Procure-to-pay
Requisition → purchase order → goods receipt → supplier invoice → 3-way match → payment voucher, with value-based approvals.
Purchase orders
| PO | Supplier | Store | Value (Rs) | Approval | Status |
|---|---|---|---|---|---|
| PO-DHA-26-0207 | Muller & Phipps Pakistan Augmentin, Panadol, Norvasc +14 | Pharmacy · DHA | 486,200 | Owner ✓ | Partially received |
| PO-LAB-26-0088 | Premier Agencies Mindray BS-480 reagents, controls | Lab store | 742,000 | Owner ✓ | Sent |
| PO-GLB-26-0061 | IBL Healthcare Insulin pens (cold chain) | Pharmacy · Gulberg | 138,900 | Branch mgr ✓ | Sent |
| PO-DHA-26-0209 | Premier Agencies Syringes, cannulas, gloves | Main store | 96,400 | Awaiting branch mgr | Draft |
| PO-DHA-26-0198 | IBL Healthcare | Pharmacy · DHA | 212,500 | Owner ✓ | Closed |
Approval thresholds
Edit →Up to Rs 50,000Store in-charge
Consumables, routine pharmacy top-ups
Rs 50,001 – 250,000Branch manager
Approve in app or by WhatsApp OTP
Above Rs 250,000Owner
Plus 2 quotations for capital items
Drafts are auto-generated when stock falls below the reorder level (8 items today).
Goods receipt · GRN-DHA-26-0412 against PO-DHA-26-0207
2 variances
Parsed: GTIN 08964000123456 · Serial SN7QX2219 · Expiry 31 May 2028 · Batch AUG6255 → Augmentin 625 mg
| Item | Batch | Expiry | PO qty | Received | Bonus | PO rate | Invoice rate | Check |
|---|---|---|---|---|---|---|---|---|
| Augmentin 625 mg (6s) | AUG6255 | 05/2028 | 200 | 200 | 20 | 612.00 | 612.00 | ✓ Match |
| Panadol 500 mg (200s) | PN4471 | 11/2027 | 40 | 36 | 0 | 1,180.00 | 1,180.00 | Short 4 |
| Norvasc 5 mg (20s) | NV2093 | 02/2028 | 60 | 60 | 6 | 548.00 | 571.50 | Price +4.3% |
| Betadine gargle 120 ml | BT1180 | 08/2027 | 48 | 48 | 0 | 265.00 | 265.00 | ✓ Match |
Expiry under 6 months is blocked unless approved. Bonus quantity is costed at zero, which lowers the weighted average cost.Open full GRNPost GRN
3-way match · MPP-881204
Exception| Line | PO | GRN | Invoice | Result |
|---|---|---|---|---|
| Augmentin 625 qty | 200 | 200 | 200 | OK |
| Panadol 500 qty | 40 | 36 | 40 | Invoice > received |
| Norvasc 5 rate | 548.00 | — | 571.50 | Over PO price |
| Invoice total | 486,200 | 478,920 | 489,710 | Δ Rs 10,790 |
Supplier ledger · Muller & Phipps
Credit 45 days| Date | Doc | Debit | Credit | Balance |
|---|---|---|---|---|
| 01 Sep | Opening | 612,400 | ||
| 18 Sep | GRN-DHA-26-0377 | 212,500 | 824,900 | |
| 30 Sep | PV-26-0141 | 600,000 | 224,900 | |
| 12 Oct | GRN-DHA-26-0412 | 478,920 | 703,820 |
Payment voucher PV-26-0155Awaiting owner
- Gross
- Rs 478,920
- WHT on supplies [Verify]
- Rs 26,341 (5.5% · filer)
- Net to bank
- Rs 452,579 · IBFT to MCB
Requisitions
Branches raise PRs; the central store consolidates them into POs| PR | Raised by | For | Items | Est. value | Reason | Status | |
|---|---|---|---|---|---|---|---|
| PR-DHA-26-0318 | Noman Ali · Pharmacy | DHA pharmacy | 14 items | 96,400 | Below reorder level | Submitted | Approve |
| PR-LAB-26-0102 | Lab manager | Lab store | Mindray reagents (6) | 742,000 | Monthly forecast | Converted → PO-LAB-26-0088 | |
| PR-JHT-26-0044 | Nurse in-charge | Johar Town | Dressing packs, gauze | 18,200 | Consumption | Approved | Make PO |
| PR-DHA-26-0320 | Zeeshan Raza | Biomedical | Autoclave gasket | 7,500 | Breakdown ticket BT-26-031 | Draft | Ticket |
Inter-branch transfer · STO-26-0091 · DHA main store → Gulberg pharmacy
Discrepancy| Item | Batch | Sent | Received | Δ | Reason |
|---|---|---|---|---|---|
| Insulin glargine pen | LAN0925 | 20 | 20 | 0 | Cold box 4.6 °C on arrival ✓ |
| Ceftriaxone 1 g inj | CFX3301 | 50 | 47 | −3 | Damaged in transit (2) · missing (1) |
| Normal saline 1 L | NS7712 | 60 | 60 | 0 |