Purchase Orders

Pro: Distributor Orders is a Full plan feature. On the free or trial plan the screen shows a lock and a message saying "This is a Full-plan feature", with an "Upgrade - contact us" button that emails info@entyti.com. To upgrade, write to info@entyti.com.

What you can do here

• Build a new order for one distributor, line by line.
• Fill the order in one tap with everything that is running low in your shop, with a suggested quantity for each item.
• Put an expected rate against each item, or leave it blank so the distributor tells you the price.
• See an approximate total of the order before you save it.
• Save the order. The app gives it an order number of its own.
• Send the order to the distributor on WhatsApp, with the item list already typed for you.
• Send the same order again on WhatsApp if he did not reply.
• See all your past orders, newest first, with their status.
• When the goods arrive, tap Receive Stock and the bill entry screen opens already filled with the ordered items, ready for you to check and save.

Where to find it

In the left menu, tap Distributor Orders (the clipboard icon). The screen has two parts, one above the other: New Order at the top, and Your Orders below it.

Make a new order

Steps

1. Tap Distributor Orders in the menu.
2. In the New Order card, open Distributor * and pick the distributor you want to order from. This is compulsory.
3. In the first line, open Product and pick the medicine. The list shows the product name, and the generic name in brackets if you have saved one.
4. In Qty, type how many you want. It must be more than 0.
5. In Expected rate ₹, type the rate per pack you expect to pay. You can leave this blank if you do not know the rate. The distributor confirms the price later.
6. Tap Add line to add the next item, and repeat steps 3 to 5.
7. To delete a line you added by mistake, tap the small bin icon at the end of that line.
8. Check the Approx amount shown near the bottom right.
9. Tap Save Order.

Good to know

• The order number is given by the app, not typed by you. After saving you see a message like "Order #4 saved, 3 items. Now send it on WhatsApp."
• Order numbers run in one series for your shop, starting from 1.
• After saving, the New Order form clears itself so you can start the next order.
• Approx is only shown when at least one line has both a quantity and an expected rate. It is quantity times expected rate, added up. It is an estimate, not a bill.
• You cannot delete the last remaining line. The bin icon is faded when only one line is left.
• If nothing is picked, the app tells you what is missing before saving: "Pick a distributor first", "Add at least one item to order", "Line 2: pick a product", "Line 2: qty must be a number > 0", or "Line 2: expected rate must be a number ≥ 0".
• Fully empty lines at the bottom are ignored. Only lines with a product are saved. A line where you typed a quantity but did not pick a product is not ignored: the app stops you with "Line 2: pick a product" until you fix it or clear the quantity.
• If you have not added any distributor yet, a message in yellow tells you to add one on the Purchases page first, using the New button next to the supplier name box.
• The Save Order button stays switched off if you have no products in your inventory yet.

Fill the order from low stock automatically

Steps

1. In the New Order card, tap Add low-stock items (top right of the card).
2. Wait a moment while the app checks your stock.
3. Look at the lines that appear. Each one already has the product and a suggested quantity.
4. Change any quantity you do not agree with, and add expected rates if you know them.
5. Pick the Distributor * if you have not already.
6. Tap Save Order.

Good to know

• The app uses the same low-stock working as the daily checklist on your dashboard, so the same products qualify. The dashboard card only shows a short list, while this button brings in many more, so you may see items here that the dashboard did not have room for.
• The suggested quantity tops you up to twice your reorder level, and is never less than 1. Set a sensible reorder level on each product to get sensible suggestions.
• A product with its reorder level left at 0 never appears here. The app treats that as a product you deliberately do not stock.
• Products already sitting in the order are not added twice.
• Blank lines are cleared away when the low-stock items are added.
• If nothing is low, you see "Nothing is low on stock right now" and no lines are added.
• It brings in up to 50 low-stock items at a time.
• These are suggestions only. Nothing is ordered and nothing is sent until you tap Save Order and then send it.

Send the order to the distributor on WhatsApp

Steps

1. Scroll down to Your Orders.
2. Find the order you want and tap Send on WhatsApp.
3. WhatsApp opens in a new tab or in the WhatsApp app, with the message already typed.
4. Check the message and press send inside WhatsApp.
5. Come back to the app. The order now shows the orange badge Sent to distributor.

Good to know

• The message contains your shop name, the order number, the numbered item list with quantities, the expected rate where you filled one in, and a line asking the distributor to confirm price and delivery.
• The app opens WhatsApp for you, but it does not press send. You always send the message yourself from your own number, so the distributor sees it coming from you.
• If the distributor has a phone number saved against him, WhatsApp opens straight on his chat. A plain 10-digit Indian number is handled for you.
• If no phone number is saved, WhatsApp still opens with the message ready and you pick the contact yourself. The button tip tells you this.
• The status flips to Sent to distributor only the first time. After that the button reads Send again, and you can share the same order as many times as you like without anything changing.

Mark an order as received and enter the bill

Steps

1. When the goods reach the shop, open Distributor Orders.
2. Find the order and tap Receive Stock.
3. The app takes you to the Purchases screen. The supplier, today's date and all the ordered items are already filled in.
4. Now compare with the paper bill in your hand. Fill in Bill No, correct the Bill Date if needed, and for every line fill in Batch, Expiry, MRP, any Free scheme units, and correct the rate and quantity to match the bill.
5. Add or remove lines if the distributor sent something different from what you ordered.
6. Save the purchase on that screen.

Good to know

• This is the only step that changes your stock. An order by itself never adds stock. Only saving the bill on the Purchases screen does.
• Batch number, expiry date and MRP are deliberately left blank. They must come off the physical bill, so you have to type them.
• The quantity is copied from the order and the rate is copied from your expected rate if you filled one in. Both are only a starting point. Always correct them to the actual bill.
• Free or scheme units start at 0. Set them from the bill, because free units also go into stock.
• Once you tap Receive Stock, the order gets the green badge Stock received and its buttons disappear. Received is final. You cannot send it again or receive it twice.
• If the delivery came in two parts, or the goods have not arrived yet, do not tap Receive Stock. Leave the order as it is until you have the bill.
• You can still enter a purchase bill directly on the Purchases screen without any order. Orders are only a planning help.

Read the orders list

Orders are shown newest first, up to the last 100 orders. Each card shows the order number, the status badge, the distributor name, the date it was created, the number of items, the approximate value if you had entered expected rates, and then every item with its quantity and expected rate.

Common questions

Is a Distributor Order the same as recording a purchase? No. A Distributor Order is a request: this is what I want. Recording a purchase on the Purchases screen is the bill: this is what actually came, with batch, expiry and MRP. Only the purchase changes your stock.

Does saving an order change my stock or my stock value? No. Never. An order only sits in this list until you receive the goods and save the bill.

Does the app send the WhatsApp message by itself? No. It opens WhatsApp with the message typed in. You press send.

Can I edit an order after saving it? There is no edit button on a saved order. Save a fresh order with the correct items and send that one instead.

Can I delete an order? There is no delete button on this screen.

The distributor sent a different quantity than I ordered. What do I do? Tap Receive Stock anyway, then correct the quantities and rates on the Purchases screen to match the paper bill before you save. The bill is what counts.

I forgot to put an expected rate. Is that a problem? No. Leave it blank. The line then shows only the quantity, the WhatsApp message shows only the quantity, and the distributor confirms the price. You will type the real rate when you enter the bill.

I ordered on the phone, not on WhatsApp. Can I still use this? Yes. Save the order for your record, and when the goods arrive tap Receive Stock directly. You do not have to send it on WhatsApp first.

Why is my screen showing a lock instead of the order form? Distributor Orders is on the Full plan. Pro: tap the Upgrade - contact us button, or write to info@entyti.com.

I am on the trial. Can I save orders? No. The trial does not open this screen. Distributor Orders is on the Full plan only, so a trial shop sees the same lock as a free shop, before and after the trial ends. Write to info@entyti.com.

The screen says "Could not load data". Tap Retry. If it keeps failing, check your internet. This screen needs a connection, it does not work offline.

Can I order something that is not in my product list? Not from this screen. The product box only shows products already in your inventory. Add the product to inventory first, then order it.