Concepts/Purchase Delivery

conceptsupplyCARE 3.0+

A purchase delivery records stock arriving at a facility from an outside vendor. It bundles one or more delivered items under a single delivery, and completing the delivery 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, while a supply delivery names an internal source location and moves stock between two locations in the same facility. Both types share the same fields, statuses, and screens — the vendor or the source location tells you which type you are working with.

Key Attributes

Components	What it captures
Name	The name of the delivery. Required.
Note	Extra information about the delivery. Optional.
Vendor/Distributor	The external supplier organization sending the goods. Required.
Destination	The facility location receiving the goods. Required; defaults to the current location.
Purchase Order	The purchase order this delivery fulfils. Optional.

Purchase Order link

A purchase delivery can be linked to the purchase order it fulfils. Care then fills in the name, vendor, destination, and tags from that order.

Delivered items

Delivered items are added after the delivery is created. Each one records:

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, the product instance can be created while adding the item to the delivery — see Product.

Status

Status	Description
Draft	The delivery has started but is not ready for receipt.
Pending	The delivery waits for receipt at the destination location.
Completed	The facility received the delivery; Care updates the stock at the destination location.
Abandoned	The delivery stopped before receipt.
Entered in Error	The delivery was recorded by mistake.

Relationships

Completing a purchase delivery creates or updates the inventory item stock count at the destination location.
A purchase delivery can reference the purchase order it fulfils.
If a delivery is linked to a patient, it records a medication return. Completing it creates a refund invoice and reversed charge items on that patient's billing account; marking the delivery Entered in Error reverses the refund invoice and the reversed charge items.

Permissions

Care controls purchase deliveries with facility-scoped permissions.

Permission	System Roles	What it allows
Can Create External Supply Delivery on Facility	Facility Admin, Admin	Create or edit a purchase delivery and its delivered items.
Can Read Supply Delivery	Facility Admin, Administrator, Admin, Staff, Doctor, Nurse, Volunteer, Pharmacist	View a purchase delivery.

Pages that link here:

Concept: Concepts/Supply Delivery
Reference: References/Supply Delivery