Customers and udhaar (credit sales)

MediPOS keeps a digital udhaar record, the khata, for each regular customer, so you always know who owes the pharmacy and how much. You add a customer once, set how much credit they may take, bill them on udhaar at the counter and record their payments when they come back. Every figure comes straight from the bills, so there is no separate register to keep in step.

If Customers is not in your Sales menu, your plan does not include Customers & udhaar; the owner can see what each plan includes under Plan & billing. Without it the POS sells to walk-in customers only.

How to add a customer

Go to Sales → Customers → New customer.

Click Add customer. You can also add a customer from the POS: type at least three letters or the mobile number in the customer box and click Add "…" as new customer. This needs the Add / edit customers permission.

How to enter an opening balance from your old khata

When you add a customer, the Udhaar section has Opening balance (Rs.) and Which way?: Customer owes us or We hold their advance. If Haji Aslam owed Rs. 9,200 in your paper register, enter 9200 and choose Customer owes us. It appears in his khata as Opening balance on the day you add him.

The opening balance can only be entered when the customer is created, not from the edit screen, so check the figure first. To bring in a whole register at once, use Import data.

How to sell on udhaar at the POS

Haji Aslam has a limit of Rs. 15,000 and already owes Rs. 9,200. Today he buys his monthly sugar and BP medicines for Rs. 2,450 and pays Rs. 1,000 in cash.

1. Add the items as usual.
2. Press F4, type "aslam" or the last digits of his mobile, and choose him. The panel shows Udhaar (owes you): Rs. 9,200 and Udhaar room: Rs. 5,800.
3. Type 1000 in Cash received. The screen shows "Rs. 1,450 will go on Haji Muhammad Aslam's account (udhaar)."
4. Press F12. The receipt prints On account (udhaar) Rs. 1,450.

To put the whole bill on udhaar, type 0 in the amount box.

Credit limits and who can go over them

Udhaar room is the credit limit minus what the customer already owes. An advance adds to it. If a bill would go over, the POS refuses with a message such as "Haji Muhammad Aslam can take Rs. 5,800 more on udhaar (limit Rs. 15,000). Collect more now, or ask a manager."

Staff with the Exceed customer credit limit permission (the Manager role by default) can complete the bill anyway. The same applies to a customer whose limit is 0: the list shows No udhaar, but a manager can still allow it.

Advances

Some customers leave money in advance, for example Rs. 5,000 for a parent's monthly insulin. Record it with Receive payment like any other payment. Anything more than they owe becomes an advance, shown as Advance held. On the next bill, type 0 (or less than the total) in the amount box and the unpaid part is taken from the advance.

How to receive a customer payment

1. Open the customer from Sales → Customers.
2. In Receive payment, the Amount (Rs.) is filled with the full udhaar. Change it if they pay part.
3. Choose Received by: Cash, Bank transfer, EasyPaisa, JazzCash or Card. Bank transfer and the wallets need the Transaction ID.
4. Check the Date (today or earlier, not later) and click Record payment.

The payment gets a receipt number (RCP-…) and is matched to the oldest unpaid bills first. If Haji Aslam has unpaid bills of Rs. 3,000 from 2 August and Rs. 4,200 from 20 August and pays Rs. 5,000, the August 2 bill is cleared and Rs. 2,000 of the August 20 bill. Cash received while your shift is open counts in your drawer. Recording payments needs Receive customer payments, which cashiers have by default.

How to read the khata (customer statement)

The customer page shows the balance, the credit limit with the room left, and Unpaid bills with the age of the oldest. The Khata (statement) lists every entry with Date, Entry, Udhaar (+), Paid (−) and a running Balance: sales on udhaar, payments received, the opening balance, returns and reversals. Pick From and To dates and click Show for one period. A balance marked "adv" is an advance. Each udhaar sale links to its invoice.

Who owes you, and for how long

On Sales → Customers, the cards show Total udhaar to collect and Advances held, and the filter Owes money (udhaar) lists only customers with a balance. For follow-up, the report Udhaar — who owes you under Money → Reports splits each balance into Not due yet, 1–30 days, 31–60 days, 61–90 days and Over 90 days. A bill falls due on its date plus the customer's Pays within (days). Opening balances and advances appear under Opening / other.

Rules and tips

• Customers belong to the whole pharmacy. A customer's balance includes bills from every branch.
• Customers are never deleted. To stop someone buying on credit, set the limit to 0; to hide them from the POS search, untick Active.
• A recorded payment cannot be cancelled from the screen, so check the amount before Record payment.
• A same-day void removes an udhaar bill from the khata, and a return credited to the account reduces the udhaar.

Common questions

How do I put the whole bill on udhaar?

Choose the customer with F4, type 0 in the amount box and press F12. The bill must fit in their udhaar room unless a manager completes it.

A customer paid more than he owed. What happens to the extra?

It becomes an advance, shown as Advance held. It adds to his udhaar room and covers the unpaid part of his next bill.

Can a cashier give udhaar above the limit?

Not with the default Cashier role. Ask a manager, or collect more cash so the unpaid part fits the room left.

Does MediPOS send udhaar reminders by SMS?

No. Use the aging report to see who is late, and call them on the mobile number saved with the customer.

Related guides

• Billing at the counter (POS)
• Sale returns and refunds
• Reports: sales, stock and aging
• Importing products, customers and suppliers