Streamlined Purchase & Supplier Management for Smarter Procurement
The Purchase & Supplier Management module of DOPharmacy empowers pharmacies to manage procurement with accuracy, compliance, and efficiency. From creating purchase orders to tracking supplier performance, the system ensures every purchase is controlled and audit-ready. It eliminates manual errors by validating quantities, rates, batches, and expiry dates at the time of entry. Built-in supplier ledgers, credit limit configurations, and return handling make vendor management transparent and reliable. Advanced analytics further help identify top-performing vendors and optimize procurement strategies for cost savings. Whether handling centralized or store-level purchases, DOPharmacy keeps your supply chain efficient, compliant, and profitable.
- Purchase Order (PO) Management Create and manage purchase orders with complete control over supplier selection, item details, pricing, and delivery schedules. Supports both manual and auto-generated POs based on stock reorder levels or consumption trends.
- Goods Receipt Note (GRN) Receive stock against POs using a structured GRN process. Validate quantity, batch, expiry, rate, and discounts before confirming entry—ensuring accurate inventory and financial data alignment.
- Direct Purchase Entry (Non-PO) Facilitates urgent or walk-in purchases without a PO. Record supplier invoices directly and update inventory in real-time for unplanned procurement or immediate stock requirements.
- Supplier Master Management Maintain a centralized database of all suppliers, including contact details, payment terms, GST numbers, product categories, and pricing history. Helps streamline communication and vendor accountability.
- Rate Contract & Pricing History Track historical purchase prices and define fixed rate contracts per supplier or item. Prevents overbilling, helps in vendor negotiations, and enables consistent pricing control.
- Purchase Return Management Easily manage returns of damaged, excess, or incorrect items. Generate debit notes, track pending replacements or refunds, and update stock and financial records automatically.
- Supplier Ledger & Payment Tracking Maintain a detailed ledger for each supplier, recording all purchase invoices, credit notes, payments, and outstanding balances. Ensure timely settlements and build strong supplier relationships.
- Purchase Analytics & Vendor Performance View reports on purchase volumes, supplier performance, delivery punctuality, return rates, and cost trends. Use data to identify top suppliers and optimize procurement strategies.
- Multi-Store Purchase Allocation Assign incoming stock to specific stores or pharmacy branches directly from the purchase screen. Ideal for centralized procurement with distributed stocking.
- Tax & Discount Handling Capture item-wise or invoice-wise GST/VAT, trade discounts, and cash discounts. Auto-calculate net payable and update ledgers with tax-compliant entries.
- Bonus, Free & Scheme Stock Management Track bonus items or scheme stock received from suppliers separately from paid stock. Prevents billing errors and allows for promotional stock usage planning.
- Pending & Partial Order Tracking Easily track open, partially delivered, or pending purchase orders. View item-wise fulfillment status and follow up with vendors for delays or short supplies.
- Document Uploads & Invoice Attachments Attach digital copies of supplier invoices, delivery notes, and other supporting documents to each transaction for audit readiness and easy retrieval.
- Purchase Approval Workflow (Optional) Set multi-level approval processes for high-value or sensitive purchases. Ensure oversight by senior staff before committing large procurement amounts.
Feature Highlights of DOPharmacy Purchase Module
Smart Purchase Order & GRN
Process
- Create purchase orders manually or auto-generate them based on reorder levels and consumption trends.
- Receive stock via GRN with validation of quantity, expiry, discounts, and rates before confirmation.
- Manage direct purchases for urgent requirements with instant inventory updates.
Supplier Management & Payment Control
- Maintain complete supplier profiles with GST, payment terms, pricing history, and product categories.
- Track supplier ledgers, invoices, outstanding balances, and payment settlements with accuracy.
- Configure credit limits, due dates, and overdue alerts to strengthen financial control.
Returns, Approvals & Vendor Performance
- Handle purchase returns for excess, incorrect, or damaged goods with debit notes and stock updates.
- Enable approval workflows for high-value purchases to prevent unauthorized commitments.
- Analyze supplier performance with reports on cost trends, punctuality, and return ratios.