Licences and documents with expiry reminders

Inspectors ask for the licence; renewals have dates; the invoice must carry the licence numbers. Settings → Documents keeps all of it together and reminds you ahead of expiry.

Add a document

1. Settings → Documents → Add document (web) or More → Documents & licences → + (app).
2. Choose the type: Drug licence Form 20 or 21 (retail), 20B/21B (wholesale), GST certificate, FSSAI, Shop & Establishment, Trade licence, Pharmacist registration, Schedule X licence, or Other.
3. Enter the title, number, issuing authority, issued on and expires on. Leave the expiry empty for documents that do not expire.
4. Set Remind before in days; 30 or 60 is usual.
5. If the document belongs to one store, pick the store; otherwise it covers the company.
6. Save, then attach the scan.

Attach a scan

• Web: open the document and choose Upload file. PDF, PNG or JPEG, up to 5 MB.
• App: open the document and choose Take photo or Choose photo. The phone's camera is the fastest way to capture the licence hanging behind the counter.

What the system does with them

• The Form 20 and Form 21 numbers print on every invoice as LICENSE 20 / LICENSE 21, as the Drugs & Cosmetics Rules require.
• A Schedule X licence on file is what allows Schedule X medicines to be billed at all.
• The pharmacist registration is checked for expiry like any other document.
• A reminder goes out by email and in-app notification when a document enters its remind window, and again on expiry. The Dashboard shows an alert too.

Common mistakes

• Typing the licence number with spaces or in lower case. Enter it exactly as printed; it goes onto the invoice as typed.
• One document for all stores when each store has its own licence. Add one per store and pick the store, so the right number prints at each counter.