This page shows you how the full business process works in Bizaxl Medical Retail. Every transaction follows a structured flow where one step enables the next. Understanding these flows helps you avoid mistakes and process records in the right sequence.
The Five Core Flows
Purchasing
POS Sales
Institutional Sales
Inventory Management
GST Filing
How medicines and medical supplies enter your business.Place a Purchase Order
When stock runs low, your purchasing team raises a Purchase Order to a distributor or manufacturer. This is the formal document stating what you want to buy, the quantity, and the agreed price.
Receive Goods (Purchase Receipt)
When the supplier delivers the goods, the receiving staff creates a Purchase Receipt. At this stage, every item is recorded with its batch number and expiry date. The system updates your inventory immediately.
Record the Supplier Bill (Purchase Invoice)
Your accounts team records the supplier’s bill as a Purchase Invoice. This is matched to the Purchase Receipt to confirm the goods were received before the bill is approved.
Pay the Supplier (Payment Entry)
When payment is due (based on credit terms), your accounts team creates a Payment Entry - Outgoing. This is linked to the Purchase Invoice to clear the outstanding amount.
How a customer buys at your counter.Open the Daily Session
Each morning, the counter staff creates a POS Opening Entry with the opening cash balance. This starts the daily session.
Bill the Customer
When a customer comes in, the staff opens Point of Sale, searches for the item (by name or barcode), adds it to the cart, selects the correct batch (earliest expiry first), applies any discounts, and collects payment.
Print the Receipt
The system generates a receipt automatically. The customer receives a printed or digital receipt showing item details, batch, price, and taxes.
Close the Daily Session
At the end of the day, the manager creates a POS Closing Entry. This reconciles the expected cash (based on sales) against the actual cash in the drawer. Any difference is flagged for review.
How you process bulk or credit sales to hospitals and clinics.Receive the Order
When a hospital or clinic places an order, your sales team creates a Sales Order in the system with the customer details, items, quantities, and agreed pricing.
Pick and Pack (Delivery Note)
Your inventory staff creates a Delivery Note when the order is ready to dispatch. This records exactly which batches were picked, confirms quantities, and decrements stock.
Raise the Invoice
Your accounts team raises a Sales Invoice linked to the Delivery Note. This is the formal bill sent to the institution.
Collect Payment
When the institution pays, create a Payment Entry - Incoming. This is linked to the Sales Invoice to clear the outstanding amount.
How stock is maintained, adjusted, and replenished.Monitor Stock Levels
Run the Stock Balance report daily or check the Total Stock Value card on the Stock workspace. Review the Batch Item Expiry Status report regularly to catch near-expiry medicines.
Raise a Replenishment Request
When stock falls below the reorder level, raise a Material Request (type: Purchase). This alerts the purchasing team.
Record Internal Movements
When stock is moved from the back room to the main store, or between locations, record a Stock Entry (type: Material Transfer). This keeps inventory counts accurate.
Handle Adjustments
For damaged, expired, or missing stock, record a Stock Entry (type: Material Issue for write-offs) or run a Stock Reconciliation to correct counts after a physical count.
How monthly tax compliance works.Ensure Invoices Are Correct
Before filing, review your Sales Register and Purchase Register for the month. Verify that GST rates, HSN codes, and party GSTIN details are correctly recorded on all invoices.
Generate e-Invoices
For invoices above the e-invoice threshold, ensure all IRNs are generated. Check the Pending e-Invoices card on the GST India workspace.
Reconcile Purchases
Use the Purchase Reconciliation Tool to match your recorded purchases against supplier data in GSTR-2A. Resolve any mismatches.
File GSTR-1
Generate and review your GSTR-1 (outward supplies). Once confirmed, file with the GSTN portal.
File GSTR-3B
Generate your GSTR-3B summary, confirm the net tax payable, make the payment, and file with the GSTN portal.
Status Lifecycle Maps
Purchase Order Lifecycle
Sales Invoice Lifecycle
Material Request Lifecycle
Role Map
Understanding who does what at each stage:
Important Rules
Always follow these rules to avoid data problems:
- A Purchase Invoice should only be submitted after a Purchase Receipt is created. Paying for goods before you confirm receipt leads to accounting mismatches.
- A Delivery Note can only be created if a Sales Order exists. You cannot dispatch goods that were never ordered (for institutional sales).
- A Payment Entry must be linked to an invoice. Do not create unlinked payment entries - they create unallocated amounts that distort your financial reports.
- For medicines with batch tracking enabled, you must select the batch when recording any stock movement. Do not skip the batch field.
- Submitted records cannot be edited. If you made an error, you must either amend the record (creates a copy) or cancel and re-create it. Do not delete records - use the proper cancellation process.
- POS sessions must be closed every day. Do not leave sessions open overnight as this distorts daily reconciliation.
