# 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)
- [Pharmacy Procurement — GRN Returns](Pharmacy-Procurement-GRN-Returns)
- [Pharmacy Procurement — Supplier Payments](Pharmacy-Procurement-Supplier-Payments)
- [Supply Chain and Procurement Overview](Supply-Chain-and-Procurement-Overview)