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Stock & purchasing

Suppliers, payments and statements

Keep a supplier ledger for every distributor: opening balances, paying bills oldest first, advances, the supplier statement and the payables aging report.

Every distributor you buy from has a supplier record in MediPOS, with a running balance of what you owe them. It replaces the paper khata the salesman signs. This guide explains the supplier ledger for owners, accountants and purchase managers: adding a distributor with an opening balance, paying bills in cash, by bank transfer or by wallet, reading the statement, and seeing which bills are overdue.

If Suppliers is not in your menu, your plan does not include Purchases & suppliers. The owner can see what each plan includes under Plan & billing.

How to add a supplier

  1. Go to Purchasing → Suppliers and click New supplier.
  2. Enter the Supplier / distributor name. Leave Code empty and MediPOS gives the next code (SUP0001, SUP0002 and so on).
  3. Add the Contact person (the salesman or order booker), Phone, WhatsApp, Address, Email and NTN if you have them.
  4. Set Credit days. If Al-Noor Pharma gives you 30 days, enter 30. Every bill from them then gets a due date 30 days after the bill date.
  5. Under Opening balance, enter what stood in your old khata on the day you start. Choose We owe this supplier or We paid them in advance in Which way?
  6. Click Add supplier.

The opening balance can only be entered while adding the supplier, so check the khata figure first. A supplier you no longer buy from can be switched off later with the Active tick on Edit. Inactive suppliers no longer appear when you enter a bill.

Reading the supplier page

The top cards show the balance (Payable, Advance with supplier or Settled), Open bills with the unpaid total, and the contact number with credit days.

The Statement lists every entry, oldest first: Purchase bill, Payment, Opening balance, returns and any Reversal from a voided bill. The Bill (+) column raises the balance and Paid (−) lowers it. The Balance column is the running total, where "adv" means an advance with the supplier. Pick a From and To date and click Show for one month. A Balance before row then carries the earlier total forward. That is the figure to agree with the distributor's own ledger when their accounts clerk calls.

How to pay a supplier

  1. Open the supplier and find the Pay supplier panel.
  2. Amount (Rs.) is filled in with the full payable. Change it for a part payment.
  3. Choose Paid by. For Bank transfer, EasyPaisa and JazzCash, enter the Transaction / cheque ref.
  4. Set the Date. It can be earlier than today, but not later.
  5. Leave For bill on Oldest bills first (automatic), or pick one bill if the salesman asks you to clear that one.
  6. Click Record payment and confirm. The payment gets a number starting with PAY.

How MediPOS matches payments to bills

Say you owe Al-Noor two bills: Rs 42,000 from 3 September and Rs 18,500 from 12 September. You pay Rs 50,000. The first bill is cleared, Rs 8,000 goes to the second, and Rs 10,500 is still due on it. If you choose a bill in For bill, that bill is paid first and any extra follows the oldest-first rule.

Money beyond all open bills stays as an advance. The next bill you post from that supplier uses it up automatically, and you do not have to do anything.

The payables aging report

Go to Money → Reports → What you owe suppliers. For every supplier with a balance, it shows Balance, Not due yet, 1–30 days, 31–60 days, 61–90 days and Over 90 days late. Each bill is aged from its due date, or from the bill date plus the supplier's credit days. The report always covers all branches.

The Opening / other column holds whatever is not tied to a bill: opening balances, advances, and return credits that were not linked to a bill. Payments are matched to bills entered in MediPOS, so an opening balance carried from the khata sits in this column rather than in the day buckets. The Balance column is always the true total.

Rules and tips

  • Seeing suppliers needs View suppliers & ledgers. Adding and editing them needs Add / edit suppliers. Recording payments needs Pay suppliers, which the built-in Accountant, Manager and Purchase manager roles have.
  • A payment cannot be edited or voided once it is recorded. Check the amount and the Paid by account before you confirm.
  • The money comes out of the account behind the method: Cash from Cash in hand, Bank transfer from Bank account, and so on. If you pay in cash while your own shift is open, it comes out of your drawer. It shows on the shift as Supplier payments.
  • Suppliers are shared by all branches, and the balance is one figure across all branches. Each payment is recorded in the branch you are working in.
  • Every payment is written to the audit log with the method and reference.

Common questions

I paid the salesman Rs 20,000 in cash from the counter. Where do I record it?

On the supplier's page, under Pay supplier, with Paid by set to Cash. If your shift is open, the drawer's expected cash drops by Rs 20,000, so the day-end count still matches.

The distributor says I owe more than MediPOS shows. How do I check?

Set From and To on the statement to match their ledger and compare line by line. A missing bill is the usual cause, or a payment entered against the wrong supplier.

I paid more than the bill. Is the extra lost?

No. It shows as Advance with supplier and is used automatically against their next posted bill.

Can I change an opening balance I typed wrongly?

Not from the supplier form, because the opening balance is fixed once the supplier is saved. Contact support if a large opening figure was entered wrongly.

Last updated 25 September 2026. Still stuck? Contact us.