Purchase Orders Approval - hmislk/hmis GitHub Wiki
Path: Pharmacy > Procurement > Purchase Orders Approval
You can search PO requests using,
- Date Range
- Supplier
- Requested User
- Requested Department
- PO Number
- Requested Value
- Approved Value
After identifying the PO that needs approval, select the Approve OP button available under actions.
Here you can check and edit the information that was entered during PO creation, such as payment method, quantity, free quantity, purchase rate, etc.
Then select the approve button to approve the PO request. Then a new PO will be printed.
Sending the purchase order to the supplier by SMS
After approval, the printed purchase order carries a Send SMS button, next to Print and Send Email. The same button is available later on the purchase order view page, so an order can be sent again at any time.
The dialog fills in the supplier's stored mobile number and a message containing a link to the order. Both can be edited before sending.
The number is taken from the supplier's record, falling back to their telephone number if no mobile is stored. You can type a different number for this message without changing the supplier's record. The message text can also be edited before sending.
The link in the message opens the purchase order in a web browser with no login, so the supplier can read and print it.
The supplier sees the order number, date, payment terms, items and total, with a Print button.
The link is signed and does not expire in normal use. A link that has been altered shows "Purchase order not available" instead of the order. Only approved purchase orders can be sent this way.
Administrators can hide the button with the configuration option Pharmacy PO - Show Send SMS Button, and change the message wording with Pharmacy PO - SMS Template. The template understands {po_no}, {institution}, {supplier}, {net_total} and {link}.
Cancelling an approved Purchase Order
If a PO was approved by mistake, and no GRN has been raised against it yet, it can be cancelled directly from its print view.
Path: Pharmacy > Procurement > GRN > Create GRN from PO > search for the PO > View PO
The Cancel button sits next to Send SMS and Legacy View. It needs the PharmacyOrderCancellation privilege and is disabled once the bill is already cancelled.
Cancel opens the same comment-entry confirmation page as elsewhere in the app - enter a reason and confirm. If a GRN already exists for this PO, cancellation is refused with a message telling you so; raise a Return instead (see Pharmacy Procurement GRN Returns).
Once cancelled, the PO request goes back to the PO Approval list so it can be re-approved if needed.
Administrators can hide this button entirely with the configuration option Pharmacy Purchase Order Bill can be Cancelled.