BudayrOS User Guide

Create the organization and start the trial

1. Choose Create account from the public site.
2. Enter your name, login, recovery email and organization name.
3. Choose the operating country; it drives currency and the local subscription profile.
4. Create the account and follow the Organization Setup Guide.
5. Add operating sites, users, and starting data before launch.

Add a pharmacy or warehouse

1. Open BudayrOS with an administrative account.
2. Open organization management and the Pharmacies or Warehouses section.
3. Create the site and enter its core details.
4. After saving, open Users & Access and assign the site only to people who should operate there.

Creating a site does not automatically grant employees access to it.

Create a user and define operating scope

1. Open Users & Access.
2. Create the user and enter name/login details.
3. Choose the appropriate role.
4. Select Operational Pharmacies and Operational Warehouses.
5. Enable only the functional permissions needed.
6. Save and test the account before handoff.

Grant Purchasing permission

1. Open the user in Users & Access.
2. Enable Purchasing.
3. Add the receiving pharmacy/warehouse to the user's operational scope.
4. Save; other sites should not be valid purchase destinations for that user.

Delegate subscription payment

1. Sign in as Organization Owner.
2. Open Account & Subscription.
3. Go to Authorized Subscription Payers.
4. Select the users and save.

Add a product manually

1. Open Products.
2. Create the product and enter name, barcode, cost, selling price and tax details as needed.
3. If retail sales use a minor unit, configure the minor unit and its quantity inside the major unit.
4. Save before entering stock.

Minor units are for retail/customer sales; purchasing and wholesale use whole units under the current policy.

Import products, customers, or opening stock

1. Open Data Import from account/setup.
2. Download the Excel template.
3. Fill it without changing required column names.
4. Upload and review row warnings.
5. For opening stock, review the draft Stock Adjustment created per pharmacy before posting.

Create a Purchase Order

1. Open Purchase Orders.
2. Create an order and choose the supplier and authorized site.
3. Add products, quantities and prices.
4. Review totals and confirm according to the workflow.

Receive a supplier invoice / purchase

1. Open Purchase Receipts or create the receipt from a Purchase Order when linked.
2. Choose an authorized pharmacy or warehouse.
3. Enter products, quantities and purchase cost.
4. Enter batch and expiry for tracked products.
5. Review and post; stock and financial effects are applied according to the document state.

Return goods to a supplier

1. Open Supplier Returns.
2. Choose supplier and site.
3. Select products, quantities and batches.
4. Review stock/amount impact and post.

Make a retail POS sale

1. Ensure the pharmacy has an open shift when required.
2. Open POS and scan/select the product.
3. Enter quantity; use the minor unit only when configured.
4. Review sellable availability; Expired / Quarantine is excluded.
5. Complete payment and post the sale.

Record a Customer Return

1. Open Customer Returns.
2. Select the pharmacy and related operation/shift where available.
3. Enter product, quantity and reason.
4. Choose the supported settlement such as refund or Store Credit.
5. Review and post.

Configure Customer Rewards

1. Sign in as Organization Owner.
2. Open Account.
3. Enable Customer Rewards and set earning/redemption rules.
4. Save and test with a controlled sale before rollout.

Review product stock

1. Open Stock Balance.
2. Choose an accessible site.
3. Find the product.
4. Review quantity by internal location and batch; do not rely on the grand total when checking sellability.

Correct a stock count difference

1. Open Stock Adjustments.
2. Create a draft and choose site/reason.
3. Add product, correct quantity and batch where needed.
4. Review the difference and post.

Record Internal Consumption

1. Open Internal Consumption.
2. Choose site, product, quantity and reason.
3. Use minor-unit input where applicable instead of typing a fractional major unit.
4. Review and post.

Review expiry

1. Open Expiry Report.
2. Choose the date horizon.
3. Review batches approaching expiry.
4. Move restricted stock to Expired / Quarantine according to organization policy.

Transfer stock between branches

1. Open Branch Stock Transfer.
2. Choose source and destination branches.
3. Add product, quantity and batch when needed.
4. Review the internal source location to distinguish Sellable from Expired / Quarantine.
5. Dispatch and receive according to the workflow.

Expired stock leaving Expired / Quarantine arrives in Expired / Quarantine at the destination.

Handle a batch split across internal locations

1. Open Stock Balance and identify the locations.
2. Decide the quantity to transfer.
3. Consolidate it in one internal source through a valid movement, or create separate transfers by source.
4. Retry the transfer.

Transfer involving a warehouse

1. Use the appropriate Warehouse/Site Transfer workflow.
2. Choose authorized source and destination sites.
3. Enter products, batches and quantities.
4. Review and complete the movement stages.

Create a Wholesale Sale

1. Open Wholesale Sales.
2. Choose customer/entity and site.
3. Add products in whole configured units.
4. Review price, taxes and availability, then post.

Create a Wholesale Return

1. Open Wholesale Returns.
2. Link/reference the original sale where available.
3. Enter products and whole-unit quantities.
4. Review stock/financial impact and post.

Record a Cash Expense

1. Open Cash Expenses.
2. Choose site and financial account.
3. Enter description, amount and date.
4. Review and post if permitted.

Pay a supplier

1. Open Supplier Payments.
2. Choose supplier, supplier account and site.
3. Select payment method, source account and amount.
4. Review the balance and confirm.

Transfer between financial accounts

1. Open Account Transfers.
2. Choose source and destination accounts.
3. Enter amount and reference.
4. Confirm after checking balances and authority.

Review VAT

1. Open VAT Report.
2. Choose period and accessible site/scope.
3. Review sales, purchases and tax amounts.
4. Use the report for internal review according to local requirements.

Check in and out

1. Open Attendance.
2. At the start of work choose Check In.
3. At the end choose Check Out even when the shift crossed midnight.
4. Attendance reporting attributes the full shift duration to the check-in day.

Run an attendance report between dates

1. Open Attendance Report.
2. Choose start/end dates and employee/scope where available.
3. Run the report and review hours and attendance movements.

Run an operational report

1. Open Reports.
2. Choose Sales, Purchases, Product Movement, Expiry, Returns, VAT, or another available report.
3. Set period, site and filters.
4. View or print according to the report's available actions.

Change account language

1. Open Account.
2. Choose Arabic or English from the language selector.
3. The page reloads and the language is saved for the signed-in user.

Pay the subscription

1. Open Account & Subscription as the Organization Owner or an authorized payer.
2. Review subscription status and active-site pricing.
3. Review billing details.
4. Choose Pay & Subscribe and follow the available payment provider.
5. After success, review Access Granted Until and payment history.

If a function or site is missing

1. Confirm you are in the correct organization.
2. Check your functional permission.
3. Check Operational Pharmacies / Warehouses.
4. If needed, ask an Organization Admin for the specific screen/site instead of broad unnecessary access.