Welcome to Pharmacy Manager Pro! This guide will walk you through setting up and using the application to take full control of your pharmacy or shop.
Key Benefits of Pharmacy Manager Pro
- Effortless Sales Tracking: A fast, modern Point-of-Sale interface makes every transaction smooth and simple.
- Smart Inventory Control: Automatically track stock levels, manage purchase orders, and get alerts for low stock and expiring items.
- Actionable Business Insights: A dynamic dashboard with charts and reports helps you understand your business and make data-driven decisions.
- Secure & Private: Your pharmacy’s/shop’s data is completely isolated and secure.
Step 1: Registration and Account Activation
Before you can begin, you need to register your pharmacy/shop and have your account activated.
- Register Your Shop: Navigate to the Register page on the Pharmacy Manager Pro website and fill in the required details for your pharmacy or shop.
- Wait for Approval: Once submitted, your registration will be reviewed by our administrators.
- Account Activation: Your account will be activated and your login details (username and password) will be sent to you within 1-2 working days. The person who registered the pharmacy is considered the Owner and will receive these initial credentials.
Step 2: Initial Setup After Your First Login
Once your account is approved, you can log in to the application. At the top of the page, you will see the main menu items: Pharmacy/ShopManager; Home; Register; login.
After logging in, your first task is to populate your shop’s initial data. As the Owner, you should delegate the day-to-day data entry to a trusted manager.
1. Register Your Admin Staff
The first person you should register is your day-to-day manager (a responsible staff member running your pharmacy/shop). You must grant this person Admin Status so they can perform the following critical tasks:
- Register item groups
- Register the list of items the pharmacy/shop sells
- Set the unit price for each item
- Register the taxes you work with (e.g., VAT, service charges)
- View reports
- Manage purchase orders
- Manage suppliers
- Manage stock
2. Configure Core Business Data
Your Admin will need to set up the foundational data for your inventory.
A. Register Item Groups and Items
Items should be categorized into groups for better organization. You will then list all items your pharmacy sells, assigning each to a group and setting its retail (unit) price and initial stock quantity.
Example Item List Structure:
| Srn | Item to Sell | Item Group | Unit Price | Stock Quantity |
|---|---|---|---|---|
| 1 | Type_y_5ml_tablets | Blood Pressure | 250 | 100 |
| 2 | Type_X_25ml_tablets | Blood Pressure | 390 | 500 |
| 3 | Amlodipine | Blood Pressure | 400 | 300 |
| 4 | Metformin_500mg_tablets | Blood Sugar | 650 | 50 |
| 5 | Insuline_Injectable_fl_25ml | Blood Sugar | 250 | 500 |
Tip: Filling all items in your pharmacy will take a bit of time, but you can start with a few items to make sure the system works for you and keep adding items. Your admin person enters the data.
More Examples of Item Groups and Items:
| Group | Item |
|---|---|
| BloodPressure | Amlodipine Type_X_25ml_tablets Type_y_5ml_tablets |
| BloodSugar | Insuline_Injectable_fl_25ml Metformin_500mg_tablets |
| Cosmetics | Lotion_fluid_500ml Soap_fluid_500ml Vaseline_75ml |
| EarMedicine | Ttara_type1_fluid |
| EyeMedicine | Ointment_sml_bot 25ml Ointment_sml_bot 50ml |
| GeneralHealth | Soap_bar_125gm Soap_bar_250gm Soap_bar_50gm |
| MouthHealth | Colgate_125ml Colgate_250ml |
| PainKiller | Paracetamol_10Tablets Paracetamol_box_500mg Tylenol-500mg_small_btl |
| StomachProblems | Antiacids_500mgTablet Gastrities_drink_100ml_btl |
| WoundsCover | Gause_1mtr Plaster_smlrol |
B. Register Taxes
Carefully enter the rates of tax or other charges that you collect with your sales. This is crucial for accurate financial reporting.
- Example: Value Added Tax (VAT) = 15%
- Example: Service Charge (if used) = 3%
3. Register Your Sales Staff
Create accounts for the staff members who will be responsible for making sales every time. These users will have permissions focused on the point-of-sale interface.
Step 3: Managing Purchases and Stock
Once your items are set up, you can manage your suppliers and purchase orders.
1. Register Your Suppliers
Enter the details for all the companies and individuals you purchase inventory from.
2. Place Purchase Orders (POs)
Create new purchase orders to restock your inventory. You will specify the supplier, item, and purchase price per unit. The system tracks the order’s status and costs.
Example Purchase Order List:
| PO Number | Supplier | Order Date | Status | Total Units | Total Cost |
|---|---|---|---|---|---|
| PO-20250810-7E4A0 | Medical Support Inc | 8/10/2025 | Ordered | 1 | $1,000.00 |
| PO-20250810-3166F | Medical Support Inc | 8/10/2025 | Delivered | 20 | $12,000.00 |
| PO-20250810-630F4 | International Medicines Association | 8/10/2025 | Partially Delivered | 30 | $21,000.00 |
Step 4: Day-to-Day Operations
With your setup complete, you are ready to run your daily business operations smoothly.
Conducting a Sale
Start selling to a customer by simply entering the item. You do not worry about calculations; it is all done for you automatically. You can go back to check what was sold, print a receipt for the customer, and see reports.
Using the Dashboard for Business Insights
The shop dashboard makes running your business very easy. From here, you can:
- Conduct a new sale
- View past orders
- View/manage items
- Manage purchase orders
- Manage suppliers
- See your sales report
Through these tools, you will always know how much VAT is collected from your sales, the margin of profit, and more. Your data is safely recorded, and you can download a copy of sales data to your computer whenever you need it.
