Skip to main content
Version: 3.1

Purchase Delivery

Definition​

A purchase delivery in Care records stock that arrives at your facility from an outside vendor. It bundles one or more delivered items under a single delivery. When you complete the delivery, Care updates the stock levels at the destination location.

Care uses one delivery mechanism for two purposes. A purchase delivery names an external vendor and brings stock into the facility. A supply delivery names an internal source location and moves stock between two locations in the same facility. Both types use the same fields, the same statuses, and the same screens. The vendor or the source location tells you which type you work with.

Key Attributes​

ComponentsWhat it captures
NameThe name of the delivery. This field is required.
NoteExtra information about the delivery. This field is optional.
Vendor/DistributorThe external supplier organization that sends the goods. This field is required.
DestinationThe facility location that receives the goods. This field is required, and it defaults to your current location.
Purchase OrderThe purchase order that this delivery fulfills. This link is optional.

You can link a purchase delivery to the purchase order that it fulfills. Care then fills in the name, the vendor, the destination, and the tags from that purchase order.

Delivered items​

You add delivered items after you create the delivery. Each delivered item records these details:

  • The product that arrives
  • The quantity
  • The pack quantity and the pack size
  • The purchase price
  • The tax amount and the discount amount
  • The condition, either Normal or Damaged

If the item is not a known product instance, you can create the product instance while you add the item to the delivery. For more information, see the Product concept.

Status​

StatusDescription
DraftYou started the delivery, but it is not ready for receipt.
PendingThe delivery waits for receipt at the destination location.
CompletedThe facility received the delivery. Care updates the stock at the destination location.
AbandonedThe delivery stopped before receipt.
Entered in ErrorSomeone recorded the delivery by mistake.

Relationships​

  • When you complete a purchase delivery, Care creates or updates the inventory item stock count at the destination location.
  • A purchase delivery can reference the purchase order that it fulfills.
  • If a delivery is linked to a patient, the delivery records a medication return. When you complete it, Care creates a refund invoice and reversed charge items on that patient's billing account. If you mark the delivery as Entered in Error, Care reverses the refund invoice and the reversed charge items.

Permissions​

Care controls purchase deliveries with facility-scoped permissions.

PermissionRolesWhat it allows
Can Create External Supply Delivery on FacilityFacility Admin, AdminCreate or edit a purchase delivery and its delivered items.
Can Read Supply DeliveryFacility Admin, Administrator, Admin, Staff, Doctor, Nurse, Volunteer, PharmacistView a purchase delivery.