Purchasing medicine and receiving stock

English

Purchasing medicine and receiving it into your pharmacy inventory is the foundation of stock management. This article walks you through creating a purchase order with your supplier and recording the received stock in Usystems.

Before you start

• You need permission to create and receive purchase orders.
• Your pharmacy must have one or more supplier contacts already set up.
• You should know the medicines you want to order (name, strength, quantity, expected cost).

Steps

Step 1: Go to purchase orders

Navigate to Purchases → Purchase Orders. Open in Usystems

Step 2: Create a new purchase order

Click the New button to start a new purchase order.

Step 3: Select your medicine supplier

In the Vendor field, choose the supplier (contact) you are ordering from. Usystems will auto-fill any standard payment terms or currency from that vendor's record.

Step 4: Add medicine lines

For each medicine you want to order:

1. Click Add item in the line items section.
2. Choose the Product/Medicine from the dropdown. If the medicine is not in the list, it must be added to your products first.
3. Enter the Quantity you need.
4. Enter the Unit Cost (the price per unit you negotiated with the vendor).
5. Review the Total amount (quantity × unit cost) to ensure it is correct.

Repeat for all medicines in your order.

Step 5: Review totals and save

Check the order summary at the bottom:

• Subtotal (sum of all line totals)
• Tax (if applicable to your purchase)
• Total (final amount due to the vendor)

Click Save to record the purchase order.

Step 6: Receive the stock

Once the medicines arrive from your supplier:

1. Go back to Purchases → Purchase Orders.
2. Find and open the purchase order you created.
3. Click the Receive button on the order.
4. Confirm the quantities you received match the order. You can adjust quantities if the shipment was partial or had discrepancies.
5. Click Complete Receipt to move the medicines into your pharmacy inventory.

Accounting impact

When you create a purchase order, no accounting entry is made yet — it is a commitment.

When you receive the medicines:

• Inventory account (Pharmacy Stock) is debited (increased).
• Accounts Payable (money owed to vendor) is credited (increased), until you pay the invoice.

If you pay the vendor immediately (cash purchase), the vendor account is debited instead.

Tips & common mistakes

• Confirm quantities before receipt: Always count the physical medicines and verify them against the shipment note before completing receipt in Usystems. Once received, the stock count is locked.
• Set up medicines as products first: If a medicine is not in your product list, ask your pharmacy manager or admin to add it. You cannot order what is not in the system.
• Check currency and payment terms: If you order from vendors in different countries, confirm the currency in the purchase order matches your negotiated rate.

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