Pharmacy Procurement Purchase Orders

Pharmacy Procurement — Purchase Orders

Overview

A Purchase Order (PO) is a formal request sent to a supplier to procure pharmaceutical items or medical supplies. In the HMIS pharmacy module, purchase orders go through a structured workflow from request to approval to receipt via GRN.

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Purchase Order Request

Before a full PO is created, a Purchase Order Request can be raised to indicate procurement needs.

Navigation: Pharmacy → Procurement → Purchase Order Request

Steps:

1. Select the requesting department.
2. Add items with required quantities.
3. Save the request.
4. The request moves to the approval queue.

Tip: Items currently below reorder level are highlighted to assist in quantity decisions.

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Creating a Purchase Order

Navigation: Pharmacy → Procurement → Purchase Order

Steps:

1. Select the supplier (Credit Company) from the autocomplete.
2. Select the requesting/ordering department.
3. Add items — enter item name, quantity, and expected unit price.
4. Review the item list for completeness.
5. Click Save to generate the PO bill.

The system assigns a unique PO number automatically.

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PO Approval Workflow

If approval is configured:

1. The created PO appears in the PO Approval Queue.
2. An authorised user reviews and approves or rejects.
3. Approved POs become available for GRN creation.
4. Rejected POs are returned with comments.

Navigation: Pharmacy → Procurement → PO List (to Approve)

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PO List and Reprint

All purchase orders can be listed and reprinted.

Navigation: Pharmacy → Procurement → PO List

• Filter by date range, supplier, or department.
• Click View to see PO details.
• Click Reprint to regenerate the PO document.

Reprint Navigation: Pharmacy → Procurement → Reprint PO

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Cancelling a Purchase Order

A PO that has not yet been received via GRN can be cancelled.

Navigation: Pharmacy → Procurement → Cancel PO

1. Search for the PO by number or date.
2. Select the PO and click Cancel.
3. A cancelled PO cannot be used for GRN creation.

Note: POs that already have GRNs linked cannot be cancelled.

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Known Issues

• Issue #5742 — Store PO cancellation has a reported bug (Store module; pharmacy PO is separate).
• Issue #14087 — Items should be addable during PO approval screen (pending).
• Issue #19122 — Items below reorder level should be listed during PO creation (under development).
• Issue #18561 — System allows multiple open GRNs for the same PO before the first is approved (under review).

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Related Articles

• Pharmacy Procurement — GRN and Goods Receipt
• Pharmacy Procurement — GRN Returns
• Pharmacy Procurement — Supplier Payments
• Supply Chain and Procurement Overview