Pharmacy Management System || Quick Start

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Last updated: January 18th, 2020

Introduction

Improving access to quality medicines and pharmaceutical services is an essential component of the health services strategy to improve clinical care. Most leading causes of death and disability in developing countries can be prevented, treated, or at least alleviated with cost-effective essential medicines. Despite this fact, hundreds of millions of people do not have regular access to essential medicines and many of those who do have access are given the wrong treatment, receive too little medicine for their illness, or do not use the medicine correctly. Ensuring the availability, affordability, accessibility, and appropriate use of quality medicines are thus crucially important in order to improve health status of the population. This is a challenge for many countries, including Bangladesh.

The DGDA under the MOHFW is the competent drug regulatory authority of Bangladesh. This DGDA supervises and implements all prevailing drug regulations in the country and regulates all activities of, but not limited to retail drug stores. To strengthen monitoring and supervision of DGDA and also to provide a sustainable incentive for the medicine outlet owners, BHB project has a provision to develop a pharmacy management software.

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About Pharmacy ERP

Pharmacy ERP is a complete solution for medicine shop that ensures efficient operation, human resource information management, attendance, leave, payroll, purchase management, purchase return, modern sales invoicing system with POS, sales return, product exchange, product supply, stock management, expiry tracking, accounting, daily profit and loss calculation, revenue management, business intellectual reports and help you to promote your business.

Pharmacy ERP modules

Application main modules:

  • Dashboard for owners and salesman
  • Human resource management module
  • Purchase & return module
  • Sales module
  • Accounts and supply module
  • Sales module
  • Stock and expiry module
  • Banking information management
  • Product, category, origin, supplier, manufacture, unit management
  • Dosages form, shelves, warehouse management
  • Barcode generate for general and categorized products
  • Multiple shop setup, geo location setup
  • SMS and payment gateway integration
  • Top sales man report
  • Top customers awards options

CHAPTER-01

LOGIN AND DASHBOARD

1.1 LOGIN

Pharmacy management system is online based software. When the system is ready for your pharmacy you will get an email with access server link, user name and password. You can login and perform all of your operations by using the provided access credential. Open your browser (Google chrome or Firefox) and type your username and password as below:

Login

Here,

Username = your pharmacy username

Password = your pharmacy password

Note: If you are unable to login with this access, you can contact with the technical team: jbrsoft10@gmail.com or hotline: +8801968-192627

1.2 DASHBOARD

Dashboards are intended to provide quick access to different analytical objects (maps, charts, reports, tables, etc) to an individual user. In your pharmacy management system, you will get two dashboards for summary reports. One dashboard is for owner level or manager level and another is for sales man. This section, we will share you how to see dashboard reports.


1.2.1 OWNER DASHBOARD

After successful login by owner username and password, you will get the dashboard. It has few sections:

  • Top section: you can search any of your medicines from the top bar “Explore medicines”.

    Top section

  • Type here first three character of any medicine and get the result

    Explore Medicines

  • From top right corner, you can expand the dashboard window size

  • Logout: click on the top right ‘admin icon’ and click on logout


    Logout

DAILY SUMMARY: In this section, you can see your daily purchase, sales, collection, due, stock out products and expired products summary.

Daily Summary

PURCHASE AND SALES COMPARISON: From this section, you can see the purchase and sales comparison by date range as well as any month and year based result. The right side box holds some other monthly summary.

PURCHASE AND SALES

MONTHLY INCOME AND EXPENSE SUMMARY: These reports are indicating your monthly income and expense summary. You can see the income with income head by date. Similarly for expense, you can see expenses by expense head.

Momthly Income and Expense

RECENT SALES: In this section, you can see your recent sales. If you click on the right side detail button you can see the sales invoice with invoice basic information, sales detail and customer information. You can print this invoice as A4 or PoS printer size as well as can download this invoice.

Recent Sales

SALES INVOICE:

Sales Invoice

DASHBOARD BOTTOM AREA: Here you can see some of the important summary information with links.

Dashboard-Bottom

1.2.2 SALES DASHBOARD

Login: Salesman can login using their own access credentials that will be provided by the shop manager. They will login as like the owner/ manager login. After successfully logged in, the sales man can see the below dashboard:

Sales Dashboard

Salesman menu permission: By default the below menus are permitted to the sales man:

Dashboard-Bottom

Salesman dashboard permission: The shop owner can set necessary permisson to the sales man. If shop owner wants to restrict to see the total purchase, sales, collection and due summary they can add necessary permision from “HRM” module. Here each module is under permission.

Recent sales: Sales man can see their recent sales history with invoice detail.

CHAPTER-02

HUMAN RESOURCE MANAGEMENT (HRM)

2.1 Department Setup

HRM is the core module of pharmacy management system. The users and necessary access permission have been created in this module. The below image indicates all functionalities of HRM:

Department Setup

2.1.1 Add Department

To create a new department click on the HRM >> Department menu and enter ”Department name and notes” then click on submit as follows:

Add Department

2.1.2 View, Update and Delete Department

Create: You can see the created departments from the bottom portion:

Created Departments

Update: Click on the right side actions “Edit” icon

Update

Delete: Click on the red delete button and you will get a pop-up delete confirm button. Click on the confirm and delete the record:

Delete

2.2 Designations

2.2.1 Add

To create a new designation under a department you have to provide the below information:

  • Department name from the department dropdown

  • Type designation

  • Notes: optional

Designation Update

2.2.2 View, Update and Delete Designations

It is the similar operation as department section "2.1.2"

2.3 Employee Record Management

2.3.1 View List of Employee Information

Click on the HRM >> Employee record mgt. menu and see the list of created employee information:

Employee Record

2.3.2 Create new employee record

Click on the top right corner and add the below information:

Create new employee

Note: * Marks fields are required/ mandatory.

2.3.3 Update employee information

Click on the edit icon and update the employee information

Update employee

2.3.4 Delete employee record

To delete an employee information, click on the delete button that mentioned in the section 3.1.2.

Update employee

Click on the “Yes, Delete it” button and confirm delete.

2.4 Permission category setup

To create user necessary roles and permissions, we need to create permission category. Permission category has designed based on the modules name. Based on the permission category, we will create permission type and roles.

2.4.1 Add permission category: Enter the permission category name and submit
2.4.2 View permission category: Scroll down and see the list of permission category
2.4.3 Edit: Click on the edit icon and update permission category
2.4.4 Delete: Click on the “delete” red button and confirm to remove permission category

Permission category

2.5 Permission type setup

It is most important part for the user role management. This type is used in application internal role management.

2.5.1 Add

To add new permission type, enter the below information:

Add New Permission

2.5.2 View

You can see all of your created permission type in the below list:

Permission Type List

2.5.3 Edit

Click on the edit icon and change any information as below:

Permission Type Update

2.5.4 Delete

Click on the delete button and confirm deletion:

Permission Type Delete

2.6 Role management

Role management refers to the user access type. The role can be:

  • Superadmin: can do everything

  • Admin: limited permission

  • Sales man

  • Dashboard view

  • Account module

  • Data entry

  • Manager

2.6.1 Add role

Add Role

2.6.2 View roles

View Role

2.6.3 Edit role

Edit role

2.6.4. Delete role

Click on the delete button and delete the role information

2.6.5 Assign modules and category to a role

Assign modules

Based on this permission under a role the user can see the modules and sub modules/ menus.

2.7 User management

To setup a new user, you have to follow the below steps:

  • Create new employee form employee record management section

  • Select user from this menu

  • Provide user information with username and password

2.7.1 Add user

Select employee from the below dropdown:

Add user Add user2

Username: Enter username
Password: Enter strong password
Confirm password: Confirm provided password

2.7.2 List of users

List of users

2.7.3 Edit user

Click on the edit button and reset user password

2.7.4 Delete user

Click on the delete button and delete a user

2.7.5 Assign user role

To assign user role, click on the middle + icon:

Assign user role

Then click on the role name and update.

Assign user role2

CHAPTER-03

PURCHASE AND RETURN

3.1 Add purchase

To receive products or purchase new products, you have to click on the Add Purchase menu.

Add purchase
  • Purchase no: It is system generated number

  • Invoice no: It is your invoice number

  • Invoice date: The date mentioned on the invoice. The date combination is dd/mm/yyyy.

  • Challan no and date: It is challan number or order number

  • Purchased by: Purchased by is auto selected. You can also select another employee from the dropdown.

  • Purchase note Purchase note is not mandatory. If you have any notes or remarks you can add here.

  • Supplier name and address: Select supplier name from this dropdown. Based on your selection you can see the supplier address automatically.

  • Select product: Press “clt+s” to select new product and receive new products. You can search any products by typing product brand name, generic name, strength and barcode

  • Opening balance: Opening balance will automatically display if any stock is available. You can type opening balance for first time.

  • Batch no Enter batch or lot number here.

  • Expiry date: Enter product expiry date as the format mentioned dd/mm/yyyy. Expiry date cannot be less than current date.

  • Manufacturing date: Enter product manufacturing date as the format dd/mm/yyyy. It can’t be more current date.

  • Quantity Enter purchase quantity.

  • Price: Price will automatically display in this field. You can change the price.

  • VAT: It will come from product setup

  • Total price: It will auto calculate

Last purchase history: You can see the last five purchase history from product list right side purchase icon.

3.2 Purchase list

You can see the list of purchase from the purchase and return menu:

Purchase list
  1. List of purchase: You can see the list of received products here as well as you can see detail of this purchase from the right “view” option.

  2. Purchase approval: It is the second level approval system in this application. The main reason to add here this approval process is to make sure the received quantity is correct. The current stock will update when you approve this product quantity.

  3. Purchase return: Purchase return is also possible from here

  4. Filters: You can search any purchase with any date range and supplier wise

3.3 Today’s purchase

You can see the daily purchase from the “Today’s purchase” list as:

Today’s purchase

If you click on the right view option, you can see the below invoice:

Today’s purchase2

3.4 Add purchase return

Click on the “Add purchase return” menu, you can see the below screen:

Add purchase return
  1. Enter purchase id from here and click on the search button. Finally, you can see the below invoice.

  2. Return quantity: Enter return quantity on this text field.

  3. Confirm to return

Another way that you can follow to return purchase: Click on the purchase list/ today’s purchase and then click on the “Return” button:

Add purchase return2

You can search any purchase information from the top right search box.

3.5 List of purchase return

Click on the list of purchase return and you can see the return list:

List of purchase return

3.6 Purchase alert

It is the most important part of this application. You can set minimum purchase order level when you setup a new product from product management:

Purchase alert

Based on the minimum order level you can have a list of purchase order. The order level is dependent on the sales and stock management. You can print, save or export the products those are under minimum level and can start purchase requisition.

3.7 Purchase and sales tracer

You can track any purchase or sales from here:

Purchase and sales tracer

Select purchase from the left purchase menu and enter the purchase or sales id then click on the find button.

Purchase and sales tracer2

CHAPTER-04

SALES AND RETURN

4.1 PoS invoice

Point of sales is the core module and heart of the pharmacy management. You can sale any products using keyboard shortcuts as well as mouse based.

PoS invoice
  1. Click on the select product And can select any product by searching product brand name, generic name, strength, dosage form or barcode.

    Select Product

    Keyboard short code: clt+s

  2. Product quantity: Now you can add product quantity from the left section. You can increase or decrease the number of products from the plus (+) and minus (-) icon.

    Product quantity

    Keyboard short code: clt+q

    Discount: Click on the discount 0.00 and add the discount as percentage or fixed price as follows:

    Discount

    VAT: It is similar to discount. You can add VAT amount here.

    VAT
  3. Subtotal: It is the sum of all selected products price.

  4. Customer information: You can add customer mobile number and name. When you type mobile number of a customer if it is existed the name of the customer will show automatically in the name field otherwise you have to click on the plus (+) icon to add a new customer.

    Customer information

    Keyboard short code: clt+c

  5. Hold: You can hold any sales from here. To hold a sale, don’t forget to add proper sale title to identify later.

    Hold
  6. Card: You can add multiple cards with card number, holder name, expiry date, cvc and paid amount.

    Card
  7. Cancel: To cancel any sales, just click on the “CANCEL” button.

  8. Pay and Print: When you add product in the card and click on this button it will show a pop up for printing the invoice as follows:

    Pay and Print
  9. PAY: Pay works only to complete a sale without printing the invoice.

    Pay

    Keyboard short code: clt+p

  10. List of hold, sales, dashboard and medicine link:

    List
  11. Red box: It is indicating that this medicine has been stock out. You can’t sale it.

  12. Product category: This bar is the list of product categories. You can also search products from here instead of product selection (section-1).

    Product category

4.2 Sales summary

You can see the list of sales summary from “Sales >> Sales summary”:

Sales summary
  1. You can see the sale detail from here:

    Sales detail
    Sales detail

  2. Date range sales: You can filter and search sales information.

  3. You can export the sales list as excel, csv, print and pdf

4.3 Sales Return

You can return any sales by entering sales id as follows:

Sales Return
Sales Return

4.4 Today’s Collection

Click on today’s collection and see the collected amount.

Today’s Collection
Today’s Collection2

4.5 Sales due list

You can see the due list from here:

Due List
  1. List of sales due

  2. You can see the detail of this sale invoice

  3. You can collect the due amount from here

    Due List
  4. You can filter due sales with any date range

CHAPTER-05

SUPPLY

5.1 Create supply

5.2 Manage supply

5.3 Drivers Management

To setup driver’s information, click on the “Supply >> Drivers” menu:

Drivers Management

5.4 Vehicles Management

To setup vehicle, click on the Vehicles menu and add new vehicles information:

Vehicles Management

CHAPTER-06

ACCOUNTS

6.1 Income Head

Income head can be anything which is your current practice. You can add income head as follows:

Income Head

List of income head:

List of income head
  1. List of income head
  2. Edit income head
  3. Delete income head
  4. Export and print income head
  5. Search income head

6.2 Add income

You can add your daily income from here

Add income

Mandatory fields (*):

  1. Income head selection: It is predefined that you created in the first section
  2. Income received date: It is the current date time.
  3. Receive mode: Receive mode: income receive mode can be Cash, Card, bKash, or any other
  4. Received amount: Enter the received amount here

List of income:

List of income
  1. Click on the other income report from master reports
  2. See the list of daily income
  3. You can edit any income
  4. You can delete income from here
  5. Print income as the mentioned format
  6. Filter income with date range
  7. Filter income with income head

6.3 Expense head

You can add all of your expense head from here. Expense head can be Lunch, tea bill, poor donation etc.

Expense head

List of expense head:

List of expense head

6.4 Add Expense

You can add other expenses from here.

Add Expense

Mandatory fields (*):

  1. Expense head: Select expense head that you created in previous step.
  2. Expense date: It is the current date and you can change from calendar.
  3. Expense mode: Expense mode can be cash, card or any payment gateway
  4. Expense amount: This is the expensed amount
  5. Payment status: You can specify here the payment status as paid or not paid

List of expenses: You can explore the expenses from the master report then accounts module:

List of Expenses
  1. List of expenses
  2. You can edit and delete any expenses from here
  3. Filter expenses with expense head
  4. You can filter the expenses with date range

6.5 Purchase Payment

It is the most important section in accounts module. The account manager can pay to the vendor from this section:

Purchase Payment
  1. List of purchase
  2. Vendor payment link
  3. Purchase return option
  4. Search any purchase with purchase number, date and supplier name

When you click on the vendor payment button, you can see the below payment option:

Purchase Payment
  1. You can print this invoice
  2. See the supplier information
  3. See the recipient information
  4. Invoice detail with paid or unpaid status
  5. List of products
  6. Total due
  7. Due payment: Type paid amount in the “Paid Amount” text field
  8. Confirm payment: Click on the confirm payment button and complete the vendor payment

If you have any due in the same invoice, you can pay second time with same way.

6.6 Overhead

You can add overhead from the below form:

Overhead

List of overhead:

List of overhead

You can update any overhead information, delete any existing overhead from this list.

6.7 Add overhead

Based on the above created overhead title, you can now add the overhead from the below form:

Add overhead

List of overhead:

List of overhead2

6.8 Transactions mode

It is more important part for accounting module. You can create transaction mode for income, expenses as well as overhead.

Transactions mode

Select transaction mode as Income, Expense and Overhead. Transaction mode can be cash, card, mobile banking, banking etc.

List of transaction mode:

List of transaction mode

CHAPTER-07

STOCK

7.1 Current stock

You can see the current stock from here.

Current stock
  1. List of current product stock with category, name, strength, dosage form, purchase price, VAT amount, total price, MRP and current stock.

  2. From the action window, you can see the current stock with different batches and expiry detail.

    Current stock2
  3. You can search current stock by supplier and category

7.2 New products stock

From this report you can see the newly created product stock.

New products stock

7.3 Out of stock

You can see the stock out report from here:

New products stock

7.4 Potential stock out

This report indicates the potential stock out that means the products stock will empty within 30 days.

Potential stock out

CHAPTER-08

EXPIRY TRACKING

8.1 Expiry tracking report

You can see the nearest expiry products from this report.

Expiry tracking report
  1. List of nearest expiry products

  2. Current stock and expiry date

  3. You can filter with date range

  4. You can filter by supplier and category

8.2 Nearest expiry medicines

This report presents the product expiry within the next 6 months.

Nearest expiry medicines

8.3 Expired medicines

You can see here the expired medicine list.

Expired medicines

8.4 Batch expired medicines

You can see the expired products in batch wise as below:

Batch expired medicines

CHAPTER-09

PRODUCT MANAGEMENT

9.1 Add new product

To add a new product you have to go Product management and add product menu:

Add new product

Mandatory fields (*):

  • Product brand name

  • Product generic name

  • Barcode: It is not mandatory but auto generated code. You can add your custom code here.

  • Strength: This is the product strength, for example: 60mg or 20 mg or 200mg+100mcg

  • Dosage form: It can be tablet, capsule, injection etc. It is predefined.

  • Category: You can select product category from here. Category can be OTC, Prescription only medicine, Herbal etc.

  • DAR: It is the unique id.

  • Rack/ Shelves or location: Enter the location of this medicine

  • Supplier: Select supplier from this dropdown

  • Trade price: Enter trade price in this text field

  • VAT: It is predefined and 17.4 by default

  • Total trade price: It is calculated by multiplying trade price and vat amount.

  • MRP: Enter MRP value here

9.2 Manage product

Expiry tracking report
  1. List of all products

  2. You can edit product information from the edit icon, delete product and can see the product detail from the last plus icon

  3. Filtering: You can filter any products by supplier, category and dosage form as well as type any name in the right side search text box

9.3 Add dosage forms

Dosage form cerate is automatic. You can create new dosage form as follows:

Add dosage forms

List of dosage form: You can see the existing dosage form from the below list.

List of dosage form

9.4 Add warehouse

You can add warehouse from the below form:

Add dosage forms

Mandatory fields (*):

  • Name
  • Code: Unique code
  • Location: Address
  • Contact person: Name of the contact person
  • Mobile

9.5 Rack/Shelves management

You can add all of your Rack/ Shelves name from the below form:

Rack/Shelves management

List of rack: You can see the created list of racks from here:

Rack/Shelves management list

9.6 Product group/model setup

9.7 Product category management

Product category is important to add a new product. We have seen during new product setup. You can setup any category from the below form:

Product category management

List of category: You can see the list of created category as well as you can update and delete the product category.

List of category

9.8 Barcode generate

9.9 Product origin setup

9.10 Supplier management

You can setup new supplier from here:

Add Supplier

List of supplier:

List of supplier

9.11 Manufacturer management

9.12 Product unit setup

Product unit setup

List of units:

List of units

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