GhiLMIS QUICK GUIDE

Roles:
• Customer Order Admin: Creates and Submits an Order for approval from DHD/MHD.
• Customer Order Manager: Creates, Submits, Review and Approves an Order to the
RMS.
• Warehouse Manager: Performs all warehouse activities (Location Creation, Receipts,
Inventory Transactions (Transfer, Consumption, Adjustment and Change Attribute) etc.

Creating a Dashboard
Dashboard is used to monitor order transaction from facilities to RMS (by creating a PO) and
also order transactions coming from RMS and DHD/MHD (through SO) as a result of
distribution or allocation coming from District, Region or National.
Dashboards Widget to be added are;
• PO STATE SUMMARY
(For Orders (requisitions made to RMS)
• SO STATE SUMMARY
(For Distributions or Allocations coming from RMS or the DHD/MHD)
To create a dashboard;

1. Click on the + icon to create a Dashboard

2. Enter Dashboard Name (Could be Name of Facility or User’s Name) and Confirm
3. Click on Add Columnar Layout to add your Widgets
4. Click on the 3 Squares □□□ and reduce it to two Squares □□
5. Click on the + on the left to add your PO State Summary by using the search box and
click on Add Widgets
6. Click on the + on the right to add your SO State Summary by using the search box and
click on Add Widgets.
7. After doing this you can Save the dashboard by clicking on the Save Icon
8. You now make the dashboard your Home by clicking on my dashboard menu
9. Tick the circle icon o against your dashboard name and click on Set Selected as Home
and Click on View.
Po Creation / Requisition
• Be in the role of Customer Order Admin or Manager
• Click on Menus/Favorites
• Then Click on Order Management
• Click on New PO to open the New PO Screen
• Populate the Header Fields
P.O Header Mandatory Fields
• Buying Organization (Same as facility name)
• Ship to (Same as facility name)
• Trans Mode. (TRCK)
• Request Delivery Date
• Vendor (RMS)
• Ship From (RMS)
• Add PO lines and fill mandatory / required fields
P.O Lines Mandatory Fields
• Item
• Request Quantity
• Program (eg. Essential, FP, Malaria, TB, Non-Drugs etc)
• Click save then go ahead to submit and wait for District then approve. Final state new

States of an Order
• Draft – Order at facility pending user to Submit
• Awaiting Approval – Order at DHD/MHD pending Approval
• New – Order at RMS pending processing
• Vendor Confirm with Changes – Order back facility for User to Confirm changes made
by RMS by clicking on Actions and Selecting Buyer Confirm so RMS can continue with
order processing
• Open – No Changes made and RMS is satisfied with the order requests
• In Transit – Order can be received in the system but Items related to the order should
have been delivered at the facility first for all checks and balances.
• Partially Shipped – Order can be received in the system but Items related to the order
should have been delivered at the facility first for all checks and balances.
Receipts creation / receiving items into the system
(System Generated)

• Be in the role of Warehouse Manager

• Click on Menus/Favorites
• Click on Warehouse Management
• Click on Receipts.
• Select filter and search for orders in the state of in-transit and partially shipped.
o Clear all States (Unselect all states)
o Clear receipt date range
o Add order number filter
o Enter delivery date range
o (a month before order creation to a month after order creation)
o Enter order number
o (Order number should be in the state of In-Transit or Partially Shipped)
o Click on Search
o Tick small box against the plain or faint line
o Click on Actions and Click on Generate Receipt
• Confirm items and capture mandatory field information not generated.

System Generated Receipt Mandatory field (Required Fields)

➢ Location (your Drug Store or Non-Drug Store)
➢ Item
➢ Shipped quantity against Actual Quantity
➢ Lot = Lot Expiry Date (already exist in the system)
➢ Lot No. = Expiry Date (manually captured)
➢ Program
➢ Status (Available)
➢ Unit Value / Total Unit Value (Price of the items as per the invoice)
• When you are done with all your checks and entries, Create receipt. Final state Open
For approval and closing of receipts (validate and close receipts):
NB: Different User Required for this Step
• navigate from warehouse management to receipts.
• Look for the receipts in the Open state.
• verify receipt location, quantities, lots information, program, status, unit value and make
changes and updates where necessary.
• After verifying and updating all changes in case any was made
• Click on Inspect, Receipt State becomes In QA (Quality Assurance)
• Click on Acknowledged, Receipt State becomes Accepted
• Click on Update and Close receipt. final state Closed
Manual receipts (for item that do have order number (either PO or SO) eg. Donations and
Items bought from the Open Market)

• Be in the role of Warehouse Manager

• Click on Menus/Favorites
• Click on Warehouse Management
• Click on Receipts
• Click on Create Receipts to create for the item(s) being received.
• In the Create Receipt window, capture mandatory field information not generated

Manual Receipt Mandatory Fields (Required Field)

• Populate; Location (Zone ie Drugs and Non-Drugs),
• Item and Item Description
• Off Network Shipment ¬
• Off Network Order No.
• Off Network Ref No.
• Actual Qty and UOM (Each)
• Lot = Lot Expiry Date (already exist in the system)
• Lot No. = Expiry Date (manually captured)
• Program
• Status (Available)
• Unit Value and Total Unit Value (Price of the items as per the invoice)
• when all relevant fields are populated, click on create receipt. final state Open

For approval and closing of receipts (validate and close receipts):

NB: Different User Required for this Step
• navigate from warehouse management to receipts.
• Look for the receipts in the Open state.
• verify receipt location, quantities, lots information, program, status, unit value and make
changes and updates where necessary.
• After verifying and updating all changes in case any was made
• Click on Inspect, Receipt State becomes In QA (Quality Assurance)
• Click on Acknowledged, Receipt State becomes Accepted
Click on Update and Close receipt. final state closed
Inventory Transactions
• Transfer
• Consumption
• Adjustment
• Change Attribute
Transfer from Zones to Cells
Consume in Cells
Treating Transfer
✓ Be in the role of Warehouse Manager
✓ Click on Menus/Favourites
✓ Click on Warehouse Management
✓ Then go to Location Inventory
✓ Click on the filter bottom to search for the location you want to transfer from (ie. Drug
Store or Non-Drug Store)
✓ Select the items you want to Transfer, click on Actions then click on Transfer
✓ A transfer page will open, fill in the required fields
• To Location Select the Cell (Dispensary, Maternity etc) you want to transfer to
• Transfer Quantity
• Operation Date (date transfer was physically done in the facility)
• Reason Code – Transfer
• Comments (who items were given to and for what purpose)
• Posting Date (date transfer was captured in GhiLMIS)
• Then click on submit.

Now to Consume;
✓ Be in the role of Warehouse Manager
✓ Click on Menus/Favourites
✓ Click on Warehouse Management
✓ Then go to Location Inventory
✓ Click on the filter bottom to search for the location you want to Consume in
(Dispensary, Maternity, Lab, RCH etc)
✓ Select the items you want to Consume, click on Actions then click on Consume
✓ A Consume page will open, fill in the required fields
• Consume Quantity
• *Is Internal (tick the box  for Yes and untick the box □ for No)
If In Internal is Yes, it means Items used by facility (Examination Gloves,
Patient Folder, Face Mask, Detergent, Books and Registers etc)
 If In Internal is No it means Items were Given to Clients (Paracetamol, Test Kits,
etc.)
• Operation Date (date consumption was physically done in the facility)
• Reason Code
If Is Internal is Yes then Reason Code is Internal
If Is Internal is NO then Reason Code is Dispensed
• Comments (What were the items used for eg. PPE for Staff, Used to Test for
Malaria, Used for Cleaning, etc.)
• Posting Date (date consumption was captured in GhiLMIS)
• Then click on submit.