User Manual: Pharmacy Moduleecare.bhel.in/uhms/Pharmacy_Module.pdf · · 2015-08-22User Manual:...

User Manual: Pharmacy Module

B h a r a t H e a v y E l e c t r i c a l s L i m i t e d

Unified Health Management System


Unified Health Management System, BHEL Page 1

Document Name: User Manual, Pharmacy System Version: 1.0

System Name: Pharmacy Module, Unified Health Management System Created By: Gaurav Sharma ([email protected])

Approved By: Vivek Pathak ([email protected]) Date: August 10, 2015

mailto:[email protected]

mailto:[email protected]



Contents Pharmacy Module ............................................................................................................................. 3

Store Management Module ........................................................................................................... 4

Purchase Module ........................................................................................................................... 5

Indent Creation:............................................................................................................................. 6

Purchase Enquiry: .......................................................................................................................... 9

Tender Entry ................................................................................................................................. 13

Quotation Entry: ........................................................................................................................... 16

Comparative Statement: .............................................................................................................. 23

Purchase Approval Note: ............................................................................................................. 29

Purchase Order (PO): .................................................................................................................. 30

Goods Receipt Note (GRN): ........................................................................................................ 35

GRN Pass: ..................................................................................................................................... 40

Item Requisition: ......................................................................................................................... 42

Item Issue: .................................................................................................................................... 48

Chemical Salt Creation: ............................................................................................................... 50

Generic Code Creation: ............................................................................................................... 55

Stock Entry and Adjustment: ...................................................................................................... 57

Vendor Details: ............................................................................................................................ 60

Vendor-Item Mapping: ................................................................................................................ 63

Manufacturer-Supplier Mapping: ............................................................................................... 68

Brand Code Creation: .................................................................................................................. 72



Pharmacy Module

There are 3 main modules under Pharmacy Module-

Store Management Module: This module is to be used by employees from store section.

Purchase Module: This module is to be used by Purchase section.

Reporting Module: This module is to be used by all the user.



Store Management Module

Various functions which can be done under store management module-

Purchase Indent Creation

Indent for RC items

Goods Received Note (GRN) creation

Bill entry

Medical item requisition

Medical item issue

Medicine dispensing

Chemical salt code creation

Generic Code creation

Stock entry and modification



Purchase Module

Various functions which can be done under Purchase Module-

Enquiry creation

Tender entry

Quotation entry

Comparative Statement creation

Purchase Approval Note creation

Purchase Order (PO) placement

Rate Contract (RC) placement

PO placement against RC

Brand code creation from Generic code

Vendor Registration

Vendor Item relation maintenance

Manufacturer- Supplier relation maintenance



Indent Creation:

Indent is required for direct purchase (through PO) of medical items and also for placing a new

Rate contract.

To get items whose stock is less than its Minimum Stock Level click on “GET ITEMS” then select

Group and Section.

To get all the items, click on “ALL ITEMS”

To create indent for a particular item, select check box appearing before that item.



On selecting check box a new screen will appear.

On this screen mention quantity and date wise schedule of delivery of the item.

If indent is been crated for RC then mention approximate quantity required during the year and

last date of RC validity.

Select various items and mention their schedule in the same way.

Click on “CREATE INDENT”

Indent will be created. A message will appear on the screen showing the no of the new indent

created.

A pdf format file will also be generated. You can take print out of this pdf file.



Print out of indent can also be taken by entering Indent No and click on “PRINT INDENT”



Purchase Enquiry:

Go to home page, then click on “Purchase”

Following screen will appear

Click on “Enquiry”

For creating a new enquiry, click on “NEW”

Select the Indent No for which enquiry has to be created



Press Enter, list of all the items in that Indent will appear.

Select an item from the list.



All the vendors mapped to that item will appear.

Now select “YES” or “NO” from the list against the vendor name.

Select “YES” if you want to send enquiry to that vendor.

Select “NO” if you don’t want send enquiry to that vendor.



Save the enquiry. A new enquiry no will be generated.

Follow the same process for all the items in that Indent.



Tender Entry

Tender entry screen will be used to enter the tender details of all the vendors who the enquiry

was sent to.

Go to Home page.

Click on “Tender”

Following screen will appear.

Click on “NEW”

List of Enquiries will appear. Select the particular enquiry for which you want to enter tender

details.

List of all the vendors of that enquiry will appear.

Select “YES” if vendor has submitted tender.



Select “NO” if vendor has not submitted tender.

Also mention whether tender is submitted in time or not.

Also mention any specific particular in remarks column.



After entering all the details click on “SAVE” to save the tender information. Following screen will

appear. A new tender id will be generated.

Click on “OK”



Quotation Entry:

In Quotation Entry screen, rates quoted by different vendors as specified in enquiry are entered

into the system.

Go to “Home””Purchase””Quotation”

For entering quotations for an enquiry click on “NEW”

List of Enquiries will appear



Press Enter

List of vendors who have submitted tenders against that enquiry will appear.

Select a particular vendor.



Press Enter.



Details of that vendor will appear also list of itmes in that enquiry will appear. In this list generic

code and name of medical items will appear as selected during indent creation.

Click on Item Description column. List of all the Branded Items maintained in the system for that

particular genric will appear. Select the brand name which this particular vendor has intent to

supply.

If a particular brand name is not appearing in the list, Exit from this screen and go to “Brand Code

Creation “ screen for creating this new brand name .



Enter % of Excise, Sales Tax, Central Sales Tax, Discount, other taxes.

Select unit of purchase (UOMP)

Select quantity in UOMP

Select Unit(UOMI) of measurement of that item for rate comparison purpose.

Mention no of UOMI in a UOMP in Pieces per unit.

Press Enter, system will calculate total quantity in UOMI

Enter quoted price by vendor for total quantity

Press Enter, system will calculate “Rate per unit(UOMI)” and “Final rate per unit(UOMI)” after

taking into consideration tax rates and discount.

“Final rate per unit(UOMI)” will be used for selecting L1.



Mention Delivery Period/Warranty/Terms and Conditions and click on “SAVE” to save the

quotation.

Message will appear indicating the no of new quotation just saved.





Comparative Statement:

Comparative Statement will be created based on the rates calculated during quotation entry.

Go to “Home””Purchase””CST PAN”

For creating a new comparative statement, click on “NEW”

Select the relevant enquiry no from the list of Enquiries



Press Enter

Select a particular item from the list of items for that enquiry.



Press Enter and names and rates of all the vendors will appear on the screen. System will

calculated L1, L2,L3 etc based on their rates.



Click on Save

Message will appear on the screen mentioning the no of newly created CST. Click on “Print CST”

to take print out.

Same procedure has to followed for all the items.







Purchase Approval Note:

Click on “Create PAN”

Based on the recommendation of Purchase Approval Committee, enter into the

“RECOMMENDED” and “QUOTA (%)”

PO or RC can be placed to “RECOMMENDED” “Y” vendors and for the amount as mentioned in

“QUOTA”

After entering the details, click on “SAVE” and take printout of PAN by clicking on “Print PAN”

Same procedure has to be followed for all the items.



Purchase Order (PO):

If user want to follow Purchase Order(PO) procedure after CST PAN then user should use this

process.

If user want to follow Rate Contract (RC) procedure after CST PAN then user should use Rate

Contract process.

Purchase order can be placed to the vendors who are recommended ‘Y’ in PAN.

For creating PO go to Home”Purchase””Purchase Order”

For creating a new PO, click on “NEW”

List of Enquiry Nos will appear. Select the relevant Enquiry No



Press Enter

List of all the recommended vendors will appear.

Select a vendor from the list.



Press Enter.

Items for which this particular vendor has been recommended will appear.

Recommended quantity will also appear.

Changes in schedule can be done if required.

Select payment mode from radio buttons.

Click on “SAVE” to create PO.



A message will appear indicating the no Purchase Order just created.



Click on “OK”



Goods Receipt Note (GRN):

GRN is created when medical items are received at store against a PO.

Go to “Home””Store””GRN”

To create a new GRN, click on “NEW”

A list of stores in the unit will appear.



Select the store where items are received. Items against normal PO are to be received in MAIN

STORE while items received against PO against RC are to be received by respective store which

raised the indent of RC items.

Select a PO from the list and press Enter.

Details of PO will appear.

List of items to be received in PO will appear.



Enter the quantity received, Bach no, expiry date. If there are more than one batch of an item

then click on check box “ADD BATCH” against that item.

After entering all the details of received items, click “SAVE” to save GRN data. On successful

saving, ,message will appear indicating the GRN No just created.







GRN Pass:

Click on “Pass GRN”

Click on “NEW”

List of GRN will appear.

Select the GRN No

Details of that GRN will appear.

Do modifications in batch no, exp date, quantity etc if required.



After doing required changes, click on “SAVE”

Data will be saved in database. Batch details and item quantity will be added in the stock.



Item Requisition:

Item requisition is done by a store for demanding items from another store.

Go to HomeStoreITEM REQUISITION

Click on “NEW” to create a new requisition.



Select your store from where you are raising demand.

Then select the store from where items will be issued.



Click on “select” and list of generic names of items will appear. Select the items in same fashion.



Selected items will appear in the list. Screen will also show current store stock of that item.

Mention the required quantity against each item.



After entering all the items and required quantity, click on “SAVE” to send the requisition. A

message will appear showing the requisition no currently saved.





Item Issue:

Items are issued by a store against the requisition raised by another store.

Go to HomeStoreItem Issue

Item issue screen will appear.

Click on “NEW” and then select the Issuing store and indenting store.

List of all the requisitions will appear which are raised by requiring store to issuing store

Name and quantity of all the requisitioned items will appear.

Select the brand, batch and issuing quantity of each item.

Click on “SAVE” to issue times.

Stock of items will be deducted from the issuing store and added to demanding store.





Chemical Salt Creation:

This is used to create a code for chemical salt. This chemical salt code further will be used to

create Generic Code.

Go to Home StoreChemical Salt Master

Click on “NEW” to create a new code



List of System will appear. Select a system.



List of Actions will appear corresponding to that system.

Select an Action. Press Enter.



List of all the salts already created for this system and action combination will appear. Also a new

code will be generated.



Give name to this new code in Long Desc.

Save the code by clicking on “OK”



Generic Code Creation:

This screen is used to create a new generic code based on a Chemical Salt code.

Go to HomeStoreGeneric Master

Click on “NEW” to create a new generic code.

Select a chemical salt from the list.

Mention Potency, Physical form and press Enter. A new generic code will be generated.

Now give name to this new code.

Also mention Unit of purchase, Unit of Measurement, Section, item type.

Unit wise minimum stock level (MSL) and Reorder Quantity needs to be mentioned.

Finally save the new code.





Stock Entry and Adjustment:

This screen will be used for entering new stock ( non GRN) and also modification of existing stock

for various reasons.

Go to HomeStoreStock Adjustment

Click on “NEW”

Select the store from the list of stores.



Select item name and press Enter.

Batch wise stock of item will appear.

In revised stock field, updated quantity can be filled.

An entirely new entry can be made if you want to enter a new batch.



After entering the required data, click on “SAVE” to save the stock in store.



Vendor Details:

A new vendor can be registered on this screen.

Go to HomePurchaseVENDOR DETAILS

Click on “NEW” to enter a new vendor.

Click on “VIEW” to see already registered vendors.



Mention a 4 digit code for the vendor. Enter the details of new vendor. Unit code will

automatically be added to the vendor code.

After filling all the details, click on SAVE.

Vendor will registered and saved in the system .





Vendor-Item Mapping:

This screen is used to create mapping between vendor and items to be supplied by him.

Go to HOMESTOREVENDOR ITEM RELATION

Press o NEW to create a new mapping.

List of all the vendors will appear.

Select the vendor.



Press Enter.

Click on item description field in the table.

List of all the generic items will appear.

Select a particular item which you want to map against the vendor.

Select all the items which you want to map to the vendor.





After selecting all the items, click on SAVE and this Vendor-item mapping will be saved.





Manufacturer-Supplier Mapping:

This screen is used to create mapping between manufacturer and its suppliers.

Go to HomePURCHASEMANUFACTURER SUPPLIER RELATION

Click on NEW to create a new mapping.

A list of manufacturers will appear.

Select the manufacturer to whom suppliers are to be mapped.

Press Enter.

List of all the suppliers already mapped to that vendor will appear.



Click on last row to add new supplier.

List of all the suppliers maintained in the system will appear.



Select the suppliers to be mapped from the list.

All the added suppliers will appear in the table.

Click on SAVE to save this mapping.





Brand Code Creation:

This screen is used to create a new brand code from a generic code.

Go to HomePurchaseITEM(BRAND) MASTER

Click on NEW to create a new brand code.



List of all generic codes will appear.



Select the generic code and press enter.

List of Manufacturers will appear.



Select a manufacturer.

A new brand code will be created by appending Generic code and Manufacture code

Give item name



Click on SAVE to save the new Brand code.



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User Manual: Pharmacy Moduleecare.bhel.in/uhms/Pharmacy_Module.pdf · · 2015-08-22User Manual:...

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