Store & supply

Store & Supply controls stock outside and across clinical destinations. Record each request, receipt, transfer, return, and count to keep the shared ledger accurate.

Store & Supply appears under Administration and is also visible to staff with inventory/purchasing permissions.

Store Dashboard

  • Review stores, hospital-wide reorder items, store-specific shortages, upcoming expiries, and recent transfers.
  • Select a store or transfer to open its details.

Stores

  • Fields: Name, Short Code, Type, linked ward where applicable, item scope, allowed item types/groups, negative-stock behavior, and optional Notes.
  • Types: Ward, OT, ICU, Emergency, Lab, Pharmacy, Kitchen, Laundry, Maintenance, and Other. The Main Store is created automatically when first needed.
  • Item scope: Anything, Only these item types, or Only these groups.
  • After saving: The store appears in receiving, transfer, stock, and request selectors. A store can be deactivated only after stock is moved out; its history remains.

Store Detail and Stock on Hand

  • Store Detail shows stock held at that location and its stocking rules.
  • Stocking rule fields: Minimum, Maximum, Reorder Quantity, Bin/Shelf, and Refill Source.
  • Stock on Hand searches all stores by item/code/category and can filter items at or below reorder level. Expired lots are excluded from issuable stock.

Items & Groups

  • Opens the shared Inventory catalogue plus a group manager.
  • Group fields: Name and optional description. Saving makes the group available in item/store scope selectors. Removing a group is confirmed.

Transfers

  • New transfer fields: From Store, To Store, item/batch lines and quantities, Reason, and optional Notes.
  • Choose immediate posting or in-transit handling where offered.
  • Accept transfer: Count the quantity received for each batch; shortages remain recorded.
  • Cancel: Returns held units to the source store.
  • After acceptance: Destination stock increases and the transfer document closes.

My Requests and Indents

  • New request fields: Request From, Receiving Store/ward context, optional Admission, Priority, one or more Items/quantities, and Reason/optional Note.
  • After submit: The request appears as an indent for permitted approvers/issuers and its status remains visible to the requester.
  • Approve: Review/lower requested quantities and add an optional note.
  • Reject: Enter a reason shown to the requester.
  • Issue: Choose available batches/quantities. ZenhCare issues available stock; any shortfall remains visible.
  • Confirm received: The requester enters what arrived. Short quantities remain open/visible.
  • Reverse issue: Returns stock to the issuing store and removes eligible unbilled admission charge lines.

Receiving (GRN)

  • Header fields: Supplier, Into Store, optional Purchase Order, Supplier Invoice Number/Date, Challan Number, attachment, and Notes.
  • Line fields: Scanned/picked item, quantity, free bonus units, unit cost, discount %, VAT %, MRP, selling price, batch/expiry or serial numbers, bill-when-used option, and reason for an unknown/new barcode.
  • Save as Draft to continue later or Post/Receive to add stock and create the supplier bill/expense. A posted receipt can be voided only where permitted. Attachments can be added after creation.

Purchase Orders

  • Fields: Supplier, Deliver To store, Expected By, item lines/quantities/unit costs, Notes, printed Terms, recipient email/number, and optional message.
  • Tabs: Manual orders and Suggested items based on stocking rules.
  • Actions: Save Draft, mark/send as Ordered, email with PDF, share through WhatsApp, download PDF, receive against the order, or cancel.
  • After sending: A draft becomes ordered. Receiving links the GRN and updates outstanding quantities.

Suppliers and Returns

  • Supplier fields: Name, Contact Person, Phone/WhatsApp, Email, Address, BIN/VAT Registration, Payment Terms days, and Notes.
  • Saving makes the supplier available to purchase orders and receipts. Statement shows receipts, returns/credits, settlements, and outstanding balance.
  • Return fields: Supplier, From Store, optional Receipt, optional item filter, selected lots/quantities, Supplier Credit Note Number, and Notes.
  • After return: Stock leaves immediately and the supplier credit is applied to open supplier bills.

Cycle Counts

  • Requires the Central Store Controls add-on.
  • Start fields: Store and optional Notes.
  • Enter counted quantities and optional batch/note per line, add missing shelf items, save, then submit.
  • Approve to post the variance to stock, or cancel without changing stock. Nothing is moved by the count until approval.

Store Reports

  • Choose Report, Store, From/To dates, Days, Group, Item, and related filters.
  • Reports cover stock, movements, expiry, consumption, dead stock, shortfalls, and count variance as enabled.
  • View on screen, print, or export CSV when allowed. Some reports require Central Store Controls.

Store Settings

  • Profiles/mode: Apply a ready store profile or set single/multi-store behavior.
  • Pharmacy: In-house, Outsourced/Rented Counter, or No Pharmacy.
  • Defaults: Select which store supplies Pharmacy Counter, IPD, OT, Lab, and Indent Issuing.
  • Controls: Keeper-only changes, negative stock (Deplete/record shortfall or Block), fallback to Main Store, indent reason/approval rules, patient charging, PO-required receiving, separate receiver/poster, cycle-count separation, low-stock digest (Daily/Weekly/Off), and expiry horizons.
  • Saving applies the behavior to future store activity.