Pharamaceutical Wholesale Distribution System
dsCode Compatible

Sale Entry

The sales entry form of the application is robust and feature rich. It presents a whole ambit of information for the user to make an informed sale.

Let us take up the various sections of the form separately for discussion.

Use of Colours

The form can be used in 2 modes - View Mode and Edit Mode.


The program uses colour to symbolically indicate the current mode.

The Layout

The Sales Entry form has a host of information scattered over it.

The Form Title is used to show the bill series, number and the name of the customer. This information is useful to return to the bill after completing some other work, especially when multiple forms are open.

The right top corner of the screen shows the number of notes and their sum value that is ready to be adjusted for the party selected in the current bill. An adjust button opens a form where the user may adjust the notes against the current bill as necessary. Below the Adjust button, you can see the total value of the Notes that have been adjusted in this bill.

If the current bill has been made from challans (using the Challan to Bill feature of the application), the space below the "Notes" area shows numbers of all the challans that have been included in the current bill.

The lower right corner of the entry form is the button panel. It displays the context sensitive buttons that control the functions required during the utilization of this form.

In the view mode, the button panel displays the buttons titled Edit, New, Last, Today's Work, Print, Payment Entry and Close. While in the Edit Mode it shows the buttons - Done, Payment Entry and Close.

In the edit mode, the lower left corner of the form shows the bill finder. This can be used to find any bill and populate the form with its details. Just select the bill series, enter the bill number and press "Find". The Prev / Next buttons help the user to move one bill back / forward.

Just above the button panel, the bill summary of the current bill is displayed. In the image alongside the user can know that the bill has 11 items out of which the 6th has been currently selected. The quantity totals to 115, the discount amount is 0 and the sum of values of the items is 2327.16.

Colors of Item Table

The item table on the form deploys visual indicators to highlight the type of item. These are as follows...

Item where Tax is calculated on Trade Rate The text color is set to blue
Item with MRP inclusive of all taxes The background color is set to pink
Item with Tax Rate = 0 The text is displayed iitalicized
Item with CST <> 0 The text is displayed underlined
Item that has been edit in the current bill session The text is displayed in bold

If multiple conditions (listed above) are met with, all the corresponding visual indicators are applied simultaneously.

Bill Number

The software maintains the series wise numbering sequence for the invoices / billes generated.

To change the number of any bill...

  1. "Check" the Chng Bill No option. This enables the series and number controls.
  2. Select the series
  3. Enter the desired bill number
  4. Double click on the Series Control to find out the next number in sequence (after the last number in use, by the system) for the selected series.

Party Selection

All the parties available in the system are listed in the drop down list. To select the party simply select the correct party from the drop-down list.

If you have specified codes while creating the party in the item master, the selection is available both by code and by name of the party simultaneously.

As soon as a party is selected the following work is done...

  1. The type of the party and limits defined are shown. The attributes displayed in the accompanying graphic are...
    • I(In State),
    • Credit Only,
    • B/L (Bill Limit):500,
    • C/L (Credit Limit):5000,
    • Bill (No. of Outstanding bills allowed):10, and
    • Days (Credit allowed for days): 15
  2. The financial position of the party is displayed just below the drop down list. The payment position of cash and credit bills (from the receipt by bill) is displayed along with the Balance of the account (from the financial accounting portion).
  3. In the account master section you are allowed to enter a short text (Ac Note) for each and every party. The contents of this field is displayed in the bottom left corner of the form.
  4. The discount (%age) and Freight / Case stored for the party in account master is automatically loaded into the Disc (%) and Freight / Case text boxes.

Depending on the limits and party type settings the system will automatically dissuade the user from completing the sale entry.

This happens when...

  • Any of Limits set for the party are exceeded
  • Cash Bill is made for a Credit Party
  • Credit bill is made for a Cash Party

In such cases, the user can close the sale entry without marking it "done". The bill entry will be preserved in the "Not Complete" state. This way the user does not loose the entry made in the bill and can "Complete" the same after resolving the filters. If in any case you do not want to make delivery to this party all you have to do is remove the items from the bill.

Bill Locking and Completion

Bill locking and completion feature of the system locks a bill if a copy of the bill has been opened for editing in some other Sale Entry window on any computer using the program.

This feature ensures that more than the same bill is not opened by more than one user for editing. You can, however, use the Force checkbox to force editing of a locked document.

Item Selection

The item to be billed must be selected from the easy-to-use, drop-down combo-box. Just scroll down the list provided to select any item. You can also type-in the first few characters of the item and use the scroll or up-down arrow keys to reach / select the desired item.

The system provides one more way of selecting the item. That is by using the <F1> key. This opens the item search window. This window provides a variety of options to narrow down the search of the item. Once you have selected the the appropriate item you press <enter>. Pressing <enter> closes the search window and returns to the sale entry window with the proper item selected in the combo-box.

The details of the item selected, like the complete item name, manufacturer and packing are displayed in the bottom-left corner of the screen.

Batch Selection

Next you need to select the batch number. Whenever focus shifts to the Batch entry box, a list box becomes visible with a list of batches available for the selected item. You can select from the list box, or type in straight away into the text box.

As the batch no is selected the system immediately displays the stock of that particular batch and the overall stock for that item.

This Online User Guide describes the general features of the software. Due to high level of cusomtization services offered by us, the features described herein may not match with your specific customization. All names and figures visible in the images and text are only to demonstrate the features of the program. They do not represent real-life transactions.
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