time. IMPORTANT! Always make a backup of your data file before upgrading. We unexpected disaster if you Absolu Sugge or Clie use wi Sugge r require uirements h guide. older ope runs on W 3 or later. sk space. m t using mS cking up y dly become apacity rem rnal hard d orage of b te minimum sted single nt machine th server. sted serve ments: vary widely depending on what you want to use rating system, please contact us for an old version of indows 98 or later. • Backup Magic is a similar program availab • If you are looking for an industrial strengt use Retrospect (Available for Mac & Wind device. • You need to be able to store backed up d of loss by fire, theft, etc. • Note! Sustainable Solutions will not be ab hardware failures and you do not have a Hardware recommendations: • A connected printer is not absolutely nece for most situations it is a requirement. A d used, but an ink-jet or laser is preferable. • Buy hardware for which you are able to o • Buy brands with a reputation for quality ( slower/older machine). • We have clients running mSupply on a wid happy to discuss hardware options furthe Upgrading from previous versions If you open a data file that was created with a p matically be updated to the new format. Please Windows 2000 or XP computer with a 500 Mhz Pentium processor or equivalent. user for Win 2000 or later, 800 Mhz or faster Pentium processor or equivalent, 256Mb RAM Win 2000 or later, 1.4Ghz Pentium 4 or equivalent, 512Mb or more RAM. 2 Hard disks. Attached to Uniterrupt- ible power supply with software to shut down server if battery power is about to run out. too large to fit on diskettes. You need, therefore, to ovable storage device. We strongly recommend the isk using either firewire (IEEE 1394) or USB2 to facili- ackups. will not be able to help you in the event of some haven't followed this advice. Installation Installation We are assuming you have obtained mSupply either via the Internet or on a CD. If you have downloaded the file you need, and you have saved it to your desktop, it is important that you saved the file with an ".exe" extension or it will not run (You can rename a file by right-clicking on it). The default name for th If you locate It is st instal • • Now exam Exam The m mSup ple d have To ins one of the options mentioned below : • Un-install mSupply using the Windows menu Start > Program Files > mSupply > Uninstall mSupply . This will remove all installed files of mSupply which inculdes the example data files. Re-installing mSupply now will install a fresh copy of the example data file. • You can manually delete the example data file and re-install mSupply. The mSupply installer will install a fresh copy of the example database . the example folder from the mSupply panel, make sure the short date for- or the year (YY, not YYYY). mSupply gh space for 2 digits. Having the display, not the actual data. It does or MM/DD/YY or YY/MM/DD verlaps the separator lines, turn off anel. st time n on your desktop, or m the mSupply menu in the programs dows). If this is the first time mSupply , then an example data file will be e mSupply tutorial. mSupply will . last data file used, and automatically nless you move or rename your data u a standard open/save window for f your data. e file is "mSupply_installer.exe" are using the CD, it should automatically run when inserted. Otherwise, the file "mSupply.exe" on the CD using Windows Explorer. rongly recommended that users who are not familiar with program lation adhere to these directions. Double-click "mSupply_installer.exe", and it will automatically run the mSupply installer. The installer will do the following: • Create a folder on your chosen drive called "mSupply" • Create in the mSupply folder a sub folder called "example folder" containing an example data file. You can use this data file for prac- tice. (Or use the tutorial at the start of the manual to learn the basics quickly) • Install the "mSupply.exe" application and associated files. Double- clicking this file will do the same as double-clicking the "start mSup- ply" icon on your desktop. • Install "readme.txt" - information on licensing and using mSupply. • Install "mSupply manual.pdf" -this document. • Create two shortcuts on your desktop: "start mSupply" and "mSupply manual" • Create a "mSupply folder" entry in the "programs" section of your "start" menu. you are ready to begin! Proceed to the section below on starting the ple database. ple Data file Supply installer treats example data files in a special way. Re-installing ply on a previous installation will replace all the files except the exam- as the previous file does not exist On Macintosh machines, simply replace installer image. Notes for Windows users • In the regional settings in control mat is set to display only 2 digits f lists are set up to allow only enou wrong seting here will only affect not matter if you use DD/MM/YY • If the display of lists in mSupply o large font in the display control p Starting mSupply for the fir To start mSupply, either • double-click the start mSupply ico • choose the start mSupply item fro section of the Start menu (on Win has been started after installation opened allowing you to follow th present you with a log in window Note that mSupply will “remember” the present the log-in window for that file u file. If you do this, mSupply will show yo you to choose the new name/location o 13 ata file. This is to prevent valuable data from being deleted as users may Creating a new data file le now, then log in to the example o the following. started entering actual stock into the example data file. tall a fresh copy of the example data file on windows you can carry out If you would like to create a new data fi data file and from the mSupply menu d Setting up mSupply 14 • File > New Data File.Navigate to a convenient location. Assign a name to your data file and click the save button. mSupply will now start creat- ing a new data file. • You will be presented with a login window. See next page for instru- cions • Start en Alternative m Here is an ano • Quit m • Start m now be “New” right coner of the window. choose the location and le, that file becomes the starting mSupply. To use a dif- If the default data file is st be openedusing its new nted with the log-in window tering your data. ethod for creating a new date file ther way to create a new data file. Supply if it is running. Supply and then immediately hold down the “alt” key (You will shown the window to choose a data file. This window has a button allowing you to create a new data file if you wish. • Click on the “New” button in the bottom Another window will open where you can name of your new data. Once mSupply has opened up a particular data fi default file which is opened automatically on re ferent file, it must be chosen, as described later. renamed or moved to a different location, it mu name or location. Log-in to mSupply The first time you use mSupply, you will be prese like this: Preparing mSupply for actual use User You s Passw At 2., with ing yo Store At 3. Most ating the st trans select Super visor mode uted For fu Mode At 4. Dispe Finall Preparing mSupply for actual use The following 2 steps are necessary to start mSupply for the first time. • Create a new data file • Prepare the new data file for use 1. Create a new data file arting mSupply for the first time on can easily find for doing backups. We pply data" inside the “My Docu- ta file. The documents folder on a e ency. After you save the file, mSupply rate of “one” and a name of “Hom”. double click the one line in the win- r code to represent the currency you ase (eg "ICr" for Indian Rupees, or US dollars). This currency will have a d when you are calculating cost prices and when you are comparing quota- Special > Preferences to do this. Read the File Menu - Preferences to learn- ttings do. ers (If you like you can also do this as g a customer or supplier the first time om them) ck. There are a number of ways you ant to just enter items as you enter tep by clicking the "new item" button ck line for which there is no item. elimited item data, which you can cre- name hould select “user 1(pass=user1)”from the list ord enter the password “user1” (without the quotes). When different users their own level of access have been set up, you will then log-in by selecti- ur user name and typing your own password. select from the drop down list the store with which you are working. mSupply users will be operating with a single store, but for users oper- with more than one store, the login screen allows you to select any of ores to which you have access. After selecting the desired store, all actions will relate to that store until you return to the login screen and a different store from the drop down menu. visors and other Level 1 users will have an additional menu item, Super- mode. In this mode, all stores are accessible, and you would use this , for instance, when placing an order for supplies which will be distrib- to a number of stores. rther information see Show stores on page 225. “Choose login mode .”, you have the option to select Store mode or In order to create a new data file, see St page 13 Save the data file in a location that you suggest you create a folder called "mSu ments” on windows PC to store your da MAC could be used in a similiar manner. 2. Prepare the new data file for us 1. Give a name to your home curr will create one currency with a Choose Special > Currencies and dow. Enter a two or three lette will use to operate your datab "Rnd" for Rands, or "USD" for "rate" of "1". Currencies are use for orders in other currencies, tions from suppliers. 2. Enter your preferences. Choose the chapter of the manual on what the different Preference se 3. Enter your Suppliers and Custom you go along by simply enterin you create an invoice or order fr 4. Enter the items you keep in sto can do this: • You can skip this step if you w your actual stock in the next s when you come to enter a sto • You can import a file of tab-d 15 nsary mode; the default can be set in your Preferences ate, for example, in MS Excel. See the Import. command in the "File menu" chapter. A file containing the WHO essential drug list is page of the mSupply web site. We y, click “OK” to login available from the download recommend you use this file. Setting up mSupply 16 • You can enter each item using the New item Command from the item menu. 5. If you intend to record the location of each item, you should define the locations that your store contains.For further information see Location - Defining locations on page 73. 6. Abou mSupply allow Each user can The modes pr dows, depend individual For further in t Dispensary Mode s you to log in in two different modes, Store or Dispensary. have his/her permissions set to allow or disallow each mode. esent the user with a different menu bar and different win- ing on whether you are issuing stock to an organisation or an formation see Dispensary Mode on page 103. 17 Tutorial If some of the terms used below are not clear, please read the Conventions chapter earlier in this manual. Only mSupply’s basic features are covered in the Tutorial; its many enhanced features are covered in depth in appropriate chapters in the User Guide. mSu The c proce mSu The t (si) an from trail b w given trans t Of co the co Note p beha ences stated data h Befor open ters in Note r you h the sc • : nd make the necessary changes. • n pply Ex hart (right) sses. (Of co pply work wo most co d the custo suppliers, a y only allo an openin actions tha urse, there re of the s that mSup viour of ma from their below. W to ensure t e starting t ed the exam the manu - mSupply ave your sc reen. To ch Windows Settings, a Macintosh plays” ico plained shows the common steps in most pharmaceutical supply urse, the manufacturing step only applies to manufacturers!) flow diagram mmon transaction types in mSupply are the supplier invoice mer invoice (ci). These transactions record stock purchases nd stock supply to customers. mSupply records a full audit ing stock adjustments by way of a transaction. Therefore, g balance of stock for the year, mSupply can show a series of result in the recorded closing stock. is much more to it than that, but these two transactions are ystem. ly has dozens of preference settings which change the ny aspects of the software. If you have customized prefer- default settings, some aspects of this tutorial may not be as e recommend you start with a fresh copy of the example e preferences are set correctly. he tutorial, you will need to have installed mSupply, and ple database. If you haven't done so, read the setup chap- al to do this uns best with a screen resolution of 1024 or 768 or greater. If reen set to 800 x 600 or lower, some windows will not fit on ange screen resolution: Right click anywhere on the desktop, select Properties, then : Choose Apple > System Preferences. then click on the “Dis- and set a new resolution Tutorial 18 Opening the example data file You will have two icons on your desktop- double-click the start mSupply icon. If you are opening mSupply for the first time, the the program should auto- matically ope If you have al would like to can use the m file. By defau mSupply/exam Note: If you h installer, the e A password e message pane hlighted, but if it is not, it uotes) in the password area ‘General’, and the ‘Choose ”- these should not be gged on, the Navigator n the example data file. ready been using mSupply and have another data file open, but open the example data file for use with this tutorial, then you Supply menu File > Open data File. to open the example data lt the example data folder is stored inside “c:/program files/ ple folder/”; navigate to the location and open the data file. ave chosen a different location from the one suggested by the xample folder will be in your chosen location. ntry window is presented as mSupply opens up a data file. The l informs the user that the example data base is in use. The "User 1” (pass= "user1") entry should be hig should be selected. Enter "user1" (without the q (2.). The ‘Choose store .’ drop-down list will display login mode .’ drop-down list will display “store changed. Click the OK button. After you have lo screen appears: The Navigator The Navigator Overv The m using also b and o the sh The N Displa mode work user c few s Imme Admi you w availa ing on the icon of your choice with the mouse, or by advancing through the icons with the right or left arrow keys and pressing the Enter key. You will be using the Items panel of the Navigator in the next step in the tutorial, and as the same procedures are common to all panels, you will quickly become familiar with using them. The bottom right area of the Navigator screen is available for displaying your own logo - the logo of “Acme Medical Supplies” is displayed in our example. The placing of your logo is performed by choosing File > Preferences > Logo. ing to add two new items to our ck on “Items”, the 3rd of the large iew Supply Navigator provides access to most of the functions you will be regularly in mSupply. You will learn that many of these functions may e opened with shortcut key sequences from the various Menu items, nce you have gained some experience, you may find it quicker to use ortcuts. avigator always opens at the Customers screen, shown above. yed along the top of the screen are four items of information: [1.]the selected at logon (store or dispensary), [2.]the store in which you are ing - for most users this will be ‘General”, [3.] active data file, and [3.]the urrently logged on. Keep the pointer on the datafile name, and after a econds the full path to the data file will be displayed. Adding and viewing items Adding a new item to the database For this section of the tutorial, we are go mSupply database. From the Navigator’s opening screen, cli icons near the top of the screen and the following screen appears: 19 diately below this, there are six large icons, “Customers, Suppliers . n.” Click on the icon appropriate to the task you are performing, and ill be presented with a panel displaying annotated icons listing the ble functions and procedures; these are in turn selected either by click- Tutorial 20 • Click on • You are Below is a list key to advanc the mouse. Type The default entry “normal” appears, and should not be changed. Item code Enter "amo500c". Press the Tab key to advance to the next field. b key to advance to the next f the tutorial when you need s "ea" for "each". means that when we export d. e "a" section of our imagi- tly from "a", so it is good to for entering shelf locations. k to be our standard for com- allows the item which is gory. em blank. the “New item” icon presented with a window with a number of fields to enter: Item name Enter "Amoxycillin 500mg tab/cap". Press the Ta field Note: Continue to use the Tab key for the rest o to advance to the next field. Units “None” is displayed by default. The alternative i Price list Click on the square so a check appears in it. This a price list, the price for this item will be include Shelf location Enter "a3". Amoxycillin is stored on shelf 3 in th nary store. Note that "A" is interpreted differen use either all upper case or all lower case letters Preferred pack size Enter "100". This means we want a 100 unit pac paring prices of this item. Category If a list of categories has been defined, this field being added to be placed in its appropriate cate ATC code, DDD factor, Essential drug For this tutorial, ignore these fields and leave th Click the "OK & next" button to add this item to mSupply. The window will . d click the OK button to add u accidentally click "OK & button. The Amoxycillin aved when you pressed the of fields and the text to be entered into each field. Use the tab e from field to field or click on the field you want to edit with now go blank allowing you to add a further item Note: If you had no more items to add, you coul only the item you wanted, and then to exit. If yo next" and then want to exit, just click the cancel 500mg tab/cap would still be entered, as it was s Adding and viewing items "OK & next" button. Proceed to add a further item with the following details: Note that if you make a mistake, you can click in a field and edit the value. Click dow. Cong go an View Click You w • Type "a" into the text entry area, then click the Find button. • You will be presented with a list of all the items whose name or code 50mg tabs/caps - an item that was o choose the item, double-click any- window that displays a lot of infor- g tab/caps". From this window you dit supplier quotations, view usage Item code "amo125s" Item name "Amoxycillin 125mg/ 5ml syrup". OK now that you have added the item, then click cancel to exit the win- ratulations! You have now added 2 items to our example data file. Let's d see how to find them. ing or Editing item details on"Show items" from the Navigator ‘s Item screen. ill be presented with a window to find items: starts with "a" • We will choose the Amoxycillin 2 already in the example data file. T where on its line in the window. • You will now be presented with a mation about "Amoxycillin 250m can see stock on hand, view and e Units "mL" (double-click the entry in the window that appears to choose it. Price list check the check box. Shelf location enter "a7". Preferred pack size enter "60". 21 for this item for the last 24 months, view backorders, view, add and edit notes for this item. Phew! Tutorial 22 • At this an exp mation • When return • If you w erwise Customer Adding a Cu For this tutori customer. Adding a Supp From the Nav pliers, near th Navigator scre enter the det plier. y the Supplier (Acme eed to choose a unique to choose a logical sys- d to look up the Supplier are entering invoice start the code with at rs of the Supplier name) is field is only used when ounting program - this de you use for the sup- program. uticals" - the name of our ed, as we are entering a stage, we only want to know how to view the information. For lanation of all the information displayed, and for further infor- see Item Edit - General options on page 45. you are finished viewing the information, click the OK button to to the list of items. ant to view a different item, you can double-click it's line. Oth- click the OK button to exit to the mSupply start up screen. s, Suppliers, and Contacts stomer or Supplier al example, we will first add a new supplier, then add a new You can now enter the details for your new Sup Code Enter "Acmep" to identif Pharmaceuticals). You n code for each name. Try tem, as the code is use (or Customer) when you data. (for example, try to least the first three lette Charge to Enter "Acmep" again. Th exporting data to an acc code must match the co plier in your accounting Name Enter "Acme Pharmace supplier. Customer check Leave this box uncheck lier box new Supplier. plier" this box will already igator’s opening screen, click on the 2nd of the large icons, Sup- e top of the screen, and then click on "New Supplier" from the en that appears. You will be presented with this window to ails: Supplier check box As you chose "new sup be checked. Customers, Suppliers, and Contacts If you ply st Enter From tome the N lar to Fill in nd exit the window. ls" the Navigator’s "Supplier" screen. You nter as much of the Supplier name or orial, just click the OK button- you will Hold checkbox If this box is checked for supplier or customer, that particular supplier or customer cannot supply or be supplied with items. Price Category This applies to customers. It is possible to assign multiple sell prices to customers. Leave it set to “A”. Print invoices alphabetically This is only for customer invoices at the moment. A a ta C M F C A C Charge to Enter "bluec" Name Enter "Blue Cross Hospital" - the name of our customer. Supplier check box Leave this box unchecked, as we are entering a new customer. Customer check box As you chose "new customer" this box will already be checked. n fill these in with appro- values fields will not be visible, as nly apply to suppliers. these for the time being icable, a note or comment may ered. are happy with the details, click OK. You will be returned to the mSup- artup screen. a new customer. the Navigator’s opening screen, click on the 1st of the large icons, Cus- rs, near the top of the screen, and then click on "New Customer" from avigator screen that appears. You will be presented with a window simi- the New Supplier one above to enter the details: Click the OK button to save the details a Editing a Customer or Supplier Let's now look up "Acme Pharmaceutica • Choose "Show suppliers…" from are presented with a window to e the code as you know. For this tut get a full list of all suppliers. ddress, Postal ddress, Con- ct. You can complete these with appropriate values. urrency The field is automatically filled in with "Nrs" (which stands for Nepali rupees - the default currency in our example data). This is the currency that this supplier will use to bill us. argin Enter "10". Items purchased from this supplier will have a 10% margin added to them to calculate the selling price. reight factor Enter "0". Acme pharmaceuticals does not charge any freight to us - their prices are "CIF". This field is only used for comparing quotations from suppliers - it is not used for actual invoices. ategory & nalysis Ignore these for now omment You can enter a brief note here (Ignore it for now) Address and Contact fields You ca proiate Currency, Freight fac- tor, and Margin fields These they o Category & Analysis Fields Ignore Comment field If appl be ent 23 the fields as follows: Code Enter "bluec" Tutorial 24 • Double shown cals" as • Note the window has "Tabs" along the top edge , “Gen- eral”,"Invoices", "Backorders", "Quotes" and "Notes", etc. Let's add a note for Acme pharmaceuticals: • Click on the "Notes" tab. date is entered automatically eld. K button. in the list of notes. ier, then click OK again to exit invoice) is referred to as a "bill"- we ontaining two items from ese goods into stock. The ticals Expiry Price Extension 31/12/ 2010 344 344,000.0 0 31/12/ 2009 21 1,365.00 15/12/ 2010 21 2,100.00 347465.00 -click the "Acme pharmaceuticals" entry in the list. You will be a window the same as you used to enter "Acme pharmaceuti- a new supplier. • Click on the "New Note" button. Today's and highlighted. Click on the Note Entry fi • Enter "This is a test note" then click the O • The first line of your note text will appear • Click OK to exit viewing/editing the suppl the list of suppliers. Enter incoming goods (a supplier In some countries an invoice for incoming goods use "supplier invoice" to mean the same thing. Let's suppose we have just received a shipment c Acme Pharmaceuticals, and we want to enter th invoice looks like this: From: Acme pharmaceu Bill no.:A939 Item Quan Pack Batch Amoxycillin Caps 250mg 1000 100 b93333 Amoxycillin syrup 125mg/5ml 65 60 bb23d Amoxycillin syrup 125mg/5ml 100 60 bb22d Total: Choose new invoice. from the "Supplier" menu. Enter incoming goods (a supplier invoice) The c the ta detai butio suppl ceutic "bill n Type “Com In the invoic Note adde Click with e "Item" field. Type "a", then press with a window listing all items ble-click the "Amoxycillin 250mg tab/ r will now be positioned in the "Quan- d: "1000" (Note that this is the num- y of capsules). Press tab to advance to ab to advance to the next field. ." Press tab to advance to the next " (Presuming you have dates set up to re set to the USA's mm/dd/yy format, o enter 2 digits for the year, as long as 60. Dates outside this range must its. Press tab to advance to the next er the cost price: "344" OK and Next button. The entry is Re-numbering line ursor will be positioned in the "name" field. Type in "a" and then press b key. If there is only one supplier whose name starts with "a", the ls will automatically be filled in. In our case the supplier "Arbuckle distri- n" was already present, so you are presented with a window listing the iers starting with "a". Double-click the line containing "Acme Pharma- als" to choose them for this invoice. The insertion point will jump to the o." field. "A939" into the “bill no.” field. Press the tab key to advance to the ment” field. Comment field you can type a comment or information to identify the e. that the margin is showing as 10 percent (the percentage that will be d to your cost price to obtain the selling price). the new line button to add the first invoice line. You will be presented the window for adding invoice lines. • The cursor will be positioned in th the Tab key. You will be presented whose name starts with "a". Dou cap" entry to choose it. The curso tity" field. • Enter the number of units receive ber of packs, not the total quantit the next field. • Enter the pack size: "100." Press t • Enter the batch number: "b93333 field. • Enter the expiry date: "31/12/2010 enter as dd/mm/yy. If your dates a enter "12/31/10"). You only have t the year is in the range 1961 to 20 have the year entered as four dig field. • In the “Invoice line cost” field ent As we have another line to add, click the Transaction note Copy to clipboard 25 recorded, and the window is now blank to accept your second invoice line. Tutorial 26 • Enter "a" into the item name field and press tab. In the list of items showing, you will find "Amoxycillin syrup 125mg/5ml". Double-click the entry. • Enter the remaining invoice details for "Amoxycillin syrup 125mg/5ml": • num un • pack si most p eye-dro • batch: • expiry: • price: " Click the "OK item. Now enter th from Acme Ph When you ha of invoices. Our invoice w "347,465" wish to edit, which will now to edit it. You will be shown rrections and click the OK ft the "print" check box he invoice (you may do so). indows. The first window is ow allows you to specify ow also has "preview" check "confirmed" when you w. You can still view and edit ote that if you issue some of me fields relating to that its: "65" ze: "60" (Note that it is better to record the actual volume of acks, unless the volume is not important- for example with an p, where you could record the pack as "1") "bb23d" "31/10/2010" 21.00" (You can just enter "21") & next" button to save the details and start to enter another e third item on the supplier invoice from the example invoice armaceuticals example invoice above. ve finished, click the OK button to take you back to the main list ill now have 3 items added to it. The invoice total should read If you have made a mistake, click on the line you be highlighted; double-clicking on it allows you the line details again, and you can then make co button to save your changes. Now click the OK button. As long as you have le checked, you will be asked if you want to print t Note that when you print, you are shown two w the page setup for your printer, the second wind how many copies to print, etc. (The second wind box, where you can preview the print job) As this invoice is a "supplier invoice" it has been clicked the OK button in the invoice entry windo the invoice details until the invoice is finalized. N the stock you have just entered to a customer, so stock will no longer be edit-able. NOTE - As of mSupply v190, a more precise alternative for logging received ation see Viewing and edit- on page 138. goods has been implemented. for further inform ing supplier invoices created via Goods Receipts Enter outgoing goods (a customer invoice) Enter outgoing goods (a customer invoice) Now let's suppose we have just received an order as follows: Choo appe Type with Cross In the In the comment field enter "This afternoon by courier" click the "New line" button to add a line to the invoice. You are presented with the "new invoice line" window. en press the tab key. In the list you are Amoxycillin 250mg tab/cap" entry. stock has appeared in the window, line number" field. Enter "2" to batches with the shortest expiry date From: Blue Cross Hospital Order number: PO882 Delivery: Express courier please se New Invoice from the Customer menu, and the following window ars: "b" into the "Name" field, and press the tab key. You will be presented Enter the following details: • Type "a" into the "name" field th presented with, double-click the " • You will see that a list of available and the cursor has moved to the " choose line 2. (The list is sorted so Item Quan Amoxycillin 250mg tab/caps 10000 amoxycillin 125mg/5ml syrup 120 27 a list of customers whose name starts with "b". Double-click the "Blue Hospital" entry to select it. are at the top - usually you would choose the shortest expiry batch, but "Their ref" field enter "PO882". today we're being different!). Tutorial 28 • Quanti need to Click the OK & Once again e 125mg/5ml sy able batches w Note that in t "Acme pharm sorted so that list. Line 1 is selec meet the ord field, and the following message will appear: ely to be your normal order will be drawn from atch which will be the first to ou wish to override this auto- u would select “Try Again” wish to meet the order. "available" amount for the stock) is still showing as you can see stock that has your store. You can then edit he current invoice. ill be returned to the main d and Category fields. ty field - the line we have chosen has a pack size of "100", so we enter a quantity of "100" to make a total of 10,000 next button to add the second line of the order. nter "a" and press the tab key. Double-click the "Amoxycillin rup" entry. The window will close and the list of available Avail- ill be filled out. For this tutorial, choose “Distribute” (which is lik choice), and the necessary stock to complete the another batch/other batches, starting with the b expire. There will be occasions, however, when y matic means of distribution, and in this event yo and manually select the batches from which you Click the OK & next button Because the invoice has not been confirmed, the line has been reduced, but the "total stc" (total "100". mSupply includes these lines in the list so been allocated to an invoice but has not yet left the other invoice if stock is urgently needed on t Click OK as we are finished entering lines. You w supplier invoice window. For the purposes of the tutorial, ignore the Perio he list of available stock, the second line we entered from aceuticals" is now at the top of the list - this is because the list is the item with the shortest expiry date comes to the top of the ted, despite the fact that there is insufficient stock of line 1 to er of 120. Nevertheless, you should enter “120” in the Quantity Enter outgoing goods (a customer invoice) At th • • • Now check colum Conf Let's and y good Firstly invoic • Chose show invoices. from the customer menu. • If you know the invoice number (printed on the packing slip) you can enter it. To bring a list of the most recent invoices, you enter the num- ber of invoices to view. As we know the invoice we want is the last one to be entered, we just type "1" and click OK - you will be taken straight to the invoice. Click the "confirm" truck icon. Click OK to confirm you want to proceed. ven the opportunity to print an prices that suppliers have quoted to ived 2 quotations for Amoxycillin as used US dollars for their quota- nds, so before entering the details of of these currencies are recognised. To ial > Currencies , and this window appears which allows you to enter e bottom right of the invoice you will see the invoice total. As the customer has requested an express courier, we will charge them Rs200 for the service (Rs = "rupees" the currency in our tutorial). At the bottom of the window you will see the Other charges field: There, enter "Courier charge" and press the Tab key In the "amount" field enter "200" and press the Tab key. The new total should be "40,675.00" we are ready to print a packing slip. Click OK (make sure that "print" is ed). Print out your packing slip. You will notice the packing slip has a n where you can write down the actual quantity packed. irming the invoice: suppose the order was successfully packed according to the packing slip, ou now want to confirm the order and print an invoice to pack with the s. (We're in a hurry - the express courier is on her way!) The invoice is confirmed, and you are gi invoice. Entering Quotations mSupply allows you to keep a record of you. Let’s assume that you have just rece 250mg capsules; one of the companies h tion, and the other has used British pou the quotations, it is necessary that both achieve this, choose the menu item Spec appears: Click on the New button, and a window another currency: 29 , we need to look up the invoice. Here's an easy way to look up the last Rate field you should enter the - in this case Nepali rupees - equiva- e you have entered: Enter “USD” in the Currency field; in the number of units of the default currency Tutorial 30 lent to 1 US dollar; at the time of compiling this tutorial, the rate was 66 N Rs to US $1, so 71 is entered in the Rate field. Click on the OK button, and repeat the exercise for British pounds, the rate presently being 133. Once you have performed this, the Currencies window should look like this: We’re now re To enter the q 1. Choo 2. Type 3. Doub 4. The i Usage 5. Click 6. Note enter 7. Enter autom “USD 8. Their field 9. Click 10. Now 11. Click “OK” when you are done. Now we can see the list of quotes. If you have done it correctly, it should look like this: t differences in pack size and nt something useful. ters in the User Guide. with different commands as ta file and using it. ady to proceed. uotations: se Items > Show items. “Amox” then press enter. le-click the “Amoxycillin 250mg caps” entry from the list. tem view window, on the left, has vertical content list (General, , Quotes). Click the “Quotes” line. the “New Quote” button. that the item is entered for us. We need to choose a supplier and their price details. “Arb” in the supplier field and press tab. Arbuckle distribution is atically chosen. They have quoted in US dollars, so choose ” from the currency menu. price is US $3.50 per 100 capsules, so enter “3.5” in the price and “100” in the pack size field. “OK” to save the entry click “new quote” again and enter the following details: Notice how the adjusted price takes into accoun currency, so you can easily compare suppliers. Thanks for doing the tutorial. We hope you lear Where to now? • Continue with the "getting started" chap • Use the example database to experiment you read about them in the manual. • Have a "dummy run" at starting a new da Supplier Gold Medical Supplies. Currency Sterling [GBP] Price £20.00 Pack size 1000 31 Working with lists Whenever you do a search in mSupply that finds more than one item, you will be presented with a list of records (be they items, names, contacts or another list) that matches the criteria you entered. mSupply uses two types of list display. Shorter lists, such as those you see when stripe have next t name s millio d When tom o Custo Click ise list button in the toolbar will display a window like this: using. you are not using. To add a column to nd list, then click the right--pointing trol-click to add multiple columns at ) to remove from the right-hand list, ve the columns back to the available in chosen list, as it is a hidden key right hand list you can change the Column widths The easiest way to set column widths is to drag the dividers between the col- you view a d backgrou an indicato chapter. In s and item ns of recor these lists f the wind mising the the custom n invoice, or view the stock for an item use a list with a nd. These lists have resizable and movebale columns, and r to show the sorted column. Their use is discussed in the his chapter we are concerned with tools for handling lists of and transactions, which run into hundred of thousands or s. are displayed, a series of buttons are present along the bot- ow. The following graphic shows the item list window columns viewed On the right is a list of columns you are On the left is a list of available columns the view, click on the item in the left-ha button in between the lists. You can con the same time. To remove a column select the column(s and click the left-pointing button to mo list. You can not remove the first column column to uniquely identify each row. Rennaming columns By clicking twice on a field name in the column title. umns in the list view. Working with lists 32 Note that if the total column width is too wide for the window, a horizontal scroll bar is added to the list allowing you to view columns to the right of those displayed. Choosing the column order To change the location. (This window. Viewing or ed To view or ed new window Ordering (Sor Ordering a lis Any column t column headi means: • A > Z (u • 1 > 2 > • earlier Descending m Note that ord only changes Clicking the O n which type of records you by a particular field, double- the window will look like order of column in a list, drag the column header to a new is done when viewing the list, not in the customise list view iting a particular record it a record, double-click the row in the list you wish to view. A will open showing the details of the record you clicked. ting) lists t is the same as sorting it. We will use “ordering” from now on. hat has a blue heading can be ordered by clicking on the blue ng. The column will be sorted in ascending order. Ascending pper and lowercase are not considered different) 3 for numbers dates to later dates eans the opposite of Ascending. ering a list does not add or remove any records from the list. It the order in which the records are displayed. rder by button shows the order by window: The Available Fields list will change depending o are viewing. The list shown is for items. To order click it in the left-hand list. If we double-click on the “stock_on_hand” field this: (You can also drag fields to the right, or click the right-pointing arrow after er fields to the right-hand highlighting the field on the left) You can order by multiple fields by adding furth list. Finding records To change to ascending/descending ordering Each item in the “Ordered by Fields” list has a small triangle to the right. If the triangle is pointing up, the ordering will be ascending. If pointing down, it will be descending. To change the direction, click on the triangle. To remove a field Highlight the field in the left-hand column, then click the red left-pointing arrow “Ord Using If you follow “Leng Using short Click Once Find In thi In the item list shown above there is a Find button. This button shows a simple find window where you can enter the start of the item name or code. x find button. This allows you to per- ing this button shows the query edi- s from which you have to choose or between the two lists. The double left-pointing arrow will clear the ered by Fields” list formulae wanting to order by a formula, click the Add formula button. In the ing graphic the formul window is shown, and the formula th([items]code)” has been entered. this formula would allow you to identify items whose item code is er than your organisational specifications. the OK button to close the window. the details are entered, click the Order by button to order the list. Complex finds The window shown above has a Comple form a find using multiple criteria. Click tor Within this window there are three area set a value for each line of a query. 1. Available fields 2. Comparisons 3. Value 33 ing records For example, if you want to find all items whose default pack size is greater than one and whose code starts with “A” we would undertake the following s user guide the terms find and query are used interchangeably steps Working with lists 34 1. Click on “default_pack_size” in the available fields list. 2. Click on “is greater than” in the Comparisons list 3. Enter “10” (no quotes) in the value field. 4. Click the Add line button 5. Scroll down the available fields lists then click on “code” in the avail- able fi 6. Click 7. Enter 8. Click Before step 8 The top area to be perform Note that we code starts wi If you wanted entered, we w the “or” butt Saving and U If you think y will be asked is very small. When a blank query window is first shown, you can re-use a previously saved query by clicking the Load. button and locating the query file. elds list. on “is equal to” in the Comparisons list “a@” (no quotes) in the value field. the Query button to perform the query. , the window would look like this of the query editor shows a summary of the query that is about ed. have used the wildcard character “@” to match all items whose th “a” to find items that matched either one of the criteria we ould click on the second line in the top list and then click on on at the bottom left of the window. sing saved queries ou will use a complex query again, click the Save. button. You to choose a name and location to save the query. The saved file 35 Names: using, adding and editing About names In mSupply a "name" can be a customer, a supplier, a manufacturer, plus all or no good Add To ad To ad (Mak plier > New manufacturer from the ne of the a s to- e.g. an ing a Cu d a new cu d a new su es sense rea bove. (Note that a "customer" can be anyone you supply other organization, or a ward in your hospital, or a patient) stomer, Supplier or Manufacturer stomer, choose Customer > new customer from the menu. pplier, choose Supplier > New supplier from the menu. lly!) To add a new manufacturer, choose Sup menu: Names: using, adding and editing 36 Items in the names entry window Name: Code The unique code to identify this customer, supplier or manufacturer. Charge to mSupply is m it will also fun exported with name code th make sure thi • If you h the one its own accoun code th • In your with th • For a su will be a curre the cur choose • Note th codes, "custom mSupp cally sy The "custome depending on from the men here without Name The customer/supplier name. (Remember you can use the Tab key to move from field to field) Type: s to mark each entry as a cus- eceving or issuing goods. in price for that Supplier or File >Preferences > Prices. he selling price increased/ ferences for this price cate- refernces category B is mer XYZ that has a normal ice will be $15. nd billing addresses. t you have assigned using categories. types of customers or suppli- up in the “Analysis“ field. nt to the physical address of F M S ade to work in tandem with an accounting program (Although ction just fine by itself). The "charge to" is the code that is each invoice. Generally you should make the charge code and e same (If you want, there is an option in the preferences to s is the case). For example: ave for example, 3 hospitals you supply, but you send the bills to place for payment, you may want to enter each hospital with name code, and all of them with the same charge code. In your ting program you would just enter one debtor (customer) with a e same as the charge code. eg accounting program you would enter "Blue Hospitals Assoc" e code "bluehos" pplier, if you have entered a default currency and margin these entered, but you can override them. Every supplier should have ncy entered against it (The currency it uses for you invoice(s). If rency isn’t yet in your system, close the name entry window and "currencies" from the "special" menu to add a currency. at if you do not wish to use different name codes and charge check the "supplier name code and charge must match" and In the main entry screen, there are 3 check boxe tomer, a supplier or a manufacturer. Restriction: Hold checkbox If this is checked this name can not be used for r Price Category Selection of any of the categories will fix a certa Customer.The price category value is entered in When goods are being issued to this customer, t decreased by the percentage specified in the pre gory. Eg: If customer XYZ is in category B and in the p assigned value of 50. If an item is issued to custo selling price of $10, the selling price on this invo Address and contact details These are fairly self-explanatory (we think.) For customers, you can enter separate delivery a Category This drop-down list shows a list of categories tha Supplier > Show categories or Customer > Show Analysis You can use this field to group together certain ers. You can filter the report by selecting the gro Postal address Here you can enter a postal address if it is differe Hosp name code charge code red H Hosp fhhosp bluehos ary P Hosp mphosp bluehos am Q Hosp sqhosp bluehos er name code and charge must match" check boxes in the ly preferences. If you do this, the charge code will be automati- the supplier. r as in the above “New cus- sorted in printed customer Sort by line number” and nchronized with the name code. r" or "supplier" check boxes will be checked as appropriate, whether you have chosen "new supplier" or "new customer" us to produce this window. However, you can still alter things upsetting mSupply. Print invoices alphabetically If you check this button for a particular custome tomer window”, item lines will be alphabetically invoice for that customer. This will override the “ Editing a Customer, Supplier or Manufacturer “Sort by shelf location“ set in Preferences > Printing. Extra information for customers only. Shipping address If the name is a customer, shipping address fields will be shown. Extra Supp Enter Marg Enter Freig Enter prices shoul see th the in Abou When of ea name For th mark “invo Edit For th excep Choo enter youcan also click the OK button to the window has a series of radio but- your search to customers, suppliers, an one customer, a list of matching ddress labels for the names in the information for suppliers only: lier Details: Currency the currency code of the currency this supplier uses for invoicing you. in the percentage margin to apply to items received from this supplier. ht factor the amount to add to quotations from this supplier to adjust quoted for freight. Note that if suppliers quote you "CIF" prices, then you d enter "0" here. An example: by looking back on invoices from IDA, we at freight to Nepal generally amounts to about 15% of the net value of voice. There we enter "1.15" in this field for IDA. t Manufacturers you are receiving goods, you can optionally specify the manufacturer ch item. Manufacturers can be chosen from a list that is made up of s who have the “manufacturer” checkbox checked. e manufacturer field to be shown, the option must be turned on by ing the “show manufacturer field on supplier invoices” option on the ices 1” page of the mSupply preferences. ing a Customer, Supplier or Manufacturer is example we will edit a customer. Editing a supplier is just the same, t that you can start by choosing Show supplier from the supplier menu. se Customer > Show Customer. You are presented with a window to as much of the Customer name or codeas you know: If you leave the name/code field empty, get a full list of all customers. Note that tons on the left to change the target of manufacturers or all names. If the text you entered matches more th names is shown. Buttons in the names list window Labels Clicking this button allows you to print a list. The label editor is displayed. 37 Print r to the one displayed on screen. Clicking this button will print a list simila Names: using, adding and editing 38 Find This button shows the same find window as choosing the menu item did so you can find a different group of names. Order by This button a The Labels an names are dis Flags This button a Firstly, highlig (command on click the Flags wish to add, a new flag to th Editing or v To edit/view a You will be sh ble-click a line displayed has rders", "Quot and “Website If you want a entering anyt The Invoice Here you can this window. To do so, dou- dow will open with the llows you to sort the displayed list by the criteria you choose. d Print buttons will use the order that is displayed. By default played alphabetically based on the name column. llows you to mark certain names with a flag. ht the names you wish to flag by holding down the control key Mac) and clicking the names in the list you wish to use. Then button to show a window where you can enter the flag you nd decide whether to replace any existing flags or append the e old one. iewing a name particular name, double-click the entry you want from the list. own a window where you can view the customer details. Dou- to view details for that customer or supplier.Note the window "tabs" (buttons) along the top edge called "Invoices", "Backo- es" ;"notes";”contacts”;”Emails”;”Group”;”Purchase order” login”. list of all customers or suppliers, click the find button without hing in the search field. s tab view the invoices for a customer or supplier. You are now able to edit an invoice directly from ble-click the invoice you wish to edit. A new win invoice details displayed. Options for the invoices tab: Editing a Customer, Supplier or Manufacturer Print Range Click this button to print a range of invoices for a customer. You will be asked to enter the first and last invoice numbers to be printed. Aging Clicking this button displays a list of aging categories and the outstanding unpaid balance for each invoice in each category. Dates Choo rever The Backorders tab korders for a customer name. mSup- ppliers as well, but we are not sure window where you can add a backo- code or item name, then press the red. You can change the date if you se a date range from this menu to quickly show recent invoices, or to t to showing all invoices Here you can view, add and edit the bac ply allows entry of backorders against su why you would want to do this! Buttons on the backorders tab: New backorder Clicking this button presents you with a rder line for this customer. • Type at least a portion of the item tab key. • Today's date is automatically ente 39 like • Enter the total quantity owing. Names: using, adding and editing 40 • Enter a comment (e.g. an expected arrival date) • Click OK to save changes and exit the window. Delete backorder Click a backorder line to highlight it, then click this button to delete the line. Copy This comman the report int Print The list of bac Double-click a rder entry win Show: This drop-dow • Backor • Ad Hoc want to just for The Quotes tab red in mSupply for this sup- d copies the backorder to the clipboard, allowing you to paste o an email message, word processor or spreadsheet document. kordered items for the customer is printed. backorder line to edit the line. You will be shown the backo- dow, where you can change any details you wish. n list allows you to choose which backorders to display. ders are normal items that have not been supplied to customers. items are items that customers have ordered that you do not add to your stock list, but would rather make a special order that customer. Here you can view the quotations you have ente plier. The Notes tab s. Here you can view, add and edit notes. A list of the first line of current notes is shown. The text of a note can be up to 32,000 character Editing a Customer, Supplier or Manufacturer To add a new note, click the "new note" button, enter the details, then click the OK button. To edit or view a note, double-click on it. To Delete a note, click on it, then click the "delete note" button. The Contacts tab To ad tacts. enter Note: inform and s If you programs available. The free Palm Desktop (for Mac & Windows) can be download from The yes/no check box on the right is a way of marking contacts. You can then use this field to find a sub-set of your contacts (e.g. those to whom you want to send a price list or newsletter). To delete a contact, click on the contact you wish to delete, then click the "delete contact" button. been associated with this name. compose a new email to this name. hlight it, then click the “Delete d a contact for this contact or supplier, first click once in the list of con- The Add contact button will be highlighted. Click the button, then the details in the window that is shown. The Email tab This tab displays all the emails that have You can use the “New Email” button to To delete an email, click on its line to hig email” button. 41 mSupply is not designed to function as your main source of all contact ation- it is only designed to keep simple information about customers uppliers, and people within those organizations. want more complete contact management there are many software Names: using, adding and editing 42 The Group tab This tab displa only relevant Here you can choose a grou linked to the ences, only ite no departme The Purchase Orders tab current name. If you are pty! ys the group information for the current customer. Groups are to customers, not suppliers. select the group of which a customer is a member. When you p, you will be shown a list of item departments which are chosen group. Once the group system is activated in the prefer- ms belonging to one of the listed departments (or items with nt) will be able to be supplied to that customer. This tab shows a view of purchase orders for the viewing a customer the list will (hopefully) be em The Website login tab er information using the ou assign a logon name and If you are allowing customers to access their ord mSupply web server, this is the window where y password to a customer. 43 Items An item in mSupply is usually a product that you purchase and supply. How- ever, there are also other types of items • A service item has no stock, but can still be added to customer invoices and charged for. Examples of a service item might be a freight charge • f d Mana comm tions The Show items. Use this command for editing or viewing just about any information about asking you to enter either as much " when you want to proceed. If only raight to the item details, otherwise ices. An item is considered to have tarts with the characters entered. ss to a more powerful query editor items. See the custom report section detailed description of the query edi- “@” sign before the text. E.g. enter- ” anywhere in their name. d button without entering anything or a consu A cross re in a list, it have item only issue ging items ands for m and units. Item M ltation fee. erence item points to another item, so that when it is chosen is substituted with the item it refers to. This allows you to s in your system that are referred to by trade name, but are according to their generic name. is mostly done from the Item menu. This menu also contains anaging lists related to items such as accounts, drug interac- enu an item Firstly you are presented with a window of the item code or name as you know: Click the “Find” button or press "return one item was found you will be taken st you will be shown a list of matching cho been matched if its name or item code s The Complex find button gives you acce where you can find a very specific set of of the Report menu chapter for a more tor. (Tip: to do a “contains” search, enter an ing “@250” will find all items with “250 If you want a list of all items, click the fin in the search field. Items 44 Double-click t Other Buttons Report Click this butt report. The re lighted record Set flags A flag is a qui You can set a hold down th wish to flag. T You will be sh We reccommend you use a single character (or two) as the flag. If you choose “Append to existing flags, any items with existing flags will have the new flag added to the end of the flag. If you choose “Replace exist- ing flags”, then the selected items will have their flags cleared. Note that you can clear all flags for all items by selecting all items (control - A) then leaving existing flags”, and then click- rder by window, where you items in a list. e same as if you had chosen rd that is highlighted. Click- s window will jump to the cords, hold down the control cords you wish to highlight. ou can choose which fields or further information see along the left side. Click on on about an item. e, you can click cancel. Note , notes and backorders will he item in the list that you want to view. in the item list view on to open a report editor window where you can design a port will use the currently displayed records (not the high- s). ck way of identifying a group of items for use in a report. nd remove flags for multiple items at the same time. To do so, e control key (command key on Mac) and click on the lines you hey will become highlighted. Then click the “set flags” button. own a window like this: the “Set flag to.” field blank, clicking “Replace ing the OK button. Order by Clicking this button will bring up the standard O can choose fields to sort the displayed items by. Print Click this button to print the currently displayed Find Clicking this button displays the Find window, th Items > Show items. Modify Click this button to show details for the first reco ing the “OK and next” button in the item detail next highlighted record. To highlight multiple re key (command on Mac) while you click on the re Customise list Clicking this button will show a window where y from the items table are shown in the list view. F Working with lists on page 31. The Item Details WIndow The item details are presented with a vertical list the appropriate item to view detailed informati If you make changes that you don't want to sav however that changes you have made to quotes be saved, even if you click Cancel. Show items. Item Edit - General options Item You c the it you s here. rect n an in Item This i To ch the n Units Choo by pa What Befor padlo edit the field, you will then be able to change the field contents. If not, you will be alerted. You assign user permissions for each user by choosing File>Edit users and groups Department You can assign each item to a department by choosing from the list of departments here. To set up departments, use the show departments. com- mand in the item menu. e available to be issued on invoices. It warning if you choose it when issu- a different item. Note that this you wish to hold selected batches options list on the left, and in the icular batch/batches to be held. m cannot be issued on customer turing. This is to stop someone acci- omer invoice (for example, items ocessed state). ing the drop down list. Item catego- hapter. For further information see up for the item. We recommend you upings available from <www.dru- osing file > manage drug interaction age Drug interaction groups on page items the pack size will automatically name annot edit the item name directly. Rather, click on the lock icon next to em name, and enter a new name in the window that appears. Note that hould never change the name of an item to a completely different item As of version 1.5 of mSupply, historical records will still record the cor- ame, but invoices in process will pick up the new name when you edit voice line. code s the code assigned to the item. ange an item code, you must click on the lock icon first, and then enter ew code in the field. se the unit you use for this item. It is useful to distinguish items you issue ck (eg eye drops) from items you issue by volume (eg oral liquids) Hold: do not issue If this box is checked, the item will not b will still appear in lists, but you will get a ing stock, and will be required to choose applies to all batches of the item; should only, you should choose Stock from the Hold column, check the box for the part Issue in builds only Checking this box will mean that the ite invoices- it may only be used in manufac dentally issuing a raw material on a cust which by law can not be sold in an unpr Category The item category should be selected us ries are explained in detail later in this c Show item categories. on page 71. Interaction group Here you can choose the interaction gro base interaction groups on ATC code gro> You can set up interaction groups by cho groups. For further information see Man 68. Convert pack to one when receiving If this box is checked, when you receive 45 are those lock icons? be converted to “1”. This is primarily for use in dispensary mode, but may be useful in other situations too. xes of Paracetamol, but you issue var- e you can edit an item’s name, code or units, you need to click the small ck icon to the left of the field. If you have sufficient user permissions to For example: say you receive 50 x 100 bo Items 46 iable amounts of paracetmol on invoices. If this option is checked, as you receive the stock on a supplier invoice, it will be converted to 5000 (quantity) x 1 (pack size). You will now be able to issue any quantity you like. The cost and sell price are automatically adjusted for the new quantity. Shelf Location Type as much then press the filled in autom this: Select the loc the line and t Note that eac receive items unless a diffe Volume per p If you are usin default volum Note that mS enter a volume as millilitres (ml), litres (L) or cubic metres (m3) lk quantities of goods/items. to identify the place where sent in one pack (outer). er pack. This may be different entered above, as outer , vaccine packs may come in most users will be using a sin- users managing more than the drop down menu. For ork with the cumulative visor mode”. Such users may on supplier invoices to cal- You enter Value displayed mSupply stores 30ml 30ml 0.00003 m3 1.5 m3 0.6 m3 0.0015 m3 of the location (ie the first few characters) or code as you know, Tab key. If only one location code matches your entry it will be atically, otherwise you will be shown a standard choice list like ation you want by double-clicking a line or by clicking once on hen clicking OK h batch of stock can have its own shelf location. When you into stock, they will be given the shelf location you enter here rent location is chosen. ack g available volume tracking in your warehouse, then fill in the Bulk shelf location Similar to shelf location but it is used to store bu You can enter a code here (up to 20 characters) the item is stored. Outer pack size This field is for entering the number of items pre Outer pack volume Here you can enter a volume for a standard out to an exact multiple of the volume per pack you packs may have their own packing. (For example an insulated container.) Store The store which you are using is displayed here; gle store and this paragraph is not relevant. For one store, the desired store may be selected from users having access to all stores, and wishing to w data from them all, the display will show “Super also access a single store should they so wish. Pricing option: default margin This is the margin that will be applied to this item 1500L 1.5 m3 600 L 600 L 1500 ml 1.5 L e for one pack of the item here. culate the sell price. Note that if a supplier margin is also set, there is a setting in the preferences ( file | preferences) that determines which margin will be t, this price will be used g price for this item. Enter upply always stores volumes as m3 (cubic metres), but you can used. Note also that if a default selling price is se rather than the margin. default sell price Only enter a price here if you want a fixed sellin Show items. the price for one unit (eg 1 capsule or 1 gm). A price entered here will over- ride an margins you have specified for either the supplier or the item. User fields 1, 2 and 3 & 4 You can use these fields for your own data. You can (query) search for items with a particular value or range of values in this field when producing a cus- tom report To set the names of the user fields, choose File > Preferences and click on the “Misc Catal Frequ audit entry is che duced Butt Cance Exits matio be sa OK Saves OK & Saves If you the li your Delet If an delet In oth You c Note assoc action Item Edit- Misc options This window currently has settings for cautionary warnings used when dis- pensing medicines and accounts used when exporting transaction informa- tion. t. This list is set up using the Special > for the item. line then click the “Delete” button. ” option in the left hand list. ogue code ently organisations may apply a second code to an item - e.g. one for ing purposes, in addition to one for general use. This field allows the of such a code. Provided the Include catalogue code for each item box cked under Preferences > Misc, a report on Catalogue codes may be pro- . ons in the item details window l the window without saving changes. (Note that changes to other infor- n you have made such as editing a backorder, adding a quote etc. will ved). changes then exits the window. Next changes, exits the window, then brings up the next item in the item list. did not have an item list open, or if you have reached the last item in st, you will be returned to the list or the initial menus, depending on starting point. e Item item has no transactions, quotes, order lines or backorder lines, it can be ed using this button. er words, once you have received stock for the item, you can’t delete it. an delete an item immediately after you have created it or imported it. Warnings Warnings are chosen from a standard lis Warnings menu. Use the “New” button to add a warning To delete a warning, double-click on its 47 that if you have imported an item and stock, you can delete it, and it’s iated stock will be deleted too (but not once it has been used in a trans- When an item has more than one warning, the warning that has priority will be automatically printed on the label. You can add other warnings as part of such as an invoice or build). the label directions if required. Items 48 To set a warning’s priority, double-click its line in the list Accounts You can set th supply transa To set each ac press the Tab account matc Item Edit- " The Usage tab 24 months. Th usage for a pa Show Graph b Clicking this b popup menu to choose from ge usage and the standard n. transactions that were s to multi-user mode). It also uild transctions included in clude builds” checkbox is e general ledger account to be used for exporting purchase and ctions involving this item here. count enter a portion of the account description or code and key. You will be shown a standard choice list if more than one hes what you typed. Usage" Below the list of usage for each month there is a 1 to 24 months. After choosing a value the avera deviation for the period in question will be show Refresh usage button This button allows you to update the usage with added since you opened the window (this applie allows you to show the usage with or without b the totals, depending on whether or not the “in checked or not. allows you to view the item usage per month for the previous is information is very useful for quickly spotting a trend in rticular item. utton utton shows the same information in a graphical format. Show items. Item Edit- Stock options The " Editin To ed you w are p The Stock tab This tab shows the details of a stock line.It also gives you total and available quantity of a stock line. Hold batches To hold a batch check the hold check-box. Once an item is held, it cannot be stock window, but held lines will d if a user attempts to issue the line hold. Note that the Hold: do not s precedence, and if that option is gardless of batch. omer invoices for the item batch to view immediately the list of cus- is particular batch. re still in your data file, but which of a use for this information, please the button title changes to "hide k to the info you really wanted. Stock" tab shows the lines of stock for this item. g a stock line it the cost price and selling price for an item line, double-click the line ish to edit. Note that only users in the level 1 or level 2 access groups ermitted to edit stock lines. issued. It will still appear in the available have a check box in the hold column, an they will be informed that the line is on issue option in the General options take checked, then no stock may be issued, re The Ledger tab This tab shows a list of supplier and cust being viewed. You can use this window tomers who have been supplied with th Show zero lines This button will show all the lines that a have no stock on hand. If you can think let us know! When you click the button zero lines", which allows you to get bac 49 Other information on the stock options page hand. Note that you do not need to Minimum stock The minimum stock you wish to keep on Items 50 enter a quantity here for mSupply's ordering system to work. In fact, it is bet- ter in most cases to leave this number set to zero. This field should only be filled in if you absolutely must keep a minimum on hand. For example, if you stock naloxone for narcotic over dosage reduction, and even if you only use 1 vial every year, you have decided you need to keep five vials on hand, you would enter " Stock on han The total stoc Stock on orde The total qua Analysis This is the val value of sales Qualifying qu The minimum Bonus quanti The quantity reached. Bonus price If your bonus charge on bo For example, 2 the followin Price List On Price list If this box is c Indicative price The price for the item that will be used when you produce a price list Report pack The pack size for the item that will be used when you produce a price list or the item in question. 5" as the minimum quantity for naloxone. d k of this item on hand. r ntity of stock of this item on order from suppliers ue of the last item ranking analysis. The figure represents the for the item for the last analysis period. antity quantity to be supplied before bonus stock is given. ty of bonus stock to be given when the qualifying quantity is stock is totally free, leave this field as "0". If you charge a sur- nus stock of (say) 5% of the original price, enter "5" here. if you enter a qualifying quantity of 10 and a bonus quantity of g bonus stock will be given: Item Edit - Ledger options The item "Ledger" tab lists all the transactions f Drop-down lists You can use the "Show." menu to show: Order quantity Bonus quantity 9 0 10 2 15 2 • Only supplier transactions • Only customer transactions transaction line for the name 20 4 hecked, this item will be included when a price list is produced. • Transactions for just one name (click on a you are interested in) Show items. • Transactions for one particular item line. This will show the supplier invoice on which the item line was received, and all subsequent issues of that item line to customers. This can be useful for tracing a particular batch of medicines. Tip: Clicking on the column headings of the transaction list will sort the list by the information in that column. The column header will be underlined to show by which column the list is sorted. Note: have each If you click t be) w Print Clicki curre year ( Item A quo item have been quoted from different suppliers, or even different prices from the one supplier for different pack sizes. When you come to compare quotes, there are several factors that need to be taken into account. By entering the information in mSupply you are able to find the best price once these factors have been taken into account, and you build a history of quotations from each supplier. Cost r local currency, taking into account . rred pack size" you have entered for direct comparison between suppliers. pack" for an item, all your quotes will . otes to bring the cheapest quote to es input window will open If the cost price column is blank, this is because the current user does not permission to view cost prices. (This option can be turned on or off for user from the “File > edit users…” menu item). want to view an invoice for one of the displayed lines, simply double- he line you are interested in. The invoice (or payment, as the case may ill be shown in a new window. ng this button will give you the choice of printing either the information ntly displayed in the window or a complete ledger from the start of your along with the current stock and a running total of stock on hand) Edit- Quotes options Cost is the price for that pack size in you the freight factor and the exchange rate Adjusted cost Adjusted cost is the price for your "prefe that item. This second price allows for a Note that if you change the "preferred be updated to reflect the new pack size Comparing quotes: Click "Adj cost" heading in the list of qu the top of the list. Add a new quote Click the "new quote" button. The quot 51 tation is a record of a price you have been given by a supplier. For each you can have multiple quotes recorded, reflecting different prices you Items 52 • Type as you wi choose • Enter t • Note th tion yo • If the s default the dro • The fre to acco quoted should about 1 Strip pack This check bo packed items Preferred This check box allows you to identify one (or more) suppliers as the preferred supplier for the item. One of the ordering methods uses the "preferred" check box to indicate which items should be considered for ordering from a particular supplier. See the Ordering chapter for more details. ust use this field to record heir electronic invoices. his product. along with the percentage ched. ck) and the freight for that cide not to add a quote for date, the supplier, the price, erred" check box. much of the supplier code as you know, then press the Tab key- ll be presented with a list of suppliers if there is more than one to from. he price and the pack size in the currency you have been quoted. at the currency and freight factor are filled in with the informa- u have entered for the supplier. upplier has quoted in a different currency to the supplier’s currency, you can change the currency for this quotation from p-down list on the right. ight factor is the factor you need to add to the supplier's prices unt for delivery costs. If your supplier includes these costs in the price (i.e. prices are "CIF"), the freight factor for the supplier be set to "1". If your supplier adds freight that amounts to Supplier code If you are using electronic invoice transfer, you m the code for the item that this supplier uses on t Supplier bar code Here you can record the bar code identifier for t Price Break Enter the quantity that generates a price break discount that will apply once this quantity is rea Freight Enter the value for the preferred pack (outer pa pack provided by the supplier. Click OK to accept the details, or cancel if you de this item. To modify a quote: Double-click the line you want to edit. In the window that appears you can change the the pack size, the "strip" check box, or the "pref To delete a quote • Click on the quote line you wish to delete • Click the "Delete quote" button. • Confirm that you want to proceed. 5% of the invoice price, set the freight factor to 1.15. x allows easy identification of quotes that are for strip/blister (as opposed to "loose" items). Show items. Item Edit- Backorders options You c click t To ad wind • • To de backo The t Item Edit - "Notes" here. . A note can be up to 32,000 charac- he list you want to edit. an view the backorders for an item here. To edit a backorder, double- he line you wish to edit. d a new backorder for this item, click the New backorder button. This ow will be shown: Enter part of the customer name, then press Tab to search for the cus- tomer. Enter the order date, quantity and any comment, then click OK the save the new backorder entry. You can add and edit notes for an item Click the new note button to add a note ters. To edit a note, double-click the note in t 53 lete a backorder, click the line you wish to delete, then click the Delete rder button. Notice that in the lower left corner of the note editing window with “Dis- play” label, there is a drop-down list: otal stock on backorder is shown below the list. Items 54 Use this list to issued on a cu have the mes Item Edit - Clicking the " It is useful for error here it i occured. In m will allow you occured. In no you will not s Item Edit - (This option m ply that enab not make ent Materials.) Note too that if your user permissions do not allow you to add and edit Bills of Materials, this option may not be available. em if it is a manufactured the “Use a Bill of Materials enter a new build, it can be ls (ingredients) and the cor- . ge: als (if one has been entered) f materials. set the text of the note to display as an alert when this item is stomer invoice, received on a supplier invoice, or choose “all” to sage display for both customer and supplier invoices. Reconcile options reconcile" button will give a summary of usage. checking mSupply is working like we claim it does! If you get an s most likely due to your using mSupply when a power failure ulti-user versions we are able to provide you with a log file that to incorporate transactions entered even if a power failure has rmal use ,with a UPS, mSupply will automatically save data and Here you can specify a Bill of Materials for the it item. Once you have done so, and have checked to manufacture this item” check box, when you automatically filled out with the correct materia rect quantities for the total to be manufactured Items on the Bill of Materials Options pa Use a bill of materials to manufacture this item If this check box is not checked the bill of materi will not be used when manufacturing builds. New ingredient This button allows you to add items to the bill o You will be shown a window like this: ee an error here. “Bill of Materials” options ay not be showing if you do not have a registration for mSup- les manufacturing, or the buttons may be dimmed so you can ries if your user permissions do not allow you to view Bills of Show items. Enter the start of the item name or code then press the Tab key. If only one matching entry is found, you can then enter the quantity. Otherwise you will be shown a list of matching items. Double-click the item you wish to use. Click the OK button when you have finished, and the item will be added to the bill of materials for the item you are editing. Note: Be careful to enter quantities corresponding to the units you have speci- fied for the item. Delet To de that i Print This b Quan This i rials t corre Item The d geste Item Edit - Order Options r the same code when creating a new s with that code for ordering. have been discontinued, use this ers. receive this item. This can be useful if em, and you do not want people to e ingredient lete an ingredient, first click on the ingredient you wish to delete so t is highlighted, then click this button. utton allows you to print the bill of materials that is displayed. tity of finished product this bill of materials is for s the total quantity of this item that will be produced by the bill of mate- hat is entered for the item. Be careful to set this quantity and the units ctly. Edit- Order options Ordering: Supplier ref Enter a code in this field, and then ente supplier order only to evaluate the item Never order this item If you have items that are "one-offs" or check box to stop them appearing in ord Hold: do not receive If this check-box is checked, you can not you have changed to using a different it accidentally use the redundant item. 55 ropdown list beside “Show” is used to display all the orders or sug- d orders or confirmed orders or finalised orders for the particular item. Items 56 Item edit - Dispensing options Here you can The priority o you dispense If there are di a drop-down default direct with longhan Warning: If yo • Inform • Ensure • Check e scriptio • Update Add button Click this butt enter any com choosing Spe Delete button Click a line, then click this button to delete directions you no longer need, or if you have made an error. Warn if user tries to issue more than field warned if they try to dis- sential Drugs List. ion system such as ATC codes set the default directions for an item that is being dispensed. ne direction will be entered for the item automatically when it. rections with a priority of 2 or more, they will be available from list when dispensing the item. Note that even if you set up ions, you can override these at the time of dispensing, either d text or by editing the abbreviation that has been entered. u choose to use this option be very careful to: other users that default directions have been entered. the directions are appropriate. ach prescription dispensed, and change the directions if the pre- n has different directions to the default set. the default directions if you change any of the abbreviations. You can enter a number here and have the user pense more than this quantity. Item Edit- Reporting options Reporting: Essential drug list If this box is checked, the item is on the WHO Es Category This field should be used for an item categorizat DDD value The DDD value is the defined daily dose of the item. For example, doxycy- cline’s DDD value is 100mg., while the DDD value for Amoxycillin is 1g. DDDs ents of a drug or class of units of the item that make on to show a window where you can add directions. You can bination of directions and text. (Abbreviations are managed by ical > Abrreviations.) give a way of calculating the quantity of treatm drugs given to a population. DDD factor Defined Daily Dose factor- this is the number of New item. up the DDD value. For example, for amoxycillin 250mg capsules the DDD fac- tor is 4. For Doxycycline 100mg tablets it is 1 ABC category This option allows you to mark items that are commonly used and then report on only those items. For further information see ABC analysis. on page 179. New Use t detai You w Here ignor codes • • • If you appro Price list If this box is checked, this item will be included when you produce price lists. Reference pack This is the standard pack size that you use for comparing quotes from suppli- ers. Category u command Item > Show item cate- w item categories. on page 71. few text characters) or code as you e location code matches your entry it you will be shown a standard choice clicking a line or by clicking once on item. his command to add new items. (It is not for adding actual stock- just ls about an item) ill be presented with a entry screen. are some suggestions for making things systematic. (You are at liberty to e these suggestions, as you do not need to know or remember item in order to use mSupply). The "code" field should start with the first three letters of the item name The item name should not be the trade name of the item, and should start with the most obvious and broadest description. eg a "brody forcep" should be entered as "forcep, brody". "aqueous Choose a category from the list. Item categories are set up using the men gories. For further information see Sho Shelf location Type as much of the location (ie the first know, then press the Tab key. If only on will be filled in automatically, otherwise list like this: Select the location you want by double- the line and then clicking OK Essential drug 57 iodine" should be entered as "iodine, aqueous" think the item should appear in the published price list, then check the Check this box if the item is on your Essential Drugs List priate box. Items 58 ATC Category Here you can enter category information. mSupply works best with the ATC classification system, but other systems can also be used. DDD value The Defined D units as well ( DDD factor The DDD for and the stren Pressing OK w If you don't w still saved- jus Show bui You will be sh recent builds You will then licking on it. nufactured. That is, raw ut of stock), and a new stock at allows use in manufactur- build entry window: aily Dose for this item. This is a text field, so you can enter the eg "1g" or "250mg") this item divided by the strength (eg if the "DDD" is 1000mg, gth is "125mg", you would enter "8") ill accept the details and allow you to add another item. ant to add more items, press cancel. Items previously added are t the details showing on the screen are not saved. lds. own the standard find window to enter either the number of to display, or a particular build number. be shown a list as in the picture below. Here you can view a particular build by double-c New build. A build is a way of recording items you have ma materials that are in your stock are used (taken o item is created. Note that you must have an mSupply version th ing for this feature to be enabled. On choosing this menu item you are shown the New build. Note: prices *The detai used Addi Note tab. I for th of Ma Firstly in the check Doing order ing to time • To add a new ingredient, click the New ingredient button. You will be shown the standard window for issuing goods from stock: ld for entering a customer invoice. ingredient lines, click OK to return to lick it, and change the details. t it's quantity to zero, then click the w item to build" button. You will be eiving goods. matically calculated for you. You may ice as you prefer. o build, click OK to return to the main if you have restricted access to builds, you will not be able to see cost or the profit summary window at the bottom of the window build window has two parts: The top part of the window records the ls of the item to be built and the lower part lists ingredients that are in the manufacture of the product. ng ingredients manually that ingredients can be added automatically from the bill of materials f you regularly build the same item, you should enter a Bill of Materials e item being built, and use the method outlined under the “Using a Bill terials” heading below. , if you are entering a projected build (one that you expect to perform future), Check the This is a projected build check box. If this box is ed, all items added will be placeholder lines rather than actual stock. • Enter ingredients just as you wou • Once you have finished entering the main window. • If you wish to edit a line, double-c • To delete a line, double-click it, se OK button. Adding the item to be built. • To add the item to build, click “Ne shown the window below for rec • The cost price for the item is auto enter the margin or the selling pr • Once you have entered the item t window. 59 this allows you to enter your manufacturing schedule in advance of ing raw materials. The schedule will be taken into account when order- • If you wish to edit the item, simply double-click inside the “item to build” rectangle. ensure that you will have enough materials in stock when it comes to manufacture. Items 60 • At the bottom right of the window in “summary” section is a summary of the cost, margin and selling prices for the build. • Once you are satisfied with the details, click OK to enter the build into the system. You will be asked if you want to enter the details into stock. If you s issuing able un stock. • Note th "sold" Finishing bu • Unders build is • Eac • When the bui Quality questio “none” project • To fina is show Converting projected builds into an actual build. • Once your manufacturing of a projected build is about to take place, choose Item > Show builds… to locate the build you want to edit. • For each line whose batch is equal to “none” (a placeholder line) you actual stock line from the line number or double-click- ve done this, the stock you cturing can take place. at will result from your build, ll print the correct number of ” or “formula” for building tity of each required to make the build window you will be Code nw sg cn fn ay yes, the newly created item will immediately be available for to customers. If you click later then the stock will not be avail- til you open the build window at a later date and enter it into at the ingredients used in a build are considered to have been for re-ordering purposes, and will be counted in your usage. ild entry tanding build status codes enables you to know what stage each at. The codes are the same as for other transactions. h build transaction has a status code: you click the OK button you may be asked if you want to enter ld into stock. You should only do so once the manufacturing and will have to double-click it and choose an item issue window (either by entering the ing the line you wish to use). Once you ha have chosen will be reserved, and manufa • mSupply calculates the number of items th and by clicking on the Print labels icon wi labels. Using a Bill of Materials A bill of materials can be thought of as a “recipe an item. It records the ingredients, and the quan the finished product. When you click on the “Bill of materials” tab in shown the following information: Meaning A new build is being entered, but has not been saved. "Suggested". A build has been entered, but has not yet been confirmed. If stock lines have been entered, raw material stock is reduced so that it is no longer available for other invoices, but the new item is not yet entered into stock. You should leave builds with this status while manu- factured items are "in process" , or if it is a projected build for a future date. "Confirmed." The item to build has been entered into stock. "Finalized." The build can no longer be edited Assurance (QA) process is complete. You will not be asked this n if there are any placeholder lines (those with a batch of ) entered as an ingredient. Such builds are presumed to be for ed manufacturing, and are kept with status “sg” automatically. lize builds, choose File > Finalize builds. when the splash screen ing. Manage Ad Hoc items. Add Bill of Materials Button: This button will add a Bill of Materials according to the formula entered for the item. Before you click this button you should enter the item to be built including the quantity of finished product. Once you know the actual yeild of finished product you can adjust the final quantity manufactured by double-clicking the item to build. Print It’s po or a s side t priate Choo Each attac take to use Actua ents T stock butto the a to issu At th issued quantities and the actual batches of raw materials used, as opposed to the theoretical quantities that are initially entered. Calculate Yields button This button compares the actual quantities issued and the actual final quan- tity manufactured with the theoretical amounts that should have been used and made. This allows you to monitor production efficiency. Use the Print yield report button to print the yield information if required. eep in stock. When a customer orders ff” purchase, you can enter it as an k flow for Ad Hoc items options ssible to print either a Pick list, detailing the ingredients and quantities, ummary of the manufactured product. To achieve this, the box along- he print icon in the lower right corner must be checked, and the appro- form selected from the Printing form drop down box sing stock after adding a bill of materials item added is also added to the “ingredients” tab, but no stock is hed to the item- it is a placeholder item. This is done as mSupply can not into account all the factors that go into choosing an appropriate batch for each manufacturing run (The expiry, amount on hand, etc) lly to issue stock for use in the build you need to return to the ingredi- ab and double-click each line, then choose stock from the available list. Note that there is a button displayed Re-distribute all. Clicking this n will take the “total quantity issued” figure and re-distribute it over vailable batches, making it easy to move from using a placeholder line ing actual stock. Manage Ad Hoc items. Ad Hoc items are items that you don’t k an item that you decide will be a “one-o Ad Hoc item. The following diagram outlines the wor 61 is time (or later) you can adjust the amount issued to reflect actual Items 62 When you ch dd new items, delete items ems by their status. Ad Hoc ning en assigned to a sup- ur “to-do” list igned to a supplier, on a purchase need action. ed to a purchase ve not arrived. m a supplier and stomer oose Items>Ad Hoc items, the following window is displayed: From this window you can view Ad Hoc items, a and edit existing items. The “Show” Drop-down list This drop-down list allows you to view Ad Hoc it items can have the following status codes: Status code Mea un The item has not yet be plier- think of this as yo as The item has been ass but has not been placed order. These items also po The item has been add order, but the goods ha fn The item has arrived fro been invoiced to the cu s field and press Tab to show ll show items assigned to that pplied or to be supplied to The “Name” field Enter part of a customer or supplier name in thi a list of matching names. Choosing a supplier wi supplier. Choosing a customer will show items su that customer. Show repacks. Once you have chosen a name you can fine-tune the list displayed for that name. The “New” button Clicking the “new” button displays a window like this: From then When You c You c to the Editin To ed er for a particular supplier, you can click of Ad Hoc items you have assigned m to the purchase order. For further n page 131. rmal transaction list window. of mSupply prior to v1.4 will not section of the window- you will have this window you can add an item name, the name of the customer, name of the supplier, the quantity to order, and add a comment. the customer orders an item, you may not know who the supplier is. an just leave the supplier name blank. an edit the default accounting codes for the item or just leave them set default values. g an Ad Hoc item it an item, double-click it in the list to display the item details: Adding Ad Hoc items to a purchase ord When you are making a purchase order on the “Ad Hoc items” Tab to view a list to that supplier, allowing you to add the information see The Ad Hoc items tab o Show repacks. Repacked items can be viewed in the no Note that repacks created with versions show up using the "recent transactions" to enter the number directly. New repack. 63 This command will display a window where you can re pack a particular item into smaller packs. Items 64 There are 4 st bottom to he 1. Choose ite At [1.] type th the Tab key. If in automatica where you ca 2 Choose a b At [2.] double be mixed, and 3. Quantity to At [3.] enter t matically com 4 Details of n At [4.] click on repacks, and e ted at this stage - e.g. 5,000 and 30x100. The Sell price, omatically completed, but all roken, for example, the total the quantity selected for re- stock record, an inventory w. uggested (sg), checking the slip of the number and size of lised, the same operation will ed showing the original line stock. The total value of the ransaction after you have time! (You can always “re- k will be deleted. Only eps for creating a repack. The window is numbered from top to lp you follow the correct steps m to be repacked e first characters or code of the item to be repacked, then press only one item text or code matches your entry, it will be filled lly, otherwise you will be shown a standard choice list from n select the item. atch click a line to choose the batch; for repacking, batches cannot a single batch must be used. be repacked he quantity which is to be repacked; the pack size field is auto- pleted. ew line(s) - i.e. the repacks Newline to bring up this window calling for the details of the nter the details as appropriate. Note that repacks of different sizes may be crea Paracetamol tablets may be repacked into 40x50 the Batch number and the New Location are aut these fields may be edited as required. Not infrequently, because some tablets may be b quantity of the item re-packed will be less than packing at [2.]. To maintain the accuracy of your stock adjustment should be performed - see belo Printing While the status of the repacking transaction is s box beside the print icon will produce a picking packs of the original item; once the status is fina produce a detailed record of the re-packs. On clicking the OK button, a transaction is creat taken out of stock, and the new line(s) put into transaction is always zero. Note: currently there is no way to edit a repack t clicked the "OK" button, so get it right the first repack” an item to adjust a mistake however!) Deleting a repack if you click on the Delete button, then the repac repacks whose status is “sg” (suggested) or “nw” (new) repacks can be deleted. ts ents allow you to increase or When to use inventory adjustmen Items>Inventory adjustments. Inventory adjustm Inventory adjust - add stock. decrease the stock of an item that is recorded in mSupply. You will need to adjust the inventory if: • Stock is discarded (due to damage or expiry) • You do a stock take and find that physical stock is different to the stock recorded in mSupply. In this case the first thing to do is to see if you can find out where a mistake may have been made in issuing stock. For example, you may be able to retrieve extra stock mistakenly given to a • • Inve Use t stock A transaction that is like a supplier invoice will be created. Enter the details in just the same way you would as if you were receiving goods from a supplier, except that mSupply fills in the name field for you automatically, and does not allow you to edit it. After a stock take, this can be used to adjust any stock lines where the stock recorded in mSupply is less than the physical stock. You will be asked to enter the margin when starting this transaction. For a normal inventory adjustment, set this to zero. If you are entering stock when , enter the percentage to apply here. ck stock take and find that the physical amount recorded in mSupply.A trans- will be created, except that you do on entering customer invoices for a client, or may need to ask a supplier for an order that has been entered but never actually received. Stock has been stolen. As a general rule, consider using a regular invoice to account for any transactions with a customer or supplier. Only use an inventory adjuste- ment as a last resort. ntory adjust - add stock. his function when you have done a stock take and find that the physical of an item or items exceeds the amount recorded in mSupply. starting to use mSupply for the first time Inventory adjust- reduce sto Use this function when you have done a stock of an item or items is less thanthe action that is just like a customer invoice not choose the customer. See the section description of the entry procedure. 65 Note: Inventory adjustments are treated by mSuppy as a kind of Supplier ntory adjustment, Choose the "Show Item" menu. invoice (or credit). To view or edit an inve inventry adjustments" option from the " Items 66 Merge two items. If an item has inadvertently been added twice, with slightly different descrip- tions, here is your safety line! Enter the item to keep and the item to be merged. Important- if mess things u Note that me finalized tran Note: Items th can not be us warned. Show de Items>Show d departments. to a departm For example, packinging m You are shown a list of departments: utton. nt you want to edit. You are tment name: l happen when you attempt ber of a linked group. Either owed. This only applies if you group turned on in the pref- mbers of the group you are you merge two items that are in fact different, you will really p. There is no un-do for this operation. rging items affects all historical records except for item names on sactions, which will retain the original name for safety reasons. at either have a bill of materials or are used in a bill of materials ed for the item to delete/merge. If you try to do so, you will be partments. epartments. This item allows you to create and edit item Once you have created departments, each item can be assigned ent. a manufacturer might create departments for raw materials, aterials, and quality control reagents. To add a new department, click the New dept. b To edit a department, double-click the departme shown a window allowing you to edit the depar The radio buttons allow you to choose what wil to issue an item to a customer who is not a mem the user can be warned or the issue can be disall have Activate restricted item access by customer erences - otherwise you can ignore this setting. The Items tab displays a list of items that are me viewing: Manage Item Access. To de Doub that y warn items the It eithe depa Man This m Item • • • • ble departments omer groups that are members of the on the right hand side. ou to add and remove groups from ing the “Add a new relationship” can add. k OK) to add a group to the current arning if you try to add the same lete a department le-click it to display the entry window, then click the delete button. Note ou can not delete a department that has item members. You will be ed if you try to do this. To delete a department with Items, click the tab and note the items that are members, then edit those items (using ems > Show items… menu command) and set their departments to r none or a different department. You will then be able to delete the rtment. See the Manage Item Access entry below for more details age Item Access. enu item allows you to create and edit item departments. departments are a bit complicated. Here’s what you need to remember Each customer is a member of one group Each item is a member of one department. Each group can have any number and combination of item groups in it. When you attempt to issue stock to a customer whose group does not contain the department of the item you are issuing, either a warning will be displayed or mSupply will refuse to issue the stock, depending on the entry for that department in the “show departments” list. • The left hand list shows the availa • The right hand list shows the cust department which is highlighted • The icons at the right side allow y the highlighted department. Click button shows a list of groups you • Double-click (or click and then clic department. You will be given a w group twice. 67 Items 68 • Depending on how the item department options are configured, attempting to issue an item to a customer whose group is not a mem- ber of that department will either result in a warning message or in mSupply refusing to issue the stock. • Note that the option must be turned on in the preferences under the Invoice • Here is can be Mana Items>Manag groups of item these items fr You can set u dispensary mo Steps in setting up interactions: 1. Choose a way of defining interaction groups. We recommend you use the system being developed at <> as in future, mSupply will be able to check automatically interactions with the drug interaction server that is in development there. . . You will be shown a list of , or double-click an entry to s2 tab before this option will have any effect. a summary of how department groups affect whether an item issued. 2. Define which items are in which groups 3. Add interactions between groups. Let’s look at each of those steps in turn Definining interaction groups Choose Items> Manage Drug interaction groups groups: Click the new group button to add a new group edit it. ge Drug interaction groups e Drug Interaction. Drug interaction groups allow you to specify s that interact with each other, and then specify a warning if om interacting groupsare issued to the same patient. p interactions in store mode, but warnings will only appear in de. Manage Drug interaction groups Here we have double-clicked on diazepam: The w The “ You a Show The “ with. This t an in intera To ed will be shown a window like this: rrent group, and then enter details the drop-down lists. n an interaction occurs, and any notes optional. y mode, you will get a warning like indow has two tabs. items” tab shows a list of items that have been assigned to the group. ssign an item to a group by viewing the item details (Choose Items > items), and setting interaction group from a drop-down list. interactions” tab shows a list of groups that the current group interacts ab has two buttons either to add or delete a drug interaction. (To delete You choose the group that affects the cu about the interaction by choosing from The choices available are: • Type of interaction • Inhibits • Augments • No effect • Conflicting evidence • Clinical Significane • Minor • Moderate • Major • Unkown • Quality of evidence • Poor • Fair • Good • Unknown You can enter a message to display whe you may want to record. These fields are When you are issuing items in dispensar 69 teraction click on the line you wish to delete before clicking the “delete ction” button). it an interaction double-click on the interaction you wish to edit. You Items 70 this if the patient has been issued both the items in question: Show uni Items>Show u Click the “New Note that you will need to have sufficient user permissions to use this func- tion. Warning: do not change the record for one unit into a different unit, as all items using that unit will be updated. o manage the range of tion data from mSupply to ting software. Double-click a or description will affect all ts. nits. Choosing this item shows a list of units: ” button to add a new unit. Show Accounts. Items>Show accounts. This window allows you t accounts that can be assigned to items. Account codes are used when exporting transac integrate your information with external accoun line to edit its details. Changing an account code items that are assinged to that account. Click the “New” button to add a new account. Show item categories. Fill in that u code. ton to Sho Using When show It is re there Selec of cat inthe order in which the entries were ightforward. Simply select (by single ish to reposition in the list and drag e entry <CLINICAL EQUIPMENT> has cond place. the code, description field and select the account type. The field “items se this account code” itemline(s) will be displayed for each account Account types are “Expense“, “Income“ and “Asset“.Click on OK but- add and Delete button to delete new account. w item categories. item categories viewing an item’s details, a category can be assigned to that item, as n in the following graphic: commended that each item is placed in its appropriate category, but is the option to select <NONE> ting this item opens the Show Item Catgories window, showing the list egories to which items may be allocated. Reordering the list The Item Categories list appears initially made, but reordering the list is very stra clicking) the category name which you w it to its new position. In this example, th been repositioned from fifth place to se Adding a new category 71 To add a new category, click the New button and the following window appears: Items 72 The category panel remain defined categ adding a new You can repo and if you use group item ca comparison b Editing a cate To edit the na dow, double- category wind lighted in the You can now Note that all name; the pre Show Loc Defining loca Note that it is tion discusses Location type Choose Item > tion types. he criteria for the various d temperature range, ws you to enter a name for ertaining to that storage tor” has been defined, the C. cation types window might name is entered in the “Item category” field, and the Items s blank; only after items have been assigned to the newly ory will they appear under “Items”; this is performed when item, Item> New item, or when editing an existing item. rt on the value of items issued according to their item category, dot notation you can even produce summary reports that tegories together. For further information see The 2 period y item category report on page 176. gory name me of an existing category, in the Show Item Categories win- click on the name of the category to be edited; the New item ow appears with the selected category name already high- “Item category”field. change or edit the category name. items in the selected category will now appear under the edited vious name of that category will no longer appear in the list. ations. The window that appears allows you to define t types of location in your store - e.g. the permitte whether location must be dark, etc. Click on New, and the window that appears allo the storage type, and the permitted conditions p type.: In the above example, a storage type “Refrigera permitted range of temperature being 2° C - 8° Having defined your storage types, the Show lo look like this: tion type better to define the location type before the location. This sec- location types first, then returns to explaining locations. s Show location types to define or show a list of available loca- Show Locations. It is w but th Shou can a Locat Befor erato From defin ton fo window: and appropriate comments, as orth emphasising that the list does not show the actual store locations, e types of locations. ld you wish to edit the details of any storage type,double click on it; you lso add new location types when necessary. ion - Defining locations e you can associate an item with a specific location (e.g. Shelf D4, Refrig- r 2, etc.), these locations must be defined and entered into mSupply. the menu, choose Item > Show locations, even if you have not yet ed any locations, as the window which appears has a New location but- r this very purpose . Clicking on New location brings up this Here you can enter the code, description shown. 73 Location volumes You can also enter the volume of the location you are defining. Volumes are volumes - e.g. 5l - may also be (“litres” = “l” in the example) is stored in cubic metres [m3], but smaller defined, provided the appropriate unit Items 74 entered following the number. See also Volume per pack on page 46 This feature is important if, for example, you are replenishing your stock of vaccines, and you need to know if there is enough space available in the refrigerator in which you store vaccines to accommodate a new order. (You would also need to know the volume of the vaccines that you are ordering). The Location feature, you m Secure cabine tion type on p Once the loca store with its before an item To view the lo you will see a two refrigera litres - with th Clicking the V the volume u has been defi If you want to tion code or d glass icon to s Editing a shelf location Double clicking on a line allows you to view and/or edit location details. When you double-click on a line, the following window is displayed. , comment, volume, location or that particular location. window. type field initially has the entry ‘None’’, and before using this ust, as discussed earlier, define the various location types - e.g. t, refrigerator, etc. [For further information see Defining loca- age 72.] tions have been defined, you can associate each item in your location, but do remember that a location has to be defined can be associated with it. cations you have defined, choose Item > Show locations, and list of location codes and descriptions. In the example shown, tors are listed, one with a capacity of 25 litres, and one of 20 eir volumes expressed as millilitres. General tab The General tab shows code, location descripion type and summary. The Stock Tab The Stock tab shows a list of existing stock linesf Clicking on the “Stock“ tab diplays the following olume usage button will fill in the volume usage column with Double-click on a particular batch of interest to view further information. sed at each location provided that the volume of the location ned. see a particular location, enter the first characters of the loca- escription into the Search location box and click the magnifying how matching locations. Merge two Locations. Mer If you you m used. When Use e locati opera file. In the merg butto Check stock is correct. Item > Check stock is correct. Note: This command is disabled in Version 2 and later versions, as this opera- tion is performed ‘on the fly’. Each item has a "stock on hand" figure which is kept up to date by mSupply. However, we have left this command here in case you suspect your stock on ing it's job you should get an "all sage when choosing this item. (Please rder an item that is not on your stock r stock list. Such an item is considered ck items will be described. nd enter the particularsas you nor- tock item box. In the box immediately of customers held in mSupply. To ge two Locations. want to remove a location from further use in mSupply (for example, ight have accidentally double-entered a location) this command can be you Choose Supplier > Merge two locations, this window is shown xtreme caution: This operation will affect all historical records of the on you delete. They will be moved to the location you are keeping. The tion can only be undone by reverting to a backup copy of your data window displayed enter the location to keep, and then the locationto e. When you have checked that the information is correct, click the OK n. hand figures are wrong. If mSupply is do stock records were already correct" mes report to us if you don't!) Non-stock items There are occasions when you need to o list, and you do not wish to add it to you a ‘non-stock item’. The procedure for dealing with non-sto Step 1 From the Item menu, select New item, a mally do, only this time check the Non-s below, select the customer from the list 75 place an order for a non-stock item, a customer must be identified, and this customer becomes the default customer for the item. for a different customer at a later Should you need to order the same item Items 76 date, the new customer is entered at the time the purchase order is being cre- ated. The example is for non-stock item Granuflex dressing. Step 2 Create the Pu You will obse tomer, in our select anothe is placed for a Step 3 On receiving In our examp which is our n The Goods Re click on OK, and an Alert er invoices have been created oosing Customer > Show ce which has been created tomer, Western Infirmary rchase order which will include the non-stock item, rve that the Customer box already contains the default cus- example, Western Infirmary. You are able to edit this box, and r customer - for example when a subsequent order for this item different customer. the order, proceed as usual to the New Goods receipt form. le, we have ordered 2 items from Diamond Traders, one of on-stock item. Uncheck the Hold box ( bottom left corner) then message is displayed, advising you that ‘Custom for non stock items.’: From the main menu, ch invoices allows us to select and process the invoi automatically for the non stock item for our cus ceived must be finalised in order to create the Supplier invoice: Non-stock items 77 Items 78 79 Receiving Goods- a Supplier Invoice All goods you receive should be entered into mSupply by entering a "Supplier Invoice" or by using the purchase order system, which ends in the creation of a supplier invoice. In some countries a supplier invoice is called a "bill" Entering a supplier invoice puts the goods into stock ready for issue. It calcu- lates p or for You w use w s the g suppl Choo The c Information to enter in the main window Name Enter the first few characters of the supplier’s name, and then press the Tab heck box checked can be used. If only er name will be filled in. Otherwise, a ick cancel to try again. You can also and “u” keys on the keyboard to and then use the"enter" key to on the bill the supplier gave you. out of things to enter! Category ted in File>Preferences>Invoices1 . Click t new su Type in ters of and pr Resiza umn Click t the de the inv the cli Click to note. Resizable column If the line you want is highlighted, click the “use” button or press the “Enter” key. the selling that item, ill notice t ith invoice oods receip ier invoices se Supplier ursor will b o add pplier itial let- the name ess tab ble col- o copy tails of oice to pboard. add a mSupply ge you click on rice based on the margin you have chosen for that supplier depending on how you have set your mSupply preferences. here is a Prices tab in the supplier invoice window- this is for received in foreign currencies, which will usually be done via ting system. For further information see Viewing and editing created via Goods Receipts on page 138. > New invoice. The supplier invoice entry window will open. e in the Name field. key. Any name that has the "supplier" c one name matches the entry, the suppli list will be displayed: Double-click the appropriate entry, or cl use the up and down arrows or the “d” move the highlighted item down or up, choose the highlighted item. Bill no. Enter the bill number- the serial number Comment Enter anything you like. Now you've run nerates automatically both th e Invoice number and the Goods received ID, and if this latter number, the Goods Received transaction will open. See “Tips” on p.82 Double-click a line to choose it. Click the “New” button to add a new name. Category for supplier transaction is crea Receiving Goods- a Supplier Invoice 80 The categories created are listed in this category field. Buttons in the supplier invoice window New line Will add a lin is not finalize adding a line more details. line and edit Delete line Will delete a edit the line a The Hold Che Checking this it’s status is “n be changed t Note the “nw yet, so this all is not availab The Finalize This check bo ton. This will details are cor checked in th be warned if uncheck. If this check b firm window you click on “ “confirm”, th If this check b play a confirm “nw”(new) an be confirmed be viewed and/or printed but it can not be edited. If “Confirm supplier invoices without asking” is checked in the “Invoices 1” tab of the Preferences window, so all invoices will be finalized (whether you like it or not!) oard, allowing you to paste ace of your entry, and the ou have added lines to an g the “delete line” button o save the “oops, I just sly clicking OK, cancel will be window. You are given the een created- clicking invoice and automati- l only delete the invoice ed all lines using the ” ns can be made e to the invoice. This command can be used on any invoice that d. Clicking the button will present you with the window for from stock. See the Adding lines to an invoice section below for To select a line to edit, simply double-click on it. Note that new line are disabled on finalized invoices line whose batch is "none". To delete other lines, you must first nd set it's quantity to zero. ck Box box means that the invoice can not have it’s status changed. If w” it can not become “cn” (confirmed). If it is “cn”, it can not o “fn” (finalized). ” status invoices do not have the stock entered into the system ows you to enter a supplier invoice, but to make sure the stock le for issued until all the details have been checked. Check box x allows you to finalize an invoice when you click the OK but- mean that it can no longer be edited, so be sure first that all the rect. Note that only users with “Can finalize individual invoices” eir user permissions can operate this check box. Other users will they try to turn it on, and the check box will automatically ox is not checked and OK button is clicked, it will display a con- with a message “Confirm invoice and enter into stock now?”If Copy button This button copies the invoice details to the clipb them into a spreadsheet or email message. Delete Allows the deleting an invoice. When you press delete button, it will leave no tr invoice number assigned will be reused. Note:Unless the invoice has a status of “nw” if y invoice, you must manually delete eachline usin before deleting the invoice. This is intentional, t deleted my invoice with 100 lines on it” feeling. If the invoice has already been saved by previou disabled or not present. OK Saves the changes you have made and exits the Invoice status Description nw The invoice has just b cancel will delete the cally delete each line sg The cancel button wil if you have first delet “delete line” button cn Same as for status “sg fn No changes or deletio Later”, the invoice will have a status “nw”(new). If you click on opportunity to print if you want to. If the invoice status is “sg” a packing slip ted. (Tip: you can bypass the you click OK) e invoice will be confirmed. ox is checked and if the invoice is not yet confirmed, it will dis- message.If you click on “Later”, the invoice will have a status d will not be finalised.If you click on “confirm”, the invoice will as well as finalized.So be very careful! A finalised invoice may will be printed, otherwise an invoice will be prin print messages by holding down the shift key as Adding new lines to a Supplier invoice Adding new lines to a Supplier invoice Click the new line button to add a line to the invoice. A window will appear like this: The c Item Enter key. A match want both Note: with) the q Hint: lighte ing th t margin to the whole invoice, click or that supplier by choosing Supplier f you wish to apply a different margin enter the lines, as long as editing g, you can click new item to add the tandard form for entering items. For ing tube" as: ut it is better to get it right in the first to fill in the basic information for the ed in this field. Resizable column ursor will be in the field ready for you to enter the item name. as much of the item name (or code) as you know, then press the tab s usual, if only one entry matches, it will be filled in. More than one ing entry will present you with a list from which to choose the item you to issue by double-clicking it: The text you type will be matched against the item name and the code. A match for either will display the item. To query for an item name or code that contains (rather than starts “250mg” (for example), enter “@250mg” in the search field (without uotes). you can use the "up" and "down" arrow keys to change the high- d item (You can also press u to move up and d to move down!) . Press- e enter key will choose the highlighted item. Note: If you did wish to apply a differen the cancel button, and edit the margin f | Edit supplier and change the margin. I to just some lines, you can do this as you margins is enabled in the preferences. If you can't find the item you are enterin item. Note: it is a good idea to agree upon a s example, will you enter an "infant feed • "infant feeding tube" • "feeding tube, infant" • "tube, infant feeding" Duplicated items can later be merged, b place! Now there are a series of fields to enter line Num units How many did you receive? Location The location of the item has to be enter 81 Pack size How many units in a pack Receiving Goods- a Supplier Invoice 82 Note: Say you receive 50 packs of 100 amoxycillin caps, you should enter "50" in the quantity field and "100" in the pack size field. However, if you issue the capsules in strips of 10 to customers (eg you allow them to order 20 or 30 cap- sules), you should enter quantity " 500" and pack size "10" Batch The batch nu the invoice, so need to (eg y specific brand as the batch). Expiry You can use " date format y dd). You can e between 1961 receive in the Cost Price Enter your co Margin and S If you have al the margin (a sell price (and Click OK if yo lines added w main screen w Manufacture This field will ences. You enter a m the first few l key. Choose t matches wha If the manufa New button t Editing lines on a supplier invoice Supplier invoice lines can be edited at any time until the invoice is finalized. To edit a line, simply double-click on the line you wish to edit. ustomer, you will be warned of customer invoices that this ow, where certain fields will le to reduce the quantity mber or other identifying information. The batch appears on you can use this field to differentiate between brands if you ou operate using generic names, but occasionally want to give a - you can put an abbreviation for the brand name here as well /" or "." to separate the day/month/year. Note: Use whichever ou have set in your computer (dd/mm/yy or mm/dd/yy or yy/mm/ nter the year as 2 digits, which will be understood as a date and 2060. This should cover the expiry date on most things you next 56 years! st price for one pack of whatever size pack you entered above. ell price lowed editing of these fields in the preferences, you can adjust nd the sell price will adjust automatically, or you can adjust the the margin will adjust automatically). u are finished, or OK & next to add another line. (The invoice ill be displayed in Items Display Field.)Click cancel to exit to the ithout saving any of the details. r only be shown if you have turned the option on in the prefer- anufacturer just the same as entering an item or supplier- type Editing lines if stock has been issued If you have already issued stock of this line to a c with a window like this: Clicking View issued invoices will show you a list particular line was issed to: Clicking OK will take you to the item issue wind not be able to be edited. Also, you will not be ab you received below the quantity already issued. etters of the manufacturer’s name or code, and press the tab he correct manufacturer from the list if more than one choice The item issue window can edit the line details in etails. t you typed. cturer you want to choose is not in the list, you can click the o add a new manufacturer. You will be presented with a window where you much the same way as if you are entering new d Deleting a line on a supplier invoice In the right issued invoic Note Simpl ton to Note ences whet Work Resiz These hidde positi cross left o Sorting Columns Columns can also be sorted either in increasing order or decreasing order by clicking on the header. n the header and dragging it to the invoice : e, then click on the delete line button above) and set it's quantity to zero. you really want to delete the line. pplier invoice that has been finalized. rmation to calculate the selling price also gives you a lot of power to have it. Mo to graphic above you will notice the “units issued: 100” text in blue to the of the Quantity field. This will only be present if stock has already be to customers. You can click on that text to display a list of issued es as described above with the View issued invoices button. that the OK & Next button is very useful for editing a whole invoice. y double-click the first line of the invoice, then use the OK & Next but- go from line to line. also that many options for the window are set in the mSupply prefer- . For example, whether or not line one is chosen automatically, and her you can use placeholder lines. ing with the list of invoice lines ing Columns columns are resizable. If any of the column data is cut-off or remains n, the column width can be increased or decreased. It can be done by oning the mouse at the borders of the column. The cursor changes to a with arrowheads on the horizontal bar. Click and drag the cursor to the r right. The columns can be moved by clicking o new position. Deleting a line on a supplier To delete a line, do one of the following • Click on the line you wish to delet (it’s got a trash can icon) • Double-click the line to edit it (see Click the OK button. You will be asked if Click OK to proceed. Note: you can not delete a line from a su Selling price calculations in mSupply mSupply uses a number of pieces of info of an item. This can be confusing, but it the price calculated just the way you like Here's the logic mSupply uses: use changes divider sign Increasing order Decreasing order 83 Receiving Goods- a Supplier Invoice 84 • Does the item have a selling price specified? If it does, this price will be used no matter what other information is available. Note that the price entered for the item is for one unit. The price will be multiplied by the pack size to get the selling price for the line you are entering. • Is either the margin specified for the supplier or the margin specified for the • Is there prefere see if it the sup For example: Note that if y plier invoices" mSupply calcu Applying a D If a supplier g ing the price dow will be sh e reduced by 5%, and the match the amount the sup- new cost price, check the es as described above will still e from Supplier invoice, s Received transaction in the he actual number, that partic- . Similarly, the Edit goods r inv . which will display cost price p 100 100 100 100 100 100 item zero? If so, the other (non-zero) value will be used? a margin specified for both the supplier and the item? If so, the nce "item margin overides supplier margin" will be examined to is on or off. If it is set, the item margin will be used, otherwise plier margin will be used. ou have turned on "allow editing margins and sell prices on sup- in the preferences you will be able to over-ride the prices lates. iscount to the whole invoice ives a discount at the bottom of the invoice rather than adjust- If you enter “5” the cost price of each line will b invoice total will be recalculated. It should then plier is actually charging you. If you want the sell price calculated based on the “Recalculate sell price” checkbox. The pricing rul apply. Tip: Rapid access of Goods Received not and vice versa Supplier invoices show the number of the Good upper right area of the window. By clicking on t ular Goods received transaction will be displayed received list has a link Click here to open Supplie the required invoice. ack size Sup- plier mar- gin item mar- gin preference set for item margin overriding supplier margin item price price used 100 6 10 yes 1.15 115 100 6 10 no 1.15 115 100 6 10 yes 0 110 100 6 10 no 0 106 100 0 10 no 0 110 100 6 0 yes 0 106 of each invoice line, you can use the discount button. This win- own: Creating a new Invoice 85 Issuing Goods to a Customer (Customer Invoices) Creating a new Invoice Choose new invoice from the customer menu. A window like this will open: Infor o Name Type there cally f Once ntered a valid name, the New line button will be enabled. If you c the name you are looking for, you can add a new name by clickin Their ref Enter the customer's order number if there is one Comment d here indow and can be used on any invoice that present you with the window for g lines to an invoice section below for ply double-click on it. Note that new ed invoices d, and appears highlighted; multiple al, may also be selected and deleted n a backorder system’ is checked in ing this button shows you a list of omer you have chosen. If you click the e told so!. For viewing the backorder ransaction. f the order changes from new (nw) to be made. mation t as much of is only one or you, oth you have e an not find g the icon enter in the main window a customer name here as you know and then press Tab. If name that matches your choice, it will be entered automati- erwise you will be presented with a list of available choices. Enter any information you wish to recor Buttons in the customer invoice w New line Will add a line to the invoice. This comm is not finalized. Clicking the button will adding a line from stock. See the Addin more details. To select a line to edit, sim line and edit line are disabled on finaliz Delete line(s) Will delete a line which has been selecte lines, which do not need to be sequenti using this button. Backorders Note: This icon is displayed only if ‘We ru the Preferences>invoices 2 options. Click items that are on backorder for the cust button before choosing a name, you’ll b list of items, you must first confirm the t Confirm When this button is clicked, the status o confirmed (cn0); modifications may still to the left of ‘Name’. Issuing Goods to a Customer (Customer Invoices) 86 Delete back You can delet clicking on De Modify line This button is Modify line b Note: The Bac in the Prefere Confirm This button is ther informat Small icon b There are a row of small icon buttons at the bottom left of the window. Hov- ering the mouse over the button gives a description of what the button does. Reorder lines This button will re-assign line numbers to all lines on the invoice according to y dragging and dropping to cost and selling price infor- box rather than printing a wing you to give a paying cli- e. order e an item line or multiple item lines by selecting the line(s) and lete backorder button. used to edit the item line. Select the desired line and click on utton to display the following window. korders button will be hidden if you have backorders turned off nces. their current order (you can move lines around b a new position. Financial summary Clicking this button shows you a summary of the mation for the invoice. Print as Proforma invoice: If you check this check pick slip, a proforma invoice will be printed, allo ent a form showing expected charges: Transaction note Allows you to make a note relating to this invoic Copy to clipboard Copies the entire invoice to the clipboard Tabs in the customer invoice window three different formats, but the same and is available for only available for invoices with status "sg" (suggested). For fur- ion see Confirming an invoice on page 92. uttons in the Customer invoice window The three tabs allow the invoice to be viewed in note that the lower area of the window remains appropriate input in all views. Creating a new Invoice General Once an invoice has been created, a detailed view of the items on it may be seen by selecting this tab; where the supply of a single item is made up of dif- ferent batch numbers, they will be displayed as separate lines: Sum The S batch invoic select window: mary ummary tab displays the items on the invoice, consolidating different numbers and displaying the total quantities for each item only; the e above appears in the following format when the Summary tab is ed. Transport Details Selecting this tab displays the following 87 Issuing Goods to a Customer (Customer Invoices) 88 Here you can related inform Responsible o The choice lis methods. The choice lis “Can be respo users and gro responsible o If you enter in port operatio menu. You can enter line in the list you have star advance to th If you are usin to every item on the Print la and may be attached to the appropriate box. An example of a printed label is shown: u to finalize an invoice when nalize individual invoices” box. Other users will be x will automatically uncheck. rmed as well as finalized l! A finalised invoice may be eans that “Finalize customer es 2” tab of the Preferences r you like it or not!) as a status of “nw” you can status is “cn”or “sg” you will add information about the method of transportation and ation related to shipping - e.g: Ship Date, Ship Method, fficer, box number. t for Ship methods is set by choosing Customer > Show shipping t for Responsible officers is a list of mSupply users for whom the nsible officer” check box has been checked. Choose File > Edit ups, then double-click a user name to set up each user as a fficer (or remove them from the responsible officer list) formation here, you can report on performance of your trans- ns in various ways using the “Transport Report” in the “Report” a box number (or other reference) for each line by clicking on a Finalise This check box, under the General tab, allows yo you click the OK button. Only users with “Can fi checked in their user permissions can check this warned if they try to turn it on, and the check bo If the invoice is not yet confirmed, it will be confi when the OK button is clicked, so be very carefu viewed and/or printed, but it can not be edited. If this check box is checked but dimmed out, it m invoices automatically” is checked in the “Invoic window, so all invoices will be finalized (whethe Delete Allows the deletion of an invoice. If the invoice h delete the invoice even if has lines added. If the , and then clicking again in the “Box number” column. Once ted entering box numbers, you can use the “Tab” key to have to delete the lines manually first. When an invoice has been deleted the invoice number assigned will be reused. window. You are given the e status is “sg” a packing slip ted. (Tip: you can bypass the e next line. g the Box number feature, and having allocated a box number in the order, you may then print labels for each box by clicking bels icon, when the requisite number of labels will be printed, OK Saves the changes you have made and exits the opportunity to print if you want to. If the invoic will be printed, otherwise an invoice will be prin Adding lines to an invoice print messages by holding down the shift key as you click OK) Adding lines to an invoice Clicking New line will bring up this window: The fi name the te Doub If no many click N If onl wise Once displa size, batch, expiry, price. The lines are numbered in the left hand column You can choose the line you want in one of three ways: • By typing the line number into the line number field • By double-clicking on the line in the list • By clicking once on the list to select the line you want, then clicking again in the issue column to allow you to directly edit the issue amount in the list ber available will show to the right nd batch will be filled in. You can less than or equal to the number ntity, the value will be entered in the reen, or OK & next to add another at are more complicated can not be totally filled, enter a place For further information see Place- be filled by the available quantity of lines without leaving the window. y of doing this rst thing to enter is the item name or code. Enter as much of the item as you know, then press tab. All items whose name or code starts with xt you have entered will be displayed. le click on the one you want, or click cancel to try again. entries match the request, the text will read try again. You can try as times as you like! If you decide the line is not entered in the system, ew item to add the line. y one entry matches the request, it will be chosen automatically, other- Once you have chosen your line, the num of the quantity field, and the pack size a enter any number greater than zero and available. Once you have entered a qua “issue” column in the list. Click OK to return to the main invoice sc line.There are a number of situations th If the quantity ordered by the customer holder line for the balance outstanding. holder lines on page 90. Issuing from multiple lines If the quantity you wish to issue can not a single line, you can issue from multiple There is an automatic and a manual wa Double-click the line you want. Or click on the line then click the “use” button 89 you are presented with a list of matching entries. Automatically issuing from multiple lines total quantity you wish to issue into you have the line you want, the list at the bottom of the window will y the available item lines (if any). Each item line may be a different pack To do so automatically, simply enter the Issuing Goods to a Customer (Customer Invoices) 90 the “Quan” field. Note that this should be the number of packs. The pack size of the currently selected line will be used to calculate the total quantity required. In the example below, the user has entered 70. When the tab than there is If you acciden wise click the line 1 will be Placeholder If you have se no lines availa needed strip p click the Plach record the qu the order, at w (depending o As in the wind you can easilt in the preferences, and you ceholder line will be created ns will occur: rder line will be created for laceholder lines when con- ey will remain on the invoice eived, but the goods were vilable amount of a particular ilable quantity, it may be sue the batch. In such situa- y holding down the shift key otal amount available of that key is pressed to leave the field, if the quantity entered is more available for that line, this message is displayed. tally entered more than you intended, click “Try again”, other- “Distribute” button. In the example above, all 58 available of issued, and 12 will be issued from line 2. lines t “Allow placeholder lines” in the preferences, and if there are ble, or none of the lines are suitable (for example, this order ackaged stock, and the available lines are all bulk packs), then Note that if you have allowed placeholder lines choose an item that has no available stock, a pla automatically. When confirming an invoice the following actio • If you have activated backorders, a backo each placeholder line. • If you have set the preferences to delete p firming, they will be deleted, otherwise th to show the client that their order was rec not supplied. Issuing all available stock of a batch Sometimes you might end up with an unusual a batch. Due the fact that mSupply rounds the ava hard to enter the exact amount to completely is tions you can issue the total amount available b while you double-click a line. This will issue the t batch. Bonus Stock older line button. You can now add a place holder line that will antity and pack size until you either get stock, or you confirm • If you have activated the bonus stock module in the preferences (on the rates set will automatically mount: hich time the item will be moved to back order or deleted n how you have set your preferences). ow displayed below, placeholder lines are coloured in red so y identify them. invoices 2 tab, then any items with bonus have a second line with the bonus stock a Adding lines to an invoice • The bonus details will be shown when the item is chosen, and the bonus amount will be updated when the quantity is entered. • • See th bonu Editing an invoice line • To edit a line, double-click on it. You will be presented with the same window as when you add a new line, except that the item name is already chosen. Note that the quantity you have already chosen is added back into stock- You are viewing the stock records as if the line has not yet been processed. • Note too that any other invoice lines for the same item are also taken n is filled out with the the amount of voice. In the window below, there are rent batches of amoxycillin, and all espective of which of the three lines or choose a different item line (that ck in the item name field, and select cting a different item has the follow- em, all invoice lines for item you were e lines will be added for batches h there is already an invoice line(s) on on those lines will be shown in the Each time the quantity exceeds a multiple of the bonus qualifying amount, the bonus amount will be increased by the amount specified for the item. For example, given the "2 free with 10 example above: The bonus amount for item item is set on the "stock" tab of the item details window: e manual section on File > Show items. for a description of entering s amounts into account, and the issue colum each batch being issued on the in three lines on the invoice for diffe three are shown when editing, irr was double-clicked. At this stage you can alter the quantity, is, a different batch), or you can even cli an entirely different item. Note that sele ing effects • If you proceed to issue the new it editing will be deleted, and invoic being issued of the new item. • If you choose a new item for whic the invoice, the stock to be issued Quantity Bonus 8 0 10 2 14 2 18 2 20 4 28 4 30 6 91 “issue” column. If you proceed you are effectively editing the quantities of the item you have just selected, and you are deleting all invoices lines the invoice. of the item that was originally on Issuing Goods to a Customer (Customer Invoices) 92 Changing the batch to be issued If you want to choose a different batch for an existing invoice line: • double-click the invoice line • set the quantity of the batch you don’t want to zero, • double issue. • Note th bottom You can Editing a pla When you do The Redistribu assigns it to a When you are Deleting • If the li delete, • If the li click on Tab to will be Note :you can not remove an item from an invoice that has been finalized. Reordering invoice lines Invoice lines can be reordered by drag-and-drop of a line to a new location. m. mber the renumbering will esage. y a different column, hold rride the message. from you manually dragging ly" set in the preferences, the ption will not be applicable. en the goods have left the atch). voices with status "sg" (sug- e quantity is the total stock hat can be issued on an explanation. red, and create an invoice for tity available drops to 7, as eone else. t this point you confirm the amounts are now both 7. the following: -click the batch you do want, and enter the quantity you want to at if possible the new batch will be added to the invoice at the of the other lines, and the former invoice line will be deleted. use drag and drop to reorder invoice lines if this is a problem. ceholder line on an invoice uble-click a placeholder line, an extra button is displayed: te all button takes the quantity on placeholder lines and re- ctual batches in stock. not editing a placeholder line, the button is not visible. a line from an invoice This can be useful to group lines for the same ite If the invoice lines are currently sorted by line nu happen, otherwise you will be shown an alert m If you really want to reorder lines when sorted b down the shift key as you drag-and-drop to ove Note that reordering can not be undone, apart lines back to their original location. Confirming an invoice Note: if you have "confirm invoices automatical confirm invoice button will be hidden, and this o • Confirming an invoice should be done wh store (or have been packed ready for disp • The confirm button is only available for in gested). • Each item line records two stock levels- th on the premises. the available amount is w invoice. See the section below for a fuller • For example: • You get an order for 3 bottles from F Fred. The quantity is still 10, but quan these 3 bottles can't be issued to som • You are about to dispatch the order. A order. The quantity and the available • In summary, the confirm button does ne is a placeholder line, you can simply click the line you wish to • Each line has its quantity in stock redcuced by the amount issued on then click the delete line button. ne is a normal invoice line (with stock associated with it), double- the invoice line. In the line details window that appears, press advance to the quantity field, enter 0 (zero), then click OK. You asked to confirm that you really want to delete the line. that line • It changes the order status to "cn" Entering a service line on an invoice • If you are running a backorder system, it deletes any place holder lines (those with a batch entry of "none") and adds them to that customer's backorder file. Otherwise the line is simply deleted. Once an invoice is confirmed you will be asked if you now want to print an invoice. Entering a service line on an invoice All "n tome invoic mSup freigh Enter Note and t Edit The t the m To ed the in rate. Note: ormal" customer invoice lines represent the issue of stock lines to a cus- r. (These lines appear in the large section in the middle of the "Customer e" window). ply also allows you to charge a customer for "service" item(s) such as t, or advice or a refundable deposit on a cool box. the description and amount at any time until the invoice is finalized. that the "subtotal" amount on the invoice includes any service charges, ax (if any) will be added to the amount you enter. ing tax on invoices ax rate on an invoice is determined by the "default tax rate" setting in Supply preferences. it the tax rate on an invoice, click on the tax rate box at the bottom of voice entry window. You will be asked to enter a new percentage tax Click the cancel button if you do not want to change the tax rate. you can not change the tax rate on finalized invoices. 93 94 Transferring goods to another Store This feature is available only to those users who are managing more than one store on their you supply a D This procedur l Customer (Cu o make sure yo i You must be l o tomer’, so you Name field th type the first the store in re under comme customer. The procedur Goods to a Cu b It is necessary items to be tr O appear on the Customer inv i systems - e ispensary e follows c stomer Inv u are famil ogged in t create a n e name of few letters d colored t nt field de e from this stomer” a to finalise ansferred. system, as oice in the .g. if you have a General store for holding stock, and with their day to day needs. osely the steps as described under ‘Issuing Goods to a ices)’, and to avoid unnecessary repetition, please ar with that procedure. the issuing store; the receiving store being the ‘cus- ew invoice from the customer menu, and in the the receiving store is selected in the normal way (i.e. of the store’s name, press the TAB key, and *select ext from the list displayed). “Stock transfer” label fines that the issuing goods is for a store. not for a point is identical to that described under “Issuing ove. the transfer when you have finished entering the nly after finalising the transfer will the new invoice a Supplier Invoice in the receiving store, and as a ssuing store, Overpayments 95 Receiving payment from Customers A payment from a customer is usually referred to as a Cash Receipt (whether the payment is by cash, cheque or transfer) The system mSupply uses to record payments is the accounting standard "open invoice" system, which means that the outstanding (that is, unpaid) amou Note "invo paym e stand amou c When s wind • wn a list if there is more than one matching entry for what typed. • Once a customer is chosen all invoices that have unpaid amounts will be listed. • Note: only finalized invoices are shown. If you receive a payment for an ur options are: rpayment (see below) being paid and restart the payment ing you it most likely means they is OK to finalize it!) ote if you want to. ment into the lower right hand field. es: to be shown a box to enter the pay- double-clicking an invoice to allocate of that invoice. if you have allocated a greater d as a negative amount. It is generally as they show in the list. you more than the amount owing to some nice organizations!), or the voice that is not yet finalized. If this t relates to invoices in the list. When ed there is an overpayment and you nue. nt of each that the "a ices 2" tab ent modul ing amoun nt of invoi you choo ow like this Enter the will be sho you have invoice is tracked by mSupply. ctivate customer payment module" checkbox on the of the preferences must be checked before you can use the . Once this option is checked, new invoices will have the out- t recorded. If this option is not checked, the outstanding es is set to zero. e Customer > New cash receipt. you are presented with a : customer name or code into the first field and press Tab. You invoice that is not yet finalized, yo • Record the amount as an ove • Finalize the invocies that are process (If the customer is pay agree with the invoice and it • Enter the cheque number and a n • Enter the total amount of the pay • To allocate the payment to invoic • Double-click an line in the list ment amount, or: • Hold down the shift key while the full outstanding amount Note:you can not click the "OK" button amount than the payment amount. Note: customer credits should be entere good practice to allocate credits as soon Overpayments • Sometimes a customer might pay (not so likely, but it does happen customer might pay you for an in happens, allocate any amount tha you click OK the you will be warn will be asked if you want to conti • Click O extra a • The ne sented for this • Click U to ente money K if you want to continue, or cancel if you want to allocate the mount to invoices. xt time you enter a payment for that customer you will be pre- with a window asking you if you want to use the overpayment transaction: se if you want to use the overpayment, or don't use if you want r another payment (Some customers just keep sending in the .) 96 97 Electronic invoices mSupply has a system that allows users to send electronic invoices to other users of mSupply. Possible uses include: • If you have a manufacturing unit and a separate warehouse, you can o • Sett Suppl • f • Custo • t • t s Step 1. creates an invoice 2. chooses customer | export invoice to create an invoice 3. Supplier sends the invoice to the customer (If the customer has an e- mail address entered, the invoice can be automatically attached to an email, or, the file produced can be attached to an e-mail using your normal e-mail client. Alternatively it may be transferred on removable oice ort invoice to import the invoice. oice that is created against other doc- oods received. r import selling prices are used. you electronic invoices, persuade ly, we can supply the mSupply invoice or inclusion in their own software. al of the system on a backup data file tion. run two c another u If you hav in a few se an hour. ing up e ier: In the pre the suppli If your cus electronic tomer det mer For each i quotation the suppli For each q your own (Note tha invoice sy s to use e Supplier Supplier pies of mSupply and move stock from one location to sing electronic invoices. e customers using mSupply, they can import a 100 line invoice conds, where entering manually might take thirty minutes to lectronic invoices: erences of the copy of mSupply that is sending invoices, enter er code that your customers will use for you. tomer(s) have an email address and you want to send the invoices via email, then enter their email address in the cus- ails window. em that will be received from a particular supplier, enter a for the item. This is most easily done from the quotes tab of er details window. uotation, enter the supplier code for that item. This means code for the item does not need to match the supplier code. you do not have to enter quotation prices for the electronic tem- just the item code). lectronic invoices medium (floppy, Zip, CD etc.) 4. Customer receives electronic inv 5. Customer chooses Supplier | imp 6. Customer checks the supplier inv umentation and against actual g Note: • The invoice can still be edited afte • The standard rules for calculating • If you want your suppliers to send them to buy mSupply! Alternative format to their software vendor f • We recommend you perform a tri before using in a production situa Restricting User Access 98 Restricting User Access Applying i mSupply has to manage w your system. U You are prese a Double-click a button to add sively- it is bet Double-clickin entries are bla igner and administrator- rouping scheme. You cannot access. If you only want one password to be the same as xactly the same text into the something you didn’t realize is not on when you type 1.96 but has been removed of access group and individ- s options are controlled by Active : as access to use the system . oup level. appear in “Responsible restrict a comprehe ho has acce ser access nted with user to ed a new use ter to edit g an entry nk): ons nsive system of restricting user access, allowing you ss to which commands and what information within is managed by choosing file | edit users and groups . list of current users. it their details or delete them. Click the "new user" r. Note: it is best not to create and delete users exces- the users in the system. gives you this window (same for a new user, but Note also that "user 1" and "user 2" are the des these two users have access that overrides the g delete these users, and they always have level 1 person to have full access, set the administrator the designer password. When you enter a password you have to enter e second field, so that you don’t mistakenly enter you had typed. Be careful to make sure caps lock your password. Passwords are case sensitive. Note: ‘Access group’ was an option up to version for version two, as users found the combination ual user permissions too confusing. Now all aces user. If “Active” checkbox is checked, then that user h But the access ability changes with the Access Gr Can be responsible officer : If this box is checked, the name of that user will Applying restrictions Officer” in “Transport Details” section. Language: Allows you to view mSupply according to the language selected. Curently, mSupply is available in English and French version onlyus. User initials should be entered in the User initial field. The Permissions tabs Here Let u restri mSup Note users sion o is table to record which user has- User name you can set access for certain functions on a user-by-user basis. s know if there is a particular function in mSupply that you want cted in this way and we shall consider adding it to the next version of ply. that there are two tabs of permissions. Note also that newly created do not have their permissions turned on- you have to turn each permis- n manually. Current user permissions:- you can use th which permissions in your organisation. Permission Ordering View purchase orders Delete purchase orders Edit purchase orders Edit purchase order pricing Manage tenders Finalize purchase orders Create purchse orders Confirm purchase orders Create & edit baclorders Create new quotes Edit & delete quotes 99 Duplicate purchse order Goods receiving View goods received Restricting User Access 100 Add/edit goods received Transfer goods between stores Items Create new items Enter inven Edit invento View cost p Create repa Edit item na Edit repack View DDD View pricin Manage ite Edit item un Manage dr Merge two Manage loc Add/edit de Goods rec View goods Add/edit go Transfer go Special Add/edit us Add/edit cu Add/edit re Add/edit m Add/edit ab Add/edit wa Add/edit pr Add/edit tra Add/edit co Merge pres Tenders Create and edit tenders Names Create customer, supplier & manufacturer names tory adjustments ry adjustments rices of stock cks mes, codes and units s information for items g information for items m access its list ug interaction groups items ations partments eiving received ods received ods between stores ers rrencies minders isc labels breviations rnings Edit customer, supplier & manufacturer names Edit name codes Edit name categories Create and edit patient event Edit patient details Add/edit group Reports Manage reports Revert reports to original View all reports Remote data View remote data Edit remote data Invoices Create customer invoices Edit customer invoices Create supplier invoices Edit supplier invoices Finalise invoices individually Edit comments on finalised invoices. Import supplier invoice Duplicate supplier & customer invoice Finalise multiple invoices Admin Show e-mails escribers Purge nsaction categories ntacts cribers View log Set start of year stock Preferences Export & import Applying restrictions * - on this m Note acces a) be b) ha Comm As of many The L mSup envir At log mode and t about users. Builds and bill of materials View cost prices on builds Finalise builds View bill of materials Edit bill of materials Build items Edit build items Ca Ma Re We Ed Ed Pri Pri Pri ly applicable to the mSupply web services module. Installations without odule can safely ignore these options. that the user group settings on the first tab still apply. For a user to have s to a command they must in an Access group of appropriate level, and ve the appropriate permission check box checked. ands and actions restricted by user group version 2 all user permissions are set on a per user basis as we found users were confused by the mix of individual and group permissions. og-on modes tab ply now has two “modes” to allow its use in a store or a dispensary onment. For further information see Dispensary Mode on page 103. in, the window will reflect the settings checked under the “Log-on s” tab; here the default store, and default mode may be set. The stores The details tab On this tab you can record information sh transaction ke cash payment ceive cash payment b Interface it web passwords it & create web messages nting nt duplicate packing slips. nt duplicate customer invoices 101 he modes accessible to individual users must be set here. Think of it as a mini address book for you staff, but well hidden away! Restricting User Access 102 Restricting Customer access to items mSupply has a system of restricting access to certain items. For further infor- mation see Manage Item Access. on page 67. 103 Dispensary Mode About Dispensary Mode Store Mode Store versio It assu Dispe Dispe e It is m Rega o have , Note n in dif suppl Acti When e is on To tu • • i • • s d out, it is because your mSupply reg- modes. Contact Sustainable Solutions . es 2 then check the “show direction user, it will not appear in the choices , a supplier, both or neither. A "cus- s to- e.g. another organisation, or a mode is th ns prior to mes that c nsary Mod nsary mod ore suited rdless of m permission that in clie ferent mod y wards, sto vating D you creat by default. rn dispensa Choose fil Double-cl Go to the Uncheck t for that u e standard mSupply mode, and is the only mode available in 1.6. ustomers are organisations, rather than individuals. e allows you to use mSupply to supply medicines to patients. to use in pharmacies, clinics and hospital dispensaries. de, each user can only use those functions for which they according to the permissions set for that user. t-server versions of mSupply, different users can be logged in es at the same time, allowing you to dispense to patients and res, clients or cost centres simultaneously. ispensary Mode a new data file or upgrade to version 1.6, dispensary mode ry mode off: e > edit users and groups. ck on a user in the list “Log-on Modes” tab. he boxes for the modes you do not want to make available er. • Repeat for other users in the list Note: If one mode or the other is dimme istration does not allow you to use those if you wish to upgrade your registration • Choose File > Preferences > Invoic entry in dispensary mode“ box. Once you have deactivated a mode for a when they log on. What is a “name”? In mSupply a "name" can be a customer tomer" can be anyone you supply good ward in your hospital, or a patient. Dispensary Mode 104 What changes in dispensary mode? Different menus The menus in dispensary mode have different names. For example, the cus- tomer menu In simple disp should be eno do much else Different w Prescription e In dispensary rather than a Items to be dispensed shown here is where any When this box is See below for permitted methods of entering prescriber See below for permitted methods dit the t becomes the patient menu. ensary mode, there are a lot less choices in the menus. There ugh options to allow a user to dispense medicines, but not to . indows ntry mode, we refer to entering a “prescription” for supply of items n “invoice” The prescription entry window looks like this: This Use these buttons to of looking up existing patients Click here to e the details of current patien Click here to add new patient If this box is checked, y will treat anything entered tered after a comma as a entered notes relating to this patient are checked, dispensary labels are printed add or delete a patient note receipts for patients are printed on labels. How to look up a patient When you are entering a patient name, mSuppl before a comma as a last name, and anything en What changes in dispensary mode? first name. For example, to find John Smith, enter “Smi,J” or “smith,joh” If the patient’s name code is known, enter a “*” (no quotes) and then the name code or part of it. eg “*58298” If there is more than one matching name, you are shown the name choices window Enter To en • • n click the small down-arrow to the indow where the patient details can their code, their last or first name in ”. For example for the presciber Dr he following are accetptable to show a list of matching prescrib- ame will be entered directly without nsing” page of the mSupply prefer- n accept and print a prescription ing a new patient ter a new patient, you have two options: In the name choices window (above) click the New button. (Shortcut: Ctl-Shift-P) In the Prescription Entry window, click the New Patient icon to the left of the name entry area. This window will be shown (Shortcut: Ctl-Shift- • IP) : Editing patient details Once you have chosen a patient, you ca right of the patient name to display a w be edited. Entering the prescriber To enter a presciber, you can type either full or abbreviated, or “last comma first Felix Brown (whose code is 123) any of t • 123 • bro • fel • bro,fe Press the tab key after making the entry ers. If only one presciber matches, the n the list being shown. Note that there is a setting on the “dipe ences that affects whether or not you ca 105 without entering a prescriber. Notes display ll display each time you enter the Any notes you enter in the notes tab wi Dispensary Mode 106 patient name in the Prescription entry window. These notes can be used to remind you of patient preferences for certain dosage forms, or drug sensitivi- ties. Before you ad event s have b events , then “Description” numeric and Add and dele By clicking th lowing windo Enter first few event from the list. If the patient event you have selected is numeric then a field where you can enter numeric value is displayed and if the patient event selected is boolean field then a check-box is displayed. You can delete the event by selecting the event you want to delete and click the delete button. ed event type or patient line , and Add item window tered, provided that the has been selected in Prefer- ould be entered. d an event for a patient, you need to make sure that patient een set up. To add patient event, choose Patient > Patient click the “New” buton. By default “Note” patient event of type and code “NT” is provided. Youcan also have event of type boolean. te event e “Add” button on the form you will be presented with the fol- w Show You can list events of a patient by selecting desir event from drop-down list on the form. Entering prescribed items On the Prescription entry window click on New appears. Once the item name and quantity have been en Show direction entry in dispensary mode option ences, directions on how to take the medicine sh Entering directions For many commonly prescribed items, there are default directions already present; in the example below, the item being dispensed is FRUSEMIDE 40mg Etablet in the morning”. by clicking on the down eld; directions not already entry area, or the Expanded letters of the patient event you are looking for and select an tablets, and the default directions are “Take ON Alternative directions present may be displayed arrow to the right of the abbreviated direction fi present may be typed in using either the Abbrev Entering directions entry area. Note that you can mix abbreviations and text like this. The d the ch tion w If you one o Note tion. label Defau The s an ite page Printi mSup The Z ribbo We cu availa can m • • • • • • • We are happy to support other printers if you want to use a different brand. Reprinting labels If you need to print the labels for an item again, choose Patient > Show Pre- scriptions to locate the prescription entry. In the list of items dispensed, click on the line you wish to reprint, and then click OK (with the printing checkbox checked) If you wish to reprint labels for all the items on the prescription, first click in at now one item is highlighted. Then OK l for an item, hold down the Alt key ton. You will be asked for the number print. ne batch? n item gets used up, you will need to a patient. mSupply handles this totals for any item on a prescription total quantity. line number will be used, so enter e, and leave the directions empty for re you need to issue the same item to u should either combine the direc- rescriptions with the directions (That is enter the line, then print the cription and issue the item again with nce you have entered a patient name w a patient’s history of what you rop-down list shows any standard abbreviations you have entered for osen item. If a stand abbreviation exists, the highest priority abbrevia- ill be entered when you choose the item. have entered more than one standard abbreviation, you can choose ther than the default by choosing it from the drop-down list. that mSupply stores the expanded text for each line, not the abbrevia- This means that there is a full audit trail of what was printed on the (unless you edit the directions after printing). lt directions et up of default directions is done on the dispensing tab when editing m. For further information see Item edit - Dispensing options on 56. ng Labels ply currently is designed to work with the Zebra TLP 2844 label printer. ebra is a very nice printer. It can use either thermal labels or a thermal n which gives non-fading results. rrently support plain 90 x 40mm label stock as this is cheap and readily ble. The Zebra printer is auto-sensing of the ending of a label, so you ost likely used labels longer than 40mm with no problems. Label spcifications: 90mm x 40mm high White Matt Thermal Transfer Paper Wide Edge Leading 1 Across on a roll the list of items below the last item so th all labels will be preinted when you click Printing multiple labels If you want to print more that one labe (Option on Mac) as you click the OK but of labels required as the label is about to What if there is not sufficient stock of o As the quantity of a particular batch of a issue stock from more than one batch to when printing labels, and combines the so that only one label is printed for the The directions for the item with the first directions for the first batch you dispens subsequent batches. Note: if you have the rare situation whe one patient with different directions yo tions onto the one label, or enter two p entered differently on each prescription label(s), then choose Patient > New pres the second set of directions). View history In the new prescription entry window, o you can click the “history” button to vie have dispensed. 107 Perforation between each label Produced on 1" core to suit TLP2844 Dispensary Mode 108 Duplicating Once you hav control-click t create new pr issued for the Repeats mSupply allow when the pre Total field in the number o pensing proce Viewing patient details You can view a patient’s details on-the-fly as you enter a prescription as described above. You can also view patients by choosing Patients > Show patients. Find aken directly to the detail entered. a prescription e a history window open you can click to select a single entry or o select multiple entries, then click the “duplicate” button to escription line(s) with exactly the same details. Stock will be se lines automatically. s for the recording of repeat prescription. This is achieved scription is first dispensed; in the Add item window, click on Repeats box in the top right corner of the window, and enter f repeats that the prescriber has authorised. The Repeat Dis- dure is described a little later. Enter the details you want to search for and click You will be shown a list of matching entries, or t view if only one patient matches the values you ustomer in store mode. How- em dispensed. Double-click- in a new window. Patient history tab The details displayed are similar to displaying a c ever there is also a history tab that shows each it ing an item in the list will display the transaction Repeat Dispensing Repeat Dispensing The Repeats panel (upper right of the window shown below) allows details of repeat prescriptions to be recorded. Take the example of a patient present- ing a precription for Frusemide 40mg tabs x 30 on 1st January 2007, with the prescriber requesting “Repeat monthly x5”; in the Total field you should enter “5”, and in the Expiry Date field you have the option of entering (a) the actua 2007” Note prete mont date appro rema The w tion w The n repea When numb arrow displays the window below. quantity of a particular repeat - e.g. ar visit of the patient; the quantity y line, and again clicking on the quan- w on the left bottom corner enables ng. etails on the Add item window prop- ntained in Prescription entry. You can lick ing on the Repeats icon displays ispensed, quantity, total repeats, particular repeat. Process repeats and l date on which the final repeat may be issued - in this example, “1 July (allowing the patient one month’s grace) - or (b) “6m” for 6 months. that the characters “D”,”W” & “M” in upper or lower case are inter- d in this particular field as the specified number of days, weeks or hs before the repeat instruction expires. mSupply defaults to an expiry two months later than the current date, but this may be edited as priate. The system automatically updates the number of repeats ining as the patient makes further visits to have the repeats dispensed. indow below is displayed when you click on the New line in “Prescrip- indow“ umber of repeats is assigned in Total field in Repeats box, and as the This window allows the user to alter the if there is insufficient stock on a particul can be edited by clicking on the quantit tity, which may now be edited. The arro you to restore the default quantity setti Once you have filled repeat and other d erly, click on OK button to save details . The Repeats icon shown on the left is co issue the repeat to a particular patient. C the window shown below. The repeat window shows items to be d repeats remaining and expiry date for a OK button are described below. 109 ts are dispensed, the number remaining is displayed in the Left field. OK s window you click on the blue arrows on the upper right side ,the total repeat er and total quantity for each repeat is shown. Clicking on the small Click OK button to exit from the Repeat Dispensary Mode 110 Process repeats This button is used to issue the repeat for a particular patient and for a partic- ular item line. For issuing the repeat, first select a desired item line and then click on the Process repeats button. Now the system automatically manages the repeats internally. Printing l Patient labels scription Entr printer are re Printing r When the Pri the printer w as shown belo ceipts, this option can easily our requirements. abels are printed when the Print labels option is checked in the Pre- y window. Sample labels, produced by the Zebra TLP2844 produced below: eceipts nt Receipt option is checked in the Prescription Entry window, ill, after printing the medicine labels, produce a patient receipt w. Should you wish to use a different printer for re be incorporated in mSupply if you advise us of y 111 The mSupply Web Server About the mSupply Web Server When mSupply’s web server is running, it allows you to access mSupply data from Secur acces web s that t there The a • • a • • • • Curre name d We a xtend the web serving functionality of mSupply significantly accor nt requirements. Activating the web server Choose File > Preferences, then click on “Web server” in the list. r have it start automatically when 0. This is because the default port ms running mSupply can only be leges, and we don’t want you to have ith an application that redirects traf- mSupply’s web server will only run for t and start mSupply again to restore uy a licence for using the web server Note: The web server functionality can easitly be extended from mSupply- any netwo ity warning s system. It erver on co he current is no dang dvantages It’s easy. M It’s low m It’s cost ef unlimited It allows c mSupply c interested you wish t customers time infor You can a ply you w can access It’s fast ov you to pro acccess ntly the mS s, items an re able to e ding to clie rked computer that has a web browser. : The current version of mSupply does not include restricted is designed for use on small intranets only. Do not start the mputers that are accessible from the internet. Note however web interface provides read-only access to your data only, so er of malicious editing or deleting of data. of accessing mSupply in this way are: ost people are familiar with using a web browser. intenance. You do not need to install any client software. fective. Once you have purchased a web server licence an number of people can connect. ustomer access to information. The web interface built into an easily be customized to allow clients, supplier or other parties to have restricted access to the mSupply information o show them. We are also able to include order submission by , making it easy for them to place small orders, and have real mation on stock availability. ccess mSupply from anywhere on the internet. Once we sup- ith a password protected version of the web interface, you mSupply data from any internet connected computer. er low bandwith connections. The mSupply web server allows vide access to mSupply from locations that only have dial-up upply web server allows you to view information about transactions from any web browser on your network. You can choose to start the web server o mSupply starts. By default mSupply is set to use port 808 number for http access (80) on unix syste used by applications that have root privi to run mSupply as root! If this is a problem, we can supply you w fic on port 80 to port 8080. Note that without a web server licence, one hour. After this you will have to qui web server functionality (or better still, b from us!) simply let us have your suggestions ! The mSupply Web Server 112 Connecting to mSupply from a web browser Once the mSupply web server is running, you can access it by typing http:// ip_address_of_machine_running_msupply:8080 The link can b time. Firstly you wil The suppliers the code and voices, invoices in process, d create order. Click the display the invoices that have e bookmarked if you use it frequently to save you typing it each l be shown the mSupply introduction page. and the customers are given a unique code and password. Enter password to login. The window as shown below is displayed. Choose whether you want to view confirmed in invoices by number, items, backorders or view an “OK” button Show recent confirmed invoices Select “Show recent confirmed invoices” . It will been confirmed. Connecting to mSupply from a web browser Click Show It will The in ail information about that particular on to go back to home. invoices in process display the list of invoices that have not been confirmed or finalised. voices displayed have their status of suggested(sg). On clicking the link, it will show the det invoice. 113 The mSupply Web Server 114 Find an invoic Select “Find a invoice query er or you may give a period k Find button. te. The results you get will will find invoices issued from e by number n invoice by number“. Click OK button. You will be shown the page: Here you can search for invoice by invoice numb when the invoice transactions were entered. Clic Enter either an invoice number or an invoice da depend on the data file you are using! Here we 01/10/04 to 01/10/05. Connecting to mSupply from a web browser By cli select pply is done on an individualized ns for details. es on the basis of items. It will display cking on a link we are able to view the invoice details. Here we have ed the third invoice in the list for viewing. Pricing Pricing for web-enabled versions of mSu basis. Please contact Sustainable Solutio Items Select “Item“ to make a search of invoic the window as shown below. 115 The mSupply Web Server 116 Enter the nam all the items. ion about the item in the e of the item which you want to search or leave it empty to list Click Find button. On double clicking a link, it will display informat window as shown below. Connecting to mSupply from a web browser Backo Selec items lay a list of orders that have been y clicking on “Create a new Order“ rders t “Backorders“ to view the items on backorder. It will display a list of on backorder, quantity, comment. View and create order Select “View or create order“. It will disp created. A user can create a new order b Button. 117 The mSupply Web Server 118 Creating a ne Click on “Crea your order. nd/Add item” button. It will on of query. Here, we typed nning with “amo” are dis- w order te a new order“ button. It will display a window for placing Enter the name or code of the item. Click on “Fi display a list of the items meeting the specificati “amo” in item name field, so a list of items begi played. Connecting to mSupply from a web browser To set to be click o rder you have created. You can click all the quantity to zero, click on “Clear” button. The quantity of items ordered is entered in quantity field. After entering in the quantity field, n “Add item(s) to order” button.It will display the status of the order. “Delete Order“ button will delete the o on the item link to edit the quantity. 119 The mSupply Web Server 120 You can chan then find and click “Finalise that you have ge the value and click OK. If you want to add some other items, add the item as discussed above. After the order is complete, Order“ button.“Finalize Order” button will finalize the order created. 121 gOrdering Items From Suppliers mSupply provides a way for you to generate a purchase order to send to a supplier. Each organization tends to have unique requirements for their ordering process, so we have tried to strike a balance between providing dif- ferent methods, and making the ordering module so complex that it is of lit- tle us e Logic a mSup rent s i A pur • h • n • • • Let's • • • • • • • y have 35,000: • • mSupply will suggest you order 145,000 capsules. If you want to change this quantity you can edit it, and will have full sales information avail- able at that time. Note: mSupply does not use "minimum" & "maximum" stock levels as its pri- tities. They are not a very reliable, as ain. Be assured that the system that inventory control! (Minimum stock a minimum quantity of rarely used They should not be used for most der lier > New Purchase Order. will be displayed: However, if you are in Supervisor Mode, the window displayed will list all the can select multiple stores, in which ter for the stores you have selected, e to anyon used for c ply attemp tock situat chase orde How muc average u The curre The avera you gener transactio The amou The amou yet arrived take a simp You want Your curre You ask m the last 15 225,000 ca 225000/15 We want 1500 x We alread 180,00 . lculating quantities ts to calculate purchase order quantities based on your cur- on and hsitorical usage patterns. r is generated using the following information: stock you wish to order (expressed as the number of days of sage you wish to order) t stock level ge usage over the last X days (you choose X yourself when ate a purchase order). mSupply looks back at your actual sales ns and calculates your average daily usage for each line. nt of stock on backorder from customers (if any) nt of stock already on order from Suppliers, but that has not in your store. le example of Amoxycillin 250mg capsules: to order enough stock to last the next 3 months. nt stock is 35,000 capsules Supply to calculate your average usage by looking back over 0 days. The result is that mSupply finds you have issued psules to customers in that period: 0 = 1500 capsules per day 120 days stock: 120 = 180,000 capsules needed. mary means of determining order quan they take a lot of manual work to maint mSupply uses will give you much better levels are present to allow you to ensure items. e.g. essential emergency supplies. items). Creating a new purchase or To Create a purchase order, Choose Supp In most instances the following window 0 – 35,000 = 145,000 capsules to order. stores to which you have access, and you case the new Purchase Order (PO) will ca gOrdering Items From Suppliers 122 and when received by the Supplier, the PO will list the goods which should be despatched to each store. There are a n that best suits Clicking on th the necessary be ordered. You will need many days sto • the lea • how often you order from this supplier • how much "buffer" stock you want on hand just before your next order arrives. • your cash flow situation A (International Dispensary ycle - 4*30=120) nth (30 days) when a pur- ce a purchase order with IDA, til the following order arrives- and that order will take 2 will want a one month o order enough stock to last o the "stock required (days)" g the report ‘Suggest order tender management module nality. Orders can also be cal- ge for split deliveries - for ar’s supply, and cash flow unable to accept the order o be delivered in, say, four rder as generated lists the odify this; what you are actu- e procedure is described nual. For further information umber of choices available to generate the order in the way you. e Calculate button brings up a window allowing you to enter information from which mSupply will calculate the quantity to Here's an example: • Orders take two months to arrive. from ID Association) - (Lead time - 2*30=60 • You order every four months. (Ordering c • We want a buffer stock of at least one mo chase order arrives. If you are about to pla you need to order enough stock to last un you will order again in four months time, months to arrive. When it does arrive, you buffer still in stock. Therefore, you want t the next seven months, so enter "210" int field. Note that order quantities can be calculated usin quantities’ from the Report menu. The optional also includes automatic order calculation functio culated as discussed below. Split Deliveries There may be occasions when you want to arran instance if you are placing a single order for a ye reasons or storage space restraints mean you are as a single delivery, and you want certain items t consignments, at three monthly intervals. The o totalquantity to be ordered, and you need to m ally doing is editing a purchase order line, and th under that heading a little further on in this ma see Split Deliveries on page 135. to take several factors into account when calculating how ck is needed: d time between ordering and delivery. Creating a new purchase order Order types available from the popup menu Order for all suppliers. • All items in the database will be evaluated to see if they need ordering. If you have a large number of items, this may take a few minutes. With this selection, you have the option to generate either a single order or a separate order for eacjh supplier by checking the Separate order for each supplier box. In this case, mSupply will look at which quotation is Order • Order • • • Days • Othe Calcu The c given Use the last . days usage to calculate average usage. The number you enter here is the number of days of usage history mSupply uses to calculate your average daily use. This figure is then used to calculate how much stock is needed. The bigger the number you enter here (maximum 1095 - 3 years), the more accurate mSupply is likely to be (although it will be less responsive to fluctuations). Entering a large number will slow down the speed with which a purchase order is created. Note: if you are using a data file that has less than 3 years of usage history, than the number of days since you e will not be accurately calculated. oceed. The order will be generated, showing the order lines uld you so wish. eriods, and you should select the the current period. y’s date, but it cam be edited. Each ue expected delivery date. The date line in the order as it is created. If you r line or lines (for example you may do so when editing the purchase n the calculations of the required but the expected delivery date of o account. l is 1,000 per day 00,000 that is due in 60 days time. for next 90 days, it will use the der, and calculate that you need to marked as "preferred" for each item, and create a separate order for each supplier. Items without a "preferred"quotation will all be placed together in a single order. for some items only Click on the Query items box, to bring up the Query Editor window, and enter the required parameters; use of the Query Editor is described in detail in the Reports chapter. For further information see Using the query (search) editor on page 161. for one supplier This method is the best method to use for ordering from a particular supplier (you might have guessed that!) Enter the supplier code, and press the tab key. The supplier name will be filled in, or you will be given a list to choose from. Any items that have a quotation from that supplier that is marked as "preferred" will be evaluated to see if they need reordering. stock required Enter the number of days stock you want on hand. For example, if you use 200 tubes of clotrimazole cream per month, and you enter "90" days, mSupply will order enough clotrimazole cream to build your stock from its current level up to 600 tubes (that is, 3 months supply) r items in the create order window late button alculate button will automatically calculate “days stock required” for you should not enter a number greater started using mSupply, or else your usag Click the Create order now button to pr and you will be presented with a screen Comment Add a comment (note) to the order sho Period The drop down menu lists the defined p appropriate one, which will normally be Expected delivery date The default date appearing here is toda line on a purchase order can have a uniq you enter here will be assigned to each want to change the date for a particula want split deliveries) you will be able to order. The date you enter here has no effect o quantity to order for the current order, existing purchase order lines is taken int Consider this example: your usage of Paracetamo you have 10,000 in stock There is an existing purchase order for 1 If you ask mSupply to generate an order expected delivery date of the existing or 123 lead time, ordering cycle and given buffer stock. order 50,000 tablets to cover the period between 10 days into the future (when existing stocks will run out) and 60 days into the future (when the pending purchase order will arrive) gOrdering Items From Suppliers 124 Exclude transfers from usage calculations This option is only applicable if you are running multiple stores. If you have more than one store, this option controls whether inter-store transfers are taken into account when calculating required quantities. Take the following two examples. 1. You a the hospital. T should leave t as this is valid 2. You h Occasionally W needs items. I would check usage, and if more of that Include items If mSupply ca when this box order quantit Builds…. In this section manufacturin ties. Builds (i.e. ma reflect a proje order” windo compared to multiplied by For example i you have ente the quantity a rate will be o order quantit Once you hav eration may t to be evaluat Creating a blank purchase order Choose Supplier > New blank purchase order. It will bring up a blank order form, to which you can add items. rchase order. from the Sup- e you can enter enter either der number (this is printed on re in a hospital which has a store that does all the ordering for he store supplies the pharmacy with goods. In this case you he checkbox unchecked. That is, you want to include transfers, usage from the perspective of the store. ave two warehouses that both order directly from suppliers. arehouse A requests a transfer from Warehouse B if it urgently f you are generating a purchase order for Warehouse B, you the checkbox to exclude transfers, as they are "abnormal" Warehouse A is using mSupply properly, they will be ordering item from the supplier in the future! with suggested zero order quantity lculates that any of the lines from the supplier are not required, is checked such lines will appear on the purchase order, the y being 0. you can make sure that any items that are going to be used in g will be taken into account when calculating required quanti- nufactured items) can be entered with placeholder lines to cted manufacturing schedule. If the check box in the “new w is checked the proposed order quantity for each item will be the amount of the item that is required to all projected builds, the “times covered” value you have entered. f there is 50,000 gm of Mag Stearate on projected builds, and red 1.5 in the “times covered” box, at least 75,000 gm (minus lready in stock and the quantity already on order) of Mag Stea- Editing a purchase order To view a recently created order choose Show Pu plier menu. Choosing this menu item shows a window wher the number of recent orders to display or the or rdered, whatever the usage calculation comes up with for an y. an order if you have printed it out). If you click OK without changing any ost recent orders. e entered the details, click the Create order button. Order gen- ake a couple of minutes, depending on how many items need ed. You will then be presented with the order editing window. information you will be shown a list of the 15 m Editing a purchase order You will then be shown a window with a list of purchase orders. (If you entered a purchase order number you will be taken straight to the purchase order Since order past u order See th ing a Butto New When dow Delete Any highlighted orders will be deleted by clicking this button. You can delete multiple purchase orders by highlighting more than one line. To do so, con- trol-click (on Mac:: command-click) the lines you wish to highlight. If your orders are finalised, those can not be deleted. If you attempt to delete a finalized order, you receive alert message like the one below. ou with the quick report editor win- constructed. This report can be ing a group of purchase orders. will be presented with a window with e Menu item Supplier > Show pur- the orders by multiple fields. Other- details window and not shown the list below). mSupply provides a way for you to generate and to calculate a purchase to send to a supplier on the basis of your current stock situation and sagae pattern. The above window “Purchase order list” shows the sfor the stockto the supplier e section Ordering items from Suppliers for a fuller description of creat- nd editing orders. ns in the Purchase Order Window purchase order Report Clicking on the Report button presents y dow, from which a simple report can be viewed, saved to disk or printed. Find This button is very useful for quickly find when you click on the Find button, you the same functionality as is you chose th chase orders (above). Order by The Order by button allows you to sort 125 you clik the New purchase order button, a purchase order details win- is displayed . See “New purchase order“ below. wise simply clicking on an individual coulmn will also sort the order list by that coulmn. gOrdering Items From Suppliers 126 Print When you click on the Print button, it shows two windows. The first window is the page setup for your printer, the second window allows you to specify how many copies to print .Whatever column sizes for fields are set in the Pur- chase order list window, those sizes are reflected in the printed output. E-mail order( Any highlight Customise lis This button a Working with Duplicate If you wish to the “Duplicat Editing a pu Double-click t You will be pr u wish to edit. o show more lines, or to show le in the lower right corner to presented with a window size: s) ed orders will be converted to queued emails. t ctivates the customize list window. For further information see lists on page 31. duplicate any orders, highlight desired orders from list and click e” button. rchase order he order in the list you want to edit. esented with the Edit Purchase Order window: Editing purchase order lines To edit an order line, double click on the line yo Note: you can resize the order editing window t more of the item name. To do so, drag the hand a new position. When you double-click an order line you will be allowing you to edit the item, quantity and pack If the order qualifies for a discount applied to the entire order, either the percentage discount given, or the actual cash value of the dis- count should be entered in the appropriate field Editing a purchase order Inform Item Here much match prese Comm You c Comm plier. Original quantity The original quantity ordered from the supplier. This information is not edit- able once you have confirmed an order. Pack size This is the pack size the supplier prefers. Units ered. per packfor the pack size chosen. If and pack size you have entered for s as m3 (cubic metres), but you can ) or cubic metres (m3) name or code as you know, then de matches your entry, it will be filled hown a standard choice list. ceive from the supplier in all consign- the amount received is reduced or pplier actually sends. e per pack), on clicking, dis- item if it has been set previ- o Shelf location displays the default Shows supplier and customer transactions Displays details of the delivery of this item Det ord ation in the Edit Order Line window you can edit the item that is being supplied. To change the item, type as of the item name as you know, then press the tab key. If only one item es your entry, it will be filled in automatically, otherwise you will be nted with a list where you can double-click the item you wish to enter. ent The units that the pack is measured in. Price The quoted price for this item Price extension The price multiplied by the quantity ord Volume per pack In this field, you can define the volume you are entering a new line the volume the item will be used. Note the mSupply always stores volume enter a volume as millilitres (ml), litres (L Shelf location Type the first few characters of location press the Tab key. If only one location co in automatically, otherwise you will be s Adjusted quantity The total quantity you now expect to re ments. You can adjust this figure so that increased due to changes in what the su Refresh Buttons The refresh button (to the right of Volum plays the default volume of the selected ously. Similarly the refresh button next t location. ails of original er Should an individual line qualify for a discount, appropriate entries should be made in any two of these three fields 127 an enter any information you wish to record about this order line here. ents will be added to order lines when you email an order to a sup- The refresh button in the “Pricing for this item” frame reloads the price data from a preferred quotation. The price from the most recent quote is used if ttthere are no preferred quotations. gOrdering Items From Suppliers 128 If you have received an updated quotation after generating the original price, use this button to apply the updated details to this line. Other information in the Order line details window: On hand This is the qua On order This is the qua On backorder The quantity Quantity rece The total qua Tabs in the The usage tab This tab show This is useful f month, or is d The quotes ta This tab show You can doub View quotations for the item in question. You can double-click a quotation to edit its information. Note that the supplier of the quotation that is marked as "preferred" will be the supplier selected when using the "split" command to break a general order into orders for each supplier. tion. ing viewed. om version 1.93 (Aug 2006), if ipt transaction will open in a ntity of stock on hand of the item ntity of stock in other confirmed orders awaiting delivery. of stock you owe to customers on backorders ived ntity of this line that has already been received on this order. Order line details window s the usage for the last 24 months of the item being viewed. or deciding if reported usage is consistent from month to ue to one or two very large supplies to clients. The New button allows you to add a new quota The receipt history tab This tab shows all goods receipts for the item be Currently double-clicking a line does nothing. Fr you double-click a line the associated goods rece new window. b s quotes from suppliers for the item being viewed. le-click a quote to view and/or edit details. Editing a purchase order The le This t You c the d The o invoic shown on a separate tab. show only recent transactions. ociated invoice will be opened in a ow er line, unless you have reached the ill be taken back to the order editing the current window. will be deleted and the order number as status "sg" (for “suggested”) d, it has status "cn" (for “confirmed”) amount added to the "on order" field rder is created for the same item, this taken into account. ave status "fn" (for “finalized”) dger tab ab shows supplier and customer invoices for the item being viewed. an display a sub-set of the transaction lines by choosing options from rop-down lists. The Dates drop-down list allows you to If you double-c lick a ledger line, the ass new window Buttons in the Order editing wind OK & Next This button will take you to the next ord last line in the order, in which case you w window. OK Will exit the window saving changes to Delete If you click the Delete button, the order will be reused for the next order. Order status explained: • When an order is first created it h • after an order has been confirme Confirmed orders have the order for each item, so that if another o quantity already on order will be • Orders that have been finalized h 129 ption Received ledger for this purchase order line shows all supplier • An order becomes finalized by clicking the Make supplier invoice r be edited. e transactions for the current purchase order line. Goods receipts are button, • Finalized orders can no longe gOrdering Items From Suppliers 130 • Should a supplier be unable to supply some or all of an item ordered, when the order is finalised, the ‘unsupplied’ amount is ignored in any of mSupply’s subsequent Stock on order calculations. Estimated order costs explained From version order editing Other butto Print purchas This button w plier. Note tha printing the o Confirm See the sectio confirmed on Auto calculat When this bo line will be ca to base your o order line edi The Details This tab allow the purchase e supplier. When you print a ate for you, but you should mentary order for PO 183”) he purchase order so your ssage. 1.7 onwards, mSupply displays a new column (Price Ext) in the window that shows the cost of the order line. ns in the Edit Order window. e order for supplier ill print the complete purchase order form for sending to a sup- t you should fill in relevant details on the Details tab before rder. n above on "order status" for an explanation. Orders should be ce the order has been placed with the supplier. e usage check box - x is checked, each time you edit an item line, the usage for that lculated. This is slower, but gives useful information uponwhich rdering . Note that this option can also be turned on within the ting window. tab s you to record a range of information that will be entered on order when it is sent to the supplier. PO sent date Enter the date the Purchase order was sent to th purchase order mSupply will offer to fill in this d edit it if necessary to reflect the exact date. Heading message Any text you enter here (e.g. “Urgent”, “Supple will be printed in a large font across the top of t supplier will (or at least “should”) notice the me Expected Delivery Enter the date you expect the order to arrive Goods Received date Fill in the actual delivery date. Leave the date blank for purchase orders that have not been delivered om the supplier n invoice supplied by query- Invoice received Enter the date when you received the invoice fr Hint: you can find all orders that have not had a ing on this field. Editing a purchase order Comment You can enter any appropriate comments here. Supplier’s agent Enter the name of the intermediary party here - if there is one. Delivery method Enter a delivery method (eg “Air”, “Courier” .) Autho Enter order Freig Enter Addit Enter Comm Fill in any c The Here but n ted line to order” button to add a chase order it will not have its status o so using the Items > Manage Ad e-fly”. This is useful if you want to Hoc item that has not yet been ems menu is the normal route to r, and, where multiple deliveries rizing officers the names of the people who are required to sign off the purchase . These names are printed on the purchase order. ht conditions the delivery address, shipping marks, etc. here. ional instructions any further information you wish to appear on the purchase order. isions and charges fields any relevant charges agreed between you and the supplier. Note that harges that are zero will be skipped when printing the purchase order. Ad Hoc items tab you can display a list of items that have been assigned to the supplier, ot yet added to a purchase order. Click on a line, then click the “Add selec line to the current purchase order. Warning: if you delete a line from a pur updated automatically- it is your job to d Hoc items menu. New Ad Hoc line button Here you can add an ad hoc item “on-th process a purchase order for a single Ad entered into mSupply. Note that the Items > Manage Ad Hoc it add, edit and delete Ad Hoc items. The Receipt tab This is a record of the receipt of the orde 131 have been made, records each instance. gOrdering Items From Suppliers 132 The Invoice This tab displa order. irectly from purchase orders: consignment arrives. upplier invoice is created that articular order. s tab ys a list of invoices that have been created from this purchase There are two types of invoice that are created d 1. Supplier invoices are created each time a 2. Customer invoices are created when a s contains Ad Hoc items. The Log tab This gives information of events relating to the p Editing a purchase order The This t Wher enter enter Lines 90 to cause g shown, an extra menu is added to , so you can paste it into an email or Location tab ab displays the locations of the items received, if this feature is used. e details of the volume of available space in any location has been ed, and where details of the area/volume of item pack has also been ed, the remaining available space will be displayed. will also be coloured red/orange/green to indicate greater than 100%, 100% or less than 90% of space used. showing which lines are likely to space problems on receipt. The Order Menu When the order editing window is bein the menu bar: Copy order to clipboard Copies the order details to the clipboard text document. Export html . 133 If you want to produce an order which can be saved as a file in html format, ed, the report will open in Excel. Note ou should choose File > Save as. in use this option. . If you have Excel install that if you want to keep the Excel file, y gOrdering Items From Suppliers 134 Excel and choose a location. Print Prints the order. You will be shown the standard printing dialog boxes. Note that if Show all lines is selected, the entire order is printed; if Show incomplete lin been supplied Split Splits the ord plier for each "preferred" f the order line not have a qu Email in body The order wil sent next time an e-mail add The e-mail wi To check the email before sending it, choose Special > list emails, then double- click the email to edit it. Note that to make the columns line up properly, you will have to click the <|-|> button to view the text in a fixed-width font. Email HTML attachment. nt, and attached to a new is sent next time you send e- d an e-mail address for the port folder you have nomi- ly, the export folder is set as on the assumption that you pply). te a PDF file, create an email iver installed on the compu- iver currently costs US$50,> data file, so you can create a om a different computer n data is up to date based on tion does not exist, one will e you have paid in the order rent, you will be shown a whether to keep the existing es is selected, the printout lists only lines which have either not at all or require a balance to complete the order. er into a number of smaller orders based on the preferred sup- line. The preferred supplier is the quotation that is marked as or that item. To view and edit quotations you can double-click then chose "quotes" from the "show" menu. All items that do otation marked as "preferred" will be put into a separate order. l be turned into an e-mail and placed in the queue so that it is you send e-mails. You will be warned if you have not entered ress for the supplier. ll be formatted as follows: The order will be turned into an HTML attachme email that is then placed in the queue so that it mails. You will be warned if you have not entere supplier. The attachment will be stored in the ex nated in the preferences. (For multi-user mSupp the folder “C:\mSupply\mSupply client\Export” ( have selected the default install location for mSu Email PDF Choosing this item will cause mSupply to genera and attach the PDF file to the email. Note that you must use the PDF xChange PDF dr ter generating the email for this to work. The dr and is available from Sustainable Solutions <info The PDF that is created is stored in the mSupply PDF attachment on one computer and send it fr without problems. Update quotes using this order This command allows you to check that quotatio actual supplied prices. Each order line will be evaluated, and if a quota be created. If a quotation does exist and the pric and the price stored for your quotation are diffe window to compare prices, and you can decide quotation or update it. Editing a purchase order Note that you need to have your user permissions “Can add quotations” and/ or “Can edit quotations” set before this command is available. Split Deliveries Creating split or multiple deliveries will now be described using the following example. It is important to note that the Purccchase Order should not be finalised before this procedure is performed, as a finalised order may not be edited or altere A sto the n below The s Saline decid lowed Octob The Purchase Order is edited as follows: • Click on New line, and add the item ‘Normal Saline’ • In the Number of packs field, enter 5,000 • In the Requested Delivery date enter 1/1/08 • Click OK & Next • In the Number of packs field, enter 2,500 • In the Requested Delivery date enter 1/4/08 • Click OK & Next r 2,500In the Requested Delivery date /08 in the Requested Delivery date- calling for 12,500 units on 1/1/08. e this: Supply to take future deliveries into al order for Normal Saline was 00 had already been arranged for 1 d in any way. re is placing an order for a year’s supply of IV fluids and, having followed ormal procedures, mSupply has created the purchase order displayed: . tore does not have the storage capacity to hold 12,500 packs of Normal • In the Number of packs field, ente enter 1/7/08 • Click OK & Next Repeat the last two steps, but enter 1/10 field for the final delivery in October. To complete the process, delete the line The Purchase Order should now look lik This feature has the effect of allowing m its reckoning if, for example, an addition placed in mid June, and a delivery of 2,5 135 , so the supply of this item needs to be made in multiple deliveries; it is ed that 5,000 be requested for delivery at the beginning of January, fol- July.’ by 2,500 at the beginning of each of the months of April, July and er - i.e. at three monthly intervals. gOrdering Items From Suppliers 136 Receiving goods using the Goods Receipt function Receiving multiple consignments (partial deliveries) for the one purchase order mSupply version 1.9 and later allows you to receive multiple consignments based on the more complic supplier perfo you actually o Entering goo Choose Suppl In the Supplie opens), enter the order has in the Supplie the order you have received lighting the entry and click- the supplier field and some m purchase order icon brings plays the goods on the pur- separately, or - when the the delivery exactly - select received . original purchase order. This makes goods receipt process a little ated, but quite a bit more flexible. It also allows you to monitor rmance by comparing the amount received against the amount rdered. ds received in the computer ier > New goods received, and this window appears: r field (which displays Search purchase order when it first the first few characters of the name of the supplier from whom been received; to display all purchase orders awaited, enter @ r field. (This has been done in the example shown below): From this screen select the entry which matches either by double clicking on the entry, or by high ing on the Use button. The New Goods Receipt window reappears with other details completed. Clicking on the Add fro up the Choose order lines . window, which dis chase order, and you may either select each item items ordered and the quantities ordered match the entire order to enter the details of the items not ordered; when this and complete all relevant Occasionally goods may be received which were occurs, click on the Add an un-ordered item icon Location management when receiving goods. details. Select the item before proceeding. In both instances, when the items have been selected, click on the Use but- ton. You a All th set to Doub quan The r ity an are also shown the volume or space required for a particular item. The small “refresh” icon the right inserts the default location for the items. you can click on OK & next to pro- eceived list has been received, a Sup- r to do this the Goods Received list ise box in the bottom left hand cor- receiving goods. location and volume entered when ill be transferred to the goods you can do so by double-clicking a the location. ns of quickly seeing if the incoming ted: After clicking the button lines the chosen location to fit the stock. location will be more than 90% full. e location will be less than 90% full. re now presented with the Edit goods received window . e items you’ve selected are added to the goods receipt The quantity is the total remaining to be received for that item. le click on each item in turn and the window allowing you to enter After entering the details for each item, ceed to editing the next item.: Finalising Goods Received When all available stock on the Goods R plier invoice will be created, but in orde must be foinalised by checking the Final ner of the window. Location management when If the items you are receiving have had a the purchase order was created, these w receipt. If you want to edit these details line and either changing the volume or The Check Space button provides a mea stock will fit in the space you have alloca will be coloured as follows • Red: there is not enough space at • Orange: After receiving stock the • Green: After receiving this line th 137 tities, pack, batch numbers, expiry dates. Viewing existing Goods Receipts . wn: ight hand side of the window shows you the shelf location, total capac- d available space for a particular item in a particular shelf location. You Choose Supplier > Show goods received A standard mSupply find window is sho gOrdering Items From Suppliers 138 Click the OK b find in the low hand drop-do eated via Goods Receipts utton to view the last 15 goods receipts, or enter a value to er field, and choose the field you are searching for in the left- wn list. Viewing and editing supplier invoices cr r slightly from standard sup- u can add in any extra Supplier invoices created via goods receipts diffe plier invoices on the second tab: Prices. Here, yo Location management when receiving goods. charges from the supply side (jn the supplier’s currency) and from your side (in your local currency) and mSupply will calculate an updated price for you. Currency and Currency rate Select the supplier currency from this drop-down box. The rate will be auto- matically entered below. Extra supplier charge Here, Local Here, Calcu Click tribut reflec Good invo Acces is ope the e . Simila Supplier invoice will open:I in the supplier’s currency, enter any extra charges from, the supplier. charge to distribute enter any local charges, in your local currency. lcate this button to have the extra supplier charge and the local charge to dis- e automatically assigned to the lines below. The changes will be ted in the total, also. s Received: viewing relevant Purchase Order and Supplier ice sing the relevant Purchase Order when the Edit goods received window n is achieved by clicking on the Purchase order number (upper right) ; in xample shown, by positioning the cursor over 19 .: .and clicking, Purchase order no.19 is displayed: 139 rly, if you click on the link Click here to open Supplier . , the relevant gOrdering Items From Suppliers 140 141 Preferences. Choosing the preferences menu item from the file menu opens a window with a side bar. Clicking on a subject in the side bar shows the options for that subject: Gene Organ this w to yo befor Addre enter appe The R t This b b tered is button will display the registration details window: o pieces of information you need to these two pieces of information to em into an email and send them to us. ing 12 characters &/or numbers, you n your computer. Please consult us for e purchased for $10 to $20. tration information we will generate de is entered by clicking the enter will then be shown another window ion details you have been supplied. lied with the registration number will in each field. ral ization na ill print on ur registrat e changing ss line 1 & the addres ar on invoic egister bu utton will , clicking th me- the top of invoices. Note that your organization name is tied ion code. Please contact for a new code your organization name. 2 s information about your organization that you wish to es. ton e dimmed once you have registered. If you have not regis- • Here you are provided with the tw register: • Your organization name • Your hardware id. • Clicking the copy button will copy the clipboard, so you can paste th Note: if the hardware id field is not show do not have an ethernet card installed o installation instructions. Such cards can b • Once we have received your regis a registration code for you. The co code button in this window. You where you can enter the registrat Your registration instructions supp describe what information to put Preferences. 142 • Note: m organiz ited). If which y code. ( issuing Default custo Leave this fiel issue to one c value to the n customer's de invoice. Default curre This is the cur of currencies Default marg The percenta This value can apply a mark- pital wards at invoices. Note invoice by clic Export destin If you want yo name of the folder by clicking the choose button: , click the “OK” button. to have exported files esktop. ly go the "exports" folder in is because many networks rver computer) e, but there is no real need to h the numbers moved up to below the highest number oices use separate sets of ice can have the same Supply registration codes are specific for the computer and ation name and the expiry date of your licence (if it is time-lim- you change either your organization name or the computer on ou are running mSupply you will have to contact us for a new We may require evidence of the changes you have made before a new number). mer d blank for normal operation. If you usually (or always) only ustomer, enter that customer's code here. You must set the ame code of an existing customer. Doing so will mean that this tails are automatically filled in when you create a new customer ncy rency you use yourselves. You can choose from a pop-up menu you have entered into mSupply. in ge margin that will be filled in when you enter a new supplier. be edited for each supplier at any time. Enter "0" if you do not Once you have found the folder you wish to use (Note: Macintosh users: choose "desktop folder" appear on the desktop. Windows users choose d Note: in client/server mode, exports automatical the same folder as the 4D client application. This will not allow clients access to a folder on the se Next invoice numbers You may increase the invoice number at any tim do this. Some people like to start a new year wit the next thousand or ten thousand. Note that you can't decrease an invoice number already used. Note too that supplier invoices and customer inv numbers- a supplier invoice and a customer invo up to items you sell (For example, if you are issuing stock to hos- cost) default tax rate will be applied to customer and supplier number without mSupply getting "confused". This might confuse you though, and if this is the case increase the invoice number for one series (eg me such number) so the two re. that this amount can be edited when you are entering an king on the tax rate at the bottom of the invoice entry window. ation ur exported files to go to a particular destination, choose the next supplier invoice number) to "50000" (or so series are very different. Period Closing There are two fields you can enter dates into he Invoices 1 [The closed date is the date before which no transactions can be entered. Set- ting the close date means that all transactions up to that date are finalized and no more transactions with an earlier date will be able to be entered in the future . The close date can not be moved backwards- only forwards. The locked date is the earliest date that can be entered for a transaction. The lock date can be moved forwards as far as the oldest non-finalized transac- tion, and backwards as far as the close date If you Be ve undo Invoices 1 nvoices ged when entering an invoice. Other- . (On supplier invoices the actual tax ion is checked. This allows perfect charged by a supplier). te the invoice is created. If you need on. Note that you will not be able to pply. You can only edit the confirm ck box on supplier and customer try to set an invalid lock or close date you will be warned. ry careful setting the close date. Changes to the close date can not be ne. All Invoices. Allow editing tax rate and amount on i When checked the tax rate can be chan wise, the default tax rate is always used amount can be directly edited if this opt matching of tax amounts with amounts Allow date entry on invoices Normally the date is filled in with the da to enter your own dates, check this opti modify the dates on finalized invoices. The entry date is still maintained by mSu date. OK button will print by default If this option is checked, the printing che 2000 20012002 2003 Close Date Lock Date can be moved anywhere in this range Earliest non-finalized transaction date 143 invoices is on by default. On all invoices you can choose to print or not print- this merely sets the default setting. Preferences. 144 Export invoices to a file when finalizing If this box is checked, each time you finalize customer or supplier invoices, a tab-delimited text file of the finalized invoices will be created. This allows you to import the data into an accounting application. After deleting If this box is c bers being up Invoice line d there are thre played. Choo Activate budg In order to us information s store mode o Activate Ad H Ad Hoc items That is, you h to hold it in st page 61. Supplier Invoi Allow editing If this option lines. Otherw in the window supplier menu hide batch number & expiry date entry Some people use mSupply for inventory control of all sorts of general goods. Hiding these fields will speed up entering information if you do not use those fields. s into stock when you auto- ce. Usually, you will want ered. If for some reason you ut having the stock immedi- will then be prompted when ether to confirm the invoice es line button on supplier ys recent purchases of the lier invoices set for both the supplier and in will be used. If unchecked, e outstanding amount to be t activated, supplier invoices se a separate accounting sys- o need to use the inbuilt ems en receiving each item on a ‘Show manufacturers’ and no particul by line num alphabetic lines redo the numbering hecked, deleting invoice lines will result in all invoice line num- dated so there is no gap in the numbering. isplay e possible ways for invoice lines to be sorted when they are dis- se the one that suits your needs: et module e the Budget feature, this box must be checked. For further ee Budget Overview on page 224. This feature is applicable to nly. oc items allow you to receive and issue items that you will only use once. ave ordered the item for a particular customer, and do not want ock. For further information see Manage Ad Hoc items. on ces. confirm supplier invoices automatically Check this box if you want mSupply to put good matically click the OK button on a supplier invoi stock to be available for issue as soon as it is ent want to be able to enter supplier invoices witho ately available, leave this option unchecked. You you click the OK button on a supplier invoice wh then and there or later. show comparative purchases for supplier invoic When checked, the window shown by the new invoices will have a list at the bottom that displa item you enter. Item margin overrides supplier margin on supp When receiving an item where there is a margin the item, if this option is checked the item marg the supplier margin is used. Activate supplier payment module Check this box if you want mSupply to record th paid on each supplier invoice. If this system is no will display a zero amount outstanding. (If you u tem, and us mSupply's export facilities, there is n payment system). Able to specify manufacturer when receiving it Check this box to show a manufacturer field wh supplier invoice. Manufacturers are set up using ‘New manufacturer’ on the Supplier menu. ar sort order is slightly quicker at displaying the lines, especially if you have invoices with a lot of lines (eg more than 100) ber maintains the order in which you entered the items. This option is the one most commonly chosen by mSupply users. ally sorts alphabetically by the item name margins on supplier invoice lines is chosen, you can edit the margin for individual supplier invoice ise the margin will be locked at the margin set for that supplier for editing supplier details (reached from the supplier | edit .) Invoices 2 Invoices 2 These We ru Check later partia Note lines A pla have quan When holde backo turne Show If this tome box n Confirm customer invoices automatically Check this box if you do not wish to run a 2-step issuing process for customer invoices. A two step issuing process means that when an invoice is initially cre- ated, it will have a status of "sg" ("suggested"). When you print a suggested invoice, a packing slip will be printed. Stock on "sg" invoices has been taken from the "available" entry, but not from the "total stock" entry for each item line. If the "one step confirm" button is checked, then the customer invoice entry window will no longer have a "confirm" button. The first time you click ice, the invoice will immediately be y diting of an invoice as soon as it is on the main invoice form, the invoice allowed. Until the OK button is ited. omer invoices automatically” will also is, if invoices are automatically e confirmed. invoice lines on a customer invoice can be edited tomer invoices on an invoice will have to be actual must check this box. uing stock will be enlarged to show omer directions or notes under store r each invoice line. e uing stock will be enlarged to show omer directions or notes under dis- ices after each invoice line. options apply to customer invoices only. n a backorder system this item if you want to record backorders for customers for supply at a date (For suppliers, backorders are recorded in the ordering system as lly supplied orders). that if you use a backorder system it will affect the way "place holder" are handled. ce holder line is a line entered on a customer invoice which does not any stock associated with it. Place holder lines can have an item name, a tity, and a pack size, but the batch number is set to "none". you confirm an invoice, if you are using a backorder system, place r lines will be transferred to make backorders. If you are not using a rder system, place holder lines will be deleted if the option below is d on. transport details the OK button after creating a new invo confirmed. Finalise customer invoices automaticall Check this box if you want to disallow e entered. Once the OK button is clicked, will be finalised, and no further editing clicked, individual invoice lines can be ed If you turn this option on, “confirm cust be turned on if it is not on already. That finalis4ed, they will also automatically b Allow editing selling price on customer When checked, the selling price of lines as the invoice is being made or edited. Allow entering placeholder lines on cus If you leave this box unchecked, all lines stock. If you run a backorder system you Show direction entry in store mode If this box is checked, the window for iss the area to enter abbreviations and cust mode. These notes print on invoices afte Show direction entry in dispensary mod If this box is checked, the window for iss the area to enter abbreviations and cust pensary mode. These notes print on invo 145 box is checked, then a transport details button will be shown on cus- r invoices, allowing editing of transport details (arrival dates, etc) and Activate customer receipts module ecord the outstanding amount to be tem is not activated, supplier invoices umbers. Check this box if you want mSupply to r paid on each customer invoice. If this sys Preferences. 146 will display a zero amount outstanding. (If you use a separate accounting sys- tem, and us mSupply's export facilities, there is no need to use the inbuilt payment system). Show item category while issuing goods If you are ma allow you to s Warn me if ex Entering a nu selected is du Disallow issu If this option scriptions) of fied here. Go preference is enforced unti Enter zero in Note that inv remove good Activate restr When this che may only be s item’s departm See the sectio more informa how to link g Warning: Che Make sure yo ing. Delete placeh When checke Select first ba When this bo automatically tioned for you If the box is n box, allowing you to select a line. Print the following message for placeholder lines When this box is checked, the message typed in this field will be printed in the batch column for placeholder lines. For example, you might enter “backo- you check the box and leave r invoices the user will be n categories. Transaction cat- action categories menu item. s have been set up, this king use of the item category facility, checking this box will ee the category of the item you are issuing as it is being issued. piry is less than (days) mver in this box causes mSupply to alert the user when any item e to expire before this number of days has passed. e of goods with short expiry is checked, mSupply will not allow issue (customer invoices, pre- goods with an expiry date less than the number of days speci- ods with no expiry date will not be affected. Note that once this checked, there is no way for the user to override it- the rule is l the preference is turned off. the field to disallow entry of goods that have expired. entory adjustments and supplier credits can still be issued to s from stock or return goods to a supplier. icted item access by customer group ck box is checked, any item that is assigned to a department upplied to customers who are members of groups linked to that ent. n in the Item Menu chapter on the Manage item access… for tion on how to set up item departments, customer groups, and roups to departments. cking this item may mean that some items can not be issued. u have set up the item access system properly before proceed- older lines when confirming invoices rder” to show these lines will be backordered. If this field blank , the batch field will be empty. Require category entry on customer invoices If this option is checked, when entering custome required to select one of the available transactio egories are set up using the Special > Show trans If no transaction categories for customer invoice option will have no effect. Printing d, placeholder lines are deleted when the invoice is confimed. font, which tends to do a tch when multiple batches present x is checked the first batch (the one with the shortest expiry) will be selected when issuing items. The cursor will then be posi- to enter the quantity. ot checked, the cursor will be positioned in the “line number” Form to use for packing slips . Choose the appropriate form. • "simple."- this form uses a mono-spaced better job with some dot-matrix printers. Printing • "nicer- for inkjet/laser"- This form is the recommended form. • "shop receipt" is a simple receipt for printing onto A5 size paper. Infor- mation about batch and expiry is not shown. Form to use for invoices. Choose the appropriate form to use when you print customer invoices. Dont’t print placeholder lines in pick slips Place “Don When Packi by sh the sh Print By de you n your store separ items locati Edit m Choo the " every ing n • • • • A me • • • Checked by:. Title on special invoices Here you can enter a title that will be shown when you print a special invoice. Special invoices are typically used as narcotic receipt forms. Printer choices This is a new option in version 1.62. It allows the choosing of a particular ore printer models will be added this option set to “None- show page n you print an invoice the page wn. Instead, the invoice will be ored for that printer. voice. the mSupply cash receipts system, e printed at the bottom of each ax) to your invoices, check this option he top left header for most reports. A our organisation name. ottom centre space of each page of ude a confidentiality clause on your holder lines will not be printed in pick slips if you have checked the ’t print placeholder lines in pick slips“ box in the preferences. printing a packing slip. ng slips can be sorted by line number (the order they were entered), or elf location (which will enable a "logical" order for picking goods from elves). separate packing slips for these locations fault mSupply will print a single pick slip for all locations. If, for instance, eed separate pick slips printed for cool store items (whose locations in store start with “CS”), and for Dangerous drugs (whose locations in your all start with “DD”), you would enter “CS,DD” (no quotes, each location ated by a comma) in this field. If a pick slip being printed contains CS , they will be printed separaterly, and the same for items with a“DD” on. essages on printed forms. se the appropriate form from the drop-down list (menu), and then click edit" button to edit the message that will appear on the bottom of form of that type. For example, you may use the special invoice for issu- arcotics, and have the following message: I have received the above Narcotics. Signed:. Position:. Date:. ssage on a packing slip might be as follows: printer model when printing invoices. M over time. If you are not sure what to choose, leave setup” If you choose the name of a printer, whe setup and print windows will not be sho printed directly using the print setting st Print customer statement balance on in If this item is checked and you are using the outstanding customer balance will b invoice. Print subtotal and tax on invoices: If you are adding tax (VAT, GST or Sales t to show a subtotal and tax amount Default Header on reports If you enter text here, it will appear on t common use of this space is to include y Default Footer on reports Text you enter here will appear on the b reports. You might use this space to incl reports. 147 Packed by:. Date/time:. Preferences. 148 Misc Window Posi Here you can the left side o dow) that new Orders Enter the num to calculate th a better long Own code for The code that mSupply. This import the in This is an old You may wan stood on the warned at sta tally entering file. Use a lock file if data already open If this box is checked, mSupply will maintain a record of when it is open out- side of the database. This option only applies to the single-user version of mSupply. This means that if a second user attempts to open your data file while ou have a power failure and ill not be able to delete the ttempt to restart mSupply f you are sure this is not the locate the folder that con- the same name as your data ble to start mSupply. unless you understand the r who authorizes your use of ht be useful is when you w multiple single-user copies a situation to have 2 users be disastrous. er mode- mSupply will prop- in this situiation. hat each new item entered the item’s catalogue code is at you can use to record your ld text or numbers, the field is a numeric field. Here tion set the number of pixels from the top of the screen and from f the screen (on Windows: the top/left of the application win- windows will open. ber of days to "look back" when evaluating each item's usage e amount of stock needed. Entering a higher number will give term average, but will mean that orders take longer to create. electronic invoices customers must have for your organization in their copy of code is added to invoices you export, and allows customers to voice into their system automatically. What if your machine crashes? If, for example, y your computer shuts down suddenly, mSupply w lock file, and you will get a message when you a that another user is already using the data file. I case, use Windows Explorer or the Mac Finder to tains your mSupply data. Delete the file that has file but ends in “_locked.txt”. You will now be a We recommend you do not turn this option on above paragraph or have a system administrato this option. An example of where turning on this option mig store your mSupply data on a file server, and allo of mSupply to access the same data file. In such attempt to access the data simultaneously would Note that this option has no effect in client-serv erly handle multiple user access to one data file Item codes must be unique When this box is checked, mSupply will ensure t has a unique code. Include catalogue code for item search When checked, a report can be produced where one of the search parameters. Labels for custom item fields mSupply provides you with five custom fields th own data for each item. The first three fields ho fourth field is yes/no (or true/false), and the fifth copy- warn me at startup. t to save an old copy of your data (for example the data as it you can specify the label(or name) for each field. Note that field one is also en using the search editor to custom report), the fields are ls you might have assigned. last day of the financial year). If you check this box, you will be rtup if the database is an old copy, to reduce the risk of acciden- current transactions into an old file rather than your current displayed when you list items. Note also that wh search for items (for example when producing a labeled "user field 1" etc. and not with the labe Log Service items Service items are items that do not have any stock associated with them. For example, a fee for special handling of goods, or for reprinting an old invoice, or a consulting charge. These preferences determine whether new items are allowed to be service items or not. Note that changing this preference will not affect existing items. Customer code and charge code must match Custo editin and t you h are co Supp If che code leave rately the m Curre This o ply. W curre the fi feren field Conta Log mSup logge What is recorded each new invoice created idered to have been edited if it's anged. The old value and the new d in the log customer or supplier is created, de will be recorded in the log. for each ittem can be used to m orders for goods are placed type of order you generate). If od, you may want to know if ange the preferred supplier for an logs in or logs out of mSupply mer code and charge code must match - If checked, when entering or g a Customer, you will have to enter the same code for both the "code" he "charge code" fields. (It is a good idea to leave this checked unless ave several customers that are invoiced separately, but whose invoices llated onto a single statement at the end of the month) lier code and charge code must match cked, when entering or edit a Supplier, you will have to enter the same for both the "code" and the "charge code" fields. (It is a good idea to this checked unless you have several suppliers that are invoiced sepa- , but whose invoices are collated onto a single statement at the end of onth) ncy formats ption specifies the format in which currencies will be displayed in mSup- e provide two preset formats for currencies with 2 decimal places and ncies with none. If ou want to enter a custom format you can change eld below the drop-down list. For example you may want to use a dif- t separator than a comma. Note that if you type illogical values into the you can cause numbers to not display at all, or display erroneous data. ct Sustianable Solutions if you need more information. ply logs some significant events automatically, but other events are only d if you select the appropriate check boxes on this tab. Item Invoice cre- ation The log will record Invoice edit- ing An invoice is cons total value has ch value are recorde Creating a new cus- tomer or sup- plier Whenever a new their name and co Modifying an item's sup- plier field The supplier field determine to who (depending on the you use this meth mSupply users ch item User log in Each time a user 149 iled logging than is proved here. It is - the trade-off is that it leaves the and log out Please contact us if you need more deta easy to incorporate into a future version Preferences. 150 potential open to create very large log files, which may be a problem for some users. Font You can edit t Double-click a You can choo style. Click the without savin E-mail". You only need to unctionality. require authentication. We do this if you are using to all e-mails you send. You tails here. It is generally poor he text styles used for items on customer and supplier invoices. n item to be shown the styles window: Mail server name The name of your mail (SMTP) server. eg "mail.m do this if you are using mSupply's inbuilt email f Currently mSupply does not support servers that can add this functionality if you ask us nicely. Return email address Enter your own email address. You only need to mSupply's inbuilt email functionality. Signature The text you enter here will be added at the end might want to put your organization contact de etiquette to make your signature too long. Use mono-space font by default o" is better for viewing text c order generation in mSup- se from available fonts on your system, the text size and the text OK button to save your changes, or cancel to exit the window g. A mono-space font such as "courier" or "monac in columns, such as is produced by the automati ply . However, visually it has less eye appeal. Backup Default subject line when creating orders When mSupply automatically turns an order for a supplier into an email, the text entered here will be put in the subject line. For example you might want to put "Acme Hospital order" to advise the supplier of its contents. Note that you can edit the subject line of automatically generated emails before you send them. Sort order lines for email and HTML export by item name This o by ite email Bac If you inform page The s ent-se mach Choose backup folder Click the “Choose” button to specify the destination of the backup files. We strongly recommend you backup to a different physical volume from the one where your mSupply data is stored. We recommend running mSupply server as a Windows service. This allows automatic log on, and control of the starting and stopping of the server from command line tools that can be run when a UPS is shutting down. Please con- tact us for more information. pressed or not from this drop-down p size, but it will take longer for speed and size. ilt into mSupply. hat are not completed and whose ayed in a window when a user logs ption allows emails generated automatically to be sorted alphabetically m name before the email is created. If this option is left unchecked, s will use the creation order of the order lines to create the email. kup are going to use this function, contact Sustainable Solutions. For more ation on this function For further information see Backup. on 193. ettings in this window are to be used only for single-user mode. In cli- Compression ration Choose whether backups should be com list. Compact will give the smallest backu backups to run. Fast is a compromise of Reminders Reminders provide a simple to-do list bu If this option is checked, any reminders t due date has been reached will be displ on. 151 rver user mode you must set the backup preferences on the server ine. For further information see Reminders. on page 223. Preferences. 152 Web server mSupply inclu Here you can Moneyworks oftware, you can have mSup- on these options. information on Moneyworks, n’t turn it on if you don’t p Moneyworks as described des a built-in web server set it to start, or to start automatically when mSupply is started. If you use the superb Moneyworks accounting s ply directly input invoices into Moneyworks. Contact <> for more information Visit for more including a free demonstration version. Link to Moneyworks. check box This option turns on linking to Moneyworks. Do know what you’re doing, or if you haven’t set u below. I.P. address of machine using Moneyworks You only need to fill in the I.P. address here if: • You are on Macintosh and across a network. local instance of Money- • You are connecting to a remote machine If you are on Windows or a Mac connecting to a works, make sure this field is empty. Drug interactions options Notes on setting up Moneyworks: • The import into Moneyworks relies on using an import map. The map for supplier invoices must be named “si_import.impo” and the map for customer invoices “ci_import.impo”. These map files must be stored in the “Import Maps” folder inside the “Moneyworks Customer Plug-Ins” which is next to your data file. • The advantage of using import maps is that it gives you flexibility in • • • • • We a ing software. Please contact <> if this is of interest to you. Drug interactions options u can choose have mSupply alert you explained further in Dispensary Mode field determines how far back from r drugs that interact with the drug ou will be shown a warning message ice that interacts with other medi- deciding which accounts will be designated for sales and purchases, and the way the fields exported from mSupply are used inside Moneyworks. If you would like sample import maps from Sustainable Solutions, please email us at <>. Once you have set up the import maps and turned on the “Link to Moneyworks accounting software” checkbox, mSupply will attempt to send invoices to Moneyworks that are finalized using the “Finalize cus- tomer invoices” and “Finalize supplier invoices” commands. Note that the “Export invoices when finalizing” option must also be checked. (This is found on the “Invoices 1” page of the preferences.) If you get an error when exporting, usually you will get a message tell- ing you what the problem is. Things to check include • Obviously, Moneyworks must be running • Make sure the correct i.p. address is specified if connecting to a remote machine on Macintosh. • Make sure any charge codes used are actually present in the Mon- eyworks data file you are using. We can supply a version of mSup- ply that automatically adds names to the Moneyworks data file if they aren’t found when exporting, but this costs extra! • Make sure that Moneyworks has open periods for the dates of the invoices that are about to be imported. • If you still have no success, turn off the “Link to Moneyworks.” checkbox, and produce a file. Then manually import the records into Moneyworks using the File > Import > Transactions command (making sure you load the correct import map using the “Load” button). The file has errors, Moneyworks will give a more complete error report. When operating in dispensary mode, yo to drug interactions.Dispensary mode is on page 103 The number of days of patient history. the current date mSupply should look fo you have just entered. When drug interactions are activated, y when you enter a drug on a patient invo cines dispensed to that patient. 153 Note that if export to Moneyworks is not successful, the transactions will not be finalized in mSupply, so you will not get invoices that are missed in Moneyworks. re also able to provide a similar option to link with Quickbooks account- Preferences. 154 Customization Options On request fr ble to that cli activate those Dispensary mode icine labels on its own line. d item, e.g. In-Patient Dispen- cation code, and enter it in ted on the the right of the els, check the box in Print pre- om client, we may make a changes to mSupply that are only visi- ent.This pane allows you to enter in a customization code to changes Message on labels The text you type here will be displayed on med Custom identification code If you wish to identify the origin of the dispense sary or Out- Patient Dispensary, create an identifi this field. It will then appear as the last item prin third line of each label. Print prescriber full name To have the prescriber’s full name printed onlab scriber full name. Print organization address 1 as separate line By checking the box Print organization address 1 as separate line, you can u have to set the text in Pref- ch you type here will be dis- print organization address 1 as separate line. Yo erences: General >>address 1 field. The text whi played on medicine labels on its own line. Item Print a receipt on labels by default mSupply allows you to print a patient receipt on a label; to enable this func- tion by default, check the box Print a receipt on labels by default in Prefer- ences:Dispensary mode as shown above. This has the effect of enabling the “Print receipt” check box in the Prescription entry window. Note that if the Print a receipt on labels by default is not checked, the function may still be turned on in the Prescription entry window. For further information see Print- ing receipts on page 110. Print Once patie set th Defau The t new p Assig If this assign Prefix The t erate etc. Warn If this not b script Item ccount codes that will be used when r automatically. patient category you check the box of Print patient category, you are able to print the nt category on medicine label on patient name line.For this, you have to e patient category in Preferences: Dispensary mode. lt Patient category ext you enter into this field will be assigned to the category field for atients. n Patient codes automatically box is checked each new patient created will have a serial number ed to them. The assigned code can be overriden by the user. codes with ext you enter in this field will be used as a prefix for automatically gen- d patient codes. e.g. if you enter “t” codes will be assigned “t1”, “t2” if no prescriber entered checkbox is checked, then the user will be warned if a prescriber has een entered when they click the OK button for accept and print a pre- ion. In this window you can set the default a new items are created either manually o 155 Preferences. 156 Purchase Order Defaults This window The easiest w in the fields a to design cust Purchase Order Printing d on purchase orders that pace for signatures. This is them to suppliers, but should rders via email. d purchase orders as attache- t being created in your cho- udora, etc. (Windows only at ails will be created in the er be installed on Windows. F driver is used) allows you to enter text that will be printed on purchase orders. ay to see how these fields will look on a purchase order is to fill nd then print a sample purchase order. Note that we are willing om purchase order forms to meet individual needs. Print signature scetion on Purchase Orders When this box is checked a section will be printe shows the authorizing officer(s) and includes a s applicable if you print purchase orders and post most likely be turned off if you send purchase o Use system emailer. When this option is checked sending tenders an ments will result in an email with an attachmen sen email client such as Outlook, Thunderbird, E this stage). When this option is not checked, em mSupply email queue. Note: this option requires that the Win2PDF driv Contact us to purchase. (On Mac the inbuildt PD egories”, it will activate the Prices On checking the box for “Use customer price cat price categories. This computer By default all customers are assigned a price category of “A” To assign a different category to a customer, choose Customers > Show cus- tomers. and find the customer entry. Then set the price category field to a different value Here price For e merci categ This The s necte you w using Note that the computer is identified by it’s network card, so if you change the network card you may have to re-enter the settings displayed here. your Spreadsheet application. Once k you again. Clicking the button cations for Excel. If it finds them it shows an open/save window where in the preferences, you specify what percentage change to the default will be made for each category. xample, you might have a group of customers to whom you charge com- al prices, which are 20% above your normal price. Enter “20” in the “B” ory field, then assign your private customers a price category of “B” computer Excel location Here you can set or reset the location of mSupply knows this location, it won’t as results in mSupply searching common lo shows the window below. If it doesn’t it you can choose the location yourself. 157 ettings in this window apply to the computer you are currently con- d from. That means that if you are using mSupply in client-server mode Click on the version of Excel you want to use and then click OK. If Excel is installed in a non-standard location you can use the “add another” to the list. ill see different values depending on which computer you are currently . button to locate it and add that location Preferences. 158 In client/server mode the location of Excel on each machine is stored sepa- rately. Staroffice and Openoffice are also supported- if you use these applications just choose the “Soffice.exe” file instead of “Excel.exe” OK and Pr Checking the default when Note that you these settings Logo Here you can the form of a ogo.tif). If you want th Currently the landscape for preferences). int se boxes means that the printing checkbox will be checked by the corresponding window is opened. can still manually turned the option on or off in a window- just affect the default value. paste in a logo you have copied to the clipboard; it must be in Bitmap (yourlogo.bmp) or a Tagged image format (yourl- e logo to be printed on invoices, mark the checkbox. logo will only print on purchase orders and invoices that print in mat (Choose the invoice format from the “Printing” pane of the 159 Report Menu Alter gator with a window like this before print- natively, ma , as shown ny reports are available from the Reports page of the Navi- below: Report printing options. Many of the reports below present you ing the report: Report Menu 160 This window allows you to set various options: Report destinations Printer On selection of this option, the print window will be displayed. The preview of the report Open in Exce If the ‘Open i report as a sp computer; thi Openoffice. [ “Calc” modul When this bo have given it opened in spr The first time your spreadsh The location c “This Comput Save to HTML If this option Hence, it can any platform Save as Text Your report w character bet row). After sa program. Header and f You can choo each page. Th printing. By d the top right If you have fil be displayed a footer) Preview on screen before printing This option turns on print preview. Note that you can also turn on print pre- view from the print window that is displayed after you click the OK button. allows you to create a report uick report editor; once cre- custom reports folder for : (which type of records) you can be displayed by turning on the print preview. l n Excel’ box is checked, mSupply will immediately open the readsheet in MS Excel, provided MS Excel is installed on your s feature also opens the report as a spreadsheet in Staroffice/ We’ve included special code to make sure they open using the e of these applications.] x is checked, you will first be asked to save the report. Once you a name, the report will be saved, and then automatically eadsheet form. you use this option, mSupply may ask you for the location of eet program, which it will then store for future reference. an also be set by choosing File > Preferences and clicking on the er” tab. file is selected, your report will be saved with extension “.html”. be opened by any web-browser or spreadsheet application on or operating system. file ill be saved to a file as a tab-delimited text file. (That is, a tab ween each column and a return character at the end of each ving, you can open the file in a spreadsheet or word processing ooter se what information will be displayed at the top and bottom of Custom Report. The custom report window is displayed and this according to your own requirements using the q ated you may save the form of the report in the future use The window requires you to make three choices Report table A list of tables on the left to choose which table want to report on, e.g. Names, Items, etc. e default report heading is set according to the report you are As of version 1.6 there are two options for transaction lines. The “Transaction earch much faster on a large are wanting to get the quan- month, you would use this efault, the date will print on the left and the page number on of each page. led in a default header and footer in the preferences, these will t the top left (for the header) and the bottom centre (for the lines (Transaction query)” option allows you to s number of transaction lines. For example, if you tity of each item given to customers in a specific option. Custom Report. Which records A series of radio buttons to choose which records to examine • All records • New search (query), if you want to report on records meeting specific criteria. If chosen, you will be presented with the Query (search) editor, where you can build search statements to your heart's content! A short description of using the query editor is given below, and two example • Repo • • • presents you with the label editor, where you can design and save label layouts. These are useful for use with names for addressing envelopes, and with Items for making tags for labeling shelves in your warehouse. • If you choose this option the "Order by" window will appear after a query. This allows you to sort the records into a particular order before printing labels. (In a nutshell: Drag fields from the list on the left to the list on the right to use them for sorting) in the custom reports folder which is pply application, they will be listed what each field contains, see the l. previously, and saved, may be e menu bar, and selecting the but is also very powerful and once r competence to access the precise in the mSupply database will signifi- be described, but here we look at a ms table: searches are later described. For a more comprehensive description, a range of books is available either in electronic or hard copy versions. Please email for more information. The "Current selection" is the group of records that were last displayed. For example, you can use the Item | View or edit item command quickly to find all items starting with "a". When you click the OK button, the items in the list are the "current selection". If you are not sure which records represent the current selection, you should click the "new search" radio button. rt form New report • After clicking the OK button you will be presented with the report editor where you can design a report. The report editor is some- what complex, but time spent in learning how to use it is time well spent. It is a powerful and invaluable feature. A brief introduction together with designing two simple reports are given in Designing a Report below, and more details are available in training courses on using mSupply, and in publications available from Sustainable Solutions. • If you want to save a report or search (query), you can save them on your hard disk, and retrieve them next time you run the report. • If you save the report you have created in the Custom reports folder it will show up in the report form. drop-down menu on future occa- sions when you choose custom report • Note: Do not save any reports in the reports folder - these reports are reserved for special use, and modifying them could create prob- lems! • other items in the menu • if you have saved any reports in the same folder as the mSu here. For a list of the fields in each table, and Field Descriptions chapter in this manua Using previously saved layout Any report layouts which you have used accessed by clicking on File >Open on th required layout. Using the query (search) editor The query editor can be a bit daunting, you are familiar with its capabilities, you information you may require from with cantly increase. Two examples will later query about to be performed on the ite 161 New label layout Report Menu 162 When you op a simple singl • The fie list of fi you to related of mSu table la tion lin means (eg inv • The Co "Comp use. • The Qu the exa code), numer entered your qu • The Conjunction. This does not apply to the first line of a query, but the second and any further lines need to start with a conjunction. Set the conjunction for the selected line by clicking the appropriate button in the bottom-left area of the window ("And", "Or" or "Except") To add lines to a query, click the "Add Line" button. that you might wish to use disk and select it again using "Query" or "Query selection" om reports, [1] listing in ntly in stock, and [2] listing omers) of a particular batch alls a particular batch of an s, as features described in the . s page in the Navigator, you en the Custom Report editor, it is ready to take input values for e line query. Each line of a query needs 4 items of information: ld to query. Choose this by clicking on the field in the middle-left elds. Just above the list of fields is a drop-down list that allows also choose fields from related tables. If you want to perform queries, you need to know a little about the internal structure pply data. Please contact us if you would like a diagram of the youts. A simple example of a related table is that each transac- e is related to a transaction (many to one relationship). The that you can use the information stored in the transactions table oice date, number, status, etc.) to query transaction lines. mparator. Choose the comparator from the list of fields under arisons" on the right by clicking on the comparator you wish to If you have spent time creating a complex query on future occasions, you can save it to your hard the "save" and "load" buttons in the window. Once your completed query is entered, click the buttons to proceed. Designing a Report We shall now describe the designing of two cust alphabetical order the quantity of all items prese the sources (suppliers) and the distribution (cust number of an item - useful if a manufacturer rec item. It is recommended that you study both example first example will not be repeated in the second Report 1. Having selected Custom Report from the Report are presented with this window: ery value. Is entered in the bottom area (above the buttons). In mple above, the field chosen is an alphanumeric field (the item nd to perform a New Search, so an entry area is displayed where you can enter text or a ic value - in this instance the item code "gri250t" has been . Note that you can also use the "@" symbol as a wildcard in ery value to perform "contains" queries. Our report requires us to select the Items table, a Custom Report. using a new report form, so with these options selected, the window now looks like this: Click below repor stock clickin on is (zero now firm t Now s where you can design the layout of e records to be sorted: Quick Report features; there are two ate two specific types of reports: List d to the List mode, and the Cross records as a list with break rows specify the following: ulas, either from the current table or 2. Click on the comparison 1. Click on the field to query OK, and the Query Editor window appears, as shown in the upper figure ; this is where you specify the criteria on which you wish to create your t - in our simple example, the single criterion is that there should be on hand of the item. In the lower window, we have specified this by [1] g on stock_on_hand in the Available Fields panel on the left, [2] clicking greater than in the Comparisons panel on the right, and [3] entering 0 ) in the Value panel below. You will see that the conditions we specified appear in the upper panel - it’s always a good idea to check here to con- hat the report will conform to your specified criteria. click on the Query button in the lower right corner. The Quick Reportwindow appears; this i the report, and specify how you want th We'll start by taking a closer look at the operation modes available which gener and Cross table. Our examples are limite table mode will not be described. In the List mode, reports typically display where calculations are performed. When you create a quick report, you can • Columns that display fields or form from related tables. 163 • Sort levels and order. • Summary calculations. • Display format. Report Menu 164 • Text fo • Format • Font, fo and da • Backgr • Border • Present is for generating the report. s list and the related fields to the report by double-click- display in the Field selection pear in bold. You can also Menu bar and Tool bars Title and Detail rows Break rows rt list Column divider Cell Quick Report area r labels. s for numeric and Boolean data. nt size, style, and justification for labels, summary calculations, ta. ound colours on a cell column or row basis. s,Page headers and footers. ation style from a wide range of templates. Master Table: This is the master table that will be used as a bas The fields of this table are displayed in the Field will be displayed in relation to this table. Fields list: This list lets you select the fields to be inserted in ing or by drag and drop. You choose the type of list located just above the area. Indexed fields ap display and select the fields of related tables. Master table Field selection list SoScroll bars Column dividers: ns of the report. They can be f each column. Manual resiz- as been activated for the col- These lines show the boundaries between colum moved manually to enlarge or reduce the size o ing deselects the Automatic Width option if it h umn concerned. Custom Report. Cells: A cell is the intersection of a row and a column. Scroll bars: You use the scroll bars to view parts of the quick report design that extend beyond the area of the quick report form. Sort list/Sort order display area: This l as we field Repo Quick This a doub the co ders o Title This r the re insert Detai This r repor on th Subto These assoc Column data sources: These titles indicate the source of the data for each column. Contextual menus The Quick Report editor has contextual menus that make it easy to access cer- tain row, column, and cell operations. Instead of making menu selections or working with the Cell or Column properties areas, you can perform certain operations by displaying a Quick Report contextual menu. r row, column, and cell operations. row title, or a column heading and ton (on Windows) or press the Control area (MacOS). e commands in the contextual menu is (i.e., a row label, column heading, or t are inappropriate for the particular . and: ed to select rows, columns, and cells ersection of a row and a column. ist displays the fields of the report on which the sort will be carried out, ll as the sort order and whether it will be ascending or descending. Each inserted into this list causes a sub-total row to be added in the Quick rt area. Report area: rea lets you build your report by inserting fields using drag and drop, le-clicking or via the contextual menu; you can also adjust the width of lumns added, or delete breaks or formulas, define the colors and bor- f cells, etc. row: ow displays the names of fields or formulas that have been inserted into port. It is repeated for each page of the report. The Quick Report editor s field names by default, but you can modify the contents. l row: ow contains information drawn from each record and is repeated in the t for each record. You can associate a display format with it, depending e type of data represented. There are separate contextual menus fo To use a contextual menu: 1. Position the pointer in a cell, a hold down the right mouse but key while clicking in the report A contextual menu appears. Th depend on where your pointer cell). Also, menu commands tha row, column, or cell are disabled 2. Choose the desired menu comm Selecting Rows, Columns, and Cells When designing a Quick Report, you ne in the quick report form. A cell is the int 165 tal rows: rows display intermediate calculations as well as the wording that is • To select a row: - Click on the Title, Detail, Subtotal, or Grand total cells der row of a column. iated with them. A row is created for each sort order. in the row label area. • To select a column: - Click the Hea Report Menu 166 • To select a cell: - Click the cell. Adding and Modifying Text You can add or modify text in the quick report form to label parts of the report. For example, if you requested summary calculations, you can label them by addi You can add a • Edit th • Insert t • Insert t • Specify appear For our first r alphabetical o This is achieve the list sorted click on the g The second co and the same list, and doub ently out of stock will not appear in the report. The Quick Report window should now look like this: te by positioning the cursor gs, clicking and dragging to s obtained: indicates the right hand edge eport to single page width, line. ted, click on File on the menu gh the pages of the report, ill appear: ng text to other cells in the Subtotal and Grand total rows. nd modify text as follows: e text that automatically appears in the Title row of the report, ext in empty cells of the Subtotal and Totals rows, he value of a Subtotal field in the Subtotal rows, the font, font size, justification, and style for any text that s in the report. eport, we want two columns only, the first listing the items in rder, and the second showing the quantity presently in stock. d by double clicking on item name in the list, and then to have alphabetically, make sure item name remains highlighted, and reen arrow in the centre: The column widths can be adjusted as appropria on the dividing line between the column headin the left or right until the desired column width i The vertical red line to the right of the columns of the page as it will be printed, so to keep the r columns should be positioned to the left of this To preview on screen the report as it will be prin bar, and select Print Preview; you can scroll throu and the diagram below gives an idea of how it w lumn in our report will show the present stock of each item, procedure is followed; select the stock_on_hand entry in the le-click on it. You should be aware that items which are pres- Custom Report. The p and t edito colou your For o and the report now has this appearance: to appear at the head of each page; Header and Footer; a window edit such a header You will most the centre of the line, and in this case, the Text Settings area; here you can eatures such as bold, underlined, etc.; e body of the report. enu bar, and select Generate and - online and loaded with paper - your Al rinted report may benefit from shading or colouring of alternate rows, his is achieved while the report format is being set. In the Quick Report r, click on Detail to highlight the row, then click on the Alt.background r icon, and a chart appears from which you can select the colour(s) of choice. Adding report title You may want to give your report a title this is achieved by clicking on File, then appears in which you can create and/or probably want the header to appear in type your entry into the Center panel in also select the font of your choice, and f these apply only to the header, not to th To print the report, click on File on the m provided that your printer is connected, report will be printed. Select your choice ofcolur from this chart t background colour icon 167 ur report, pale yellow has been selected for the alternate row colour, Report Menu 168 For our first r alphabetical o This is achieve the list sorted click on the g resent stock of each item, tock_on_hand entry in the that items which are pres- this: eport, we want two columns only, the first listing the items in rder, and the second showing the quantity presently in stock. d by double clicking on item name in the list, and then to have alphabetically, make sure item name remains highlighted, and reen arrow in the centre: The second column in our report will show the p and the same procedure is followed; select the s list, and double-click on it. You should be aware ently out of stock will not appear in the report. The Quick Report window should now look like Custom Report. Addin You m this is appe proba type also s these To pr provi repor Repo The s of a p partic lets, t Having displayed the custom report window, this report requires us to select the Transaction lines table, and to perform a New Search, using a new report form, When the Query Editor window appears, expand the Item Key table, and once expanded, move down the list until code appears, and select it by click- ing on it;the upper panel now shows [items]code, the default comparator is equalto,and so to complete the line, move the cursor to the Value entry panel in the lower part of the window and enter 'gri250t'. Click on Add Line ; In the Available Fields panel, shrink the is equal to comparator, and enter ve now defined the criteria for the uery button. rs, with the Master Table - in this panded for selection of the fields ur fields from the master table, ntity; double-click on each of these in You can drag the divider between columns to adjust the width of any column g report title ay want to give your report a title to appear at the head of each page; achieved by clicking on File, then Header and Footer; a window ars in which you can create and/or edit such a header You will most bly want the header to appear in the centre of the line, and in this case, your entry into the Center panel in the Text Settings area; here you can elect the font of your choice, and features such as bold, underlined, etc.; apply only to the header, not to the body of the report. int the report, click on File on the menu bar, and select Generate and - ded that your printer is connected, online and loaded with paper - your t will be printed. rt 2. and accept the default conjunction And the Item Key table, select batch, accept 'D1174' in the Value entry panel. You ha report, so you are ready to click on the Q The Quick Report design window appea example the 'Transaction lines' table - ex required by our report; we'll be using fo namely item name, batch, pack and qua 169 econd report lists the sources (suppliers) and the distribution (customers) articular batch number of an item - useful if a manufacturer recalls a the list, and the Quick Report design window should appear as shown: ular batch. The item chosen for our example is Griseofulvin 250mg tab- he code for which is gri250t, and the batch D1174 Report Menu 170 Don't be concer the moment - w selected. The fie Table' is selected drop-down men The table to acc Invoice number, the Names table selected, and we can arrange them in rmed by selecting the column to be to be the first column, so we select it d move it by clicking on the 'Move Left' 'Move Left' icon and the 'Move Right' eft is: e rather than portrait form, so click on . Once you have done this, you can on the 'Print preview' icon; this is how ned at the order in which these fields appear in the report for e'll rearrange the order once all the fields have been lds we now need to add are in other tables; presently 'Master ,and we need 'Related Tables', which is selected from the u. ess is the Transactions table, and the fields we require are type, and confirm date. Double-click on each, then expand All eight fields for the report are now their required order. This is easily perfo repositioned - we want the item name by clicking on the column heading, an icon. Select and move the columns using the icon until the column order from the l • Item_name • Batch • Name • Type • Invoice_num • Confirm_date • Pack_size • Quantity The report will look better in landscap File > Page Setup, and select landscape view your report on screen by clicking it should look: , and double-click on name. Custom Report. The next steps are : [1]to sort the report [2] to perform some simple calculations [3] to display this information. [4] to adjust the column widths All these are simple to perform on the Custom Report window: [1] So requi [2] Pe count the tw lowed any c enter chang with matte the 't quan 'quan [4] Column widths can be adjusted as described earlier, and having a look at the Print preview will enable appropriate widths to be defined. The report should now appear something like this: to display the Invoice type, so this e column heading, and from the con- Count icon in the type column to the e in the displayed column heading, by double clicking on the cell in the or appears and the current entry is text with whatever you consider ntation styles available, any of which enu bar, click on Style > Presentation. for the report, we have opted for ce you see below. h to run your reports again. You port in the Custom Reports folder; rting the report. Drag and drop in the 'Sort order' panel the parameters red - in this example [Transactions]type and [Transactions] confirm_date. rforming calculations and [3] Displaying the information. We need to the number of transactions, and display the totals involved. Observe o rows added to the report annotated with the sort parameters fol- by 'change'; these are the break points in the report, and the results of alculations are displayed in these rows . here's how; a hash, '', is ed in the appropriate row - in our example, the '[Transactions]type e' row; we need to know how many customers have been supplied this batch, so the Count icon is inserted in the row - note that it does not r which column has the Count icon - for the time being it is entered in Only two tasks remain! It's not necessary column may be hidden - right click on th textual menu, click on 'Hide'; move the name column. mSupply by default enters the field nam but you can edit these column headings 'Title' row, when an insertion point curs highlighted; you can replace the default appropriate. Finally, there is a large selection of prese can be applied to your report. On the m In our example, after defining a header Classic 2 giving our report the appearan At some time in the future, you may wis should, therefore, save a copy of each re 171 ype' column; also required is the total quantity ordered, and the total tity distributed, so the 'Sum icon' is entered on the same row, but in the this is performed by clicking on File on the menu bar, and selecting Save or aving it in the Custom Reports folder, r choice. Then when you’re ready to tity' column. Save as, giving the report a name, and s or any other appropriate location of you Report Menu 172 run the report next time, having specified your criteria in the Query Editor, when the Quick Report window first appears, click on File on the menu bar, select Open, and retrieve the desired report from its saved location, preview it and print it. Category ATCs and DDD “ATC” stands classifying che “DDD” stand the utilisation issued 10,000 number of am method, a gre Thanks to the Methodology have plans (n list of ATC an Reports using mSupply is de each item, an down accordi The DDD Fact its DDD; for e using 250mg quantity of th number of DD Should you w ple), it is sugg DDD value sh The category "category" fi riteria are entered in the g, for example: plied to a specific hospital TC category “J” supplied to ital) for a particular month. l drugs supplied to all custom- Ds supplied for each category D factor" values entered cor- n (not each individual trans- for use in another indow. summary level.- en evaluated based on the n down" as follows n 1 (A-Z) 3 (01-99) 4 (A-Z) Analysis. s for “Anatomical, Therapeutic, Chemical”, and is a method of mical entities, and identifying them by category. s for “Defined Daily Dose”, and provides a means of comparing of different drugs in a meaningful way. - e.g. if a dispensary has x doxycycline 100mg and 20,000 x amoxycillin 250mg, a greater oxycillin capsules has been used; but according to the DDD ater number of patients have been received doxyxcycline. help of the WHO Collaborating Centre on Drug Statistics and , we are able to offer a starting drugs file with their codes; we ot yet implemented) to maintain on our website an up-to-date d DDD codes for essential drugs. ATC and DDD codes signed for the ATC code to be entered in the Category field for d is then able to report on supply transactions, giving a break- ng to the different levels of the ATC code. or field is intended to store the item’s number of dose units in xample, if an item’s DDD is 1,000mg, and the supply is made units, the DDD factor is 4. When designing a report, the total is item used should be divided by the DDD factor to obtain the Ds supplied. ish to store an item’s DDD value (1,000mg in the above exam- ested that you record it in one of the available user fields. The ould not be recorded in mSupply’s DDD factor field When you produce a report, only some simple c form. It is a simple matter to create reports givin • A level one ATC summary for all items sup during a 12 month period • A level two ATC summary for all items in A customers who are coded as “h” (for hosp • A level three ATC summary for all essentia ers for a particular quarter. The report provides you with the number of DD at the level requested, presuming you have "DD rectly. Only the totals for each category are show action). The report may be printed, or exported application. Let's run through the different options in the w enter the summary level. The category field is th ATC coding system. Note that the code is "broke level positio 1 character 2 characters 2 & 3 character analysis report is designed to be used in conjunction with the eld and the "DDD factor" field for each item. C01. "N" is the level 1 code, C" the level four code, and 4 character 5 (A-Z) 7 (01-99) So, for example the code for "caffeine" is N06B "06" the level 2 code, "B" the level three code, " 5 characters 6 & Transactions. "01" the level 5 code. Note that if you choose "level 3", you will also be shown the summary values for "level 1" and "level 2" as well. Which type of item? You can report on all items, or you can report on just a certain category. For example, you can enter "J" here to report only on items whose ATC code starts with "J". Note that you need to set the summary level to "level 2" or your break only r Check check Trans - Norm also b aniti- suppl Date Enter date days. "from Which Leave or "ca the se group and t Tran This r mats. ing the transaction information by What it does report will sort each invoice in the e range according to the name (Sup- r or Customer) and give totals for h name. above, but totals given for each day. s report lists each item supplied or eived, and lists the transactions for t item. This report can be very long cost and selling price totals for each ice are displayed. invoices will be grouped by the item artment assigned to each item. Each report will only report the total for category "J" without any further down of data. eport on essential drugs this if you only want to analyze items whose essential drug check box is ed. action type? ally we will be interested in supply to customers. However, we might e interested in "what percentage of purchases from IDA (a supplier) are infectives?", in which case we would click on the "items received from iers" range. a starting date and an ending date. Only transactions whose confirm was within the range will be analyzed. The default range is the last 90 Note that the dates you enter are included in the range (that is the " date is "on or after" and the "to" date is "on or before") customers/suppliers. this value blank to report for all customers. Otherwise, choose "code" tegory" from the popup menu, and the appropriate comparison from cond popup menu. For example, if you want to report on a certain of hospitals, you could enter those hospitals as having a category "h", hen report on "names whose category starts with 'h'" sactions. eport summarises supplier or customer transactions in a number of for- Type of report Choose from several formats for display clicking on the format in the list Report name Each invoice grouped by name The dat plie eac Each invoice grouped by date As Each invoice line by item Thi rec tha Each invoice showing profit The invo Each invoice line grouped by item department then item The dep 173 item department is further sorted by items in alphabetical order. Report Menu 174 Totals for each category As above, but only the totals for each category will be displayed- each transac- tion will not be shown. Totals for each item Each item that has been received (or issued) will be shown with the total quan- Totals groupe names Totals groupe items Totals for eac Totals for eac Totals for eac day Totals for eac month. Totals for eac item descript 2 period com egory Prescriber re Cross tab: items in rows, names in columns, value in cells These reports are like Excel pivot tables. Warning: they can be slow to produce if you have a lot of data. Start with small date ranges until you are comfortable your machine can handle the load. Note that produce a lot of col- print well- it is better to to a spreadsheet and print ort is grouped by item name the pack size issued. It dis- tal quantity and total count for is grouped by each item’s category first and then by he report shows the total quantity and total value for Lastly it also calculates a of the items count, quantity olumns. s are firstly sorted by the eld, and then by the name upplied to. This groups ether by whatever you he “Address1” field for each you might enter the region or tity and value received/issued d by item and Firstly the totals are broken down by item, and within each item, totals are shown for each name that has supplied/ received that item. d by name and As above, but firstly sorted by name, and then broken down by item within each name. h name The total value of items received/sup- plied to each name h item department The total value supplied/received for each item department is shown h item grouped by The total quantity and value of each item is shown for each day. h item grouped by The total quantity and value of each item is shown for each month. h item grouped by ion. First the report is sorted by item then the total quantity and price of each item is shown. It also provides a grand total for the item quantity and price columns. parison by item cat- The user selects two periods, and the transactions for each period form a col- umn. The rows are determined by the item category. This is a special report that has different input options. See the section below. port This report allows you to view the total that reports umns won’t export them from there. Cross tab: items in rows, names in columns, quantity in cells See above Cross tab: items in rows, days in columns, value in cells See above Cross tab: items in rows, days in columns, quantity in cells See above Distribution of quantities issued First the rep and then by plays the to each item. Totals for each item grouped by transaction category then item The report transaction each item.T count, total each item. grand total and value c Each invoice sorted by Address1 and name The invoice address1 fi they were s invoices tog entered in t name - e.g. province. value, mean item value and item count for prescriptions dispensed for each pre- Each invoice sorted by Address2 As above, but the first sort is by the entry 2” field. scriber and name in “Address Transactions. Trans you c • • • • • • Date Enter the d date, • the year before the current year 005, choosing “last year” will set the st Dec 2004. e or category of transactions to be als" for an exact match or "starts se code or category starts with the n be used to group certain kinds of ons for a single name, you can find ails using Supplier > Show suppliers or e in the report. tions will be hidden because the cho- ot on transaction lines: Customer ordered short fall report Where there has been a short fall, this report shows the short fall of each item and of each item category by quantity and percentage. It shows what demand from customers has been met or unmet. It applies only for issues to customers. Each invoice line grouped by name The invoice lines for the chosen date range are groupted together for each action type an choose to report on: sales to customers (customer invoices: type “ci”) sales to and credits from customers (customer invoices & credits: type “ci” & "cc") purchases from suppliers (supplier invoices: type "si") purchases from and credits to suppliers (supplier invoices & credits: type “si” & "sc") Inventory adjustment - add stoc k (Refer to pag e no. 65) Inventoru adjustment - Reduce stock (Refer to page no. 65) range - the date range of transactions to report on. Note that the date used is ate the invoice was confirmed, which may differ from the original entry depending on how your system is configured in the preferences. Note the popup menu to the right of the date entry fields that allows you to quickly choose from a list of common date ranges: • Note that “last year” refers to (That is, if the current year is 2 dates from 1st Jan 2004 to 31 Name filter You can enter a particular customer cod displayed. • You can choose from either "equ with" to search for all names who entered text. • Each name has a category that ca names together. • If you want to report on transacti their code by looking up their det Customer > Show customers. Item filter Here you can specify the items to includ Note that sometimes the item choice op sen report is reporting on transactions, n name. This report allows you to quickly see what has been issued to a client or clients. 175 Report Menu 176 Which mode? If you are using mSupply in both store and dispensary mode, you might want to report only on transactions in store mode or in dispensary mode. You can do this by checking Store mode or Dispensary mode radio button depending on your requirements. The 2 period This report al your choice b When you ch Set the date r Dot notation The summary categories usi To set up item Take the follo lows: a period (dot). cters as you like don’t use a period or a space. small” is a valid entry. (Level .). ame is finished enter a space n for that level of the hierar- ne” each category is shown comparison by item category report lows you quickly to compare sales or purchases for 2 periods of ased on item categories. oose this report a different set of options is shown. ange for each of the columns and then choose a summary level. and summary levels level is based on the item category field. If you have set up item ng dot notation, then you can summarise categories. categories, choose Items > Show item categories wing simple example of categories that have been set up as fol- The rules for dot notation are • Separate each level of your hierarchy with • Within a level you can have as many chara • You can use any characters, as long as you e.g. “surgical.gloves.small Surgical gloves one is “surgical”, level two is “gloves” etc • When the hierarchy part of the category n character. You can then enter a descriptio chy. If we run the report with a summary level of “no If we run the same report with level one chosen, only the first level of the 1.2 and 1.1.1 have all been hierarchy is shown. Items with categories 1.1 and summarised under “1 Antibiotics” Transactions. And with level two chosen, items with category 1.1.1 and 1.1.2 are summa- rised Note are sh The c dropp Trans Filter Presc Displa (equa Exclu The c repor When items Cust When short This r Note lines placeholder lines when confirming invoices” must be un-checked. red parameters and click OK. An under the heading “1.1 Penicillins” that if you have items to which no category has bbeen assigned, they own under the heading ‘none” at the top of the report. ategories are printed in the order that you have specified by drag-and- ing in the window shown by choosing Item > Show item categories. action filter s the report for given category riber filter ys reports for gven prescriber only, depending upon the selection made ls, starts with, contains, is not equal to). de Ad Hoc item heck-box “Exclude Ad Hoc item” is displayed accordng to the type of t selected. By default, it is checked. checked, the transaction report generated will not include any Ad Hoc (items you don’t normally keep in stock). omer Ordered Shortfall Report you choose Report> transactions and then select “Customer ordered fall report“, the transaction report like the one below will be produced. From the report window, select the desi example report is shown below. 177 eport is used only for sales to customers. that for this report to make sense the preference”Allow placeholder on customer invoices” must be checked, and the preference “Delete Report Menu 178 Purchase Orders. Types of repo There are thre • The Or accordi • The Go for a p follows chase o deliver Note th ordere ies, as i • The Outstanding Purchase Order Lines report, which will display all Pur- chase Order lines for Purchase Orders provided that (1.) delivery is incomplete, and (2.) the Purchase Order has a Confirmed (“cn”) status. Note that Purchase Orders whose status is Finalised (“fn”) will be ignored when producing this particular report. : ified dates entered in the he right affords ten preset “this week”, “last week”, g specific criteria by selecting ft dropdown list, “equals”/ n list and making an appro- is left blank, the report will the chosen date range. eeting specific criteria; here, e” / “ABC category” / “Shelf ats the options in the para- in the field on the right. ort on all items within the category. By default this rt e reports currently available: dered ItemReport will list items that are on purchase orders ng to criteria specified. ods Received data vs Order date report lists each Goods Receipt articular purchase order and the number of lines received, then with details of the number of lines and date of the original pur- rder, as in the example below. This is useful for tracking supplier y performance. Date range and date type A date type option must be selected; options are • creation date • sent date • expected delivery • actual delivery The report may be generated between two spec From and To fields, while the dropdown list on t date range options, from “today”, “yesterday”, “this month”, etc. Report on names . The report may be confined to suppliers meetin “name code” / “analysis” / “Price code” in the le “starts with” / “contains” in the centre dropdow priate entry in the field on the right. If this field include purchase orders from all suppliers within Report on items . Similarly the report may be confined to items m the left dropdown list is “Item code” / “Item nam location”/ “Flag”, the centre dropdown list repe graph above, and an appropriate entry is made Again, leaving this field blank will produce a rep chosen date range. You can also report on items that have a certain option is set to “Don’t care”, which means the item category will be ignored. Note that only reports that report on invoice lines will produce meaningful at report on whole transac- Each invoice grouped by one invoice can contain mul- e lines (e.g. “Each invoice line at the number of lines received may not match the number d as a single Purchase order line may be supplied in split deliver- n example shown, or an ordered line may not be supplied at all. results when you choose item criteria. Reports th tions (e.g. “Each invoice grouped by name” or “ date”) will not produce meaningful data, as any tiple items. Choose reports that report on invoic Purchases. by item” or “Totals for each item grouped by month”) Order status The default order status is “All”, but the dropdown list allows the report to be confined to orders Suggested, Confirmed, Finalised, or Confirmed and Finalised. Purc This r are o Ther • • It ma lates party ily to The r the " ABC analysis. the value sold in the period specified. s an "ABC" analysis or a "pareto" of the items an organisation supplies herefore, it is useful (and wise!) to that are most important. This report ation: d in the report. ut you can enter any date you wish eld updated with the total value of rrent date. mes. You can enter a name code or t for just one name, or for a group of hases. eport finds all purchasing transactions with a specified time period that ver a certain value. e are two items of information to enter: Enter the date range of transactions to report on Enter the value of a transaction line above which to report on. y be good for your organization to have a purchasing policy that stipu- that transactions over a certain value must be authorized by a second (that is, someone other than the purchaser). This report allows you eas- monitor such a policy. eport will be printed, or you can use the "print preview" check box in print" window to view the report onthe screen before printing. This report will rank the items based on Sometimes such a report is referred to a analysis. It has been observed that 20% usually accounts for 80% of the value. T concentrate firstly on the 20% of items makes it easy to do just that. You need to enter the following inform Number of items to include in report Enter the number of items to be include Date range The default date is for the last 90 days, b here. Each item will have its "analysis" fi sales from the date you specify to the cu Report on names whose. Leave this field blank to report on all na analysis field value to produce the repor names. 179 Which mode. y mode or both modes of transactions You can choose either store ordispensar Report Menu 180 to be included in the report. Exclude Ad Hoc items f you check this box then Ad Hoc items will not be included in the report. The report lists items starting with the one with the highest value of sales. The value of s that the total for all items. I of items to re data file (Not just to print th Managem This report is want to “kee interested in You’ll be show The report pr • The tot • The 10 • The 10 range c • The 10 range c • The 10 range c • If you c will be • The cumulative liability for expiring items for each of the next 12 months. • The 12 most valuable expiring items (or at least batches of particu- lar items) Preview on screen before printing port on screen first. n your chosen Spreadsheet ither for a particular depart- the stock value of items with ppropriate search criteria. ales and the percentage of the total value are also shown. Note value is the total for the items in the report, not the total sales f you want to report on the total for all items, set the "number port on" to a number greater than the number of items in your e that this may make the report very long, but you can choose e first few pages if you wish). ent summary. designed with line managers in mind, or other people who p their finger on the pulse” of their organisation but are not the fine detail! n a window where you can choose a date range for the report: ovides the following information: al value of stock on hand items with the largest stock value items with the largest value of supply to customers in the date hosen. suppliers from whom you have purchased the most in the date Check this checkbox if you want to view your re Open report in Excel Check this checkbox to view the report directly i program. Show total stock value. This report is used to find the total stock value e ment or all departments. You can also report on a particular name or shelf location by entering a hosen. customers to whom you have supplied the most in the date hosen. heck the “Include section on expiring items” checkbox, a section included that lists: Current Stock. Current Stock. A rep stock Type A “Fi which A ran will b facilit Addit Shou shoul have Shou that l three tion o Repo You c • “Each batch shown separately” will also give you a column on the right where, having done a physical stock take, you can enter the quantity that is actually in stock, allowing any corrections to be made in mSup- ply. • “Total stock for each item” will not show individual batches, but the total quantity on hand of each item. • List the price of each batch in stock, with a total at the end of the her by item name or shelf location, the “Sort report by” options tock at the start of the year. rt for the stock in your store on a like this: ort will be produced that lists each item line that is currently showing greater than zero. of report nd” report allows you to enter the normal item find criteria to choose items to include. dom report allows you to enter a number only. That number of items e randomly chosen, and stock take sheets for those items printed. This ates spot checking of your actual stock situation. ional options ld you wish the report to be department specific, then that department d be selected from the drop down list of the departments which you created. ld you wish the report to give information a particular location, then ocation should be specified , selecting the appropriate operator of the available in the drop down box alongside the Filter by actual stock loca- ption. rt format report. The lines are reported alphabetically eit depending on what you have chosen in Opening Stock. A report will be produced that lists the s Stock on date. This report allows you to produce a repo particular date. You are shown a window 181 an choose from three formats: Report Menu 182 Enter the dat Type of repor You have 3 op 1. Show with 2. Show along 3. Each itate In the right h you are repor The Report on items only, an Open report i Check this che Graphical The graphical over a desired are then able to enter the dates for any period you would like to view: owing stock value will be dis- e for which you wish to show the stock. t tions: items only: each item in your system will have a single entry the total quantity on that date. items with batches: each batch, its expiry and batch number with the quantity of stock will be shown. batch - for spreadsheet: as 2., but every row has an entry, to facil- sorting, etc. on a spreadsheet. and box you choose whether to include transactions for the day ting on or not. items whose. box allows you to restrict the report to certain d/or to items with a certain category. n Excel ckbox to directly open the report in Excel rather than printing. stock history stock history report allows you to view the value of your stock period of time. When you choose graphical stock history, you Select OK and a graphical stock history report sh played Graphical daily stock howing the quantity of stock dates on transactions this alculate the information used This report shows a graph for an item or items s on hand for each day over a defined period. Note that if you have allowed editing of confirm may affect the ability of mSupply to accurately c Suggest order quantities in this report. Choosing this item from the menu show this window: Enter ber y in you Clicki in sto This w for a This r facility by comparing days out-of-stock of key items from one year to the next. Suggest order quantities Use this report to analyse your current stock and, based upon a required number of days stock cover which you enter, to suggest how much of each ordering. You’ll see this window: the item name field blank, otherwise le, to report on amoxycillin stocks, r the item name and code choices, es given to custom item fields in the use the item category list to choose the date range, and the items on which you wish to report on. Remem- ou can use the item flag field to select an ad hoc list of items to include r report. ng OK displays a window where you are shown a graph of the quantity ck on each day for the first item that matched the criteria you entered. included stock item you should consider If you want to report on all items, leave enter an item name or code. For examp you could enter “amox” into the field. As shown in the following graphic, afte other fields are listed, including the nam preferences. If you wish to use item categories, then the item category to report on. 183 indow also displays a list of items that were found. To display the graph different item, choose it from the list. You can use the drop-down list to find Items with a particular code, or to use the values you have entered into one of the custom user fields. If this isn’t button to display the full query edi- eport can be used as one of a set of key indicators for performance of a powerful enough, use the complex find tor. Report Menu 184 Click on the refresh button (double blue arrows) to calculate the number of items these basic parameters will find. Only include items whose stock cover is less than. If you want to report only on items whose stock is low, enter the threshold for days of sto this field will cover average Enter “0” (zer remaining. Include items If this box is c This check bo as an item wi going to last Include usage If you manufa in manufactu Order quantit In this field, e The report wi all you need t right now, in Open report i Checking this report directl spreadsheet p Item list. rinted list of items. ow, but please tell us what tion unless you purchase a ch case you can view reports t us for more information. e for the last few months, es stock on hand and stock g or for seeing a list of items a window like this: ck on hand into the second field. For example, entering 90 into only include items in the report whose stock is not sufficient to usage for the next 90 days. o) for this field to report on items with any amount of stock with no usage in the last 12 months hecked, items with no usage over the last year will be included. x will have no effect if the previous “days cover” field is filled in, th no usage will have “infinite” cover- any stock you do have is you forever! for build ingredients cture items, you can choose whether the use of ingredient lines ring is included in the report or not. y for X days stock cover nter the number of days stock cover you want to have available. ll automatically take into account any stock you already have, so o do is enter how many days cover you want, starting from this box. n Excel box opens Excel (or any installed spreadsheet) and displays the y. If you want to save the report, choose File > Save as. in your rogram. This report allows you to view an on-screen or p There is only one report layout listed in the wind you would like, and we’ll consider adding it. Local/Remote Report This option will only show “local data” as an op web services enabled version of mSupply, in whi from remote locations running mSupply. Contac Item usage. This report gives you a breakdown of item usag with summaries for the last 2 years, It also includ on backorder for each item in the report. The report produced is very useful for forecastin that need to be ordered. When you choose the menu item you are shown Item slow movers. You c order list at If you enter you c As sh other prefe If you the it You c the v powe tor. Click items Only If you for da this field will only include items in the report whose stock is not sufficient to cover average usage for the next 90 days. Enter “0” (zero) for this field to report on items with any amount of stock remaining. Include items with no usage in the last 12 months If this box is checked, items with no usage over the last year will be included. This check box will have no effect if the previous “days cover” field is filled in, nite” cover- any stock you do have is se whether the use of ingredient lines rt or not. stalled spreadsheet) and displays the eport, choose File > Save as. in your e item details: ion. leave this field blank. Otherwise enter an choose whether to carry out an item usage report, a suggested ing amount report, or to auto generate a tender from the drop-down the top. This form is used for all 3 functions. For now, leave this as it is. want to report on all items, leave the item name field blank, otherwise an item name or code. For example, to report on amoxycillin stocks, ould enter “amox” into the field. own in the following graphic, after the item name and code choices, fields are listed, including the names given to custom item fields in the rences. wish to use item categories, then select the item category list to choose em category to report on. an use the drop-down list to find Items with a particular code, or to use alues you have entered into one of the custom user fields. If this isn’t rful enough, use the complex find button to display the full query edi- on the refresh button (double blue arrows) to calculate the number of these basic parameters will find. as an item with no usage will have “infi going to last you forever! Include usage for build ingredients If you manufacture items, you can choo in manufacturing is included in the repo Open report in Excel Checking this box opens Excel (or any in report directly. If you want to save the r spreadsheet program. Item slow movers. You will be shown a window to enter th Enter your search criteria in the top sect Item name field • If you want a report for all items, 185 include items whose stock cover is less than. some text to reduce the report to just a few items (e.g. entering “am” will produce a report of just the items whose name starts with “am” ) want only to report on items whose stock is low, enter the threshold ys of stock on hand into the second field. For example, entering 90 into (Amitriptylline, Amoxycillin, etc.… Report Menu 186 Months stock • Enter the number of months stock to report on. Items with more than this number of months stock on hand will be included in the list. The correct figure to enter here depends upon your desired stock turn. In general, if you are turning over your stock 3 or 4 times a year, you would stock o • The rep averag You can check any installed The report pr It allows you desirable. Expiring i This report w lines in stock For example, 31st August 2 set to handle type options a using the Nam Quotation Summary. ely: All quotations and Pre- up together by section. They referred” is set to true or ns in which “Preferred’ is set the basis of supplier.The upplier are listed along with he items arranged in alpha- lier’s name. w your search further by lim- ed criteria - e.g. the supplier’s port will display only quota- t the transport details for a want to know about items which have more than 8 months n hand. ort is calculated using the last 12 months usage as a guide to the e monthly usage. the Open report in Excel box to open the report in Excel, or spreadsheet. oduced is very useful for managing under-performing inventory. quickly to obtain a list of items where a reduction in stock is tems. ill ask you to enter a date, and will then give a report of all item whose expiry date is before the date you have entered. entering 31/8/11 will display all items with expiry dates before 011 (Enter the date in short format in the way your computer is There are two options in Report on section, nam ferred quotations. There are two options in Gro are Supplier and Item All quotations shows the quotations in which “P false. Preferred quotations shows only those quotatio to true. Supplier option displays the quotation report on quotations for the items related to a particular s that supplier. Item option displays the quotation report with t betical order along with the corresponding supp In addition there is a filter allowing you to narro iting the report to suppliers meeting your specifi name code may be entered, and the resulting re tions from that particular supplier. Transport Report This report allows you to print information abou range of invoices. dates (DD/MM/YY or MM/DD/YY or YY/MM/DD). Three report re offered; select as appropriate. You may refine the search by First you are shown a window where you can select a date range and choose r method, by a particular mes. e filter. to report on only invoices supplied by a particula responsible officer, or to a particular name or na Prescriber report Click Note have Pres This r item You w optio Click hown, where you can choose the des- dispensing situations where you want tions and items issued in a day. How- iew of workload for a month or a w like this (but without any user “OK” to run the report. that transport details can only be entered on customer invoices if you checked the “We use box numbers” option in the Preferences criber report eport (v1.93 onwards only) allows you to view the total value, mean value and item count for prescriptions dispensed for each prescriber. ill be shown a window with the normal date range options, and the n to only report on prescibers whose type field is set to a certain type. OK to proceed. As usual, the report options window is s tination and set headers and footers. User transaction totals This report was initially made for use in a quick count of the number of prescrip ever, it is also useful for getting a quick v year in store mode. Choosing this menu item shows a windo names and totals) 187 Report Menu 188 Date range You can eithe right of the d Time range Enter times h the “to” field day. To calculate t evaluate, a pr Click the OK b Debtors. This report w tem of accoun displayed. Not e that the overpayment report. To remove ov payment. and enter the name of the customer with an overpayment. You will be asked if you want to use the overpayment amount for this payment. Choose use, then allocated the overpayment to outstanding invoices. stomers. entry field blank. Click OK who match the criteria utstanding will not have a ilable or insufficient stock is laced by the customer. Infor- t stock, customer code, b/ord you a quick way to check if be supplied to customers. anizations that produce a r enter dates manually or choose from the drop-down list to the ate fields. ere in 24 hour format (e.g. 9:00 in the “from” field and 17:00 in . Leaving these fields on 00:00:00 will calculate for the whole otals, click the Show button. If there are a lot of transactions to ogress bar will be shown. utton to close the window when you are finished. . ill produce a list of all debtors. mSupply uses an open-invoice sys- Customer statements. You will be presented with a window to find cu If you want a report for all customers, leave the and a report will be produced for any customers entered. Note that customers with no amount o statement printed for them. Backorder report This report shows a list of Items that are not ava present to meet the requirements of the order p mation about the item code, item name, curren quantity is displayed. If you are running a backorder system this gives backordered items are now in stock so they can Suggest price list additions. Note: the price list menu items are for those org ting for debtors, so the outstanding amount for each invoice is price list or price indicator. (It is useful to call your publication a "price indica- tor", as it implies the published price is a guide, and not a fixed price). You nd the number of months uld make an item eligible for sing the criteria you enter, but are marked as not being total outstanding on invoices is not reduced for any previous by a customer, but this is listed in a separate column in the erpayment amounts from the system, choose customer | new are asked to specify the number oftransactions a (e.g. 2 transactions in the last 3 months) that wo inclusion in the price list. A search is performed u and a list of items is shown that meet the criteria Update price list. in your price list. You can double-click on items in the list and click their "price list" check box to add them to the price list. Update price list. This item updates the prices of items from the item line on hand that has the most stock. Only Each most Note altere It is a Pric All it you w dialo in pri The e retur • • • If you to do Item Ledger date range edger between the two dates you using the normal search section ms whose ledger balances (total in erence between the opening stock tigate further. eck that the ledger was being accu- nsactions in mSupply. It has been left inpoint unauthorized adjustment of er at the end of the financial year. you are printing a ledger for the end d to type "a" and print, then choose items whose "price list" check box is checked are updated. line of stock is evaluated to determine which stock line you have the of. That line is used as the indicator price for its item. that if an item has no stock, then the price for that item will not be d. good idea to run the "suggest price list additions" report first. e list. ems that are marked as included in the price list are placed in a report. If ish to export to a text file, choose "save to disk" in the report options g that is shown. Note: items that are in stock, but that are marked as not ce list will not be included. xported file has fields separated by tabs and records separated by ns. The field order is: Item pack size price. wish to include different information, you can create a custom report this. This report can be used to see the item l set. The ledger can be further filtered by underneath. Look for ledger problems. This report presents you with a list of ite minus total out) does not equal the diff and the actual stock on hand. Double-click a line in the report to inves The report was originally created as a ch rately updated with all the different tra as a menu option as it is also useful to p stock values. Print item ledger. This report is for printing a full item ledg You will be asked for a starting letter. If of the financial year, it is most likely goo 189 the menu item again and type "b"- this way the report will be divided into sections, allowing easy printing of a particular section again. Report Menu 190 Location report. This report is available in version 1.96 and later. This report lists the location description, type, capacity, used volume and per- centage avail ter options w The report m ria. Choose ei tre drop-dow You have to m field blank m Location type It allows you down list on t For example, ated location Check the “op report in Exce Click the OK b Manage Reports. Choosing this item shows a list of built-in reports: ing. If you know what you k the “Edit report button” to potential to produce a lot of s for a link to download a able. Choosing this menu item shows you the location report fil- idnow as below: ay be restricted to certain locations by using specific search crite- ther “Code” or “Volume“ from left drop-down list is . The cen- n list allows you to choose a comparitor. ake an appropriate entry on the right-hand field. Leaving the eans no filter will be applied. to choose a location type. You can select the one from the drop- he right side. The graphic of location type is shown below. you can specify the location type“COOL” to show only refriger- s. The built-in reports should not usually need edit are doing, you can click on a report and then clic be shown the report editor. Using the report editor is complex, but it has the useful information. Contact Sustainable Solution en in Excel” checkbox if you wish to directly open the saved l (or any installed spreadsheet). separate manual on the subject. u make to a report will affect forethought. undoing the damage they utton to run the report. Note that in a multi-user installation, changes yo all users, so don’t change a report without some Revert report This button allows intrepid souls to save face by Manage Reports. have done to a particular report. The report that was installed with mSupply will be reloaded from the disk, and any changes you have made to the ver- sion stored with the data will be discarded. Revert All button This button returns all reports to their original state when you installed mSupply. Use it with caution. 191 192 File menu. Note that if you are running mSupply in Finalisingdispensary mode, the menus will no New data This comman t you can choo If you click th (saving any ch The new data t enter these m se the import commands (see later in this chapter) to import item d stock. This comman t you can select d If you click th file, mSupply will close the data file currently in use (saving any changes ta file. ta file, use the “About mSup- menu on Macintosh), where from 2 or more single user rupt your data. If you require ent user without quitting If more than one user is sharing your computer, choose this item before you leave the computer so that the next user will have to log in with their user quitting mSupply or re- ps a new user canceling the our login details. t match the file… d will presen se the name e OK button, anges made file will con anually or u s, names an d will presen an existing e OK button descriptions here. you with a standard open/save window where and location of a new data file: mSupply will close the data file currently in use automatically), and then open the new data file. ain no items, names or transactions. You can either made automatically), and then open the new da Note that if you regularly use more than one da ply…”. Command from the help menu (mSupply the data file currently in use is displayed. Warning:: Do not try to open the same data file copies of mSupply at the same time. You will cor multi-user access, buy a multi-user licence! Change user This menu item allows you to change to a differ mSupply. Open data fileFinalising… you with a standard open/save window where ata file to open. after successfully selecting a valid mSupply data name & password before gaining access. Clicking the Quit button gives you the option of entering your user name and password. This sto window and continuing to use mSupply under y Change Password Change Password You can change your password using this command. You must know your old password to do this. You a it cor Note: you f in the Edit For fu Sho A sma your comp work tafile to be made to the specified th can be set from File> Prefer- lly as well as automatically. It is not erforming a backup. user as well as multi-user mode. erforms a backup of the server data. ackup is proceeding. “Backup“ and “Restore“ function- un from the server computer. ion“ for more details on page 246. a backup data file,;uncompress it have no effect. est you consult Sustainable Solutions . re required to enter the new password twice to ensure you have typed rectly. passwords are case sensitive- make sure you don't have Caps Lock on. If orget your password you must ask the user who is either first or second password list to change your password for you. users and groups. rther information see Restricting User Access on page 98. w current user. ll window appears to show the current user (in case you've forgotten name!). Actually, it is important to ensure that you do not start to use a uter where someone else is already logged in to mSupply, or else your (and mistakes!) will be attributed to the person who was logged in. Backup. This function allows a backup of your da locationin your computer.The backup pa ences.You can perform a backup manua necessary to quit the database before p “Backup” function works both in single Under multi-user mode, this command p A progress window will show how the b Note:- In multi-user mode , you can’t run from the client . This should always be r See “mSupply Server backup configurat Restore. Choosing this item allows you to choose and start using it as your main data file. In client/server usage this command will Be very careful about restoring. We sugg before attempting a restore. Finalise customer invoices. 193 All invoices that have status "cn" (i.e. confirmed invoices) may be finalized. If the Preferences, finalized invoices o an accounting program. They can you have the export option turned on in will also be exported to allow import int File menu. 194 also just be "exported" to a printed list. Once an export is done, invoices can no longer be edited. (They have status "fn" for finalized). Each time a group of invoices is exported, they are all assigned a common "batch" number. You can use this batch number to export an invoice again, should your e On choosing displaying all Note that if “ invoices that be included in Follow these • Hold d clicking be high • To reve • If you w (Windo • Once you are satisfied with the records you've selected, click the OK button. (In fact, don't just be satisfied, be extra sure- you can't reverse a finalization. It really is final). • The transactions will be marked as "finalized" (status "fn"), and they t of finalized invoices. es, a text file called sk (& in the folder) you have are given an export batchFi- llows you to recall those are, you can export invoices ces, rather than exporting a t to Moneyworks, and here a debtor invoice is cre- se Moneyworks superb state- design) along with it’s open to take over the handling of t> if you would like more lizing” is turned on in the t not yet given an export invoices exist you will be voice_expt.txt" will be cre- eferences. ode, exports will be sent to s the 4D client application. xport file become lost or damaged. File | Finalize customer invoices. you will be shown a window the customer invoices that have not been finalized. export invoices when finalizing” is turned on in the Preferences, have been finalized but not yet given an export batch will also the list. If any such invoices exist you will be alerted to the fact. steps: own the control key (Windows) or command key (Mac) while on the lines you wish to finalize. The lines you have selected will may no longer be edited. You will be given the opportunity to print the lis If you have specified the option in the Preferenc "cust_invoice_expt.txt" will be created on the di specified in the Preferences. Each time you finalize a group of invoices, they nalisingFinalising. This is a unique number that a invoices Moneyworks exports If you are using “Moneyworks” accounting softw directly to Moneyworks. If you have turned this option on in the Preferen text file to disk, mSupply will attempt to connec directly send the invoice data to Moneyworks, w ated for each invoice in mSupply. You can then u ment production (with full control over the form item handling of debtor and creditor payments payments and receipts. Contact < information. FinalisingNote that if “export invoices when fina Preferences, invoices that have been finalized bu batch will also be included in the list. If any such alerted to the fact. A text file called "supplier_in ated at the location you have specified in the Pr Note: if you are using mSupply in Client/Server m the "export" folder located in the same folder a lighted. rse a choice click on the line again. Finalise supplier invoices. . bove, but for supplier invoices xpt.txt” ant to choose all the transactions displayed, type control "a" ws)/ command "a" (Mac) As for the Finalize customer invoices. section a The export file created is called “supp_invoice_e Finalise inventory adjustments. Finalise inventory adjustments. You need to finalize inventory adjustments so that they can be purged from mSupply at a later date. Also, you will not be able to set the start of year stock at the beginning of the next financial year until all inventory adjust- ments have been finalized. On choosing item | finalize inventory adjustments. you will be shown a win- dow Follow • • • • The t longe Fina You n later not b cial ye See th proce Exp Choo batch Invoice batch numbers are shown on the right hand side of the invoice list. of items with this command. orts items and not the stock. If you heading: “Import items & stock”. first shown an open/save window port. Once you have chosen the file displaying all the inventory adjustments that have not been finalized. these steps: Hold down the control key (Windows) or command key (Macs) while clicking on the lines you wish to finalize. The lines you have selected will be highlighted. To reverse a choice click on the line again. If you want to choose all the transactions displayed, type control "a" (Windows)/ command "a" (Macs) Once you are happy with the records you've selected, click the OK but- ton. (In fact, don't just be happy, be extra sure - you can't reverse a finalization. It really is final). ransactions will be marked as "finalized" (status "fn"), and they will no r be able to be edited. lise builds. eed to finalize builds so that they can be purged from mSupply at a date, or to disallow any further editing of particular builds. Also, you will e able to set the start of year stock at the beginning of the next finan- ar until all builds are finalized. e sections above for the details of how to finalize transactions. The ss is just the same for builds. ort a batch again. sing this item presents you with a window where you can choose a Import items. You can import a tab-delimited text file Please note that this command only imp would like to import both, see the next When you choose the command you are where you can choose the text file to im this window is displayed First line contains column headers 195 number to export again: If you have used the first line of your import file for column headers, check this box. Then mSupply will ignore the first row in the file, and start import from the second row. File menu. 196 Remove quote characters on import Note that if you do not check this box , mSupply will strip out quotation char- acters as MS Excel inserts quotes around fields when it shouldn’t. If you have put the quotes character into a field as an abbreviation for an “inch” it will be removed. (Consider using the metric system! ) FinalisingDup mSupply can item, depend codes section Create new d Even if the co not use this o selected in th Ask each time mSupply will item. Having mSupply wor You can open selection from mSupply) in a what the file load page of Field order fo Column Number Column Letter Field Description 1 A item code 8 alphanumeric characters (must be value) numeric characters umeric characters(ea, ml or ries in the units list will be f you import a unit that does dy exist in the data file. e to include them: numeric characters numeric characters numeric characters numeric characters "false" "false" numeric characters numeric characters- the ddd nits reater than zero (default=1) description for the item. Do licate items in mSupply allow you to import items into a data file that already contains ing on which radio button you have chosen for the duplicate . uplicate and continue de is a duplicate a new item will be created. Note that you can ption unles the preference “Allow duplicate item code” is e mSupply Preferences warn you if it detects an item with the same code as an existing two or more items with the same code will not affect how ks the "edl_tab.txt" file (A sample file containing a representative the WHO Essential drugs list already formatted for import into spreadsheet program such as MS Excel or Appleworks to view should look like. The "edl_tab.txt" file is available on the down- a unique 2 B item name 30 alpha 3 C units 3 alphan mg). Ent created i not alrea 4 D reference pack size integer The following fields are optional: you don’t hav 5 E shelf loca- tion 20 alpha 6 F user field 1 30 alpha 7 G user field 2 30 alpha 8 H user field 3 30 alpha 9 I user field 4 " “true" or 10 J edl “true" or 11 K ATC cate- gory 30 alpha 12 L ddd value 30 alpha and its u 13 M ddd factor number g 14 N item The long the mSupply web site r the text file: descrip- tion not include carriage returns (new lines made with the return or enter our text file. e of the department that the ngs to. If the department exist, mSupply will create it. key) in y 15 O item depart- ment The nam item belo does not Import items & stock The c In thi descr take The t to fill rows (Don’ You c Save Open up mSupply with a new data file and chose the import command. Direct the open/save dialog box to the text file and click “OK” to import the file. You will be asked if you want to remove quotation mark characters. If you have created the file in Microsoft Excel, it adds quotation marks around fields that have a comma in them (even though it shouldn’t). If this is an issue, choose the option to remove the quotation marks. orts item codes and descriptions, tering quantities for all items (usually ts you import item codes, names and o an existing data file; however, this is not recommend it. If mSupply ame code as an existing item, the this command. 16 P account code for stock The account code used for stock purchases . Note that these accounts will be created if they don’t exist. 17 Q account code for 18 19 Column Number Column Letter Field Description hances are that you already have a set of codes that you use internally. s case open up Excel or a similar spreadsheet program, fill in the item iption in the order shown above. For a quick solution, you only need to account of the first four column, the rest can be ignored. hird column representing “Units”, can be left blank, however, it is better this in. The fourth column “reference pack size” can be set to “1” for all unless you know what pack size you want to use as the “standard” t worry about this. The reference pack is used for comparing quotations. an receive and issue any pack size you like). Import items & stock The Import items… menu item only imp which still leaves you with the task of en by entering an inventory adjustment). The Import items and stock command le the initial stock of that item. You can now import items and stock int a somewhat risky procedure, and we do detects an item in the import with the s stock will be added to the existing item. You have been warned! Make a backup before proceeding with More than one batch of an item cost of goods sold R income account code S category The item category is actually stored in a separate table. As each item category is imported, a new record is created in the “item_category” table if one does not already exist. We strongly recommend you use the WHO EDL categories for this field 197 It is possible to enter in various batches of an item separately. For example, if “ace250t” on separate rows. mSup- nd code and then enter in the stock a spreadsheet file as shown above as a tab-delimited text file. your import file contains two batches of ply will first fill in the item description a File menu. 198 for the first batch the item. For the next line of data, mSupply carries out a search for the code, and adds another batch as the same item already exists, and then updates the total quantity. It is not necessary to group the same batches together, but making sure that various batches of the same item have the same identical code is important, otherwise ext taken from th have the sam item name of subsequent li Note on pack The “pack siz the way you w stock of 3000 of Amoxycillin enter a pack s boxes, use a p size and quan the items (usi supply needs. Field order for import file ses, firstly you need to enter oft Excel). The first row ft blank as the import func- columns as in the example Column Field Note 1 Item code Upto 20 characters 2 Item name Upto 50 characters cters f packs (not the total quan- if the pack size is “1” then e same as the total quan- ne pack ice of one pack (Set to the cost price if you do not sell ue) acters t (dd/mm/yy or dd/mm/yy the format set in your perating system) characters (Be careful not arriage return characters in h, or the import file will not ra items will be created. The actual full name of the product is e first batch the program encounters; subsequent batches that e code as an item that already exists in the data file will use the the exisiting item. (You can even leave the item name blank for nes if you want to). sizes e” and “quantity” field should be entered taking into account ill issue stock (For example, say you are importing Amoxycillin capsules that are in boxes of 100. If you are going to issue stock individually (28 to this patient, 21 to another patient), then ize of “1” and a quantity of “3000”. If you will only issue whole ack size of “100” and a quantity of “30”. If you enter a pack tity that does not fit, you will still have the option of repacking ng the “repack” function from the “item” menu) to meet your In order to create a text file for importing purpo your stock details into a spreadsheet (e.g. Micros should be taken up by column descriptions or le tion will ignore this row. You can omit the batch number and expiry date 3 Units Up to 3 chara 4 Pack size Integer 5 Quantity The number o tity. Although this will be th tity). 6 Cost price The price of o 7 Sell price The selling pr same as the stock you iss 8 Batch Up to 20 char 9 Expiry In short forma depending on computer’s o 10 Description Up to 32000 to have any c the text thoug be valid) 11 Shelf Loca- tion Text below. gned: any lines without an Note: make sure every line has an item code assi Import customers and suppliers item code with be skipped when importing. Once you have completed the spreadsheet list, save the file as a tab-delimited text file. Open up mSupply with a newly created data file and choose File > Import items & stock. A window will appear allowing the import file to be located. Choose the text file that you have created and click “OK”. If the file has been successfully imported, an “All done” message will appear. Imp The Im tome The r • Column C describes whether the name being imported is a customer or supplier: of columns, and mSupply will only provided. (rows end with a carriage return and character). Note that MS Excel tends and quotes), but mSupply will grace- laining! will show a window where you can the first line (you will want to if you n headings), and whether or not you ote characters (which you’ll want to text file. rt abbreviations.” and “Import pre- rd mSupply import window. For fur- ck on page 197. e column B (the full name) blank. name columns, and mSupply will or you. Below is an example of er name that demonstrate how to fill Value Meaning C Customer or Patient S Supplier (blank) Both a customer and a supplier ort customers and suppliers port customers and suppliers… menu item allows you to import cus- rs and suppliers into an mSupply data file. equired field order is • You can provide a lesser number import the information you have • Save the file as tab-delimited text columns are separated with a tab to add extra characters (line feeds fully remove these without comp • Note that choosing this menu item choose whether or not to ignore have used the first row for colum wish to strip out line feeds and qu do if you’ve used Excel to save the When you choose the menu item “Impo scribers.” you will be shown the standa ther information see Import items & sto Importing patients If you are importing patient names, leav Make entries in the Last name and First automatically generate the name field f importing patients, customer and suppli in the field with respect to import type. Column Field A Code B Name C Type D Address1 E Address2 F Country G Email H Phone I Category. The customer or supplier category will be created if it doesn’t already exist. If the name is a customer and a supplier, a customer category will be created. J Customer group. If the group name does not exist, it will be created by mSupply on the fly. K Last name (make sure this field is blank if you are importing a supplier or if you are importing a cus- tomer who is not a person [that is, an organisation]) L First name (applies only to people) M Date of birth 199 N Gender (enter “F” or “True” for females. All other val- ues taken as male) File menu. 200 If you have a the import fil then a progre import proces Export. This comman from mSuppl he New search check box, y your search criteria, or else u can save an export format ilable for re-use later. Saved xport options window. ill appear. For Supplier, colu [Names] , K, L, M should be comple To import Patients, column B [Names] needs to be left blank but Last name & First name must be completed lot of patients there will be a short delay once you have chosen e while mSupply counts how many records there are to import, ss window will be shown to inform you what proportion of the s has completed. d will display the export window, allowing you to export records y to a file. You can search for a set of records by checking t which displays the Query editor for you to specif use the currently selected records. If you use the same export format repeatedly, yo in the "export_projects" folder and it will be ava projects will appear in the popup menu in the e When you click OK the export options window w mns B & N ted. If ‘Type’ column is left blank, this represents both customer & supplier. For Customer, columns B [Names] , K, L, M & N should be completed. d by double-clicking records s shown in the lower pane. e button (arrowed) to save Here you can choose which fields will be exporte from the list. A preview of the first few records i If you want to save the export for re-use, click th Preferences the settings to disk. Locate the "export_projects" folder in the same folder as the mSupply application, and save it in that folder. It will then be available from the popup menu next time you do an export. Export items. This option allows you to export all of the stock items in your data file to a text file, in a format recognisable by mSupply so that you can later import them to another data file. When you select this option you will see this dialog box: Click ing sy the te Expor This o your Pref For fu Exit This c There The The c the sa Undo: The previous contents can be retieved if the document has not been saved. Cut: Deletes the currently selected text and places it on the clipboard Copy: Copies the currently selected text and places it on the clipboard Paste: Replaces the selected text (if there is any) with the contents of the clip- board. If there is no selected text, the clipboard contents are inserted at the insertion point (the blinking cursor) ld. ut, it is because you are not cur- continue to carry on. The standard file dialog window for your operat- stem will appear, allowing you to select a file name and location to save xt file. t names. ption exports all the names (suppliers, patients and customers etc) in data file in exactly the same way as for Export items. above. erences rther information see Preferences. on page 141. /Quit ommand will exit mSupply. is no need to save your work. mSupply does this automatically. Edit Menu Clear: Clears the text in the particular fie If the copy/cut/paste items are dimmed o rently in a text entry field. 201 ommands in the Edit Menu can be used when you are entering text, just me as in a word processor. File menu. 202 203 Supplier Menu Sho You c Note For fu of the t New Recor be en See th proce New Supplier. To add a supplier, choose this item. ntered against it and you are export- m, a new "creditor" must be made in code, or you will get an error when ode when you get the error in your port!) ier contains basic information. Fields : rency used by this supplier. This value "default currency" option of the The amount (as a percentage) that will be added to the cost price to calculate For example, if you enter "10", items dollars will have their value w invoic an view or that finaliz rther infor Show cus Suppli d the recei tered using e Section e ss. es. edit supplier invoices using this command. ed invoices can no longer be edited. mation see Show invoices. on page 216. for a full description omers menu item, which works in exactly the same way. er invoice. pt of goods here. Each invoice provided by a supplier should this command. ntering supplier invoices for a detailed description of the Note- if this supplier will have invoices e ing invoice data to an accounting progra your accounting software with the same you import! (You can usually make the c accounting software when you try to im The window for viewing/editing a suppl that especially relate to suppliers include Currency If you are using currencies, enter the cur will be filled in with the value set in the preferences. Margin the sell price when you enter an invoice. from this supplier that are bought for 30 Supplier Menu 204 increased by 10% (i.e. 3 dollars) and will be sold for 33 dollars. Freight factor The amount to multiply supplier quotations by to account for freight charges. (If their quotations are "CIF" you should set this to zero). Show sup This item allo played. In the field, ty there is only o played from w it. Note that if a uncheck the " plier. New Supp Entering a sup except that yo Note that the invoice value. prices, you wi supplier credi You can also a line's cost pric then click on wish to chang access" group can perform this action.) Import invoice. This command allows you to import an invoice generated by one of your sup- ted with an open/save win- be imported. ices: the "export invoice" com- ust have your supplier codes to import a code that it does re still free to edit it. You opy when it arrives. u attempt to import an prevents accidental double- u must perform the follow- ve from the supplier. This is ails window, or from the . supplier code field of the r details for the quotation if pliers. ws. you guessed it- to view suppliers. A window like this is dis- pe as much of the supplier name or code as you want to. If ne item, the details will be displayed, otherwise a list will be dis- hich you can choose the name you want by doubling clicking supplier has invoices entered against it, you will not be able to supplier" check box, and you will not be able to delete the sup- lier credit. plier credit is exactly the same as entering a customer invoice, u enter a supplier code rather than a customer code. transaction uses the cost price of the goods to calculate the If you have set the mSupply preferences to allow editing sell pliers who also uses mSupply. You will be presen dow where you should locate the invoice file to Note the following points about importing invo • The invoice must have been generated by mand in another copy of mSupply. • The item codes in your copy of mSupply m entered (see below). If mSupply attempts not know, the import process will stop. • Once an invoice has been imported, you a should check the invoice against a paper c • After import the file is edited so that if yo invoice again you will not be able to. This importing of the same invoice. Entering Supplier Codes - If you are importing invoices from a supplier, yo ing steps: • enter a quotation for each item you recei done from the quotes tab of the item det quotes tab of the supplier details window • enter the supplier code for the item in the quotation. There is no need to enter othe you do not want to. Show tenders. ll also be able to edit the price at which you return goods on a Tender management is a new feature to mSupply. Versions 184 and 186 ement: this version (v190) tender, or have mSupply cre- r stock usage data. nagement activation requires t. djust the cost price of an item line manually. To change an item e, choose Items | View or edit item. Locate the item concerned, the "stock" tab to display the item lines. Click the item line you e, then click the "edit line" button. (Only users in the "high included beta implementations of tender manag includes the ability to manually create and edit a ate a tender for you automatically based on you Note that for multi-user installations, Tender ma Show tenders. payment of a fee. Please contact Sustainable Solutions for more information. To start, select ‘Show tenders’ from the supplier menu (see below), or select ‘Show tenders’ from the navigator’s Suppliers page. Choo any) a To ed To au gene To create a new tender, click the New button. A window like this is shown: out the tender. set to today’s date by default. iers. By default, this is also set to the tender by. By default, this is set ut can be changed. ggested, confirmed and finalized). ing built. , no new tender items should be ed, suppliers can be added (see from the suppliers can be entered sing this menu item shows a window with a list of current tenders (if nd some options. Here you can fill in basic information ab Creation date The date the tender was created. This is Issue date The date the tender is/was sent to suppl today’s date, but can be changed. Response by date The date that suppliers must respond to to one month from the creation date, b Status Tenders can have a status of sg/cn/fn (su A suggested tender is one that is still be Once a tender is set to confirmed status added. After a tender has been confirm below) to contact for quotes. Responses 205 it an existing Tender, double-click the tender line in the list. into the tender, compared, and a decision made as to which quote is pre- purchasing once it has been finalised. to-generate a tender, click the Auto generate button. We’ll get to auto- ration later. ferred for each tender item. A tender can only be used as a basis for Supplier Menu 206 If you set a tender’s status to “fn” you will be given a warning when you click the OK button. Finalized tenders cannot be edited in any way. Future versions of mSupply will have expanded user permissions, so you can determine which users have authority to edit tenders based on the tender status. Our ref This field shou related corres blank. Comment The comment documents. Tender lines T This tab displa the items curr ‘Unfilled’ from select which i removing an finalised, acce Details of use Conditions Ta Clicking this t the tender as line (as with a wrap). See be ded here as we receive client r to suppliers, and entering tton on the Tender lines tab. ld be used to enter a short reference code to appear in tender- pondence. It is strongly recommended that this not be left field is for your internal use. It is not printed on any tender ab ys be default when you open a tender for editing. It displays ently included in the tender, and by selecting ‘All’, ‘Filled’ or the drop-down list above and to the right of the list, you can tems are displayed. There are buttons for adding an item, item, printing a report on the tender, and, once the tender is pting the preferred quotes and creating purchase orders. are blow. b ab shows a field where you can add condtions which apply to a whole and are NOT specific to certain items. To start a new ny text box), press Shift+Enter (although any long lnes will low for an example: Note that a more complex set of fields will be ad feedback. Suppliers tab This tab is used to manage sending of the tende responses. Its use is discussed below. Adding items to a tender To add an item to a tender, click the New line bu You will be shown a window like this: Show tenders. Type as much of the item name or code as you know, then press the Tab key. If only one item matches your entry, it will be filled in. If multiple items match, you will be shown the standard item choice list to choose the item you want. The panel on the right displays the description of the item, assuming that the Full description details have been completed in the Item details under the General tab. Fill in the number of packs you wish to purchase, and the pack size. The total quantity of individual units will be calculated. Choo Entrie on th In the tende will b The s respo Note: entry differ Delet Click line b warn Editin From ‘Edit same delet n the items been to whom the tender is to be (or has se the units you wish to use. s in the comment field are for your internal use, and won’t be printed e tender documents you give to suppliers. tender conditions field, enter any conditions which are specific to this r item, but NOT applicable to the tender as a whole. These conditions e printed on the tender letter with the item details. econd tab ‘Compare supplier responses’, is for use after suppliers have nded to the tender. This will be covered later. it is possible to add the same item more than once to a tender. Each will be treated separately. This allows for the same item to be added in ing pack sizes. ing tender items the line you wish to delete so that it is highlighted, then click the Delete utton. If a supplier has already quoted on a tender item, you will be ed before deletion. g tender items the Tender lines tab, double-click the tender line you wish to edit. The tender item’ window will open, allowing you to edit the details in the was as entering a new tender item, above. Note: you cannot edit or e lines on finalized tenders. graphic below, we see what the tenders window looks like after four have been added. Note that the item ‘Paracetamol 100mg Tab’ has added twice - once in a pack size of 12 and again in a pack size of 24: Suppliers Tab Clicking this tab shows a list of suppliers been) sent: 207 To add suppliers to the list, click the Add Suppliers button. A list of all suppliers is shown: Supplier Menu 208 You can add m key on Mac) a selected a sup To create a ne Once supplier plier will open Deleting a su Highlight the Delete supplie NOT delete th from a finaliz items. Print Selected Clicking this b including all t Note that the purposes, and of each client Email Selecte Clicking this b suppliers. A P attached to a Special > Send you have entered email address for the chosen suppliers. Note that the Win2PDF PDF driver must be installed for this command to work. Please contact us if you wish to purchase this driver. Whichever method you choose, you will be given the option for the ‘Date sent’ field to ne automatically filled with today’s date. esponse to a tender oc quotations from suppliers. this existing functionality, ticular tender. lick the supplier name from form will appear: ill usually be filled already he reference that the sup- in future correspondence), lier has responded. If you pplier, this drop-down list will own default currency will ultiple suppliers by holding down the control key (command nd clicking on suppliers you wish to add. Once you have plier or suppliers, click the Use button to add them to the list. w supplier, click the New button. s are added, they will appear in the list. Double clicking a sup- a window for adding and editing quotes - see below. pplier supplier you wish to remove from the tender, then click the r button. This will remove the supplier from the tender - it will e supplier from mSupply. Note: you cannot remove a supplier ed tender, or if the supplier has quoted on one or more tender button utton prints a tender document for the highlighted suppliers, he items you specified. tender document printed, while usable, is purely for illustrative we will customize the printed layout to meet the requirements . Receiving Quotations from suppliers in r mSupply has always allowed you to receive ad h The tender management system integrates with allowing you to receive quotations against a par To receive a quotation from a supplier, double-c the suppliers tab of the tender. The ‘Edit quote’ Here, you can edit the date sent (note that this w by this stage), the date the supplier responded, t plier is using for their own records (to be quoted and, importantly, the currency in which the supp have previously set a default currency for this su already be set to that currency. Otherwise, your appear. d button Adding quote lines ote for, click the New line(s) der. utton produces email documents for each of the highlighted DF document (the same as the printed document) is produced, n email and stored in the email queue. To send emails, use the queued emails. command. This option will only be effective if To add items that the supplier has provided a qu button. You are shown a list of items for this ten Show tenders. Hold Use b Contr To ad butto the it need based enter appe In the quote appe e line to highlight it, then click the -click quote lines to be shown this r to the form for ad-hoc quotes - the down the control key and click the items you wish to add, then click the utton to add the items as quotations from the supplier. You can use the ol-A shortcut to select all items as well. d the same item twice to a quote from supplier, click the Add lines(s) n and choose the item a second time. You will be shown a warning that em already exists, and be asked if you want to add it again. You might to do this if the supplier has supplied two prices for the same item on differences in packaging or other specifications. Note that if you ed an item twice in a single tender to account for such differences, it will ar twice here and you won’t need to carry out two selections. graphic below, the four lines in the tender have been added to the for this supplier. As the lines have not been edited yet, the price ars as 0 and the tender pack size has been used. Deleting a quote from a supplier If you wish to delete a quote, click on th Delete line button. Entering prices for each quote line Once you have added the items, double window: You will note that this form is very simila 209 main differences being that the currency cannot be changed, and the related ice and other details the supplier has fields are filled in automatically). tender is shown at the top. Enter the pr returned to you. (The item and supplier Supplier Menu 210 Note that the price you enter is the price for one pack. To cycle through all the items, click OK & Next. To edit this quote only, click OK. Comparing quotations from different suppliers Once you hav tion, or once suggest that a (sg) to confirm To compare p tab, double-c of all received (Net Cost and tus, you will n To view detai editing quote changes to th plier for an up In the examp of 56 rupees p per pack of 20 prices in local 24 and Coyot Coyote, as the There are two important checkboxes for each quote. Preferred checkbox The quote with this item checked is the one chosen to win the tender. iteria you have specified, you this checkbox is checked, you ” quotes for an item, includ- by choosing the menu item ing the Quotes tab. change rate, pack size etc to The supplier with the lowest inner. You need to evaluate de. r name will appear on the below). all the items in the tender (or t have to be completed - you onditions, for example), see something like the eferred supplier for three out iding the remaining item: e received all quotations for an item and entered the informa- the due date has arrived, you are ready to compare prices. We t this point you change the status of the tender from suggested ed (cn). rices, open the window for the tender, and on the Tender lines lick the item. If you have changed the tender status to CN, a list quotes for that item will be shown, with comparitive prices Adj. Cost) in your home currency. (If the tender is still at SG sta- eed to select the ‘Compare Supplier Responses’ tab: led information about a quote, double-click it. The window for lines from a supplier is shown. You can make on-the-fly e quote line in this way (if, for example, you phone your sup- dated quote). le above, we see that Roadrunner has responded with a quote er pack of 24, and Coyote has reponded with quote of 35 cents Disqualified checkbox If the supplied quote fails to meet compulsory cr may choose to check this checkbox. Obviously, if will not be able to mark this quote as “preferred Note that if you want historical data of all stored ing those from previous tenders, this is available Items > Show items, locating the item, then view Adjusted cost This column takes into account differences in ex show a comparitive price in your local currency. price displayed in this column will be the price w other features too, but this is usually a good gui After you have chosen a preferred supplier, thei main tenders form on the tender line page (see Accepting tenders When you have chosen a preferred supplier for as many as you wish to purc hase - tenders do no may want to wait for more favourable market c return to the main tenders window. You should below, where Coyote has been chosen as the pr of four items. Roadrunner will therefore be prov . The Net cost and Adj. cost columns show the comparative currency. Even though the tender specification was for packs of e has quoted based on a pack of 20, the user here has chosen Adj. Cost is so much less. Show tenders. At th ing a Printi At an print matio Accep Quot ing th butto with suppl item( order Purch In ge chase feren - Som Test T field - Similar information will appear in the log. - The purchase order lines cannot be updated from other quotes in the usual way, as they are tied to a specific tender. Acceptance letters The main difference is that when you print a purchase order which is part of a tender, you will be offered the choice of printing an acceptance letter to go with it. The same also applies to emailing purchase orders. The acceptance d only as a sample. As with tender c and intended only as an illustration customise the layout for clients. te a tender, but you may wish instead suggested tender for you based upon the ‘Auto generate’ button from the : may recognise it from the Item usage ses much of the same functionality: is point, the tender’s status should be set to Finalised (FN), thus prevent- ny further editing. ng an internal report y time during the tender process, click to Print internal report button to a report showing the current progress of the tender. A variety of infor- n is shown on this A4 landscape report. ting the quotes es for tender items can be accepted singly or en masse by simply select- e lines on the form you wish to accept and clicking the Accept selected n. mSupply will generate purchase orders for the selected tender items the preferred suppliers. mSupply will generate one purchase order per ier. If you have previously generated purchase orders for the same s), you will be warned. For further information see Editing a purchase on page 124. ase orders from tenders neral, the resulting purchase orders are no different to a normal pur- order generated by mSupply. However, the orders will have some dif- ces: letter provided, while usable, is intende invitation letters, the format is very basi of the tender module. We are happy to Tender auto-generation The above details how to manually crea to have mSupply automatically create a your projected demand. To do this, click ‘Show tenders’ window, as shown below The following window will appear. You report and suggested order report - it u 211 ething like ‘Generated automatically on 15/3/06 at 16:31:27 from tender ender, our ref: ACME001.’ will appear in the purchase order comment to let you know this is part of a tender. Supplier Menu 212 You can tailor ton (double-b essed. Further days stock cov above, all item used in the la needed). Processing all items recorde to spare. If yo how much wo everything, it As you can se rather large, s ria rather tha search to all it You can choo click ‘Yes’, you eral default values have been that you’re going to want to y of the tender items, and each item’s comment. Third, ck size and default unit for re set when editing items - fault unit, it leaves units he comments. The same goes ise, mSupply assumes a ill therefore be most useful if ess is, from this point on, . w to mSupply, and therefore your search by item in the usual way. Clicking the refresh but- lue arrows) shows an estimate of how many items will be proc- refinements can be added. Be sure to enter the number of er you want to order for in the last text box - in the example s are to be processed, including those which have not been st 12 months, and 500 days of stock is to be ordered (if it’s this data may take a few minutes if you have a lot of stock d in your system, so mSupply will ask you if you’ve got the time u do, click ‘Yes’. A progress indicator will appear to show you rk is left to be done. When mSupply has finished processing will let you know: e from the example above, auto-generated tenders may be There are several things to notice here. First, sev entered for the description, dates and ref fields change. Second, there are no units chosen for an the message ‘Check units!’ has been entered into the pack size for most of these items is 1. This is because mSupply looks for the default pa each itemas it creates the tender (these values a see the section on Items). If it does not find a de blank, but enters a ‘Check units!’ warning into t for pack size - although if you don’t tell it otherw default pack size of 1. Tender auto-generation w these default values are set for items. Reviewing and continuing with the tender proc done in exactly the same way as normal tenders Future changes The tender management module is relatively ne o you may wish to process ten tenders with more specific crite- may not have features which clients feel are necessary, and may possess fea- tures which clients do not need. We value feedback from our clients, particu- tion of mSupply is largely ble Solutions with any com- ment module - or indeed any n one huge one at once. In our example, if we restrain our ems beginning with ‘A’, we get 48 tender items instead. se to immediately look at your tender, or return to it later. If you ’ll get something like the below example: larly regarding new functionality, and the evolu driven in this way. So, please do contact Sustaina ments or requests regarding the tender manage aspect of mSupply. Show purchase Orders. Show purchase Orders. Choosing this menu item shows the Find window for purchase orders. For fur- ther information see Editing a purchase order on page 124. New Purchase Order. This i Supp For fu New Choo can a order Sho For fu New For fu tion o Sho You w can v New This c ent module in the preferences (tab ated, each supplier invoice will record ount left to pay to the supplier). Any of the system will have their out- ill not show for payment. r in the list. Use the file | finalize sup- invoices once all the details are cor- han the total outstanding (as if you'd sh receipt, where you can accept an Once you have chosen the supplier, a ully paid will be shown. to pay. Alternatively, if you want to each invoice and then the amount to tem allows creation of a new order from a supplier. When you Choose lier > New purchase order, a new purchase order window is displayed. rther information see Creating a new purchase order on page 121. Blank Purchase Order. sing this menu item creates a purchase order with no lines to which you dd order lines. For further information see Creating a new purchase on page 121. w Goods Received rther information see Viewing existing Goods Receipts on page 137. Goods Received rther information see Receiving goods using the Goods Receipt func- n page 136. w cash payments. ill be presented with the standard transaction find window, where you iew a list of recent payments, or find a particular payment number. Note that: • You must have activated the paym invoices 1) Once the system is activ the amount outstanding (The am invoices entered before activation standing amount set to zero, so w • Only finalized invoices will appea plier invoices command to finalize rect. • You can not pay a supplier more t want to!). This is different to a ca overpayment from a customer. Entry steps • Enter the supplier name or code. list of invoices that you have not f • Enter the total amount you wish pay all invoices, shift-double-click 213 cash payment. ommand presents you with the new cash payment window. pay will be shown in the "allocated" amount at the bottom of the win- dow. Supplier Menu 214 • To fully pay an invoice hold down shift and double-click it's line. (If the invoice is already marked as fully paid, the payment amount will be reset to zero) • To partially pay an invoice, double-click it's line and enter the amount you wi • Once y print th Merge tw If you acciden organization, Use extreme c name you de undone by re In the window delete. When correct, click t Show cat Selecting this ppliers. To add a new cate- egory name, double-click- this window: e. A list of suppliers to whom neath. If there are no tegory. sh to pay. ou are happy with the details, click the OK button. If you want to e information, make sure the print checkbox is checked. o names. tally enter two names into mSupply that identify the same you can use this command to combine them. aution: This operation will move all historical records from the lete to the name you are keeping. The operation can only be verting to a backup copy of your data file. displayed enter the name to keep, and then the name to you have checked then checked again that the information is he OK button. You will be given one last chance, and then. Here you can add and edit categories for your su gory, click ‘New category’. To edit an existing cat double-click it in the list. Either action brings up In category name, add or edit the category nam this category has been assigned in shown under assigned suppliers, click ‘Delete’ to delete the ca egories Show manufacturers cturers in the same way as n see Show invoices. on equivalent command for option brings up this window: Select this option to show, view and edit manufa you would edit suppliers. For further informatio page 216. which gives a fuller description of the showing customers. New manufacturer New manufacturer Select this option to add a new manufacturer in the same way as you would add a new supplier. See the Names- entering, adding and using section for a fuller description of this command. 215 Customer Menu 216 Customer Menu This menu contains commands related to managing customers and transac- tions to or fro Show invo This comman The Find Tran You will be pr i ore of the customer name. the window: d transactions window as dis- 1 25 123 in the lower box Invoice number 123 will be dis- y editor will be dis- here you can enter a ailed query. m custome ices. d is for view sactions w esented w If you ente rs. ing or editing any customer invoice indow th a window where you can enter a number. The list invoices window lookslike this: Note that you can resize the window to show m The following buttons are along the bottom of Find This button is very useful. It will bring up the fin cussed above: played. Click the complex find button The quer played, w more det r: Transaction(s) Displayed You will be taken directly to the most recent invoice entered A list of the 25 most recent invoices New Invoice. Click on the drop down list to determine which field to query Choose the comparison from the next drop down list (equals, starts with, etc) Note: field This w If you again ond q Print Prints list) Order Displa the le Sum Displa invoic block ing o New This i You w See th Sho For vi You will be presented with a window where you can enter as much of the customer name as you know. es the entry you have typed, you are ers. Double-click the customer you d Suppliers chapter for full details. nd a Supplier chapter for full details. same as entering a Supplier invoice, rather than the supplier name argin. This is because mSupply uses the amount to credit the customer, so harged them as the cost price for each to sell the item again for the same the cost and selling price must be the values in mSupply. Even when you mers, or returned goods to suppliers, Use the drop down lists to select which field to query the comparison popup menu will change depending on the type of you have chosen in the first list. indow is very useful for quickly finding a group of invoices. want to query on multiple criteria, do your first query, then click find , but this time make sure the selection radio button is selected. The sec- uery will now search only the results of the first query. the list of invoices displayed. (Does not print the actual invoice- just a by ys the "order by" window, where you can drag fields from the list on ft to the right-hand pane to sort the list by the fields you have chosen. ys the total value of the highlighted invoices. Highlight more than one e by control-clicking (Mac: command-clicking) invoices. Highlight a of invoices by clicking on the first invoice of the series, then shift-click- n the last invoice in the series. Invoice. s the standard way to issue stock to a customer. ill be presented with the invoice entry screen e Issue Goods (Customer invoice) chapter for a fuller description. If more than one customer name match presented with a list of matching custom wish to view or edit. See the Adding or Editing Customers an New customer. Allows entry of a new customer. See the Adding or Editing a Customer a New credit. Entering a customer credit is exactly the except that: • You will enter the customer name • Items will be entered with zero m the cost price entered to calculate you must enter the amount you c line. We then presume you want price you sold it originally, hence same Note: there is no need to enter negative are entering returned goods from custo 217 w customers. enter positive values. mSupply automatically converts the invoice total to a negative amount. ewing or editing any customer. Customer Menu 218 Cash Receipts. For viewing or editing any customer payment. The procedure is outlined above in the "Show invoices." section of the manual. New cash See the chapt of the payme Export inv This comman special forma Supplier | Imp sending invoi invoice…com When you use The default ch export folder invoice numb Before you ca is the supplier ing the invoic Once the invo to an email. If tomer with th Note: you wil entered for th Export HT This comman customer and When you use The default ch The file will b customer_code is the code you have assigned to the customer, and number is the invoice number. The exported file will be saved to the destination you specify in the mSupply preferences. Once the invoice is exported, you will be asked if you want to attach the file will create an email to the not have an email address me as a regular invoice, at the bottom of the invoice. or signing for the receipt of of a special invoice from the ou will be asked for the first rs (or suppliers) together for strictions scheme, allowing rs. n scheme under the “man- nu” chapter above. receipt. er above Receiving payment from customers for an explanation nt receiving system. oice. d exports any customer invoice to a file. The file created is in a t that can be imported into another copy of mSupply using the ort invoice. menu command. Do not use this command for ces to customers for them to view or print- use the export HTML mand for that purpose. this command you will be asked to enter an invoice number. oice is the last invoice created. The invoice will exported to the you have set in the preferences, and will be labeled with the er. n export, you must set your "own code" in the preferences. This code that your customers will use to identify you when import- e. ice is exported, you will be asked if you want to attach the file you click attach then mSupply will create an email to the cus- e invoice attached to it. l not be asked if the customer does not have an email address em. to an email. If you answer attach then mSupply customer with the invoice attached to it. Note: you will not be asked if the customer does entered for them. Print special invoice Prints a special invoice. A special invoice is the sa except that you can set different text to appear One common use is to print invoices with areas f narcotic goods. You can set the text that appears at the bottom "printing" tab of the preferences window. Print invoice series. Allows printing of a range of invoice numbers. Y and last numbers to print. Show groups. Customer groups can be used to group custome reporting purposes, and also to set up an item re some items to be issued only to certain custome See the explanation of how to set up a restrictio age permissions…” heading under the “item me ML invoice. The groups window allows you to set up group names: d exports any customer invoice to a file that can be emailed to a easily read or printed by them using a web browser. this command you will be asked to enter an invoice number. oice is the last invoice created. e named "customer_code_invoice_number.html", where Invoice from supplier invoice • • • Invoice from supplier invoice This command allows you to take a supplier invoice and directly make a cus- tomer invoice. It is useful for goods that are delivered directly from a supplier to a client, but are charged through your organisation. You will be asked to enter the supplier invoice number and the customer ve this information ready. suggested status is created. e been issued already, you will be ill be added to the customer invoice. 4.for a description of this commandd. e supplier and customer menus for ow: Click the new group button to add a new group. Double-click an entry to edit its name: • You can enter or edit the group name in the top field. • The list displays all names which are members of this group. • Click the delete button to delete a group. You can only delete groups that have no names as members. You can remove group members from the groups tab of the name viewing window (Choose Customer | Show Customers… Click OK to leave the window. code for the invoice to be created, so ha When finished, a customer invoice with If any lines from the supplier invoice hav alerted and only the available balance w Merge two names. See “Merge two names.” on page 121 The same command is placed in both th ease of use. Show Categories Selecting this option brings up this wind 219 r your customers. To add a new cate- sting category name, double-click it in Here you can add and edit categories fo gory, click ‘New category’. To edit an exi Customer Menu 220 the list. Either action brings up this window: In category na whom this ca assigned custo Show ship Choosing this To enter a ne To edit an exi enter or edit me, add or edit the category name. A list of customers to tegory has been assigned in shown underneath. If there are no mers, your can click Delete to delete the category. ping methods menu item shows a window with a list of shipping methods. w method, click the New button. sting method, double-click the item in the list. A window to the name is shown. 221 The Special menu Sho If for show Prin Choo e d for printing labels. For label print- ing rather than using the Windows . rvers, allowing multiple mSupply cli- printer. L printing? er driver, be aware you will need you are using, and will need to set ontact us for details. millimetres. EPL printing options the drop-down list, you are shown erial and TCP connections: w Navig any reason it again. ting pre sing this m ator the mSupply Navigator is not visible, choose this option to ferences nu item shows the printing preferences window. Here you can choose the printing metho ing we strongly advise you use EPL print printer driver as it is much more reliable We now support Zebra Network print se ent machines to connect to a single labe Windows printing options Did we mention we advise you to use EP If you insist on using the Windows print administrative privileges on the machine up a custom paper size for the printer. C You set the label left and right margin in If you choose “Direct EPL printing” from this window. You can choose between s The Special menu 222 • Serial requires a standard serial port on your computer. Set the “port number” field to “1” if your serial port is COM1. Set it to “2” if it’s COM2. • TCP requires you have a Zebra print server installed. Enter the i.p. addres For both met millimetres. Default syste This drop-dow (Windows on choosing Star the printer yo Check for Choosing this current mSup If an update i download the Show con Note: Not app To display a li window belo typed into the desktop when the system. of currently entered curren- s of the printer in form. hods, you set the width and height of the labels you are using in m printer n list provides a quick way of changing the system printer ly). It is simply a shortcut to the same functionality available by t > Control panels > printers and faxes and then right-clicking u want to set as default, and choosing “set as default” - phew! updates. item will connect to the mSupply web site and compare your ply version with the version you are now using. s available, you will be shown a window where you can click to latest version. nected users Currencies. Choosing Currencies opens a window with a list cies. licable when running mSupply in single user mode st of users currently logged on to mSupply, select this option.The w is displayed, and by selecting one or more users, a message Message box will immediately appear on the selected user(s) you click on the Send button. Such messages are not stored on Reminders. Buttons in the currency list window : New To add a new currency. OK When you are finished editing currencies. Editi Doub enter rate r the cu You c that u Butt Delet Click quota Cance Click OK Click Rem The R eminder.” button at the bottom of list. der to delete, then click the “delete” lumn headers. Click a second time to according to the status and whether as created by you. eminders, choose from the status ng a currency entry: le click a currency to edit it. Note that your "home" currency should be ed with a value of "1", and all other currencies should be entered with a elative to your home currency. A window with the currency code and rrent rate will appear. an edit the rate. Note that doing so will automatically update quotes se that currency. ons in the currency editing window : e to delete the currency. If the button is dimmed, the currency is in use by tions, so you can not delete it. l to exit the window without saving changes. this button when you are finished editing currencies. To add a new reminder, click the “new r the list. To edit a reminder, double-click it in the To delete a reminder, click on the remin button. You can sort the list by clicking on the co sort in the opposite direction. Filtering the list You can change the reminders displayed the reminder is for you to complete or w To show only complete or in-complete r drop-down list. The Reminder details window 223 inders. eminders command shows reminders that are not yet completed. The Special menu 224 Date The due date of the task Reminder for User By default you create reminders for yourself, but you can also create them for other users. If work plans in Note The text of th Completed Check this bo show in the li Repeats auto Once this box repeat daily, w Show bud Activating th To use this fea erences must Budget Overv You can defin length you ch Once budget budget perio accounts, and sales broken d At the end of further entrie To use the budget feature, these are the steps to be taken: iththe window as shown; he list, with the oldest entry : for entering details for the you’re the micro-managing type, you could put everyone else’s for each day or week! e reminder message x if the reminder is completed (but note that it won’t usually st once is is checked) matically is checked, you will be shown options for the reminder to eekly or monthly. gets. e budget module ture, the Activate budget module on the Invoices 1 tab in Pref- be checked. iew e budget periods here. The periods you define can be any oose - months, quarters, years or whatever. periods are set up, you can allocate each transaction to a Entering budget details Choosing Special > Show budgets presents you w note that the latest entry appears at the top of t at the bottom. Buttons in the budget period list window New Clicking on the New button displays the window new budget period. d. The items on that transaction will have been assigned you can then view budget reports based on expenditure or own by the accounts you have assigned to items. a budget period, that budget period may be locked so that no s may be made. Show stores In the FY 20 00, an date previ date In Ac playe by cli umn Editin Shou the a dow; delet may b cated list, th Budget Report Double clicking on the appropriate line on the Budget period list brings up the Edit Budget period window, then by clicking on the Show actuals icon, a more detailed window appears: f actual performance against budget, h of the budget for each account has get period list are saved when you here stock is held. When a user logs Description field, enter the name of the budget period - for example 08. The first time you use this feature, the Start date field is set to 00/00/ d you should enter the End date. On subsequent occasions, the Start field will show the date one day later than the End date entered on the ous occasion; note that the Start date is non enterable. Enter the end in the End date field. count Description column, a list of account names and code(s) will be dis- d. To set budget figures, select the Account to which the budget applies cking on the line. Once selected, click on the figure in the Budget col- of that line, and enter the budget figure. g & Deleting budgets ld you wish to edit a figure allocated to an account, double clicking on ppropriate line on the Budget period list brings up the Budget edit win- follow the procedure described in the previous paragraph, and edit or e the amount, setting it to the revised figure or zero. The entire budget e deleted from the Budget period list, but only when the amounts allo- to all accounts are zero. To delete a budget, select it on Budget period en click on Delete button. This window presents you with details o and lets you know at any time how muc been spent, and how much remains. OK Any changes that you made on the Bud click on OK. Show stores What is a “Store”? In mSupply a “store” is a physical area w 225 into mSupply, they can choose a particular store (hereafter “the current store”), and mSupply will then operate as if the stock in that store is the only ent store will be available for dispens- at store, and issues from and receipts stock available. Only stock from the curr ing, and reports will relate to stock in th The Special menu 226 to that store. Most users of mSupply will only have a single store, and so will have no need of this functionality. The following examples illustrate situations where you might want to run more than one store. • A hosp tient p • A hosp rately t called “ the “tr pensar • A phar houses course each si Note: In the a ate mode - se menu , on first use the above e default description ‘Gen- ne store require to create the e to show the window below, store being created:.Ex Hospita Hospita Wareho ital pharmacy where you have two dispensing locations: an inpa- harmacy and an outpatient pharmacy. ital pharmacy where the pharmacy store stock is treated sepa- o the dispensary stock. You would set up mSupply with a store Pharmacy store” and a store called “Dispensary”. You would use ansfer stock” function to move stock from pharmacy store to dis- y. maceutical warehouse where you have 2 or more actual ware- . These may be adjacent or several hundred kilometres apart. (Of you need network connectivity between sites to run mSupply at te). bove examples, when you log on, you would select the appropri- e table: When ‘Show Stores’ is selected from the Special window appears, with the single store having th eral’. Users having responsibility for more than o additional store(s), and should click on New stor which allows entry of required details of the newamples Stores Log on mode l Pharmacy In-patient Dispensary Dispensary Out-patient Dispensary Dispensary l Pharmacy Pharmacy store Store Dispensary Dispensary use Adjacent Store Store Remote store Store After having created a new store(s), the Stores list window will display all stores, and you may double click an entry to edit that store’s details. store from this window; its the created stores, and to possible only when that store sactions recorded. Note: You are not able to log on to a particular purposes are these:- to create a store, to display edit or delete a store , deletion of a store being contains zero stock and there have been no tran Misc labels Misc labels Choosing this item shows a list of previously saved label formats. Doub ton to Label This fi show sen. Heading, Body, Footers These fields will print on the label in roughly the position that they are on the screen. Note that if you enter a very long left and right footer they may over- lap in the middle of the label. Print a single test label to check first. The labels are designed to print to plain 90mm x 40mm (w x h) labels from a Zebra label printer. Please contact us if you require support of other printers and other label formats. r of labels specified in the quantity print preview button is checked, you he label. Note that if you enter a tion, you will be shown a preview of ithout saving any changes you have ntly displayed format and return you ave made and close the window. ved- it is reset to 1 each time you ons quickly and accurately when dis- le-click an item in the list to edit/print that format, or click the New but- add a new format. The format details window looks like this: name eld will not print on the label- it is for you to identify the label. It is Print button Clicking this button will print the numbe to print field to your label printer. If the will be shown an on-screen preview of t large quantity and check the preview op each label! Cancel button Clicking Cancel will close the window w made Delete button Clicking this button will delete the curre to the list of available formats. OK button Clicking OK will save any changes you h (Note that the quantity to print is not sa open the window). Abbreviations. Abbreviations allow you to enter directi pensing medicines. 227 n in the list of available formats when the Misc labels menu item is cho- The Special menu 228 Double-click a As usual, you Click the “New Click the repo report can be Type an abbre When you are to add comm Do not use ac word will resu Warnings This menu ite One this list is formed, you can apply one or more warnings to each item, and choose which warning will be automatically printed on labels. ils. s as specified by the pharma- rescibers” but we all know to a patient allows you to et up your list of prescribers. n abbreviation to edit it. can sort the list by clicking on the column headers ” button to add a new abbreviation. rt button to construct a simple report. on all abbrviations. This previewed or printed. viation and the text that it will expand to. issuing an item you can mix abbreviations and your own text on directions quickly. tual words as your abbreviation, or else attempting to type the Double-click a warning in the list to edit its deta Click the “New” button to add a new warning. We suggest you use the standard set of warning ceutical authorities in your country. Prescribers. We were going to title this section “Managing P that’s not possible ;-) When you are in dispensary mode, issuing items add a prescriber. This menu item allows you to s lt in the expanded text appearing on your lablel! . m allows you to view and edit the standard list of warnings. Merge prescribers To ad Add a scribe Othe name Initia The t Activ If you “inac Inacti ers. We suggest you might want to add a “Miscellanous Prescribers” item to the list, and use this if you have a lot of prescribers whose prescriptions you only dispense infrequently. Category This field can be used to group prescribers together, and can then be used to filter prescribers when producing a transaction report. rescribers, where the same prescriber are shown a window like this: ing the start of their surname or their escriber is the one who will be kept. check the details are correct, and st time, and then the operation will d prescriber will now show the name transactions together. Each type of d a new prescriber, click the “New” button. code for the presciber. You can use the code quickly to look upthe pre- r when dispensing. r fields are fairly self-explanatory. Note that the code, first name and last can all be used for looking up prescribers when dispensing. ls ext you put in the “Initials” field will print on dispensary labels. e status Merge prescribers This menu item is used too merge two p has accidentally been entered twice. You Enter the two prescriber names by enter code, and then pressing Tab. The top pr The lower prescriber will be deleted. Once you have entered the two names, then click OK. You will be warned one la be completed. All transactions that recorded the delete of the prescriber that was kept. Transaction categories Categories allow you a way of grouping 229 have a prescriber that is no longer used, you can change their status to tive” and the prescriber will not show in the choice list when dispensing. transaction can have its own list of categories. For example customer invoices rgent”. Inventory adjustements aged” and “stock take” ve prescribers will still show when you choose Special > Show Prescib- might have a category “normal” and “u might have categories “expired”, “dam The Special menu 230 Click on “New The categorie credit, repack tions. Once you hav you enter a n (In versions of and there we Contacts. This comman ustomer or supplier), and it is pliers…" or "show custom- n edit details for that contact r wish to produce a set of e using the report editor ” button to create a new category. s can be added to customer, customer credit, supplier, supplier , build, inventory adjustment while creating or editing transac- e assigned categories they will show as a drop-down list when ew invoice or transaction. mSupply prior to v1.8 categories were set in the preferences, re only categories for supplier and customer invoices). Contacts are usually associated with a name (a c easier to edit such contacts using the "show sup ers…" command. If a contact is not associated with a name, you ca using this command. Buttons in the contact list window: Query Use to find the contacts you wish to report on o address labels for. Report presents the Quick report editor window. See th chapter for more instructions. . Order by g with two choices: ecords in the window. d displays a window where you can edit contacts. sort the contacts Print clicking this button will present you with a dialo • If you click list a list will be printed of the r New e-mail. • If you choose labels, you will be shown the label editor, allowing you to print a set of address labels for the current list of contacts. Note that you can save a particular label layout and then use the "load" com- mand in the label editor to restore your layout. New To edit a contact, double-click on the line you want to edit. You will be shown the contact details: New Choo se and then send an email from Supply allow you to: ey can print (using the "export HTML her the "Email" or “Email pdf” menu ers that they can automatically ly. another email application. If you use e email can be linked to the name, tab of the name details window. in the to field. If you have email e-mail. sing this command results in you being shown a window like this: The email window allows you to compo directly within mSupply. The inbuilt email sending functions of m • Send invoices to customers that th invoice" command) • Send orders to suppliers (using eit item when editing an order) • Send electronic invoices to custom import into their copies of mSupp • Send an email as you would using mSupply, the advantage is that th and easily viewed from the Email To compose an email • Enter the recipient email address 231 addresses entered for names in mSupply, type the start of the name, and click the find button to automatically insert the address. To enter the addresses with commas. more than one address, separate • Enter a subject in the subject field The Special menu 232 • If you want to enter addresses in the "CC" or "BCC" fields, or want to attach a document to the email, then click the small "plus" icon on the left to show those fields. (See below for how to attach documents). To enter more than one address in the "CC" or "BCC" fields, separate the addresses with commas. • Type th • Click th • To send or choo Notes: • Make s ences. • If you a when y Attachments • mSupply • To atta sented • There i (Well, a • To dele delete, Show e-m You will be re default will d mailbox from the list ing: . Once a message has been same message again, use the ail. t next time e-mail is sent e sent. headers to sort messages by e text of your message. e OK button to queue your message. your message, click the send button in the message list window, se Send queued mail. from the special menu. ure you have set a return address and a mail server in the prefer- re using a dial-up connection, you must close the connection ou have finished sending. allows you to attach documents to an email. ch a document, simply click the "attach" button. You will be pre- with the standard window to find a file. s no limit to the number of attachments you can add to a email. ctually it's a few thousand. Let us know if this isn't enough.) te an attachment, click the attachment in the list you want to then click the delete button. ails. quested to enter the number of days of mail to display. The isplay all mail for the last week. Viewing a messages To view a message from the list, double-click it. To view a different mailbox, choose the name of Status The status of a message will be one of the follow • S - the message has been successfully sent sent you can no longer edit it. To send the duplicate button to make a copy of the e-m • Q - the message is queued, and will be sen • H - the message is on hold, and will not b You can click on the "status" and "date" column those columns. To view a message, double-click it, and it will open in the message composi- show a list of mailboxes: tion window. Managing mailboxes Click the edit button beside the drop-down list to Send queued e-mails. Buttons in the message list window: Delete To delete a message, click on it to highlight it (control-click (Mac: command- click) to select mulitple messages). You will be given a warning allowing you to change your mind! Dupli A cop the m New A new open Find The fi displa Print The d Sen Any q conne nectio the " Note an er your Set This c start a ledg The id financial year. Then, at the end of the year, the item ledger will print the starting value, all transactions for the year, and your ending stock quantities. Using this command does not change any stock-on-hand values or archive any transactions. You are not required to use this command, but if you do not, you will not be able to archive transactions, and you will get very long item ledger printouts! , web messages give you a way of giv- ple, you might want to let them rug recall or that you will be closed the customer’s web browser after messages cate y of the message you have highlighted will be made, and will open in essage composition window to allow you to edit it. message will be created, and the message composition window will , allowing you to edit it. nd window will open, allowing you to find messages. The results will be yed in the list. isplayed list of messages will be printed. d queued e-mails. ueued e-mailed messages will be sent. If you have a dedicated network ction, the messages will be sent straight away. If you have a dial-up con- n and you are not already connected to the internet, you will be shown connect to." window to initiate a connection. that if it takes a long time to establish a connection, mSupply may give ror. If you are experiencing problems, first establish the connection to ISP, then choose Special | send queued e-mail. start of year stock. Show Web messages If you are using the mSupply web server ing information to your clients. For exam know about a change in packaging, a d next Tuesday for stock taking. The messages you add will be shown in they have successfully logged in. Choosing this menu item shows a list of 233 ommand sets the start of year quantity for each item, and records the date. The starting stock date and stock quantity are used when printing er. ea is that you reset your starting stock on the first day of each new The Special menu 234 Double-click a Delete button Click on a me Click the New message will ecked will be displayed. sorted by priority before they will display at the top of the ee the headline message e full message text. e headline and body. , write it like this: rong> message to edit it. ssage in the list, then click this button to delete it. button to add a new message. The window to add or edit a be shown Only messages with the “active” radio button ch Priority Choose a priorty from one to five. Messages are are displayed, so messages with a priority of “1” list. When a customer successfully logs on, they will s only, with a “more.” link, which will display th Note that you can put HTML tags in the messag For example, to make a message appear in bold • <strong>Urgent request for assistance</st To make a message blink: ng</blink> wsletters with columns and • <blink>Blinking messages are very annoyi You can also use this facility to make complex ne links to other web pages etc. View log View log When you choose view log you will be asked how many days history to view (the default is 7 days) This menu item can only be used by users in the "high access" group. It displays a list of significant events, along with the date, the time and the user. Butto • • • • For fu which Note full it User’s report Choosing this menu item displays a report of the list of names of the users, their access group, active status, number of logins, last login date and last login time. og is displayed allowing archiving of tem lines (Stock). oving information from the main thing in order to keep mSupply run- order to keep the data file to a more d advantage on older hardware. he system, the speed of the system ng procedures that require searching files will take longer. records in each table (16 million e a data file approaches 2Gb in size it olutions for more information if your ion, the best thing to do is to do a rchive. You can then use the File > copy at any time. ns in the window: OK- exit the window Order by- sort the log Search- find particular records in the log. Export- allows you to export the log for use in another application rther information see Log on page 149. for a complete description of Purge. When you choose this menu item a dial certain tables- Transactions, Log, Items, I We use the term “purge” to refer to rem database. There is no need to purge any ning, however you may wish to do so in manageable size, or to gain a small spee As you enter more and more data into t will become slower, especially when doi through lots of records, and backing up The current limit in mSupply is 16 million names, 16 million transactions, etc). Onc will need splitting. Contact Sustainable S data file is becoming very large. If you want a record of the old informat backup of mSupply before you do the a Restore command to access this backup 235 events are recorded in the log. that double-clicking a log entry will bring up a small window with the em details. You can not edit this information. The Special menu 236 Purging trans that transacti You cannot p • whose • has a c • status i You cannot a You cannot a tions related Show sto This window When you ch window. eate new store where you dow like the one below. actions will also archive the transaction lines associated with on. urge any transaction: confirmation date is after the date the stock was last set. onfirmation date within the last three months. s not "fn" (finalized). rchive Items that have transactions or stock related to them. rchive item lines whose stock is not zero or that have transac- to them, unless the transaction is finalized. *** Buttons on the Store list . window New Store : Using this button, you are able to cr need to fill the “Store code” and “Name”. Clicking on “New store“ button displays the wn *** res. displays the list of available stores in the mSupply. oose “Show stores.“ you will be presented with the following About mSupply. 237 The Help Menu Abo Choo mSup You c the in tell yo Autho The A fore n client autho Why e no help option? We h because we think that this PDF help file is a thing of beauty and you ought to use it! ut mSup sing this ite ply version an click the ternet if yo u whether risation uthorisatio ot someth ’s problems risation co is ther aven’t inclu ply. m shows a window with information about the current , and about the location and size of your data file. little arrow icon to retrieve the current version number from u want to. (This will not download a new version- it will only or not your version is up-to-date). n button is provided largely for developer’s use, and is there- ing you will need to worry about. It is there to help us solve . It is not recommended that you click it and start trying out des! ded a help file in mSupply to keep download sizes small, and The Help Menu 238 239 Miscellaneous Topics End of Month tasks We are presuming that you will finalize and export your invoice data once a mont proce Tasks • • • • e Hints • o • o End It is u to de s year. Howe a an au • • o d pter. • ry adjustment transactions to correct errors. See the Inventory adjust- s • Finalize all outstanding invoices. Use the Finalize Customer invoices. and Finalize Supplier invoices. commands to do this. (Note that any customer invoices with a status of "sg" ("suggested") must be confirmed before they can be exported.) • Finalize inventory adjustments. Use the Finalize inventory adjustments command tands at year-end. It is a good idea to keep erm storage. rint item ledger" from the "report" menu. pply to print this ledger at a later date. he "special" menu. This simply records the records the total opening stock quantity tion for the coming year. ransactions for the next year. it is a good idea occasionally to check ems can develop due, for example, to ide our control. essional IT staff , the first option should always be to f your data. aged data file, please contact Sus- t called 4D Tools. (4D Tools and a // for errors, or repair your file. Please eve your data file has a problem, f your data first. If 4D Tools is unable to repair your data, Sustainable Solutions is able to use specialist tools to examine your data, and even export your data and re- t had to do this for a customer yet, resort. h. If you ch dure. to perform Check your edited. Finalize and Finalize and Record the requires th : Each month invoices in invoices). Keep a file finalize inv of Year sual to run lete record If you want ver, there dit of your Perform a s Print out st stock accor menu" cha Use invento ment- add menu" cha oose a different frequency, you should still follow the same : invoices are correct. Once you have finalized an invoice, it can not be export supplier invoices. See the file menu chapter. export customer invoices. See the file menu chapter. stock on hand value (this is only necessary if your accounting system information). See the special menu chapter. , take your finalized invoices and file them. We suggest you file rder of their invoice number (a separate file for supplier and customer with the summary printout from each month produced when you ices. Tasks according to a financial year. mSupply does not require you or perform special operations for the end of the financial to, you can just carry on using mSupply as usual. re certain procedures that will improve operation, and make operation easier. tock take. ck take sheets to record differences easily between actual stock and ing to mSupply. See the stock take sheets section of the "Report to do this. • Make a backup copy of mSupply as it s this backup in a secure place for long t • Print a ledger for each item. Choose "p You can use your backup copy of mSu • Choose "set start of year stock" from t date and next transaction number, and for each item to allow a ledger calcula • You are now ready to begin entering t Maintenance and Repair If you are using your data file regularly, that no problems have developed. Probl faulty hardware and other reasons outs For technically competent users or prof In the case of a serious hardware failure revert to the last known good backup o If for some reason you must repair a dam tainable Solutions for advice. To check your data, download a produc manual is included on the CD) from ftp: 4D Tools can simply check your data file contact Sustainable Solutions if you beli before repairing it. Always use 4D Tools on a backup copy o tock and the Inventory adjustment- reduce stock sections of the "Item pter. import into a new data file. We have no but the option is available as a near-last Miscellaneous Topics 240 How do I move a window whose title bar has been hidden? On Windows: • Method location • Method new loc On Mac OS • Press Co Printing n When printin The first box i depend on w dow. The "print" w before printin • P • S • P • N • Zo nified). Note that onc check box wil Security of your data If you maintain the mSupply password system carefully, your data is fairly secure. original copy of mSupply, he "user 1" password is it is overwritten the first time opies of your mSupply soft- le are encrypted with strong of someone finding your relating to a single store in Supply continues to be used. ts of organisations/institu- ally you will log into a partic- tock and transactions relating n Supervisor mode. For fur- ode, users may now access ectively or cumulatively. Orders that will be based on ations for different lines ill display an additional on having four stores - Gen- land Medical. e selected in the normal way one store, hold down Ctrl desired store(s). 1: Press Ctrl and both mouse buttons, and drag the window to the new . 2: Press Alt-Ctrl-right mouse button, while dragging the window to the ation. ntrol-Command-mouse button, and drag the window to the new location otes g you are usually presented with two dialog boxes (Windows). s the "page setup" window. What this window looks like will hich printer you have chosen. The second box is the "print" win- indow has a check box that allows you to preview each page g. Buttons in the print preview window: rint - Prints the current page top - Stops the print preview. Useful to view a report without printing it. revious page (left arrow icon)- Move to the previous page of the print job ext page - Move to the next page of the print job om - Magnify the view, or see the whole page (if the view is already mag- Note, however, that if a person has access to the they will easily be able to open the data file, as t clearly shown in the password entry screen until you click "OK". It is your responsibility to keep c ware and data in a safe place. As of version 1.4, passwords stored in the data fi (512 bit) RSA encryption, so there is little danger password. Supervisor mode mSupply was initially designed to maintain data each data file, and for many users, this is how m Version 2 (and later) now meets the requiremen tions operating with more than one store. Norm ular store when starting mSupply, and only see s to that store. However, Level 1 users may login i ther information see Store on page 15. In this m data relating to more than one store - either sel In Supervisor mode you can also create Purchase data for all stores, and can specify delivery destin within the order. In this mode, all of the reports relating to stock w panel, as shown in the example of an organisati eral, Northern Medical, Southern Medical and Is The store(s) to be included in the report should b by clicking with the mouse; to select more than (Windows) or CMND (Mac) while clicking on the e you have set the print preview to "on", the "print preview" l remain checked until you uncheck it or you quit mSupply. Supervisor mode 241 Technical Notes 242 Technical Notes mSupply If you are usin a CD with 2 in install the ser mSupply_clien computers as at any one tim e To run the ins p and double-c Installing m e Run the insta What is insta We strongly r ries, which ar mSupply Serv a mSupply Clien (The volume may have a name other that “C” depending on how your sys- ing files and folders: ports and plug-ins in the e “Start mSupply Server” mSupply Server > mSupply u should choose the “I would Client/S g the clien stallers. On ver softwar t_installer. you wish. Y e by the s tallers, sim lick the inst Supply s ller lled where: ecommend e as follows er: c:\Progr t: c:\Progra erver installation t/server version of mSupply you will be supplied with e installer, mSupply_server_installer.exe is used to e on a single server computer. The installer exe is used to install the client software on as many ou will be limited in how many clients can connect rver licence you have purchased. ly insert the mSupply CD, open Windows Explorer aller file on the CD that you wish to run. rver tem is configured) mSupply server installer also installs the follow A folder called “Plugins” containing mSupply re same folder as 4D server.exe Starting the Server for the first time The first time you start the server, double-click th icon on the desktop You can also start the server by choosing Start > Server you do not change the default installation directo- : m files\mSupply\mSupply Server m files\mSupply\mSupply Client You will be shown a welcome window where yo like to activate 4th Dimension” radio button. Then click “Next” mSupply Client/Server installation In the check Then Choo generate a file. the “Next” button. next window you should read the agreement.Click on the “I agree” box, and then on the “Next” button” the activation mode window is shown. se “Offline activation” then click “Next” You will then be shown the window to Do not enter information here- just click 243 Technical Notes 244 You will then Just click the “ Then you will received. Click the “Cho Solutions. Once you hav ollowing message: ith the “Open a database” be shown a window instructing you to send the generated file. Next” button. be shown a window where you are asked to integrate the file Then click the “Next” button. You should then be shown a window with the f You will then be shown the following window w tab selected. open/save window where ogram Files\mSupply\mSup- ose File” button and choose the file sent to you by Sustainable e chosen the file, it will show in the box in the window: Click the “Browse” button. You will be shown an you choose the program file. It is located in C:\Pr mSupply Client/Server installation ply server\Progam\mSupply.4Dc Click You w Click show Supply data” inside your “My Docu- le anywhere you like, but make sure ry or there will be problems. n you will be shown a message stat- with new preferences. software to configure the prefer- pply registration number. You will rface: the “Open” button. ill be shown a window where you can choose or create a new data file. the “New” button to create a new data file. Another window will be n where you can choose the location and name of your new data file. We suggest you create a folder called “m ments” folder. You can create the data fi you have read/write access to the directo Once you have clicked the “save” butto ing that your data file has been updated You will have to connect with the client ences for mSupply and to enter the mSu then be shown the 4D server admin inte 245 Technical Notes 246 Congratulatio If you get a W If you are run alert: Make sure yo properly. About the backup scheduler window The new version based on 4D 2004 server has an integrated backup scheduler. Please request detailed documentation from Sustainable Solutions regarding its use. ally when the machine is he server to run as a service. ce lose box on the top right (or n be shown a disconnect win- r will quit. y choosing Start > (Settings) . nd to > Desktop (as shortcut). ure. shown this window. ns! indows Security alert ning WIndows XP with SP2 or later installed you may get this Setting the server to run as a service The server should now be set to start automatic turned on. This can be accomplished by setting t Choose File > Register Current Database as Servi Quit the Sertver admin window by clicking the c choose File > Quit from the menus). You will the dow: Type “0” into the box, and click “OK”. The serve Now open the services administrative interface b > Control Panel > Administrative Tools > Services Right-click on the “Services” icon and choose Se This will provide quick access this area in the fut Double-click on “Services” in the list. You will be u click the “Unblock” button or the server will not function mSupply Client/Server installation Doub the li You w type” On th system account” ith desktop” is checked. the little “play” button (right facing ice highlighted. tomatically when the machine is the machine. the “start mSupply server” shortcut, rvice, and should not be used. tart the server in future: ortcut you made on the desktop, highlight rt” button (looks like a “Play” button on a e not connected, then choose File > Quit on gister mSupply. ce allowed 2 concurrent connections. le-click on 4DServer:mSupply - fortunately it is usually the first item in st! ill be shown the 4D service properties window. Change the “startup in the drop-down list to “automatic”. • Make sure “Log on as” is set to “local • Make sure “Allow service to interact w Click “OK” to close the window. You can now start the service by clicking triangle) on the toolbar with the 4D serv From now on the 4D server will start au turned on. There is no need to log-on to On the desktop, we suggest you delete as this will not start the 4D server as a se Should you need to manually stop and s • To start, double-click the “Services” sh the 4D server service, and click the “sta VCR ) • To stop the server, make sure clients ar the server. Next steps: install mSupply client then re Entering Extra 4D serial numbers When you registered 4D server the licen 247 e “Log On” tab, the settings should be shown below: If you have purchased extra connections, you should enter the serial number(s) now. ow is shown: Choose Help > Update licence. This wind Technical Notes 248 Click the “Ad Creating a ne From this poin dures to oper for a second o ply is using or The mSupply store the path the previous d intervention o To intervene, You will be sh To create a new data file, click the “New” button. To select an existing data file, navigate to the file’s location then click the “Open” button. Setting server memory settings ange are the memory set- : d list. Provided you have ximum cache” setting to half b, set it to 384000 Kb). This he data stored in the data cantly speeding up non- e settings will have more d” button to enter additional licences. w data file or choosing a different data file t there should be no need to revisit any of the about proce- ate mSupply. However, if you are testing, or starting a data file rganisation, you may wish either to change the data file mSup- to create a new file. program (the files named “mSupply.4DC” and “mSupply.RSR”) to the last data file used, and the next time mSupply is started, ata file that was open is opened again unless there is user r the “old” data file has been moved to a new location. hold down the “alt” key as the 4D server starts up. own the standard open/save window: The most important settings you may want to ch tings and the cache flush interval. Choose Edit > Preferences. This window is shown Click on the “Application” section in the left-han more than 256Mb of RAM installed, set the “Ma the physical RAM installed (eg. if you have 768M cache memory is automatically integrated with t file, but provides much faster access times, signifi indexed queries and other procedures. The cach effect in subsequent years once the system has a larger number of records to ance differences will be neg- ines how often the data on e cache. We recommend you on the 4D 2004 engine we manipulate. In the first few months the perform ligible. The “Flush Data Buffers every .” setting determ the hard disk is synchronized with the data in th set this to “2” minutes. (From the version based mSupply Client/Server installation intend to use the ability to run a log file that records all unsaved changes and allows automatic integration of the unsaved changes should there ever be a crash - e.g. in the event of a hardware failure or a sudden power outage) Installing mSupply Client To run the installer, insert the mSupply CD, open Windows Explorer and dou- ble-click the mSupply_client_installer.exe file on the CD. Once the installation is completed, double-click the “start mSupply Client” shortcut on your destop. The f The w serve “Rece some from Clicki dow. Click Firew To ma serve Alarm discov ble se Regis The p manual. For further information see The Register button on page 141. You will either have to phone or email the information to Sustainable Solu- tions to obtain a registration code. Note that the code is keyed to your organisation name and the MAC address of the server. Changing either of these will require a new code, which we shall willingly provide. mSupply preferences ically to go through the mSupply ttings. data file that is registered and is set r data in it. following files and folders: ndows folder on the startup volume, s that need to be present for 4D to s of) network(s). client. Each time 4D client connects ded or modified on the server are to overwrite existing files, so rein- tentially corrupted files to their origi- your data files, unless you have been ample data” and put it in the “exam- f a power failure to a UPS. The UPS should be fited ork cable) that allows control soft- d shut down the server. down to start at least two minutes e file should contain the single line ice name is the name displayed in the ollowing window will appear: indow lists available mSupply servers on your network. Click on the r you wish to connect to. Once you have connected successfully, the nt” tab will be shown first, and you can choose the server there. If for reason network settings have been changed, and you cannot connect the “Recent” tab, remember to look at the “TCP/IP” tab as well. ng the “OK” button will take you to the mSupply password entry win- For new data files, the password is “user1” for the first user in the list. on the first user, then enter the password and click “OK” alls and the like ke it easy for you to connect, mSupply publishes details about available rs on a specific port. It is quite possible that products such as “Zone ” and “Norton Personal Firewall” will block access to this port and stop ery of the servers. Contact your system administrator if the list of availa- Once registered, you may want sytemat preferences and choose appropriate set Saving your data file At this point you should have a “clean” up ready to use, but does not have othe mSupply client installer also installs the A folder called “\4D\Network” in the Wi which contains network component file communicate over a TCP (and othe type Note that no reports are installed on 4D to the Server, reports that have been ad automatically copied to the client. Note that the installers have been set up stalling the software will restore any po nal state. The installer will not overwrite wise enough to name your data file “ex ple data” folder. Graceful shutdown in the event o Your mSupply server should be attached with a control cable (serial, USB or netw ware to detect a low power situation an In the UPS control software set the shut before the power will fail. Set it to run a batch file at that point. Th “net stop Service name” where the serv 249 rvers is blank. tering mSupply properties when you double-click the service name in the services window. In the example below the service name is “4DS mSupply.4DC” (not to be con- rocedure is described earlier in “Preferences” chapter of the mSupply fused with the display name) Technical Notes 250 You may wish to test your typing skills by opening a command prompt: Export fil Export produ between reco Supplier invoi The field orde Positive amou Negative amo Customer inv The field orde tal, tax, total. Positive amounts reflect a customer invoice for stock supplied by you. Negative amounts reflect a credit to a customer. mSupply Server backup configuration using mSupply in Single-user menu File > Preferences. vailable, and it is not neces- ckup. the application Preferences. utomatically at regular inter- p, the required parameters ick on “Backup” in the left- ackup preferences section. ed up . it is recommended e formats ces a tab-delimited text file (tabs between fields, returns rds). ce export file name is "supp_invoice_expt" r is: This information applies to 4D Server. If you are mode, the backup preferences are set using the Full database backup and restore functions are a sary to exit the database before performing a ba The files to be included in the backup are set in It is recommended that backups be performed a vals without user intervention. Before performing a scheduled automatic backu should be set. Choose Edit > Preferences, then cl hand pane. There are four sub-headings in the B Configuration options Check the boxes adjacent to the files to be back that only the Data File box is checked. supplier code transaction number bill number comment date sub-total tax total nts reflect a supplier bill for stock supplied to you. unts reflect a credit to the supplier. oice export file name is "cust_invoice_expt" r is: customer code, transaction number, comment, date, subto- mSupply file extensions and types The Backup File Destination Folder should be on a different volume from the one containing your database, and not on a different partition of the same drive. It is possible to use a log file to provide complete roll-back functionality in the event of a system problem. Please consult Sustainable Solutions before turn- ing this option on. Scheduler Options The S above if Sat select mend Backu The B numb event of no changes having been made since the previous backup (you can leave this unchecked). We reccomend you keep 30 backups. The other available options are self explanatory, and the ones appropriate to the user’s requirements should be selected. for mSupply- if you should need to olutions for help. types to help your understanding. ve files. cheduler option allows the frequency of the backups to be set - in the example, backups are made daily except Saturdays at 20:00 . Note that urdays had been included, the “Every day(s)” option would have been ed, and the figure “1” entered in the box. Sustainable Solutions recom- s daily backups. Restore options Do not set the automatic restore option do a restore please contact Sustainable S mSupply file extensions and This information is just for reference and On both Macintosh and Windows OS - fi • A structure file (.4DC suffix) 251 p options • A structure resource file (.rsr suffix) ackup options window (shown below) allows the user to specify the er of backup files to be kept, and whether to create a backup in the • An executable file (.exe suffix) • A data file (.4DD suffix) Technical Notes 252 • A data resource file (.4DR suffix) File arrangementLocation It is easiest to ble place on y If you make c fused! There are sev same folder a created when here so those age! • A repor folder a • A custo • A custo • A custo Note that on database eng hard disk, and have one bac Getting th Important! If on the deskto try to open th each time if y double-click t data file from To choose the Alt key (Wind will then be g If you are not choose about (Mac) keep all relevant files in the same folder, in a reasonably accessi- our hard drive. (For example, directly on your "C" drive.) opies, don't leave them in the same folder, or you'll just get con- eral folders to store reports and queries that need to be in the s your structure file. Note that these folders are automatically you unzip the program files the first time. They are mentioned of you with an inquisitive streak won't unknowingly do dam- ts folder. This stores reports that are used by the program. Leave this lone- store your own reports in the custom reports folder. m reports folder. Store the reports you create here. m queries folder. Store the queries (searches) you create here. m labels folder. Store any label templates you create here. Windows or Macintosh the run time application (that is, the ine- "4Drun.exe" file on windows) can reside anywhere on your does not need to be regularly backed up (although you should kup copy somewhere!) e right data file when you open mSupply you open mSupply by double-clicking the "start mSupply" icon p (Mac users- by double-clicking the structure file), mSupply will e same data file that was last opened. It will open the same file ou repeat the same procedure. If you make a copy, and then he copy of the structure file, mSupply may still open using the the original if it can find it. data file manually do this: hold down the option key (Mac) or ows) as you click the OK button in the password window. You iven an open/save box to choose the correct data file. sure which structure and data file you are currently using, mSupply. from the help menu (Windows) or the apple menu 253 Transaction Codes Transaction type codes mSupply uses a series of two letter codes to denote the different types of trans Tran Trans us mSup et of two letter codes to keep track of the status of each trans Code Meaning nw new invoice een created, but the "stock for each item has not yet f another order for the same ed, mSupply will not take ested orders. Suggested eleted. rder value" for each item has onfirmed orders can also be f you cancel an order. Items an still be edited. een received, a price calcu- the order has been turned invoice". The order is now fin- can be deleted. actions it ca saction action stat ply uses a s action: n handle. Status Codes For orders: Code Meaning ci customer invoice (goods sup- plied to a customer) sg customer credit (goods returned by a customer) si supplier invoice (goods received from a supplier) sc supplier credit (goods returned by you to a supplier) rp repack (A stock line is broken down into smaller pack sizes) bu build- an internal transaction where you manufacture (build) items from raw materials in stock. rc receipt (cash receipt) from a customer (a customer pays for invoices issued) ps payment (cash payment) to a supplier sg suggested cn confirmed fn finalized sg The order has b on order" value been updated. I item is process account of sugg orders can be d cn The "stock on o been updated. C "unconfirmed" i and quantities c fn The order has b lation done, and into a "supplier ished with, and Transaction Codes 254 For Supplier invoices . For Customer nw . The "new supplier invoice" menu item has been chosen, but the OK button on the sg The invoice has been created. An order from a customer has been received, and the items put against the invoice are still in your store, but are no longer "available" to issue to other customers. (i.e., the "available" amount for reduced, but the ot). Note that if "one d in the preferences, move straight from tus “cn” onfirmed by clicking ich is done when the Lines that couldn’t be he "backorder" file. edited. nalized, and can no entered for the first aterials are taken out d product (the item to into stock. aterials are taken out d product is entered n no longer be editied invoices For Builds invoice has not yet been pressed, or confirm- ing the invoice has been postponed. (This option is only available if "confirm supplier invoices automatically" is unchecked in the preferences). Note: quitting mSupply by choosing the "quit" command from the file menu or click the application close box (Win- dows only) while you are entering a new supplier invoice will result in the invoice being saved with status "nw". To con- firm the invoice, open it then click the OK button sg This status is not used for supplier invoices- invoices of status "nw" become status "cn" when the OK button on the form is pressed cn The invoice has been entered, but can still be edited. fn The invoice has been finalized , and can no longer be edited. nw The "customer | new invoice." menu item has been chosen, but the OK or "confirm" button has not yet been pressed. each item line has been "quantity" amount has n step confirm" is checke then customer invoices being status “nw” to sta cn The invoice has been c the "confirm" button, wh stock leaves the store. supplied are added to t The invoice can still be fn The invoice has been fi longer be edited nw "new" the build is being time. sg "suggested" - the raw m of stock, but the finishe build) is not yet entered cn "confirmed" - the raw m of stock and the finishe into stock. fn "finalized" - the build ca Field formats ply (There are some others, rmation will help you if you n (querying) using that field The following tables list the main tables in mSup but we're not telling you about those!). This info are building your own reports. Note that if a field is indexed, finding informatio will be very quick. Field formats Abbreviation Field Name Description Type Length Indexed abbreviation Alpha 20 * expansion Text F k c d a F i q k c n c o t i n s c a e s c a e order_line_k ey Long Integer price Real units Alpha 20 account_sto ck_key Long Integer account_pur Long Integer ng Integer ng integer aterials pe Length Indexed ng Integer * ng Integer ha 20 ha 50 ha 60 ng Integer al al al ng Integer aster e Length Indexed ha 8 * Account Code ield Name Description Type Length Indexed ey ß Long Integer ode Alpha 20 escription Alpha 80 ccount_type Alpha Backorders ield Name Description Type Length Indexed tem_key Alpha 8 * uantity Real ey Long Integer omment Text ame_key_ ustomer Alpha 8 * rder date Date ype Alpha 3 * tem_name Alpha 80 ame_key_ upplier Alpha 8 * ustomer_tr nsaction_k y_order Long Integer tatus Alpha 3 * ustomer_tr Long Integer chases_key account_inc ome_key Lo store_key Lo Bill of M Field Name Description Ty key Lo transaction_ key Lo item_key Alp item_name Alp spare_units _v180 Alp line_number Lo quantity Re yeild Re total_used Re unit_key Lo Bom M Field Name Description Typ item_key Alp 255 nsaction_k y ingredient_it em_key Alpha 8 * al quantity Re Transaction Codes 256 units_key Long Integer spare_units _v180 Alpha 60 key Long Integer * line_num Field Nam name_ke first position user1 comment last Field Nam key rate currency is_home_ Drug Interaction Field Name Description Type Leng th Inde xed key Long Integer Integer Integer * a 2 a 2 a 2 Integer a 20 roup Length Indexed eger * 50 ber Long Integer Contacts e Description Type Length Indexe d y Alpha 8 * Alpha 20 Alpha 30 boolean Alpha 20 Alpha 20 * Currencies e Description Type Length Indexed Alpha 20 * Real Alpha 3 currency Bool- ean affected_group_key Long affecting_group_key Long notes Text alert_message Text action Alph clinical_significance Alph quality_of_evidence Alph source_key Long author Alph date_modified Date Drug Interaction G Field Name Description Type key Long Int name Alpha Field formats E-Mail Field Name Description Type Leng th Inde xed key Long Integer status Alpha 2 to Text subject Text bod dat nam atta dat tim cc bcc ma Fie key item inc e_l ope his def ze min atc rep stock_on_hand The total stock on hand Real supplier A field you can use for defining groups of items to appear on purchase orders Alpha 8 flag Used for quickly mark- ing items for reporting Alpha 8 dose Alpha 8 Alpha 18 * k on the ually an- Real v” = ss Alpha 3 dited boolean for Real r the Real ill o an lly Boolean Long Integer Long Integer Long y Text e Date e_key Alpha 8 * chments BLOB e_sent Date e_sent Time Text Text il_box_key Long Integer * Items ld Name Description Type Leng th Inde xed Internal reference Alpha 8 * _name The name of the item Alpha 80 * lude_on_pric ist Boolean ning_stock_t _year Real ault_pack_si The size used for com- paring quotes Real imum_stock The least stock that must be maintained Long Integer purposes ddd_value The defined daily for the item code the item code prev_open_stoc k The opening stoc the previous time stock was set (us the end of the fin cial year) item_type “gn” = general, “s service, “cr” = cro reference price_editable can the price be e at issue time? margin the default margin this item default_price the selling price fo item ignore_for_orde rs If true, this item w never be added t order automatica bonus_qualifyin g_amount bonus_quantity bonus_price_pe 257 _category Alpha 30 rcentage Integer department_key the key of the depart- longs Long Integer * ort_quantity Real ment this item be to (internal) Transaction Codes 258 stock_on_order The quantity of stock on confirmed purchase orders Real essential_drug_l ist True if the item is on your essential drug list Boolean spare_shel ation indic price user field 1 hold_for_is builds_only reference_b quantity use_bill_of erials description hold_for_re Message interaction_ p_key pack_to_on n_recieve cross_ref_i key shelf_locat ulk user field 4 boolean backorder_quan Real analysis Real user field 2 Alpha 30 Alpha 30 Real Long Integer Long Integer Long Integer Long Integer * Long Integer Long Integer * Alpha Long Integer Real Boolean f_loc Alpha 20 Real Alpha 30 sue If true, this item can not be added to cus- tomer invoices Boolean Only issue this item on builds Boolean om_ The quantity that the entered bill of materi- als will produce Long Integer _mat If true, automatically enter build lines based on the bill of materials Boolean Long description of the item Text ceive If true, this item can not be received on supplier invoices Boolean Text that will be dis- played in a win- dowhen this item is issued or received. Text grou Long Integer * e_o Boolean user field 3 ddd factor account_stock_ key account_purcha ses_key account_income _key unit_key The internal key of the units for this item outer_pack_size category_key ABC_category warning_quantit y user field 5 print_units_in_di s_labels tem_ Alpha 8 ion_b Alpha 20 Field formats Items to Update Field Name Description Type Leng th Inde xed item_key Alpha 8 spare Long Integer Fiel key Des spa sum Fiel key dep issu Fie dire item key prio Item Lines Field Name Description Type Leng th Inde xed location The physical loca- tion for this batch Alpha 10 item_key The item key of the stock line Alpha 8 * Real f Date r Alpha 14 r Real Real Real Real Boolean Real Long Integer * Real * Alpha 8 * Item Category d Name Description Type Leng th Inde xed Long Integer * cription Alpha 60 re Alpha 3 mary_only Boolean Item Department d Name Description Type Leng th Inde xed Long Integer * artment Alpha 30 e Boolean item_directions ld Name Description Field Properties ctions Text _key Alpha Indexed Long Integer rity Long Integer pack_size expiry_date The expiry date o the line batch The batch numbe of the line available The number of packs available fo issue start_year_quan cost price sell price hold initial_quan key quantity Total number of packs on hand name_key 259 Transaction Codes 260 Item Note Field Name Description Type Leng th Inde xed item_key date note WhenToDis Field Name key item_key warning_ke priority label Field Name Description Field Properties body Text Alpha Text Text Text Text Text Long Integer e Leng th Inde xed te * ha 10 ha 80 ha 60 e ng Inte- r * ha 2 * e Leng Inde Alpha 8 * Date Text play Alpha 2 Item Warning Link Description Type Leng th Inde xed Long Inte- ger The item key for this warning Alpha 8 * y The key of the warn- ing to be displayed Long Inte- ger * True or False depending on the warning’s priority Boolean description footer_left_1 footer_left_2 footer_right_1 footer_right_2 heading key Log Field Name Description Typ entry_date Da user Alp event Alp event type Alp time Tim source_key Lo ge source_type Alp Mailbox Field Name Description Typ th xed key Long Integer * ha 50 name Alp Field formats Names Field Name Description Type Leng th Inde xed key Alpha 8 * name Alpha 80 fax pho cus bill_ bill_ sup cha mar com curr cou freig ema Ana cod last first title fem date ove gro hold ship ship url bar postal_address1 Alpha 50 postal_address2 Alpha 50 category_key Long Integer * sacho BLOB web_id Alpha 60 * price_category Alpha 2 ategory Type Leng th Inde xed Long Integer * Alpha 50 Alpha 2 Group Type Leng th Inde xed Long Integer * Alpha 40 Note Type Leng th Inde xed Alpha 3 Date Text Alpha 20 ne Alpha 22 tomer Boolean * address1 Alpha 50 address2 Alpha 50 plier Boolean * rge code Alpha 20 gin Real ment Text ency_key Alpha 20 ntry Alpha 20 htfac Real il Alpha 30 lysis Alpha 30 e Alpha 20 Alpha 30 * Alpha 30 * Alpha 5 ale Boolean _of_birth Date rpayment Rreal up_key Long Integer * Boolean _address1 Alpha 50 Name C Field Name Description key name type Name Field Name Description key name Name Field Name Description note_type entry_date note 261 _address2 Alpha 50 Alpha 80 name_key Alpha 8 * key Long Integer Alpha 2 code Alpha 22 later_use3 Transaction Codes 262 leteruse3 Alpha 2 spare8 Alpha 2 spare9 Alpha 2 spare10 Alpha 2 spare11 spare12 Field Name name value Field Name name number_to_ Field Name item_dept_k name_group y Perchase_Orders Field Name Descrip- tion Type Leng th Inde xed 8 * teger * teger 5 20 50 teger teger teger Alpha 2 Alpha 2 Numbers Description Type Leng th Inde xed Alpha 30 * Long Integer Number Re-use Description Type Leng th Inde xed Stores deleted serial numbers for reuse- not rele- vant to users Alpha 30 use Long Integer permissions Description Field Properties name_key Alpha key Long In creation_date Date target days Long In status Alpha comment Text currency_key Alpha inv total Real freight Real local charges Real curr rate Real reference Alpha lines Long In requested_delvi ery_date Date locked Boolean actual_delivery_ date Date created_by Long In last_edited_by Long In Order_total Real invoice_receive d_date Date supplier_agent Text delivery_method Text ey Long Integer _ke Long Integer authorizing_offic Text Indexed er_1 authorizing_offic er_2 Text Field formats freight_condition s Text additional_instru ctions Text total_foreign_cu rrency_expecte d Real Quote Field Name Field Proper- ties key Long Integer Indexed Unique names_key Alpha (8) Indexed Date Date Alpha (30) Long Integer Indexed rder_Lines Type Leng th Inde xed Long Inte- ger * Alpha 8 * real real real real Alpha 50 Alpha 10 Date real total_local_curre ncy_expected Real agent_commissi on Real document_char ge Real communications _charge Real insurance_char ge real freight_charge real po_sent_date Date spare1 Long Integer spare2 Long Integer spare3 Long Integer responded_date sent_date spare_field tender_key Purchase_O Field Name Description order_key item_key quan_this_order packsize_ordere d cost_from_invoi ce cost_local comment batch expiry quan_original_o rder 263 quan_adjusted_ real order Transaction Codes 264 quan_rec_to_da te real pack_size_recei ved real estmated_cost real item_name key pack_units price_expec price_exten _expected supplier_co Field Name name_grou y item_dept_k Field Name item value Field Name item Alpha 40 * type Alpha 2 blob BLOB user_key Long Integer ha 80 e Leng th Inde x g Integer * ha 20 * ha 80 ha 10 Alpha 80 Long Inte- ger Alpha 5 ted real sion real de Alpha 20 Permissions Description Type Leng th Inde xed p_ke Long Integer * ey Long Integer Prefs Description Type Leng th Inde xed Alpha 20 * Alpha 60 network_id Alp Prescriber Field Name Description Typ key Lon code Alp name Alp initials Alp Pref Blob Description Type Leng th Inde xed Field formats Quote_lines Field Name Description Type Leng th Inde x edit_date Date name_key Alpha 8 * price Real preferred Boolean pac curr com net_ adj item strip sup sup de pric mm pric anit pric cou sup ed_ Fre nt Fre erre lead Reminder Field Name Description Type Leng th Inde xed key Long Integer due_date Date repeat_has_bee n_generated Boolean Text Boolean Boolean Long Integer Long Integer Long Integer * Long Integer ort Type Leng th Inde xed Alpha 80 BLOB Long Integer Long Integer Date ethod Type Leng th Inde xed Long Integer * k_size Real ency_key Alpha 20 * ment Text cost Real cost Real _key Alpha 8 * pack Boolean plier_code Alpha 20 plier_bar_co Alpha 50 e_break_co ent Text e_break_qu y Real e_break_dis nt Real plier_preferr pack_size Real ight_comme Text ight_per_pref d_pack Real _time_days Long Integer message_text done repeats_automa tically repeat_type repeat_interval user_key repeat_day Rep Field Name Description report_name report_blob owner_key key last_updated Ship M Field Name Description key 265 method Alpha 80 er Tend Transaction Codes 266 Field Name Descrip- tion Field Properties comment Text conditions Text cr r_ cr de du iss ke st Field Name Description Type Len gth Inde xed name_key The internal reference key of the name (cus- tomer/supplier) associ- Alpha 8 * Long Inte- ger * Long Inte- ger * Real Alpha 80 Date Alpha 3 * Alpha 3 * Real Long Inte- ger eated_by_use key Long Integer Indexed eation_date Date sc Alpha (80) e_date Date ue_date Date y Long Integer Indexed Unique atus Alpha (3) Tender_lines Field Name Descrip- tion Field Proper- ties comment Text conditions Text items_key Alpha (8) Indexed item_name Alpha (80) key Long Integer Indexed Unique pack_size Real quantity Real tender_key Long Integer Indexed units_key Long Integer ated with the transaction (if any) key The internal reference key given by mSupply (not usually visible to the user) invoice_num The invoice number given by mSupply amount_outstan ding comment The comment text entered by the user entry date The date the transac- tion was created type The transaction type. See the transaction codes chapter pg ) status A 2 letter code denot- ing the status of the transaction (See the chapter pg ) total The subtotal plus the tax amount (see below) export batch The batch number supplied by mSupply when the invoice was Indexed finalized. spare_category Alpha 30 Alpha 10 Transactions their_ref The reference supplied by the other party for the transaction Field formats confirm_date The date the invoice was confirmed Date * service descrip Description of any ser- vice items on the invoice Alpha 60 service price The amount of any extra charges added to the invoice (or dis- Real sub tax use pick _da pre ord invo dat ship ship y ship mm way num ons arri ma arri ual responsible_offi cer_key Long Inte- ger mode_key Long Inte- ger category_key The key of the cate- gory chosen for this invoice Long Inte- ger * n Category pe Length Indexed ong Integer * lpha 80 lpha 3 ion Lines Type Len gth Inde xed tion to Long Integer * which Alpha 8 * Alpha 20 Real if a Text Real f this Date count) total Total of all price exten- sions plus the service price Real The tax amount of the invoice Real r_key The user id number of the user who created the invoice Long Inte- ger * slip_printed te Date scriber_key Long Inte- ger * er_key Long Inte- ger * ice_printed_ e Date _date Date _method_ke Long Inte- ger * _method_co ent Alpha 80 bill_number Alpha 50 ber_of_cart Long Inte- ger val_date_esti Date Transactio Field Name Descrip- tion Ty key L category A type A Transact Field Name Description transaction_key Key of the transac which it belongs item_key Key of the item to it belongs batch price_extension note Note or directions dispensary line sell_price expiry_date The expiry date o line on the invoice 267 ted val_date_act Date cost_price Real Real pack_size Transaction Codes 268 quantity Quantity issued (in num- ber of packs) Real box_number Alpha 10 item_line_key The key of the item line (stock line) that the Long Integer * line_numbe item_name key supp_trans _ns order_line_ Field Nam key note Field Nam key units comment Users Field Name Descrip- tionß Type Length Indexed ger * 50 50 30 ger 8 4 50 50 50 50 50 50 50 50 transaction line belongs to r The sequential line num- ber on the invoice Long Integer The item name (stored to give data integrity for historical transactions even if the related item name is later changed) Alpha 50 Long Integer * _key Long Integer * key Long Integer Transaction Notes e Descrip- tion Type Length Indexed Long Integer * Text key Long Inte name Alpha startup_method Alpha spare_must_be _field Alpha nblogins Long Inte lastlogin Date group Integer mode Alpha qdump_offset_b BLOB active Boolean permissions BLOB lasttime Time initials Alpha first_name Alpha last_name Alpha date_of_birth Date address_1 Alpha address_2 Alpha e_mail Alpha phone1 Alpha phone2 Alpha date_created Date date_left Date job_title Alpha Units e Descrip- Type Length Indexed responsible_offi Boolean tion Long Integer * Alpha 60 Text cer Warning Changes in Earlier Versions Cha v.19 New • • • version 1.96 will have significant abilities to report on volumes used at each location. • Purchase order display uses the great new list view- you can set col- umns, widths, sort orders and it is remembered next time you open the window. • New reports (thanks to Andy): • Expiry date vs cover shows you how likely it is that lines in stock will ws how much of customer demand is multiple sheets by shelf location. (See details). now be produced for a time range s were processed for a particular correctly by line number. use a client crash if you shose “simple- omer invoice form in the preference orrectly for Report > Purchases ber of items to report on in ABC anal- directly in Excel. anet II print servers. t long text in item names and direc- ber category rescriber name or category Field Name Descrip- tion Type Length Indexed key Long Integer * code Alpha 20 * warning_text Text Web Message F k a s h m nges in Earlier Versions 5 (5th February 2007) Features French translation of the interface elements complete (except for changes in this version). Location management: be used before expiry. • Customer shortfall report sho being met. • Packing slips can now be split into the Preferences chapter for more • User transaction totals report can (e.g to see how many prescription shift). • Goods receipt printing now sorts Bug fixes • A corrupted invoice form could ca good for dot matrix” for the cust • The date filter was not working c • Can now enter a quantity for num ysis report. v.194r3 (13th December 2006) New Features • Purchase Orders can be opened in • Label printing now supports Zebr • Printing of labels handles differen tions much better. • Prescriber list now displays prescri • Can filter transaction reports by p ield Name Descrip- tion Type Length Indexed ey Long Integer * ctive Boolean * how_until_date Date eadline Text essage Text Web Favourites Field Name Descrip- tion Type Length Indexed name_key Alpha 8 Item_key Alpha 8 type Alpha 3 269 • You can specify locations from a list, and define location volumes • You can define location types • Packing slips can now be split into multiple sheets by shelf location. (See details). • Command to merge locations • Can set default volume for each item. the Preferences chapter for more Transaction Codes 270 • User transaction totals report can now be produced for a time range (e.g to see how many prescriptions were processed for a particular shift). Bug fixes • Item de batch. • Prescrib deviati v.194r2 (1s New Features • The ite • Use • Use • The wh op • The the • You can Bug fixes • The me betwee • The AT runs m • Import v1.94r1 (28 New Features • You can line in • Ability chase o interna • First stab at a French translation of the interface (just the menus and the item details window) Bug fixes • Double-clicking an email attachment now opens the attachement her” mode to which it was is used elected by the code in dispen- working. PL printing, which bypasses ws the user to keep a “nor- ter for reports and the like, bel printer. sed item “on-the-fly” -table) for getting regional distribu- tails stock view displays correctly after doing a “split” on a er report now shows mean price correctly (was showing std on). t November 2006) m list view is much improved. rs can choose which columns are viewed. rs can add their own columns columns and their widths (as set by the user) are remembered en the window is closed, and restored when the window is ened. above settings are stored on a per-user basis, so each user get ir own custom view. import item categories when importing items nus and user guide have been edited to clarify the difference n Item category and ATC category. C category report now excludes items whose DDD factor is zero, uch faster, and formats numbers consistently. of items now includes the ability to import Item category th September 2006) • When viewing a transaction from the “ot entered, the right type of details window • Store mode cusotmers can no longer be s sary mode • Order details window: Order menu is now v1.94 (10th September 2006) New Features • Printing to Zebra printers now supports E the poxy Windows printer driver and allo mal” printer as the default Windows prin and at the same time print labels to the la • More settings for miscellaneous labels. • Ability to duplicate miscellaneous labels • Abilitty to print multiple labels of a dispen • New cross-tab reports (like an Excell Pivot • Other new transaction reports: • Report items by transaction category • Report invoices by Address field (e.g. tion totals) v1.92 (4th July 2006) New features • Anew Prescriber report open a transaction from dispensary mode by double-clicking a • Can now set transaction categories for prescriptions separately to cus- ory for customer invoices in ry mode the history tab when viewing patient details. to specify an external email client on Windows for email pur- rders and tender documents (as opposed to using mSupply’s l email client) tomer invoices in store mode. • New preference to force choice of a categ store mode. • Can edit prescribers on the fly in dispensa Changes in Earlier Versions • Patient details update as soon as edited • Support for any size dispensary label width and height. • More user choices for handling duplicates when importing items • Prescriber gender field now showing • Any transaction report can now be run for dispensary mode, store mode or both. v1.9 New • • • • • • Bug f • • • Chan • Price June New features Note: These three additional features apply to Dispensary Mode only • The option to create Customised identification codes and print them on labels has been added. • The option to display the item category as the goods are being issued is now available. • Units of issue may be printed on every label, on selected labels, or not at n. een added that can store a numerical ront (Windows only) from zero, causing the first line to be plier credits. ench translator to localize text for suggested quantity. tions was using it! e use of the any quotations present not marked as preferred. 2 (4th July 2006) features The option to print purchase orders alphabetically has been added. Prescribers can be assigned active or inactive status. A purchase order printing section has been added to File > Preferences. Here, you can turn on/off the printing of signatures and other sections of Purchase orders. You can copy a supplier invoice to the clipboard, from where it can be pasted in Excel. Sell price categories have been made applicable to patients in Dispen- sary Mode. By double-clicking a purchase order line, then clicking the receipts tab, you can view the receipt transactions for that item by choosing an option from the drop-down list. ixes Item detail view: the Stock tab was not showing the supplier in the stock list. Copy/Paste was disabled for File>Preferences. Copy/Paste was disabled for Tenders window. ges Item slow movers Report uses days rather than months. all, according to the option chose • An extra user field for items has b value. Bug fixes • Modal windows now stay at the f • Build line numbering was starting hidden. • Disabled price calculations for sup Changes • Internal changes to enable our Fr menus and field labels. v1.90r2 (9th May 2006) Bug fixes • Reorder report was giving wrong New features • Added compression to backup op • Bonus system disabled as no-one • Manual purchase orders now mak for that suppleir, even if they are v1.90 (9th Mar 2006) 271 tab now does not show on Inventory Adjustment window.v1.91 (12th 2006) Transaction Codes 272 Bug fixes • Under certain circumstances and with certain printer drivers, printing purchase orders could cause a PC to hang or restart. This issue has been fixed. • Deleting purchase order lines. Under certain circumstances, a high- lighted fixed. • Searchi pliers. T • Creatin stances fixed. • On star • Many o New Features • mSupp commo splash • New go metho Multip separat • mSupp and ma • New re stock le • Tender genera added. Changes • Dispen now sim • Report dated i • ABC analysis report and Transactions report have been improved. • Management summary now prints in portrait not landscape. • Item list report has been given added query options. • Item usage reports form has been updated. You can now preview the ded before running the full nformation. solidated into two pages dated and reduced in size. rts folder on startup. Reports transaction lines rather than enu bars will no longer show MS Excel or OpenOffice ry mode g rather than creating PDF Supply. ou are connecting to. parate category from suppli- purchase order line could not be deleted. This issue has been ng for suppliers via purchase orders. This search showed all sup- his issue has been fixed. g supplier invoices from goods receipts. Under certain circum- , a placeholder line was mistakenly created. This issue has been tup, mSupply now clears out it’s temporary folder. ther minor bug fixes. ly Navigator added. This window allows easy access to all the n mSupply functions and options, and takes the place of the screen. ods receipting functionality added. This provides a more precise d of receiving goods and automatically creates supplier invoices. le batches from one purchase order line can now be received ely, and excess goods can be received. ly can now import and export all names (suppliers, customers nufacturers) and all stock items to and from text files. port ‘Suggest order quantities’ added. This report analyses your vels and suggests which items need ordering and how much. management module improved to include automatic tender tion and purchase order creation. Internal tender report also approximate number of items to be inclu report. • Goods received printing now gives more i • Purchase order forms have now been con rather than three. • Purchase order line form has been consoli • mSupply will not longer check for the repo are now saved internally. • Unregistered copies now expire after 1800 a flat 3 months. If registration is expired, m up. • Many more reports can now be opened in Calc. v.186 (2nd Feb 2006) Bug fixes • Fixed bug with printing labels in dispensa • Printing tender documents is now printin files. New Features • Automatic checking for new versions of m • Log-in window nows shows the data file y • Manufacturers can now be defined as a se ers, and each incoming item have a manufacturer defined. • Several reports now have an added “open in Excel” option s the Excel (Or Staroffice Calc) sary express mode has been removed. Dispensary full mode is ply Dispensary mode. s Item ledger and Item ledger date range have been consoli- nto a single report Item ledger. • In multi-user use, mSupply now remember location for each user. Changes in Earlier Versions • Opening reports in Excel creates a temporary file and opens the report without any further user intervention. (Remember to save the report to the location of your choice before closing Excel if you want to keep it!) • New names can be added directly from the names list window. • Reminders now record the user who created each reminder. You can view and edit reminders created by you that others should action as well as reminders for you to action. The reminders list is now sortable Chan • • • v1.8 Bug f • • • • • • Changes • Item list windows are now centred on the screen rather than offset from the corner. • Changes to placeholder lines recalculate subtotals (not immediately rel- evant, but we're thinking of the future ;-) ) v1.85r1 (3rd January 2006) adding new customers and suppliers. ices now show new lines immediately se of the invoice window. some portrait reports were also being als renumbers the line rt was fixed (date_chooser_manage ter on startup. ly when viewed from the supplier s the prescriber list immediately. e mSupply installer was putting the ot showing. New quotes were not jor problem. All users of v184 should oduced an error if no units were idden behind other windows. and has resizable columns ges We now use the Win2PDF PDF creator on Windows. This results in faster and more reliable PDF creation. Please contact us for purchase of the driver. Macintosh PDF generation is now working reliably. Tenders: print all and email all buttons removed- you can get the same functionality by selecting all rows and click the Print selected or Email selected buttons. 5r2 (13th January 2006) ixes When an invoice line created with a previous version of mSupply was edited, and there was another invoice with the same batch, the edited line did not correctly reflect the total of the two lines. When a placeholder line was deleted on confirmation of an invoice, the display was not being updated. The price extension was not always set to zero when placeholder lines were added. Adding of Ad Hoc items to a backorder is now more robust (done in a new process) When editing a transaction line, and changing it to a totally different line, stock totals were sometimes not updated correctly. Set start of year stock was wrongly rounding to integers rather than Bug fixes • OK & Next button now works for • Transport details on customer invo rather than requiring an open/clo • After printing a landscape report, printed in landscape. • Deleting a line on a bill of materi • An error in the Mangement repo method) • Splash screen fits the window bet • Quotes were not showing proper details windows. • Deleting a prescriber also update • Web server was not working as th HTML files in the wrong location. v1.85 (29th December 2005) Bug fixes • Previously entered Quotes were n properly enterable. This was a ma upgrade. • Selecting units for Tender lines pr defined. • Some tender windows could be h 273 leaving as a real number. Transaction Codes 274 New features • 2 Period transaction comparison report added. This report shows 2 user selected periods in columns, and uses item categories for the rows. Using dot notation for item categories allows the report to produced for different levels in a hierarchy. • Item ca means v1.84 (13th Bug fixes • Supplie supplie • Ad Hoc • First ro checke • Import quotes respect ing pac • Packing • Fixed p • When saved i New features • Autom • Editing dow. • Placeho • Ad Hoc • Service • Item ca remem can no • Drag-and-drop renumbering of invoice lines • Dispensary mode: there is now an option to set default directions for each item. The first default direction is applied automatically. Other default directions can be chosen when dispensing an item. ser. s items. import. nd shows a progress dialog custom character(s). s now recorded. You can use of hourly transaction loads. now how. te of birth to help distinguish er names. dle languages with apostro- ame and code, and can a first name”. “U” and “D” the prescriber choice list as eous labels to Zebra label tegories can now be defined as summary categories, which they are for reporting only, and can’t be assigned to an item. December 2005) r margins were not being shown when liners where edited on a r invoice. item can’t be deleted w was being ignored on names import even if boxed not d on options ing items and stock was no importing item name if “remove ” option was checked (oops!). and cancel button now being ed on warning dialogs, and setting of opening stock was ingnor- k sizes other than 1. slip print dates were not being saved. otential issue with repacks. importing electronic invoices, the item name was not being n the transaction, although the import happened successfully. atic distribution of quantity to be issued over multiple batches of multiple batches to be issued can be done in the one win- lder lines are coloured in red. • New report shows items issued for each u • Flag field now added for Names as well a • New report: User transaction totals. • Added first, last, dob & gender to names • Import_cust_supp now counts rows first, a • More fields for prescriber information • Patient codes can now be prefixed with a • Repacking of transactions improved. • The time of confirmation of transactions i this field to draw some very nicely graphs Ask Sustainable Solutions if you want to k • Patient choice list now shows address & da patients. • Auto-capitalization of Patient and Prescrib • Improvements to lookup of names to han phes as the first character (i.e. Tongan!) • Prescriber lookup now operates on both n search prescribers using “last name comm keys now work for moving up and down they do for names and items. • Entering, saving and printing of miscellan printers. • Can now merge prescribers. item lines are coloured blue. • Default printing options can now be set for each transaction type. ind patient window. s to enable more accurate lines are coloured purple. tegories can reordered by drag-and-drop, and the order is bered when choosing a category for an item. Item categories w be chosen when adding new items. • Complex find button added to Names > F • Patient ages now show two decimal place ages for children less than 2 years old. Changes in Earlier Versions • Dispensary mode transactions warn if trying to save an invoice with no lines. • Entry of dates when issuing and receiving stock is more flexible. e.g. entering “3/4” will work. This change also resolves an issue with the alert for invalid date formats not being modal on WIndows. • New item warning if user tries to issue more than a certain quantity (set per item). This is helpful where people get confused between items • • Chan • • v1.8 Bug f • New • • • • v.18 Bug f • • • The margin on supplier invoices is now rounded to 2 decimal places for display. • Cash payments and cash receipts now working. • Printing item ledgers and stock from the item details window now working again. • Some preference items were not being remembered when set by the user (broke in v181, now fixed) • Client-server versions of mSupply now correctly show they are registered. . led. acters. Various windows expanded to show tes from suppliers. ry has been added. , and the preferred location of the backup mSupply. 004.2 bled. idual order lines as well as on the entire d; this feature is available to group 1 and 2 ion under the “Prices” tab on the order. whose pack size is whole units and items whose pack size is ml or gm. The method day_number_to_text can be used in custom reports to show the day as text (“Monday”, “Tuesday” etc) in reports. Contact us if you want to know how to do this Many more user permissions. ges you’re unlikely to care about The reporting options for items are now on their own tab. When deleting a confirmed order, the user is given the choice of re- using the order number. 3 (13th September 2005) ixes Some report query options were not being applied. features Added a "flag" field to quickly mark multiple items for reporting. Backorders can be added and edited from the items tab Label printers can be set for each computer, and mSupply will automatically switch to the correct printer when printing labels. New report- graphical item history- shows a chart of stock on hand for each item, and calculates the number of days in the period of the report that the item was out of stock. 2r2 (30th August 2005) New features • Added field "ABC category" for items • Restore backup command is now enab • Item name length extended to 80 char longer item names. • Add a "valid until" (date) field for quo Version 1.82 r1 (1st August 2005) New features • Under Item, a field for the ABC catego • The backup facility has been improved file may now be selected from within • File > restore is now functional in 4D.2 Bug fixes Two buttons were erroneosly being disa Version 1.82 (27th July 2005) New features • Able to add supplier discount on indiv invoice. • Item category may be deleted if unuse users only. • Improvement in local currency calculat Bug fixes 275 ixes • Sub totals and totals on supplier invoices now being updated. This error appeared in ver.1.81 item line is deleted, subtotals and discount red in ver.1.81 Automatic backup for Mac & Windows can now be set. In preferences the buttons to choose files and folders were wrongly disabled. • On the purchase order form, when an are now recalculated.This error appea Transaction Codes 276 • In Supplier>transactions, totals were not being recalculated when the cost price of an item line was changed. This error appeared in ver.1.81 • In Supplier>transactions, editing an item line failed to update stock or prices, lead- ing to ledger errors. When entering items received, the first item line was not saved, although all sub- sequent • In Manu updated Version 1.8 New features • Using th • View th • Place ne • Most lis able. Co • New rob • HTML e • Automa • Restorat • Improve • Ability t • Improve • Patient • Edit pat Version 1.7 New features • Logo ca • Purchas • Log prin • User per Version 1.7 • This ver New features • There is a new type of item - Ad Hoc items. These items can not be added directly to a customer invoice - but can be added to purchase orders. When a purchase order arrives, a customer invoice is automatically generated for the item. • Cross-reference items are another type of item that do not have any stock, but oose a cross-reference item the users who have permission to do 50 characters. n list. You can set name categories is accounting codes). You can man- unts. Each item can have accounts d an income account. for items and for names. de) scape mode) ase orders for that supplier m > Show units to view and add time of the order. ions into those who can receive ter/edit prices m that order in a separate tab. r they were created from (or zero ). ding supplier outer pack, supplier lines were. This error appeared in ver.1.81 facturing mode, the Build transaction ingredient costs were not being . This error appeared in ver.1.81 1 (21st June 2005) e web interface, customers can now: eir own orders/invoices in progress w orders that immediately show in mSupply for processing. ts now display in a new format where each column is resizable and sort- lumns can also be moved to new locations. ust automated backup procedures and backup scheduler xport of reports. tic opening of reports in Excel. ion of data from a backup. d transaction categories. o place news and messages on the web interface. ments to Dispensary mode. history view ient details on the fly. 0r1 (4th Feb 2005) n be saved and printed on invoices and purchase orders. rather “point” to a different item. When you ch item to which it pointsis substituted. • Names and name codes can only be changed by so. • Postal address fields added to names. • All name fields and address fields can now hold • Names now have a separate category drop-dow for suppliers and customers separately. • Added accounts for items (that’s “accounts” as age accounts using the menu Items > Show acco set for an asset account, an expense account an • Expanded range of fields that can be imported • New purchase order printing format. • New goods received printing format. • Pick slips now include item code (landscape mo • Customer invoices now include item code (land • Viewing a supplier now shows a tab with purch • Item units are now stored in a table. Choose Ite units. • Purchase orders now store the item name at the • Purchase order access is divided by user permiss goods and those who can make invoices and en • Purchase orders now display invoices created fro • Supplier invoices now display the purchase orde if they were not created from a purchase order • Supplier quotes can now store information inclu e Orders can be e-mailed as PDF attachments. bar codes, price breaks and freight details. and units recorded for each item. they were printed. They give a lready been printed. d to a file on disk. ting of purchase orders. missions to control printing of duplicate pick slips and invoices. 0 (3rd December 2004) sion only available in client server versions. • Purchase orders can now have an expected price • Customer pick slips and invoices record the date warning if you try to print an invoice that has a • Reports in the report manager can now be save Version 1.61r2 (April 2004) Bug fixes • Fixed a potential bug in issuing items that are part of a restrcted group. • Sometimes suppliers could show in lists that should only have displayed customers. • Placeholder button when issuing items on invoices was not moving correctly for smallest window size. Version 1.63 (22nd August 2004) • • • • • • • • Vers • • • • • • • • • • • • • • • Supplier credits with no stock are now handled properly • If a customer invoice previously saved it was possible the totals could be incorrect. • Fixed a bug with the find button on the item list window - wasn't loading record to allow editing when only one record was found. Version 1.62 (9 June 2004) • Improved display of order lines, especially when doing price calculations. of materials llow mSupply to maintain a file that indi- by a single-user copy of mSupply. to give a quick overview of the state of ir implementation (you won’t see much s to orders. te quotations from an order. The user has lines or existing lines as well. set in the preferences. r a date range, and for either one cusotmer default setting which is for all customers). al when editing lines on builds. ing transactions by month, and sales totals ssociated transactions or quotes. es. ms and stock. Changed item import meth- n and department) header & footer on reports ion code. This is used for making special ver- Currently only available for multi-user clients Delete pref "default_currency" on update if it exists Printing of dispensary labels to Zebra label printers. Item warning have been added for cautionary & advisory labels. Presciber records have been added. Now compiled with 4D 2003. New reports editor. Reports are now stored with the data. ion 1.62r1 (17 Aug 2004) Fixed a bug in display after opening single item selection Added a preference first batch even if multiple batches present Added "order by" button to items list Items list"- now grows to right of item name. Fixed "delete reminders" button reminders list. Fixed sort columns on reminders Fixed bug with items import- it was not working unless "strip" quotes was checked Fixed a bug with display of order lines When clicking on "new line" for orders, the item name field now gets the focus. Tab order on users "input" was naff. Fixed a bug when a new user edits an original order, the "Edited by" was not changed to the current one. The estimated costs in the orders was not updated properly • Merging items takes better care of bill • There is now a preference option to a cates if the data file is currently in use • A new management report was added affairs of your organisation. • Currencies are now more robust in the change on the surface) • Added display of estimated order cost • New command to automatically upda the option to update either only new • The title of special invoices can now be • ABC analysis can now be generated fo or a range of customers (as well as the • The OK & Next button is now function • Several new transaction reports (includ for each name). • Items can be deleted if they have no a • Improved importing of items and nam Version 1.61r2 (April 2004) • Improved and expanded import of ite ods to take extra fields (long descriptio • Added a preference to store standard • Added preference to store customizat 277 Repacks weren't filling in the item name stored with transaction lines/ sions of mSupply for special clients ;-) • Changed ATC category label to simply "category" for items ut" form if bonus system not activated in Title was missing for most recent invoices display. • We now hide bonus fields in item"inp preferences. Transaction Codes 278 • Add user permissions: • Can view pricing fields for items • Can view DDD fields for items • Added several new report formats to the transaction report: • Total by name report • Ad • Ad • Tra • Ad • Enabled options • Fixed a stock wh • A coupl [trans_li • Added “ report. • Transact • Added o • When u • Fixed a • When im • Fixed de selected • Shipping • More op Version 1 • Fixed a b invoice stock in • Updated • The curs on page • Cosmeti • Added way to add all available quantity of an item line as the quantity used when issuing stock (hold down shift while double-clicking the line). This is especially use- ful for issuing manufacturing stock with amounts that run to several decimal places • ABC analysis - include items in report option wasn’t working. nly incomplete lines st_edited_by". a transaction report. to unlock it. es was printing even if print turned ild on bn_add_edit_item_to_build uilt, improving safety should the r items on the current stock report. e orders tab for an item haracters. mment when adding a build item displays in the list of builds played. There is a new menu s supplier invoices created from n selecting items to include in the batches, expiries, and the item’s ded report for item by month ded report for item totals by category nsaction reports using categories updated ded reports for item by date fields for choosing a name & item for all reports on transactions report window bug that could allow the total item stock to get out of sync with actual en editing lines on a customer invoice. e of reports were updated so the quantity column was showing nes]quan rather than (quan * pack size) this year”, “this quarter and last quarter” as options for transactions ion_report now remembers last report done rganisation name to order print out sing the item usage reportcan choose item or code bug where item units were enterable when entering invoice item lines. porting names the freight factor is set to 1 lete button on the list editor - it would return an error if no line was . address is now hidden if a supplier. tions are available for choosing which items to generate an order for .61r1 (March 2004) ug where a supplier invoice could be finalized using the check box on the • When editing orders you can show all lines or o • Added fields to orders for "entered_by" and "la • Fixed spellings on transactions report window. • Added "last year" as a date option when doing • When an order is finalized, are now still be able • Added three new user permissions • can enter inventory adjustments • can edit comments on finalized invoic • can edit item names, codes and units • Fixed printing of repacks (OK button method) - off • Now go to page 2 after adding new item to bu on [transactions]"build" • Builds now display the units of the item to be b item’s units be changed at a later date. • Added user fields 1 & 2 as search possibilities fo • Fixed order lines not showing when first view th • Increased [transactions] comment length to 50 c • The name of item to be built is copied to the co (only if comment is blank). This means the item • When editing an order and “order” menu is dis choice “show invoices already made”, which list the order. • Added the option to query user field 1 or 2 whe item usage report. • Importing items and stock- you can now import entry window, but then the user could choose “later” for entering the to mSupply. Du-oh! long description method "table_set_titles" to include more item fields in query editor or is now correctly positioned when opening a build input window (was 0, so not automatically selected c fixes to many windows to improve compatibility with OS X 10.3 Version 1.61 (March 2004) Version 1.61r1 (March 2004) • Fixed a bug where new data files did not have inventory adjustment and repack names created (not a data issue- just helps display of these transaction types in lists). (1.61- all others below 1.6r1) • Allow import of items to existing data files. • Added more menu choices to dispensary full mode. • Report > Stock on date- fixed a bug in the report generation. • Report > Item usage- clarified the reporting options • • • Vers Majo • • • • • • • • Other Features • You can now make a customer invoice directly from a supplier invoice. This is use- ful for “charge through” invoices, where the supplier has supplied the goods directly to the client. • You are now given the option to leave quotes in when importing items, as some people want to import “inch” signs! • Field length for items has been increased to display the full name for long item names invoice, it’s tool tip now shows the text of s opposed to integers) factured (built) lines from item usage calcu- when issuing goods and in the item details shown when issuing medicines, and notes the fly”. been made more user friendly. d to report on all items with less than a cer- is allows it to be used as a simple order tem- t allows automatically generated email on line in the ledger tab when viewing an e that the line belongs to in a new window. d 1.5r9 and later) uilding items. m. Many more access priveleges can be set rofit for invoices. Order editing: the expected and actual delivery dates are now enterable by the user (thanks Andrea!) Order lines respect the font settings in the preferences. Fixed a potential issue with merging names (fortunately before anyone was injured!) ion 1.6 r Features A dispensary mode has been added, where you can issue to patients rather than organisations. Built in web server- you can access mSupply data from your web browser. Drug interactions. Be alerted to drug interactions with already dispensed medi- cines. Drug interaction information includes the affected group, and severity and clinical significance of the interaction and the quality of evidence. In a furture ver- sion of mSupply we hope to be able to automatically download up to date drug intereaction information from’s RPC server once it is complete. (See Reminders- a separate to-do list for each user which can automatically remind you of due tasks when you log on to mSupply. Reminders can be set to automatically repeat at certain intervals. HTML context-sensitive help. mSupply now has help that will display in a web browser and take you to the right place in the manual when you open it when using a particular part of mSupply. (The help is not included in the download ver- sion to keep the download to a reasonable size. You can download the PDF man- ual separately). Web services (client-server only). Not in demo version or single-user- the ability to query mSupply data from a range of web services aware applications (including SQL server, Oracle, Sybase, etc.). XML export (client-server only. Not in demo version or single-user). XML export • When you select an item for use on an the full item description. • Pack sizes can now be real numbers (a • You can now exclude or include manu lations • Shelf location for each batch is shown stock tab. • In dispensary mode, patient notes are can be added, edited and deleted “on • Adding items to a bill of materials has • The item usage report can now be use tain number of days stock on hand. Th plate. • A new preference has been added tha orders to be sorted by item name. • You can now double-click an transacti item, and you will be shown the invoic Bug fixes • Item usage now displays properly (fixe Changes in Version 1.5.0 Major Features • Can now use a bill of materials when b • Much expanded user permissions syste on a per-user basis. • Optional display of margin and gross p 279 allows extremely easy import of required data into other applications. • Each invoice line now stores the item name, so that historical information is d after an invoice has been finalized. New report editor (client-server only. Not in demo version or single-user). The new report editor includes the ability to do cross-tab reports, export reports to HTML, colour alternate rows, and lots more! retained, even if an item name is edite Transaction Codes 280 • Each batch of an item can have it’s own shelf location specified when goods are being received. • Can now lock orders to stop them being deleted. • Can now resize order windows correctly. • Orders c informa supplier • Finding • Orders n cific pac line. • Names c Other Feature • Improve the idea • OK & Ne lines on • The mai being ad • The fon • Item no • Automa when b • Built ite on the b • Expiring • Total sto ment • Preferen • Backord • A new b tomer in • Printed tom. • New Rep a ledger • Improved support for certain dot matrix printers that require line advance before printing. • Shelf locations can be editied for each batch (if the user has permission to do so) • New preference to determine whether or not placeholder lines are deleted when an invoice is confirmed. o guess the price of the new pack rogress for long operations. “total value for each item” to over a date range. “item usage broken down by cost tre under each major item head- or group of items) e item (both historical and cur- d billing address st log-on time and date, and the ines when confirming an invoice updated was not editable on supplier ere. ould be skipped if the user can- ledger reports ies would report an discrepancy server mode. an now be partially received, and receved in multiple consignments. More tion is stored about the original order quantity etc, allowing reporting on performance. orders in mSupply is now easier. ow show the total quantity required rather than the quantity for a spe- k size. This allows multiple pack sizes to be received for the same order an now be put on hold, so they are not able to be used in a transaction. s d graphics for buttons on invoice forms (thanks to Cognito Software for s and graphics!) xt button now works when editing an invoice, so one can edit multiple an invoice without returning to the invoice list. n invoice list window now updates in the background when an item is ded or edited. t can be chosen for invoice lists. tes can now be set to display when issuing or receiving the item. ted backup while mSupply is running, along with a scheduler to specify ackups should run. ms can now report the production yeild in relation to theoretical quantity ill of materials items report can now be sorted by value, name or expiry date. ck value report can now be generated for all items or just one depart- ce to automatically renumber lines when a line is deleted. er list now displays available stock • When repacking items mSupply now attempts t size. • Can now do custom reports on item notes. • New progress windows more accurately show p • Added a new report to the transaction reports: show the value supplied or received of each item • Added a new report to the transaction reports: centre” which shows the totals for each cost cen ing. (This report can be run for just a single item • Items can now have a long description field. • A new tab for each item shows the orders for th rent). • Customers can now have a separate shipping an • A new report lists each user, their access level, la number of log-ons for the user. Bug fixes • In Client/Server mode, deletion of placeholder l could cause some items to not have their stock • Fixed bug (also fixed in 1.43r5) where comment invoices, but service item fields & supplier ref w • Fixed a problem where export batch numbers c celled the export. • Certain build transactions could advesely affect • Ledger reports for items with fractional quantit when there was none. • Deleting orders did not work properly in client- utton on invoices shows the profit (value and markup/margin) for a cus- voice. • Custom reports can now be done with a query on the “hold” fields for items not the actual stock on hand of ck when items were deleted on r on customer invoices (using the transaction lists now display the total value of the transactions at the bot- ort type to print an item ledger between any two given dates. This allows to be printed for any historical period. • The calculated stock on hand figures for items ( item lines) could get out of kilter with actual sto supplier invoices (by entering a zero quanitity) o “delete line” button) Version 1.61r1 (March 2004) Version 1.4.3 • Windows XP certified. • Each customer or supplier can now be assigned to a group. There is no limit to the number of groups that can be created. • Customer groups can be used as a way of creating a restricted access scheme for medicines. For example, you can specify that items whose department is “nar- cotic” can only be supplied to customers whose group is “central hospital” or “remote hospital” • • • • • • • • • • • • • Vers • • • Emails can now be stored in mailboxes, as well as being attached to suppliers or customers. • Supplier invoices and Customer invoice windows now grow when the corner is dragged to show more lines. They also “remember” their position when a win- dow is opened again on the same session. • A new report has been included: “Item slow movers”. This report lists items with more than a specified number of months stock on hand, which is very useful for managing inventories by allowing action to be taken to dispose of under-per- ould have a margin added to it if a default omer (Don’t ask us why someone would alerts being displayed when a user can- pplier was using the non-preferred quotes rred quotes. voices tab of the name viewing window so ickly be shown rather than having to scroll edients. This is useful for pharmaceutical tion that buys raw materials and sells a fin- ransaction number r almost always- If another user is editing an r that item, the transaction will proceed, ds for the item to become available, and the stock for each item line is always correct. redesigned, as some users found the old for very fast entry. There is now a separate voices or the invoice number. If there is number field will be given priority. (This oice number, you don't need to clear the first. he file menu. You can export information xport projects which define the fields you projects from a popup menu. Transaction totals are now kept up to date in the background, so that even if a user quits by using the Windows close box, the correct transaction total is avail- able. Without reopening the invoice. Dot matrix printers can be driven directly from mSupply, either to 10c m roll paper or A4 paper. Item stock import can now include batch numbers and expiry dates when setting up a new data file. Item name import is now more flexible, and handles nasty extra characters that Excel inserts more gracefully. Names can now be imported. Changing a user password from the user list now requires entering the password twice to save errors The password entry window has been redesigned. It now alerts the user if caps lock is on. User access to certain functions can now be set on a per-user basis. Invoices can be finalized as they are entered on a “per-invoice” basis if the user has permission to do so. Fixed a bug where processing a previous customer overpayment on a cash receipt would not remove the overpayment amount from the customer’s record. Fixed a bug where finalizing a invoice might not record the amount as outstand- ing if one-step finalize was turned on in the preferences. Data file warns if there are no items in the file when you try to view items. New menu commands to open a different data file or to create a new data file. ion 1.4.2 A long standing bug where occasionally the selling price and invoice total were not calculated for lines on supplier invoices has been fixed. forming stock. • Fixed a bug where a customer credit c margin had been entered for that cust enter a margin for a customer!) • Fixed some small bugs with the wrong celled attachment of emails • Fixed a bug where ordering for one su for that supplier rather than the prefe • Added a dates drop-down list to the in that recent invoices for a name can qu to the bottom of a very long list. version 1.4 • The ability to build products from ingr manufacturing, or any other organiza ished product. • Supplier repacks now have their own t • Item stock is now always up to date (O item while you issue or receive stock fo and mSupply will check every 60 secon will then update the stock). Note that • The find transaction window has been window unclear (although it did allow field to enter the number of recent in information in both fields, the invoice means that when searching for an inv "number of recent transactions" field • The is now an "export" command in t from almost any table. You can save e want to export, and quickly recall the 281 Supplier invoices and customer invoices now have a delete line button that will • You can now specify the supplier invoice margin item-by-item, rather than only for each supplier. There is a new setting in the preferences to determine which value d a supplier margin specified. delete any line from an invoice (except finalized invoices, of course) will be used if there is both an item an Transaction Codes 282 • Each transaction can have it's own category. The list of categories can be defined in the preferences. Supplier transactions and customer transactions have their own categories. • Abbreviations: When entering directions for an item, any abbreviations entered will be expanded to the full text. The list of abbreviations and their expansion can be edite • Custom • Item usa usage ch • A new " • Displayi • Generat • Items ca • Forecast • A n • Ord quantiti • Stan • A custom account does no ences) • New rep • Deb • Cus ing bala • A bonus ers auto does no ences) • Passwor security. • Export o 1" tab o • Each ite and pro • Items ca all. • Items lines (that is, batches) can now be held (quarantined) on a per-batch basis • Invoice windows now remember their position, and open in the position they were closed in. • Export of invoices and orders in HTML format that can be viewed by any web browser, most Word Processors and Spreadsheets. ther as an electronic invoice or as addresses. ut, and some extra safety checks rver capable. We expect mSupply with no problems. If anybody has be able to report on larger net- ost significant change is that the w you simply double-click the line me time. To do so, click on the menu will reappear, allowing you ow now lets you choose from stock for previous year- same upply only reported the total. e set by the user an item when entering a supplier d by the user. labels can be sorted before printing. ge now also shows standard deviation as well as the mean for the months osen item usage" report enables a concise print out of usage history. ng item usage is now much faster. ing orders has been sped up dramatically. n now be excluded from orders permanently. ing support is improved by : ew report to show usage statistics for selected items. ers can now use the last three years usage data to evaluate required es. dard deviation as well as monthly usage mean is available for each item. er receipts module has been added. This uses an "open-item" system of ing to record the exact amount outstanding on each invoice. (This module t affect the functioning of mSupply if you do not turn it on in the prefer- orts based on the account status of each customer: tors report lists all customers with outstanding balances tomer Statements prints a statement for each customer with an outstand- nce. stock system has been added. This allows issuing bonus stock to custom- matically, based on the bonus formula entered for each item.(This module t affect the functioning of mSupply if you do not turn it on in the prefer- ds are now stored in the data file using 512 bit RSA encryption for added • Automatic attachment of invoices to e-mails, ei an HTML invoice. • E-mails can now have attachments, CC and BCC Version 1.3 • Version 1.3.2 & 1.3.3: bug fixes. • Version 1.3.1: minor changes to the invoice layo added when calculating tax rates. • Most significantly, mSupply is now fully client-se will be able to handle 20 or 30 concurrent users a spare 70 or 80 computers they can lend, we'll works. • Many interface improvements. For users, the m edit line buttons are gone from all windows. No you want to edit. • Multiple windows can now be opened at the sa splash screen picture (the supply man), and the to start a new task. • Greatly expanded reports menu • a menu in the transaction report wind several different styles of report • quotation reports by supplier or item • opening stock for the year (or closing thing!) • current stock valuation- previously mS Now you can print a list as well • Report headers, footers and borders can now b • There is an option to show recent purchases for f finalized invoices is now optional. It is turned on or off on the "invoices invoice ttached to it with up to 32,000 ttom of the invoice. - not just the default currency for ur information to be added. f the preferences. m can now be assigned to a department, allowing you to group items, duce reports based on those groups. n now be held so they are only issued on builds, or they are not issued at • Transaction notes- any invoice can have a note a characters of text. The note will print on the bo • Supplier quotations can now be in any currency the supplier. • There is a second address line on invoices for yo Version 1.61r1 (March 2004) • A new preference allows turning on or off the logging of new name creation. • The previous year's item ledger can be printed. This means that new transactions can be entered without the need to save an end of year copy of mSupply just for printing the ledger. • Each transaction no longer stores the name code and the charge code- the charge code is taken from the name at the time of export. This way you can edit charge codes and re-export if there is a problem. • In the ledger tab of the item viewing window, there are two extra options- • • • • • to view all the transactions for a particular name (click on a transac- tion then choose this item to view all transactions from/to the same name as the one you clicked. to view all the transactions associated with a particular batch of stock. Holding down the shift key while clicking on a blue column header now sorts the column in the reverse (descending- 9>1, z>a) order. Email from within mSupply. We have added quick email functionality. This is just the start- watch this space. It is now possible to set the minimum stock level for each item (although there is no requirement to do so. See the manual for a fuller explantion). When generat- ing an order, mSupply's own calculation method is used first, and if the result is still less than the minimum, the order quantity is increased. 283 Transaction Codes 284 Index Numerics 2 period comparis A Abbreviations Managing 227 ABC analysis repo Access group for Accounting softw Linking with 1 Accounts Setting default Setting for an Specifying for Viewing, addin Ad Hoc item 63 Ad Hoc items 61 Adding to purc 131 Archive command ATC code 20, 56 Reporting 172 Attachments to E Automatic update sions 222 Available stock- i B Backorder report Backorders 53 Activating 145 Adding for a cu For a particular name- viewing 39 Showing when entering a customer in- voice 85 Backup C Cash Receipts Entering 95 Backorders 85 Confirming 92 Default customer 142 Deleting 88 Deleting lines 92 Editing lines on. 91 Editing placeholder lines 92 Entering Bonus stock 90 Entering Box numbers 88 Finalising 88, 193 Finalising automatically 145 Issuing all available stock of a batch 90 Line reordering 92 Placeholder lines 90 Placeholder lines- allowing 145 Printing form to use, choosing 147 Printing proforma invoice 86 on report 176 rt 179 users 98 are 53 for new items 155 item 48 items 48 g and editing 70 Options 151 Bar codes Quotations from suppliers 52 Batches Holding 49 Bill of materials Entering 54 Entry not allowed 54 Using in builds 60 Bills 79 Bonuses Activating 146 Entering Bonus stock 90 Box labels Overpayments 95 Catalogue code 47 Categories Invoices 229 Transactions 229 Charged through goods 219 Close date 142 Columns Resizing 83 Sorting 83 Columns in lists Choosing 31 Reordering 32 Confirming invoices 92 Printing 88 Contacts Requiring entry of transaction catego- ry 146 Selling price calculation 83 Service lines 93 Summary view 87 Transport details 87 Customer menu 216 Customer ordered shortfall report 177 Customer Receipts Activating 145 Customer statements 188 Customers 35 Charge code and name code match 149 Credit invoice 217 hase orders on the fly 235 , 58, 173 -mails 232 checking for new ver- ssuing all 90 188 Box numbers Entering 88 Browser access to mSupply 111 Budget Editing & deleting 225 Entering details 224 Overview 224 Report 225 Build yields 61 Builds Adding ingredients manually 59 Finalising 195 New 58 Printing labels 60 Displaying 230 Field Descriptions 256 Viewing by associated name 41 Conventions 10 Creating blank order 124 Creating blank Purchase Order 124 Creditors Activating module 144 Paying 213 Currencies 222 Default 142 Currency formats 149 Custom identification code 154 285 Projected 60 Custom reports 160 New Invoice 217 Showing 217 Showing invoices 216 stomer name 39, 40 Showing 58 Using a bill of materials 60 Customer invoices Adding invoice lines 89 Automatically confirm invoices 145 286 D Data file Changing 252 Create new 13, 15 Debtors Customer Listing rep Overpaym Default marg Default patie Defined daily Entering f Defining loca Defining loca Deleting Customer Departme Items 47 Log 235 Miscellane Names 21 Old data 2 Supplier in Department Deleting 6 Show 66 Designing a R Directions Default di Entering 1 Discounts on Dispensary Entering p Dispensary M Custom id Default patient category 155 Directions 106 Explained 103 Issuing stock from multiple batches to fill a prescription 107 Labels 107 E-mail Attachments 232 Default signature 150 Displaying 232 New 231 New message 233 Inventory adjustments 195 Finding records in Lists 33 Finding Transactions 216 Flags Item flags 44 Fonts 150 In e-mails 150 Footers On reports 147 Formats Currencies 149 French language option for each user 99 G General Ledger accounts for items 48 GL accounts 70 Goods Receipts 136 Goods Received Finalising 137 statement report 188 ort 188 ents 95 in 142 nt category 155 dose or an item 56 tion 73 tion type 72 invoices 88 nt 67 Messages on labels 154 Patient codes, assigning automatically 155 Prescriber must be entered 155 Print a receipt on labels by default 155 Print organization address 1 as sepa- rate line 154 Print patient category 155 Print prescriber full name 154 Printing options for units 154, 155 What is different from store mode 104 Dispensing Default directions for items 56 Options 150 Return Address 150 Sending 233 Sending Purchase Orders as PDF 134 Signature 150 SMTP server 150 Status explained 232 E-mail client Using system e-mail client for e-mail- ing 156 Entering budget details 224 EPL printing preferences 221 Example Data file Process repeats 110 Installing a new copy 13 Graphical Stock History Report 182 H Headers On reports 147 Heading message on Purchase Orders 130 Hierarchical categorisation of items 176 History Viewing prescription history 107 Hold check box for supplier invoices 80 Hold option for batches 49 HTML Reports 160 I ous labels 227 9 35 voices 80 7 eport 162 rections for an item 56 06 Supplier invoices 84 rescribed drug items 106 Repeat 109 Distribution of quantities issued report 174 Dot notation 176 Drug interaction Groups Defining 68 Drug interactions Options 153 Duplicating prescriptions 108 E Editing 63 Editing & deleting budgets 225 Electronic Invoices Excel Opening reports in 160 Setting location for automatic report opening 157 Setting location in preferences 157 Expiring items report 186 Exporting Default destination 142 F Files Extensions 251 Finalising Builds 195 ode Explained 97 Customer invoices 193 I.P. address when using Moneyworks 152 Include builds in item usage calculations entification code 154 Setup 148 Goods received 137 48 Inventory adjustments When to use 64, 65 Invoice numbers Increasing man Invoices Categories 229 Changing next Creating from Default sort or Exporting 218 Printing multip Showing 216 Special 218 Transport deta Issuing all availab Item accounts 70 Item categories 7 Adding a new Editing a categ Hierarchical fo Reordering the Using dot nota Using in compa Item flags Setting and Re Item lines 49 Holding a selec Holding an item Item slow movers Item usage Graph 48 Include builds Item warnings 47 Items 43 Accounts 48 Ad Hoc items 61 Backorders 53 Catalogue code 47 Search by 148 Messages 154, 274 Miscellaneous 227 Prescription 107 Print organization address 1 as sepa- Log Deleting 235 Setting options 149 Viewing 235 Log-in window 14 Logo Inserting 158 M Mailboxes Edit button 232 Manage Reports menu item 190 Management summary report 180 Manufacturers Adding 37 Entering for each incoming line 82 Preference to show field on supplier invoices 144 ually 142 number 142 supplier invoice 219 der 144 le 218 ils 87 le stock 90 1 Custom field labels 148 Default account codes 155 Default directions 56 Deleting 47 Departments 66, 67 Holding an item 45 Issue in builds only option 45 List report 184 Merging two 66 Minimum stock entry 49 New, Creating 57 Non-stock 75 Notes 53 Order by button 44 rate line 154 Print patient category 155 Print prescriber full name 154 Printing build labels 60 Printing multiple for one item 107 Printing options for units 154, 155 Reprinting 107 Language checkbox for users 99 Ledger Reconciling 54 Ledger problems report 189 License Agreement 6 Lists Customising list views 31 category 71 Price List Options 50 Finding records 33 Manufacturing 58 Manufacturing Yields 61 Margin Default margin 142 Merging prescribers 229 Merging two items 66 Messages On web interface 233 Messages on labels 154 Dispensary mode Messages on labels 274 Messages on printed forms 147 Microsoft Excel Opening reports in 160 ory 72 rmat 176 list 71 tion 176 ristive reports 176 moving 44 ted batch 49 45 report 185 48 Quotation entry 51 Reconciling 54 Repacking 63 Show 43 Stock 49 Units- showing and adding 70 Usage 48 Usage report 184, 185 User fields 47 Volume per pack 46 L Labels Reordering columns 32 Location Defining locations 73 Editing 74 Merging two 75 Purchase order volume prediction 133 Shelf 46 Show location 72 Volume 73 Location management Checking space when receiving goods 137 Location type Defining 72 287 Creating with custom reports 161 Show 72 Minimum stock 49 Misc (Preferences, Miscellaneous) 148 Miscellaneous Labels 227 Deleting 227 Custom identification code 154 For multiple batches of the one item 107 Lock date 142 Locked data file warning 148 288 Moneyworks How to set up linking 153 Options in preferences 152 N Names Adding 35 Deleting 2 Editing 37 E-mails- v Merging 2 Notes- ad Printing a Printing a Viewing B Viewing in nam Nett cost for New custome Print invo New data file New item lin Non-stock ite O Ordering rec Orders Auto-calcu 130 Confirmin Creating b Days to lo E-mail as E-mail in b E-mailing Printing 1 Splitting according to supplier 134 Splitting into multiple orders 134 Status codes 129 Types of automatic ordering 123 Orders- see Purchase Orders 121 Organization name 141 Printing 221 Prescribed drug items 106 Prescriber 174, 177 Prescriber field required 155 Prescriber report 177 Prescriber totals report 187 Packing slip sort order 147 Pick slips by location 147 Pick/Packing slips 147 Preview 240 Print invoices alphabetically 36 Report options 159 Report printing options window 159 Turning default on or off 143 Printing multiple labels for one item 107 Printing options for units 154, 155 Printing preferences 221 Printing proforma invoice 86 Printing styles options 150 Process repeats 110 Production yields 61 Purchase Order Types of report available 178 Purchase order Creating a blank 124 19 iewing 41, 42 14, 219 ding and editing 40 list 37 ddress labels 37 ackorders 39 voices associated with a e 38 quotes 51 r P Packing slips Printing separate by location 147 Sort order when printing 147 Pareto Analysis Report 179 Password entry at startup 14 Patient category Default value 155 Patient codes 155 Patient receipts Printing 110 Patients Prescribers Active chekbox 229 Managing 228 Merging, Deleting 229 Prescription totals per user report 187 Prescriptions Duplicating 108 Viewing history 107 Price list Finding items that should be included 188 Price list report 189 Price list updating 189 ices alphabetically 36 Entering new patients while dispens- Pricing Purchase Order costs column 130 Purchase Order Reports 178 Types available 178 Purchase Orders Ad Hoc items 131 Adding Ad Hoc items 131 Copying to clipboard 133 Cost column 130 Creating 121 Details tab 130 Editing 126 E-mail preferences 156 Export to spreadsheet 133 Log of events 132 Logic used for generating 121, 125 creation 13 e 106 ms 75 ords in lists 32 lating usage when editing g 130 lank Purchase Order 124 ok back- default 148 an attachment 134 ody of an e-mail 134 ing 105 Viewing history 108 PDF E-mailing invoices as PDF 134 Period Closing Close date 142 Lock date 142 Pick slips Choosing form to use for printing 146 Printing separate by location 147 Sort order when printing 147 Placeholder lines 90 Editing 92 Preferences 141 Setting up multiple prices 156 Print Print invoices alphabetically 36 Print a receipt on labels by default 155 Print customer statement balance on in- voice 147 Print invoices alphabetically 36 Print organization address 1 as separate line 154 Print patient category 155 Print prescriber full name 154 Printing Box labels 88 Build labels 60 to suppliers 134 Moneyworks options 152 Choosing a printer for invoices 147 Messages to supplier 130 Preference for printing signature sec- 34 Prices 156 Invoice messages 147 tion 156 Printing the signature section 156 Receiving in multiple consignments 136 Sending as PDF Showing 213 Showing Invoic Status explaine Types of repor Purchase orders Editing 124 Editing lines 1 Multiple delive Printing 130 Split deliveries Purchases report Q Quarantine 282 Queries on lists 3 Query editor 161 Quickbooks Linking with 1 Quotes 24, 38, 4 223 Adding new 51 Adjusted cost e Comparing 51 Deleting 52 Modifying 52 Nett cost expla Preferred supp Price breaks 5 Updating from R Random stock take report 181 Receipt Print a receipt on labels by default 155 Receipts Customer ordered shortfall 177 Customer statements 188 Debtors listing 188 Distribution of quantities issued 174 User transaction totals 187 Responsible Officer option for users 98 S Search editor 161 Selling price Editing 49 Server Running as a service 246 Service Running mSupply server as a service 246 Service items Preferences for 149 Setting for printing and display 150 Setup 12 Shelf location 46 Shortfall report 177 attachments 134 es made from. 132 d 129 t available 178 26 ries 135 135 179 Activating 145 Printing 110 Receiving Goods 136 Redistribute button on customer invoices 92 Registering mSupply 141 Registration code Entering 141 Regular Tasks Monthly 239 Yearly 239 Reminders 223 Preferences for 151 Reording customer invoice lines 92 Expiring items 186 Footers 147 Goods Received date vs Purchase or- der date 178 Graphical Stock History 182 Header and footer 160 Headers 147 Item list 184 Item slow movers 185 Item usage 184 Ledger problems 189 Management summary 180 Managing 190 Opening in other programs 160 Repacking Items 63 Opening stock 181 Show budgets Budget overview 224 Budget report 225 Editing & deleting budgets 225 Entering details 224 Show connected users 222 Show location 72 Show location types 72 Show Purchase Orders 213 Sorting records in lists 32 Special invoices Setting the title 147 Special menu 221 Standard abbreviations 3 53 0, 44, 51, 134, 204, xplained 51 ined 51 lier 52 Repacks Printing options 64 Showing 63 Repeat dispensing 110 Report Management- including expiring items section 180 Prescriber report 177 Transport 186 Reports 159 2 period comparison 174, 176 ABC analysis 179 Backorder 188 By ATC code 172 Prescriber report 174 Prescriber totals 187 Price list 189 Price list additions 188 Printing 159 Purchase Orders 178 Purchases 179 Random stock take 181 Save to file 160 Saving as HTML 160 Stock 181 Stock on date 181 Suggest price list additions 188 Transaction reports 173 289 2 Category analysis 172 Transactions 173 Using 107 Startup Warning about locked file 148 Statements for customers 188 an order 134 Current Stock 181 Custom 160 Types of transaction report 173 Update price list 189 290 Stock 49 Adjusting 65 Current 181 Current stock report 181 Holding a batch 49 Holding an item 45 Opening 1 Repacking Set start o Setting m Stock on dat Stock take 1 Stores Setting up Transferri Suggest price Summary vie Supervisor m Supplier invo Adding lin Confirmin Deleting 8 Deleting l Discounts Editing a l 82 Editing lin Entering 7 Hold chec Selling pri Showing c Turning di voic Supplier men Supplier pay Activating Suppliers 35 Charge code and name code match 149 Codes for items 52 Creating new 203 Credit Invoice 204 Requiring on customer invoices 146 Transactions Archiving 235 Builds 58 Categories 229 Codes 253 Most recent changes 7 Volume Location 73 Volume per pack for Items 46 W Warnings Managing 228 Warnings for items 47 Web messages 233 Priority setting 234 Web server 111 Messages 233 Start automatically 152 Windows Moving 240 Notes for Windows users 13 81 63 f year 233 inimum level 49 e report 181 81 multiple stores 225 ng stock between 94 list additions report 188 w for customer invoices 87 ode 240 ices Default currency 142 Default margin for new suppliers 142 Import invoice 204 Merging 214 New invoice 203 New purchase order command 121 Paying 213 Receiving quotations for a tender 208 Show invoices 203 Showing 204 T Tax Export file format 250 Export when finalising 144 Finding 216 Reports 173 Showing 216 Transferring goods to another store 94 Transport details 87 Transport Report 186 Tutorial 17 Two period comparison report 176 U Units 70 es 81 Allow editing on invoices 143 Updates g automatically 144 0 ines 83 on whole invoice 84 ine if stock has been issued es on. 82 9 k box 80 ce calculation 83 omparitive purchases 144 rectly into a customer in- e 219 u 203 Editing on invoices 93 Printing on invoices 147 Tender Management 204 Tenders Accepting tenders 210 Adding items 206 Comparing quotations for an item 210 Deleting a supplier 208 E-mailing to suppliers 208 Receiving quotations from suppliers 208 Showing 204 Tender auto-generation 211 This computer Automatic checking for 222 User fields for Items 47 User transaction totals report 187 Users Access group 98 Active/inactive setting 98 Language setting 99 Permissions 99 Restricting Access 98 Show connected 222 V Versions Automatic checking for new versions ments Preferences for 157 222 module 144 Transaction categories Earlier versions 269 mSupply user guide Introduction About this user guide About us We are based in Kathmandu, Nepal Thanks Copyright Licence Agreement and Costs Changes in recent versions v2 (very soon . towards the end of May) v2b2 (18th April 2008) v 2b1 (1st Feb 2008) v 196r6 (24th Jan 2008) v 1.96r4 (31st Aug 2007) v 196r3 (5th June 2007) v 196 (24th April 2007) Conventions used in this manual Setting up mSupply Hardware requirements: Hardware recommendations: Upgrading from previous versions Installation Example Data file Notes for Windows users Starting mSupply for the first time Preparing mSupply for actual use Tutorial mSupply Explained mSupply work flow diagram Opening the example data file The Navigator Adding and viewing items Viewing or Editing item details Customers, Suppliers, and Contacts Adding a Customer or Supplier Editing a Customer or Supplier Enter incoming goods (a supplier invoice) Enter outgoing goods (a customer invoice) Confirming the invoice: Entering Quotations Where to now? Working with lists Finding records Names: using, adding and editing About names Adding a Customer, Supplier or Manufacturer Items in the names entry window Extra information for customers only. Extra information for suppliers only: About Manufacturers Editing a Customer, Supplier or Manufacturer Buttons in the names list window Editing or viewing a name The Invoices tab The Backorders tab Buttons on the backorders tab: The Quotes tab The Notes tab The Contacts tab The Email tab The Group tab The Purchase Orders tab The Website login tab Items The Item Menu Show items. The Item Details WIndow Item Edit - General options Buttons in the item details window Item Edit- Misc options Item Edit- "Usage" Item Edit- Stock options Other information on the stock options page Price List Item Edit - Ledger options Item Edit- Quotes options Add a new quote To modify a quote: Item Edit- Backorders options Item Edit - "Notes" Item Edit - Reconcile options Item Edit - “Bill of Materials” options Items on the Bill of Materials Options page: Item Edit- Order options Item Edit - Order Options Item edit - Dispensing options Item Edit- Reporting options New item. Show builds. New build. Adding ingredients manually Adding the item to be built. Finishing build entry Converting projected builds into an actual build. Using a Bill of Materials Manage Ad Hoc items. Show repacks. New repack. When to use inventory adjustments Inventory adjust - add stock. Inventory adjust- reduce stock Merge two items. Show departments. Manage Item Access. Manage Drug interaction groups Show units. Show Accounts. Show item categories. Show Locations. Merge two Locations. Check stock is correct. Non-stock items Receiving Goods- a Supplier Invoice Information to enter in the main window Buttons in the supplier invoice window Adding new lines to a Supplier invoice Editing lines on a supplier invoice Working with the list of invoice lines Deleting a line on a supplier invoice Tip: Rapid access of Goods Received note from Supplier invoice, and vice versa Issuing Goods to a Customer (Customer Invoices) Creating a new Invoice Information to enter in the main window Buttons in the customer invoice window Delete backorder Modify line Confirm Small icon buttons in the Customer invoice window Tabs in the customer invoice window Summary Transport Details Adding lines to an invoice Issuing from multiple lines Editing an invoice line Deleting a line from an invoice Reordering invoice lines Confirming an invoice Entering a service line on an invoice Editing tax on invoices Transferring goods to another Store Receiving payment from Customers Overpayments Electronic invoices Setting up electronic invoices: Steps to use electronic invoices Restricting User Access Applying restrictions Restricting Customer access to items Dispensary Mode About Dispensary Mode Activating Dispensary Mode What changes in dispensary mode? Different menus Different windows Entering prescribed items Entering directions View history Duplicating a prescription Repeats Viewing patient details Repeat Dispensing Printing labels Printing receipts The mSupply Web Server About the mSupply Web Server Activating the web server Connecting to mSupply from a web browser gOrdering Items From Suppliers Creating a new purchase order Order types available from the popup menu Days stock required Other items in the create order window Creating a blank purchase order Editing a purchase order Editing a purchase order Editing purchase order lines Other information in the Order line details window: Tabs in the Order line details window Buttons in the Order editing window If you click the Delete button, the order will be deleted and the order number will be reused for. Order status explained: Estimated order costs explained Other buttons in the Edit Order window. The Details tab The Ad Hoc items tab The Receipt tab The Invoices tab The Log tab The Location tab The Order Menu Receiving goods using the Goods Receipt function Finalising Goods Received Location management when receiving goods. Viewing existing Goods Receipts Viewing and editing supplier invoices created via Goods Receipts Goods Received: viewing relevant Purchase Order and Supplier invoice Preferences. General Invoices 1 Invoices 2 Printing Misc Log Font E-mail Backup Reminders Web server Moneyworks Drug interactions options Customization Options Dispensary mode Item Purchase Order Defaults Purchase Order Printing Prices This computer OK and Print Logo Report Menu Report printing options. Report destinations Custom Report. Using the query (search) editor Designing a Report Category Analysis. Transactions. The 2 period comparison by item category report Customer Ordered Shortfall Report Purchase Orders. Purchases. ABC analysis. Management summary. Show total stock value. Current Stock. Opening Stock. Stock on date. Graphical stock history Graphical daily stock Suggest order quantities Item list. Item usage. Item slow movers. Expiring items. Quotation Summary. Transport Report Prescriber report User transaction totals Debtors. Customer statements. Backorder report Suggest price list additions. Update price list. Price list. Item Ledger date range Look for ledger problems. Print item ledger. Location report. Manage Reports. File menu. New data file… Change user Change Password Edit users and groups. Show current user. Backup. Restore. Finalise customer invoices. Finalise supplier invoices. . Finalise inventory adjustments. Finalise builds. Export a batch again. Import items. Import items & stock Import customers and suppliers Export. Preferences Exit/Quit The Edit Menu Supplier Menu Show invoices. New Supplier invoice. New Supplier. Show suppliers. New Supplier credit. Import invoice. Show tenders. Adding items to a tender Receiving Quotations from suppliers in response to a tender Comparing quotations from different suppliers Accepting tenders Tender auto-generation Show purchase Orders. New Purchase Order. New Blank Purchase Order. Show Goods Received New Goods Received Show cash payments. New cash payment. Merge two names. Show categories Show manufacturers New manufacturer Customer Menu Show invoices. New Invoice. Show customers. New customer. New credit. Cash Receipts. New cash receipt. Export invoice. Export HTML invoice. Print special invoice Print invoice series. Show groups. Invoice from supplier invoice Merge two names. Show Categories Show shipping methods The Special menu Show Navigator Printing preferences Check for updates. Show connected users Currencies. Buttons in the currency list window : Editing a currency entry: Buttons in the currency editing window : Reminders. The Reminder details window Show budgets. Buttons in the budget period list window : Show stores Misc labels Abbreviations. Warnings. Prescribers. Merge prescribers Transaction categories Contacts. Buttons in the contact list window: New e-mail. Show e-mails. Managing mailboxes Buttons in the message list window: Send queued e-mails. Set start of year stock. Show Web messages View log User’s report Purge. Show stores. The Help Menu About mSupply. Why is there no help option? Miscellaneous Topics End of Month tasks End of Year Tasks Maintenance and Repair How do I move a window whose title bar has been hidden? Printing notes Security of your data Supervisor mode Technical Notes mSupply Client/Server installation Installing mSupply server Installing mSupply Client Graceful shutdown in the event of a power failure Export file formats mSupply Server backup configuration mSupply file extensions and types File arrangementLocation Getting the right data file when you open mSupply Transaction Codes Transaction type codes Transaction Status Codes Field formats Changes in Earlier Versions v.195 (5th February 2007) v.194r3 (13th December 2006) v.194r2 (1st November 2006) v1.94r1 (28th September 2006) v1.94 (10th September 2006) v1.92 (4th July 2006) v1.92 (4th July 2006) Price tab now does not show on Inventory Adjustment window.v1.91 (12th June 2006) v1.90r2 (9th May 2006) v1.90 (9th Mar 2006) v.186 (2nd Feb 2006) v1.85r2 (13th January 2006) v1.85r1 (3rd January 2006) v1.85 (29th December 2005) v1.84 (13th December 2005) v1.83 (13th September 2005) v.182r2 (30th August 2005) Version 1.82 r1 (1st August 2005) Version 1.82 (27th July 2005) Version 1.81 (21st June 2005) Version 1.70r1 (4th Feb 2005) Version 1.70 (3rd December 2004) Version 1.63 (22nd August 2004) Version 1.62r1 (17 Aug 2004) Version 1.62 (9 June 2004) Version 1.61r2 (April 2004) Version 1.61r1 (March 2004) Version 1.61 (March 2004) Version 1.6 Changes in Version 1.5.0 Version 1.4.3 Version 1.4.2 version 1.4 Version 1.3 Index Numerics A B C D E F G H I L M N O P Q R S T U V W

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