PharmaPOS: A Complete Guide to Our Pharmacy POS and Management Software

A pharmacy counter is not like any other shop. The same medicine comes in boxes, strips and loose tablets. Every batch has its own expiry date. Some medicines need a prescription, and controlled drugs need a register. Customers buy on credit, suppliers deliver several times a week, and the owner wants to know at the end of the day whether the cash matches the sales.

PharmaPOS was built for exactly this. This guide walks through how it works, based on the full user manual.

One system for the whole pharmacy

PharmaPOS covers selling at the counter, prescriptions, stock by batch and expiry, purchasing from suppliers, customer credit, accounts and reports. It runs in Google Chrome or Microsoft Edge on every counter. One server keeps the data: either a PC in the pharmacy, which keeps selling even when the internet is down, or a cloud server that we host, which lets the owner check the dashboard from anywhere.

It is not tied to one country. Each pharmacy sets its own tax categories and rates, currency, business and licence details, receipt texts and payment methods, and the screens can be switched between English and Arabic with one click.

The daily routine

• Start of day. The cashier signs in with the counter code and opens a shift with the cash in the drawer. The owner checks the dashboard and the stock alerts for low and near-expiry stock.
• During the day. Counter staff sell, take prescriptions, process returns and hold bills while a customer waits. The store keeper receives supplier deliveries. The accountant records expenses, pays suppliers and receives credit payments.
• End of day. Counter staff count the cash note by note and close the shift; any difference is recorded as over or short. The owner looks at the daily sales and shift reports and checks that the backup ran.

Selling at the counter

Finding medicines fast

Scan the barcode on the box or strip, or press F2 and type three letters of the brand or the generic name. The list shows every match with its price per unit, stock in hand and nearest expiry. Searching by generic name shows all brands of the same formula, which helps when one brand is out of stock.

Boxes, strips and loose tablets

Each product has a base unit, such as a tablet, and larger packings, such as a strip of 10 or a box of 100, each with its own price and barcode. Scanning a strip barcode adds a strip. To sell loose tablets, change the unit on the bill line to Tablet and type the number.

Earliest expiry first

PharmaPOS chooses the batch automatically, earliest expiry first (FEFO). Expired or blocked batches are never sold, and the line warns when the counter is short of stock.

Prescriptions and controlled drugs

When the bill contains a prescription-only or controlled medicine, pressing Pay first asks for the patient's name and age, the doctor and the Rx number. The prescription is saved with the invoice, and controlled drugs also appear in the controlled drug register.

Payment, receipts and discounts

Payment can be cash with change, card, bank transfer, mobile wallet, customer credit or loyalty points, and one bill can be split between methods. The receipt shows every item with its batch and expiry. Discounts above a user's limit need a manager's PIN, and promotions such as "buy 10, get 1 free" apply by themselves.

Returns, voids and closing the shift

From any invoice you can reprint, return items to the same batch, or void the whole invoice with manager approval. Invoices are never deleted; voided ones stay visible.

At closing, the cashier counts each note and coin. PharmaPOS shows the expected cash, the counted cash and the difference, and every shift stays on record with its variance.

Products and stock

Products carry the brand, generic name, strength, manufacturer, rack, tax category, reorder levels and whether a prescription is required. Opening stock is entered batch by batch with expiry and cost. Barcode labels print on a label printer or on A4 sheets.

Stock alerts list low stock, near-expiry, expired and dead stock. Stock adjustments for damage, expiry or loss need approval before they change stock. Stock counts work rack by rack, and transfers move stock between the shop and the store room.

Customers, doctors and prescriptions

Customers can be allowed credit up to a limit, with a statement of bills, payments and balance. Their medication history helps with repeat prescriptions. A doctors directory links prescribing doctors to prescriptions, and the prescriptions register makes inspections easy.

Purchasing

PharmaPOS can suggest a purchase order from reorder levels, maximum stock and the last 30 days of sales. When goods arrive, the store keeper enters the batch, expiry, bonus quantity and cost, and one click creates the batches, adds the stock, creates the purchase invoice and updates the supplier's balance. Supplier payments and returns to the supplier are recorded in the same place.

Accounts and reports

Every sale, purchase, payment, return, adjustment and expense is posted to the accounts automatically, so daily work needs no manual bookkeeping. The owner's dashboard shows today's sales and profit, receivables, payables, low stock and expiring batches.

Nineteen reports cover sales, stock, purchasing and accounts, including item-wise profit, near-expiry stock, the controlled drug register, supplier payables, the trial balance, profit and loss and the balance sheet. Each one can be saved as PDF or Excel.

Security and backups

Accounts lock after repeated wrong passwords, managers approve sensitive actions with their own PIN, and the audit log records who did what, with old and new values. Backups run automatically on a schedule, can be copied to a USB drive, and can be restored by the owner when needed.

Try PharmaPOS free

Every pharmacy can try all features free for 30 days, on its own PC or on our cloud. We help with importing products, entering opening stock and training staff.