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Pharmacy Procurement GRN
A Goods Received Note (GRN) records the physical receipt of items ordered via a Purchase Order. The GRN process in the HMIS pharmacy module supports:
- Standard GRN (against a PO)
- GRN with costing (invoice matching)
- GRN with multi-step approval
- Wholesale GRN (for redistribution from another facility)
- Direct purchase (receipt without a prior PO)
Navigation: Pharmacy → Procurement → GRN
Steps:
- Select the supplier.
- Select the related Purchase Order from the list.
- The system pre-fills ordered items — verify quantities actually received.
- Enter batch numbers, expiry dates, and unit costs for each line.
- Click Save to record the receipt.
Stock levels update immediately upon GRN save.
The GRN costing step links the supplier's invoice to the receipt, enabling invoice matching.
Navigation: Pharmacy → Procurement → GRN with Costing
Steps:
- Complete the standard GRN fields.
- Enter the supplier invoice number and invoice date.
- Verify the invoice total against line-item totals.
- Click Save & Approve or save for separate approval.
Finalization: Pharmacy → Procurement → GRN List to Finalize
Once finalized, the GRN is locked and supplier payment can be processed.
Some deployments require GRNs to be approved before finalization.
Workflow:
Create GRN → Submit for Approval → Approve → Finalize
Approve queue: Pharmacy → Procurement → GRN List to Approve
Finalize queue: Pharmacy → Procurement → GRN List to Finalize
Used when receiving goods transferred from another hospital or warehouse facility rather than directly from a supplier.
Navigation: Pharmacy → Procurement → GRN (Wholesale)
The workflow is similar to a standard GRN, but the source is marked as a sister institution rather than an external supplier.
When goods are received without a formal PO (emergency purchases, small procurements):
Navigation: Pharmacy → Procurement → Direct Purchase
- Select the supplier.
- Add items with quantities, batch numbers, expiry dates, and unit costs.
- Save.
Direct purchases are recorded as a separate bill type and are fully reportable.
Navigation: Pharmacy → Procurement → Reprint GRN
Search by GRN number or date range, then select the GRN to reprint.
A GRN that has not been costed/finalized can be cancelled.
Navigation: Pharmacy → Procurement → Cancel GRN
GRNs that have supplier payments applied cannot be cancelled without first reversing the payment.
Every GRN line item must have a batch number and expiry date. The system uses this data for:
- FEFO (First Expiry, First Out) dispensing
- Near-expiry alerts
- Batch traceability
See Pharmacy Batch Management and Expiry Tracking for full details.
| Action | Stock Effect |
|---|---|
| Save GRN | Increases department/pharmacy stock |
| Cancel GRN | Reverses the stock increase |
| GRN Return | Reduces stock for returned items |