Purchasing

In the Purchasing section, you can track all your purchasing orders and purchasing invoices

Purchase Orders

The Purchase orders tab acts as a central hub for tracking all procurement activities. You can filter your orders by timeframe (past month, past year or select a custom timeframe) and you can search for an order by clicking on search in the right side and typing the hash icon (#) with the number of the order, for example #12 will show order number 12. To initiate a new request, click the + New Draft button and select your supplier from the Search vendors dropdown menu.

Within the draft, you can adjust the Date or cancel the order using the Cancel Order button at the top. To add items to the order, click + Add new bill item and select the required products from the searchable list. For each item, you can modify the Rate, Quantity, and Discount. For some products like radiographs for example you have to specify the Unit of Measure (e.g., pcs, mg, ml) also, which you can see next to the quantity. You can click on it and select the preferred unit of measure. After reviewing the subtotal, taxes, and final total, you can either click Save draft to keep it for later or Generate purchase order to officially issue the request, which changes the status from Draft to Not received. (visualization: video)

Purchase Receipts and Returns

When an order arrives at the clinic, you must document the delivery by clicking the + Purchase Receive button within the relevant purchase order. In the resulting window, you are required to enter the Batch ID / Serial number, the Quantity actually received, and the Expires on date for each item before clicking Generate purchase receive. This updates the order status to Received.

If any part of the shipment needs to be sent back, click the + Add Return button. You must select the specific Batch and the Quantity you wish to return. After confirming the return by clicking Generate purchase receive, the system will adjust the order status to Not received if the returned items cause a mismatch with the original order requirements. (visualization: screenshot)

Purchase Invoices and Payments

The Purchase Invoices section tracks the billing status of your orders, which can range from Draft, not paid, paid partially, and Paid. To generate an invoice for a received order, click the + Purchase Invoice button within the order view. After reviewing the final costs, click Generate purchase invoice to set the status to Not paid.

To settle the balance with your vendor, click the + Add Payment button on the right side of the invoice. A pop-up will appear where you must select the Payment method and confirm the Payment amount. Once you click Confirm payment, the status will update to Paid. If the vendor issues a refund, you can log it by clicking + Add Refund, selecting the Refund method, and entering the Refund amount; this will automatically update the invoice status to Paid partially if a balance remains. Finally, you can use the Print icon to download or share the finalized invoice with your vendor for record-keeping. (visualization: video)