The Purchase/GRN Search Report allows pharmacy staff to search and view procurement records (purchases, Good Receive Notes, and donations) based on various criteria. This report provides two different views: bill-level summaries and detailed item-level information.

Use this report when you need to:

• Track procurement activities for a specific time period
• Find bills containing specific items
• Review purchase history for particular suppliers
• Generate reports for specific departments or institutions
• Export procurement data for analysis or auditing
• View purchase summaries or detailed item breakdowns

1. Login to the HMIS system
2. Navigate to Pharmacy module
3. Click on "Analytics" from the pharmacy menu
4. Find the "Procurement Reports" section
5. Click on "Item-wise Procurement" button

• From Date: Select the start date for your search
• To Date: Select the end date for your search
• Use the calendar picker to ensure correct date format

• Institution: Select specific institution (leave blank for all)
• Department: Choose specific department (leave blank for all)
• Supplier: Pick specific supplier (leave blank for all)
• Item: MANDATORY - You must select an item to search for bills containing that item

Choose your preferred view:

• By Bills: Shows complete bills that contain the selected item (bill-level totals)
• By Bill Items: Shows individual line items for the selected item

1. Ensure all required fields are filled (From Date, To Date, Item, Report View)
2. Click the green "Search" button
3. Wait for results to load

Shows complete procurement bills containing your selected item:

• Bill Number: Internal reference number
• Bill Date: When the bill was created
• Institution: Where the procurement was made
• Department: Requesting department
• Supplier: Vendor or donor
• Bill Type: Type of procurement (GRN, Purchase, Donation, etc.)
• Bill Total: Complete bill amount
• Net Total: Amount after discounts
• Discount: Total discount applied

Shows detailed line items for the selected item:

• Bill Number: Reference to parent bill
• Bill Date: When the procurement occurred
• Institution/Department/Supplier: Same as above
• Item: The specific item name
• Quantity: Purchased quantity
• Free Quantity: Bonus quantity received
• Total Quantity: Sum of purchased and free quantities

1. Click "Excel" button to download spreadsheet
2. Click "Print" button to print the report
3. Use browser print options if needed

• Click "View" button next to any bill
• Opens the complete bill details in a new page
• Review all items, costs, and transaction information

• "Search completed successfully": Results are displayed in the table below
• "X records found": Shows the number of matching records

• "Item selection is mandatory": You must choose an item before searching
• "No results found": No bills match your criteria - try different dates or filters

• "Date range is required": Both From Date and To Date must be selected
• "Invalid date range": To Date must be after From Date
• "Not yet Supported": Item type not supported for this search

1. Start with broader criteria then narrow down
2. Use date ranges wisely - shorter periods load faster
3. Select items carefully - search is case-sensitive
4. Choose appropriate view - Bills for summaries, Items for details

• Type partial name in Item field and select from dropdown
• Use generic names (e.g., "Paracetamol" instead of brand names)
• Check spelling - items must match exactly
• Try different forms if not found (tablet vs injection)

• Use shorter date ranges for faster searches
• Filter by institution/department when possible
• Export large datasets rather than viewing on screen
• Close report when done to free system resources

1. Check date range - expand if too narrow
2. Verify item exists in the selected timeframe
3. Try different suppliers or institutions
4. Check for typos in item name
5. Use broader search terms

1. Reduce date range to smaller periods
2. Add more specific filters (institution, department)
3. Try during off-peak hours
4. Clear browser cache if persistent

1. Ensure popup blockers are disabled
2. Check download folder for saved files
3. Try Print option as alternative
4. Contact IT support if Excel export fails

1. Use "View" buttons to see individual bills
2. Use browser back button to return to search
3. Refresh page if buttons not responding
4. Clear browser cache if navigation fails

Configuration Key: Pharmacy Analytics - Show Item-wise Procurement

• Default Value: true (enabled)
• Purpose: Controls whether the "Item-wise Procurement" button appears in Pharmacy Analytics
• Location: System Administration → Configuration Options
• Impact: When disabled, users cannot access this report from the navigation menu

• User permissions control who can access this report
• Department restrictions may limit visible data
• Institution filtering applies based on user role

• Results limited to user's authorized institutions
• Date ranges may have system-imposed limits
• Export capabilities depend on user permissions

1. Navigate to: System Administration → Configuration Options
2. Find: "Pharmacy Analytics - Show Item-wise Procurement"
3. Set Value:
   • true = Show button (default)
   • false = Hide button
4. Save Configuration
5. Restart Application (if required by your deployment)

Q: Why must I select an item? A: The report specifically searches for bills containing that item. Without an item selection, the system cannot determine which bills to retrieve.

Q: What's the difference between "By Bills" and "By Bill Items"? A: "By Bills" shows complete bills that contain your item with bill totals. "By Bill Items" shows only the line items for your specific item with quantities.

Q: Can I search without selecting an item? A: No, item selection is mandatory for this report. Use other procurement reports for general bill searches.

Q: Why do I see different totals between the two views? A: "By Bills" shows complete bill totals including all items. "By Bill Items" shows only quantities for your selected item.

Q: Can I search for multiple items at once? A: No, select one item per search. Run multiple searches for different items if needed.

Q: How do I find cancelled or refunded bills? A: The report includes all bill types (GRN, Purchase, Cancelled, Refund, Donation). Check the "Bill Type" column to identify the transaction type.

Q: Why can't I see all institutions? A: Your user account may have restrictions. Contact your system administrator for access to additional institutions.