User manual

A practical guide for owners, administrators, pharmacists, cashiers, accountants, and support staff.

Getting started User roles Inventory workflow Purchasing workflow Sales workflow Finance and reports Subscriptions and payments Support and backup

Getting started

Set up the pharmacy profile, confirm settings, invite staff, and add your first operational records.

  1. Create or select a pharmacy from the Pharmacies menu.
  2. Open Settings and confirm receipt, tax, stock, and date preferences.
  3. Invite staff from Members and assign the correct role.
  4. Add medicines, suppliers, customers, and opening stock before using POS.

User roles

Access is controlled by pharmacy membership role.

  1. Owner and Administrator manage users, settings, subscriptions, and most operational workflows.
  2. Pharmacist and Store Manager manage medicines, batches, stock adjustments, and transfers.
  3. Cashier uses sales/POS workflows but cannot adjust stock.
  4. Accountant reviews finance, valuation, supplier/customer balances, and reports.
  5. Viewer has read-only access where allowed.

Inventory workflow

Inventory is batch-aware and stock quantities change only through controlled services.

  1. Create units, categories, manufacturers, and medicines.
  2. Add opening stock by batch and storage location.
  3. Use adjustments only with a clear reason.
  4. Review low-stock and expiry pages regularly.
  5. Do not edit current stock directly; use opening stock, adjustment, transfer, or write-off actions.

Purchasing workflow

Purchasing records supplier orders, invoices, receipts, returns, payments, and balances.

  1. Create suppliers before recording purchases.
  2. Use purchase orders and invoices to track expected and billed items.
  3. Receive goods through controlled receiving workflows so stock movements are created.
  4. Use supplier payments and balance reports to track payables.

Sales workflow

Sales use FEFO stock allocation and preserve immutable stock movement history.

  1. Add customers where needed, or use walk-in/customer records according to pharmacy policy.
  2. Open POS only after medicines and stock are ready.
  3. Complete sales to generate receipts and stock depletion movements.
  4. Use returns workflow for controlled stock restoration.

Finance and reports

Finance provides management reports, expenses, cash flow, profitability estimates, and tax summaries.

  1. Record expenses with categories and approval workflow where required.
  2. Review management dashboard summaries as estimates based on posted operational records.
  3. Use reports for decision support, not as a full accounting ledger.

Subscriptions and payments

Subscription payments are manual-confirmation based in this version.

  1. Review current plan, trial/grace dates, and user seat limits on the Subscription page.
  2. Use displayed M-Pesa, Airtel Money, Mixx by Yas, or bank details to pay manually.
  3. Submit the payment reference for MITSOL confirmation.
  4. MITSOL staff confirms or rejects the payment in Django Admin.
  5. No automatic payment gateway verification is enabled yet.

Support and backup

Know how to get help and protect pharmacy data.

  1. Use the Contact and Support pages for support expectations and payment confirmation instructions.
  2. Backups must include the database and uploaded media.
  3. Owners should periodically review audit logs for sensitive actions.