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.View detail
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.
Application main modules:
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:
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: firstname.lastname@example.org or hotline: +8801968-192627
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.
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”.
Type here first three character of any medicine and get the result
From top right corner, you can expand the dashboard window size
Logout: click on the top right ‘admin icon’ and click on logout
DAILY SUMMARY: In this section, you can see your daily purchase, sales, collection, due, stock out products and expired products 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.
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.
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.
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:
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.
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:
To create a new department click on the HRM >> Department menu and enter ”Department name and notes” then click on submit as follows:
Create: You can see the created departments from the bottom portion:
Update: Click on the right side actions “Edit” icon
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:
To create a new designation under a department you have to provide the below information:
Department name from the department dropdown
It is the similar operation as department section "2.1.2"
Click on the HRM >> Employee record mgt. menu and see the list of created employee information:
Click on the top right corner and add the below information:
Note: * Marks fields are required/ mandatory.
Click on the edit icon and update the employee information
To delete an employee information, click on the delete button that mentioned in the section 3.1.2.
Click on the “Yes, Delete it” button and confirm delete.
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
It is most important part for the user role management. This type is used in application internal role management.
To add new permission type, enter the below information:
You can see all of your created permission type in the below list:
Click on the edit icon and change any information as below:
Click on the delete button and confirm deletion:
Role management refers to the user access type. The role can be:
Superadmin: can do everything
Admin: limited permission
Click on the delete button and delete the role information
Based on this permission under a role the user can see the modules and sub modules/ menus.
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
Select employee from the below dropdown:
Username: Enter username
Password: Enter strong password
Confirm password: Confirm provided password
Click on the edit button and reset user password
Click on the delete button and delete a user
To assign user role, click on the middle + icon:
Then click on the role name and update.
To receive products or purchase new products, you have to click on the Add Purchase menu.
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.
You can see the list of purchase from the purchase and return menu:
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.
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.
Purchase return: Purchase return is also possible from here
Filters: You can search any purchase with any date range and supplier wise
You can see the daily purchase from the “Today’s purchase” list as:
If you click on the right view option, you can see the below invoice:
Click on the “Add purchase return” menu, you can see the below screen:
Enter purchase id from here and click on the search button. Finally, you can see the below invoice.
Return quantity: Enter return quantity on this text field.
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:
You can search any purchase information from the top right search box.
Click on the list of purchase return and you can see the return list:
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:
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.
You can track any purchase or sales from here:
Select purchase from the left purchase menu and enter the purchase or sales id then click on the find button.
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.
Click on the select product And can select any product by searching product brand name, generic name, strength, dosage form or barcode.
Keyboard short code: clt+s
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.
Keyboard short code: clt+q
Discount: Click on the discount 0.00 and add the discount as percentage or fixed price as follows:
VAT: It is similar to discount. You can add VAT amount here.
Subtotal: It is the sum of all selected products price.
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.
Keyboard short code: clt+c
Hold: You can hold any sales from here. To hold a sale, don’t forget to add proper sale title to identify later.
Card: You can add multiple cards with card number, holder name, expiry date, cvc and paid amount.
Cancel: To cancel any sales, just click on the “CANCEL” button.
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: Pay works only to complete a sale without printing the invoice.
Keyboard short code: clt+p
List of hold, sales, dashboard and medicine link:
Red box: It is indicating that this medicine has been stock out. You can’t sale it.
Product category: This bar is the list of product categories. You can also search products from here instead of product selection (section-1).
You can see the list of sales summary from “Sales >> Sales summary”:
You can see the sale detail from here:
Date range sales: You can filter and search sales information.
You can export the sales list as excel, csv, print and pdf
You can return any sales by entering sales id as follows:
Click on today’s collection and see the collected amount.
You can see the due list from here:
List of sales due
You can see the detail of this sale invoice
You can collect the due amount from here
You can filter due sales with any date range
To setup driver’s information, click on the “Supply >> Drivers” menu:
To setup vehicle, click on the Vehicles menu and add new vehicles information:
Income head can be anything which is your current practice. You can add income head as follows:
List of income head:
You can add your daily income from here
Mandatory fields (*):
List of income:
You can add all of your expense head from here. Expense head can be Lunch, tea bill, poor donation etc.
List of expense head:
You can add other expenses from here.
Mandatory fields (*):
List of expenses: You can explore the expenses from the master report then accounts module:
It is the most important section in accounts module. The account manager can pay to the vendor from this section:
When you click on the vendor payment button, you can see the below payment option:
If you have any due in the same invoice, you can pay second time with same way.
You can add overhead from the below form:
List of overhead:
You can update any overhead information, delete any existing overhead from this list.
Based on the above created overhead title, you can now add the overhead from the below form:
List of overhead:
It is more important part for accounting module. You can create transaction mode for income, expenses as well as overhead.
Select transaction mode as Income, Expense and Overhead. Transaction mode can be cash, card, mobile banking, banking etc.
List of transaction mode:
You can see the current stock from here.
List of current product stock with category, name, strength, dosage form, purchase price, VAT amount, total price, MRP and current stock.
From the action window, you can see the current stock with different batches and expiry detail.
You can search current stock by supplier and category
From this report you can see the newly created product stock.
You can see the stock out report from here:
This report indicates the potential stock out that means the products stock will empty within 30 days.
You can see the nearest expiry products from this report.
List of nearest expiry products
Current stock and expiry date
You can filter with date range
You can filter by supplier and category
This report presents the product expiry within the next 6 months.
You can see here the expired medicine list.
You can see the expired products in batch wise as below:
To add a new product you have to go Product management and add product menu:
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
List of all products
You can edit product information from the edit icon, delete product and can see the product detail from the last plus icon
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
Dosage form cerate is automatic. You can create new dosage form as follows:
List of dosage form: You can see the existing dosage form from the below list.
You can add warehouse from the below form:
Mandatory fields (*):
You can add all of your Rack/ Shelves name from the below form:
List of rack: You can see the created list of racks from here:
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:
List of category: You can see the list of created category as well as you can update and delete the product category.
You can setup new supplier from here:
List of supplier:
List of units: