When to use this: Use a direct purchase when goods arrive without a purchase order in BitMed. For example, a supplier may deliver goods ordered by phone or send an unexpected delivery.
Create a direct purchase
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Open Purchases.
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Click Receive Goods (GRN).
This opens the same goods-receiving screen used for purchase orders.
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Select the Supplier.
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Do not link a purchase order.
You can simply leave Link Purchase Order alone. If you do click it — to check whether a PO exists — and there is none, BitMed says "No active POs found for this supplier." and offers Continue without PO, which returns you to the GRN. Either way, a GRN with no purchase order linked is saved as a direct purchase.
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Add the medicines that actually arrived. Enter the details printed on the medicine pack and shown on the supplier invoice:
- Product: Select the medicine from the product list.
- Batch: Enter the batch number.
- Expiry: Select the expiry month and year.
- HSN and GST %: Enter or check the tax details against the invoice.
- Qty: Enter the quantity received.
- Free: Enter any free quantity.
- Buy and Get: Enter a free-goods scheme, such as Buy 10 + Get 1, when applicable.
- Rate: Enter the price paid to the supplier per unit.
- Disc %: Enter the invoice discount, if applicable.
- MRP: Enter the MRP printed on the pack.
Click Add after entering each medicine. Add a separate line when the same medicine has a different batch, expiry date, rate, or MRP.
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Check the item lines shown in the GRN. You can remove an incorrect line and add it again.
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Click Save & Update Stock.
This is the click that moves stock. Save as Draft, next to it, keeps the GRN for later without receiving anything — useful if the invoice is incomplete.
Save & Update Stock stays greyed out until the GRN is complete enough to post. As well as needing item lines, it checks that every line has a Rate and a non-zero MRP, that the supplier invoice is identified, and that all required invoice details are complete. If the button is disabled, hover it — the tooltip names what is missing.
Important notes
- A direct purchase does not update a purchase order because no purchase order is linked.
- The supplier is still recorded against the GRN and the stock batch.
- Enter only the quantity that actually arrived.
- Check the physical pack carefully, especially the batch number, expiry date, and MRP.
- To print batch labels after saving, open the GRN list and use the Print labels action. See Print GRN Batch Labels.