Medical Shop / Pharmacy

✨What you can do

Receive medicines by batch with expiry dates, dispense with an optional prescription reference, and get warnings before stock expires.

Batch trackingEvery delivery is a batch with its own number, expiry, cost and selling price.

Dispense from a batchChoose quantity, price and optional prescription reference.

Expiry alertsWarnings at 90, 30 and 7 days before expiry.

HistoryEvery dispense is listed with date, quantity, price and customer.

Your daily routine in 5 steps

Add productmedicine name
Add batchbatch no + expiry
Dispensefrom the batch
Watch expiryalerts 90/30/7 days
Reportsexpiring & expired

🧭Where to click

Business Console

Overview

Sales

Purchases

Finance

People

Business

Settings

Medical Shop

Find your section

After you sign in, look at the left menu. Below the common groups you will see a section for your business: Medical Shop. Everything in this guide starts from the items inside it.

The common groups (Sales, Purchases, Finance, People, Business, Settings) are the same for every business and are explained in Getting started.

🚀Day-1 setup

Do these once, in this order, before your first day of work.

Add categories, brands and units

Open Categories (Tablets, Syrups, Injections, Baby care…), Brands (manufacturers) and Units (strip, bottle, box, pcs).

Add each medicine as a product

Open Products → + Add product. Fill SKU, Name (with strength, e.g. Paracetamol 500mg), Category, Brand, Unit, prices and Reorder level.

Good to know: The product is the medicine itself. The stock you actually hold is added as batches below.

🛠️Everyday tasks

Click a heading to open or close it. Steps are numbered in the order you press.

Receive stock: add a batch

Open Batches → + Add batch.
Choose the Product, type the Batch number and Manufacturer.
Enter Expiry date, Received date, Purchase price, Selling price and Quantity received.
Save. You will see “Batch added.”

Careful: Check the expiry date twice — alerts and reports depend on it.

Dispense a medicine

Open Batches and press Dispense on the correct batch.
Enter the Quantity, Sold price and Sold date. Choose a Customer if you want to record one and add a Prescription reference when needed.
Save. You will see “Dispensed.” Stock in that batch reduces.

Tip: Sell the batch that expires first (first-expiry-first-out).

Good to know: The system stops you if the quantity is more than the batch holds, or if the batch is already expired — you will see a clear message on screen.

See what you have dispensed

Open Dispense History for the list of date, product, quantity, price and customer (blank customer shows as Walk-in).

Act on expiry alerts

Open Notifications (Settings) — you will get alerts at 90, 30 and 7 days before a batch expires.
Open Reports to see Expiring in 30 days and Already expired, then return or remove those items.

Careful: Never dispense expired stock. The system will refuse an expired batch — remove it from the shelf or return it to the supplier.

Sell non-medicine items (baby food, devices)

Use the POS for general items with normal stock instead of batches.

⚙️What the system does for you

Dispensing creates an invoice and reduces the batch quantity.
Expiry checks run automatically and raise notifications at 90, 30 and 7 days.
Reports count batches in stock, expiring soon and already expired.

📈Reports & numbers

Report / number	What it tells you
Revenue	Money from dispensing
Batches in stock	Batches that still have quantity
Expiring in 30 days	Sell or return these first
Already expired	Remove from shelves

Also open Analytics for sales, expenses and profit charts.

❓Common questions

I received the same medicine with a new batch number.

Add a new batch — each batch keeps its own expiry, price and quantity.

Can I record the doctor’s prescription number?

Yes — use Prescription reference when dispensing.

Stuck? We are one message away.

Send us a screenshot on WhatsApp +974 3398 2304 and tell us what you were trying to do.

Help & troubleshooting