User Manual: Pharmacy Module

Transcription

1 User Manual: Pharmacy Module Unified Health Management System 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

2 Document Name: User Manual, Pharmacy System Version: 1.0 System Name: Pharmacy Module, Unified Health Management System Created By: Gaurav Sharma Approved By: Vivek Pathak Date: August 10, 2015 Unified Health Management System, BHEL Page 1

3 Contents Pharmacy Module... 3 Store Management Module... 4 Purchase Module... 5 Indent Creation:... 6 Purchase Enquiry:... 9 Tender Entry Quotation Entry: Comparative Statement: Purchase Approval Note: Purchase Order (PO): Goods Receipt Note (GRN): GRN Pass: Item Requisition: Item Issue: Chemical Salt Creation: Generic Code Creation: Stock Entry and Adjustment: Vendor Details: Vendor-Item Mapping: Manufacturer-Supplier Mapping: Brand Code Creation: Unified Health Management System, BHEL Page 2

4 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. Unified Health Management System, BHEL Page 3

5 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 Unified Health Management System, BHEL Page 4

6 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 Unified Health Management System, BHEL Page 5

7 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. Unified Health Management System, BHEL Page 6

8 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. Unified Health Management System, BHEL Page 7

9 Print out of indent can also be taken by entering Indent No and click on PRINT INDENT Unified Health Management System, BHEL Page 8

10 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 Unified Health Management System, BHEL Page 9

11 Press Enter, list of all the items in that Indent will appear. Select an item from the list. Unified Health Management System, BHEL Page 10

12 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. Unified Health Management System, BHEL Page 11

13 Save the enquiry. A new enquiry no will be generated. Follow the same process for all the items in that Indent. Unified Health Management System, BHEL Page 12

14 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. Unified Health Management System, BHEL Page 13

15 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. Unified Health Management System, BHEL Page 14

16 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 Unified Health Management System, BHEL Page 15

17 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 Unified Health Management System, BHEL Page 16

18 Press Enter List of vendors who have submitted tenders against that enquiry will appear. Select a particular vendor. Unified Health Management System, BHEL Page 17

19 Press Enter. Unified Health Management System, BHEL Page 18

20 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. Unified Health Management System, BHEL Page 19

21 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. Unified Health Management System, BHEL Page 20

22 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. Unified Health Management System, BHEL Page 21

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24 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 Unified Health Management System, BHEL Page 23

25 Press Enter Select a particular item from the list of items for that enquiry. Unified Health Management System, BHEL Page 24

26 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. Unified Health Management System, BHEL Page 25

27 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. Unified Health Management System, BHEL Page 26

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30 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. Unified Health Management System, BHEL Page 29

31 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 Unified Health Management System, BHEL Page 30

32 Press Enter List of all the recommended vendors will appear. Select a vendor from the list. Unified Health Management System, BHEL Page 31

33 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. Unified Health Management System, BHEL Page 32

34 A message will appear indicating the no Purchase Order just created. Unified Health Management System, BHEL Page 33

35 Click on OK Unified Health Management System, BHEL Page 34

36 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. Unified Health Management System, BHEL Page 35

37 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. Unified Health Management System, BHEL Page 36

38 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. Unified Health Management System, BHEL Page 37

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41 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. Unified Health Management System, BHEL Page 40

42 After doing required changes, click on SAVE Data will be saved in database. Batch details and item quantity will be added in the stock. Unified Health Management System, BHEL Page 41

43 Item Requisition: Item requisition is done by a store for demanding items from another store. Go to Home Store ITEM REQUISITION Click on NEW to create a new requisition. Unified Health Management System, BHEL Page 42

44 Select your store from where you are raising demand. Then select the store from where items will be issued. Unified Health Management System, BHEL Page 43

45 Click on select and list of generic names of items will appear. Select the items in same fashion. Unified Health Management System, BHEL Page 44

46 Selected items will appear in the list. Screen will also show current store stock of that item. Mention the required quantity against each item. Unified Health Management System, BHEL Page 45

47 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. Unified Health Management System, BHEL Page 46

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49 Item Issue: Items are issued by a store against the requisition raised by another store. Go to Home Store Item 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. Unified Health Management System, BHEL Page 48

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51 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 Store Chemical Salt Master Click on NEW to create a new code Unified Health Management System, BHEL Page 50

52 List of System will appear. Select a system. Unified Health Management System, BHEL Page 51

53 List of Actions will appear corresponding to that system. Select an Action. Press Enter. Unified Health Management System, BHEL Page 52

54 List of all the salts already created for this system and action combination will appear. Also a new code will be generated. Unified Health Management System, BHEL Page 53

55 Give name to this new code in Long Desc. Save the code by clicking on OK Unified Health Management System, BHEL Page 54

56 Generic Code Creation: This screen is used to create a new generic code based on a Chemical Salt code. Go to Home Store Generic 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. Unified Health Management System, BHEL Page 55

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58 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 Home Store Stock Adjustment Click on NEW Select the store from the list of stores. Unified Health Management System, BHEL Page 57

59 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. Unified Health Management System, BHEL Page 58

60 After entering the required data, click on SAVE to save the stock in store. Unified Health Management System, BHEL Page 59

61 Vendor Details: A new vendor can be registered on this screen. Go to Home Purchase VENDOR DETAILS Click on NEW to enter a new vendor. Click on VIEW to see already registered vendors. Unified Health Management System, BHEL Page 60

62 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. Unified Health Management System, BHEL Page 61

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64 Vendor-Item Mapping: This screen is used to create mapping between vendor and items to be supplied by him. Go to HOME STORE VENDOR ITEM RELATION Press o NEW to create a new mapping. List of all the vendors will appear. Select the vendor. Unified Health Management System, BHEL Page 63

65 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. Unified Health Management System, BHEL Page 64

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67 After selecting all the items, click on SAVE and this Vendor-item mapping will be saved. Unified Health Management System, BHEL Page 66

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69 Manufacturer-Supplier Mapping: This screen is used to create mapping between manufacturer and its suppliers. Go to Home PURCHASE MANUFACTURER 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. Unified Health Management System, BHEL Page 68

70 Click on last row to add new supplier. List of all the suppliers maintained in the system will appear. Unified Health Management System, BHEL Page 69

71 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. Unified Health Management System, BHEL Page 70

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73 Brand Code Creation: This screen is used to create a new brand code from a generic code. Go to Home Purchase ITEM(BRAND) MASTER Click on NEW to create a new brand code. Unified Health Management System, BHEL Page 72

74 List of all generic codes will appear. Unified Health Management System, BHEL Page 73

75 Select the generic code and press enter. List of Manufacturers will appear. Unified Health Management System, BHEL Page 74

76 Select a manufacturer. A new brand code will be created by appending Generic code and Manufacture code Give item name Unified Health Management System, BHEL Page 75

77 Click on SAVE to save the new Brand code. Unified Health Management System, BHEL Page 76

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