The HMIS system provides flexible bill number generation for pharmacy operations. You can configure how bill numbers are formatted for different types of pharmacy bills, including Purchase Orders, GRNs, Transfers, Sales, and other transactions.

Bill numbers can be configured to include:

• Department codes (e.g., ICU, OPD, WARD)
• Institution codes (e.g., MPH, GH, DH)
• Year (e.g., 25 for 2025)
• Prefixes (e.g., POR, GRN, TI)
• Sequential numbers (e.g., 000001)

Configure bill numbers when you need:

• Unique identification across multiple departments or institutions
• Year-based numbering that resets annually
• Department-specific numbering for tracking purposes
• Institution-wide numbering for consolidated reporting
• Custom prefixes for different bill types

1. Log in as a system administrator
2. Navigate to Admin → System Configuration → Application Configuration
3. Look for configuration options starting with "Bill Number"

The configuration options are organized by:

• Bill Number Generation Strategy - Controls the format
• Bill Number Suffix - Sets the prefix for each bill type

Format: 000001/2025

• Simple sequential number with year
• No department or institution codes
• Backward compatible with existing systems

When to Use: For single-department institutions or when simplicity is preferred

Format: POR/ICU/MPH/25/000001

• POR = Bill type prefix (Purchase Order Request)
• ICU = Department code
• MPH = Institution code
• 25 = Year (2025)
• 000001 = Sequential number

Configuration Key: Bill Number Generation Strategy for Pharmacy [BILL_TYPE] - Prefix + Department Code + Institution Code + Year + Yearly Number

When to Use: For multi-department institutions needing detailed tracking

Format: POR/MPH/25/000001

• POR = Bill type prefix
• MPH = Institution code
• 25 = Year (2025)
• 000001 = Sequential number (counts all bills institution-wide)

Configuration Key: Bill Number Generation Strategy for Pharmacy [BILL_TYPE] - Prefix + Institution Code + Year + Yearly Number

When to Use: For institution-wide numbering without department separation

Bill Type	Default Prefix	Description
Purchase Order Request	POR	Purchase requests from departments
Purchase Order Approval	POA	Approved purchase orders
Cancelled Purchase Order	C-POR	Cancelled purchase requests
GRN (Goods Received Note)	GRN	Items received from suppliers
Cancelled GRN	C-GRN	Cancelled goods receipts
GRN Return	GRNR	Items returned to suppliers
Direct Purchase	DP	Direct pharmacy purchases
Cancelled Direct Purchase	C-DP	Cancelled direct purchases
Transfer Issue	TI	Items transferred between departments
Direct Issue	DTI	Direct issues to patients/departments
Sale Pre Bill	SPB	Pre-bills for pharmacy sales
Sale Cashier Pre Bill	SCPB	Cashier pre-bills
Sale Bill	SB	Final sale bills
Sale Return	SR	Returned sale items
Sale Return Pre Bill	SRP	Pre-bills for returns
Sale Cancelled	SC	Cancelled sales
Direct Purchase Refund	DPR	Refunds for direct purchases
Issue Cancelled	C-DIS	Cancelled issue bills
Transfer Receive	TR	Items received from transfers
Disposal Issue	DIS	Items disposed/discarded
Transfer Request	PHTRQ	Transfer requests between departments

1. Access Configuration: Admin → System Configuration → Application Configuration
2. Find Option: Bill Number Generation Strategy for Pharmacy Purchase Order Request - Prefix + Department Code + Institution Code + Year + Yearly Number
3. Set Value: true
4. Result: Purchase order numbers will be formatted as POR/ICU/MPH/25/000001

1. Access Configuration: Admin → System Configuration → Application Configuration
2. Find Option: Bill Number Generation Strategy for Pharmacy GRN - Prefix + Institution Code + Year + Yearly Number
3. Set Value: true
4. Result: GRN numbers will be formatted as GRN/MPH/25/000001

1. Access Configuration: Admin → System Configuration → Application Configuration
2. Find Option: Bill Number Suffix for Purchase Order Request
3. Change Value: From POR to PUR
4. Result: Purchase order numbers will use PUR instead of POR

• Department Bills: 000001/2025
• Institution Bills: 000001/2025
• Behavior: Uses traditional numbering format

• Configuration: Enable "Prefix + Department Code + Institution Code + Year + Yearly Number"
• Department Bills: POR/ICU/MPH/25/000001
• Institution Bills: POR/ICU/MPH/25/000001 (same as department)
• Behavior: Both use detailed format with department code

• Configuration: Enable "Prefix + Institution Code + Year + Yearly Number"
• Department Bills: POR/MPH/25/000001
• Institution Bills: POR/MPH/25/000001 (same sequence)
• Behavior: Simplified format, numbers count institution-wide

• Department Bills: POR/MPH/25/000001 (counts department bills only)
• Institution Bills: POR/MPH/25/000015 (counts all bills institution-wide)
• Behavior: Different counting methods for department vs institution

• Recommendation: Use traditional format or institution-wide format
• Avoid: Department + institution format (unnecessary complexity)

• Recommendation: Use department + institution format for detailed tracking
• Benefit: Easy identification of bill origin department

• Recommendation: Use institution-wide format
• Benefit: Sequential numbering across all departments

• Automatic Reset: All formats automatically reset numbering each year
• No Action Required: System handles year transitions automatically

Solution:

1. Verify configuration is saved properly
2. Restart the application if necessary
3. Check that you're configuring the correct bill type

Causes:

• Mixed configuration settings
• Different counting methods for department vs institution Solution: Choose consistent configuration strategy

Solution:

1. Check "Bill Number Suffix" configuration for the specific bill type
2. Ensure the suffix field is not empty
3. Verify correct spelling of suffix

Cause: Year change or configuration change Solution: This is normal behavior for yearly numbering

• Only System Administrators can change bill number configurations
• Regular users cannot modify these settings

• Immediate: New bills use the new format immediately
• Existing Bills: Previous bills retain their original numbers
• No Retroactive Changes: Past bill numbers are never modified

A: Yes, each bill type can be configured independently with its own strategy and prefix.

A: Old bill numbers remain unchanged. Only new bills use the new format.

A: No, the separator is fixed as "/" in the current system.

A: No, reports will continue to work with all bill number formats.

A: No, yearly reset is automatic and cannot be disabled.

A: The system automatically adjusts the number length (e.g., 000001, 000010, 000100).

A: No, prefixes are set per bill type institution-wide, not per department.

Institution codes are derived from your institution setup in the system. To change them:

1. Navigate to Admin → Institution Management
2. Edit your institution
3. Update the institution code field

Department codes are derived from your department setup:

1. Navigate to Admin → Department Management
2. Edit the department
3. Update the department code field

To monitor bill number patterns:

1. Use Reports → Bill Analysis
2. Filter by date range and bill type
3. Review bill number sequences for gaps or issues

For configuration assistance:

• Contact your system administrator
• Check the system logs for error messages
• Review this guide for common solutions
• Consult with HMIS support team for complex configurations