Suppliers

This document details how to use the Suppliers management module in the HelloClinic system. This module acts as your clinic's central supplier directory, helping you manage information for all drug, supply, and service providers.

Feature Overview

The Suppliers module lets you build a complete database of your suppliers. Keeping this list well-maintained can significantly simplify your purchasing and inventory management processes. When you perform a Stock In operation in the Drugs or Supplies modules, you can directly select a supplier from this list, avoiding repetitive data entry.

Key features include:

• Creating, editing, and deleting supplier records.
• Quickly finding contact information and details for specific suppliers.
• Providing standardized supplier data for drug and supply stock-in procedures.

Main Interface Description

The main interface is divided into a "Background List" and a "Create Supplier" window that appears when you click "+ Create Supplier."

1. Supplier List and Search

This is where you'll view all your documented suppliers.

• Search: Use the input box above the list to quickly find a specific supplier by entering keywords like company name, code, or contact person.
• Add Supplier Button:
  • [+ Create Supplier]: Located in the top right corner of the page, click this button to add a new supplier record.
• List Fields:
  • Company: The full legal name of the supplier's company.
  • Code: A unique code you've set for the supplier for easy identification.
  • Contact: The name of the primary contact person.
  • Tel: Contact phone number.
  • Email: Contact email address.
  • Actions: Operations you can perform on that supplier:
    • 🔍 View: See the complete detailed information for that supplier.
    • ✏️ Edit: Modify the existing data for that supplier.
    • 🗑️ Delete: Remove this supplier from the system.

2. Create Supplier Window

After clicking the [+ Create Supplier] button, this form will pop up for you to fill in the detailed supplier information.

Main Operation Workflow

How to Add a New Supplier Record?

1. On the "Suppliers" main page, click the [+ Create Supplier] button in the top right corner.

2. The "Create Supplier" form window will pop up.

3. Please fill in the following fields:

   • Company (Company Name): This is a required field. Enter the supplier's full company name.
   • Code (Code): Optional. You can set a short code for the supplier for quick searching.
   • Contact (Contact Person): Enter the name of the main contact person.
   • Tel (Phone): Enter the supplier's phone number.
   • Email (Email): Enter the supplier's email address.
   • Fax (Fax): Enter the supplier's fax number.
   • Address (Address): Enter the supplier's complete mailing or physical address.

4. Once you've filled in all the information, click the [Create] button in the bottom right corner.

5. After saving, the new supplier will appear in your main list and can be selected when stocking in drugs or supplies.

How to Manage Existing Supplier Data?

1. Find the supplier you want to manage in the list.
2. In the "Actions" column on the far right of that supplier item:
   • Click the ✏️ Edit icon to open the same window as when creating, allowing you to modify and update the data.
   • Click the 🗑️ Delete icon to remove that supplier from your list. Please note, before deleting, ensure there are no associated purchase records to avoid affecting the integrity of your historical data.