Billing Process

What is billing?
The process of preparing or sending invoices to a Retailer or customer.
Billing should be Focused on:
1.Slot wise order billing.
2.Valid details should be entered.
3.If any issues or wrong details entered in billing report it to the
procurement Head(If bill is already dispatched to other pharmacy) else
report it to the Delivery Head(If bill is dispatched to the customer).

How slot timings are allocated?’

Slot Timings of Delivery

Delivery of Order of Slot 1 -​ ​ 9am to 2pm
Delivery of Order of Slot 2 -​ ​ 2pm to 6pm
Delivery of Order of Slot 3 -​ ​ 6pm to 9:30pm

Slot Timings of Checking

Billing of Slot 1 ​-​ 4:00pm to 5:45 pm(Previous Day)
Billing of Slot 2 ​-​ 9:30am to 11:30am
Billing of Slot 3 ​- ​1pm to 2:30pm

Types of Billing
There are two types of billing mentioned as Below:

1.Wholesale Billing
All Medicines which are billed with maximum discount from ​Easy pharma
to​ our ​partner pharmacies​ (Ashok,Unique,Shree nidhi,Easy pharma).
We use ​Wholesale medivision ​software(billing software)
2.Customer Billing
All Medicines which are billed with 15% discount from retailer, ​Easy
pharma to customer​. For this type of billing we use ​Retailer medvision
software.
Sameway other retailers (Ashok,Unique,Shree nidhi) does the billing on
MRP to the customer from their application.
Wholesale Billing
How to do Wholesale Billing in medvision?
Wholesale bill

Step 1:Go to medvision software on desktop,login with the credentials and

follow the following steps.. Go to select-> Voucher entry to the billing.
Step 3: select type sale,

Step 4-​Alt + tab

After completion of wholesale billing,the biller has to tick the orders with
same CR number and forward it to retail billing(Only for the orders of EP1
And EP2)

It is mandatory for the biller to do such,so that the timing of wholesale

billing can be tracked and misplace of orders can be nullified.

Steps for procurement display transfer from wholesale to retail.

Procurement

Procurement display new

Search OiD or Cr number

Transfer it to easy pharma retail

Assign orders

Note:-

Billing team must follow the rule for matching the batch of the medicines
physically as well as in system.If the medicines and system batch are not
matching,please escalate the issue to the superiors.

Step-5

Name of the pharmacy for which it is billed Appears on the top of billing
screen..
Step 7

Step 8
Add medicine name

While adding the name of medicine check the MRP and expiry on the
medicine.

If the quantity of any medicine in the particular order ID is not accurate then
refer the order ID from search option in dashboard as on page no. 3.

While entering the medicine if the name is not appearing in the list then it
may be slot buying (check in new medicine distributor) and ask for the bill
from the dispatch person or from the person who is at collection
department.

If the medicine is showing NO Stock. Then also check is new medicine

distributor and see from where it is purchased and if bill is still not feeded in
the system, then tell the person related to purchase bills to feed that
particular bill . you can get it from slot collector or from new medicine
distributor.
If not so the check the medicine by ctrl+f1 -> product transaction-> enter
the name of medicine-> see the transactions-> if something is
mismatched-> make the corrections (inform the concerned person about
these changes.)

Purchase bill

Step 1

Step 2

Press f9
Step 3-​Select party name

Make sure the transaction type is always ​credit

Step 4:Add bill no.

Step 5-Add medicine name from bill

If the med is not into system create a new name by using alt+C and fill in
the necessary details.
Step 6​-Add medicine qty, mrp, purchase rate, gst​To determine GST rate press
F4-->3004-->mentioned tax slot (6%,12% etc..)
Final amount on the hard copy of the bill and in the system should be the
same.

While saving the bill see the amount if it is not the same as on the bill copy
then that distributor has given some discount or there is some credit note.

While entering the bill number enter the full bill number

For e.g- cc/2345

Then enter letter, signs and numbers.

Wholesale bill
Step1​: Open slot central collector on medsonway Dashboard,go to
Orderwise billing ,you will see only the complete order medicines which
makes easier to bill the complete order.The partial medicines collected
from any order won't reflect in orderwise billing.
Step​ 2- As soon as we click on Fetch this screen will appear.Fill the Bill id
and bill amount details from ​wholesale medvision software​ .
Step - 3 Go to ​wholesale medvision software​ Enter the medicine details

Step​ 3-Then click on print you will see the screen below

Alternative:- once the the feeding of all the meds is done press enter until
the save option appears once the bill is saved. An popup appears of PRINT
option select yes. Print is done.

Customer Billing/ Retail Billing

How to do customer/Retail Billing?
For customer billing we have medsonway pharmacy Application(Android
Application) which is given to every medsonway partner pharmacy.You can
use your pharmacy mail id and password to login into the app.The person
who bills, his contact number is added with email and name from user
billing.
Step 1 - The Apk file of medsonway pharmacy will be shared with you by
share it or email. Install it and login you will see the below screen:

Step 2
Press f8

Step 3
Add medicine name
In retail billing​ medicine are entered in the terms of tablets not the strip.
For e.g- if combiflam (1 strip) is required 20 tab are to be entered not only 1 strip.

All H1 scheduled medicines required a valid prescription.

A supplied by stamp is given to Rx and after filling the necessary details, take a print of the Rx
(details as Date, bill no, name of medicine and quantity).

Copy is kept.
Step 4
Press alt+p
Step 5
Add patient name, address , dr. name

Login to pharmacy app

Step​ 6- After login you will see the below screen..Here slot wise order
details are given. The priority of order billing should be from the top to
bottom.To bill the Order click on the order ID,you will see the below
screen..
Step​ ​7​- After clicking on particular order id, Order detail screen will be
open.Here you need to check medicine details cross verify in retailer
medvision software if appropriate Details are entered ,verify the link of
prescription(If right prescription is given).
Step 8​-If all details are right then click on order state select order state as
ready.

Step​ 9-As you select ready order state, enter the bill amount.If wrong
prescription link is given or something is wrong in the order then click on
change state and choose order on hold ,mention the reason in the
comment and submit.
Step 10 ​- To check overall billing statistics go to the main page click on
statistics..

Step 11- ​Click on statistics,

In statistics is the overall billing scale day wise, weekly and monthly, as
shown Below,
Wholesale billing.

Points to refer
● Slot wise billing
● Always aim to clear the previous slot.
● Pharmacy wise billing
● Fetch the orders of one pharmacy at once to avoid double billing.
● To know the OID of the following medicine just place the cursor on it.
●
Steps of billing
● Collect the packed orders in a sequence in which they appear in
billing to avoid error.
● While billing in MVD ensure that the MRP EXP and QTY are similar
to as of that mentioned on the medicine.
● Select the appropriate batch number from the given options, to
ensure exact match of the rest.
● If any mismatch in quan
For Prakash Niwas (Easy Pharma )
Download the purchase bills from shriram , jeevan, nitin agency
distributors
1. ctrl+f1->download vouchers
Or else
2. Display -> other reports-> download data reports-> download purchase->
open the bill-> save.

To download purchase bills from Arjas and senior​ = these distributors

send mails to the gmail account of ​easypharmasolutions1@gmail.com
Download that bill from inbox the F4-> MIC-> care posts GST->enter ->
F3->local Disc->bills-> open-> open the bill number -> save

Bills from CT AND DEV

F4-> MIP-> company format -> Enter -> f3-> open the bill -> save.