Purchases & Suppliers
Manage your suppliers, create purchase orders, receive stock deliveries, and track supplier payments.
Supplier Management
Maintain a database of all your suppliers with complete contact and payment information:
Supplier Details
- Company name and contact person
- Phone, email, and address
- Tax identification number
- Bank account details
Payment Terms
- Credit period (e.g., Net 30)
- Credit limit
- Discount terms
- Preferred payment method
Purchase Orders
Creating a Purchase Order
- 1Select Supplier
Choose from your registered suppliers
- 2Add Products
Search and add products with quantities and agreed prices
- 3Review & Submit
Verify totals and submit for approval (if workflow enabled)
- 4Send to Supplier
Print or email the PO to your supplier
Auto-Generate POs
PharmaPOS can automatically suggest purchase orders based on items below reorder level. Review the Low Stock Report and click "Generate PO" to create orders automatically.
Receiving Stock
When a delivery arrives, record the received items against the purchase order:
Full Receipt
When all ordered items are delivered. Select the PO and confirm receipt. Stock is automatically added to inventory.
Partial Receipt
When only some items are delivered. Enter received quantities for each item. PO remains open for remaining items.
Receipt Details
- Enter batch numbers for each product
- Record expiry dates
- Verify quantities received
- Note any discrepancies or damaged items
Stock Requests
For pharmacies with separate store and counter locations, staff can request stock transfers:
Request Workflow
- 1. Pharmacist creates stock request
- 2. Storekeeper reviews request
- 3. Storekeeper approves/rejects
- 4. Stock is transferred
- 5. Pharmacist confirms receipt
Request Types
- Regular replenishment
- Emergency request
- Return to store
Supplier Payments
Track What You Owe
Manage your accounts payable with complete visibility:
- View outstanding balances by supplier
- Track payment due dates
- Record full or partial payments
- Generate supplier statements
- Payment history and receipts
Purchase Reports
Purchase History
All purchases by date range, supplier, or product.
Supplier Performance
Track delivery times, pricing, and reliability.
Price Comparison
Compare prices across suppliers for the same products.
Pending POs
Track orders awaiting delivery or partial receipts.