Pharmacy Books Guide

How Pharmacy Books Work

Each money button on the dashboard has a purpose. Use this page when you want a plain walkthrough. Tap the i on a dashboard button to jump to that topic.

Shop Floor

Pharmacy Dashboard

This is the workbench for prescriptions, inventory, import, pharmacist prescribe, hours, and service fees. It is not the general ledger. Fill and dispense patients here. Count stock and record money on the books screens.

  1. Open Incoming, fill, then Dispense to take stock off the shelf.
  2. Use Import Opening Stock if the shelf list is empty.
  3. Pharmacist Prescribe writes a shop prescription. Back returns to this dashboard.
Open Pharmacy Dashboard
Patient Invoices

Biller/Accountant Dashboard

Create an invoice for an approved prescription and collect payment. A paid prescription can move to Ready to Fill. Paid invoices stay on this page under Paid Invoices. This is patient billing, not vendor bills.

  1. Find the approved prescription under Awaiting Invoice or Payment.
  2. Generate Invoice, then Collect Payment.
  3. Open Paid Invoices to see prescriptions that are already paid, including after fill starts.
  4. Walk-in sales that are not a named prescription use Retail POS or Billing and Payments.
Open Biller/Accountant Dashboard
Chart and Ledger

Pharmacy Books

This is the chart of accounts and the trial balance. Search an account by name or code. Add a custom account, or edit a name, when the pharmacy needs it. Seeded codes such as 6100 Rent keep their numbers.

  1. Ask the shop accountant: is this pharmacy above or below the VAT threshold? Set VAT Threshold on this page. Do not guess from turnover bands. Published figures differ.
  2. Below the threshold, the shop charges no VAT. Above the threshold, medicines stay at 0 percent and sundries use the standard rate (7.5 percent in Nigeria). Mark cosmetics and toiletries as Sundry on each item.
  3. If you already imported stock, use Accept Imported Opening Stock so quantity times unit cost reaches the books.
  4. Search Accounts to find a name. Use Add or Edit Account for a new code or a clearer name.
  5. Trial Balance shows posted amounts only. Empty means nothing has posted yet.
Open Pharmacy Books
Opening Stock

Physical Stock Count

Type what is on the shelf and the unit cost. That count is opening stock for the books. The old recorded number is not opening truth. For testing, Accept Imported Opening Stock uses the imported file as is.

  1. Walk the shelf with the count sheet, or use Accept Imported Opening Stock if you already trust the imported file.
  2. Enter counted quantity and unit cost (what you paid, not the selling price), unless you accepted the import.
  3. Save. The books then hold inventory at cost.
Open Physical Stock Count
Buying Stock

Purchase Orders and Goods Receipts

Order stock from a supplier, then receive it. A purchase order does not change on-hand. Only a goods receipt creates lots. Pick the supplier from Vendors, or type a new name to create one.

  1. Create the vendor on Vendors and Contractors if they are new.
  2. Save a purchase order with item, quantity, and unit cost.
  3. When the delivery arrives, record the goods receipt with batch and expiry.
Open Purchase Orders
Walk-In Sale

Retail POS

This is the walk-in counter. Sell a medicine or sundry from Pharmacy Inventory when there is no prescription. VAT follows Stock Kind and the shop threshold. This is not Quick Checkout. Quick Checkout still needs a patient.

  1. Search and choose the item. Quantity, selling price, Stock Kind, and VAT fill from inventory.
  2. Choose Bank Transfer, Cash (Till), or Mobile Money, then Complete Sale. Read the Sale Complete dialog.
  3. Cash (Till) needs an open Till Session. Prescription-only items stay on Prescribe and Dispense.
Open Retail POS
Cash Drawer

Till Session

Open cash at the start of the shift. Count cash at the end. Over or short posts to Cash Over And Short (6910). Do not use a generic expense account for till difference.

  1. Enter the opening float and open the till.
  2. Take cash sales through Retail POS or Collect Payment.
  3. Count the drawer and close. The difference posts to 6910.
Open Till Session
People and Companies You Pay

Vendors and Contractors

This is the payee list: drug suppliers, contractors, landlord, utilities, and other people or companies the pharmacy pays. Search by name or tax ID. Add a vendor once, then pick them on expenses, bills, and purchase orders.

  1. Open Vendors and Contractors.
  2. Choose Legal Form: Individual, Sole Proprietor, or Organization.
  3. Add the matching name fields, kind (Supplier, Contractor, Landlord, Utility, or Other), optional tax ID, address, and contact.
  4. Open bills for that payee appear on Bills and Payables.
If the payee is missing while you record an expense, type the name in the payee search and choose Create Payee. The vendor is saved for next time.
Open Vendors and Contractors
Money Out

Expenses

Record rent, power, fuel, contractor work, and similar costs. Choose who you paid, the expense account (for example 6100 Rent), and the amount. Then either mark it paid now, or save it as a bill to pay later.

  1. Search the payee. If they are not in the list, type the name and choose Create Payee.
  2. Search the expense account by name, not only by code.
  3. Enter amount, date, and a short memo.
  4. Choose Record as Paid Now if cash or bank already left, or Save as Bill to Pay Later if you still owe them.
Paid now credits cash or bank. A bill credits Accounts Payable and appears on Bills and Payables until you pay it.
Open Expenses
What You Owe

Bills and Payables

This is the unpaid list: expense bills you saved to pay later, plus open supplier invoices. It is the opposite of Receivables Aging (people who owe you).

  1. Open Bills and Payables to see vendor, memo, amount, and age.
  2. Enter the payment amount and the cash or bank account.
  3. Click Pay Bill. Partial payment is allowed. The remainder stays open.
Open Bills and Payables
What Patients Owe

Receivables Aging

Unpaid patient invoices grouped by age. Use this to follow up self-pay balances. Vendor bills do not appear here.

  1. Read the aging buckets (0 to 30, 31 to 60, and older).
  2. Collect payment on Biller/Accountant Dashboard or Billing and Payments.
  3. Write-off is only for balances you will not collect. Search the receivable account by name.
Open Receivables Aging
Staff Pay

Payroll

This is the payroll run. Save each employee with basic, housing, transport, and address. Edit pension, NHF, NSITF, and ITF percentages on the page. They default to 8% staff and 10% employer pension, 2.5% NHF of basic, and 1% employer NSITF and ITF. You can override PAYE before you post. Posting writes Salaries, employer contributions, PAYE payable, pension payable, other statutory deductions, and net salaries payable. Then pay net salaries from cash or bank and print payslips.

  1. Set the shop rates if they have changed, then add each staff member with address and monthly pay pieces.
  2. Review the month preview. Change PAYE on the employee if your tax office figure differs.
  3. Post Payroll Run. That writes the books for the month.
  4. Pay Net Salaries when cash leaves. Print Payslips for the staff copy.
ITF stays off unless this shop is liable. This helper is not a FIRS or PenCom certified tax engine.
Open Payroll
Staff Cost

Staff Cost Journal

Lump-sum shortcut when you do not want the full payroll run. It posts the amount you type: debit Salaries, credit Net Salaries Payable. Use Payroll for PAYE, pension, NHF, and payslips.

  1. Enter the amount and a memo (for example one contractor bonus).
  2. Post the journal.
  3. Do not use this screen for rent or supplier bills. Those belong on Expenses.
Open Staff Cost Journal
Shop Equipment

Fixed Assets

Register furniture, fridges, computers, and similar shop assets. Depreciation does not change shelf stock. Pick the asset account by name.

  1. Enter the asset name, cost, and useful life in months.
  2. Save. Run depreciation when you are ready. It does not post until you ask.
Open Fixed Assets
Statements

Pharmacy Reports

Click a report name to open a table: Trial Balance, Profit and Loss, Balance Sheet, Cash Flow, VAT Summary, COGS and Margin, Expiry Loss, Daily Takings. Empty means nothing is posted yet, not that the button is broken.

  1. Click the report you need.
  2. If the table is empty, post opening stock, a sale, or an expense first.
  3. Use Back to Previous Screen to return to the last finance page, or Back to Main Dashboard to go home.
Open Pharmacy Reports
Selling Prices

Pricing Catalog

Server prices for this pharmacy. Inventory still holds on-hand quantity. The catalog is the shared selling price list. Set Stock Kind so sundries can take VAT when the shop is above the threshold.

  1. Add or update an item name, selling price, and Stock Kind.
  2. Use inventory for stock quantity, batch, and cost.
Open Pricing Catalog