Take Full Control of your Hospital Procurement

Manage purchasing, supplier workflows, stock replenishment, and approvals from one centralized system, while reducing wastage, stockouts, and unauthorized spending.

Why Healthcare Organizations Trust Us

Hospitals using MedicentreV3 HMIS

Years in the healthcare IT industry

Uptime on secure cloud servers

faster insurance approvals with MedicentreV3 HMIS

Why Hospitals and Clinics Trust our Procurement Module

Full Visibility Across the Procurement Process

Track every purchase from request to delivery in one system.

Monitor purchase requests, approvals, orders, and supplier deliveries
Eliminate blind spots and manual follow-ups
Maintain complete traceability for every procurement activity

Strong Approval and Spending Controls

Prevent unauthorized purchases and uncontrolled spending.

Set approval workflows for procurement requests and purchases
Control who can request, approve, or receive items
Ensure accountability at every stage of procurement

Accurate Supplier and Purchase Management

Manage supplier relationships with better control and transparency.

Maintain supplier records and transaction history
Track pending deliveries and completed orders
Improve purchasing decisions with reliable supplier data

Seamless Integration with Hospital Operations

Our procurement module works hand-in-hand with the rest of the hospital.

Connect inventory and purchasing with pharmacy, billing, and clinical departments
Automatically reflect stock consumption from hospital operations
Eliminate duplicate entries and disconnected workflows

Faster Procurement Cycles

Reduce delays in purchasing and stock replenishment.

Automate request and approval processes
Speed up communication between departments and procurement teams
Ensure critical supplies are available when needed

Reliable Reporting and Audit Readiness

Make procurement decisions using accurate, accessible data.

Generate procurement, stock, and supplier reports instantly
Maintain a complete audit trail for all transactions
Support compliance, financial reviews, and internal audits

How the Procurement Module Works (From Requisition to Supplier Payment)

The procurement module is designed to manage the complete purchasing lifecycle, from internal requests to supplier payment, ensuring accountability, stock control, and full financial traceability at every stage.

1. Supplier Management (Maintain Complete Vendor Visibility)

All supplier information is stored and managed centrally.

The system allows you to maintain supplier records including contact details, physical address, and vendor status. Authorized users can update, deactivate, or manage suppliers while maintaining controlled access and accountability.

2. Purchase Requisition Process

Departments can request items through a controlled workflow.

Departments such as pharmacy, clinical, or administration can raise Purchase Requisition Notes (PRNs) by selecting the requesting store or location and listing the required items with quantities. This ensures all procurement begins with a documented internal request.

3. Authorization of Requisitions (Prevent Unauthorized Purchases)

All requests must go through approval before procurement begins.

Purchase requisitions are reviewed and authorized by the relevant department or head of operations before they can proceed further. This ensures that purchases are necessary, validated, and properly controlled.

4. Purchase Order Generation

Approved requisitions are transformed into official purchase orders.

Once a PRN is authorized, the procurement officer generates a Local Purchase Order (LPO). The system automatically carries forward requested items while still allowing controlled adjustments where necessary.

5. Multi-Level Purchase Approval Workflow (Financial Accountability Built In)

Every purchase goes through structured verification and approval.

Purchase orders are checked by procurement, reviewed for budget compliance by accounting, and authorized by administration. The system tracks who checked, approved, and authorized each order using clear approval statuses and color coding.

6. Goods Received Note (GRN) Processing

Received items are validated before entering inventory.

The procurement officer links received goods to the original purchase order and records invoice numbers, delivery notes, expiry dates, batch numbers, quantities received, and unit costs. This ensures that only verified goods enter the system.

7. Flexible Receiving and Donation Handling (Adapt to Real Hospital Operations)

The system supports real-world procurement scenarios.

If fewer items are received than ordered, quantities can be adjusted during GRN processing. Donation or bonus stock can also be recorded separately, ensuring inventory accuracy without affecting supplier billing.

8. Controlled Stock Commitment (Prevent Inventory Errors)

Stock is only updated after full verification.

Before goods are committed to inventory, the GRN must pass through checking, approval, and receiving stages. This reduces the risk of stock discrepancies, fraudulent entries, or incorrect inventory updates.

9. Automatic Inventory and Supplier Billing Integration

Inventory and financial records update automatically.

Once goods are received and committed, stock levels increase automatically and a supplier bill is generated for accounting. This eliminates manual data duplication between procurement and finance departments.

10. Supplier Billing and Payment Workflow (Full Financial Traceability)

Supplier payments follow a structured approval process.

Before payment is made, a payment voucher must be created, approved, and authorized. Only then can the accountant proceed with payment using the selected payment method. This ensures proper financial governance and spending control.

11. Supplier Prepayments (Manage Advance Payments Properly)

Track advance supplier payments with accountability.

The system allows hospitals to record supplier prepayments, including payment references, purpose of payment, payment method, and authorized personnel. This ensures all advance payments remain traceable.

12. Integrated Procurement Workflow (Every Step Connected)

Every procurement action automatically leads to the next controlled process.

A requisition leads to a purchase order, the purchase order leads to a GRN, the GRN generates a supplier bill, and the bill requires an approved payment voucher before payment. This creates a fully traceable procurement chain that protects hospitals from fraud, stock loss, and unauthorized spending.

What Hospitals and Clinics Like Yours Are Saying

Hanmak Technologies Ltd

4.5

review us on

Fanuel Omondi

3 months ago

Hanmak Technologies is a highly professional organization. The team is supportive and committed to excellence, providing a great environment for learning and professional growth.

Tonny Kemboi

2 years ago

Since I used your software medicentre ,it has been a nice experience. keep it up HANMAK TECHNOLOGIES LTD. Good for our hospital

Abel Lugongo

2 years ago

Great working environment with very brilliant people

Kabichu Benedetta

7 years ago

the best and support system they are awesome

Ken Kahwai

7 years ago

Since I used your software medicentre ,it has been a nice experience. keep it up HANMAK TECHNOLOGIES LTD

Peter Koloo

7 years ago

Thank you Hanmak Technologies for the innovative TunaPos System that runs in our institution, not forgetting the team that lead to the installation and staff training, Albert and Evans i real appreciate the effort you made. On behalf of Le Savanna Country Lodges and Hotels LTD i want to say the system is well and user friendly

Geoffrey Abuya

7 years ago

the system application is easy to use and also secure for medical information/records,we thank hanmak technologies.

tom ajuoga

7 years ago

Thanks Hanmak Technologies Ltd for your good services you are offering,I am particularly pleased with the kind of software(Medicentre) you developed,I must say that it's a good software,one which is reliable,easy to learn and affordable.Thanks for the good job.

David Ondieki

7 years ago

Thank you for coming up with such a nice hospital management system. Medicentre 2.5 is the best and with your always available supportive team. The training was nice and i liked how your trainers explain and demonstrate how the system works. The operational manual is designed in such a way that it is easy to understand and to follow. I have used your system for sometime now and I can't see anything that can deny you 5 stars. You ( Hanmak Technologies Ltd) deserve more than 5 stars. Keep up the good work.

Morris Gatheru

7 years ago

Hanmak Technologies is definitely a cut above the rest ! They are not just a Software Company but a Solutions Provider. Their passion and dedication are most admired and appreciated. All of their products are developed with international standards in mind.I highly recommend to everyone looking to automate their business ,organization or facility.

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Choose the Right Plan for Your Hospital

Flexible MedicentreV3 subscriptions designed for hospitals, clinics, and growing healthcare facilities.

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Annual Subscription

Pay once for the year and enjoy uninterrupted access to your selected MedicentreV3 modules.

Annual Subscription

Pay once for the year and enjoy uninterrupted access to your selected MedicentreV3 modules. This option simplifies administration and offers long-term cost stability.

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Monthly Subscription

Pay on a monthly basis with full access to the MedicentreV3 modules you’ve selected.

Monthly Subscription

Pay on a monthly basis with full access to the MedicentreV3 modules you’ve selected. This option allows you to manage costs steadily while keeping your hospital operations fully connected.

Per Patient Visit Subscription

Pricing is based on actual patient visits, with full access to the selected MedicentreV3 modules.

Per Patient Visit Subscription

Pricing is based on actual patient visits, with full access to the selected MedicentreV3 modules. This keeps costs aligned with hospital activity while maintaining complete system functionality.

Which partnership solution option works best for you? Let us know in your free 30-Mins Demo

Still have questions? Let’s walk you through it.

How does the procurement module help reduce stock losses?

The system tracks every procurement activity from requisition to stock entry.

All purchases go through structured approvals, verified goods receiving, and controlled stock commitment processes. This reduces unauthorized purchases, stock discrepancies, and untracked inventory movement.

Can different departments raise their own procurement requests?

Yes. Departments can create Purchase Requisition Notes (PRNs) directly within the system.

Each request is linked to a specific department or storage location, ensuring that procurement requests are properly documented and traceable from the beginning.

Does the system support approval workflows?

Yes. The procurement module supports multi-level approval workflows.

Purchase requisitions, purchase orders, GRNs, and payment vouchers can all go through checking, approval, and authorization stages based on user roles and permissions.

Can the system track supplier information and history?

Yes. The system maintains a centralized supplier database.

You can store supplier contact details, transaction history, purchase records, and supplier status, making vendor management easier and more transparent.

How are received goods verified before entering inventory?

Goods are processed through a Goods Received Note (GRN) workflow.

During receiving, users can verify quantities, batch numbers, expiry dates, delivery notes, and invoice details before items are committed to stock. This helps prevent inventory errors and incorrect stock entries.

What happens if fewer items are delivered than ordered?

The system allows quantity adjustments during the receiving process.

Users can record the actual quantity received and update the GRN accordingly before stock is committed to inventory.

Can the system handle donated or bonus stock?

Yes. Donation and bonus items can be recorded separately.

The system allows users to mark items as bonus or donated stock, ensuring inventory is updated correctly without affecting supplier billing amounts.

Does the procurement module integrate with inventory and accounting?

Fully.

Once goods are received and approved, inventory levels update automatically and supplier bills are generated for the accounting department. This eliminates duplicate entries and improves financial accuracy.

How are supplier payments controlled?

Supplier payments follow a structured financial approval process.

Before payment can be made, a payment voucher must be created, approved, and authorized. This ensures accountability and prevents unauthorized spending.

Still unsure if this fits your hospital? Let’s show you how it works in real time.

Essential Modules That Complete Your Procurement Control

Managing procurement effectively goes beyond tracking stock. To achieve full accountability, financial accuracy, and operational efficiency, the procurement module works seamlessly with other core hospital systems.

Inventory Management Module

Streamline stock management, prevent losses, and keep your shelves ready for every patient need – all through MedicentreV3 HMIS.

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General Accounting Module

Gain control, accuracy, and insight with a fully integrated accounting system inside MedicentreV3 Hospital Management Information System

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Outpatient Management Module

Manage patient registration, consultations, prescriptions, and billing. All from one connected view inside MedicentreV3 HMIS.

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Over the Counter Module

Manage walk-in pharmacy sales with real-time stock control and seamless billing, all powered by MedicentreV3 HMIS.

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Inpatient Care Module

Handle admissions, bed allocation, nursing notes, and discharge summaries seamlessly. All in one connected workflow inside MedicentreV3 HMIS.

See Everything We Cover