Everything a pharmacy runs on, in one place

Smart inventory management

Expired stock is the silent loss in every pharmacy. PharmaSuite PMD tracks the batch number and expiry date on everything you receive, then does the discipline for you.

• Real-time stock tracking. On-hand quantity per product, per branch, per warehouse — updated as the till sells and as goods are received.
• Batch number management. Every receipt books stock as a batch, and every sale names the batch it came from.
• Expiry date monitoring. Expired and near-expiry lots surface on the dashboard, in a morning digest at the till, and in a dedicated expiring-stock report.
• FEFO rotation, automatically. Sales dispense from the earliest-expiring batch first — no sticker systems, no relying on whoever restocked the shelf.
• Stock adjustments. Count corrections, damages and write-offs, all logged and attributed.
• Stock transfers. Move stock between warehouses and branches with a paper trail. Retail and Wholesale editions.
• Inventory valuation. Know what the shop is worth at cost, any day of the month.
• Low stock & reorder levels. Set a minimum per product and see what needs ordering before the shelf is empty.
• Barcode integration. Scan with the camera or a USB/Bluetooth wedge scanner, and print barcode shelf labels for anything you repack.
• Multi-location inventory. Several warehouses and several branches, each with their own on-hand figures. Retail and Wholesale editions.

Benefit Prevent stock-outs, reduce expired medicine losses, and maintain accurate inventory visibility.

Prescription & dispensing management Retail Pharmacy edition

For a retail pharmacy, dispensing is a legal act, not just a sale. PharmaSuite PMD records it that way.

• Digital prescription processing. Prescriber, patient, items and quantities recorded as a first-class record, not a note on a receipt.
• Dispensing workflows. Every dispense event ties back to the prescription and counts down what remains against it.
• Partial fills and refills. “Half now, the rest next week” is modelled properly — a refill raises the item’s lifetime ceiling rather than being improvised.
• Dispensing checked against the script. The server refuses a dispense that would exceed what was prescribed and allowed.
• Dispensing history. Each prescription carries its own record of what has been handed over, when, and by whom it was entered.
• Controlled medicine tracking. A tamper-evident register whose entries are hash-chained — each sealed against the one before — so it can prove it has not been quietly edited. Exportable as a PDF for an inspection.

Benefit Improve dispensing accuracy, keep a defensible record, and enhance patient care.

PharmaSuite PMD is a dispensing record, not a patient management system: the patient and prescriber are recorded as entered on each prescription. There is no separate clinical demographics database, and we would rather say so than imply one.

Pharmacy POS & billing

The till is built for a queue: search by name or barcode, tap, tender, done. It installs on any Android phone, iPhone or tablet and keeps working with zero network — every product, price, customer and past sale is on the device.

• Fast checkout interface. Search, scan, quantity, tender, print — the whole sale in one screen.
• Barcode scanning. Camera scanning on a phone or tablet, and wedge scanners on a counter setup.
• Multiple payment methods. Cash, card, mobile money, on account — or split: “MoMo 20, cash the rest” is one screen, not a workaround.
• Receipt printing. 58 mm and 80 mm thermal receipts, and A4 invoices on your own letterhead.
• Discount management. Line and document discounts, applied under the permissions you set rather than at anyone’s discretion.
• Customer billing history. Every customer’s past sales, balances and statements, available at the counter.
• Sales returns & credit notes. Take goods back against the original sale, with stock and ledger corrected in the same motion.
• Cash sessions. Open a float, count the drawer, close the shift — so the money in the drawer has to match the money in the book.
• Staff PINs. Each seller unlocks with their own PIN, verified on the device even offline, and every sale names its seller.

Benefit Speed up customer transactions and improve service delivery — with or without a network.

Mobile money that checks itself

Ghana’s counters run on MoMo, and MoMo’s weakness is the unconfirmed payment. PharmaSuite PMD closes it: the till asks Paystack to prompt the customer’s own handset — MTN, Telecel or AT — and watches for the real result.

• The sale records only what Paystack confirms. A charge that never completed cannot sneak into a sale as paid.
• Settlement, reconciled. Confirmed MoMo sits as money the processor owes you until it lands in your account — and the back office has a settlements page to match the two.
• Walk-in MoMo still works. A customer who sent money straight to the shop’s own wallet can be recorded as MoMo the ordinary way.
• Cards too. The same checkout takes card payments where you want them.

Benefit Stop losing money to payments that were never actually received.

Collecting a prompted MoMo payment is the one step at the till that needs data — the sale itself never does.

Procurement & supplier management

From “we’re running low” to “the bill is settled” without a notebook in between.

• Purchase orders. Draft, confirm, then receive — with a status that tells the truth: draft, confirmed, partially received, received or cancelled.
• Goods receipt management. Receiving books the stock with its batch numbers and expiry dates in one step, in full or in instalments.
• Vendor management. A supplier record with contact details, balance and history.
• Supplier bills and payments. A real accounts-payable ledger: what you owe each supplier, what you’ve paid, and a statement per supplier that matches theirs.
• Reorder levels. Per-product minimums drive the low-stock report and the morning digest, so purchasing starts from a list rather than a hunch.
• Expenses. Rent, ECG, fuel for the generator — recorded where they belong so profit is profit, not a guess.

Benefit Optimise procurement and keep supplier balances that both sides agree on.

Quotations & sale orders Retail and Wholesale editions

Clinics, corporate accounts and bulk buyers don’t shop at the till. They order.

• Quotations and sale orders. Agree a price now, invoice later — with a proper draft → confirmed → delivered → invoiced lifecycle.
• Deliver first, invoice after. Deliver in instalments against one order and bill when it suits the account; the order tracks what has gone out and what has been billed.
• Batch-accurate delivery. Each delivered line names the batch it came from, so traceability survives the trip.
• Invoices. A4 invoices on your letterhead, numbered and filed, printable from the till or the back office.
• Customer credit with limits. Give the clinic thirty days — with a ceiling the counter actually enforces.
• Customer statements. A running statement per customer, printable when it’s time to collect.

Benefit Serve buyers who order rather than queue — without losing track of what is owed.

Financial management

Underneath every screen sits a real double-entry ledger. You never see a journal unless you ask for one — you just get figures that reconcile.

• Sales accounting. Every sale, return, payment and receipt posts itself; the tender book and the ledger agree because they are the same record.
• Expense tracking. Categorised expenses with their own accounts, so the profit figure is a real one.
• Profit & loss reporting. For the shop, per item and per customer.
• Cashflow reporting. What came in, what went out, over any period.
• Tax handling. Ghana’s VAT plus the NHIL, GETFund and COVID levies, compounded the way the law says — levies on the net, VAT on the levy-inclusive amount — item by item, on every receipt. Rates are configurable.
• Payments and part-payments. Customer deposits, supplier settlements, and the balances both sides can check.
• Mobile money settlement reconciliation. Match what the processor confirmed against what actually landed in your account.
• Chart of accounts, ledger and trial balance. Available in the back office when your accountant asks.

Benefit Gain financial visibility and manage profitability on figures that add up.

Customer management

Who owes you what, who buys what, and what they were dispensed.

• Customer records. Name, phone, address and balance, shared across every branch and every till.
• Purchase history. Every sale a customer has made, at any branch, on any device.
• Prescription history. For pharmacies on the Retail edition, what was prescribed and what has been dispensed against it.
• Credit limits. A ceiling per customer, enforced at the counter rather than remembered by the cashier. Retail and Wholesale editions.
• Statements. A running account statement per customer, printable on A4.
• Bulk import. Bring your existing customer list in from a spreadsheet.

Benefit Build stronger customer relationships on a record you can actually look up.

Reporting & business intelligence

More than twenty built-in reports, each answering a question an owner actually asks — on screen, filtered by date, branch or person.

• Sales analytics. Sales by day, by seller, by item, by customer; item and party profitability.
• Inventory reports. Stock summary, stock detail, valuation, low stock, expiring stock.
• Financial reports. Day book, profit and loss, tender book, cashflow, tax report, all transactions.
• Expiry reports. Exactly what to push, discount or return to the supplier, and by when.
• Procurement reports. Purchase report, order books, goods received.
• Party statements. Customer and supplier statements ready to print.
• Branch performance. Every report filters by branch, so you know which shop earned what.
• Dashboards. A live dashboard on the till and in the back office, with today’s takings, low stock and expiring lots.

Benefit Make smarter business decisions using data you did not have to export to get.

Multi-branch management

Run two shops or ten. Multi-branch is not an upgrade — a branch’s edition belongs to its own plan, so any edition can add a second branch.

• Centralised control. One owner login across every pharmacy, switching between them in a click.
• Per-branch plans and editions. A chemist’s OTC kiosk and a retail pharmacy can share one account and one owner, each priced as what it is.
• Branch-level reporting. Every report filters by branch; the consolidated view is one click away.
• Inter-warehouse and inter-branch transfers. Move stock with a paper trail. Retail and Wholesale editions.
• Branch assortments. Decide which products each branch carries, from the centre. Retail and Wholesale editions.
• User role management. Owners and managers per pharmacy, sellers per till, enforced by the server.

Benefit Manage all your locations from one platform, without paying for features a small branch will never use.

Team & security

Who can do what, proved rather than trusted.

• Roles that mean something. Owners and managers in the back office; sellers at the till. What each person can do is enforced by the server, not by hoping.
• PINs verified offline. Till PINs are checked on the device itself; the server never even sees a raw PIN.
• One login, several pharmacies. A pharmacist who works at two shops — or an owner opening a second — switches between them under one email and password. Leaving one job doesn’t touch the other.
• Join codes. Invite a manager with a short code instead of a shared password.
• Device pairing. A till is authorised with a short code and bound to one branch — lose the tablet, revoke the device, keep the data.
• Sign in your way. Email or Ghanaian phone number and password, Google or Facebook sign-in, and verification codes by SMS or email at sign-up.
• An audit trail with names on it. Commands, sales and register entries record who did what, at which pharmacy, when.

Benefit Protect sensitive pharmacy and customer information with real permissions and a trail you can read.

Getting your data in

You are not going to retype four hundred products. You should not have to.

• CSV import for products and customers. Upload a spreadsheet, map the columns, preview the rows, import.
• Opening stock in the same pass. Products that are created can carry their opening quantity, batch and expiry straight in.
• Safe to re-run. Rows are matched against what already exists — products by SKU then name, customers by phone then name — so a second run updates rather than duplicates, and never doubles anyone’s on-hand.
• Nothing bypasses the rules. An imported product goes through exactly the same server validation as a hand-typed one.
• And back out again. Export your own data — products, customers, suppliers and sales — from inside the back office whenever you want it.

Benefit Move from a spreadsheet or another system in an afternoon, not a fortnight.

The platform underneath

The part you never think about, which is the point.

• Offline-first sync. The till keeps a local database and a queue. Offline sales push when data returns; catalogue changes pull down the same way. Conflicts resolve by rule, not by luck — nothing lost, nothing double-counted.
• Installs without an app store. The till is a progressive web app: install it from the browser in under a minute on Android, iPhone or desktop. Here’s how.
• Printing everywhere. 58/80 mm thermal receipts, A4 documents and label sheets, from any screen that produces paper.
• Hosted for you, or on your own server. Use our hosted service, or deploy PharmaSuite PMD on your own machine — the self-hosting kit ships with setup, migration, backup, restore and monitoring scripts.
• Your data stays yours. Every pharmacy’s data is isolated at the database level, and even if a subscription lapses you can still sign in and read everything.

Benefit A system that behaves the same on a good day and a bad one.