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Free Items Received Report
Path: Pharmacy > Pharmacy Analytics > Procurement Reports > Free Items Received (GRN / Direct Purchase)
Shows the free items suppliers gave you as part of a purchase, with the quantity received free and what those items are worth. Use it to see which suppliers give the best free-item offers, how much free stock an item brings in, and to check individual GRNs.
Only lines that have a free quantity are listed. Items received from GRNs and Direct Purchases are included. Cancelled bills are left out. Returns are not subtracted, so the report shows what was received.
Free Value is the free quantity multiplied by the item's purchase rate (unit price), the value of the discount the free items represent.
- From / To: the date the items were received. Defaults to today.
- Department Type: tick one or more types (for example Pharmacy, Inward, Theatre). Leave it empty to include all department types.
- Institution, Site, Department: the department that received the items. Leave as All to see every department.
- Supplier: start typing the supplier name. Leave it blank for all suppliers.
- Item: start typing the item name. Leave it blank for all items.
- Report Type: how the results are shown, see below.
Click Process to run the report. Excel downloads the table on screen, and Print prints it.
Totals are shown above the table: total free quantity, total free value, paid quantity, number of GRN / bills, and number of lines.
| Report Type | Shows |
|---|---|
| Detail (default) | One row per free-item line: Received Date, Type (GRN or Direct Purchase), GRN No, Invoice No, Department, Supplier, Item Code, Item Name, Paid Qty, Free Qty, Unit Price and Free Value |
| Supplier-wise Summary | One row per supplier, highest free value first |
| Item-wise Summary | One row per item, highest free value first |
| Date-wise Summary | One row per day |
Each summary row shows the number of bills and lines, the paid quantity, the free quantity and the free value. A total row is at the bottom.
In the Supplier-wise and Item-wise summaries, click Details on a row to open the Detail view for just that supplier or item. The Supplier or Item filter is filled in for you, so clear it before you run the report for everyone again.
Detail view filtered to the Pharmacy department type: one row per free-item line, with totals above the table. GRN numbers, suppliers, codes and amounts are blurred in this example.
Supplier-wise Summary: free quantity and free value per supplier. Click Details to see that supplier's GRN lines.
The button needs the Pharmacy Analytics - GRN Purchase Items by Supplier privilege, found under Pharmacy Analytics > Procurement Reports in the privilege tree. It is shown when the configuration option Pharmacy Analytics - Show GRN Purchase Items by Supplier is enabled. Click the ⭐ beside the button to add it to your Favorites tab.
This report replaces the earlier GRN Purchase Items by Supplier report. The privilege and configuration option kept their old names, so existing access and favourites still work.