How to log in

1. Open the website address for your shop. Your owner or manager will give you this address.
2. Type your email and your password.
3. Press Login to Dashboard.
4. If you forget your password, press Forgot your password? on the same screen. The system will send you steps by email.

What you see after logging in depends on your role. If a staff member cannot see something, it is because the owner has not given them that permission yet.

Understanding the Dashboard (main screen)

• Today's Sales — how much money you made today, and how many sales.
• This Month — total money made so far this month.
• Today's Purchase — how much stock you have ordered today from suppliers.
• Alerts — a number showing how many medicines are low in stock or about to expire.
• A small chart of sales for the last 7 days, and your shop's Subscription plan with days left.

Finding things fast

At the top of the menu on the left, there is a small search box. Type any word, like "due" or "report", and the menu will show only matching items. Clear the box to see the full menu again.

My Account — /profile

Select your name in the bottom corner of the menu to open My Account. From here you can:

• Update your Full Name and Phone (your email cannot be changed here — ask your admin if it needs fixing).
• Change your Password — you will need to type your current password first, then the new one twice.
• See your account status and when you last logged in.

How to make a sale, step by step

1. Open Point of Sale.
2. Type the medicine name in the search box. You can also type the generic name, or scan the barcode.
3. Tap the medicine you want. It is added to your cart by itself.
4. The system always picks the stock that will expire soonest first. You do not need to choose this yourself.
5. If this medicine has small units (like one Tablet from a Strip), you will see a small button that says Full or Loose. Read more about this below.
6. If you know the customer, search their name and select them. This puts their name on the invoice and adds the sale to their record.
7. If you do not know the customer, you can leave this blank — the sale will say "Walk-in".
8. Choose how they are paying: Cash, Card, or Mobile.
9. Type the amount of money received.
10. Press Charge to finish the sale.

Selling small amounts (Full or Loose)

Some medicine comes in a big pack (like a Strip with 10 tablets), but you may sell just a few tablets at a time. For medicines set up this way, the cart shows a toggle:

Example: If one Strip costs ₹100 and has 10 tablets, selling it as Loose means each tablet costs ₹10, and the system removes the right number of tablets from stock — even though they came from one strip.

Giving a discount

• Next to the word Discount, there are two small buttons: ₹ and %.
• ₹ means you type a fixed rupee amount off the total.
• % means you type a percentage off the total (for example, 10 means 10% off).
• Either way, the system keeps a record of the discount for later reports.

If the customer pays less, or more, than the total

• Pays less: the rest is called the Due amount, shown in a red box. It is saved to that customer's record so you can collect it later (see "Customers & Money Owed" below).
• Pays more: a green Change box appears, showing exactly how much money to hand back to the customer.

Putting a sale on hold

If a customer steps away, or you need to help someone else first, press Hold. Your cart is saved. Press Held to open a list of every sale you have parked — pick one to bring it back and finish it, or remove it from the list if it is no longer needed.

Prescription No. and Doctor Name fields in POS

The checkout panel still has two small fields called Prescription No. and Doctor Name — these are just simple text notes you can type directly on a sale, kept for quick reference on the printed bill. This is different from the full Prescriptions feature described later in this guide, which saves a complete, reusable record with medicines, dosage, and follow-up details. You can use either, both, or neither.

Keyboard shortcuts

These work without touching the mouse, shown at the bottom of the POS screen:

F1 jump to the search box   F2 clear the cart   F10 go to checkout   Enter look up a scanned barcode

Seeing and printing a bill

Open Sales, find the sale you want, and open it. Press the printer button to see the bill in a clean, printable layout. Press Print to print it, or Close to go back.

On the main Sales list, you can also filter by status and date, and press CSV to save the filtered list as a spreadsheet file.

Cancelling a sale (Void)

If a sale was made by mistake, open it and press Cancel. The money and the stock both go back to how they were before the sale.

When a customer returns medicine

1. Go to Sales → Returns → New Return.
2. Choose the original sale.
3. Pick which item, how many pieces are coming back, and why.
4. Save it. The returned amount is added back to your stock automatically.

Adding a new medicine

1. Go to Medicines, then press Add Medicine.
2. Type the Medicine Name — this is the only field you must fill in.
3. You can also add the Generic Name, Category, Brand, Unit, Type, and a short Description.
4. Type or scan the Barcode / SKU number. If this barcode was already used for another medicine anywhere in the system, the other fields fill in by themselves. Always check these before saving — they do not save automatically, so you can fix anything wrong.
5. Set the Reorder Level. This is the stock number where the system will warn you to buy more.
6. Tick the box for Requires Prescription if a doctor's note is needed, or Narcotic / Controlled for medicines with extra rules.

Categories, Brands and Units

Found in the menu under Categories, Brands, and Units. You can add new ones, or remove old ones (you cannot remove a category or brand that is still used by a medicine).

On the Units page, there is a Conversion Factor number. This is what makes the Full/Loose choice work in the selling screen. For example, set "Strip" with a factor of 10, if one strip holds 10 tablets. Leave it as 1 if there is nothing to split. You can also use the quick buttons (Strip, Tablet, Capsule) to add common units fast — open them afterwards to set the correct conversion number.

Stock and Batches

Each time you receive stock, it is saved as its own batch, with its own batch number and expiry date. This lets the system always sell the oldest stock first, so nothing expires unused on the shelf by mistake.

1. Go to Branch Transfers and start a new one.
2. Choose which branch is sending stock, and which branch is receiving it.
3. Choose the medicine and how much.
4. A manager checks the request and presses Approve.
5. Once approved, the stock moves from one branch to the other.

Ordering new stock

1. Go to Purchase Orders, then New Purchase Order.
2. Choose the Supplier (who you are buying from), the branch, and the order date.
3. In the medicine box, search for each item you are ordering. Fill in the amount (Qty), price per unit, any discount, the batch number, expiry date, manufacture date, and tax — then press the green + button to add it to your list.
4. When the whole order is ready, press Place Order. If you are not finished, press Save Draft to come back to it later.

Receiving goods — this is the step that adds stock

1. Open the Purchase Order, and press Receive Goods.
2. For each medicine, type how many actually arrived in Qty to Receive. This box already shows the amount still owed to you, but change it if the supplier sent less.
3. Type the real Batch Number and Expiry Date printed on the box, plus the Manufacture Date, Selling Price, and MRP.
4. Press Confirm Receipt & Create Batches.

Your stock count goes up right away. If the supplier sent less than you ordered, the order shows as Partial — you can come back later and receive the rest when it arrives. Once everything has come, it shows as Received.

Suppliers

The Suppliers page shows every supplier and the total amount you have bought from them. Add new suppliers' names and contact details here.

Adding a new customer

1. Go to Customers, then press Add Customer.
2. Type their Full Name — this is the only field you must fill in. Phone, Email, Date of Birth, Gender, and Address are all optional.
3. Doctor Name here is just a short note for which doctor referred this customer — it does not need to match a doctor saved in the system.
4. Choose a Customer Type: Regular, Wholesale, or Credit.
5. If they already owed you money before you started using PharmaSaaS, type that amount in Opening Balance so their Due total starts correctly.

The customer's full record (Ledger)

Open any customer to see their Ledger — a simple list of everything that happened with them, in order by date:

• Every sale shows in red (money they owe you).
• Every payment shows in green (money they gave you).
• At the bottom, you always see the total Due (they owe you) or Credit (you owe them, rare).

Taking a payment from a customer

1. Open the customer's page. The Record Payment button only appears if they owe money.
2. Type the amount they are paying, choose how (cash, card, etc.), and add a note if you want.
3. Save it.

If the customer owes money on more than one old sale, your payment is used to pay off the oldest sale first. If there is money left over, it goes to the next oldest sale, and so on, until the payment is used up.

What else you'll see on a customer's page

• Total Sales, Total Spent, Outstanding Due, and Loyalty Points — customers earn 1 point for every ₹100 they spend, added automatically.
• Any Prescriptions written for them, and their Appointment History.

Adding a doctor

Open Doctors and add their name, what they specialise in, and their consultation fee. By default, a doctor is just a name in your records, used for booking visits — see "Giving a doctor their own login" below if you want the doctor to use the system themselves.

Setting a doctor's weekly schedule

1. From the Doctors list, open a doctor and select Edit Schedule.
2. Tick which days of the week they are available.
3. For each day, set the Start Time, End Time, how many minutes each visit takes (Slot Duration), and the most patients they can see that day (Max Patients).
4. Save. This schedule is what controls which time slots are open when booking a new appointment.

Booking a visit

1. Go to Appointments → New Appointment.
2. Search for the patient if they are already saved as a customer, or just type their name and phone number if they are new.
3. Choose the doctor, the date, and the time.
4. Save it.

Today's Queue shows only today's visits, so the front desk can see who is coming in right now.

Giving a doctor their own login

On the doctor's page, press the small key icon labelled Create Login. This makes a temporary password and shows you their email. Give these to the doctor — once they log in, they go straight to their own simple screen (see "Doctor Screen" below), and they will only ever see their own patients.

1. From the customer's page, or from an appointment, press New Prescription.
2. Search and choose the patient, and the doctor (this fills in by itself if you came from that doctor's appointment).
3. For each medicine, type the dose (example: "1-0-1 after meal") and how long to take it (example: "7 days").
4. If needed, write any tests the doctor wants (like a blood test or X-ray) in Advised Investigations, and pick a Follow-up Date for the next visit.
5. Save it. It now shows on the patient's page, and on the doctor's own list of prescriptions.

The Accounts overview page

Open Accounts to see this month's total sales, total purchases, total expenses, and your most recent journal entries, all in one place.

Setting up your Chart of Accounts

The Chart of Accounts is your list of money categories — like Cash, Bank, Rent, Sales Income. Every entry you record belongs to one of these.

1. Go to Accounts → Chart, then add a new account.
2. Give it a short code, a name, and a Type: Asset (things you own, like cash), Liability (things you owe), Equity (the owner's stake), Income (money earned), or Expense (money spent).
3. If this account is a smaller part of a bigger one, choose a Parent Account (optional).

The Chart page also shows the total debited and credited for each account, so you can see its running figures at a glance.

Most entries are made for you automatically

You will rarely need to add a journal entry by hand. Every sale and every purchase posts to the correct accounts by itself. Manual entries are mainly for things the system does not know about — like the owner adding personal money into the shop, or a bank transfer between two of your own accounts. If you never touch this screen, your shop will still work perfectly fine.

The one rule you need, before you try a Journal Entry

Every entry has two sides: Debit and Credit. The confusing part for beginners is that "Debit" does not always mean money coming in — it depends on the account type you picked in the Chart of Accounts. Here is the only rule you need:

Worked example 1 — Owner puts ₹10,000 of personal cash into the shop

Think about it in two parts: "What account is getting more money?" and "Where did that money come from?"

1. The shop's Cash account (an Asset) is going up by ₹10,000 → Assets go up with Debit, so: Debit Cash ₹10,000.
2. This money came from the Owner's Equity account going up by ₹10,000 → Equity goes up with Credit, so: Credit Owner's Equity ₹10,000.

On the Journal Entry form: one Debit line with the Cash account and ₹10,000, one Credit line with the Owner's Equity account and ₹10,000. Both sides equal ₹10,000, so it will save.

Worked example 2 — You deposit ₹5,000 cash from the shop into the bank

Money is simply moving from one of your own Asset accounts to another.

1. Your Bank account (an Asset) goes up by ₹5,000 → Debit Bank ₹5,000.
2. Your Cash account (an Asset) goes down by ₹5,000 → Assets go down with Credit, so: Credit Cash ₹5,000.

On the form: Debit line = Bank, ₹5,000. Credit line = Cash, ₹5,000.

Adding a manual Journal Entry, step by step

1. Go to Accounts → Journal → New Entry.
2. Pick the date and write a short description (example: "Owner deposited cash into bank").
3. Work out your two (or more) lines using the rule and examples above.
4. Add each Debit line: choose the account, type the amount.
5. Add each Credit line: choose the account, type the amount.
6. Save.

Expenses

1. Go to Expenses → Add Expense.
2. Pick a category (like Rent or Electricity), type the amount, the date, and how it was paid.
3. Save it.

On the main Expenses list, pick a date range to see a quick total. You can also Edit or Delete any expense you have already added.

Understanding the Fast/Slow Moving labels

Dead Stock not selling at all, still on the shelf — think about returning it   Out of Stock sells well but you have none left — buy more now   Fast Mover sells a lot — keep plenty in stock   Normal nothing special to do

Saving a report as a file

At the bottom of the Reports page, choose a report and a date range, then press Download CSV to save it as a spreadsheet file on your computer.

Where to see your alerts

The bell icon at the top of every screen shows a small number — how many alerts you have not read yet. Select it, or open Notifications from the menu, to see the full list. You can mark one alert as read, or use Mark All Read to clear the count in one go.

1. On the Medicines or Customers page, press Import CSV.
2. Choose your file from your computer, and press Upload & Preview.
3. You will see every row marked OK, WARNING, or ERROR before anything is saved.
4. Press Confirm Import. Rows with errors are skipped — the rest still go through. Anything that already exists (same name or barcode/phone) is skipped too, so you will not get duplicate copies.

For medicines, your file should have these columns: name (must be filled in), generic_name, barcode, type, reorder_level, category, brand, unit, description, status, requires_prescription, is_narcotic.

For customers: name (must be filled in), phone, email, address, customer_type.

Shop Settings

Your shop's name, address, drug licence number and its expiry date, your logo, and the Alert settings explained above (Return Alert Days, Due Reminder Days, Refill Reminder Days).

Branches

If you run more than one shop, add each one as a branch. You can then see stock, sales, and reports for one branch at a time, or for all of them together.

1. Go to Branches → Add Branch.
2. Type a Branch Name and a short, unique Branch Code (example: BR-001).
3. Add the phone, email, and address for that branch.
4. Choose a Branch Manager from your staff list, if you want one assigned.

Adding a staff account

1. Go to Users → Add User.
2. Type their name, email, and a starting password (they can change it later from My Account).
3. Choose a Role for them — see below for the ones already built in.
4. Choose a Branch if this person should only work at one branch, or leave it as "All Branches".

Roles already built in — use these first

You do not need to build a role from scratch. PharmaSaaS already comes with four ready-made roles for the most common jobs:

Building your own custom role

If none of the above fits, go to Roles → Add Role, give it a name, and tick exactly the permissions it should have, from a full list grouped by area (Medicines, Sales, Customers, Accounts, Reports, and so on).

Logging in as a doctor

After the shop owner creates your login (see "Giving a doctor their own login" above), log in with the email and temporary password they gave you. Go to My Account afterwards to set your own password.

What you see on your Dashboard

• Today's Patients, Completed, Pending, and Total Patients (all-time) — tap any of these to see that list straight away.
• A table of Today's Appointments, with a small Rx button next to each one to start writing that patient's prescription right away.

Writing a prescription

Same steps as in the Prescriptions section above. Writing one from an appointment marks that visit as Completed by itself.

My Prescriptions

A list of every prescription you have written. You will never see prescriptions written by another doctor.

Managing pharmacy shops (Tenants)

• All Tenants shows every pharmacy shop using PharmaSaaS, with whether they are active and which plan they have.
• Add Tenant sets up a brand-new pharmacy shop and its first owner login.
• Open any shop to see or change its details, give it a plan, pause it, or remove it.
• Each shop's page also has a WhatsApp Integration box — this is where that shop's own WhatsApp number and connection details go, for sending appointment reminders.

Subscription Plans

Set up your pricing plans (for example: Starter, Professional, Enterprise) under Plans. Choose the monthly/yearly price, the limits (branches, staff, medicines, sales per month), and which features each plan includes.

Platform Settings

Shared settings that every shop uses, unless a shop has its own:

• Email (SMTP) — the email account used to send messages. Works with most standard email providers.
• SMS Gateway — a simple template that works with many text-message services, by filling in the phone number, message, and your account key.
• Leaving any of these blank just turns that one off for now — nothing breaks, alerts simply stay inside the app.

Platform Reports

Total number of shops, money earned this month, active plans, and shops whose plan has expired.

Why can't my staff member see something in the menu?

Almost every screen needs a permission. Go to Users → (their name) → Roles and check that their role includes the permission they need.

A customer's Due amount looks wrong. How do I check it?

Open their page and look at the full Ledger. Every sale and every payment is listed in order with a running total, so you can see exactly how the number was reached.

I don't see the Full/Loose choice for a medicine

This only shows up when that medicine's Unit has a Conversion Factor higher than 1. Check this under Units.

Alerts are not arriving as a text message, email, or WhatsApp

This is expected until the platform owner sets up a messaging service. You can still see every alert inside the app, under Notifications.