Location

Every Business location or any physical location where the Dealer conducts business needs to be created on P2P.

To create Locations on P2P:

1. Login with a valid P2P Account

2. Under Business Setup Menu, select Location

3. Click Create to add new Location(s)

4. Fill the following details:

• Location Code *
• Location Name *
• Location Address *
• Premises License *
• Select Country *
• Select State *
• Select L.G.A *
• Location Description *
• Location Registration Number *
• Location Contact Person *
• Location Contact Phone *
• Location Contact Email *
• Superintendent Pharmacist PCN Number *

5. Click on Save Button to create the location

User

P2P gives the Business the privilege of creating users for each location and defining their specific roles on P2P.

To create Users on P2P:

1. Login with a valid P2P Account

2. Under Business Setup Menu, select User

3. Click Create to add new User(s)

4. Fill the following details:

• Full Name *
• User's Email *
• Select Default Location *
• Phone Number *
• Is Co. Admin *

5. Click the Submit Button to create the User

Document Settings

The Document Settings must be properly defined as each documents type consists its custom made settings that can be adjusted to suit your business processes.

To set Document Settings on P2P:

1. Login with a valid P2P Account

2. Under Business Setup Menu, select Document Setting

3. Select each Document Type

4. Change the parameters below to suit your business processes:

• Requires Approval: This is a setting that when toggled means that a particular document requires approval.
• Auto Response: This is a setting that when toggled means that a Particular Document will be auto Responded to. I.e. the document does not have to be manually created if it meets the required condition. E.g. Price, Quantity, Credit Note, Wallet Credit, Credit facility as the case may be for the document type.
• Fixed Period: That is a setting that when toggled means that the Document is valid for a Fixed Period.
• Default Valid Period: This is a field where you input the number of minutes that the Document is valid for.
• Suspend Activities: This is a setting that when toggled suspends all Activities on the particular document. When the activities of a document is suspended, you cannot create nor approve that document.

5. Click the Save Button.

Business Settings

The Business Setting is where the guiding activities and processes of an organization to reach its goals and prevent errors are set on P2P. This ensures the organization has control of their activities on the system.

To set Business Settings on P2P:

1. Login with a valid P2P Account

2. Under Business Setup Menu, select Business Setting

3. Change the parameters below to suit your business control activities:

• Show Price: This is a setting that allows you to either show your product prices to customers or not. This setting takes effect on Order and also in Automatic Quote Response if Show Price is set to true.
• Show Quantity: This is a setting that allows you to either show your available quantity to the customers or not. This setting takes effect on Order and also in Automatic Quote Response if Show Quantity is set to true.
• Show Account Details: TThis setting gives you the option to show your account details on the payment modal for all customers.
• Receive SMS: This setting gives you the option to receive SMS Notification. The SMS Notification is meant strictly for Quote Request, Order and Hauler Request.

4. Click the Save Button.

Add Products

Every Participant on P2P is expected to add Products from the existing and already defined list of products

To add Products on P2P:

1. Login with a valid P2P Account

2. Under Business Setup Menu, select Add Products

3. Click Add Product

4. Add the product(s) by selecting the + sign beside each product.

Partnership

A partnership is created on P2P to make you do business with another Participant on P2P. The partnership gives you access to basic details ranging from inventory and prices of the other partner if the partner allows the details to be exposed to his customers. This takes effect on Order, Credit notes and Credit Facility.

When Placing Orders, only people you have partnered with will be available on the supplier's list. Same for Credit Note and Credit Facility. You can only give your partners Credit notes and Credit Facilities.

For a partnership to take place, you need to know the P2P Business Code of the account you want to Partner with. After a Partnership is sent, the partner can choose to either accept or decline the Partnership.

To create Partnership on P2P:

1. Login with a valid P2P Account

2. Under Business Setup Menu, select Partnership

3. Paste the P2P Business Code of the person you want to partner with here

4. Click on Save to add the partner.

5. The other Partner gets the notification of your Partnership request and click Accept as seen below to complete the partnership.

6. The other Partner can also reject or cancel the partnership by clicking on the delete icon as seen above.

Charges and Discount

The function Charges and Discounts supports the levying of charges and the granting of discounts to products in Invoicing in ELM 2.0. . It enables you to calculate charges or discounts on a base amount and post them at the point of issuing invoices.

With the function Charges and Discounts, from a base amount, you can calculate scale percentage charges and discounts, compulsory or negotiable charges and discounts, or a combination of fixed and percentage charges and discounts.

All rules for calculating charges and discounts are fully defined and charges or discounts are posted and displayed in the invoice. Multiple charges and discounts can also be posted in one invoicing.

To create Charges on P2P:

1. Login with a valid P2P Account

2. Under Business Setup Menu, select Charge

3. Click the Create Button

4. Fill the following details:

• Charge Code *
• Description *
• Mode *
• Amount *
• Compulsory
• Negotiable
• Enabled

5. Click Save .

To create Discounts on P2P:

1. Login with a valid P2P Account

2. Under Business Setup Menu, select Discount

3. Click the Create Button

4. Fill the following details:

• Discount Code *
• Description *
• Mode *
• Amount *
• Compulsory
• Negotiable
• Enabled

5. Click Save .

Pack Unit Conversion

One of the unique features of P2P is the ability to create product measures and Multiple Measures from one product based on clients’ specifications. All products must have a default measurement unit. At the point of creating a Product, the product measure is compulsorily created. On P2P all products are defined with their default measurement units.

You can always create Multiple Measures from one Parent Measure of a product. I.e. pack can be a measure under a carton.

It should be noted that you can only create Multiple Measures for Products that you currently have in your inventory on P2P.

To create Pack Unit Conversion on P2P:

1. Login with a valid P2P Account

2. Under Business Setup Menu, select Pack Unit Conversion

3. Select the Product Name by clicking on the (+) sign

4. Click on the Select Button to select the product you want to convert

5. Type the Quantity to Convert .

6. Select the New Pack you want to convert to.

7. Type the New Quantity .

8. Click on Save .

Quote Request

A Quote Request on P2P is a business process in which a Business Owner requests a quote from multiple suppliers for the purchase of specific pharmaceutical products. A Quote Request can be carried out by the following actors on the system: Retailers, Distributors and Wholesalers.

How to create Quote Request

1. Launch internet browser on your device and visit www.phamart.ng

2.Login with a valid User ID & Password

3. Click on the Transaction on the menu and select Quote Request

4. Click on Create

5. Select the Ordering Location

6. Type your Ship to Address

7. Select how your Order is picked by selecting from the following options

• Self (Meaning you are picking the stocks yourself from the Supplier).
• Hauler (Meaning you’ll be using the service of Haulers/Couriers already on P2P).
• Supplier (Meaning the Supplier of the stocks will make arrangements for the Hauler that will bring the stocks to your location)

8. Search for the product you are looking for by filtering with all the available options. You can filter by Product Name, Manufacturer, Category and Generic Name.

9. Select the products you want to request for by typing the Order Quantity, Minimum Quantity and Measure

10. Click on the Add to Quote Button

11. Click on the Continue Button when all the products you want to add to the Quote request is complete.

12. Select Delivery Location

13. Confirm Order Picked by: Self/Hauler/Supplier

14. Select the Suppliers you want to send the Quote Request to by clicking on the (+) sign

15. Click on the (+) sign beside each of the Suppliers to add the Supplier to the list of Suppliers to receive your Quote Request.

16. After the selection of Suppliers, Click on Save.

17. Click on the Submit Button to Save the Document.

18. Click on Yes to create the Quote Request.

19. To approve the Quote request, Click on the View Button.

20. Click on Approve Button.

21. Click Yes Approve it .

Quote Response

A Quote Response is the document sent to a customer from a supplier in response to a Quote Request. The Quote Response contains the Price of the Product which the Supplier is selling it.

A Quote Response can be carried out by the following participants on the P2P: Manufacturers, Distributors and Wholesalers.

If the Supplier sets his Quote Response to Auto-Response and the supplier has his prices and available quantity set already on P2P, the customer will get instant response upon Quote Request approval showing the prices and available quantity of the supplier.

The Supplier gets an in-app notification and also a sms with the details of the customer and a link to the exact document on P2P.

How to respond to Quote Request

1. Under Transaction Menu, Click Quote Request

2. Click the View Button to initiate the response to quote.

3. Click on Response Button to respond with price and quantity.

4. The Supplier can edit the Price and Quantity

5. Type the Ship from Address and select the Fulfillment Location

6. Click on Submit Button to submit the document for approval.

7. Click Yes to Submit the Document for approval.

8. Click the View Button beside the document to initiate the approval process.

9. Click Approve button to approve the quote response.

10. Click Yes Approve it Button to approve the document.

Quote Response Acceptance

If Quote response is not set to Auto-response by the Customer, the Customer needs to manually accept the Quote response for it to automatically generate the order note and send it to the supplier to generate an Invoice.

The Customer gets an in-app notification that his Quote Request has been responded to and all he needs is t click on the notification for him to be routed to the specific document page.

How to respond to Quote

1. Under the Transaction Menu, Click Quote Response with the Document Status showing Active meaning the quote response has not been accepted.

2. Click the View Button beside the Quote response that has not been accepted.

3. Click Accept

4. Click Yes Accept it to complete the approval.

Order Note

On P2P, an Order Note is a Document generated by a Customer to a Supplier with the intent to purchase the product of the supplier.

Order Note is the other way to place order on P2P but as against quote request, you can only send Order Notes to Suppliers you have partnered with. This gives you access to their prices, available products and quantities.

The Order Note document is also generated after a Proforma Invoice that has been sent from a Supplier has been accepted by a Customer. This can be done either manually or automatically.

How to create Order Note

1. Under the Transaction Menu, Click Order .

2. Click place Order to create a Order Note.

3. Select the Supplier from the list of suppliers you’ve partnered with by clicking on the (+) sign

4. Click Select to choose the Supplier you want to buy from as below.

5. Select the Supplier Location as below.

6. Select Order Picked by to indicate who will be picking the stocks from the supplier either Self/Hauler/Supplier as shown below.

7. Select the Ordering Location which displays all your business locations on P2P and automatically show the address of the location selected.

8. Type the Shipping Instruction and the Delivery Term

9. Type the Quantity you want to buy and click Add to Cart

10. Click the Continue Button after you’ve added all the products you want to buy.

11. Click the Submit Button as below.

12. Click Yes to approve the document.

Invoice Note

After an Order document has been approved by the customer, the supplier generates an Invoice document that will include the products in the order and the prices will be automatically included and the supplier can include the Charges and Discount. Promotional items can also be added to the invoice.

The Supplier also receives SMS Notification of the order and also in-app notification.

The invoice can also be Auto generated if the Supplier sets auto response as true for Order document in Document Settings.

How to generate Invoice

1. Under the Transaction Menu, Click Invoice Npte.

2. Click Generate Invoice .

3. Select any of the Order Notes by clicking on the Select Button

4. Click Yes to continue.

5. To add Charges to the Invoice click on the Add Charges Button.

6. Type the Charge amount and click on Add.

7. To add Discount to the invoice, click on Add Discount Button.

8. Type the Discount Amount and click on Add.

9. To add Promotional items to the invoice, click Add.

10. 10. Select the product to be added as promotional item by clicking on thee Product Code (+) sign.

11. Select the product by clicking on the Select Button beside the specific product.

12. Click the Add Button to add the selected product as promotional item to the invoice.

13. Click on the Approve Button to approve the invoice as below.

Payment

On P2P, payment can be made to offset an invoice and can also be made as a post payment to update the credit balance for future transactions. Invoice sent by the supplier to the customer can be auto-responded to if the customer sets his payment note to auto-response in Document Settings and he meets the requirement of having Credit Balance, Credit facility and Credit Note that can offset the invoice.

The real payment for transactions between customer and supplier on P2P is outside the app but P2P provides the opportunity for the customer to indicate the form of payment and attach payment details for the supplier to confirm before goods issue can be generated on P2P.

The Customer has various options of payment ranging from Bank transfer, Credit Balance, Credit Note & Credit Facility.

How to make payment to offset an invoice

1. Under the Transaction Menu, Click Invoice Note.

2. Click on theView Icon to view the invoice sent from the supplier before you can proceed to making payment.

3. Click Pay Now.

Pay with Bank Transfer

1. Select Bank Transfer as the Payment type
   
   
   This action displays the account and contact details of the supplier and the amount payable.
   
2. The customer should type the Amount paid via Bank transfer to the bank account of the supplier outside the application as below.
   
   
   The customer can pay above the amount payable in the invoice which automatically updates his credit balance as every participant on P2P has a ledger where activities of transactions are dully processed.
3. Click Done
   
   This action automatically approves the payment and the document is sent to the supplier to approve or confirm the payment before the stock issue note can be generated for the customer. While this lasts, the payment document will be showing Awaiting Approval.
   

Payment Acceptance

The Supplier is expected to confirm and accept the payment of the customer. Once this action is carried out, the issue note can be generated on P2P.

To Accept Payment

1. Under the Transaction Menu, Click Payment Note.

2. Click on theView Button beside any line item that has the Document Status showing Awaiting Acceptance to accept or confirm the payment of a customer.

3. Click Accept Button to confirm the payment before the Goods Issue note can be generated.

Stock Issue Note

On P2P, Stock Issue Note can only be generated from and invoice that has been fully paid for and accepted by the supplier.

The Stock Issue Note has the details of the goods to be picked from the supplier.

How to create Stock Issue Note as a Supplier

1. Under the Transaction Menu, Click Stock Issue Note.

2. Click on Create .

3. Click on the (+) sign beside the Invoice Note Number field as above.

4. Click on the Select Button to select the invoice.

5. Type your Comment in the Issue Note Comment box.

6. Click Save .

7. Click Yes .

8. Click on the View Button to approve the stock Issue Note.

9. Click Approve .

10. Click Yes Approve .

Balance Adjustment

On P2P, it is believed that most businesses already have stocks in their stores before onboarding. Balance Adjustment is raised to recognize and initialize existing stocks in the system. Stock Opening Adjustment is used mainly in initializing the business of the existing stocks.

Balance Adjustment can also be used to adjust the quantity when there are issues with the stock state if some of the stocks are damaged and shouldn't be available for sale on the system.

When there is stock count and there are cases of variance in physical count as against the system balance, balance adjustment can be raised to ensure what you have physically conforms to what you have in the system.

How to create Balance Adjustment on P2P

1. Under the Transaction Menu, Click Balance Adjustment.

2. Clicks Create.

3. Select the Document Type (Opening Adjustment, Balance Adjustment & Receipt).

4. Type the Cross Reference.

5. Click on the (+) sign beside the Product code field to select the product you want to adjust.

6. Click Select.

7. Select the Product Pack you want to adjust from the existing product pack sizes.

8. Type the Adjusted Quantity at Hand (This can be positive or negative adjustment).

9. Type the Adjusted Quantity on Order (This can be positive or negative adjustment).

10. Type the New Re-order Level (This changes to the new re-order level you set now).

11. Type the New Re-order Quantity (This changes to the new re-order quantity you set now).

12. Click Add.

13. Click Save.

14. Click the ViewButton to initiate the approval process.

15. Click Approve.

Price Adjustment

On P2P, Price Adjustment is used to adjust prices of products for all participants. This gives you the privilege to change your product prices whenever need arises.

How to create Price Adjustment

1. Under the Transaction Menu, Click Price Adjustment.

2. Click Create.

3. Click on the (+) sign beside the Product Code field.

4. Click Select.

5. Select the Product Pack.

6. Type the New Unit Price for the specified product.

7. Click Add.

8. Click Save.

9. Click on the View Button on the line item to initiate the approval process.

10. Click Approve.

Delivery Note

On P2P, the Delivery Note is generated from an approved Issue Note.

The Delivery Note contains the details of what is to be picked ranging from the Products, Quantity, the Product Batch and the Date and time the stocks will be available for Pickup.

How to create Delivery Note

1. Login as a Supplier on P2P.

2. Under the Transaction Menu, Click Delivery Note.

3. Click on Create .

4. Click on the (+) sign beside the Invoice Note Number field as above.

5. Click Select .

6. Add the Comment .

7. Add the Batch Number, Batch Manufacturing and Expiry Date for every line item.

8. Click Save .

9. Click Yes, Create it.

10. Click on the View icon on the line Item of the document you want to approve.

11. Click Approve .

12. Click Yes, Approve .

Hauler Request

On P2P, Customers can easily move their stocks from the suppliers to their location(s) by engaging the services of Hauler or Couriers onboarded on P2P.

It should be noted that Haulers and Couriers on P2P are verified and every participant is assured of the safely of their stocks handled by the Hauler and Couriers.

Hauler request can only be generated after the Stock Issue Note has been created by the Supplier and sent to the Customer.

How to create Hauler Request

1. Under the Transaction Menu, Click Hauler Request.

2. Click Create .

3. Select the Issue Note Number by clicking on the (+) sign beside the issue Note Number.

4. Click the Select Button to choose the Invoice Note you want to get hauler for.

5. Click the (+) sign beside the Hauler to select the Hauler(s) you want to send the request to.

6. Click the (+) sign to select the Hauler(s) and click on Save.

7. Click on Save .

8. Click Yes, Create it.

9. Click the View icon to initiate the process of the approval of the document.

10. Click Approve .

Hauler Bill

The Hauler Bill is generated by Haulers and Couriers from the hauler request sent to them by the consignee.

To generate Hauler Bill

1. Login with a hauler/Courier login details.

2. Under the Transaction Menu, Click Hauler Requestto see all the Hauler Request from the consignees.

3. Click the View Button beside the document you want to generate Hauler bill for.

4. Click on thee Generate Hauler Bill Button.

5. Type the Haulage Bill, Charges & Discount.

6. Type the Additional Insurance Charges if there is any.

7. Select the estimated delivery by selecting either Hours or Days.

8. Select the estimated delivery value.

9. Add the Contact Person and Phone Number.

10. Click the Save Button.

11. Click Yes, Create it .

12. To approve the Hauler Bill click on the View Button on the document as above.

13. Click Approve .

14. Click Yes, Approve.

Hauler Bill Acceptance

Hauler Bills sent by the Haulers/Courier needs to be accepted by the consignee before the Hauler can have access to the stock of the customer that’s to be picked from the supplier.

P2P has a Pickup QR Code verification system in place that can only be seen by whoever has the right to pick the stocks from the point of the supplier to the point of the designation customer location.

For a Customer engaging the service of a Hauler, once the Hauler bill is accepted by the customer, a Pickup QR Code is auto-generated by P2P and attached to the Hauler bill document. This Pickup QR Code can only be seen by the Hauler at this point and even the consignee don’t have access to the Pickup QR Code.

How to Accept Haulage Bill as a Customer on P2P

1. Login with a valid customer details on P2P.

2. Under the Transaction Menu, Click Hauler Bill or from the Notification Panel, select the document and you’ll be re-directed straight to the document.

3. The Customer clicks on the View icon of the line item to see the Hauler bill and decides to either accept the bill or decline.

4. Click Accept.

5. Choose your preferred payment type and type the amount you paid either through bank transfer or payment with your credit note or credit facility with the hauler.

6. If Bank Transfer is the preferred Payment Type, the Consignee should type the Amount Paid and Upload Proof of Payment either as jpeg or PDF.

7. Click Done.

Pickup QR Code

The hauler needs to confirm the payment for the haulage by accepting the payment before he can eligible to receive the Pickup QR Code automatically for the Haulage after the Supplier generates the Delivery Note showing when the stocks will be available for pickup for the hauler.

How to Accept Payment for Haulage

1. Login with a Hauler details on P2P.

2. Under the Transaction Menu, Click Payment Note.

3. Clicks on the View Button on the line item you want to confirm its payment.

4. Click Accept.

How to view the Pickup QR Code

1. Under the Transaction Menu, Click on Hauler Bill.

2. Clicks on the View icon to view the Pickup QR Code attached to the Haulage Bill that has its payment confirmed and accepted by the Hauler/Courier.

Pickup

The Hauler or the Customer are eligible to pick the stocks from the supplier once the Delivery Note is generated and the Pickup QR Code is sent to the Issue Note if the Pickup is to be done by the Customer or sent to the Hauler Bill if the pickup is to be done by the Hauler/Courier.

On P2P, only the Supplier can verify the pickup before stocks can be released to the customer or the hauler.

The Hauler or the customer is expected to come to the point of pickup and scan the Pickup QR Code against the Pickup module with the supply and once it’s verified, the stocks will be released accordingly with a Delivery Note given to the recipient.

How to create Pickup from the Supplier

1. The Supplier login to P2P with a valid account

2. Under the Transaction Menu, Click Pickup.

3. The Supplier clicks on Scan QR Code .

4. Scan the Pickup QR Code against the camera of the system.

5. Click Done.

6. Click Pickup.

7. The Supplier can generate a waybill for the Hauler or the customer by clicking on the PrintIcon on the line item of the Delivery Note.

8. Click Print.

9. To send to Printer, Select the printer and choose Print.

10. To Export the document to PDF, change the Destination to Save as PDF.

11. Click on Save.

12. You can change the name of the file if you choose to as the file name is defaulted to P2P _ Product to pharmacist.pdf.

13. Click Save.

Receipt Note

On P2P, Stock receipts are inbound movements of stock that has been purchased from a supplier. All goods receipts result in an increase in the total stock in the inventory of the recipient.

For retailers on P2P, their inventory will be updated automatically if they are using the P2P retail app to sell to their customers.

As a Customer on P2P, you won't need to raise the Receipt Note manually as all you need to do is import the document from the Delivery Note electronically generated.

How to create Receipt Note

1. Under the Transaction Menu, Click Receipt Note.

2. Clicks Create.

3. Click (+) sign beside the Delivery Note Number to select the delivery note.

4. Click Select.

5. Type the Receipt Note Comment.

6. Click Save.

7. Click Yes.

8. Click on the View Button to initiate the approval process.

9. Click Approve.

10. Click Yes, approve it.

Credit Note

A credit note is a document issued by a seller to a buyer to notify them that credit is being applied to their account. E.g. when a seller charges more than the actual price of the goods or services being rendered, he/she issues a memo to reverse the extra sum, which is known as a credit note.

A credit note can also be issued when the available discount due to the customer has not been applied at the time of preparation of the invoice.

On P2P, Credit Note can only be generated by the Supplier to the Customer and the Credit Note can be used as a form of payment to offset invoice.

How to create Credit Note

1. Under the Transaction Menu, Click Credit Note.

2. Click Create.

3. Select the Customer by clicking on the (+) sign beside the Select Customer field.

4. Click Select to choose the Customer you want to issue the Credit Note to.

5. Type the Amount.

6. Click Save after adding the Amount.

7. Click on the View Button on the line item you want to approve.

7. Click Approve.

Credit Facility

P2P has a Credit Management System that manages customer credit and prevent possible issues for accounts receivables. This module stops shipments from going out if a customer has reached their credit limit.

It allows you to customize credit limits as per your parameters and the customer’s transaction history. Moreover, future credit checks can be performed if a customer’s credit changes, and open orders can be re-evaluated to ensure shipments are not sent to customers whose credit situations have changed.

On P2P only Suppliers can create Credit Facility for the Customers.

How to create Credit Facility as a Supplier for your Customers

1. Under the Transaction Menu, Click Credit Facility.

2. Click Create.

3. Select the Customer by clicking the (+) sign beside the Customer field.

4. Click Select to choose the Customer you want to give Credit facility.

5. Type the Allowed Credit.

6. Click Save.

7. Click on the View Button on the line item to approve the Credit Facility.

8. Click Approve.