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Purchasing & suppliers

Raise purchase orders with your suppliers and receive goods straight into stock, even for short deliveries.

Suppliers

Purchasing (Pharmacy → Purchasing) keeps a list of your suppliers alongside the purchase orders you raise with them. Add a supplier once — name, phone, GSTIN and address — and reuse it on every order.

  1. 1Open Pharmacy → Purchasing.
  2. 2In the Suppliers card, click Add supplier.
  3. 3Enter the supplier's name (required), phone, GSTIN and address.
  4. 4Click Add supplier to save.

Raising a purchase order

A purchase order (PO) is a list of medicines you're ordering from a supplier, each with a quantity, cost price, MRP, batch number and expiry date. None of the pricing fields are required at this stage — fill in what you know and complete the rest when the goods arrive, if you prefer.

  1. 1Click New purchase order.
  2. 2Optionally pick a supplier and add a reference (e.g. the supplier's invoice number) and a note.
  3. 3Search for a medicine and click it to add a line.
  4. 4For each line, set the quantity and, if known, cost price, MRP, batch number and expiry date.
  5. 5Repeat for every medicine on the order.
  6. 6Click Create purchase order.
Tip

A new purchase order is created as Draft — nothing is ordered with the supplier yet, and no stock has moved.

The purchase order lifecycle

A PO moves through a small set of statuses as it progresses from a plan to a delivery:

  • Draft — created but not yet placed with the supplier. Click Order to mark it placed.
  • Ordered — placed with the supplier; nothing has been delivered yet.
  • Partial — some lines have been received into stock, others are still outstanding.
  • Received — every line has been received; the order is complete.
  • Cancelled — closed without receiving the remaining goods (available any time before the order is fully received).
Note

Cancelling a partially received order only closes off the goods that never arrived — stock you already received on that order stays exactly as it is; cancelling never reverses it.

Heads up

A fully Received order can't be cancelled, and an already-Cancelled order can't be cancelled again.

Receiving goods into stock

Receive is how a purchase order actually puts stock on your shelves. It's available on any Draft, Ordered or Partial order. Opening it shows every line still outstanding, each ticked by default.

  1. 1On the purchase order, click Receive.
  2. 2Leave every line ticked to receive the whole delivery, or untick the lines that didn't arrive for a short delivery.
  3. 3Click Receive N line(s).
Tip

If some lines arrived and some didn't, untick the missing ones. The order becomes Partial and you can open Receive again later to bring in the rest — nothing is lost.

Note

Receiving a line creates a new stock batch for that medicine (with its batch number, expiry date, quantity and MRP) and a purchase stock movement recording where the units came in from. This is the same audited path a manual stock entry uses, so on-hand stock and batch tracking stay accurate.

Do I have to pick a supplier before creating a purchase order?

No — Supplier is optional on a purchase order. You can add it later if you leave it blank.

What happens if I receive only some of the lines on an order?

The order status becomes Partial. The received lines' stock is in immediately; the rest stay outstanding until you receive them from the same Receive screen.

Can I edit a purchase order after creating it?

There's no separate edit — move it through its lifecycle (Order, Receive, Cancel) instead. Get quantities and prices right when you create it.

Does receiving a PO change stock immediately?

Yes. Each received line creates a stock batch and a purchase stock movement in the same request, so the medicine's stock count updates right away.

Why can't I cancel this order?

A fully Received order can't be cancelled — its stock is already in. An already-Cancelled order can't be cancelled again.