Overview

The Purchasing Module in Ksatria eHospital functions as an electronic repository for all purchase records made by hospitals.
All goods received from suppliers — both medical and non-medical — are recorded through the Goods Received Note (GRN) feature.

Information that can be defined in Goods Received Note

• Warehouse

• Supplier

• Invoice Number

• Delivery Method

Supported Processes

• Create Goods Received Note

• Search Goods Received Note

• Edit Goods Received Note

• Print Goods Received Note

Create Goods Received Note

1. Login to the Ksatria eHospital system.

2. Click on the Purchasing icon.

3. Select the Goods Received Note menu.
   
   

4. The system will open the Purchasing CRUD Screen (Create–Read–Update–Delete).

   • Click the Create+ button to create a new Goods Received Note.

5. On the Create Goods Received Note page, fill in all required fields (marked with a red asterisk *):

   • Warehouse

   • Supplier

   • Source Document Type

   • Source Document Number

   • Supplier Invoice Number

6. Complete the information needed for proof of receipt.
   The item being added must already exist in the selected warehouse. There are two ways to add items:

   

   Option 1: Search Stock to Add

   a. Enter a keyword to find items to add.
   b. Users can add multiple items and input quantities separated by semicolons (;).
   c. Click Add to List to save.
   d. The added items will appear in the Stock List table.

   

   Option 2: Add Stock+ Button

   a. Click Add Stock+.
   b. A pop-up window (Add Stock List) will appear, showing available warehouse items.
   c. Search and select the items to add, then input the required details.
   d. Click Save to add them to the list.

7. Added items will appear in the Stock List table.

   • To input batch information, click Input Batch.

   • In the pop-up window, fill in the batch details.

   • Click + to add new rows or Delete to remove rows.

   • Click Save to save the batch information.

8. Once all data is entered, click:

   • Submit to send the Goods Received Note for authorization, or

   • Done to save it as a draft.

9. After clicking Submit, the status will change from Draft → Submitted.
   Authorized officers can then respond using one of the following actions:

   • Redraft: Change status back to Draft for revision.

   • Reject: Reject the submitted note.

   • Approve: Approve the submitted note.

10. After clicking Approve, the status changes to Approved.

✅ The process of creating a Goods Received Note is complete.

Search Goods Received Note

1. Login to the Ksatria eHospital system.

2. Click the Purchasing icon.

3. Select the Goods Received Note menu.
   
   

4. Enter a keyword in the Search field to locate a specific note.

   • The system automatically displays matching results.

   Advanced Search

   a. Click the Filter button to open advanced search criteria.
   b. Fill in one or more criteria to narrow the results.
   c. Click Apply Filter to start searching.

5. The system displays results on the CRUD List screen.

✅ The process of searching for a Goods Received Note is complete.

Edit Goods Received Note

1. Perform Steps 1–5 of Search Goods Received Note to locate the record to be edited.
   
   

2. Click Edit on the corresponding data row.

   • Notes can only be edited if the status is Drafted.

3. On the Edit Goods Received Note page, make the necessary changes.

4. Click Done to save updates.

✅ The process of editing a Goods Received Note is complete.

Print Goods Received Note

1. Perform Steps 1–5 of Search Goods Received Note to locate the record to print.
   
   

2. Click Print on the desired Goods Received Note.

3. Click the Print button to print the document via a connected printer.

   • Alternatively, the document can be printed as a PDF file.

✅ The process of printing a Goods Received Note is complete.