From Requisition to Receiving, Without the Paper Trail
Care18 takes hospital procurement from indent to receiving on one connected path. Departments raise requisitions, approvers clear them with budget visibility, vendors are compared fairly and purchase orders are tracked until goods are checked in against the GRN and passed to stores.
- Indent to GRN in one flow
- Approval chains by value and department
- Fair vendor comparison
- Purchase orders linked to inventory
What Is Procurement in Care18?
Procurement in hospitals often runs on paper indents, phone quotes and approval messages that leave no record. Care18 structures the whole cycle: departments raise requisitions, approvers review with budget context, vendors are compared on a common sheet and purchase orders go out with clear terms. Receiving then checks what arrived against what was ordered, closing the loop for accounts and stores.
- Requisitions raised by department online
- Approvals routed by value and category
- Vendor quotes compared side by side
- Purchase orders with clear delivery terms
- GRN receiving checked against ordered quantities
Key Benefits
Shorter Purchase Cycles
Requisitions, approvals and orders move electronically between departments, removing the waiting time caused by physical files and phone approvals at every step.
Better Vendor Terms
Side-by-side comparison of quotes, lead times and past performance helps buyers choose suppliers on evidence rather than habit or convenience.
Tighter Spend Control
Approval rules and budget checks raise a flag before commitments are made, keeping purchases within sanctioned limits for each department and head.
Accurate Goods Receiving
Goods are checked against ordered quantities at receipt, so discrepancies are caught on arrival and returns are documented before invoices reach accounts.
Key Features
Department Requisitions
Departments raise indents online with item specifications, quantities and required dates, replacing paper forms and informal requests passed through corridors.
Approval Workflows
Route requisitions through defined approvers based on value and category, with status visible to the requesting department throughout the approval cycle.
Vendor Comparison
Compare suppliers on quoted price, lead time, past supply performance and terms on a common screen before placing orders with confidence.
Purchase Orders
Generate clear purchase orders with agreed rates, delivery schedules and terms, then track them until completion and full receipt of goods at the store.
GRN & Receiving
Record goods receipt notes against purchase orders, noting quantity, condition and discrepancies at the point of arrival before items enter stores.
Budget & Spend Controls
Check requisitions against available budget before approval, so commitments stay within sanctioned limits and finance sees them early at the planning stage.
Procurement Workflow in Care18
One documented path from requisition through approval, ordering and receiving.
- 01
Requisition
A department raises an indent listing items, quantities, specifications and the date they are needed by the requesting unit.
- 02
Approval
The requisition routes to approvers according to value and category, with the requesting team able to track its status.
- 03
Vendor Comparison
Quotes from shortlisted suppliers are compared on price, lead time and terms before a vendor is selected for the order.
- 04
Purchase Order
A purchase order is issued with agreed rates and delivery terms, then tracked until the supplier delivers at the store counter.
- 05
GRN & Receiving
Received goods are checked against the order for quantity and condition, and the GRN updates stores and accounts together.
Security Built Into Every Layer
Hospital data deserves enterprise-grade protection. Care18 is designed with security at its core — access control, encryption, auditability and recoverability.
Role-Based Access Control
Every user sees only what their role permits, down to the field and report.
Encrypted Data
Encryption in transit and at rest for records, attachments and backups.
Audit Trails
Immutable, timestamped logs of who changed what, when and from where.
Secure Authentication
Password policy, multi-factor options and session control for sensitive actions.
Cloud Backups
Automated, encrypted backup schedules with retention policies you control.
Disaster Recovery
Documented recovery procedures, standby infrastructure and restore testing.
Who Benefits
Consumable Supplies
Handles routine indents for medicines, reagents and general stores with repeatable approval routes each cycle.
Capital Equipment
Supports larger purchases with stricter approvals, vendor comparison and detailed receiving checks before handover to the department.
Emergency Procurement
Fast-tracks urgent requisitions through designated approvers while keeping the full record of who authorised what.
Vendor Management
Maintains supplier details, quoted rates and delivery performance so future orders start from reliable history.
Related Modules
Explore other modules that work seamlessly with this solution
Frequently Asked Questions
Simplify Purchasing from Indent to GRN
Book a free demo to follow a requisition through approvals, vendor comparison, ordering and receiving in Care18.