Add a New Purchase Order

1. The user can add a purchase order by accessing the “Products & Inventory” App from two entry points.
   1. From the EMR Panel, click on “Purchase Order” under “Products & Inventory”.
      
   2. From the Left Navigation, open the “EMR Admin” dropdown, select “Products & Inventory”, and then choose “Purchase Order” from the subsequent dropdown menu.
      
2. To add a new purchase order, hover over Actions and click "New Purchase Order" in the top right corner of the screen.
   
3. Fill in the required fields, including Supplier Name, Clinic Name, and Note. Click on the “Add Product” button to add products in your purchase order.
   Note: To access dot phrases, type a dot (.) in notes to display pre-created phrases in a dropdown for quick insertion. Ensure dot phrases are first created in the Clinical Documentation App. Refer to the "Add / Edit Dot Phrases" guide for details.
4. Search for the “Product” name from the dropdown menu, then enter the Quantity, Price per Unit, and applicable Tax (if any). The “Total” field will automatically calculate the total price. You can add as many products to your purchase order as needed. Once finished, click “Create Purchase Order” to complete the process.
   Note: The order summary shows the total quantity, subtotal, and product details, making it easier for the user to review the purchase order before finalizing it, especially when dealing with a large number of products. This feature ensures accuracy and efficiency when placing the order. The purchase order has been added successfully!

Add a New Purchase Order for All Products

5. To add a new purchase order for all products, hover over Actions and select "New Purchase Order For All Products" in the top right corner of the screen.
   Note: “New Purchase Order For All Products” is ideal when ordering a large number of products as it provides all available products pre-listed. The user does not need to add each product manually; instead, they can simply remove any products not needed for the order.
6. Fill in the required fields including, Supplier Name, Clinic Name, and Note. All the products activated in the “Products” App will be autofilled here. For each product, enter the Quantity, Price per Unit, and Tax (if applicable).
   
7. Click "Remove" for the products you don't want to include in your purchase order. Once you have finished, click “Create Purchase Order” to place the order.
   The purchase order for all products has been added!

Receive a Purchase Order

8. From the purchase order list, click on three dots under the action column and select "View" for the specific purchase order.
   
9. The order details will open. Click “Receive” next to the product that has been received.
   
10. Mark your order as Received or Damaged, then fill in the Invoice No., Batch, Quantity Received (out of the total product quantity ordered), and Expiration Date. Once completed, click “Submit”.
    Note: Mark a product as “Damaged” for items received in poor or unusable condition. These damaged products will not be counted towards the received quantity and will instead be listed as “Pending” in the order details, indicating that they still need to be replaced.
11. The order details will display both the “Completed” order after you fill in the receive details, and the “Pending” details for any items that were not fully received or were damaged.
    
12. If the user has received the complete order, click the “Receive All”.
    
13. Enter the Invoice No., Batch ID, and Expiration Date. Click “Populate For All Products” to automatically apply these details to all products in the order.
    Note: This feature is helpful when a large number of products are ordered and received together, without any damage. It saves time by allowing the user to fill in details for all products at once, instead of entering them separately for each item.
14. Once the details are entered, click “Receive All” to confirm that the entire purchase order has been fully completed.
    The purchase order has been received successfully!

Check Your Purchase Order Status

15. To check the status of your purchase order, go to the Purchase Orders tab and review the status indicators in the top scopes bar for the latest updates.
    
16. Click on "Received" scope to view the list of all purchase orders that have been successfully delivered and received in full at the specified clinic location.
    
17. Click “Not Received” to view the list of purchase orders where none of the items have been delivered or acknowledged as received.
    
18. Click “Partially Received” to view the list of purchase orders in which only some items have been delivered and received, while others are still pending.
    Note: The status of your purchase order can also be viewed in the ‘All’ orders list. The ‘Status’ column shows whether a purchase order is Received, Not Received or Partially Received or In Transit.