> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Workflow Overview

> End-to-end business process flows for medical retail - purchasing, POS sales, institutional sales, inventory management, and financial reconciliation.

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

<Tabs>
  <Tab title="Purchasing">
    How medicines and medical supplies enter your business.

    <Steps>
      <Step title="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.
      </Step>

      <Step title="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.
      </Step>

      <Step title="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.
      </Step>

      <Step title="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.
      </Step>
    </Steps>
  </Tab>

  <Tab title="POS Sales">
    How a customer buys at your counter.

    <Steps>
      <Step title="Open the Daily Session">
        Each morning, the counter staff creates a **POS Opening Entry** with the opening cash balance. This starts the daily session.
      </Step>

      <Step title="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.
      </Step>

      <Step title="Print the Receipt">
        The system generates a receipt automatically. The customer receives a printed or digital receipt showing item details, batch, price, and taxes.
      </Step>

      <Step title="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.
      </Step>
    </Steps>
  </Tab>

  <Tab title="Institutional Sales">
    How you process bulk or credit sales to hospitals and clinics.

    <Steps>
      <Step title="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.
      </Step>

      <Step title="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.
      </Step>

      <Step title="Raise the Invoice">
        Your accounts team raises a **Sales Invoice** linked to the Delivery Note. This is the formal bill sent to the institution.
      </Step>

      <Step title="Collect Payment">
        When the institution pays, create a **Payment Entry** - Incoming. This is linked to the Sales Invoice to clear the outstanding amount.
      </Step>
    </Steps>
  </Tab>

  <Tab title="Inventory Management">
    How stock is maintained, adjusted, and replenished.

    <Steps>
      <Step title="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.
      </Step>

      <Step title="Raise a Replenishment Request">
        When stock falls below the reorder level, raise a **Material Request** (type: Purchase). This alerts the purchasing team.
      </Step>

      <Step title="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.
      </Step>

      <Step title="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.
      </Step>
    </Steps>
  </Tab>

  <Tab title="GST Filing">
    How monthly tax compliance works.

    <Steps>
      <Step title="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.
      </Step>

      <Step title="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.
      </Step>

      <Step title="Reconcile Purchases">
        Use the **Purchase Reconciliation Tool** to match your recorded purchases against supplier data in GSTR-2A. Resolve any mismatches.
      </Step>

      <Step title="File GSTR-1">
        Generate and review your **GSTR-1** (outward supplies). Once confirmed, file with the GSTN portal.
      </Step>

      <Step title="File GSTR-3B">
        Generate your **GSTR-3B** summary, confirm the net tax payable, make the payment, and file with the GSTN portal.
      </Step>
    </Steps>
  </Tab>
</Tabs>

***

## Status Lifecycle Maps

### Purchase Order Lifecycle

```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart TD
  A[Draft] -->|Submit| B[Submitted<br/>Send to Supplier]
  B -->|On delivery| C[To Receive and Bill]
  C -->|Purchase Receipt created| D[To Bill]
  D -->|Purchase Invoice created| E[Completed]
  A -->|Cancel before receipt| F[Cancelled]
  B -->|Temporarily pause| G[On Hold]
  D -->|Close manually if partially fulfilled| H[Closed]
```

### Sales Invoice Lifecycle

```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart TD
  A[Draft] -->|Submit| B[Submitted / Unpaid]
  B -->|Partial payment received| C[Partly Paid]
  C -->|Full payment received| D[Paid]
  B -->|Full payment received| D
  B -->|Credit note raised| E[Return Issued]
  B -->|Cancel and amend| F[Cancelled]
```

### Material Request Lifecycle

```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart TD
  A[Draft] -->|Submit| B[Submitted / Pending]
  B -->|Purchase Order raised| C[Partially Ordered]
  B -->|All items ordered| D[Ordered]
  C -->|Purchase Receipt created| E[Partially Received]
  D -->|Purchase Receipt created| F[Received]
  B -->|Cancel without fulfilling| G[Stopped]
```

***

## Role Map

Understanding who does what at each stage:

| Stage                              | Who Does It                       |
| ---------------------------------- | --------------------------------- |
| Raise Material Request             | Inventory Staff / Store Manager   |
| Create Purchase Order              | Procurement Staff / Store Manager |
| Receive Goods (Purchase Receipt)   | Inventory Staff / Pharmacist      |
| Process Purchase Invoice           | Accounts Staff                    |
| Pay Supplier (Payment Entry - Pay) | Accounts Staff                    |
| Open POS Session                   | Counter Staff                     |
| Bill Customer at POS               | Pharmacist / Counter Staff        |
| Close POS Session                  | Counter Staff / Store Manager     |
| Create Sales Order (Institutional) | Sales Staff                       |
| Prepare Delivery Note              | Inventory Staff                   |
| Raise Sales Invoice                | Accounts Staff / Counter Staff    |
| Receive Customer Payment           | Accounts Staff                    |
| Run Stock Reports                  | All Staff                         |
| File GST Returns                   | Accounts Staff                    |

***

## Important Rules

<Warning>
  Always follow these rules to avoid data problems:
</Warning>

* 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.