Khata
Pharmacy khata software for Nepal: udharo straight from the bill
HopMeds keeps your udharo khata without the paper notebook. When a customer pays part of a bill, the rest becomes their due on the spot, so you always see who owes what and since when. Supplier bills and full books for your accountant come with the Plus plan.
Udharo that comes from the bill, not a second notebook
Bill a regular customer by name, as you do now. If they pay Rs 500 on a Rs 1,200 bill, the remaining Rs 700 is in their khata at once. Nobody copies it into a notebook, so the khata always matches your bills.
That is the difference from a general khata app in Nepal, where the sale happens in one place and the udharo is typed into another. In HopMeds the due is the unpaid part of the bill itself — the same bill that took the medicine out of a batch and printed the receipt.
How the counter side works: billing and VAT invoices
- Later payments go against the same bill — cash, card, eSewa, Khalti, connectIPS, bank transfer or cheque
- A cancelled bill leaves the khata with its due; its number stays on record
- Bills without a customer name show as a separate walk-in total
Customer dues: who owes, how much, and since when
“Who owes” lists every customer with an unpaid balance, the amount, and how many days their oldest unpaid bill has waited — for one branch or the whole pharmacy. Open a customer to see their statement: billed, collected, still owed, and any limit you set.
Bills are aged from the day the medicine left the counter — a khata has no due date, and that is the day the customer remembers too. The as-of date shows in both BS and AD.
- Outstanding per customer, with the age of the oldest bill
- A statement per customer: billed, collected, still owed
- Visible to the owner and the accountant role, not to counter logins
Credit limits and follow-up, on your terms
If you want, set a credit limit for a customer — say Rs 5,000 for a family that settles monthly. “Who owes” then flags anyone over their limit and by how much. A limit is a reminder, not a lock: HopMeds never refuses or delays a sale because of it, and more udharo stays your call.
HopMeds sends no SMS, WhatsApp or app messages to your customers, and nothing is chased automatically. Following up stays with you, by phone or at the counter — with “Who owes” open, the age of each customer’s oldest bill beside their name, and their statement one tap away.
- Optional credit limit per customer, set from their statement
- Over-limit flag showing the exact amount over
- No messages to customers — the reminder call stays yours
Supplier bills, payments and what falls due
The other half of the khata is what you owe. Enter each supplier bill with its due date, approve it, then post it to the ledger and pay it from your cash, bank or wallet account. Each payment settles the bill and writes a balanced journal entry, so what you owe suppliers and your books always agree.
The supplier aging report lists every unpaid supplier bill with its due date, days overdue and age bucket — the list to check before the next payment round. Supplier bills and payments are part of the books, on the Plus and Pro plans.
- Supplier bills with due dates, approved and posted
- Supplier aging as of any date you choose
- A posted bill or payment is a permanent entry; a draft can be edited until it is approved
Books your accountant can work with
From the Plus plan (Rs 1,499 a month), HopMeds keeps double-entry books: a chart of accounts, a tax code on every supplier-bill line, fiscal-year accounting periods, and balanced journals that post permanently — opening balances included. Once books are set up, every counter sale posts its own entry — sales, VAT, and cost of goods at the cost of the exact batches sold.
Trial balance, profit and loss, balance sheet, cash flow and supplier aging are prepared from posted transactions. They support your accountant; they are not audited statements and do not replace statutory filing.
- Chart of accounts and tax codes
- Fiscal-year accounting periods, each with its status
- Balanced journals, including opening balances; posted entries cannot be edited
Today’s takings and the monthly report, in BS or AD
The home screen shows today’s sales and how the money came in by payment method, with customer dues split between named customers and walk-ins. The finance overview shows what customers owe you and what you owe suppliers — and, with books on, the month’s income, expenses and net result.
The monthly report runs by Nepali (BS) or English (AD) month — net sales, VAT collected, collections by payment method, what is still outstanding from that month and cost of goods sold, checked against the sales register — and downloads as Excel or CSV.
For the IRD-style sales register and HMIS exports, see compliance records
- Today’s sales with a payment-method breakdown
- Monthly report by BS or AD month
- Excel and CSV download
What HopMeds does not claim: HopMeds sends no SMS, WhatsApp, email or app messages to customers about their dues, and does not chase anyone for you. A credit limit never blocks a sale. HopMeds records payments but does not collect money, connect to a payment gateway or lend money. The books support your accountant; they are not audited accounts or a tax return, and HopMeds is not on the IRD enlisted software list. The hosted service needs an internet connection.
Questions about the khata
Does HopMeds send reminders to customers who owe money?
No. HopMeds sends no SMS, WhatsApp or app messages to customers, and nothing is chased automatically. You remind people yourself, by phone or at the counter. HopMeds gives you the list: who owes, how much, how many days their oldest bill has waited, and each customer’s statement.
How is this different from a khata app on my phone?
A general khata app is a separate notebook: you sell in one place and type the udharo into another. In HopMeds the due is the unpaid part of the bill itself, so the khata cannot drift away from your sales.
Can I keep the khata on my phone?
Yes. HopMeds runs in a modern desktop or mobile browser and can be added to your phone’s home screen, so “Who owes” is in your pocket. It is part of the pharmacy’s billing, not a separate ledger app, and the hosted service needs an internet connection.
Will HopMeds stop a sale if a customer is over their credit limit?
No. Limits are optional and only inform you. “Who owes” shows who is over their limit and by how much; giving more udharo stays your decision at the counter.
Is the accounting a full double-entry system?
Yes, from the Plus plan: a chart of accounts, balanced journals that post permanently, fiscal-year periods, trial balance, profit and loss, balance sheet and cash flow. It supports your accountant; it does not replace an audit or statutory filing.
Can I see which supplier bills are due soon?
Yes, on the Plus and Pro plans. The supplier aging report lists every unpaid supplier bill with its due date and days overdue, and you record payments against those bills.
Who on my staff can see the khata?
The owner and staff with the accountant role. Counter roles such as pharmacist and receptionist can bill customers and record their payments, but they do not see the khata screens.
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