Create Purchase Orders - hmislk/hmis GitHub Wiki

Path: Pharmacy > Procurement > Create Purchase Orders

First, search and select the supplier and payment method. Next, add items to the purchase order. There are a few ways we can add items to the purchase order.

• 1. Add all supplier items
• 2. Add all supplier items below ROL (Re-Order Level)
• 3. Add a single supplier item
• 4. Add any item

After adding items, you can enter the quantity, free quantity, and the purchase rate. Then the total cost will be calculated automatically. For each item, you can also see the history of sales, available stock, expiry, etc., to make a more educated decision on how much to order.

After adding items to the PO, you can save the purchase order or finalise the purchase order. When a PO is saved, you can go back and edit the details of the PO, but the PO can not be approved. When a PO is finalised, it can not be edited and is ready to be approved.

When the PO is finalised, we can print the PO request.

Warning when an item is already on an open purchase order

When you add an item that is already on another purchase order that has not yet received its goods, a warning appears at the top of the page listing those purchase order numbers.

Adding Cataflam 50mg Tab warns that it is already on two purchase orders awaiting goods — and the item is still added as line 01.

This is a warning only, never a block. The item is always added, so you can still order deliberately from a second supplier, or top up an order that is only partly covered. The warning counts purchase orders across the whole hospital, both approved orders still waiting for goods and finalised requests not yet approved. Once the goods for a line arrive on a GRN, that order stops triggering the warning.

Fexet 60mg Tab adds as line 02 with no warning, because its earlier purchase order has already been received.

Administrators can turn the warning off with the configuration option Pharmacy PO - Warn When Item Is On An Open Purchase Order.

Hiding packs (AMPPs) from item selection

Hospitals that never order packs can stop packs from being offered. Set the configuration option Pharmacy - List Packs (AMPPs) in Item Selection to No (Administration > Manage Institutions > Application Options). The default is Yes, which lists packs as before.

When it is set to No:

• Select Any Item and Add lists only the medicine itself (AMP), never its packs.
• Select and Add a supplier Item, Add All and Add Items Below ROL skip any pack on the supplier's item list.

Searching "admenta" offers Admenta 10mg and admenta 5mg tab only; their 30-tablet packs are not listed.

Add All for Lanka pharmacy adds Admenta 10mg (line 01) but not the Admenta 10mg pack that is also on the supplier's list.

The same option hides packs on Direct Purchase, Purchase, Donation, Batch Create and Transfer Request. Purchase orders that already contain packs are not changed.

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