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Pharmacy and stock management that accounts for every unit

Prescriptions arrive in the pharmacy queue, the batch that expires first is suggested, and dispensing moves stock and creates the charge in one step. Behind the counter, only recorded movements ever change a balance.

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The main store's stock on hand with usable and expired quantities, next expiry, reorder level and status, above a list of batches expired or expiring within 90 days

What it does

From the delivery van to the patient

Dispensing with FEFO

Each line shows the suggested batch, the stock left after it and the price. Partial dispensing records what is still owed.

Counter sales

Scan or search, take cash, card, bank or M-Pesa, and print the receipt. Prescription-only items need a prescription; controlled items are refused.

Receiving goods

A goods received note records supplier, batch, expiry, packs and cost. Expired batches are refused; short-dated ones need a reason.

Transfers between stores

Move stock from the main store to the pharmacy or lab, with the earliest-expiring batches picked for you.

Counts and adjustments

Blind stock counts, and every difference or adjustment needs a second person's approval with a reason.

Expiry and reorder lists

Items expiring soon or at their reorder level are listed per store, with the numbers behind each alert.

Stock kept as a ledger

Receipts, transfers, dispenses, sales, returns and adjustments are each a recorded movement. The stock card reads like a paper bin card, with a running balance and the document behind every line.

  • Balances can never go below zero; the screen shows what is actually available
  • Dispensing records the dispense, moves stock and creates the charge together
  • A second person approves every return, and unusable stock never goes back on the shelf
  • Labels print with the patient, drug, directions, date and facility
Earliest expiry firstChoosing another batch always asks for a reason.
Two peopleAdjustments, count differences and opening balances need a second approver.

Questions

Pharmacy and stock questions

How does FEFO dispensing work?

The batch that expires first is suggested for every dispense and transfer, and expired batches are never offered. The pharmacist can choose another batch, which asks for a reason that is audited.

Can we load our current stock when we start?

Yes. Opening balances can be entered on screen or imported from a file. Either way they are only requests until a second person approves them.

Does the pharmacy check allergies again?

Yes. The allergy check runs again when a line is prepared and dispensed, including for a substitute, because the prescription may be older than the allergy record. Drug interactions are not checked.

Does it handle purchase orders?

Not yet. Stock is received with a goods received note today. Purchase orders are part of the next phase of work.

Related

Electronic medical records

Clinicians prescribe from your formulary with stock shown.

Billing and payments

Dispenses and counter sales are charged without re-entry.

Reports

Pharmacy register and revenue by department.

See it with your own workflow

Book a demo and we'll walk through a full patient visit, from registration to payment and the SHA claim, using your facility's services and prices.

Book a demo Chat on WhatsApp Call 0796 358 081