Supply Chain and Procurement Overview

Supply Chain and Procurement Overview

Introduction

The HMIS supply chain and procurement module manages the full lifecycle of goods from purchase order to receipt, payment, and supplier management. It operates in parallel for two major department categories:

• Pharmacy — pharmaceutical items, medical consumables, and drugs managed through the pharmacy module
• Stores — general hospital supplies, non-pharmaceutical consumables, and equipment managed through the stores module

Both share the same underlying data model (bills, items, stock) but have separate workflows and user interfaces tailored to each department's needs.

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Key Concepts

Procurement Flow

Purchase Order Request
        ↓
Purchase Order (PO) Creation
        ↓
PO Approval (if configured)
        ↓
Goods Received Note (GRN) Creation
        ↓
GRN Costing / Invoice Matching
        ↓
GRN Approval / Finalization
        ↓
Supplier Payment

Supplier / Vendor Management

Suppliers and vendors are registered in the system as Credit Companies (a type of Institution). There is no separate vendor master — all supplier records are managed through Administration → Manage Credit Companies.

Each supplier record holds:

• Institution name and code
• Contact details and address
• Credit terms (used in billing and payment)

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Procurement Modules

Feature	Pharmacy	Stores
Purchase Order Requests	Yes	Yes
Purchase Order Creation	Yes	Yes
GRN (Goods Received Note)	Yes	Yes
GRN Costing / Invoice Matching	Yes	No
Multi-step Approval Workflow	Yes	No
Wholesale GRN	Yes	No
Direct Purchase (no PO)	Yes	Yes
Purchase Returns	Yes	Yes
GRN Returns	Yes	Yes
Supplier Payment Bills	Yes	No
Procurement Reports	Yes	Yes

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Related Wiki Articles

• Pharmacy Procurement — Purchase Orders
• Pharmacy Procurement — GRN and Goods Receipt
• Pharmacy Procurement — GRN Returns
• Pharmacy Procurement — Supplier Payments
• Stores — Purchase Orders and GRN
• Stores — Supplier Management
• Supply Chain Reports

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Under Development

The following features are planned or partially implemented:

• Tender Management — formal RFQ/bid evaluation process (not yet implemented)
• Vendor Performance Rating — scoring system for supplier evaluation (not yet implemented)
• Three-way Reconciliation (PO/GRN/Invoice) — automated matching is partially supported via GRN Costing; full automated three-way reconciliation is under development
• Budget Validation on Requisitions — departmental budget checks before PO approval (not yet implemented)

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See also: Pharmacy Module Overview | Stores Module Overview | Inventory Management Overview