Feature Catalogue
Inventory & Stock Management
| Feature | What It Does | Primary Users |
|---|---|---|
| Items Catalogue | Maintain the list of all medicines and medical products, with batch settings, expiry flags, reorder levels, and pricing | Store Manager, Inventory Staff |
| Warehouse Management | Define and manage storage locations - main store, back room, cold storage - and organise stock within them | Store Manager, Inventory Staff |
| Batch & Expiry Tracking | Record every product by batch number and expiry date; identify near-expiry stock; support FEFO dispensing | Pharmacist, Inventory Staff |
| Material Request | Raise an internal request for stock replenishment when levels are low | Inventory Staff, Store Manager |
| Stock Entry | Record internal stock movements - goods received, transfers between locations, adjustments, write-offs | Inventory Staff |
| Stock Reconciliation | Compare system stock counts against physical counts and correct discrepancies | Store Manager, Accounts |
| Serial & Batch Bundle | Group batch/serial records for efficient tracking of high-value medical devices | Inventory Staff |
Purchasing (Procurement)
| Feature | What It Does | Primary Users |
|---|---|---|
| Supplier Management | Maintain records of all distributors, manufacturers, and vendors | Procurement Staff, Store Manager |
| Purchase Order | Raise a formal order to a supplier for medicines or supplies | Procurement Staff, Store Manager |
| Purchase Receipt | Record goods received from a supplier - updates stock and records batch/expiry | Inventory Staff, Pharmacist |
| Purchase Invoice | Record the supplier’s bill and match it to the purchase order and receipt | Accounts Staff |
| Landed Cost Voucher | Add freight, insurance, or handling costs to the value of received stock | Accounts Staff |
Sales & Counter Operations
| Feature | What It Does | Primary Users |
|---|---|---|
| Point of Sale (POS) | Run the billing counter - scan items, collect payments, print receipts | Pharmacist, Counter Staff |
| POS Profile | Configure each billing terminal - payment modes, linked accounts, item groups | Store Manager |
| POS Opening Entry | Open a daily POS session with a starting cash balance | Counter Staff |
| POS Closing Entry | Close the daily session, reconcile cash collected, and submit the session | Counter Staff, Store Manager |
| Customer Management | Maintain customer profiles, purchase history, loyalty programme, and credit limits | Counter Staff, Store Manager |
| Sales Order | Create a formal order for institutional or bulk customers (hospitals, clinics) | Sales Staff, Store Manager |
| Delivery Note | Record the dispatch of goods against a sales order | Inventory Staff |
| Sales Invoice | Raise a formal sales bill with line items, taxes, and payment details | Counter Staff, Accounts |
| Payment Entry (Receive) | Record payments received from customers | Accounts Staff |
Financial Accounting
| Feature | What It Does | Primary Users |
|---|---|---|
| Payment Entry | Record all payments - money received from customers, money paid to suppliers | Accounts Staff |
| Journal Entry | Make manual accounting adjustments, expense entries, and write-offs | Accounts Staff |
| Purchase Invoice (Payables) | Track what you owe to each supplier and when it is due | Accounts Staff |
| Sales Invoice (Receivables) | Track what customers owe you for credit sales | Accounts Staff |
| Bank Reconciliation | Match your bank statement entries to payment records in the system | Accounts Staff |
| Chart of Accounts | The full list of accounts used in financial reporting | Accounts Staff |
GST & Tax Compliance
| Feature | What It Does | Primary Users |
|---|---|---|
| GST Settings | Configure your GSTIN, tax rates, and e-invoice/e-waybill settings | Accounts Staff, Administrator |
| HSN Codes | Assign Harmonised System of Nomenclature codes to each product for GST | Accounts Staff |
| GSTR-1 | Generate and review your monthly outward sales GST return | Accounts Staff |
| GSTR-3B | Generate your monthly summary return for payment of GST | Accounts Staff |
| e-Invoice | Automatically generate IRN (Invoice Reference Number) for eligible invoices | Accounts Staff |
| e-Waybill | Generate e-waybills for goods in transit above the threshold value | Accounts Staff |
| Purchase Reconciliation | Match purchase records against supplier GSTR-2A data | Accounts Staff |
Reporting & Analytics
| Feature | What It Does | Primary Users |
|---|---|---|
| Stock Balance | Current stock quantity for every item and warehouse | All Staff |
| Batch Item Expiry Status | List all batches nearing or past expiry | Pharmacist, Manager |
| Stock Ledger | Full history of every stock movement for an item | Inventory Staff |
| Sales Register | Summary of all sales invoices in a period | Accounts Staff |
| Purchase Register | Summary of all purchase invoices in a period | Accounts Staff |
| Gross Profit | Margin analysis by item or item group | Management |
| Accounts Receivable | Outstanding amounts owed by customers | Accounts Staff |
| Accounts Payable | Outstanding amounts owed to suppliers | Accounts Staff |
| General Ledger | Full financial transaction history | Accounts Staff |
| Trial Balance | Summary of all account balances | Accounts Staff |
| Profit and Loss | Revenue vs. expenses for any date range | Management |
| Item-wise Sales History | Sales performance by individual product | Management, Sales |
| Item-wise Purchase History | Purchase history by product and supplier | Procurement |
| Stock Ageing | How long stock has been sitting in each warehouse | Inventory Staff |
How Features Connect
Understanding how records flow from one feature to the next helps you use the system correctly.Purchasing Flow
Sales Flow (POS)
Sales Flow (Institutional / Bulk)
Inventory Replenishment Flow
Status Flows at a Glance
| Record | Key Statuses |
|---|---|
| Material Request | Draft → Submitted → Ordered → Received |
| Purchase Order | Draft → Submitted → To Receive and Bill → Completed |
| Purchase Receipt | Draft → Submitted → To Bill → Completed |
| Purchase Invoice | Draft → Submitted → Unpaid → Paid |
| Sales Order | Draft → Submitted → To Deliver and Bill → Completed |
| Delivery Note | Draft → Submitted → To Bill → Completed |
| Sales Invoice | Draft → Submitted → Unpaid → Paid |
| POS Invoice | Draft → Paid |
| Payment Entry | Draft → Submitted |