When generating an order, there are many options which can be selected and altered to define the products that are ordered.
Factors affecting product selection when generating an order
- Number of days: Generates products for required number of days
- Content of the Order: Dispense or Retail products
- Allocate the products appropriately:
- Products must be flagged for reorder (i.e. Stocked)
- Stock On Hand accurately maintained
Factors affecting order quantity in the generated order
- Control the quantity Minfos will order – overriding quantity with:
- Minimum Shelf Hold
- Maximum Shelf Hold
- Supplier’s specification on the product
- Minimum order quantity
- Order multiple
- Retail Units
- Order Type: Projected Sales or Topping up
- Product quantity on pending orders. (Orders not marked completed)
- Product quantity on pending transfers (Transfers created in CO and have NOT been issued to the stores)
To generate an order
From the CO Orders window:
1. Click Generate Order or press [Alt+O].
The Order Details window is displayed.2. Enter the details of the order:
a. In the Order For text box, search for the pharmacy.
b. In the Supplier text box, search for the supplier.
c. Generated orders can be restricted to Company, this can be handy when a Company Representative is attending your pharmacy for an order.
d. Generated orders can be restricted to category. To set the restriction, select the Category Group from the dropdown box
e. Enter the category code or name in the Category text box, e.g., selecting Department as the Category Group and BABY CARE - GENERAL as the Category will restrict ordered products to this category. Available categories will depend on the Category Group selection.
f. In the Order Date text box, today’s date is shown by default. Click the calendar icon, and then select the date of the order to change it.
g. Click the Order Type drop-down, then select the type of order to generate. Choose either:
- Top-up, to order products based on the difference between the pharmacies SOH and minimum shelf hold.
- Projected sales, to order the products that are projected to be sold in the next <X> days, based on the previous sales; where <X> is the specified amount of days to order for.
h. Click the Order Contents drop-down, then click the type of products to order. Only products with MNPN are included in Generated orders. Choose either:
- All Products – a generated order with this order content will include all products, regardless of what A.R. Code has been set in Product Maintenance
- Dispense – a generated order with this order content setting will only include products that have an A.R. product code of Sale1000 in Product Maintenance
- Retail - a generated order with this order content setting will only include products that have an A.R. product code of Sale2000 in Product Maintenance
i. In the Order stock for the next <x> days text box, enter the number of days for which stock is being ordered. By default, this is set to 7 days.
- For projected sales orders, the projection is based on the number of days specified in the Order stock for the next <x>days text box
- Order period (days) should consider delivery days
j. In the Description text box, enter a name for the order. The Description should be unique and meaningful as it is sent to the pharmacy with the order.
k. In the Sales Representative Details text box, enter the details of the supplier sales representative, if required.
l. Check the Check for surplus stock check box to prompt Minfos to search for surplus stock at other stores. In the text box, enter the number of days of projected surplus stock to search.
Alternatively, uncheck the Check for surplus stock check box if Minfos is not required to search for surplus stock at other stores.
m. Click Save New Template to save the order as a new template. To view created templates, click the Templates button on the CO window.
n. Click Generate to generate the order.
After the order is generated, it is shown at the top of the order list in the CO window, in bold text with the status of New.
3. Double-click the new order to view its products.
If the order contains significantly more or fewer products than expected, see ”My generated order contains too many or too few products” in the Troubleshooting article.