Purchasing
Purchasing based on consumption, from qualified suppliers.
Purchase suggestions start from consumption, minimum stock and expiration, and the quote goes to several suppliers. André, an AI agent, prepares the order; the person accountable for purchasing approves, and the pharmacist qualifies each supplier.
Illustrative values.
The module agent
André prepares the purchase. The person accountable for purchasing approves.
André Sato prepares each branch’s purchase suggestion, sends the quote to qualified suppliers and builds the order. When the invoice arrives, he prepares the receipt from the XML, linked to the order. The order waits for approval from the person accountable for purchasing, and the receipt only counts once the team posts it.
Prepares each branch’s purchase list from the suggestion based on consumption, minimum stock and expiration
Sends the quote to qualified suppliers and builds a comparison with price, lead time and payment terms
Prepares the purchase order for approval and, when the invoice arrives, the receipt linked to the order
Organizes each supplier’s documents and flags when one is about to expire
Prepare this week’s purchase for the Downtown Branch.
Based on the Downtown Branch’s purchase suggestion, three raw materials need restocking: 500 g, 1,000 g and 1 L. The quantities cover the delivery lead time and do not exceed what the branch uses before expiration. All 3 qualified suppliers answered the quote, and Sample Distributor has the lowest total, R$ 2,364.00, with delivery in 5 days. I prepared order 0187 with them. It waits for approval from the person accountable for purchasing, who can switch the supplier for any item.
Illustrative example.
Purchase suggestion
Buy what the branch uses before it expires.
Each branch’s purchase suggestion starts from the consumption recorded in the stock ledger, minimum stock, the supplier’s delivery lead time and customer orders. The suggested quantity never exceeds what the branch uses within the product’s shelf life.
Average consumption over the period you choose, calculated from the stock ledger
Minimum and maximum stock per product and per branch, set by the pharmacy
Each supplier’s delivery lead time and customer orders already accepted
Stockouts recorded at the counter go into the next suggestion
The supplier’s unit is converted to the stock unit by the product’s factor, such as density; without the factor, the line is rejected
Illustrative values.
From quote to receipt
Quote, approved order and receipt linked to the order.
01
Quote
André sends the quote to qualified suppliers, by email or by link, and builds a comparison with the price, delivery lead time and payment terms for each item.
André · prepares
02
Order
The person accountable for purchasing picks the supplier for each item and approves the order. Above the amount the pharmacy has set, the owner approves. Only then does the order go to the supplier.
Purchasing · approves
03
Entry from the XML
The XML from the supplier’s invoice fills in the receipt, linked to the order. Any quantity or price difference between the invoice and the order is flagged for the person accountable for purchasing to resolve before posting.
André · prepares
04
Lot-based receiving
The team checks the goods against the invoice and the order, enters each lot’s number, expiration date and factors, and posts the receipt. Lots go into quarantine until release, according to the category’s policy, and the order’s received quantity is updated in the same operation.
Inventory · posts
Qualified suppliers
Raw materials only from qualified suppliers.
RDC 67/2007, on good compounding practices, requires raw materials to be bought from a manufacturer or supplier qualified by the pharmacy, using criteria the pharmacist sets. Each supplier has its own record, with documents and history.
Health compliance documents, such as the Anvisa operating authorization and the health license, with an alert when one is about to expire
Results of the pharmacy’s own assays and the certificates for each delivery
Good practices audit report and history of past deliveries
The supplier’s certificate of analysis comes with each raw-material lot and stays linked to the lot
Raw-material orders to an unqualified supplier are rejected
Illustrative values.
What stays with people
André prepares. People approve, qualify and post.
01
Approve the order
The person accountable for purchasing picks the supplier for each item, negotiates price and terms, and approves orders up to the amount the pharmacy has set. Above that, the owner approves.
02
Qualify the supplier
The pharmacist sets the purchasing criteria for raw materials, qualifies each supplier and signs off on the certificate of analysis for each lot received.
03
Post the receipt
The team checks the goods against the invoice and the order and posts the receipt. An error is corrected by a reversal, and the original entry stays in the stock ledger.
Questions about purchasing.
See a purchase, from suggestion to received lot.
In the demo, you see a branch’s purchase suggestion, a quote with three suppliers, the order approval and the entry from the invoice XML. We handle your pharmacy’s migration at no cost.