Procurement¶

This section describes the procurement process within 4Geeks Health, covering the steps involved in requesting, purchasing, and receiving goods and services needed for the operation of the healthcare facility. This module helps manage inventory, control costs, and ensure timely availability of supplies.

Overview¶

The Procurement module in 4Geeks Health provides a structured workflow for:

• Requisitioning: Creating requests for goods and services.
• Purchasing: Generating purchase orders and managing suppliers.
• Receiving: Tracking the receipt of ordered items.
• Inventory Management: Monitoring stock levels and managing inventory.
• Supplier Management: Maintaining a database of suppliers and their contact information.

Accessing Procurement¶

You can typically access the Procurement module through:

• Navigation Menu:
  • Look for a “Procurement,” “Purchasing,” “Inventory,” or similar option in the main navigation menu.
  • Clicking this option may lead to a submenu with specific functions (e.g., Purchase Orders, Requests, Suppliers).

The Procurement Workflow¶

The typical procurement workflow in 4Geeks Health involves the following steps:

1. Material Request:

   • An employee identifies a need for goods or services.
   • They create a Material Request within the system.
   • The request specifies the items needed, quantities, desired delivery date, and potentially a suggested supplier.
   • The request may require approval from a supervisor or manager.

2. Purchase Order (PO):

   • Once a Material Request is approved (if required), a purchasing agent or authorized user creates a Purchase Order.
   • The PO is a formal document sent to a supplier, authorizing the purchase of goods or services.
   • The PO includes details such as:
     • Supplier information (name, address, contact details).
     • PO number (a unique identifier).
     • Date of issue.
     • Delivery address.
     • List of items being ordered (description, quantity, unit price).
     • Total amount.
     • Payment terms.
     • Delivery date.
   • The PO may be generated automatically from the Material Request, or it may be created manually.
   • The PO may require approval before being sent to the supplier.

3. Supplier Confirmation:

   • The supplier receives the PO and confirms their ability to fulfill the order.
   • They may provide an estimated delivery date or acknowledge any changes to the order.

4. Goods Receipt:

   • When the ordered goods are received, a designated employee (e.g., receiving clerk, storekeeper) creates a Goods Receipt record in the system.
   • The Goods Receipt confirms the delivery of items and verifies their quantity and condition against the PO.
   • Any discrepancies (e.g., damaged goods, incorrect quantities) are noted.
   • The Goods Receipt updates inventory levels.

5. Invoice Processing:

   • The supplier sends an invoice for the goods or services provided.
   • The invoice is matched to the corresponding PO and Goods Receipt.
   • If the invoice details match the PO and Goods Receipt, it is approved for payment. This is often referred to as “three-way matching” (PO, Goods Receipt, Invoice).
   • The invoice is then processed for payment according to the agreed-upon payment terms.

Key Documents and Records¶

• Material Request: An internal request for goods or services.
• Purchase Order (PO): A formal order sent to a supplier.
• Goods Receipt: A record confirming the receipt of ordered items.
• Supplier Invoice: A bill from the supplier for goods or services provided.
• Supplier: A record containing information about each supplier (name, address, contact details, payment terms, etc.).

Creating a Material Request¶

1. Access: Navigate to the Procurement or Material Request section.
2. New Request: Click a “New Material Request,” “Create Request,” or similar button.
3. Fill Out the Form:
   • Requesting Department: Select the department making the request.
   • Request Date: The date of the request (usually defaults to the current date).
   • Required by Date: The date the items are needed.
   • Items: Add the items being requested:
     • Item Code/Name: Select the item from a list or enter a description.
     • Quantity: Enter the quantity needed.
     • Unit of Measure: Specify the unit of measure (e.g., each, box, kg).
     • Suggested Supplier (Optional): Suggest a preferred supplier.
     • Notes (Optional): Any special instructions or notes.
4. Submit: Submit the Material Request for approval (if required).

Creating a Purchase Order¶

1. Access: Navigate to the Procurement or Purchase Order section.
2. New PO: Click a “New Purchase Order,” “Create PO,” or similar button. You may also be able to create a PO directly from an approved Material Request.
3. Fill Out the Form:
   • Supplier *: Select the supplier from a list. Mandatory.
   • PO Date: The date the PO is created (usually defaults to the current date).
   • Delivery Date: The expected delivery date.
   • Delivery Address: The location where the goods should be delivered.
   • Items: Add the items being ordered:
     • Item Code/Name: Select the item from a list or enter a description. This may be populated from the Material Request.
     • Quantity: Enter the quantity.
     • Unit Price: Enter the price per unit. This may be automatically populated from a supplier price list or contract.
     • Total Price: The system will calculate the total price for each item.
   • Payment Terms: Select the payment terms (e.g., Net 30 days).
   • Notes: Any additional notes or instructions for the supplier.
4. Save/Submit: Save the PO. It may then go through an approval process before being sent to the supplier.
5. Send to supplier: After the approval, the PO will be ready to be sent to the supplier.

Creating a Goods Receipt¶

1. Access: Navigate to the Procurement or Goods Receipt section.
2. New Receipt: Click a “New Goods Receipt,” “Receive Items,” or similar button.
3. Select PO: Select the Purchase Order against which you are receiving goods. This will usually populate the Goods Receipt with the items from the PO.
4. Fill Out the Form:
   • Receipt Date: The date the goods were received (usually defaults to the current date).
   • Supplier: The supplier (this should be pre-filled from the PO).
   • Items: For each item on the PO:
     • Quantity Received: Enter the quantity received.
     • Condition: Note the condition of the items (e.g., Good, Damaged, Missing).
     • Batch Number/Lot Number (if applicable): Record any batch or lot numbers for traceability.
     • Expiry Date (if applicable): Record the expiry date for perishable items.
   • Notes: Any notes about the delivery (e.g., “Partial shipment received”).
5. Save: Save the Goods Receipt. This will update inventory levels.

Managing Suppliers¶

• Supplier Records: 4Geeks Health should allow you to create and maintain records for each supplier.
• Key Information: Supplier records typically include:
  • Supplier Name
  • Address
  • Contact Person(s)
  • Phone Number(s)
  • Email Address
  • Payment Terms
  • Tax Information
  • Bank Details
  • Items/Services Provided

Reporting¶

The Procurement module may provide reporting capabilities to:

• Track Spending: Analyze spending by supplier, department, or item.
• Monitor Purchase Orders: See the status of outstanding POs.
• Manage Inventory: Track inventory levels, reorder points, and stockouts.
• Evaluate Supplier Performance: Assess supplier delivery times, quality, and pricing.

Important Considerations¶

• User Roles and Permissions: Clearly define user roles and permissions within the Procurement module. For example, some users may be able to create Material Requests, while others may be authorized to approve Purchase Orders.
• Approval Workflows: Implement approval workflows for Material Requests and Purchase Orders to ensure proper authorization and control.
• Inventory Management: Integrate the Procurement module with inventory management to automatically update stock levels upon receipt of goods.
• Three-Way Matching: Implement three-way matching (PO, Goods Receipt, Invoice) to prevent errors and fraud.
• Training: Provide thorough training to all staff involved in the procurement process.
• Regular Review: Regularly review and update procurement processes to ensure efficiency and effectiveness.

This documentation provides a comprehensive overview of the procurement process in 4Geeks Health. Remember to adapt any specific field names, button labels, or steps to match your organization’s customized configuration and specific workflows.