How to use Nexcod POS

Getting StartedFirst-time setup before you start billing. 4 steps

1. Open Settings (More menu › Settings, or the Settings button on the dashboard) and fill your store name, address, GSTIN, phone and logo. This information prints on every bill.
2. Choose your invoice theme (Nexcod 1 / 2 / 3) and paper size (A4 / thermal 80mm / 58mm) in Settings.
3. Add your opening stock: go to Inventory › + Add Product, or bulk-upload with Import Excel.
4. You are ready. Press New Bill on the dashboard to start selling.

DashboardYour daily control centre. 3 steps

1. The coloured quick-action buttons jump straight to New Bill, Add Purchase, Add Payment, Add Product, Reports, Staff Management, Settings and more.
2. The health strip shows Near-Expiry, Expired Batches, Low Stock, Out of Stock, Pending Collection and Pending Payment, click any tile to see the list.
3. Today’s Sales and recent activity are shown so you always know the day’s position at a glance.

Billing / POSCreate a GST bill in seconds. 11 steps

1. Press New Bill. In the search box type the product name, salt/composition or scan the barcode. Suggestions appear as a compact list, click one (or press Enter) to add it.
2. A box opens for the medicine you picked. Choose the batch you are handing over (the list shows the expiry, how many are left and that batch's MRP), then set how many and press Add to bill.
3. Quantity is counted in tablets, not strips. A strip of 10 and you type 15, the software shows 1.5 strips and charges one and a half strips' worth. Selling 5 out of a strip? Type 5. Nothing to switch, nothing to work out.
4. You can type in the STRIPS box instead if that is easier: type 2 and the tablet count fills in by itself. Both boxes always agree.
5. For a syrup, cream or anything sold whole, there is nothing to divide: type 1 for one bottle.
6. Change the rate or add a per-item discount % if you need to. GST is worked out for you (CGST/SGST for your own state, IGST for another state).
7. Add a customer and doctor (optional), start typing to pick from your saved list, or add new on the fly.
8. Apply a bill-level discount and choose payment: Cash, UPI, Card, Credit (Due), or Split across modes.
9. Press Save (or F9). The bill is stored, stock comes off the batch you chose, and the print dialog opens. If that batch cannot cover it, the rest comes off the nearest-expiry batch.
10. The medicine appears once on the bill, however it was sold. If part of it was loose, the quantity reads like 2 : 3 loose: two full strips and three single tablets.
11. Expired batches are blocked from sale automatically (if enabled in Settings).

Products & InventoryManage stock, batches and purchase info. 9 steps

1. The inventory table is an Excel-style grid: edit MRP, Sale Rate, GST% and Stock directly in the cells, then click Save changes.
2. Always enter prices for the FULL pack, never for one tablet. A strip of 15 that sells for ₹32: put 32. The software works out the per-tablet price itself when someone buys loose.
3. Units per Pack is how many tablets are in one strip or box. Type the Pack (like 1x15) and it fills in by itself; if you change it to something the pack does not say, you get a warning. Leave it blank for a syrup or cream. Those are sold whole.
4. Stock is always counted in strips / packs, never in loose tablets. Sell 5 out of a 15-strip and the stock drops by 0.33 of a strip.
5. The Pack Size Check tab lists any medicine where the pack size is missing or does not match the pack text. Those are the ones where loose selling could charge the wrong amount, so it is worth clearing that tab.
6. Each product expands into a batch grid showing Batch, Qty, Expiry, Purchased On, Supplier and PO No. (blank if that batch has no purchase record).
7. Use the filters (Supplier / Brand / Category) and the tabs (All / Near-Expiry / Low Stock / Least Selling) to focus the list.
8. Add one product with + Add Product, or many at once with Import Excel. Download the sample first: it has a drop-down for the Form and fills the Unit in for you, and you can upload it back as .xlsx or .csv.
9. Select rows with the checkboxes for Bulk Edit or Delete.

Barcode LabelsPrint stick-on labels for your shelves. 3 steps

1. Open Inventory › Barcode Labels.
2. Search and tick the batches you want, set how many labels each, then press Print Labels.
3. Every label shows your store name, product, batch no, expiry and MRP with a scannable barcode, scanning it in Billing finds the product instantly.

Purchase EntryRecord stock you buy from suppliers. 8 steps

1. Open Purchase › Purchase Entry › + New. Pick the supplier, enter the supplier bill/invoice number and date.
2. Add each product with batch no, expiry, quantity, purchase rate and GST, stock and batches are created automatically on save.
3. + Add New Product opens the whole Item Master without leaving the bill. Composition, Brand, Drug category and Supplier are each “type or pick”, choose one from the list or type a name that is not in it, and it is created and attached. The Supplier box starts on whoever the bill is from. The same four boxes work the same way when you correct a medicine from the purchase line.
4. Free / scheme goods: put the free quantity in the Free box. Those strips go on the shelf and the cost of the line is spread over all of them, so a free strip never reads as pure profit when it sells.
5. “Free goods are” (beside “Purchase rate is”) tells the software how your distributor bills a scheme. Extra only: the bill charges Qty × Rate, which is what most distributors do. Less on the bill: the scheme comes off the money as well, so a 5+1 at ₹19.63 is billed ₹81.79 and not ₹98.15. It is remembered for next time.
6. Bill Amount is the quickest way to make a line agree with the paper: type the figure in the Amount column of the distributor’s bill and the scheme is worked out for you. Your Disc % stays exactly as the bill prints it.
7. Type the bill total in the totals panel and the screen tells you if the entry does not agree with the invoice, and which box is wrong. Never force a total down with a discount; that recosts every medicine on the entry at a price you never paid.
8. AI Bill Scan: click “Scan bill photo”, upload a photo of the supplier bill, and the rows are filled for you to review. Nothing is saved until you check and press Save.

Units of MeasureBox, Strip, Tablet: what you count in. 4 steps

1. Open Inventory › Units of Measure to keep your own list, Box, Strip, Tablet, Bottle, Vial. Every shop starts with the common ones already filled in.
2. A medicine is counted the way you buy it. You buy and stock it as (Strip, Bottle, Box) and that is what 1 means on every bill and report. If you also sell single pieces, say how many one of those contains and what each piece is called. The third row is only for a Box › Strip › Tablet shop. The green line under the boxes reads the whole thing back, 1 BOX = 10 STRIP = 150 TABLET, so you can see the software understood you.
3. The unit boxes on the Item Master are “type or pick”: choose from your list, or type a new name and it is added to the list for next time.
4. A unit that medicines are using cannot be deleted, because the stock list, the bill and the app all print that name, switch it off instead and it stops being offered for new products. Renaming one changes it on every medicine that uses it.

SuppliersYour vendor master. 2 steps

1. Add suppliers with GSTIN, phone, address and drug licence.
2. Open a supplier to see purchases, payments and outstanding balance.

Purchase ReturnsReturn goods to a supplier. 3 steps

1. Open Purchase › Purchase Returns › + New. Enter the invoice/PO number and press Load data to prefill the items, or add rows manually.
2. Delete rows you are not returning (partial return), then Save Return. Stock is reduced accordingly.
3. Duplicate protection: once a return has been made for a bill, the system blocks a second return of the same bill so stock is never reduced twice.

Sales ReturnsTake back goods sold to a customer. 3 steps

1. Open Sales › Sales Returns, find the invoice and press Return this.
2. Tick the items and enter the return quantity. You can never return more than what is left; a fully-returned bill shows FULLY RETURNED and cannot be returned again.
3. On save, stock and batches are restored and, if the customer had paid, the amount becomes store credit usable on their next bill.

CustomersCustomer master with bills & dues. 4 steps

1. Credit limit: set how much a customer may owe on their record. Leave it blank for no limit; 0 means cash only. While a bill is being made the counter shows what they would owe against that limit, and if you switch on Stop a bill that takes a customer past their credit limit in Settings, the bill is refused until payment is taken. Only bills that leave money owing are checked, a customer at their limit can still buy for cash.
2. Add customers with phone, email, state (for GST) and GSTIN.
3. Press Bills on any customer to see all their invoices, filter by date, print the list, and View each individual bill.
4. Collect pending dues right from the list, or open the Ledger for a full statement.

PatientsPatient records for pharmacies. 1 steps

1. Save patient details; selecting a patient during billing keeps their purchase history for Schedule-H records.

DoctorsDoctor master & prescription bills. 2 steps

1. Add referring doctors with registration no and clinic.
2. Press Bills on a doctor to see every prescription-linked invoice, filter by date, print the list, and View each bill individually.

Payments In / OutRecord money received and paid. 2 steps

1. Use Payment In to collect customer dues, Payment Out to pay suppliers.
2. Payments auto-adjust against outstanding invoices/bills and update the ledger.

ExpensesTrack shop expenses. 1 steps

1. Record rent, electricity, salaries and other costs by category. They feed into your day-end and profit reports.

Party LedgerFull account statement. 1 steps

1. Open Accounts › Party Ledger and pick a customer or supplier to see every bill, return and payment with a running balance.

Demand RegisterTrack out-of-stock requests. 1 steps

1. When a customer asks for something you don’t have, add it to the Demand Register so you remember to order it and follow up.

Stock Register & AdjustmentMovement history and corrections. 2 steps

1. The Stock Register has a movement ledger, a Batch-wise register (with Supplier, Purchased On, PO No.) and an Expired Stock list (with supplier and bill number).
2. Use Stock Adjustment to write off expired/damaged goods or correct counts, every change is logged.

ReportsSales, Purchase, Stock, Account & GST. 3 steps

1. Open Reports, pick a category and a report, set the date range and press Apply.
2. Every report can be Printed clean (only the table with a proper header, not the whole screen) or downloaded as CSV for your accountant.
3. The Day-End Z-Report summarises the day’s cash, digital, credit, returns and expenses.

Multi Staff LoginCounter staff, attendance & salary. 6 steps

1. Owners open Staff Management to add counter staff, each staff logs in with their own email & password and can bill, but only the owner can open Settings.
2. What each person may do: open a staff member from Staff Management and you get every switch in the software for them alone, billing, discounts, the cost column, purchases, the books, reports, even which boxes they see on the dashboard. Tick what they should have. It applies on the website and on their phone: switching something off closes it on the app straight away, they do not need to update it. Switch off Use the Android app and they are signed out of the phone entirely.
3. Their own timing: each staff member has their own start time, end time and weekly off, set on the same screen. Leave it blank if they do not work fixed hours.
4. Email verification: when you add a staff member, a 6-digit code goes to their email. Ask them for the code and enter it on the Staff Management page, their login activates only after this, so a wrongly typed email can never get access to your store. Changing a staff email later requires verifying the new email the same way.
5. Mark attendance (present / half / absent); salary is earned per present day and tracked in the staff wallet.
6. Record salary payments (Cash or Bank) and email a payslip. Staff can log in and see their own wallet & month-wise passbook statement.

Phone ScannerUse your phone as a barcode scanner. 2 steps

1. Open the Phone Scanner page, scan the QR with your phone to pair, then scan product barcodes with the phone camera. They appear on the billing screen instantly.
2. The Nexcod POS Android app has the scanner built in. No browser needed, and it works even without logging in.

Android AppBill, check stock and take payments from your phone. 13 steps

1. Install the Nexcod POS app and sign in with your phone number. A code arrives on WhatsApp, or by e-mail if you prefer. Staff sign in the same way. There is also Use Scanner Only, which needs no login at all.
2. You can bill from the app. It is no longer view-only: make a bill, take a payment against a customer's dues, and add a product. Everything the counter machine does that a phone sensibly can.
3. Home shows the day: takings, bills, profit, what you are owed and what you owe, and a week of sales. Tapping any of those numbers opens the list behind it.
4. Stock has filters for Low, Out, Expiring and Expired with the count on each, and shows the batch that expires first rather than a date off the product.
5. Customers lists who owes you and how long they have owed it, and each one opens a full ledger: every bill and every payment with the balance carried forward.
6. Books shows profit for today, this month or the year, cash and bank, and opens the full Profit & Loss, Balance Sheet and Day Book.
7. Website pages opened from the app no longer ask you to log in a second time.
8. Which sections appear is decided by the server, so new features arrive without waiting for an app update, and anything switched off for your shop simply is not there.
9. Staff attendance: staff open the app, take a photo with the store visible behind them, choose Full or Half day, and submit. The day is added to their salary only after the owner approves it.
10. Owner controls: tap a staff member to approve or reject their attendance, mark today's attendance yourself if they forgot, filter attendance by date, edit their details, set a new password, enable/disable or remove them. The staff member gets an email and an app notification for every action.
11. Staff passwords: staff have no "forgot password", the owner sets a new one from the app and shares it, so a lost email can never be used to take over the account.
12. Send a bill on WhatsApp: open any bill in the app and tap the WhatsApp button, the customer receives a thank-you message with a link to view, download or print the bill as a PDF.
13. Notifications for attendance, salary and stock alerts reach the phone even when the app is closed.

Backup & Data SafetyNever lose your data. 2 steps

1. Your data lives securely in the cloud. From Settings you can export a full data backup anytime.
2. Connect Google Drive in Settings for automatic weekly backups to your own Drive.

SettingsStore, tax, invoice & branding. 2 steps

1. Set store details, logo, GST type, invoice theme & paper size, and the “Block sale of expired stock” option.
2. Manage bill branding and view your software version & copyright at the bottom of the page.

Purchase OrdersAsk the supplier for what you are short of. 3 steps

1. Open Purchase › Purchase Orders to write down what you want to order before the supplier arrives.
2. The software can fill the order from what has fallen below your minimum stock level, so nothing that sells is forgotten.
3. Once the goods arrive, turn the order into a Purchase Entry instead of typing every line a second time.

Batch-wise StockEvery batch on its own line. 3 steps

1. Open Purchase › Batch-wise Stock to see each batch separately with its own expiry, quantity and purchase rate.
2. Use it before returning goods to a supplier. You need the batch number and its expiry to claim a credit note.
3. The normal Inventory page adds all batches of a medicine together; this one keeps them apart.

Stock CheckWhen the shelf and the screen disagree. 3 steps

1. Open Inventory › Stock Check, count what is actually on the shelf, and enter that figure.
2. The software shows the difference and, once you confirm it, corrects the stock and keeps a record of the correction.
3. Do this for fast-moving items every month. A wrong stock figure quietly becomes a wrong profit figure.

Brands & Drug CategoriesThe lists behind the medicine names. 3 steps

1. Inventory › Brands keeps your company list (Cipla, Sun, Mankind and the rest) so a medicine is filed under the right maker.
2. Inventory › Drug Categories keeps the category and the schedule type, which is what marks a medicine as Schedule H or H1.
3. Fill these once. After that they appear as a dropdown everywhere a medicine is added, so two people spell the same company the same way.

Store DocumentsYour licences, kept where you can find them. 3 steps

1. Open Accounts › Store Documents and upload your drug licence, GST certificate, shop agreement and anything else you are asked for at inspection.
2. Enter the expiry date with each one and the software warns you before it runs out.
3. A drug licence that lapses closes a shop. This is the page that stops that from happening quietly.

Activity LogWhat was done, and when. 3 steps

1. Open More › Activity Log to see the actions taken in your store with the date and time of each.
2. Useful when a bill was edited or deleted and nobody remembers who did it or why.
3. Owners see the whole store. A staff member sees only their own work.

Sell OnlineYour counter stock, on a customer’s phone. 3 steps

1. Open the Sell Online link in the menu to put your shop on Nexcod Pharmacy, where nearby customers can order from you.
2. It reads the stock you already keep for billing, so there is no second list to maintain.
3. Orders come back into the same software and are billed the way a counter sale is billed.

Keyboard ShortcutsWork faster. 6 steps

1. Press the keyboard button in the top bar to see the whole list at any time, or ? from anywhere, and Esc to close it.
2. To move between screens hold Alt and press a number: Alt+1 Dashboard · Alt+2 Billing · Alt+3 Inventory · Alt+4 Invoices · Alt+5 Customers · Alt+6 Purchase Entry · Alt+7 Suppliers · Alt+8 Reports · Alt+9 Books.
3. These work with the cursor anywhere, including inside the search box, which on the billing screen is where it always is.
4. Most screens also answer to Alt and their first letter: Alt+B Billing, Alt+I Inventory, Alt+C Customers, Alt+R Reports, Alt+U Suppliers. Alt+D, Alt+E and Alt+V are taken by the browser itself. That is why the numbers exist.
5. On any page: / jumps to the search box · Alt+N New/Add · Alt+S Save · Alt+P Print.
6. On the billing screen, F1 opens the Rate desk: search any medicine and see what every distributor actually charged for it: the billed rate, the scheme, the discount, and the flat rate that comes out of all three, per pack and per tablet. It also shows what you make at your selling price and the rate you break even at, so you can quote a bulk customer a price with a rupee in it. F2 jumps to the search box, F9 saves the bill.

Plans & SupportUpgrade and get help. 2 steps

1. See your current plan and upgrade under More › Plan.
2. Need help? Use More › Support or the contact details there.

Guide last updated 20 Aug 2026