Multi-Site Hub Managed Buying and Stock Control (Advanced)

In more extensive and intricate organizations, you can streamline your buying and stock control from a centralized location, managed by a Purchasing Manager. The purchasing process seamlessly integrates with the Real-Time Inventory system, ensuring communication between location users and the central Purchasing Coordinator. Some organizations also employ a Central Store for efficient goods management.

Each location maintains a pre-agreed level of Primary stock items. Depending on the size and complexity of the location, Secondary items may also be managed with pre-agreed stock levels.

Stock levels are monitored by the Central Purchasing Manager who reorders stock as levels fall. Typically, stock is ordered on a bi-monthly or monthly basis.

In addition to the central ordering of stock, Location Coordinators can request stock as necessary. Special controls can limit request ordering to an authorised / non-editable order basket. For non-listed items, requests can be made to the Purchasing Manager to list and order them.

On a daily basis staff will use the Remote Manager App:

• Confirm receipt of purchase orders, providing the finance team with delivery confirmation.
• Locate and view stock levels.
• Scan bar codes to record usage.
• Conduct stock level checks.
• Update the purchase basket for order requests, especially when stock unexpectedly falls.

The Central Hub is typically managed by a Purchasing Manager who has responsibility for overseeing the Locations, a Central Store, Inventory related Prescription Reimbursement validations as well as normal purchasing procedures and approvals.

Location Supervision

Often the Purchasing Manager has direct responsibility for managing ordering and monitoring stock levels at the locations. This role will involve:

• Overseeing and managing the Location Coordinators.
• Ensuring local responsibilities are carried including goods inward recording.
• Stock count checks (to detect missing usage bar code scans).
• Reordering stock when levels fall, or issuing internal stock transfers between locations.

Central Store

If a Central Store is maintained the Purchasing Manger will have responsibility for managing correct restocking, receipts and transfers. A Central Store is maintained when goods are not delivered direct to each location. Depending on the structure, sometimes Primary goods are delivered to the Central Store with only Secondary goods delivered direct to the locations.

Prescription Reimbursement Management and FP34 Validation

The Purchasing Manager may have responsibility for, or work closely with and support the Prescription Reimbursement Manager. There are a number of controls within the Real-Time Stock system to help ensure reimbursement income is correct and maximised. These controls include:

• Pre-order Reimbursement validation, to avoid purchases of non-reimbursable or low profit items.
• Proforma FP34 Activity report for reconciling to scripts to identify missing scripts.