How to Use Add Items Below ROL in Purchase Order Creation - hmislk/hmis GitHub Wiki

How to Use "Add Items Below ROL" in Purchase Order Creation

This guide explains how to use the Add Items Below ROL feature when creating a Purchase Order (PO) in the pharmacy module. This feature automatically identifies items whose current stock level is below the configured Reorder Level (ROL) for the selected supplier, saving time and reducing the risk of missing critical restocking items.

Prerequisites

Before this feature can work, two setup steps must be completed:

  1. Items must be linked to a supplier (Item Distributors setup)
  2. Reorder levels must be configured for those items (ROL and ROQ Management)

Step 1: Link Items to a Supplier

Path: Menu > Admin > Pharmaceutical Management > Institution Section > Item Distributors

Or navigate directly to: /pharmacy/pharmacy_items_distributors.xhtml

  1. In the Select Supplier field, type at least 3 characters of the supplier name and select the correct supplier from the dropdown.
  2. In the Item field, search for and select the pharmacy item you want to link to this supplier.
  3. Click Add Item to Supplier.
  4. Repeat for each item that this supplier provides.
  5. To verify, click List Items Supplied by the Supplier — the linked items will appear in the table below.

Note: Only items linked to a supplier will appear when using the ROL-based auto-add feature in PO creation. If an item is below its ROL but not linked to the supplier, it will not be included.

Step 2: Configure Reorder Levels (ROL, ROQ, and Buffer Stock)

Path: Menu > Pharmacy > Item Reports > ROL and ROQ Management

Or navigate directly to: /pharmacy/reorder_management.xhtml

  1. Under Reorder Manage By Department, search for and select your department.
  2. Click List Reorders by Department.
  3. If no records appear, click Create Reorders to generate reorder records for all items in that department.
  4. In the table that appears, fill in the following for each item:
    • Reorder Level (ROL): The minimum stock quantity that should trigger a reorder.
    • Reorder Quantity (ROQ): The standard quantity to order when restocking.
    • Buffer Stocks: The safety stock quantity to keep on hand.
  5. Values are saved automatically when you move focus away from each field (on blur).

Tip: You can also manage reorders by institution using the Reorder Manage By Institution panel on the same page.

Step 3: Create a Purchase Order Using "Add Items Below ROL"

Path: Menu > Pharmacy > Procurement > Create PO

Or navigate directly to: /pharmacy/pharmacy_purhcase_order_request.xhtml

  1. In the Supplier field, search for and select the supplier you want to order from.
  2. Select the appropriate Payment Method (e.g., Cash, Credit).
  3. If using Credit, enter the credit duration in days.
  4. In the Add Items panel on the right side, click Add Items Below ROL.

The system will:

  • Query all items linked to the selected supplier.
  • Cross-reference these items against the current stock levels for your department.
  • Add only the items where the current stock is less than the configured ROL to the purchase order.

  1. Review the items added to the PO table. For each item, you will see:

    • Item name and code
    • Quantity (editable — adjust as needed)
    • Free Qty (editable)
    • Purchase Price (editable)
    • Total (calculated automatically)
    • Stock in Units (current stock level)
    • Usage (recent consumption data)

  2. Adjust quantities as necessary. You can also add more items manually using the Select and Add a supplier Item dropdown or the Select Any Item and Add autocomplete field.

  3. Click Save to save the PO for later editing, or Finalize to lock the PO and make it ready for approval.

Important: Once a PO is finalized, it cannot be edited. Use Save if you need to review or adjust the order before finalizing.

What Happens if No Items Are Found?

If no items are below the reorder level for the selected supplier and department, the system will display an error message:

"No items found below reorder level for the selected supplier and department."

This can happen if:

  • No items have been linked to the selected supplier (see Step 1).
  • Reorder levels have not been set up for the department (see Step 2).
  • All linked items currently have stock above their configured ROL.

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