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.
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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.
| Field | What to enter |
|---|---|
| Name | For example Haji Muhammad Aslam |
| Code | Leave as Auto and MediPOS numbers it (C00001, C00002…) |
| Mobile | 03XX-XXXXXXX. Two customers cannot share a number |
| CNIC (optional) | 13 digits, for example 35202-1234567-1 |
| Usual discount % | Filled in on items added after you choose this customer at the POS |
| Credit limit (Rs.) | The most udhaar allowed. 0 means no udhaar |
| Pays within (days) | How long they usually take to pay; used by the aging report |
| Customer of | Only with several branches: the branch that serves them, or All branches (shared). A new customer belongs to the branch you are working in |
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.
If the figure turns out to be wrong, someone with the Cash book, day book & accounts permission (the Owner, Admin and Accountant roles by default) can put it right: open the customer, click Edit, change Opening balance (Rs.) or Which way?, write Why it changes, for example "Old khata page misread", and save. Only the difference is posted, dated today, so the khata shows the first figure and the correction. Other staff do not see the opening balance on the edit screen. 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.
- Add the items as usual.
- 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.
- Type 1000 in Cash received. The screen shows "Rs. 1,450 will go on Haji Muhammad Aslam's account (udhaar)."
- 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 pay an advance back
If the customer wants the advance back in money, open them and use Pay back advance (it shows only while they hold an advance). The amount is filled with the whole advance; change it for part. Choose Paid by, check the Date and click Pay back. You cannot pay back more than the advance. The khata shows Advance refunded, and cash paid back during your shift counts in your drawer. This needs the Cash book, day book & accounts permission.
How to receive a customer payment
- Open the customer from Sales → Customers.
- In Receive payment, the Amount (Rs.) is filled with the full udhaar. Change it if they pay part.
- Choose Received by: Cash, Bank transfer, EasyPaisa, JazzCash or Card. Bank transfer and the wallets need the Transaction ID.
- 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 void a payment entered by mistake
If a payment was recorded twice, against the wrong customer or with the wrong amount, someone with the Cash book, day book & accounts permission can void it from the same branch that took it. In the khata, click Void RCP-… under the payment, write why (for example "wrong amount") and click Void. The money is reversed out of the account it came into, the bills it paid are due again and the customer's other payments are matched to the oldest bills afresh. The payment stays in the khata, and the reversal shows as its own line, Voided RCP-…, dated the day you void it. An advance paid back is voided the same way. Then record the right payment.
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.
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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. On each customer's page, a strip under the cards splits what they owe into Not due yet, 1–30 days late, 31–60 days late, 61–90 days late and Over 90 days late. A bill falls due on its date plus the customer's Pays within (days). The report Udhaar — who owes you under Money → Reports shows the same split for every customer.
How to get udhaar back (Udhaar recovery)
Open Sales → Udhaar recovery. It lists everyone who owes this branch money, the most overdue first, with:
- Owes and Overdue (the bills older than their credit days), and Over limit when the balance is above the credit limit;
- Oldest unpaid bill and how many days ago it was;
- Last paid: the date and amount of their last payment, or Never;
- Last follow-up: the last call, visit or note, and Promise: the last promise to pay with its status.
The cards at the top count the udhaar to collect, the overdue amount, the promises due today and the promises broken; click one to see just those customers. The filter does the same: Overdue, Promised to pay, Promise broken and Over their limit.
To note what you did, open the customer and use Follow-ups on the right:
- Choose What happened: Call, Visit, Note or Promise to pay.
- For a call, visit or note, write what happened, for example "Phone switched off" or "Will pay after the committee money".
- For a promise, enter the amount they will pay and the day.
- Click Save follow-up.
A promise shows as Kept once their payments from that day to the promised day reach the amount, and as Broken if the day passes first. You do not mark it yourself. Follow-ups are kept as written and cannot be changed, so the history stays honest. To print a customer's khata, click Print khata at the top of their page.
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MediPOS does not send SMS or WhatsApp messages to customers. Call them on the mobile number saved with the customer, and note the call.
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 is never deleted. One entered by mistake is voided (see above), which needs the Cash book, day book & accounts permission, 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, nothing is sent to customers. Open Sales → Udhaar recovery to see who is late, call them on the mobile number saved with the customer, and note the call or their promise on their page.
Who can note follow-ups?
Anyone who can receive customer payments (the Receive customer payments permission). Everyone who can see customers can see the recovery list.
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Last updated 13 October 2026. Still stuck? Contact us.