BudayrOS Frequently Asked Questions

A cloud operating system for pharmacy businesses that connects sales, purchasing, inventory, branches, warehouses, finance, reports, attendance, and access control in one working environment.

Create an account and organization, choose the operating country, complete the organization setup guide, add sites and users or import starting data, then open BudayrOS.

The Products and Opening Stock templates adapt to the organization country and currency. Enter the major-unit purchase price before tax only. If the country uses a fixed purchase-tax amount per unit, enter it in its separate column. In Bahrain, the template includes sale price before VAT and sale price including VAT; either one is enough and Budayr calculates the missing value, while two supplied values must match the VAT rate. There is no minor-unit price column; enter the number of minor units per major unit and Budayr derives the minor sale price automatically. Opening Stock does not ask for inventory cost; Budayr derives opening valuation internally from purchase price and tax rules.

BudayrOS queues the file for background processing instead of keeping the browser request open. Data Import shows the job status, progress, processed rows and row issues. You can close the page and return later without interrupting the import. Budayr blocks accidental duplicate submission of the exact same file while it is running or after it completes. For Opening Stock, the final draft Stock Adjustment is created only after file processing finishes.

The country determines the organization currency, subscription profile, local payment method, tax model, and available local defaults. Choose the country where the organization actually operates.

Not from tenant accounts. Country and base currency are locked after creation to protect data consistency. If the wrong country was selected, contact BudayrOS Support before continuing operations.

Use Organization Owner account recovery and provide the required account details. If the account is eligible, BudayrOS sends a recovery link to the registered recovery email.

Yes. English and Arabic can be switched from public pages and the account page, and the preference is saved for signed-in users.

The Organization Owner is the primary subscription and billing owner. Organization Admin has broad operational and user-management authority inside the organization, subject to BudayrOS rules.

Open Users & Access, create the user, choose the role, assign operational pharmacies/warehouses, then grant only the functional permissions needed.

No. The user must have Purchasing permission and operational access to the receiving site. An organization-owned site outside the user's scope is not a valid destination.

Operational access remains site-scoped. Workflows that need limited visibility into another site, such as requesting a branch transfer, should expose only what is necessary without granting general operating access.

Yes. Site access can include multiple locations and is separate from functional permissions such as Sales, Purchasing, Inventory, or Reports.

No. Dashboard metrics follow the user’s functional permissions and site scope. Adjusted Gross Profit and other profit values are available only with View Cost / Profit; the server does not send those profit values to unauthorized users. Needs Attention likewise returns only items whose operational screen the user is allowed to open, and its cards open the operation itself rather than duplicating a report.

The Organization Owner, Organization Admin, or a user with permitted user-management authority can manage organization users within the security rules.

The Organization Owner opens Account & Subscription and selects additional authorized payers. Those users can then see subscription pricing and the payment action.

Yes, when a valid minor-unit configuration exists for the product. Purchasing and wholesale remain whole-unit workflows under the current operating policy.

Yes. The product card has an optional Short Code. BudayrOS normalizes Latin letters to uppercase and prevents the same short code from being assigned to two products in the same organization. You can search by it in Products and POS; an exact POS short-code match is prioritized over ordinary text matches. The code appears subtly on the POS product card and is not printed on the customer receipt.

Sellable stock is separated from Expired / Quarantine, and sales availability checks eligible batches and sellable internal locations rather than relying on total internal quantity.

Use Customer Return, select the relevant pharmacy/shift, enter items and quantities, and choose the applicable settlement. Stock is returned according to batch and state rules.

A customer credit/voucher that can arise from supported return scenarios and remains traceable until it is used or otherwise resolved.

Yes when enabled for the organization. The Organization Owner can configure earning and redemption rules from the account page.

A user with Manage POS Promotions defines the supplier, active period, branches, products, sale-unit scope, and promotion type: Buy X Get Y Free or Percentage Discount with a positive minimum quantity that defaults to 1 and can be changed. Same Product qualifies each product separately, while Mix & Match combines eligible quantities within the same sale-unit scope. BudayrOS applies the eligible promotion automatically and blocks a manual line discount on a line covered by an active supplier promotion even before the promotion condition is fully met.

Offer available means an active promotion covers the line but its condition is not complete yet, and BudayrOS shows the remaining quantity when applicable. Offer applied means the free quantity or discount has actually been applied. After one Buy X Get Y Free cycle is complete, Next offer can appear when the next cycle starts qualifying. For Percentage Discount, reaching the minimum quantity applies the percentage to the full eligible quantity; the minimum is a threshold, not a repeating group. The customer receipt shows the promotion effect—discount and/or free quantity—but never product cost or the supplier-claim amount.

No. The promotion does not bypass the cost floor. Before completion, BudayrOS verifies that the customer's pre-VAT amount plus the supplier promotion claim is at least the cost of the quantity leaving stock. The supplier claim is not posted to Cash or Bank at sale time; it remains a separate supplier receivable until actual compensation. Returns and cancellations reverse the related claim. Supplier promotions are not applied to Corporate Credit, which permits only the payer-card company discount.

Enable Corporate Credit on the payer card, set the agreed company discount and credit days, and register beneficiaries. In POS choose Corporate Credit, select the payer and beneficiary, then enter the beneficiary share percentage for that visit. The beneficiary share is calculated from the total before the company discount, and the company discount is calculated from that same total. No other discounts or rewards are allowed, and the sale is rejected if the company discount would put any item below its cost.

Yes. Hold preserves the payer, beneficiary, and visit-specific beneficiary share but creates no receivable or company collection. On Resume, BudayrOS rechecks payer eligibility, beneficiary activity, stock, and cost, and refreshes the company discount from the payer card. If the discount changed while held, the current payer-card percentage is used before completion.

Use Corporate Receivables to filter by company name and review Company Paid, Pending Cheques, Balance Due, and Available to Collect, then record a Corporate Collection through Treasury, Bank, or Cheque and allocate it to invoices. When allocations are entered manually, Collection Amount follows the sum of Allocated Amount automatically. A posted Corporate cheque stays Cheque Pending: it reserves the invoice amount from Available to Collect but does not increase Company Paid or the Main Bank until Settle Cheque to Main Bank is completed on or after the Cheque Date. Company collections never enter the POS shift drawer.

Only as a full return, while the payer company has paid nothing and no payer-company cheque is pending. A posted company payment or a pending cheque blocks the return until the relevant collection is cancelled where permitted.

Configure the platform once under Accounts → Delivery Platforms. In POS choose Delivery Platform, enter the platform order number, and specify who delivers and how the customer pays. Online payment, and Cash on Delivery when the platform delivers, create a receivable from the platform without increasing pharmacy Cash or Bank immediately. Cash on Delivery with Pharmacy Delivery is collected as pharmacy Cash. Reconcile the actual bank payout, commission, fees, and statement adjustments in Platform Settlements.

No. The POS cost-floor rule is unchanged: the actual pharmacy selling price after pharmacy-funded discounts may not fall below cost. Platform commission and fees are recorded separately at settlement and never bypass the cost-floor check. A platform-funded discount is informational and does not reduce pharmacy sale revenue; a pharmacy-funded discount remains subject to the existing below-cost protection.

It groups POS operations into a controlled working period and supports financial closing, review, and shift-based reporting.

A Purchase Order records what you intend to buy. A Purchase Receipt records what was actually received into an authorized pharmacy or warehouse and posts stock/financial effects when completed.

Yes, if the user has Purchasing permission and operational access to that warehouse.

Enter the relevant batch and expiry details when receiving tracked products. They are then used by availability, expiry reporting, transfers, and traceability.

Post the Supplier Return first after selecting the supplier, site, products, batches and reason: Expired, Damaged or Other. Posting removes stock only; it does not reduce Supplier Payables. When the supplier issues a Credit Note, record its reference, date and amount from the return and mark it Received. Receiving it alone still does not change the Supplier Account. BudayrOS blocks duplicate Credit Note references for the same supplier/organization and prevents the total Credit Notes from exceeding the uncovered value of the return.

The Credit Note shows Credit Note Amount, Settled, and Outstanding. You can create multiple settlements until Outstanding reaches zero. Apply to Supplier Payables reduces the live Supplier Account balance; if the credit exceeds current payables, the remaining supplier credit carries forward against future purchases. Goods Compensation records physical replacement goods linked to that Credit Note. The posted compensation receipt increases stock and shows No Payable because it creates no supplier payable and no Cash/Bank movement. The two methods can be mixed across partial settlements. To cancel the original return later, cancel posted settlements first and then cancel the related Credit Note.

Yes. Low Stock / Reorder surfaces products that need replenishment according to available stock configuration and the user's scope.

Yes. When product and supplier are selected, BudayrOS looks for the latest posted Purchase Receipt for that same product and supplier and reuses the purchase price and, where the country uses it, the purchase-tax-per-unit value from the same receipt. Product defaults are used when no supplier history exists.

For the Egypt localization, purchase tax is a fixed amount per unit and applies to both paid and bonus units. Bonus units carry no supplier purchase price, but their purchase tax contributes to total purchase cost, which is spread across all received units.

No. Platform-level shared suppliers are country-scoped so an organization does not receive a shared supplier intended for another operating country.

Sellable stock can be used in normal sales. Expired / Quarantine is restricted internal stock and is excluded from sellable availability while remaining traceable.

If the quantity leaves the source Expired / Quarantine location, it arrives in the destination Expired / Quarantine location instead of becoming sellable.

To avoid an ambiguous source. Move the quantity you want into one internal location first, or perform separate movements by actual source.

Use it for legitimate stock corrections, stock counts, or opening balances. Record the reason, site, quantity and batch where applicable.

Use it when stock is consumed internally rather than sold. Minor-unit consumption is supported without forcing users to type fractional major-unit quantities.

Use the Expiry Report and the desired date horizon. The Operations Dashboard also shows an expiring-soon indicator for users with reporting access.

Create a Branch Stock Transfer, choose source/destination, product, quantity and batch where needed, then progress through dispatch/receipt according to permissions.

Yes. Relevant transfer records expose the internal source so you can distinguish Sellable, Expired / Quarantine, or another internal location.

Use the transfer workflow that matches the source and destination types. Each applies the appropriate site-access and stock-location rules.

No under the current policy. Minor units are for retail/customer sales; wholesale uses whole configured units.

Yes. Wholesale Return reverses the relevant wholesale stock movement within the user's authorized scope.

Users with Wholesale Collections permission can open Accounts → Wholesale Receivables to review invoice-level balances, returns, collected amounts and pending cheques. The same customer record is used for ordinary and wholesale sales.

Open Accounts → Wholesale Collections, choose the customer and amount, then allocate it to open wholesale invoices. Treasury and Bank collections post to the selected authorized financial account. A cheque reserves the allocated invoice balance while pending and affects the financial ledger only after it is settled to the organization's Main Bank. Budayr blocks cheque settlement before the Cheque Date.

Financial accounts, supplier accounts, cash expenses, supplier payments, account transfers and transaction history, subject to user permissions. Each organization has a central Organization Treasury and one shared Main Bank for branch sales, while each pharmacy and warehouse keeps its own site Treasury.

In Bahrain, Benefit posts to Main Bank immediately, and in Egypt InstaPay posts immediately. Card settles to Main Bank when the sales shift closes. A Card payment can be refunded back to Card only while the original sales shift is still open and never above the amount originally paid by Card. After that shift closes, the Card-funded share of any later return is issued automatically as Store Credit.

No. Cost/profit visibility is a separate permission so operational sales and stock access can be granted without exposing sensitive margin data.

BudayrOS follows the organization country profile. Bahrain can use VAT-aware workflows and the VAT Report when applicable. Egypt uses a final sale price without sales-VAT fields, fixed purchase tax per unit for purchasing, and does not use the VAT Report.

Not in the core operating workflows. Sales, purchases, returns, wholesale and finance use the organization currency to prevent mixed-currency operational totals.

The user needs Supplier Payments permission and access to the relevant account/site. Choose the supplier, source account and payment method. For a partial payment, enter the target Payment Total before using Load Outstanding Invoices; BudayrOS allocates that target oldest-first across invoices that still have Available to Pay. If Payment Total is left at zero before loading, BudayrOS targets the supplier’s full positive payable balance. Adding, editing or deleting allocations automatically synchronizes Payment Total to the sum of Allocated Amount, and posting is blocked if the totals differ or an allocation exceeds Available to Pay.

Not when the cheque is issued. Posting a Cheque payment creates an outstanding cheque and reserves the allocated amount from Available to Pay so the invoice is not paid twice, but the Supplier Account and Bank do not move yet. The cheque cannot be settled before its due date. On or after that date, Settle decreases the Bank and Supplier Account and settles the payment. If a later return or supplier credit reduces the live supplier balance below the cheque amount, settlement is blocked; cancel the outstanding cheque and issue a replacement for the current balance.

The claim is created by the sale and does not enter Cash/Bank at sale time. A user with Manage POS Promotions records the actual compensation: Cash or Bank Transfer moves the receiving financial account and requires Finance permission; Goods Compensation requires Purchasing permission and a real posted goods receipt, which shows No Payable; Supplier Credit Note requires the supplier reference and Finance permission and creates a real Supplier Account credit; Other uses no Cash/Bank account. BudayrOS allocates the settlement to open claims and blocks amounts above the supplier’s net open promotion position after returns, cancellations and prior settlements.

Use Account Transfers if you have permission. Cash can move from a pharmacy drawer, a branch Treasury, or a warehouse Treasury into the central Organization Treasury, subject to site scope. A direct transfer from an open-shift drawer also reduces that shift's expected cash.

Employees check in and later check out. If a shift crosses midnight, the full duration is attributed to the check-in day in attendance reporting.

Yes, for users with the required attendance/report permissions.

There is no central Reports menu; each report has one home only. Under Sales: Sales Period, Customer Returns, Profitability Analysis, Supplier Promotions & Funding, Corporate Receivables Aging, Wholesale Receivables Aging, and Delivery Platform Reconciliation. Under Purchasing: Purchase Period, Supplier Payables Aging, Supplier Returns & Credit Notes, and Supplier Account Statement & Reconciliation. Under Inventory: Product Movement, Expiry, Inventory Valuation & Stock Status, Low Stock / Reorder & Stockout, and Transfer & Stock Adjustment Audit. Under Accounts: VAT Report when applicable to the organization’s country and Financial Account Movement. Attendance Report remains under Attendance. Report visibility follows user permissions.

Yes for sensitive operations, allowing management to review who performed important actions and when within the organization.

15 complete days from the exact moment the organization is created under the current subscription policy.

Where configured, you can choose PayPro Global for a monthly auto-renewing subscription or a local transfer such as BenefitPay or InstaPay as a separate manual payment. A local transfer never auto-renews and submitting proof alone does not change access; the month starts only after the System Owner verifies receipt and approves it.

Budayr calculates the price server-side from the organization and active pharmacies/warehouses, sends that price in encrypted checkout settings, and also sends the organization's saved billing country so PayPro starts checkout in the correct billing jurisdiction instead of relying on the payer's IP address or browser session alone. Budayr also pre-fills PayPro with the saved Billing Email when available, otherwise with the authorized payer's email, so PayPro invoices and subscription notices go to the intended billing contact. Budayr grants no month until a verified PayPro webhook confirms a successful charge. Each verified successful monthly charge adds one full calendar month after any unused trial or paid time.

The System Owner can temporarily enable PayPro Test Checkout in the integration settings. Budayr then opens PayPro in Test Mode and records the verified webhook and transaction as a test. On the production Budayr URL, test payments do not grant real subscription access, and test renewal/failure/suspension lifecycle events are recorded without changing live access or live retry grace. Disable Test Checkout before accepting live payments.

PayPro Global starts monthly automatic renewal. If the number of active pharmacies or warehouses changes and therefore changes the monthly total, BudayrOS does not mutate the existing PayPro recurring price through PayPro's recurring-price API because that API cannot always preserve the exact customer-facing tax-inclusive total. Instead, Budayr stops the obsolete automatic renewal while preserving all already-paid time and asks an authorized payer to confirm a replacement PayPro subscription at the exact new total. The replacement payment adds one full month after any remaining paid time, then future automatic renewals continue at the new exact total without two recurring subscriptions being active at once. Local transfer remains manual and never auto-renews. The Organization Owner or an authorized payer can cancel PayPro automatic renewal directly from Account & Subscription; future rebills stop while already-paid Budayr access remains available until its existing expiry.

During PayPro's retry window, Budayr can keep temporary renewal grace until the configured deadline. If retries end and PayPro suspends the subscription, no new month is added; already-paid access is not retroactively removed.

BudayrOS provides a dedicated return URL that the System Owner can configure as PayPro's Thank-you Page Redirect. After checkout, the browser returns to Account & Subscription. The redirect never activates access or proves payment by itself; subscription changes always depend on the separately verified signed server webhook.

The System Owner can open Subscription Revenue & Settlement. It separates collections by captured billing country into Bahrain and foreign activity and shows the PayPro-reported amount before tax, tax collected, total paid by the customer, PayPro commission, net vendor-balance amount, approved local transfers and refunds/chargebacks when available. Vendor balance is not necessarily the final bank payout because withdrawal fees and account-level adjustments are separate.

At PayPro checkout, an eligible Egyptian B2B customer can choose Business purchase, enter the business name, and provide the TRN and UIN in PayPro's tax-ID field as instructed by PayPro. PayPro validates the business tax details and removes the checkout tax when the exemption is accepted. BudayrOS does not self-declare or calculate that exemption; the provider-confirmed checkout result is authoritative. If PayPro does not accept the tax IDs, the customer can follow PayPro's process for submitting a Tax Exemption Certificate.

By default, the management monitor excludes subscriptions whose captured billing country is outside Bahrain and keeps them visible in the foreign-revenue reporting instead of automatically combining them with Bahrain subscriptions. This is an administrative classification aid, not a final tax determination, especially when a Merchant of Record is involved; final legal and accounting treatment should be confirmed professionally.

Under the current pricing model, users are unlimited and not billed separately; pricing is based on the organization and active sites defined by the country profile.

No. Archived sites are excluded from active-site pricing under the current model.

They should not. Tenant isolation and site-scoped rules keep operational data within the user's organization and authorized scope.

Yes. Account & Subscription provides the Organization Owner with a download of organization business data and attachments. User passwords, card data and payment-provider credentials are excluded, and BudayrOS does not retain a permanent organization backup after preparing the download. The owner is responsible for storing the downloaded file securely.

Yes. Reset is available to the Organization Owner whether or not the organization has paid before, provided no subscription payment is pending or authorized. All user accounts and operational data are permanently deleted; BudayrOS internally retains only the inactive organization name and subscription/payment records required for billing, reconciliation, and financial reporting.

The role, functional permission, or operational site scope is probably different. Ask an Organization Admin to review Users & Access.

A site outside your operational scope is intentionally unavailable for actions that require access to that site.

The quantity may be in Expired / Quarantine, split across internal locations, or held in a batch that is not eligible for the operation. Review Stock Balance and the actual batch location.

Pricing and payment are shown only to the Organization Owner and users explicitly authorized to pay.

The organization's country localization may not use it. Egypt, for example, does not use the VAT Report, while Bahrain can expose it according to the country profile and required VAT-registration state.

Open the BudayrOS User Guide, then choose the task from the table of contents or search within the guide.