Step-by-step guide
PathLabPro – How to use (SOP)
Pathology Lab Management & Billing. Every task is explained in simple steps. Read from top to bottom, or jump straight to the task you need.
Contents · 15
1. How to log in
↑ Top- Open your product link (for example bizsuite.digitsparx.com/pathlabpro/).
- Enter your Business ID – Digit Sparx gives it to you (for the demo: demo-pathlabpro).
- Enter Username and Password → Login. Press the 👁 eye button to see the password.
- Want to try the demo? Press "Fill demo login" on the login page – admin / admin123 is filled in for you.
- 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)
↑ Top- Open Business Settings: shop name, address, phone, GSTIN, state, logo, bank / UPI details and bill terms → Save. All of this prints on every bill.
- Create Test Catalogue + Referring Doctors – for example "Mobiles", "Accessories" or "Starters".
- Add your items / products (see the product section below).
- Add Suppliers and your existing Patients. If a customer already owes money, enter it as Opening balance.
- Create separate logins for staff in Users & Roles (Manager, Cashier…). Each role only sees the pages it needs.
3. Test catalogue (owner / pathologist)
↑ Top- Test Catalogue → New test: code, name, department, sample (blood / serum / urine), tube, price, report time.
- Parameters of each test: name, unit and your lab's reference range. The software never makes up ranges (the demo leaves them blank on purpose).
- Profiles & Packages: several tests at one price. Referring Doctors, Collection Staff.
- Business Settings: pathologist name, qualification, report footer.
4. Patient registration
↑ Top- New Registration: search an old patient or add new (title, name, age, gender, mobile), doctor, choose tests.
- Sample from home? Home collection + address + time.
- Discount, payment → Register & create bill. Patient ID, bill and an accession number for every sample are automatic.
- Print the Sample labels (barcode) and stick them on the tubes.
5. Collect / receive / reject samples
↑ Top- Sample Tracking: Collected → when it reaches the lab, Receive in lab.
- Bad sample (haemolysed, clotted, low quantity…): choose the reason and Reject → a new accession number is created automatically; collect again.
6. Entering results
↑ Top- Result Entry → open the order → type the value of each parameter → Save.
- H / L flags are automatic only for simple number ranges (like 13.0 - 17.0). Otherwise choose the flag yourself.
7. Check and approve (pathologist)
↑ Top- Validation & Approval → Validate → Approve. If something looks wrong, write a reason and Send back.
- The person who entered the result cannot approve it (unless self-approval is ON in settings).
8. Issuing and correcting reports
↑ Top- Lab Reports → open the order → Issue final report. Only approved tests appear; others show "results to follow".
- Print / PDF / WhatsApp.
- Mistake found after the report: Reopen (reason) → correct the result → approve again → new version (amended). The old version is marked "Superseded".
- Home Collection: day's visits, assign collector, Collected.
Tip: Results must always be explained to the patient by a qualified doctor.
9. Payments, credit (khata) and advances
↑ Top- While billing choose the payment mode: Cash, UPI, Card, Bank, Cheque. Part cash + part UPI? Press "Split payment".
- Not fully paid? Enter what you received – the rest becomes credit (udhaar). A customer must be selected; walk-in customers must pay in full.
- Money received later: Payments → Receive → choose customer / bill → amount → Save. The receipt number is automatic.
- Customer paid an advance: Payments → Receive → do not choose a bill (on account). On the next bill tick "Use advance / credit".
- Use the WhatsApp reminder button on the customer page to remind them about dues.
10. Wrong bill, returns and cancellation
↑ Top- A saved bill is never deleted (GST rule). If there is a mistake, open the bill → "Cancel document" → write the reason.
- If the bill already has a payment, first Void that payment in Payments, then cancel the bill.
- Customer returns goods: open the bill → "Return items (credit note)" → quantity returned → refund (cash / UPI) or keep as credit. Stock comes back automatically.
11. Print, PDF and WhatsApp
↑ Top- After saving, the bill page opens. Print = A4 print, PDF = download, WhatsApp = message to the customer.
- Find an old bill: Invoices → search by name, mobile or bill number.
12. Expenses
↑ Top- Expenses → Add: rent, electricity, salary, tea… Enter date, amount, mode → Save.
Tip: Enter expenses every evening – your month-end report will be correct.
13. Reports – day / week / month / year
↑ Top- Open Reports → choose the report (Sales summary, Item-wise, GST, Collections, Outstanding, Expenses…).
- Press Today / This week / This month / This year or enter your own dates.
- Collections = how much cash / UPI / card each cashier received – match it with the cash drawer every evening.
- Every report has Export CSV – it opens in Excel and can be sent to your CA.
- Remember: "Sales" is turnover, not profit. "Profit (estimate)" is only an estimate from purchase prices.
14. Daily routine (checklist)
↑ Top- Morning: log in → check today's sales, dues and alerts on the Dashboard.
- During the day: make bills; enter a Purchase when goods arrive.
- Evening: Reports → Collections to tally cash, add Expenses.
- Once a week: Backup & Restore → "Download backup now" → keep the file on Google Drive / a pen drive.
15. Important points
↑ Top- 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.
- Change password: click your name at the top → My profile & password.
- 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