Purchase Orders (PO)

The formal request sent to vendors to supply inventory items to the hospital.

Raising a Purchase Order

A Purchase Order acts as a legally binding document between the hospital and the supplier.

  1. Navigate to Purchase Orders and click + Create PO.
  2. Select the Vendor from your directory.
  3. Add the required Items. The system will auto-populate the estimated purchase price based on the Item Master, but this can be negotiated and edited.
  4. Specify the Expected Delivery Date.

Approval Workflows

To prevent unauthorized spending, POs often require multi-level approvals:

  • Draft: The PO is being prepared by the Store Manager.
  • Pending Approval: Based on the total value of the PO, it may automatically route to the Hospital Administrator or CFO for digital sign-off.
  • Approved/Sent: The PO is finalized and automatically emailed to the vendor.
Note: Raising a PO does not increase your physical stock. Stock only increases when the items physically arrive and a GRN is processed against the PO.