Purchase Order for Pharmacies: In Five Steps
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Preparing purchaser orders for pharmacies is an important step in pharmacy inventory management. Drug procurement and inventory control in pharmacy mean the stock of medical supplies stock optimal with no missed sales or overstocking of medicines.
Read: How to Record Missed Sales in Candela
Creating purchase orders can help streamline the entire inventory management process for retailers and wholesalers.
Also read: Six Things a Purchase Order can Help you Achieve
And for pharmacy retailers, it is all the more important because of the nature of the supplier distribution network in the pharmacy business.
Candela pharmacy retail software has many pharmacy specific features that make the pharmacy procurement process simple and efficient. With the help of these features, pharmacy retailers can create purchase orders and optimize inventory control without spending much time and effort.
Generally speaking, pharmacy procurement is carried out through authorized distributors of various medicines, thus you need to create a supplier-wise purchase order according to the drug list each supplier or distributor is responsible for.
In a previous article, we detailed how the Region wise supplier feature in Candela helps you manage the complex pharmacy supply chain.
In this article, we will talk about creating a simple purchase order for pharmacies.
Let’s get started!
Purchase Order for Pharmacies: Supplier-Wise Ordering
Step I
As you know, Candela Pharmacy software comes with a pre-defined & updated database of medicines. The suppliers and manufacturers of medicines are also mapped in the database, and the purchase order screen automatically picks up the related information about the suppliers and manufacturers.
Thus if you want to order medicines from a particular supplier, just select the supplier on the purchase order screen and click the Load Products button.
All the medicines mapped with the selected supplier will load in the grid.
Purchase Order for Pharmacies: Grouping on Manufacturer
Step 2
After loading products, mark the check box ‘Group on Manufacturers.’ This will group all the loaded medicines in the grid according to their manufacturers.
Purchase Order for Pharmacies: Ordering Quantity
Step 3
a. Entering Order Quantity Manually
The next step is to enter the quantity you want to order in the Ordered Qty column.
One way to do this is to manually count the medicines on the racks and enter the required quantity. Because the racking management is done manufacturer-wise, grouping on manufacturers makes it easy to do the rack-wise counting and create the purchase order.
b. System Generated Purchase Orders
The more efficient way to enter order quantities is to let candela pharmacy software generate the purchase order.
Listed below are the two ways in which you can create the system generated purchase orders.
i. Purchase Orders Based on Sales
After loading products in the grid and grouping them on manufacturers, click the radio button Sale. The ‘Sale Criteria’ window will open up. Now select the date range to use as a benchmark for the order, and click the Generate Order button.
The quantity of the medicines (of those loaded in the grid) sold during the selected date range will load in the Ordered Qty column.
The Ordered Qty column is editable If you still want to change the quantity of any medicine you can do so.
ii. Purchase Orders Based on Inventory Levels
Similarly, you can automatically generate PO based on inventory levels.
Read: Inventory Management Made Easy: Inventory Levels
Inventory levels are set on Configuration>Inventory levels screen
After setting inventory levels, select the required inventory level radio button (Min Optimal, or Max) and click the generate order button.
The system will automatically check the stock of the medicines being ordered, will deduct the quantity already in stock, and load the quantity required to maintain the selected inventory level.
Purchase Order for Pharmacies: Check PO in Transit
Step 4
Before saving the purchase order, it is important to check the PO in transit column on the purchase order screen.
This column shows those purchase orders against which the order is still not received.
Checking the column will make sure that the quantity you are ordering is not already in transit. And if a certain medicine shows quantity in transit, you can manually edit the column to deduct the transit quantity.
Purchase Order for Pharmacies: Save PO
Step 5
After making sure, click the Save button to save the PO