Step-by-step guide

MediPro – How to use (SOP)

Medical Store & Pharmacy Billing. Every task is explained in simple steps. Read from top to bottom, or jump straight to the task you need.

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Contents · 13

1. How to log in

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  1. Open your product link (for example bizsuite.digitsparx.com/medipro/).
  2. Enter your Business ID – Digit Sparx gives it to you (for the demo: demo-medipro).
  3. Enter Username and Password → Login. Press the 👁 eye button to see the password.
  4. Want to try the demo? Press "Fill demo login" on the login page – admin / admin123 is filled in for you.
  5. After 5 wrong passwords, login is paused for 15 minutes (for security).
Tip: Never share your password. Create a separate user for each staff member.

2. First-day setup (only once)

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  1. Open Business Settings: shop name, address, phone, GSTIN, state, logo, bank / UPI details and bill terms → Save. All of this prints on every bill.
  2. Create Categories + Brands – for example "Mobiles", "Accessories" or "Starters".
  3. Add your items / products (see the product section below).
  4. Add Suppliers and your existing Customers. If a customer already owes money, enter it as Opening balance.
  5. Create separate logins for staff in Users & Roles (Manager, Cashier…). Each role only sees the pages it needs.

3. Adding medicines

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  1. Medicines → Add: name, composition / salt (searchable too), pack, manufacturer, Schedule (OTC / H / H1 / X), rack, GST, MRP.
  2. On every purchase in Purchases always enter the batch number, expiry date and MRP for each line.

4. Medicine bill

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  1. POS Billing → search by name or salt / scan.
  2. The software picks the batch that expires first (FEFO). You can choose another batch.
  3. Expired batches cannot be sold – the software blocks them.
  4. If the bill has a Schedule H / H1 / X medicine, the doctor's name and prescription number (and patient name) are required, otherwise the bill will not save.
Tip: The pharmacist must check the prescription before selling scheduled medicines.

5. Schedule H/H1 register

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  1. Schedule H/H1 Register → choose dates → the register shows patient, doctor, Rx, medicine, batch, quantity. Print or Export CSV – ready for inspection.

6. Expiry alerts

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  1. Expiry Alerts / Batch-wise Stock show medicines expiring in 30 / 90 days and expired stock. Send expired stock back to the distributor with a Purchase return.

7. Payments, credit (khata) and advances

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  1. While billing choose the payment mode: Cash, UPI, Card, Bank, Cheque. Part cash + part UPI? Press "Split payment".
  2. Not fully paid? Enter what you received – the rest becomes credit (udhaar). A customer must be selected; walk-in customers must pay in full.
  3. Money received later: Payments → Receive → choose customer / bill → amount → Save. The receipt number is automatic.
  4. Customer paid an advance: Payments → Receive → do not choose a bill (on account). On the next bill tick "Use advance / credit".
  5. Use the WhatsApp reminder button on the customer page to remind them about dues.

8. Wrong bill, returns and cancellation

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  1. A saved bill is never deleted (GST rule). If there is a mistake, open the bill → "Cancel document" → write the reason.
  2. If the bill already has a payment, first Void that payment in Payments, then cancel the bill.
  3. Customer returns goods: open the bill → "Return items (credit note)" → quantity returned → refund (cash / UPI) or keep as credit. Stock comes back automatically.

9. Print, PDF and WhatsApp

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  1. After saving, the bill page opens. Print = A4 print, PDF = download, WhatsApp = message to the customer.
  2. Find an old bill: Invoices → search by name, mobile or bill number.

10. Expenses

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  1. Expenses → Add: rent, electricity, salary, tea… Enter date, amount, mode → Save.
Tip: Enter expenses every evening – your month-end report will be correct.

11. Reports – day / week / month / year

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  1. Open Reports → choose the report (Sales summary, Item-wise, GST, Collections, Outstanding, Expenses…).
  2. Press Today / This week / This month / This year or enter your own dates.
  3. Collections = how much cash / UPI / card each cashier received – match it with the cash drawer every evening.
  4. Every report has Export CSV – it opens in Excel and can be sent to your CA.
  5. Remember: "Sales" is turnover, not profit. "Profit (estimate)" is only an estimate from purchase prices.

12. Daily routine (checklist)

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  1. Morning: log in → check today's sales, dues and alerts on the Dashboard.
  2. During the day: make bills; enter a Purchase when goods arrive.
  3. Evening: Reports → Collections to tally cash, add Expenses.
  4. Once a week: Backup & Restore → "Download backup now" → keep the file on Google Drive / a pen drive.

13. Important points

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  1. If the account shows "Read-only", the renewal is pending – your data is safe, only new entries are blocked. Call Digit Sparx: +91 98187 54881.
  2. Change password: click your name at the top → My profile & password.
  3. Any problem: raise a ticket in Support or WhatsApp +91 70656 71504 / +91 98187 54881.
Tip: The demo account (admin / admin123) cannot change passwords, users or settings – it is only for trying the software.

Digit Sparx Pvt. Ltd. · Need help? Call / WhatsApp +91 98187 54881 · WhatsApp +91 70656 71504 · sales@digitsparx.com