फ़ार्मेसी
Pharmacy handles medicines with batches and expiry: billing, drugs and batches, purchases, patients and doctors, stock and expiry, returns, adjustments, reorder, compliance and reports.
Why and when you use it
A medical store must know which batch it sold, what expires soon and which prescriptions it filled. Pharmacy tracks every strip by batch and expiry date, so expired stock is caught before it reaches a customer and drug registers fill themselves. Counter staff bill here; the owner handles purchases, expiry and reorder.
Before you start
- Pharmacy module active (Enterprise plan)
- Pharmacy part of Compliance Settings filled in (licences, pharmacist)
- Distributors added as suppliers
Step by step
- Check the DashboardStart the day on the Dashboard tab to see what needs attention.
- Set up Drugs & BatchesAdd each medicine in Drugs & Batches. Stock is kept batch by batch, each with its own expiry date.
- Receive stockUse the Receive stock button (or the Purchases tab) when a distributor's bill arrives. Enter the batch number and expiry for each line so the right batch is on record from day one.
- Keep patients, doctors and suppliersPatients, Doctors & Suppliers holds the people you deal with. Saving the prescribing doctor helps the Schedule H1 register.
- Bill at the counterPress New bill in the Billing tab, add medicines and take payment. The bill list shows Bill, Date, Customer, Amount, Mode and Status. Quick console is a faster screen for busy hours.
- Watch stock and expiryStock & Expiry shows what is near expiry, using the near-expiry window set in Compliance Settings. Use the Expired stock button to pull out expired batches.
- Handle returns and adjustmentsUse Returns for medicines coming back from customers or going back to distributors, and Adjustments for breakage or count differences.
- Reorder and reportReorder suggests what is running low. Compliance links to the drug registers, and Reports gives sales and stock summaries.
- Check Registers Overview, Accounts and My PlanThe last tabs are shared by the industry modules. Registers Overview gives one summary of the registers in Pharmacy, Accounts shows the money side of the module and how it reaches your books, and My Plan confirms the module is active - it reads "Pharmacy Enterprise (Enterprise plan)".
Worked example
Mehta Medicals in Pune receives 50 strips of Azithromycin 500 mg (batch AZ2411, expiry Oct 2027) from its distributor on 12 Nov 2026. The same evening a patient brings a prescription from Dr. Kulkarni for one strip at ₹120.
- Receive stock: enters the distributor bill with 50 strips, batch AZ2411, expiry Oct 2027.
- Billing - New bill: adds Azithromycin 500 mg, 1 strip, ₹120; the batch AZ2411 is used; records Dr. Kulkarni as the prescribing doctor; payment by UPI.
- Because Azithromycin is a Schedule H1 drug, the sale is logged in the Schedule H1 register.
- Stock & Expiry: two strips of an old cough syrup batch show inside the 90-day near-expiry window; the owner plans to return them to the distributor.
- Reorder: a fast-moving paracetamol shows low and is added to the next order.
Result: Stock of batch AZ2411 is 49 strips, the ₹120 sale and its GST are in your books, the H1 register has the entry, and near-expiry stock is flagged before it goes bad.
💡 Tips
- Never skip the batch and expiry when receiving stock - everything else depends on it.
- Check Stock & Expiry weekly and return near-expiry stock while the distributor will still take it.
- Save the doctor's name on every prescription bill.
⚠️ Common mistakes
- Billing pharmacy items from Sales Invoices, which skips batches and the drug registers. Bill from Pharmacy.
- Leaving expired strips on the shelf. Use Expired stock to remove them from sellable stock.
सवाल
Where are my drug licence numbers entered?
In Compliance Settings, Pharmacy part: Drug licence Form 20B, Form 21B and Schedule X licence Form 20G.
🎬 Video walkthrough (script — recording coming soon)
- Scene 1: Pharmacy Dashboard at Mehta Medicals.
- Scene 2: Receive stock with batch AZ2411 and expiry Oct 2027.
- Scene 3: New bill for one strip at ₹120 with Dr. Kulkarni.
- Scene 4: Stock & Expiry showing near-expiry items.
- Scene 5: Expired stock button and Returns.
- Scene 6: Reorder suggestions and Reports.