Purchase Orders
Purchase Orders (POs) are the formal documents sent to vendors to procure supplies, medicines, equipment, or services. Bio Ecko supports standard POs, blanket...
2026-02-01 · 5 min
Manual area
Procurement
Coverage
5 sections
Operator notes
2 implementation notes
Overview
Purchase Orders (POs) are the formal documents sent to vendors to procure supplies, medicines, equipment, or services. Bio Ecko supports standard POs, blanket POs (for recurring purchases at agreed rates), and emergency POs (with expedited approval).
Creating a Purchase Order
Navigate to Procurement > Purchase Orders > New PO.
- Select the vendor from the registry (or add a new one inline).
- Choose the destination store (Main Store, Pharmacy, Lab, etc.).
- Add line items by searching the item master. For each item specify: quantity, unit, agreed rate, discount, and applicable GST.
- The system auto-calculates line totals, tax amounts, and grand total.
- Attach any supporting documents (quotations, indent references).
- Submit for approval or save as draft.
Approval Workflow
Once submitted, the PO enters the approval queue based on the configured hierarchy:
- Auto-Approve: POs below the threshold (e.g., Rs 10,000) are auto-approved.
- Single Approval: POs within the mid-range require one approver (typically HOD or Purchase Manager).
- Multi-level Approval: High-value POs route through sequential approvers.
Approvers receive email and in-app notifications. They can approve, reject (with reason), or send back for revision. The full approval trail is recorded.
PO Lifecycle
A Purchase Order moves through these statuses: Draft > Pending Approval > Approved > Partially Received > Fully Received > Closed. POs can also be Cancelled (before any GRN) or Amended (creates a revision with change history). Overdue POs (past expected delivery date) are flagged on the dashboard with vendor follow-up reminders.
Printing & Dispatch
Approved POs can be printed or emailed directly to the vendor. The PDF includes your facility letterhead, PO number, line items with HSN codes, delivery terms, payment terms, and authorized signatory. Vendors can acknowledge receipt through the optional Vendor Portal.
Notes
Clinic tip
Small clinics can skip the formal approval workflow by setting the auto-approve threshold to a high value. This lets you create and send POs instantly.
Tip
Use blanket POs for your regular medicine suppliers. Set agreed rates once, then create release orders against the blanket PO throughout the year without re-negotiating prices.
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