Medications-Managing Vendors

Medications-Managing Vendors

Purpose Statement

This article explains how to create a Vendor Source List entry for pharmacies so medications can be properly received and tracked within the Medications module. Creating vendors with the correct type ensures accurate inventory management and source selection during medication receiving workflows.

Background Information

Before medications can be received into inventory, a vendor (source) must exist in the system. Vendors are managed within the Vendor Directory and can represent pharmacies, suppliers, or other sources. Only vendors configured with a Vendor Type of Pharmacy will populate as selectable sources in the Medications module.

Common Use Cases:

  • Adding a new pharmacy as a medication supplier
  • Managing multiple medication sources
  • Filtering vendors by type for inventory workflows

Prerequisites:

  • Access to the Vendor Directory
  • Appropriate administrative permissions

Required Permissions

  • Vendor Directory - Read; Update; Create; Delete
  • Vendor Directory - Allow to use on modules - Allow

Video


Step-by-Step Guide

1. Navigate to the Vendor List

  1. Open Vendor Directory.
  2. Select Vendor List.

Lets navigate to Vendor Directory and select the Vendor List

 

2. Add a New Vendor

  1. Select + Add Vendor in the upper-right corner of the screen.

 

3. Complete Vendor Information

There are three sections available when creating a vendor:

  • Information (required fields)
  • Contacts
  • Notes & Attachments

 

4. Enter Required Vendor Details

  1. Enter the Vendor Name (required).
  2. Select a Vendor Type.
    • Important: The Vendor Type must be set to Pharmacy for the vendor to appear as a source in the Medications module.
  3. Complete any additional relevant fields as needed.

Enter the Vendor Name (required) and a Vendor Type.

 

5. Enter Address Information

  1. Enter the Address details for the vendor (required).

Now enter Address (required) information regarding this Vendor.

 

6. Save the Vendor

  1. Select Save.
  2. Confirm the success message indicating the vendor was created.
  3. Close the vendor window.

Once information has been entered select Save.

 

7. Filter Vendors by Type

  1. From the Vendor List, select Filter.
  2. Set Vendor Type to Pharmacy.
  3. Select Apply to view all medication source vendors.

Once you have Vendors created you are able to search for specific Vendors by selecting Filter.

Set the Vendor Type to Pharmacy to see all Vendors you will be able to receive medications from then select Apply.

 

8. Manage Existing Vendors

From the Actions column:

  • Pencil icon: Edit vendor information
  • Trash can icon: Delete vendor

From the Actions column you can manage existing Vendors.

 

9. Use the Vendor in Medication Receiving

Once created, the pharmacy vendor will populate in the Source dropdown list when receiving medications in the Medications module.

Now when receiving medications the newly created Vendor will populate within the Source dropdown list.

Best Practices

  • Always verify the Vendor Type is set to Pharmacy before saving
  • Use consistent naming conventions for vendors
  • Keep address and contact information up to date
  • Avoid duplicate vendor entries

Troubleshooting & FAQs

Q: My vendor does not appear in the Source dropdown when receiving medications.
A: Confirm the Vendor Type is set to Pharmacy and that the vendor was saved successfully.

Q: Can I change the Vendor Type later?
A: Yes, select the pencil icon to edit the vendor and update the Vendor Type.

Q: Who can delete vendors?
A: Only users with appropriate administrative or vendor management permissions.


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