Basic Hospital Information Management Application

Bhima is a free, open source accounting and hospital information management system (HIMS) tailored for rural hospitals in Africa. We are an international team based in the Democratic Republic of the Congo.

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Stock Entry

There are four ways that stock enters a depot that will be described in detail below:

Before a depot or pharmacy gets stock to “enter”, it is necessary to determine how much stock is needed. Depots typically need that information to put together a purchase order. Pharmacies typically need this information to request stock from a depot. In any case, computations of how much stock is being used (per month) is helpful. This is provided by the “Average Monthly Consumption”. For more detaisl about that, please see the section on Average Monthly stock Consumption.

Stock Entry by Purchase

The process of purchasing stock for a depot includes several steps.

  1. Create a purchase order
  2. Confirm a purchase order
  3. Receive and enter stock from a purchase order

Create a purchase order

To create a purchase order, open the “Purchase Order” form:

menu > Purchase Orders > Purchase
⇒ Opens a new purchase order form

This will bring up a form like this:

Purchase Order Form

Confirm a purchase order

Once a purchase order has been issued it is transmitted to the Supplier. It is possible that a purchase order may need editing to correct unit purchase price, etc. This can be done in the “Purchase Order Registry”:

menu > Purchase Orders > Purchase Registry
⇒ Opens the registry of purchase orders

By opening the Action menu on the right end of the line for a specific purchase order, you may click on the “Edit” link to edit the purchase order. This Action menu also has a link to print the “Document” for the purchase order. It is likely that this will be needed during the process of receiving the actual stock when the order arrives.

Once the supplier has confirmed that they can provide the stock, you need to change the status of the purchase order. To do this, use the Action menu for the purchase order and click on the “Edit Status” link and change the status to “Confirmed”.

WARNING: Once a purchase order is confirmed, it can no longer be edited.

Receive and enter stock from a purchase order

When a delivery stock for a purchase order arrives and the requesting depot, it is necessary to “Enter” this stock. This involves two things: (1) Physically unpacking the stock and confirming that all requested stock has arrived, and (2) registering the entry of the stock in the BHIMA software.

First, we need to open the stock “Entry” form:

menu > Stock > Stock Entry
⇒ Opens the form for entering stock

Initial Stock Entry Form

Stock Entry by Integration

What is an integration entry? Assuming that during an inventory of stock, a stock item is found that has never been registered in the stock (inventory) in the BHIMA system. Since it is neither a purchase nor a donation, but it must be included in the stock inventory, we use “integration” to do that.

Here is how to proceed: Bring up the Stock Entry form:

menu > Stock > Stock Entry
⇒ Opens the form for entering stock

Stock Entry by Donation

The procedure for entering stock by donations is no different from that by integration – but you specify that it is a donation entry by clicking on the “donation” button which is then highlighted in blue.

Similar to stock entry by integration, there is no purchase order involved so the Lot “Global Quantity” must be set appropriately on the lot selection forms.

Stock Entry by Transfer

Entry of stock by transfer from one depot to another is one of the typical ways that stocks enter a depot’s stock inventory. The receiver could be pharmacy or another depot. However, requisitions for the transfers must already exist for transfers to occur (more on this later).

Bring up the Stock Entry form:

menu > Stock > Stock Entry
⇒ Opens the form for entering stock

You should see the entry form like this:

Stock Entry by Transfer Form