🏬 Store Dashboard > Documentation > Master Owner Manual

🏥 Medical ERP — Store Owner Master Manual (A-to-Z Complete Guide)

Target Audience: Pharmacy Store Owners / Chemists / Medical Retail Operators
Language: English (Simple, Practical & Professional)
Version: 1.0.43 (Enterprise Production Edition)

📌 Table of Contents

  1. What is Medical ERP?
  2. Complete Feature Catalog: Which Feature Does What
  3. Step 1: Cloud Store Portal & License Setup
  4. Step 2: 1-Click Counter PC Installation & Activation
  5. Step 3: Fast Counter POS Billing
  6. Step 4: Medicine Inventory & Expiry Loss Prevention
  7. Step 5: AI OCR Bill Scanner (Zero-Typing Wholesaler Inward)
  8. Step 6: Rx Doctor Prescription Capture & Drug Inspector Compliance
  9. Step 7: Customer Credit (Udhar) & Wholesaler Ledger
  10. Step 8: Daily Profits, MIS Reports & GST Tax Filing
  11. Step 9: Security, Offline Continuity & Data Backup

1. What is Medical ERP?

Medical ERP is an enterprise-grade retail pharmacy management software engineered specifically for medical stores and pharmacy chains:

2. Complete Feature Catalog: Which Feature Does What

This reference table outlines every major capability in Medical ERP, what it does, and how it directly benefits your pharmacy business:

⚡ A. Point-of-Sale (POS) & Counter Billing Features

Feature Name What It Does (Functionality) Store Owner / Business Benefit
Barcode Scanner Support Scans medicine pack EAN-13 barcodes and instantly adds items to the cart in 0.5 seconds. Eliminates human typing errors and queues during busy morning/evening rush hours.
Smart Fast Search Instant dropdown search by medicine brand name, generic composition, or salt. Allows staff to find substitutes even if the customer mispronounces the brand name.
F2 Quick Checkout Triggers instant checkout, tender selection, and printing with a single keystroke. Cashiers can bill 100% with the keyboard without touching the mouse.
Multi-Tender Payments Supports Cash, UPI QR Code, Card swipe, and Customer Credit (Udhar), including split tender. Never lose a sale due to payment method mismatch; tracks digital vs cash drawer balance.
Thermal & A4 Invoice Engine Generates 3-inch thermal roll slips or full A4 laser GST tax invoices on demand. Saves paper costs on routine OTC purchases while meeting formal tax bill requests.
Patient Phone Tagging Tags bills with customer name, phone number, and prescribing doctor. Builds a customer purchase history ledger for repeat refills and loyalty tracking.

📦 B. Inventory & Expiry Loss Prevention Features

Feature Name What It Does (Functionality) Store Owner / Business Benefit
Multi-Batch Tracking Tracks separate purchase rates, sale rates, MRPs, and expiry dates for each batch of a drug. Ensures accurate profit margins when wholesale purchase prices fluctuate.
90-Day Near-Expiry Alerts Automatically flags batches in Red/Yellow when within 90 days of expiration. Eliminates dead stock losses by prompting early sale discounts or distributor returns.
Low-Stock Auto-Reorder Alerts the chemist when quantity drops below the user-defined safety threshold. Prevents running out of life-saving, high-demand emergency medicines.
Generic Salt Substitutes Displays lower-cost generic alternatives with identical chemical compositions. Increases pharmacy profit margins while offering customers affordable options.
Physical Stock Reconciliation Enables quick count audits to match computer stock with shelf stock. Detects inventory shrinkage, damages, or counter theft early.

🤖 C. AI OCR Purchase Inward Features

Feature Name What It Does (Functionality) Store Owner / Business Benefit
Photo / PDF Bill Inward Ingests camera snapshots or scanner PDFs of distributor purchase bills. Eliminates 1–2 hours of manual evening typing after distributor deliveries.
Offline Vision Parser Runs a local PyTorch + FastAPI AI model on port 5005 without sending bills to third-party clouds. 100% private and confidential; works even when local internet is down.
Mathematical Reconciliation Auto-calculates Quantity = round(Amount / Rate) when print ink is faint or blurred. Eliminates quantity errors caused by smudged dot-matrix invoices.
1-Click Inventory Inward Converts the approved AI table into active stock with one click. Instant stock updates so newly delivered medicines can be sold immediately.

📸 D. Rx Statutory Compliance & Prescription Capture

Feature Name What It Does (Functionality) Store Owner / Business Benefit
2-State Binary Switch Item Master toggle: Prescription Mandatory: [ OFF / ON ] (Default: OFF). Keeps OTC sales blazing fast while applying strict tracking to controlled drugs.
Cart [Rx ⚠️] Detection Detects restricted antibiotics in the cart and flags the sale for verification. Prevents cashiers from inadvertently selling Schedule H1 drugs without a prescription.
Counter Webcam Capture Captures a live webcam photo of the customer's prescription in 2 seconds. No scanner required at the counter; eliminates loose paper clutter.
WebP & Hash Security Compresses photos to <120 KB WebP with SHA-256 tamper-evident integrity hashes. Thousands of prescriptions occupy minimal PC storage without slowing the system.
Clean Receipt Isolation Automatically hides compliance photos and internal audit codes from customer bills. Preserves patient privacy and maintains professional thermal receipts.
Drug Inspector Register 1-click statutory audit register with date filters, doctor details, and thumbnail viewer. Zero panic during Drug Inspector inspections; produces instant statutory proof.

👥 E. Customer Credit & Wholesaler Ledger Features

Feature Name What It Does (Functionality) Store Owner / Business Benefit
Customer Udhar Ledger Records outstanding balances for regular neighborhood families with credit limits. Increases customer loyalty while strictly capping financial exposure.
Payment Receipt Generation Prints an instant receipt when a customer makes a partial or full payment on credit. Prevents disputes and maintains transparent accounting with customers.
Supplier Accounts Ledger Tracks total purchases, payments made, and pending payables per distributor. Helps the owner manage cash flow and schedule supplier cheque payments.
Purchase Return & Debit Notes Generates debit notes when returning expired, slow-moving, or damaged stock. Ensures wholesalers give proper credit notes on returned medicines.

📊 F. Business Profits, MIS Reports & GST Tax Features

Feature Name What It Does (Functionality) Store Owner / Business Benefit
Daily Business Summary Shows total revenue, cash in drawer, UPI collections, and credit extended. Allows the store owner to tally evening cash with computer records in 1 minute.
Gross Profit Margin Tracker Computes actual gross profit earned on every transaction and daily total. Gives clear visibility into true business profitability beyond raw sales figures.
GSTR-1 Sales Tax Export Exports monthly B2B and B2C sales categorized by HSN and tax slab (0%, 5%, 12%, 18%). Hand ready-made spreadsheets to your CA, saving accountant service fees.
GSTR-3B Tax Reconciliation Summarizes eligible Input Tax Credit (ITC) versus outward tax liability. Prevents overpaying GST to the government.
Fast vs Slow Moving Analysis Identifies top revenue-generating drugs versus dead stock tying up capital. Optimizes cash investment in high-turnover pharmaceutical stock.

💻 G. Desktop Setup & Background Windows Services Features

Feature Name What It Does (Functionality) Store Owner / Business Benefit
1-Click Desktop Setup Self-contained .exe installer that configures all engines in under 2 minutes. No software engineer needed; pharmacy owners can set up new counters themselves.
NSSM Windows Services Installs backend, frontend, and AI vision as self-healing Windows background services. The software starts automatically on computer boot without opening command prompts.
Zero-Data-Loss Uninstaller Safely removes services and application binaries while strictly preserving medical_erp.db. Upgrading or reinstalling software will never erase your sales history or stock counts.
CLI Silent Updater Updates code in the background via --silent-update without disrupting counter staff. Effortless feature updates and bug fixes directly from the engineering team.

🏬 H. Central Cloud Store Portal Features

Feature Name What It Does (Functionality) Store Owner / Business Benefit
Store Owner Web Portal Cloud dashboard (https://mederp.durbhasigurukulam.com/store.html) accessible on phone/PC. Check store licensing status and counter computers from anywhere in the world.
HWID Hardware Binding Cryptographically locks billing counter PCs to your store account using motherboard IDs. Prevents unauthorized computers or staff from running software outside the store.
Verified Installer Download One-click download of the latest official desktop setup binary (Medical_ERP_Setup.exe). Guarantees safe, authentic, virus-free executables directly from the release server.

3. Step 1: Cloud Store Portal & License Setup

Every pharmacy owner receives access to an online Central Cloud Portal to manage their store profile, hardware licenses, and counter devices.

A. Logging in to the Store Portal:

  1. Open your web browser on your phone, tablet, or laptop:
    👉 https://mederp.durbhasigurukulam.com/store.html
  2. Enter your registered store Username and Password to log in.

B. What You See on the Store Dashboard:

C. Downloading the Desktop Installer:

4. Step 2: 1-Click Counter PC Installation & Activation

Once Medical_ERP_Setup.exe is downloaded onto your counter PC, installation takes less than two minutes:

flowchart LR
    A["1. Launch Setup Wizard"] --> B["2. Enter Store Username & Password"]
    B --> C["3. Click 'Install & Activate'"]
    C --> D["4. System Ready & Live!"]

4 Simple Steps to Install:

  1. Launch the File: Double-click Medical_ERP_Setup.exe on your Windows PC.
  2. Enter Store Credentials:
  3. Cloud URL: https://api.mederp.durbhasigurukulam.com (pre-filled).
  4. Username: Enter your registered store username.
  5. Password: Enter your store password.
  6. Counter Name: Provide an identifier for this PC (e.g., Counter-01 or Main-Cashier).
  7. Click Install: Click the green "Install & Activate Counter" button.
  8. Autonomous Automated Setup:
  9. Downloads and extracts verified backend and frontend code packages.
  10. Automatically registers Windows Background Services via NSSM.
  11. Automatically provisions embedded Python 3.11, PyTorch CPU, and the offline AI OCR vision model.
  12. The setup screen confirms:
    🟢 Backend API online on port 4434!
    🟢 Frontend UI online on port 3000!
    🖥️ Desktop App shortcut created successfully!

Note: A shortcut named Medical ERP will now appear on your Windows Desktop.

5. Step 3: Fast Counter POS Billing

Designed for high-traffic peak hours, enabling billing in under 2 seconds:

A. Opening the Billing Screen:

B. Barcode Scanning:

  1. Point your barcode scanner at any medicine strip or pack and pull the trigger.
  2. The item is instantly added to the cart with batch number, MRP, and discounted rate automatically populated.
  3. Type numbers directly to update the quantity.

C. Fast Search by Name (Without Barcode):

  1. In the medicine search box, type the first 2-3 characters (e.g., Dolo or Azith).
  2. A dropdown displays all available batches, sorted by earliest expiry date and current stock.
  3. Press Enter to append the selected batch directly into the billing cart.

D. Saving and Printing Bills (F2 Magic Shortcut):

6. Step 4: Medicine Inventory & Expiry Loss Prevention

Expired inventory is the largest avoidable source of pharmacy loss. Medical ERP safeguards your stock automatically.

A. 90-Day Near-Expiry Automated Alert:

B. Adding New Medicines (Item Master):

  1. From the navigation menu, click Items / Medicines.
  2. Select Add New Medicine:
  3. Medicine Name: e.g., Augmentin 625 Duo Tablet.
  4. Composition: e.g., Amoxicillin (500mg) + Clavulanic Acid (125mg).
  5. HSN Code & GST: e.g., 3004 and 12%.
  6. Prescription Mandatory (Rx): Toggle [ OFF | ON ] (see Section 8).
  7. Click Save.

C. Multi-Batch Inventory Tracking:

7. Step 5: AI OCR Bill Scanner (Zero-Typing Wholesaler Inward)

Entering large 50-item distributor purchase invoices manually takes 1-2 hours of tedious typing. Medical ERP's offline AI vision engine completes this in 10 seconds.

flowchart TD
    A["Distributor Printed Invoice"] --> B["Capture via Camera or Scan to PDF"]
    B --> C["Upload via 'Purchase Inward -> AI Scan'"]
    C --> D["AI Vision Engine Parses Data in 10s"]
    D --> E["Click 'Approve & Save' -> Stock Updated!"]

How to Use:

  1. Navigate to Purchase / Inward and click "🤖 AI Smart Bill Scan".
  2. Upload a photograph or scanned image (.jpg, .png, or .pdf) of your distributor's invoice.
  3. Trigger Analysis:
  4. The AI identifies the wholesaler name and invoice number.
  5. The table parser extracts medicine names, batch numbers, expiry dates, quantities, free items, rates, and tax columns.
  6. Auto-Mathematical Reconciliation: If low print quality obscures quantity text, the engine recalculates the exact count using Quantity = round(Line Amount / Purchase Rate).
  7. Review and Confirm: Review the parsed values on-screen and click "Approve & Add to Stock". Inventory levels update immediately.

8. Step 6: Rx Doctor Prescription Capture & Drug Inspector Compliance

Under the Drugs and Cosmetics Act (Schedule H, H1, and Schedule X), dispensing restricted antibiotics and controlled substances without a registered medical practitioner's prescription is a statutory violation.

Medical ERP delivers a 2-State Smart Compliance mechanism:

A. The 2-State Concept:

B. Prescription Capture at Checkout:

  1. When an invoice containing an Rx item is checked out (F2), a Prescription Verification Window appears:
  2. Doctor Name: Type the prescribing doctor's name (e.g., Dr. S.K. Gupta).
  3. Webcam Snapshot: Hold the customer's prescription in front of your counter webcam and click "📸 Capture Photo".
  4. (Optional: Browse and attach digital images or WhatsApp PDFs).
  5. Compress & Hash: The image is compressed into an ultra-lightweight WebP image (<120 KB) with a tamper-evident SHA-256 hash.

C. Patient Privacy Isolation:

D. During Drug Inspector (D.I.) Inspections:

  1. When an inspector audits your store, open Reports -> Rx Compliance Register.
  2. Filter by date range to inspect all Schedule H/H1 transactions:
  3. Displays medicine name, batch number, doctor registration, and patient identity.
  4. Each row features a [View Prescription] action to display the scanned prescription image.
  5. 1-Click Audit Sheet: Export or print the complete statutory register for inspection sign-off.

9. Step 7: Customer Credit (Udhar) & Wholesaler Ledger

A. Customer Credit Ledger:

  1. Tag sales with the customer's mobile number and name.
  2. Select "Udhar / Ledger" as the payment method.
  3. Outstanding balances accumulate under the customer's account profile.
  4. When the customer pays their balance, open the Customers module, enter the amount, and print a payment receipt.

B. Wholesaler / Distributor Ledger:

  1. Open the Suppliers module to monitor accounts for agencies (e.g., Sharma Medical Agency).
  2. View total purchases, recorded payments, and pending balances in one consolidated view.
  3. Generate Purchase Return / Credit Notes for damaged or expired stock returned to suppliers.

10. Step 8: Daily Profits, MIS Reports & GST Tax Filing

Clear financial visibility is critical for managing retail profitability.

A. Daily MIS & Profit Summaries:

B. GST Return Filing (CA-Ready Formats):

11. Step 9: Security, Offline Continuity & Data Backup

A. 100% Offline Resilience:

Your operational records are valuable business assets. Creating a secure backup takes under a minute: 1. Press Windows Key + R on your keyboard, paste %LOCALAPPDATA%\Programs\DGPL Medical ERP and press Enter. 2. Open the backend folder and locate medical_erp.db. 3. Copy this file to an external USB flash drive or secure cloud storage. 4. If your computer ever suffers hardware failure, pasting this file onto a replacement PC restores your entire transaction history.

C. Troubleshooting Service Restarts:

📞 Technical Support & Inquiries

For further assistance or multi-branch licensing inquiries, access the Store Portal at https://mederp.durbhasigurukulam.com/store.html or reach out to your software administrator.

Medical ERP — The Digital Partner for Modern Pharmacies! 🚀