Imprest Orders

Use the Imprest Orders window to create and manage an order for your supplier.

To create and manage orders, you must belong to a user group that includes the Imprest Management system right.

Imprest orders go through the following stages:

To create an Imprest order:

Select File > Imprest Management > Manage Imprest Orders
In the Imprest Orders window, click Add.
In the Imprest Order Details window, from the Imprest Name field, select your Imprest. All items included in your imprest are listed in the table. A status is displayed for medication with low or no stock:
- Medications for which the whole stock + open stock level is less than or equal to the minimum quantity are displayed with a status of Low.
- Medications for which the whole stock + open stock level is zero are displayed with a status of No Stock.
In the Order Title field, enter a name for the order for tracking purposes.
If required, in the Supplier field, click Ellipsis and from the Address Book, select your supplier.
In the Notes field, enter any notes about this order.
If you want to calculate quantities for the order automatically based on the minimum and usual quantities:
1. Click Insert Suggested Order Quantity. Values are calculated only for medications with less stock than that specified as the usual quantity.
2. In the confirmation window, if you want to calculate order quantities only for medications with low or no stock, set Insert quantity only for low or no stock.
3. Click Yes. Order quantities to bring the Imprest level back to the usual quantity excluding any open stock are added to the Order Quantity column.
Review the order quantities.
Click Save and Close.

A draft of the Imprest order is saved and listed in the Imprest Orders window.

Draft orders are new orders that are under review and not yet finalised. Draft orders can be:

Next, finalise the order.

Finalising Imprest orders

When your Imprest order has been reviewed and you are ready to send it to the supplier, finalise the order.

To finalise the order:

In the Imprest Order Details window, click Finalise & Print.
In the Finalise Order confirmation window, click Yes.
In the Print Preview window, review the order and either:
- To print a PDF or a hard copy of the order, click Print.
- To send the order securely, select a recipient who is linked to an SMD vendor and enabled for secure messaging, click Send Secure. See Secure Messaging for more information.
Send the order to your supplier.

Communicare generates an Order ID and adds it to the order.

The date when the status is changed to Finalised & Sent is added to the Sent On field.

The status of the Imprest order is updated to Finalised in the Imprest Orders window. For Finalised orders:

Next, fill and complete the order.

When you receive the order from your supplier, fill and complete the Imprest order so that your stock levels are accurate.

To fill and complete the Imprest order:

In the Imprest Order Details window, if you received what you ordered, to automatically fill the Received Quantity column for all medications in the Imprest with the Order Quantity for each medication, click Insert Suggested Received Quantity.
In the confirmation window, click Yes.
Click Fill & Complete.
In the Complete Order window, click Yes.

The value in the Received Quantity field is added to the existing stock levels and the Whole Stock Level quantity for each medication is updated.

The status of the Imprest Order is updated to Filled & Complete. Filled and completed orders:

The quantity fields are updated in the Imprest order and the details of the supply are listed in the Imprest Orders window.