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Company Setup

Add and manage pharmaceutical companies and suppliers that you purchase products from.

How to Open

Menu → Setups → Company

Keyboard Shortcuts

F12 Save F5 New/Clear Esc Close

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How to Use

➕ Adding a New Company

Open Company Setup from the menu
Fill in the required fields
Add optional details as needed
Press F12 or click Save
Confirm when prompted

✏️ Editing an Existing Company

Type the name in the Search box on the left
Select the record from the search results grid
The form fields will load with the selected data
Modify the fields you need to change
Press F12 or click Save

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Field Descriptions

Name Required

Official name of the company or supplier. Must be unique — the system prevents duplicate company names.

Address Optional

Postal or office address of the company.

Short Name Required

An abbreviated name or code for the company. Used in reports and compact displays.

Email Optional

Email address for correspondence. This is a multiline field that can hold distribution lists or multiple contacts.

Phone 1 Optional

Primary phone number of the company.

Phone 2 Optional

Secondary phone number.

Phone 3 Optional

Third phone number (e.g., manager's mobile).

Fax Optional

Fax number of the company.

Website Optional

Company website URL.

Role Required

Defines whether this entity acts as a Company (you receive products from them for distribution), a Supplier (you purchase and pay them), or Both. This controls which fields are visible on the form.

Supplier & Company

Shows all fields — balance, pricing, claims, tax options

Company Only

Hides balance field; shows product pricing and tax

Supplier Only

Shows balance; hides pricing type, claim, and tax options

Type Optional

Pricing model for the company. Promotion = promotional, Trading = standard traded products. Choosing Trading warns you that the invoice rate is then worked out from the retail price less the TP Rate below, not from the trade price held against each product.

Balance Restricted

Outstanding payable balance to this supplier. When changed, a "Balance Correction" entry is recorded in the Company Ledger for the difference: an increase is posted as a credit, a decrease as a debit.

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This field is only editable if your user group has the cpbal permission.

Claim (%) Optional

Claim share percentage for the company (e.g., expiry claims or unsaleable return percentage).

Policy Optional

Claim policy days or additional claim processing guidelines.

Batch Expiry Required Checkbox

If checked, batch and expiry information must be entered when purchasing products from this company.

WHT Exempted Checkbox

Check if this company is exempt from Withholding Tax deductions on purchases.

GST Exempted Checkbox

Check if this company is exempt from GST on purchase invoices.

Stock Hold Checkbox

If checked, products from this company are put on hold and excluded from the Sales & Stock report (SSR).

Active Checkbox

Controls whether this company appears in dropdowns. Checked = Active. Uncheck to hide without deleting.

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Buttons

Button	Shortcut	What it Does
🔍 Search	F2	Opens the search panel to find an existing record by name.
💾 Save	F12	Saves all changes. The system will ask for confirmation before saving.
🧹 New / Clear	F5	Resets every field on the form — role, all checkboxes, claim policy, claim share, balance, name, address, contact details — and refreshes which fields are visible to match the new (default) role. Use it before starting a fresh entry.
❌ Close	Esc	Closes the Company Setup screen.

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Important Notes

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No Duplicate Names: Two companies cannot have the same name.

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Role Selection: Select the correct Role first — it controls which fields are shown or hidden on the form.

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Balance Changes are Audited: Any change to the Balance field is logged as a "Balance Correction" in the Company Ledger. The difference is posted as a credit when the balance increases and a debit when it decreases.

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Cannot Deactivate a Company in Use: If you uncheck Active on a company that still has active groups, products, or representatives, the save is refused and a message lists what is blocking it — one line per kind. Deactivate those records first, then the company.

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Products Count Too: A company is blocked by its products even when every group beneath it is already inactive, and even for products that were never assigned to a group. This prevents live stock being stranded under a retired company.

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Retiring a Company and Everything Under It: Enable Cascade Deactivate Sub Setups in Settings and the system asks whether to deactivate the listed groups, products, and representatives as well instead of refusing. This is off by default, and a confirmed cascade cannot be undone — a large company can mean hundreds of products in one step.