PPSD Financial Accrual System

📊 How Accruals Are Calculated Finance

The system automatically matches payments made to suppliers (from the MEDSAS report) against goods received at facilities (from the Receipts upload) to determine the accrual liability.

Step 1

💰 MEDSAS Paid Data

This table contains all orders that have been paid to suppliers, as reported by the MEDSAS system. It includes the order number, invoice number, amount paid, and supplier details.

📋 Table: medsas_paid

Step 2

📦 Receipts Data

This table contains all goods that have been received at facilities, uploaded by the facilities themselves. It includes the invoice number (which contains the order number and invoice reference), quantity received, and cost.

📋 Table: receipts

Step 3

🔗 Matching Logic

The system matches each MEDSAS record to a Receipt record by extracting the first 7 digits of the invoice number (the order number) and the characters after the "/" (the invoice reference).

🔍 InvoiceNo_str → ord_no + invoice_no

Accrual = Total Paid (MEDSAS) − Total Received (Receipts)
✅ Positive Accrual = Paid but not yet received (Liability) | 🔴 Negative Accrual = Over-received (Received more than paid) | 🟡 Zero = Perfect match

📌 Example: MEDSAS shows Order #1234567 with Invoice INV001 paid R 10,000. Receipts show InvoiceNo_str = 1234567/INV001 with TotalCost R 10,000. → Accrual = R 0 (Perfect match ✅)
If Receipts show TotalCost R 6,000 → Accrual = R 4,000 (Liability, goods still coming)

📈 Monthly Payment Trend Last 6 months

R167,752k

Apr

R157,805k

May

R370,477k

Jun

R316,236k

Jul

R335,692k

Aug

🏢 Top Suppliers by Accrual Highest liability

AUROBINDO PHARMA (PTY) LTD R 26,515,139.31

EMCURE PHARMACEUTICALS SA (PTY) LTD R 21,902,971.77

MACLEODS PHARMACEUTICALS SA (PTY) L R 15,796,630.30

BARRS PHARMACEUTICALS INDUSTRIES (P R 13,167,552.53

VIATRIS HEALTHCARE (PTY) LTD R 12,269,757.06

Provincial Pharmaceutical Stock Depot

📊 How Accruals Are Calculated Finance

💰 MEDSAS Paid Data

📦 Receipts Data

🔗 Matching Logic