User Manual- SCM

Government of Andhra Pradesh

APMSIDC

Government of Andhra Pradesh

Andhra Pradesh Medical Service &

infrastructure Development Corporation

User Manual

SCM Processes
for Substores/Hospitals

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 User Manual- SCM

Contents
Login Process ....................................................................................................................... 7
DWH Services..................................................................................................................... 12
Drug Inventory view ............................................................................................................ 13
Drug Inventory with program wise ....................................................................................... 14
Indent Generation ............................................................................................................... 16
ISSUE DESK ...................................................................................................................... 19
ACKNOWLEDGE DESK ..................................................................................................... 21
Issue to Substore (Offline Process) ..................................................................................... 23
Third party issue: ................................................................................................................................ 26
Issue to Patient ................................................................................................................... 28
Transfer process ................................................................................................................. 30
Transfer approval/order....................................................................................................... 32
Online transfer details ......................................................................................................... 33
Transfer Acknowledge Desk ............................................................................................... 35
Demand Desk ..................................................................................................................... 36
Local Purchase ................................................................................................................... 38
Challan Process: ................................................................................................................. 41
Material Inward Register Report .......................................................................................... 48
Material Outward Register Report ....................................................................................... 49
Expiry Details ...................................................................................................................... 50
Stock on Hand Record ........................................................................................................ 51

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About e-Aushadhi

Aushadhi is a web based application which deals with the management of stock of various drugs,
sutures and surgical items required by various District Drug warehouse, CHC, PHC & MDC of state.

"e-Aushadhi" helps in determining the needs of various Sub-stores such that all the required drugs are
constantly issued by DMW to its Sub-store, to Patient by MDC without delay.

Features of e-Aushadhi -

• Role Based Access.

• Supplier Payment Process.

• Budgeting, Stock Ledger & Drill-Down Reports.

• Various kinds of Analysis like ABC, VED, and FSN.

• Customizable Alert Management & Reports.

• Categorization of Drugs as per CIMS guidelines.

Provision of maintaining expiry date / shelf life for an item wherever applicable

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Benefits of Software based Inventory Management System:-

 Better Planning, executing and controlling.

 Online Tracking of Drug Inventory.
 Streamlining of Inter-Drug warehouse Transfer.
 Efficient control of Inventory.
 Multi user, Multi location storage.
 Comprehensive Help.
 Customizable Reports

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About Drug Ware House

The Drug ware house module mainly deals with the procurement and management of stock

of various consumable or non-consumable items required by the different state drug ware

house, district drug ware house, PHC of the state. The requirements of the items are sent by

the various district drug ware house to state drug ware house. Based on the estimated

amount of the requirements, sends to HQ for the approval and supplied or the purchase

section takes the decision like opening tender, placing the order directly to rate contracted

supplier, and the purchase committee purchases the items from the market by surveying or

through the government cell. This module covers Generating Purchase Order, Shipment

Details and payments terms and conditions. Drug warehouse / Store Management play a

central role in hospital management. This consists of ascertaining the needs of various

district drug ware house in the matter of items and devising such policies that all the

materials, which have constant demand, will be constantly available so that they are

supplied to the user district drug ware house without delay. This includes classification /

categorization of items, codification etc. The prime objective of the entire state drug ware

house is to provide item supply to district drug ware house, PHC with what they want, when

they want it. The advantage of automation of drug ware house is that we will get the

complete detail of purchase order. Provision for generating reports for those purchase orders

for which items have not been issued by the supplier, automatic configurable letter

generation etc. At the time of finalizing any item for purchase we can view the amount in that

particular purchase head.

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Login Process

An individual User ID &Password are given to every user. DRUG WARE HOUSE User has to enter
User ID and Password in login screen. As shown below:

Step 1:- Enter ‘user Id’ and ‘Password’ then click on ‘Login’ button after successful login, menu
screen will appear.

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Login Form

Errors and exceptions in Login

Your Login may fail due to any of the following:
 Incorrect User Id or password
 User login expired
 Network / Server failure
In all cases of errors, the system will display relevant error message.

Incorrect Login name or password

The system will display Login Failed message:-

This error could occur because the user has entered the User Id /or password incorrectly.

User Login Expired

In the user management module, corresponding to every new user created, the expiry date for that
user ID is stored. Upon reaching the expiry date, the user would not be able to login successfully.

Network / Server failure

In the case where your system is unable to establish a network connection with the designated server
the system will display a message. Please contact the administrator for further instructions.

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Forgot Password:-

All the Users of District medical store have been allotted user name and password. User name is a
name, which will enable the user to log on to the SCM Application. The password is like a digital
signature. It is very imperative that one should keep one's password a secret. Disclosing your
password is like telling the secret code of a number lock to someone. Whenever a user saves a
crucial record into the database, his user name is also attached to the record. At any given point later
the System administrator can find out who saved the record into the database. So if someone knows
your Password he will log on to the system using it and add anything into the database and you could
be held responsible for it later. Never disclose your Password to anyone and do not keep your name,
family member’s names or anything that can be guessed by people around you as Password

Note: - If user forgot password then follow following steps:-

Step 1:- Click on ‘forget password’ link

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Step 2:- Enter User Id, select hint question from list box and then enter answer.

Step 3:- Click on ‘Go’ button.

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Step 4:- Enter new password and re enter password in confirm password field, then click on ‘Save’
to save the password.

After that you will get a message ‘Your password has been changed’

Step 5:- Click on ‘Ok’ button to return to ‘Login Form’

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Login Form:-

Step 1:- Enter ‘User Id’ and ‘Password’, and then click on ‘Login’ button.

DWH Services

After successful login menu screen appear, you can select required service.

Step 2:- Click on Services, and then you will get Inventory Mgmt and Reports.

Applications menu is standard across the entire application. All top menu functions have exactly the
same behavior across applications. The screen below depicts the top-level Application menu.

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Each application will have four top menu options, namely,

 Inventory Mgmt: It is the entry point for all the modules. It includes all the forms under each
module.

 Reports: This option can be used to generate the reports for all the modules.

Drug Ware House: - Click on 'SERVICES’, now click on ‘Inventory Mgmt, to see the menus in
'INVENTORY’.

Drug Inventory view:

Path: Services -> Inventory Management -> Query -> Drug inventory view

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This drug received by the system is shown in Red color marked which indicates drug is in
quarantine state. To make make this drug active the user has to move this drug from quarantine
state to active state for issue.

Drug Inventory with program wise:

Step 1 : Click on the drug inventory View with Programme to enter your existing drugs in the
system.

Path: Services -> Inventory Management -> Query -> Drug inventory with program wise

Step 2 : Fill the details in the drug Inventroy view Such as Store Name , Group name,
Programme Name, Stock Status.

Step 3: Click on ADD button to add the new drugs in the system.

Step 4: Click the Programme Name such as Family Welfare and then type your desired drug in
the Drug name combo.

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Step 5: Select the drug from the drug list and then click the No. of Batches to fill

Step 6: Fill the details in the box provided such as batch name, Active state, Unit, Mfd date, Exp
date, Name of the Mfd.

Step 7: Click on the save Button to save the drugs entered in the application.

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Step 8 : Click OK to save the records

Step 9: A message of Data Has been Saved Successfully is shown which indicates DATA has
been entered in the system.

Indent Generation
The Desk will used to generate the demand. Using this process, the drug ware house may
send the demand to the concerned associated drug ware house for a particular period.

Path: Services->Inventory Mgmt->Demand-> Indent Generation

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Step1 -Select Store name, Request type as Indent for issue, Item category status from the
List. Its value will be populated from a master.
Generate
Step 2 -To generate an inventory demand, click on the Generate button. The screen
appears as follows:

Step 3 -Select Indent status that could be normal or urgent.

Step 4 -Select Indent period.
Step 5-On clicking item finder a popup window Item search for will be displayed. Item
Folder popup screen.
Step 6-Enter Required Quantity and unit.
Step 7- Click on Save to Generate a Demand.

After save, we can find our indent request in list.

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4. View

To View an Item Demand Select the Demand from the list of demands and click on View
button. Following Screen will be displayed.

5. Print

To Print an Item Demand Select the Demand from the list of demands and click on Print
button. Following Screen will be displayed

NOTE:

The Indent generated by the Hospitals will be approved by the Head Office.

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ISSUE DESK
Once Indent approve, it will reflect in Issue Desk.
This Issue Desk is used to issue the inventory to raising store.

Path: Services -> Inventory Mgmt -> Issue - > Issue Desk

Step1:- Select the store name from where the inventory is to be issued.

Step 2:-Select the status as ”to be issue” to issue the inventory.

Step3:-And select the raising store name form the drop down list.

Step 4:- To issue the inventory select the request from the list and click on Issue button.

After clicking on “ISSUE” the following will be appears.

Step 5:- Enter the Issue Quantity and received by.

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Step 6:- The system will not allow entering issue qty more than required qty but issued qty
can be less than required qty.

Step 7: - On clicking # button following popup window will be displayed. This is used to
selecting batches and entering the remarks.

Step 8 -Click on the check box and enter the Issue Qty and Unit.

Step 9 -Click on OK button then you will get save button.

After click on save button, first we will find Draft save voucher. For final save, we have to
click on Final save button

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After clicking final save button the voucher has been saved after wards you will get different
options like save or print or close

ACKNOWLEDGE DESK

Indent Raising store have to acknowledge the stock, issued by their main store.

Path :- Services -> Inventory Mgmt -> Receive- > Acknowledge Desk

Step1: select your Act By that is referred to as your sub store name that you have raised an
indent previously.

Step2: select the status as “ACTIVE”

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Step3: select your particular store by clicking the check box and click “Acknowledge”
button.

After clicking the following screen will be appears

Please enter the received quantity if any breakage has done please enter that breakage
quantity and enter the remarks and click on save button.

After clicking on “save” button the voucher has been generated.

You can save it or take printout for your reference.

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Note:
If you forget to save the “acknowledge voucher” you will get now also by changing the
“status as Acknowledged” and click view button.

Issue to Substore (Offline Process)

Path :- Services  Issue  Issue to Sub store Offline

Step 1 :- Select the Issuing Store Name, Category, Store Type, Requesting Store Name
and Issue Date from Issue to Sub Store Column

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Step 2 :- Select Indent Status as Normal or Urgent ,Indent Period, enter Indent no, Indent
Date and Indent Type from the New Demand Column

Step 3 :- Select the Drug Name from the list of the drugs as shown above

Step 4 :-After Selecting the drug name select the # button as shown below

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Step 5:- After Selecting the # button shown above the following screen will appear and then
Enter the Issue Qty and the Required Qty and Click ok button

Step 6 :- And fill he Approval Details and fill the receive details as shown below and click
save button

Step 7 :- After clicking the save button the following voucher will be generated as shown
below

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Third party issue:

Path :- Services  Issue  Issue to Third Party

If we want to issue stock other then store then we can use this form.

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Select medicine, which we want to issue

Enter all details and save

After click on save, we find voucher as below

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Issue to Patient

Path :- Services  Issue  Issue to Patient

Step 1 :- Select the store name and Issue date and fill the patient details as shown above in
Patient Details section and click drug finder button

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Step 2 :- select the drug name from drug finder as shown above and press ok button

Step 3 : After the clicking ok button the following screen will appear and the Qty and click on
save button

Step 4: The following voucher will be generated after clicking save button

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Transfer process

This Interface is used to transfer the drug from one store to other

Transfer demand request (short)

Request for shortage of drugs

Path: Services->Inventory Mgmt->Demand-> Transfer demand request

(short)

Step1: select your store name and status as “Active”

Step2: And click on “Generate” button then following screen will be appears and
enter the following details mentioned on that screen.

Step3: enter the item name, Demanded Quantity, Approved date, Approved by, and
status and click on save button.

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Finally the request for shortage has been generated.

Head office has to be approved for this shortage requested.

Transfer Request (excess)

Store having Excess Quantity, raise Excess request

Path: Services->Inventory Mgmt->Demand-> Transfer demand request
(excess)

Step1: select your store name and status as “Active”

Step2: And click on “Generate” button then following screen will be appears and
enter the following details mentioned on that screen.

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Step3: enter the item name, excess quantity, Approved date, and Approved by and
click on save button.

Finally the request for excess has been generated.

Head office has to be approved for this excess requested.

Transfer approval/order:
This Interface is used to Approve or order the transfer of drug from the store with excess drug to the
store where that drug is in shortage.

Path: - DWH Services->Services->Inventory Mgmt->Order Mgmt->Transfer Approval/Order

Step1: Select the Request Type “Order‟ and click on Generate button.
On clicking generate button following window opens displaying all the shortage requests
received by HQ-

Step 2 -select the Drug store name.

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On selecting the drug store name with shortage drug , DDW Transferring Details section is
expanded showing the list of drug stores with drugs in excess similar to drug in shortage, as
shown below-

Step 3:- Select the Drug Store Name under DDW transferring Details section and enter the drug
order quantity.

Step 4:- Enter the Remarks and click on save button.

Online transfer details:

This Interface is used to transfer the drug from one store to other.
After generation of order, store having excess quantity can see that order.

Path: -Services ->Inventory Mgmt->Issue->Online Transfer Detail

Step1- Select the Drug Store Name which is having excess quantity and Transfer request No.

Step 2- Click on GO.

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On clicking go following window opens displaying the order details-

Step1- Select the drug batch No. and enter the drug transfer Quantity.
* Cost of the drug to be transferred will be calculated automatically.
Step 2- Enter remarks and click on save button. On Save button click a Drug Transfer
Voucher is generated as shown below-

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Transfer Acknowledge Desk:

This interface is used to acknowledge receive of the drug transferred.

Path: Services ->Inventory Mgmt->receive->transfer Acknowledgement desk

Step 1- select the Acknowledging drug store i.e. (store having shortage quantity) and status
active.
Step 2: select the particular store having excess quantity is giving to that particular store.
Step 3- click on Acknowledge button. On clicking Acknowledge button following window
opens-

Step 4 - Enter the received Quantity, stock Register No.

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*The difference between drug transferred and received will be automatically entered as
Breakage Quantity.
Step 5 – Enter the Remarks and click on save button. On clicking save button drug transfer
voucher will be generated-

Demand Desk

Annual Purchase Demand Desk:

This Process is used to generate DDW wise annual demand. Drugs are purchased by
Headquarter depending on this demand.

Path: Services->Inventory Mgmt->Demand-> Annual Purchase Demand Desk

Step1: Select the Drug Warehouse name from which Demand is generated.

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Step2: Select the Category as Drug.

Step3: Select the Request Type as Purchase Annual Demand.

Step4: Select the status as Pending.

Step5: Click on Generate.

To modify an existing Demand, Click the Modify Button while the demand to be modified is
selected. Following window appears on click of Generate Button.

Step 6:- Now select the Drug Name from the drop down list. The selected Drug will
appear in green color.

Step 7:- Click on Next to enter quantity for next set of Drugs.

Step 8:-Give the remarks if any .Then click to save button.

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Local Purchase

Path:- services  order mgmt  Purchase Order generation desk.

Step1:- select the store name and click on generate button the following screen appears.

Step2:- select the po type as “local purchase” and fill the remaining fields in purchase
order generation form and click on “go” button .

The following screen will appears as show below.

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Step3:- fill the purchase order details as show above.

Step4:- enter the purchase details and click on save button.

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Step5:-After save the data if you want to modify/ schedule the local purchase details click on
modify/schedule button.

Step6:- if you wish to cancel local po click on cancel button and the following screen will
appears.

Step7:- enter the remarks and click on save button.

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Challan Process:

Step 1: Click on the Challan Process from the menu to receive drugs through Challan Process.

Path:- services  receive  challan process.

Step 2: Click on Challan Process to view all challan previously entered in the system. The
Challan process will consists of Receive ,Verify and Freeze subprocess.

Step 3 : Fill all the details above to receive the challan for your respective district. These details
include Store name, PO No. ,PO Status , Supplier Name.

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Step 4: Click on the receive Button to receive the challan.

Step 5: Fill the Receiving details from the Application like Challan Invoice No., Challan Invoice
Date , Challan Receive Date. And then click GO.

Step 6:

After Clicking GO user can fill the remaining challan details to the system such as No. of Packets,
Packet weight, Mode of Transpotation, Item Name and supplier name.

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Step 7: Fill the new Batch received from Lorry and fill all the Batch details required by the
system such as Mfd. Date, Expiry Date, Programme wise Quanity.

Step 8: Click on Save Button to Save the Challan Receive details.

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Verify

Step 1 : After Receiving challan next thing is to verify the Challan items and entered in the
system.

You can see your Challan Process as Verify Pending in case of Verification required.

Step 3: Click on the Verify button to verify the Challan

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Step 4 : Fill the details in the challan Verify process such as Batch No. , Unit, Mfd. Date, Expiery
Date.

Step 5 : Fill the Programme details which include Accepted Qty, Breakage, Rejected or Excess
Qty.

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Step 6: Fill the Supplier Perfromace Details that include Test Report No. And date.

Step 7: Fill the remarks in any required.

Step 8: Click Save to finish the Verification Process.

Freeze

Step 1: Click on the Freeze button to freeze the challan received, verified . User can see the PO
Status as Freeze Pending to freeze the Challan process.

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Step 2 : Click on the Freeze button to freeze the Challan received from the supplier.

Step 3: Click on the freeze button to freeze the challan.

Step 4: Fill the remarks in the challan freeze process to finish the challan process.

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Step 5: Drugs received from the challan process is automatically received in Drug Inventroy View
and user can view drugs already entered in the system via Drug inventory view.

Reports
Material Inward Register Report

Path- Reports-> Financial Mgmt ->Material Inward Register Report

Step 1- Select the supplies name and from and to date.

Step2-Click on generate button to generate the report.

 Report can be generated PO date wise or Challan Date wise using radio buttons –Po Date wise
and challan date wise radio button.

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Material Outward Register Report

Path- Reports-> Financial Mgmt ->Material Inward Register Report

Step 1- Select the store name and from and to date.

Step2-Click on generate button to generate the report.

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 Report can be generated PO date wise or Challan Date wise using radio buttons –Po Date wise
and challan date wise radio button.

Expiry Details
Path- Reports-> Inventory Mgmt-> Expiry Details

Select/ Enter the required fields in the form and click on the generate button to generate the report-

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Stock on Hand Record

Path- Reports-> Inventory Mgmt->Stock on Hand Record

Select/ Enter the required fields in the form and click on the generate button to generate the report-

Report generated –

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