Distributor bills and the short book

Import a distributor's bill from Excel or CSV, free quantity schemes, ceiling price warnings, and a short book that makes the next order for you.

Import a distributor's bill

Instead of typing a 40-line bill, ask the distributor for it as an Excel or CSV file (most billing software exports one). Standard plan and above.

Go to Pharmacy › Distributor Bill (or the link at the top of New Purchase).
Pick the distributor, type their bill number and date, and choose the file.
Check Which column is which: product name, barcode / code, batch, expiry, MRP, quantity, free quantity, rate, discount %, tax %, HSN. Tick Remember these columns for this distributor - next time it is one click.
Press Make the draft purchase. Lines are matched to your products by barcode, then by exact name. Any line that doesn't match is listed: pick the product, or skip it.
The draft purchase opens. Check it, add a missing batch or expiry, and Save & Commit.

Expiry dates are read the way bills print them: 03/27, Mar-27, 03/2027 or a full date (month-only dates are the month's last day). Tax % is matched to one of your tax groups.

Free quantity (10 + 1)

On a purchase line of a product that tracks batches, the Free box takes the scheme quantity. It comes into stock and into the batch at no cost, so the batch's cost per unit is what you paid spread over all of it. The purchase amount (and your books) don't change.

Ceiling price

With a ceiling price on the product and Ceiling price check on (Billing Settings › Pharmacy), the purchase warns when the MRP you type is above it, and billing warns or refuses the sale.

Short book

Pharmacy › Short Book lists medicines about to run out: what sold a day over the last 30 days (your choice), times the days of stock you want to keep (15 by default), less what is in stock - or at least the reorder level.

Grouped by the distributor each medicine last came from.
Change the order quantity, tick the lines, and press Make draft purchases - one draft per distributor.
Send list opens WhatsApp with the order for that distributor.

Change the days in Billing Settings › Pharmacy.

Supplier claims

Expired or broken stock sent back to the distributor is tracked under Purchases › Supplier Claims until their credit note arrives. See Supplier claims.