Store & Purchase Module

(User Manual)
Laboratory Information Management System
https://lims.bis.gov.in
Bureau of Indian Standards

Ver. 2 updated on 15th Nov 2021 Designed and Developed by Arohatech IT Services
SUMMARY
1. This manual contains instructions for the following:
• Managing Store Inventory
• Indent Requests
• Purchase Requests
• Disposal of Stock
2. Ensure that Store Executive and OIC Store user roles are configured in Manpower module.
ADD INVENTORY
User Role : Store Executive
 ADD ITEM
• USER ROLE: Store Executive
Step 1: Add Item • The Store Executive can Add Item to Inventory by
going to Item List in Store Menu on Left. Therein
User Role: Store Executive Add Item Button is provided in Top Left.
• Upon clicking on Add Item button, the
Add/Update Item form would open as a new page.
• The Store Executive would need to fill in the
Necessary Details consisting of:
• Item ID
• Name
• Type of Item – Whether Critical or Non-
Critical Item
• Category – Choose appropriate Item
Category
• Department – Select the relevant Testing
Section which requires the Item.
• Tags – Multiple Tags can be selected from
the choice available in dropdown.
• Storage Location – Give information like
Rack, Room No etc. where item is stored.
• Click on Save at the bottom of page to add the
item.
Note:
Fields marked with a “ * “ are mandatory fields.
 ADD STOCK
• USER ROLE: Store Executive
Step 2: Add Stock • The Store Executive can Add Stock for the
previously Added Items by going to Item List in
User Role: Store Executive Store Menu on Left. Therein Add Stock Button is
provided in Top Left.
• Upon clicking on Add Stock button, the Add Stock
form would open as a new page.
• The Store Executive would need to fill in the
Necessary Details consisting of:
• Item – Select the Item name from List for
which Stock is being Added. Please note
that Stock can be added only for previously
added items in system.
• Supplier – Enter the Supplier information if
available
• Date of Purchase – Enter the Purchase data
of the Item
• Validity – In case item has limited Shelf Life
/ Expiry Date then enter the Use Before
date here.
• Quantity – Enter the numerical value of the
Stock being added.
• Unit– Give the Unit information like Kg,
Litres etc. to define the quantity of Stock
being added.
• Click on Save at the bottom of page to add the
Stock.
Note:
Fields marked with a “ * “ are mandatory fields.
 RAISE PURCHASE REQUEST

Step 3: Raise Purchase Request

• USER ROLE: Store Executive
• To maintain the stock of required items in Lab the
User Role: Store Executive Store Executive can raise a Purchase Request for the
item and send a request for its procurement.
• To raise a Purchase Request the Store Executive will
need to click on the Raise Purchase Request button
against any item. The Purchase Request Details form
shall open as a pop-up. The Store Executive is
required to fill in the details as explained below.
• Item Name – The Store Executive will have to select
the item name from the dropdown list.
• Department – The Store Executive can select the
appropriate department for which the Items are
required to be purchased.
• Quantity – No of units of the item required need to
be provided here.
• Known Source of Supply – In case there is any existing
supplier then its details can be provided in here.
• Budget Head – The appropriate Budget Head under
which this Purchase Request can be processed needs
to be selected.
• Upon submitting the Purchase Request, it will go to
the OIC Store for approval.
• The Raised Purchase Requests can be viewed in the
Raised Purchase Requests menu on the left.
 APPROVE PURCHASE REQUEST
• USER ROLE: OIC Store
Step 4: Approve Purchase Request • The OIC Store would need to go to the Received
User Role: OIC Store Purchase Requests menu in Store Menu on left
and therein against each item an Action button is
available.
• Upon clicking on Action button option to View the
Purchase Request is available.
• On click of View button the submitted Purchase
Request with all the details would open as a Pop-
Up.
• At the bottom of the Pop–Up the OIC Store would
have the option to Approve, Disapprove, Refer
Back or Print the Purchase Request.
• Once the Purchase Request is Approved it will be
sent to the LAB Head for further approval.
• The Approved Purchase Request will be visible in
the Approved Purchase Requests Menu to the OIC
Store.
 APPROVE PURCHASE REQUEST
• USER ROLE: LAB Head
Step 5: Approve Purchase Request • The LAB Head would need to go to the Received
User Role: LAB Head Purchase Requests menu in Store Menu on left
and therein against each item an Action button is
available.
• Upon clicking on Action button option to View the
Purchase Request is available.
• On click of View button the submitted Purchase
Request with all the details would open as a Pop-
Up.
• At the bottom of the Pop–Up the LAB Head would
have the option to Approve, Disapprove, Refer
Back or Print the Purchase Request.
• Once the Purchase Request is Approved it will be
sent to the OIC Purchase for further action.
• The Approved Purchase Request will be visible in
the Approved Purchase Requests Menu to the LAB
Head.
 APPROVE PURCHASE REQUEST

Step 6: Approve Purchase Request

• USER ROLE: OIC Purchase
• The OIC Purchase would need to go to the
User Role: OIC Purchase Received Purchase Requests menu in Store Menu
on left and therein against each item an Action
button is available.
• Upon clicking on Action button option to Procure
is available. On click of Procure button the Item
Under Purchase form would open.
• The form shall contain several Events mentioned
below for which the OIC Purchase would need to
update the dates as and when applicable.
• Procurement Process – Choose from the List
• Tender Float Date
• Last Bid Date
• Technical Opening Date
• Financial Opening Date
• Date of Installation
• Date of Bill Process
• Date Of Payment
• At the bottom of the Form the OIC Purchase will
need to click on Save button. Once the Item
Under Purchase form is Saved it will move to the
Items Under Purchase menu.
 UPDATE ITEMS UNDER PURCHASE REQUEST
Step 6a: Approve Purchase • USER ROLE: OIC Purchase

Request • To update the Event Dates of ongoing Items under

Purchase , the OIC Purchase would need to go to
the Items Under Purchase menu in Store Menu on
User Role: OIC Purchase left and therein against each item an Action
button is available.
• Upon clicking on Action button option to Update
is available. On click of Update button the Item
Under Purchase form would open.
• The form shall contain the Event Dates as
mentioned in previous slide and the OIC Purchase
can update these as and when applicable.
• At the bottom of the Form the OIC Purchase will
need to click on Update button to save the
information.
• Once the Item Under Purchase form is updated
completely with all Events Dates and Saved it will
move to the Items Purchased menu.
MANAGE INVENTORY
User Role : Store Executive
 ADD STOCK

Step 7: Edit Stock

• USER ROLE: Store Executive
• The Store Executive can Edit the Information of
User Role: Store Executive any Item by clicking on the Action button against
the Item and selecting the Edit option from list.
• Upon clicking on Edit button, the Add/ Update
Item form would open as a new page.
• The Store Executive can Edit any of the Pre-Filled
Details.
• Click on Save at the bottom of page to update the
item details.
Note:
Fields marked with a “ * “ are mandatory fields.
 AVAILABLE STOCK

Step 8: Available Stock

• USER ROLE: Store Executive
• The Store Executive can View the Available Stock
User Role: Store Executive Status by clicking on Available Stock in Store
Menu on Left.
• From the List of Stock, the Store Executive can
click on the View button against any item. A pop –
up would be visible which would provide the
details of that item. The details available are:
• Item ID
• Item Name
• Category
• Type of Item
• Available Quantity
• Department
• Location
• Reserve Maintained
• Description
 DISPOSE STOCK

Step 9: Dispose Stock

• USER ROLE: Store Executive
• The Store Executive in order to Dispose Stock of
User Role: Store Executive any Item can do so by clicking on the Action
button against the Item and selecting the Dispose
Stock option from list.
• Upon clicking on Dispose Stock button, the
Dispose Stock form would open as a pop -up.
• The Store Executive would need to fill in the
Necessary Details consisting of:
• Quantity to be Disposed – Enter the
required quantity of the item to be
disposed. Please note that disposed
quantity cannot be greater than Quantity
Left.
• Reason for Disposal – Provide the
appropriate reason for disposal.
• Remarks – Add any remarks which would
explain the reason for disposal of item.
• Once Request is Submitted it shall go to the OIC
Store for approval.
• Store Executive can view the pending Dispose
Stock requests in the Raised Dispose Requests
menu on the left.
 DISPOSE STOCK

Step 10: Dispose Stock

• USER ROLE: OIC Store
• The OIC Store in order to Approve the request for
User Role: OIC Store Dispose Stock of any Item can do so by going to
Stock Dispose Requests menu under Store menu
on left and then clicking on the Action button
against the Item and selecting the Dispose Stock
option from list.
• Upon clicking on Dispose Stock button, the
Dispose Stock form would open as a pop -up.
• The OIC Store Executive can review the details
submitted by Store Executive consisting of:
• Item ID & Name
• Date of Purchase
• Quantity to be Disposed
• Reason for Disposal
• Remarks
• Once Request is Approved it shall go to the LAB
Head for approval.
 DISPOSE STOCK

Step 11: Dispose Stock

• USER ROLE: LAB Head
• The LAB Head in order to Approve the request for
User Role: LAB Head Dispose Stock of any Item can do so by going to
Stock Dispose Requests menu under Store menu
on left and then clicking on the Action button
against the Item and selecting the Dispose Stock
option from list.
• Upon clicking on Dispose Stock button, the
Dispose Stock form would open as a pop -up.
• The LAB Head can review the details submitted by
OIC Store consisting of:
• Item ID & Name
• Date of Purchase
• Quantity to be Disposed
• Reason for Disposal
• Remarks
• Once Request is Approved the Available Stock of
the Item shall be reduced.
REQUEST FOR SUPPLIES
User Role : LO / TA
 RAISE INDENT
• USER ROLE: LO/TA
Step 13: Raise Indent • LO/TA will need to go to the Item List in Store
Menu on left and therein against each item an
User Role: LO/TA Action button is available.
• On clicking the Action button option to Raise
Indent is available.
• After clicking the Raise Indent button the Indent
Request Details form shall open as a pop-up. The
LO/TA is required to fill in the details as explained
below.
• Department – LO/TA can select the appropriate
department for which the Items are required to
be purchased.
• Quantity Requested– No of units of the item
required need to be provided here.
• Purpose – The reason for Indent Request of the
selected item needs to be provided.
• Item Fully Consumed - LO/TA can check this box
incase the requested item is unavailable in Testing
Section and is required on priority.
• Upon submitting the Indent Request it will go to
the OIC of the Testing section for approval.
• LO/TA can see all the raised Indent Requests in the
Raised Indent Requests menu on the left.
 APPROVE INDENT REQUEST

Step 14: Approve Indent Request •

•
USER ROLE: OIC Testing
The OIC Testing can view the Indent Request’s by
User Role: OIC Testing clicking on Received Indent Request menu in Store
Menu on left and therein against each item an
Action button is available.
• Upon clicking on Action button option to View the
Indent Request is available.
• The Indent Request with all the details would
open as a Pop-Up.
• At the bottom of the Pop–Up the OIC Store would
have the option to Approve or Disapprove the
Indent Request.
• The Indent Request once Approved shall go to the
Store Executive for further action.
 APPROVE INDENT REQUEST

Step 15: Approve Indent Request •

•
USER ROLE: Store Executive
The Store Executive can view the Received Indent
User Role: Store Executive Request’s by clicking on Received Indent Request
menu in Store Menu on left and therein against
each item an Action button is available.
• Upon clicking on Action button option to Issue
Stock is available.
• Upon clicking the Issue Stock button the Issue
Stock Details page with all the details would open
as a Pop-Up.
• At the bottom of the Pop–Up the Store Executive
would have the option to Issue Stock or Refer back
the Indent Request.
• The Indent Request once Approved by Store
Executive shall go to the OIC Store for further
action.
• In case the item requested is in Short Fall the
Store Executive can also raise a Purchase Request
from this menu by selecting the Raise Purchase
Request option from the Action button.
 APPROVE INDENT REQUEST

Step 16: Approve Indent Request

• USER ROLE: OIC Store
• The OIC Store can view the Indent Request’s by
User Role: OIC Store clicking on Received Indent Request menu in Store
Menu on left and therein against each item an
Action button is available.
• Upon clicking on Action button option to View the
Indent Request is available.
• The Indent Request with all the details would
open as a Pop-Up.
• At the bottom of the Pop–Up the OIC Store would
have the option to Approve the Indent Request.
• Once the Indent Request is Approved the Item
shall be issued.
Raise Purchase Request
User Role : LO / TA
Step 17: Raise Purchase Request RAISE PURCHASE REQUEST
• USER ROLE: LO/TA
User Role: LO/TA
• LO/TA will need to go to the Item List in Store
Menu on left and therein option to Raise
Purchase Request is available in Top Right.
• There is an Action button also against each
Item in which the following options are
available
• View Item
• Suppliers
• Raise Indent
• Raise Purchase Requests
Step 17a: Raise Purchase RAISE PURCHASE REQUEST
• USER ROLE: LO/TA

Request • Upon clicking the Raise Purchase Request

button the Purchase Request Details form shall
open as a pop-up. The LO/TA is required to fill
User Role: LO/TA in the details as explained below.
• Item Name – LO/TA will have to select the item
name from the dropdown list.
• Department – LO/TA can select the appropriate
department for which the Items are required
to be purchased.
• Quantity – No of units of the item required
need to be provided here.
• Known Source of Supply – In case there is any
existing supplier then its details can be
provided in here.
• Budget Head – The appropriate Budget Head
under which this Purchase Request can be
processed needs to be selected.
• Once all mandatory details are entered the
LO/TA can click on Submit button. Upon
submitting the Purchase Request it will go to
the OIC Testing for approval.
• The Raised Purchase Requests can be viewed
in the Raised Purchase Requests menu on the
left.
Note:
Fields marked with a “ * “ are mandatory fields.
 APPROVE PURCHASE REQUEST
Step 18: Approve Purchase • USER ROLE: OIC Testing

Request • The OIC Testing would need to go to the Received

Purchase Requests menu in Store Menu on left
and therein against each item an Action button is
User Role: OIC Testing available.
• Upon clicking on Action button option to View the
Purchase Request is available.
• On click of View button the submitted Purchase
Request with all the details would open as a Pop-
Up.
• At the bottom of the Pop–Up the OIC Testing
would have the option to Approve, Disaaprove &
Print the Purchase Request.
• Once the Purchase Request is Approved it will be
sent to the Store Executive in the Store
Department for further approval.
• The Approved Purchase Request will be visible in
the Approved Purchase Requests Menu to the OIC
Testing.
 APPROVE PURCHASE REQUEST
Step 19: Approve Purchase • USER ROLE: Store Executive

Request • The Store Executive would need to go to the

Received Purchase Requests menu in Store Menu
on left and therein against each item an Action
User Role: Store Executive button is available.
• Upon clicking on Action button option to View the
Purchase Request is available.
• On click of View button the submitted Purchase
Request with all the details would open as a Pop-
Up.
• At the bottom of the Pop–Up the Store Executive
would have the option to Approve, Disapprove,
Refer Back or Print the Purchase Request.
• Once the Purchase Request is Approved it will be
sent to the OIC Store for further approval.
• The Approved Purchase Request will be visible in
the Approved Purchase Requests Menu to the
Store Executive.
 APPROVE PURCHASE REQUEST
• USER ROLE: OIC Store
Step 20:Approve Purchase Request • The OIC Store would need to go to the Received
User Role: OIC Store Purchase Requests menu in Store Menu on left
and therein against each item an Action button is
available.
• Upon clicking on Action button option to View the
Purchase Request is available.
• On click of View button the submitted Purchase
Request with all the details would open as a Pop-
Up.
• At the bottom of the Pop–Up the OIC Store would
have the option to Approve, Disapprove, Refer
Back or Print the Purchase Request.
• Once the Purchase Request is Approved it will be
sent to the LAB Head for further approval.
• The Approved Purchase Request will be visible in
the Approved Purchase Requests Menu to the OIC
Store.
 APPROVE PURCHASE REQUEST
• USER ROLE: LAB Head
Step 21:Approve Purchase Request • The LAB Head would need to go to the Received
User Role: LAB Head Purchase Requests menu in Store Menu on left
and therein against each item an Action button is
available.
• Upon clicking on Action button option to View the
Purchase Request is available.
• On click of View button the submitted Purchase
Request with all the details would open as a Pop-
Up.
• At the bottom of the Pop–Up the LAB Head would
have the option to Approve, Disapprove, Refer
Back or Print the Purchase Request.
• Once the Purchase Request is Approved it will be
sent to the OIC Purchase for further action.
• The Approved Purchase Request will be visible in
the Approved Purchase Requests Menu to the LAB
Head.
 APPROVE PURCHASE REQUEST
• USER ROLE: OIC Purchase
Step 22:Approve Purchase Request • The OIC Purchase would need to go to the
Received Purchase Requests menu in Store Menu
User Role: OIC Purchase on left and therein against each item an Action
button is available.
• Upon clicking on Action button option to Procure
is available. On click of Procure button the Item
Under Purchase form would open.
• The form shall contain several Events mentioned
below for which the OIC Purchase would need to
update the dates as and when applicable.
• Procurement Process – Choose from the List
• Tender Float Date
• Last Bid Date
• Technical Opening Date
• Financial Opening Date
• Date of Installation
• Date of Bill Process
• Date Of Payment
• At the bottom of the Form the OIC Purchase will
need to click on Save button. Once the Item
Under Purchase form is Saved it will move to the
Items Under Purchase menu.
 UPDATE ITEMS UNDER PURCHASE REQUEST
Step 22a:Update Items Under • USER ROLE: OIC Purchase

Purchase Request • To update the Event Dates of ongoing Items under

Purchase , the OIC Purchase would need to go to
the Items Under Purchase menu in Store Menu on
User Role: OIC Purchase left and therein against each item an Action
button is available.
• Upon clicking on Action button option to Update
is available. On click of Update button the Item
Under Purchase form would open.
• The form shall contain the Event Dates as
mentioned in previous slide and the OIC Purchase
can update these as and when applicable.
• At the bottom of the Form the OIC Purchase will
need to click on Update button to save the
information.
• Once the Item Under Purchase form is updated
completely with all Events Dates and Saved it will
move to the Items Purchased menu.
 SUPPORT

For any queries that are not already covered in this User Manual or for Reporting any Technical
issues please email us on:
[email protected]

Kindly share QR Codes or enclose videos or any supporting media to help us resolve your queries at
the earliest.

Thank You