BudayrOS User Guide

Create the organization and start the trial

1. Choose Create account from the public site.
2. Enter your name, login, owner email and organization details.
3. Choose the real operating country carefully; it drives currency, local payment method, tax model and the local subscription profile.
4. Enter the 6-digit code sent to the owner email, then choose the account password.
5. After the email is verified, BudayrOS creates the organization, starts the trial, and opens the Organization Setup Guide.

Tenant users cannot change the country or base currency after organization creation. If the wrong country was selected, contact Support before starting operations.

Watch the tutorial: Create your organization and start the trial

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.

Watch the tutorial: Add a pharmacy or warehouse

Create a user and define operating scope

1. Open Users & Access.
2. Create the user and enter name/login details, or select an existing user to edit their name or login.
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.

Read the Dashboard according to permissions

1. Open the Dashboard after sign-in; not every card is shown to every user.
2. Review only the metrics allowed by your functional permissions and operational site scope.
3. Adjusted Gross Profit and profit in branch comparison require View Cost / Profit. Without that permission, the server does not send those values to the session.
4. Use Needs Attention for actionable items such as supplier promotion claims, returns awaiting Credit Notes, unsettled Credit Notes, supplier payables and due cheques, subject to your permissions.
5. Click an attention card to open the operational screen that needs action. The Dashboard is not a second home for reports.

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 the pharmacy uses a fast shorthand for the product, enter it in Short Code, for example S3 or BP. It is optional and unique within the organization, and it does not replace a barcode or regulatory registration number.
4. If retail sales use a minor unit, configure the minor unit and its quantity inside the major unit.
5. 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 template from inside the organization; Budayr chooses pricing columns for the organization country and currency.
3. Enter the major-unit purchase price before tax only. Do not enter inventory cost or a tax-inclusive purchase price.
4. If the country uses a fixed purchase-tax amount per unit, enter it in the separate tax column. VAT-based countries use the separate VAT Rate.
5. In Bahrain, enter either sale price before VAT or sale price including VAT; Budayr calculates the missing value and validates both when both are supplied.
6. For minor units, enter the number of minor units per major unit. There is no minor-price column; Budayr derives it from the major sale price and conversion factor.
7. Upload the file. Large files are queued for background processing, so you can close the page and return later to review progress, processed rows and row issues. Budayr blocks accidental resubmission of the exact same file. Opening Stock creates its draft Stock Adjustment after background processing finishes and derives opening valuation internally from purchase price and tax rules before posting.

Configure product price and tax for the country

1. In Bahrain, use sale-price and VAT fields according to the organization's configuration.
2. In Egypt, enter the final sale price directly; sales-VAT fields are not used for the product.
3. For Egypt purchasing, enter Default Purchase Price and Default Purchase Tax per Unit where needed.
4. After posted receipts exist, review Last Actual Purchase by Supplier on the product when needed.

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. Select supplier and product; BudayrOS reuses the latest posted purchase price for the same supplier/product and, where applicable, purchase tax per unit from that same receipt.
4. Enter paid quantity, bonus quantity, purchase cost and the country-specific purchase tax fields.
5. Enter batch and expiry for tracked products.
6. Review and post; stock and financial effects are applied according to the document state.

Egypt: total purchase tax = (paid quantity + bonus quantity) × purchase tax per unit. Bonus carries zero supplier purchase price, but its purchase tax is included in inventory cost.

Return goods to a supplier and process the Credit Note

1. Open Supplier Returns and choose supplier, site and reason: Expired, Damaged or Other.
2. Select products, quantities and batches, then post the return. Stock leaves the site, but no Supplier Account credit is created yet.
3. After the supplier issues the Credit Note, record it from the return and enter its reference, date and amount. BudayrOS blocks a duplicate reference for the same supplier/organization and blocks amounts above the return value not already covered by another Credit Note.
4. Choose Mark Received. Received confirms that the supplier document arrived; it still does not reduce Supplier Payables or move Cash/Bank.
5. Review Credit Note Amount, Settled and Outstanding. Create partial or full settlements until Outstanding reaches zero.
6. Apply to Supplier Payables reduces the Supplier Account. If the credit exceeds current payables, the remaining supplier credit carries forward against future purchases.
7. For Goods Compensation, use Record Goods Receipt and enter products, normal cost, batch and expiry. Posting increases inventory, links the receipt automatically, returns to the settlement, and shows No Payable.
8. You may mix both methods across multiple settlements for the same Credit Note. Neither method moves Cash/Bank.
9. To reverse the workflow, cancel posted settlements first, then cancel the Credit Note, then the Supplier Return. A posted compensation receipt linked to a posted settlement cannot be cancelled until that settlement is cancelled.

Supplier Return permission controls the return/Credit Note workflow. Applying credit to payables also requires Finance / Accounts; Goods Compensation also requires Purchasing.

Make a retail POS sale

1. Ensure the pharmacy has an open shift when required.
2. Open POS and search by product name or Short Code, or scan the barcode. An exact short-code match is prioritized in the results.
3. Enter quantity; use the minor unit only when configured.
4. Review sellable availability; Expired / Quarantine is excluded.
5. Choose payment method. The local method is labeled Benefit for Bahrain and InstaPay for Egypt according to the country profile.
6. Complete payment and post the sale.

Benefit in Bahrain and InstaPay in Egypt post to Main Bank immediately. Card is settled to Main Bank only when the sales shift closes, using the shift's net Card sales less Card refunds.

Create a supplier-funded POS promotion

1. Ensure the user has Manage POS Promotions.
2. Open Sales → POS Promotions and create a promotion.
3. Select the supplier, start/end time, branches, eligible products, and sale-unit scope.
4. Choose Buy X Get Y Free and enter the paid/free quantities, or choose Percentage Discount and set Minimum Quantity; it must be positive and defaults to 1.
5. Use Same Product to qualify each product separately, or Mix & Match to qualify the combined eligible quantity within the same sale-unit scope.
6. Review and activate the promotion. Active or closed agreement terms are immutable; close the old agreement and create a new one when terms change.
7. In POS, Offer available can appear before the condition is complete, Offer applied appears after the free quantity/discount is applied, and Next offer can appear when the next Buy/Get cycle starts qualifying.
8. Do not add a manual line discount to a line covered by an active supplier promotion. A held sale is revalidated when resumed.

Supplier promotions are excluded from Corporate Credit, and overlapping promotions for the same product/branch/time are blocked. The customer receipt shows the promotion effect, but never product cost or the supplier claim.

Settle supplier promotion claims

1. Open Accounts → Supplier Promotion Claims to review sale-created claims after any reversals from returns or cancellations.
2. When the supplier actually compensates the pharmacy, create a Supplier Promotion Settlement and enter the supplier, amount and compensation type.
3. Cash or Bank Transfer: select the account that actually received the compensation. Treasury/Bank moves only when the settlement is posted and Finance permission is required.
4. Goods Compensation: use Record Goods Receipt and enter normal inventory cost/value, batch and expiry. Posting links the receipt automatically and returns to the settlement; inventory increases, the receipt shows No Payable, and no supplier payable is created.
5. Supplier Credit Note: enter the supplier’s Credit Note number in Reference. Posting creates a real Supplier Account credit that reduces the balance available to pay, with no Cash/Bank movement.
6. Other: select no Cash/Bank account and retain the supporting reference/notes for the documented settlement.
7. BudayrOS allocates the settlement against the oldest open claims and blocks an amount above the supplier’s net open position after returns, cancellations and previous settlements.

All settlement types require Manage POS Promotions. Cash/Bank or Supplier Credit Note also requires Finance / Accounts; Goods Compensation also requires Purchasing.

Make a Corporate Credit sale in POS

1. First enable Corporate Credit on the payer card and register the beneficiary.
2. Add products in POS, then choose Corporate Credit.
3. Search for the payer company and select its registered beneficiary.
4. Enter the beneficiary share percentage communicated for this visit; no default share is stored on the company.
5. Review the company discount loaded automatically from the payer card. Both the beneficiary share and company discount are calculated from the gross total before the company discount. Do not add line discounts, another invoice discount, or rewards.
6. Collect only the beneficiary amount calculated by BudayrOS. The remaining amount becomes the company receivable with its due date.

If the company discount would put any item below cost, BudayrOS rejects the sale and does not reduce the agreed discount automatically.

Hold and resume a Corporate Credit sale

1. After selecting payer, beneficiary, and beneficiary share, choose Hold when the transaction must pause.
2. Holding the sale creates no company receivable, financial movement, or collection.
3. Later open held sales and choose Resume.
4. BudayrOS rechecks payer eligibility, beneficiary activity, stock, and cost.
5. The current company discount is refreshed from the payer card. If it changed while held, the current percentage applies before completion.
6. Correct any condition that is no longer valid, then complete the sale or cancel the hold.

Collect a Corporate Credit balance

1. Open Corporate Receivables and filter by company name when needed.
2. Review open invoices, company share, payments, and balance due.
3. Create a collection in Corporate Collections and select the payer and amount.
4. Use Treasury, Bank, or Cheque. Company collections never enter the POS shift drawer.
5. Allocate the amount to invoices and post the collection.

Return a Corporate Credit invoice

1. Locate the original Corporate Credit invoice.
2. Partial return is not allowed; the return must cover the entire invoice.
3. Confirm the payer company has paid nothing toward its share. Any posted company collection, even partial, blocks the return.
4. For an allowed return, the unpaid company receivable is reversed and only the beneficiary-paid amount is handled under the refund rules.

Record a Customer Return

1. Open Customer Returns and locate the original sales receipt.
2. Select the returned products, quantities and reason.
3. If the receipt was paid wholly or partly by Card and the original sales shift is still open, Card may be refunded only up to the remaining amount originally paid by Card; select another method for any excess.
4. After the original sales shift closes, Card refund is disabled. BudayrOS calculates the Card-funded share of the return from the original payment mix on a cumulative basis and issues that share automatically as Store Credit; the remaining amount can use any selected non-Card refund method.
5. Review the refund breakdown 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. The default Wholesale price comes from the product Default Purchase Price, not from purchase history. In Bahrain the configured product VAT is added normally, so the default final Wholesale price equals the Default Purchase Price including VAT. In Egypt the configured Default Purchase Tax per Unit is included directly in the default Wholesale Sale Price because sales VAT is disabled.
5. 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.

Review a wholesale customer account

1. Open Accounts → Wholesale Receivables.
2. Filter by customer to review invoice-level totals, returns, collections, pending cheques and balance due.
3. The ordinary customer card remains the single customer master and can show the customer's aggregate wholesale balance.

These screens require the separate Wholesale Collections permission; Wholesale Sales permission alone does not grant money-collection authority.

Collect a wholesale customer balance

1. Open Accounts → Wholesale Collections and create a collection.
2. Choose the customer, amount and method: Treasury, Bank or Cheque.
3. Use Load & Allocate Open Invoices to allocate an entered Collection Amount oldest-first; adjust allocations before posting if needed. If you build allocations manually, Budayr updates Collection Amount automatically to the sum of Allocated Amount, and immediately shows the amount available before this collection and the expected balance after it.
4. Treasury/Bank collections post to the authorized receiving account. A cheque remains pending and does not increase a financial account until Settle Cheque to Main Bank is completed; Budayr blocks settlement before the Cheque Date.

Wholesale collections never post to a POS cash drawer. A wholesale return is also blocked if it would reduce the invoice below amounts already collected or reserved by a pending cheque.

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 by Cash, Bank or Cheque

1. Open Supplier Payments and ensure you have Supplier Payments permission.
2. Choose the supplier, Supplier Account, site, payment method and the permitted source account.
3. For a partial payment, enter the target Payment Total, then use Load Outstanding Invoices. BudayrOS allocates that amount oldest-first across invoices with Available to Pay. If Payment Total is left at zero before loading, BudayrOS targets the full positive supplier balance currently payable.
4. You may edit allocations manually. Adding, changing or deleting an allocation synchronizes Payment Total to the sum of Allocated Amount. Posting is blocked if the totals differ or an allocation exceeds Available to Pay.
5. For Cash or Bank, the financial account and Supplier Account move when the payment is posted.
6. For Cheque, enter cheque number, issue date and due date. Posting creates an outstanding cheque and reserves the allocated amounts from Available to Pay, but it does not reduce the Bank or Supplier Account yet.
7. On or after the due date, open Supplier Cheques and choose Settle. Only then are Bank and Supplier Account reduced and the payment settled.
8. If a return or later supplier credit lowers the live supplier balance below the cheque amount before settlement, BudayrOS blocks settlement; cancel the outstanding cheque and issue a replacement for the current balance.

Transfer between financial accounts

1. Open Account Transfers.
2. Choose a permitted source such as a pharmacy drawer, branch Treasury, or warehouse Treasury.
3. Choose the destination; the central Organization Treasury is available for consolidating cash from sites.
4. Enter amount and reference, then confirm after checking balances and authority.

Review local tax

1. Confirm the organization's operating country.
2. In Bahrain, open the VAT Report when available under the country profile and VAT-registration state, choose the period/scope, and review sales, purchases and tax.
3. In Egypt, do not use the VAT Report; use purchase reports to review purchase tax per unit and total purchase tax while sales reports show final sale prices.
4. Use the reports 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.

Open each report from its single home

1. There is no central Reports menu. Open the operational section that owns the report.
2. Sales: Sales Period, Customer Returns, Profitability Analysis, Supplier Promotions & Funding, Corporate Receivables Aging, Wholesale Receivables Aging, and Delivery Platform Reconciliation.
3. Purchasing: Purchase Period, Supplier Payables Aging, Supplier Returns & Credit Notes, and Supplier Account Statement & Reconciliation.
4. Inventory: Product Movement, Expiry, Inventory Valuation & Stock Status, Low Stock / Reorder & Stockout, and Transfer & Stock Adjustment Audit.
5. Accounts: VAT Report when applicable to the organization country and Financial Account Movement. Attendance Report remains under Attendance.
6. Set period, site, supplier and other filters. Profitability Analysis includes supplier promotion funding in Adjusted Revenue, Adjusted Gross Profit and Adjusted Margin; the later settlement date does not change the economics of the original sale.
7. Report visibility and cost/profit values follow user permissions.

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 with PayPro Global and enable automatic renewal

1. Open Account & Subscription as the Organization Owner or an authorized payer.
2. Review the calculated price in the organization currency; it is based on the organization plus active pharmacies and warehouses, while users are unlimited.
3. Choose Pay with PayPro Global — Auto-renew. Budayr sends the organization's saved billing country and, when available, its saved Billing Email; otherwise it sends the authorized payer's email. Verify that the country, currency and email are correct before continuing.
4. Complete payment on the hosted checkout. BudayrOS does not store your card details or payment-provider secrets.
5. Wait for the verified payment webhook. A successful charge adds one full calendar month after any unused trial or paid time and links the subscription to monthly automatic renewal.
6. If active billed sites change and therefore change the monthly total, BudayrOS does not use PayPro's recurring-price mutation API because PayPro confirmed that its rounding cannot always preserve an exact tax-inclusive customer total. Budayr first stops the obsolete automatic renewal, preserves every already-paid minute, and then shows an Account & Subscription action to confirm a replacement PayPro subscription at the exact new customer-facing total. The replacement charge adds one full month after the remaining paid period, and only the replacement subscription continues future automatic renewals. If a recurring charge fails, temporary retry grace may apply while PayPro retries collection.

To move back to local transfer later, use Cancel Automatic Renewal on Account & Subscription first. Budayr terminates future PayPro rebills while preserving already-paid access until its current expiry. The System Owner can test the integration with PayPro Test Checkout; Budayr never retires a live PayPro subscription for plan replacement while Test Checkout is enabled. Disable Test Checkout before accepting live payments or replacing a live subscription.

Return after checkout and review revenue/settlement

1. The System Owner copies the Thank-you Return URL shown in PayPro Global Integration and configures it for the Fulfilled scenario in the PayPro thank-you page template.
2. After checkout the browser returns to Account & Subscription with a server-verification message. Never use the return page itself to activate a subscription; the signed Webhook/IPN remains authoritative.
3. For financial review, open Subscription Revenue & Settlement from System Owner control and select the period.
4. Review Bahrain and foreign collections separately, plus PayPro-collected tax, PayPro commission, vendor-balance movement, refunds/chargebacks and approved local transfers.
5. If commission or vendor-balance details are still pending, use Sync PayPro Financial Details. Vendor balance is not the final bank payout; payout/withdrawal fees and later account-level adjustments are separate.

The Bahrain VAT registration-threshold monitor excludes foreign-billing subscriptions by default, but it remains a management aid rather than a final tax or accounting determination.

Pay by local transfer — manual option

1. Open Account & Subscription as the Organization Owner or an authorized payer.
2. Choose the local-transfer option when it is configured for your country.
3. Transfer the exact displayed amount using the local method and destination, such as BenefitPay or InstaPay according to the country profile.
4. Enter the transfer reference, upload a JPG/JPEG or PNG payment screenshot (maximum 2 MB), and submit it for verification.
5. The request remains Pending Verification and access does not change until the System Owner verifies receipt and approves the payment.
6. After approval, review Access Granted Until and the local-transfer history. This payment never creates automatic renewal.

Download an organization backup

1. Sign in as the Organization Owner.
2. Open Account & Subscription.
3. Under Organization Data Backup, choose Download Organization Backup.
4. After download, store the file on an external drive or another secure location you control.
5. Keep the file unchanged if you may later request a supported restore.

The backup contains organization business data and attachments but excludes user passwords, card data and payment-provider credentials. BudayrOS does not retain this as a permanent owner backup.

Reset organization data and start over

1. Sign in as the Organization Owner.
2. Open Reset & Delete Organization Data from Account & Subscription. It remains available to previously paid organizations unless a subscription payment is pending or authorized.
3. Read the permanent-deletion warning and the internal billing-retention boundary carefully.
4. Check the acknowledgement box and type DELETE.
5. Confirm only when certain; all users and operational data are deleted and you are signed out.

BudayrOS retains only the inactive organization name and subscription/payment records required for financial history. Do not use reset as a substitute for backup.

Recover the Organization Owner account

1. From the login flow, open Organization Owner account recovery.
2. Enter the requested account details.
3. Open the recovery email sent to the registered recovery address.
4. Use the link to set a new password and sign in again.

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.