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EasyDistribution

Easy Distribution

Support

How to get going with Easy Distribution, and how the parts of it that people ask about most actually work. If what you need is not here, email us and we will help.

Getting started

When you open Easy Distribution for the first time you are asked to set up your business — its name, and the details that appear on your invoices. A setup checklist on the dashboard shows what is still outstanding.

You do not need an internet connection or a Google account to start working. The application stores your records on the device and opens straight into the dashboard.

  1. 1Enter your business details in Settings › Business.
  2. 2Add the products you distribute, with their pack sizes and prices.
  3. 3Add the pharmacies you supply as customers, and your suppliers.
  4. 4Record an opening purchase so stock reflects what you actually hold.

Backup and restore

Your records live on the device, which makes backups the most important thing you can set up. Easy Distribution can write an encrypted backup file to the device for you to copy elsewhere, and can keep recent backups in a private Google Drive folder.

Restoring replaces the data on the device with the contents of the backup you choose. The application asks you to confirm before it does anything, and refuses a backup whose contents fail their integrity check rather than writing damaged data over good data.

  1. 1Open Settings › Backup to export a backup file to the device.
  2. 2Open Settings › Google Drive backup to use Drive instead or as well.
  3. 3Choose how often automatic backups should run: manual, daily, weekly or monthly.
  4. 4To restore, choose Restore a backup and pick the archive you want.

Connecting Google Drive

Connecting a Google account gives Easy Distribution somewhere to keep your backups that survives a lost or broken device. The application asks for one permission only — access to its own hidden application data folder in your Drive — and it cannot see any other file in your Drive.

The five most recent backups are kept; older ones are removed after a new backup uploads successfully. Automatic backups are skipped when there is no connection, when the account needs re-authorising, or when the battery is very low.

  1. 1Open Settings › Google Drive backup and choose Connect.
  2. 2Pick the Google account the backups should go to.
  3. 3Approve the app-data permission when Google asks for it.
  4. 4Choose Back up now to confirm the connection works end to end.
  5. 5To disconnect, choose Sign out on the same screen. Your business data stays on the device.

Sales, invoices and collections

A sale records what a pharmacy bought, at what price, and whether it was paid for. Credit sales stay on the customer’s balance until a collection is recorded against them.

  1. 1Open Sales › New sale and choose the customer.
  2. 2Add product lines, with discounts or free stock where they apply.
  3. 3Save the sale, then preview, print or share the invoice.
  4. 4Record money received in Collections, against the customer.

Purchases

A purchase records goods arriving from a supplier and updates stock and costs. Purchase notes can be previewed and printed like any other document.

  1. 1Open Purchases › New purchase and choose the supplier.
  2. 2Enter the lines as they appear on the supplier’s invoice.
  3. 3Save. Stock and costs are updated from the document.

Returns

Returns exist in both directions and are recorded separately, so stock and balances stay correct without manual adjustments.

  1. 1For goods coming back from a pharmacy, open Returns › New return.
  2. 2For goods going back to a supplier, open the supplier and choose Supplier returns.
  3. 3Save the return; the stock movement and balance adjustment follow from it.

Inventory and products

Products are the shared catalogue every other module reads. Stock is derived from the documents you record, and adjustments are entries in their own right.

  1. 1Open Products to add or edit a product and its prices.
  2. 2Open Inventory to see current stock.
  3. 3Record a stock adjustment where the physical count differs.

Customers and suppliers

Each pharmacy you supply is a customer record; each business you buy from is a supplier record. Both carry their own documents and balances.

  1. 1Open Customers to add a pharmacy, with its contact and address details.
  2. 2Open a customer to see their invoices, returns, collections and balance.
  3. 3Open Suppliers for the same view of everything you buy.

One thing worth doing today

Take a backup, then try restoring it on a spare device or after a reinstall. A backup nobody has ever restored is a backup nobody knows works — and the moment you find out is the worst possible moment to find out.

Something not covered here?

This guide covers the areas people ask about most. It is not a complete manual, and we would rather point you to a real answer than publish a page about something the application does not do. Email support@app.thinkinict.com and tell us what you are trying to do.