PharmSync

Start a dispensing encounter

1. Open Dispensing.
2. Select the correct mode: OTC, Prescription, or Repeat.
3. Search for or register the patient.
4. Add diagnosis/ICD-10 information where required.
5. Add medicines, quantities, directions, and prices.
6. Review warnings, allergies, substitutions, and not-dispensed items.

Complete and send to POS

1. Go to the final complete step.
2. Select payment type: Cash, Card, or Medical Aid.
3. If you are correcting a historical script, choose the Backdated transaction date.
4. Click Send to POS Cashier.
5. The POS cashier must finish payment before the sale is complete.

Backdated dispensing

• Available to pharmacist-role users only.
• Use only for valid historical corrections.
• Future dates are not allowed.
• Leave the date blank for normal same-day transactions.
• The selected date is applied to the dispensing encounter and POS sale created from it.

Labels and reprints

• Use Med Label for quick labels without a full encounter.
• Print medicine labels after checking directions and quantities.
• Reprint scripts/receipts only when clinically or operationally required.
• If a script was sent too early, use recall so the pharmacist can re-process it.

Open and close the day

1. Open Accounting or POS day controls.
2. Click Open Day and enter the opening float.
3. Process all cash, card, EFT, and medical-aid transactions during the day.
4. At day end, count cash and card totals.
5. Click Close Day and record closing values.

Process a dispensary sale

1. Open the POS queue.
2. Select the script sent by the pharmacist.
3. Confirm patient, items, totals, and payment type.
4. Take payment and complete the sale.
5. Print receipt and give it to the patient.

Retail / OTC sale

1. Start a new POS sale.
2. Scan barcode or search product name/NAPPI.
3. Confirm quantity and price.
4. Select payment method and complete payment.
5. Print receipt.

Returns, voids, and recalls

• Use returns only for valid refunds or reversals.
• Use recall when a sent script must go back to the pharmacist before payment.
• Manager/pharmacist PIN approval may be required for sensitive actions.
• Do not delete or duplicate sales to correct a mistake; use the supported correction flow.

Owner dashboard

• Open Accounting & Reports then Owner Dashboard.
• Use quick filters for today, yesterday, this month, or custom dates.
• Review sales, gross profit, medical-aid claims, top medicines, low stock, and expiry alerts.
• The standalone dashboard URL is available at /owner-dashboard.html.

Reports and controls

• Use Profit & Loss, Balance Sheet, Trial Balance, VAT, Stock Valuation, and Expiry reports.
• Export reports to Excel where available.
• Check zero-cost products because they distort profit margin.
• Review day sessions when reconciling cash and sales.

Approvals and overrides

• Keep manager/pharmacist PINs private.
• Use overrides only when pricing, receipt reprint, or correction rules require approval.
• Review system logs if staff report errors.

User management

1. Open Settings -> User Management.
2. Add the staff member with the correct role.
3. Use POS-only for cashiers who should go directly to the POS terminal.
4. Set a PIN for users who approve POS overrides.
5. Deactivate users who leave the pharmacy.

Company and receipts

• Open Settings -> Company Profile.
• Set pharmacy name, VAT number, contact details, responsible pharmacist, and receipt footer.
• Upload a logo for invoices/receipts where supported.

Printers and workstations

• Use Settings -> POS & Printers to define terminals and printers.
• Use workstation settings to choose receipt, label, A4, and raw-print options.
• Test printers before going live.

Products, prices, and suppliers

• Use Import Products for master stock files.
• Use Import Prices to update retail, cost, SEP, and related price fields.
• Use Suppliers and Goods Receipts for stock purchasing and invoice tracking.
• Use Pricing Strategy and DoH Fee Bands to control SEP/dispensing-fee calculations.