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How to accept incoming Stock from a Vendor in the Clinic

As part of Inventory Management, you would want to record your purchases of Inventory from a Vendor.

You can do this in 2 ways:
i. A simple 1-click recording of Incoming Stock, where you create a Stock Voucher with details of your purchase. As soon as you save it, the Clinic’s stock is increased instantly. OR;

ii. Setup a 2 step process where you create a Stock Voucher with details of your purchase. However the Clinic’s stock is increased only after they verify and accept the stock sent to them. This is called Inventory Authorisation.

Example: “Jai Associates” is transferring 10 packs of Amlodipine to the clinic: Ex “Family Clinic Mumbai”

 

1. Go to Inventory | +Add Stock Voucher

2. Go to Details | Set Supplied by Vendor Ex: Jai Associates and Received by clinic Ex: Mumbai

3. Provide a Reference No:, – this is the challan or voucher no: of the associated paperwork that comes from the vendor.

4. Search and add each item you have received from the Vendor by Clicking on +Add Voucher Item.
Search Voucher Item list opens on the right. Click the + button next to the items you want to add. Ex: Amlodipine.

5. Once the item is added manually type in # No. of Packs that has come in, #Free Packs and so on. Once done this is how the voucher should look like.
Stock Voucher Addition

 

 
6. Click SAVE. Once Saved the Mumbai Clinic will have its stock of Amlodipine have an increase of 10. These changes to inventory happens immediately. If however you want the Clinic to manually approve incoming stock after physical verification, this can also be setup through Inventory Authorisation.

7. OPTIONAL. In continuation of the above example, let us assume the 2 step process of Inventory Authorisation has been setup. So the Manager at Mumbai Clinic has the authority to accept or reject incoming inventory. Now lets see how this works.

For the Manager to authorise an incoming inventory:

a. Go to Financials | More Options

b. Select Authorisation from the drop-down list.

c. In the Authorisations page that opens, select Pending. The concerned person will see the above Incoming Stock with options to Approve or Reject.
Pending Authorisation

 

 
d. The Manager can physically check stock received, enter the quantity received and then click on Approve. Ex: If out of the 10 received only 8 are acceptable and 2 are damaged in transit, then under Quantity Received 8 should be entered.
Stock Approval 1

 

 
e. Once Approved the Incoming Stock is moved from the Pending to the Approved list. It will have a big Green and a small Red bar beside it. This is because only part of the inventory was accepted. If all the inventory was fully accepted then there would only be a Green bar, with no red bar. If it was Rejected then it would have been moved to the Rejected list with only a Red bar.

Ex: In the Inventory list of Family Clinic Mumbai 8 stocks Amlodipine will be added.
Authorisations Done

 

 
f. The Quantity of Incoming Stock that was not Approved will now generate a Debit Note.

Ex: Let’s say the Vendor sent 20 packs of Amlodipine to Mumbai, but Mumbai accepted only 8 of those, finding 2 to be damaged in transit. Clinicea will automatically create a Debit Note against the Vendor for the 10 Packs. No Authorisation is generated for these 10 Packs, as the Vendor does not have access to your Clinicea Account to accept or reject authorisations.
Debit Note

 

 
g. Similarly if you received more than the quantity sent by the Vendor, Clinicea will generate a Credit Note.

Ex: Let’s say the Vendor sent 20 packs of Amlodipine to Mumbai, but Mumbai accepted found it had received 25 packs. So in the Authorisation window the Manager at the Clinic will enter 25 and save. Clinicea will then automatically create a Credit Note in favour of the Vendor for the extra 5 Packs. No Authorisation is generated for these 5 Packs, as the Vendor does not have access to your Clinicea Account to accept or reject authorisations.
Credit Note

 

 
h. Such Debit / Credit Notes can be accessed from Stock Voucher History. Debit/Credit Notes are only relevant for Vendor to Clinic Transfers, they are not applicable when dealing with Clinic-Clinic Transfers.
Vendor1