Minfos best practice is to use the Stock Transfer process to track and monitor out of date stock, damaged stock and theft. This allows you to record a dollar value, where the supplier/company will not provide a credit.

The following process will not affect your gross profit in Minfos as you will be taking the stock out of your system at cost price and will allow you print off a dollar amount each month, quarter or year.

Your pharmacy may choose to record all damaged or dated stock in bulk (under a single A.R. Customer), or track the loss per supplier (by creating A.R. Customer records for each supplier of damaged or dated stock). 

Add an A.R. Customer

The first step of this process is to create an A.R. Customer record to transfer the expired or damaged stock to. To track each supplier separately, you will need to add multiple A.R. Customers.

From Stock Manager:

1. Click the Maintenance menu and select 4. A.R. Customers.

The Customer Maintenance window is displayed.

2. Ensure the required customer does not already exist.

3. Click Add.

4. The A.R. Customer Entry window is displayed, with the Details tab active.

a. Enter a Code for the A.R. Customer e.g. OOD.

b. Enter a Name for the A.R. Customer e.g. Out of Date Stock.

c. Click the Category 1 drop down box and select P. Pharmacy.

d. Click OK to save.

4. The A.R. Customer Entry window is displayed, continue to add any other required A.R. Customers.

5. Click Cancel to close the A.R. Customer Entry window.

6. Click Cancel to close the Customer Maintenance window.
 

Create a transfer

From Stock Manager:

1. Click the Transfer menu and select 1. Transfers.

The Transfer Maintenance window is displayed.

2. Click Add.

The Transfer Entry window is displayed.

3. Enter the following information:

a. In the Invoice to field type the customer code or name – e.g. OOD.

b. The Invoice Date field will default to the day the transfer is created.

c. Use the Description field to enter the company name.

d. Use the Reference field to enter the staff members name completing the transfer.

e. Do not add GST is recommended to be checked as the store will not receive GST income for this transfer.

f. Select Add to add the products to the transfer.

The Transfer Detail Entry window is displayed.

4. When Adding the products:

a. Scan or enter the name of the product.

b. Enter the quantity that needs to be transferred out. This is a positive quantity.

c. The unit cost will automatically populate, this is the last invoiced cost, update if required.

d. The Total (Inc. GST) will automatically populate.

5. Click Okay to save the product.

6. The Transfer Detail Entry window is displayed, repeat steps 4a to 5.

7. Once all products have been added, click Cancel.

The Transfer Entry window is displayed.

8. Click Okay to save the transfer.

9. The Transfer Maintenance window is displayed.

a. Highlight the transfer.

b. Click Print if a packing slip is required – this contains the preferred suppliers PDE information.

c. Click Complete – this will complete the transfer, remove the stock from the stock on hand quantity and add the total dollar amount to the A.R. Customer in Receivables. The transfer is viewable by checking the completed check box.

The Transfer Complete window is displayed.

10. Click Yes to complete the transfer or click No to return to Transfer Maintenance.

Print the invoice

1. From the Transfer Maintenance window check the Completed check box.

2. Highlight the required transfer.

3. Click on Print Invoice.

Minfos Print Manager is displayed.

4. Click Print.
 

Age AR Accounts and Print Statements

From the Minfos Launch Pad:

1. Click the Receivables icon.

2. Click the Functions menu and select 1. Statements, then select 1. Statements.

3. The Customer Statements window is displayed.

a. Check the date in the Statement Date – alter if required.

b. Check the Continue check-box.

c. Select Okay.

The Processing window is displayed, and you are returned to Minfos Receivables when the accounts have aged.

4. Click the Functions menu and select 2. Reprint Statements.

5. The Re-Print Statements window is displayed.

a. Leave the From Customer and To Customer as the default.

b. Change the Statement Date value, if required.

c. Check the Filter by Category check-box.

d. Change the Category value to P. Pharmacy.

e. Click Okay to continue.

The AR Customer statements are displayed.

6. Click Print.

The amount on the statement is the total outstanding for the month, including any opening balances e.g. the amount carried over from previous months.
 

Process an AR Customer Payment

Note: If your store uses Minfos Accounting, confirm with your bookkeeper or Accountant before actioning the following process.

1. Click the Receivables icon.

2. Click the Banking menu and select 2. Deposits.

The Deposits window is displayed.

3. Click Add to process a payment.

4. The Receipt Entry window is displayed.

a. Search and select Customer e.g. Out of Date Stock.

b. Invoices: Double click each invoice to change the selection from 0 Don’t Pay to 1 Pay.

c. Click < Total to update the Amount(s) field or enter the amount manually.

5. Click Okay.

The Deposits window is displayed.

6. Click Okay to save banking.

7. Select Yes to save banking and pay the AR Customer account.