Independent Pharmacy User Manual

How to Run This Shop

Do the work in this order. Skip a step only when it does not apply to this shop.

1. Sign in at /login with the full pharmacy username.
2. If Books are on, open Till Session and enter the opening float before you take cash.
3. Open Pharmacy Dashboard. Work Incoming, then invoice and collect payment, then Ready to Fill.
4. Click Dispense to take stock off the shelf. Print the label. Mark as Dispensed closes the prescription. It does not move stock.
5. Walk-in items with no prescription go on Retail POS. Search a medicine or sundry. Complete the sale.
6. Add missing stock on Add Item or Import Opening Stock. Mark lotions and soaps as Sundry.
7. Pay rent, power, and suppliers on Expenses and Bills and Payables.
8. At close, count the drawer on Till Session. Over or short posts to Cash Over And Short (6910).

1. Sign Up and Login

Create a Pharmacy

1. Open Independent Pharmacy Sign Up.
2. Choose Create a Pharmacy.
3. Enter the pharmacy name, your name, and a username. The first account is a Pharmacist so Pharmacy Dashboard opens after login.
4. Save the username exactly as shown, including the dots and the 3-character code.

Join an Existing Pharmacy

1. Ask the owner or administrator for the Organization Code.
2. On Independent Pharmacy Sign Up, choose Join with an Organization Code.
3. Enter the code and pick your role: Pharmacist, Pharmacy Technician / Assistant, Biller / Accountant, Cashier, Administrator, Owner, or Other.

Sign In

Use the same login page as clinics: ehrafrica.com/login. Enter the pharmacy username and password, then click Login. You can also choose Sign In on the pharmacy sign-up page.

2. Who Does What

Importing stock is for Pharmacist, Administrator, and Owner. Use User Management to turn Pharmacists Can Take Payments and Handle Financials on or off. Default is on.

3. Your Dashboard

After login you land on the organization home. An independent pharmacy shows shop work only. Appointments, admissions, claims, and lab scientist screens do not appear.

When Books are on, you also see Pharmacy Books, Physical Stock Count, Purchase Orders, Vendors, Expenses, Bills and Payables, Retail POS, Till, Receivables, Payroll, Staff Cost, Fixed Assets, Reports, and Pricing Catalog. Each money button has an i that opens a short How to Use page.

4. Patients

1. Click Manage Patients.
2. Search by name, patient ID, or phone, or add a new patient.
3. Record allergies before you approve a prescription. From Incoming you can open Add Allergy.
4. Use Review Patient Intake if someone registered themselves and is waiting for approval.
5. Use Setup Patient Portal when a patient needs their own login.

Walk-in customers can be added as patients so the prescription, invoice, and label stay attached to a person. A walk-in sundry sale with no prescription can stay on Retail POS without a patient.

5. Pharmacy Dashboard

This is the daily workbench. The top of the page shows the organization name, the signed-in person, and the role.

6. Incoming Prescriptions

Incoming holds signed prescriptions that are not filled yet. A copy from the patient record also appears here until it is queued.

1. Check the patient, diagnosis, and each medicine.
2. Add any missing allergy on Add Allergy.
3. Click Approve when the prescription can go to billing.
4. Use Reject / Return if it cannot be filled here.
5. Use Sent Out if the patient will fill it at another pharmacy.

After approve, billing creates the invoice. When payment is recorded, the prescription moves to Ready to Fill.

A filled prescription must leave Incoming. If you still see the same one, hard-refresh the page.

7. Fill and Dispense

1. Open Ready to Fill and click Start Fill.
2. On In Process, work one medicine line at a time.
3. Click Dispense to take stock off the shelf. That is the action that changes inventory.
4. Click Print Label for the bottle or sachet.
5. Use Reject Line or Sent Out for a line you will not dispense.
6. When every line is finished, Mark as Dispensed closes the prescription. That button does not move stock.

The finished prescription appears under Filled and must not return to Incoming.

8. Inventory

Medicines and non-medicine items (lotions, soaps, cosmetics) live on the same stock list. Mark the line as Medicine, Sundry, or Exempt. Do not create a second inventory.

Import Opening Stock

1. Open Import Opening Stock.
2. Paste CSV or upload a .csv or .xlsx file. Use the CSV Template if you need the column names.
3. Optional: add a Stock Kind or VAT Class column with Medicine, Sundry, or Exempt.
4. Tick Update Existing Items only if this file should add stock and prices to items you already have.
5. Click Import This File. That button uses only the file or paste on the screen.

Required columns include Medication Name, Strength, Form, and Quantity on Hand. Dates can be M/D/YYYY or ISO. Imported lines stay Medicine until you mark them Sundry.

Add or Edit One Item

1. Open Add Item.
2. Set Stock Kind first: Medicine, Sundry (Non-Medicine), or Exempt.
3. Enter name, strength, form, quantity, cost, and selling price.
4. On the inventory table, use Edit for prices and Stock Kind, History for cost and receipts, and Adjust for a count change with a reason.

Filter the table with All Items, Medicines, or Sundries. Inventory is per organization. If the list looks empty, confirm you are signed into the right pharmacy.

9. Pharmacist Prescribe

An independent pharmacist can write a prescription the same way a doctor does, signed to the pharmacist username and license.

1. On Pharmacy Dashboard, open Pharmacist Prescribe.
2. Search and select the patient. If they are not in the list, click Quick Add Patient, fill the registration form, and you return here with that patient selected.
3. Click Open Prescribe.
4. Enter the diagnosis and medicines, then save. The prescription appears in Incoming. Uploaded stock appears in the medicine list. A glowing L marks an item from your Pharmacy Inventory when the catalog also has a close match.
5. Use Back to Pharmacy Dashboard to return. Do not look for a clinical note. This pathway does not use one.

10. Hours and Service Fees

Open Configure Pharmacy Hours. Set each day as open or closed, with start and end times. An independent pharmacy does not follow a clinic schedule, so there is no Same Hours as Clinic Schedule checkbox.

On Pharmacy Dashboard, Service Fees sets prices for extra activities such as counseling or a blood pressure check. The biller can add those lines on an invoice.

11. Billing and Payments

A prescription moves to Ready to Fill after it is paid. Use the screen that matches the sale.

1. On Biller/Accountant Dashboard, find the approved prescription under Awaiting Invoice or Payment.
2. Click Generate Invoice, then Collect Payment.
3. Open Paid Invoices if you need a paid script that already left the awaiting list.

12. Staff and Organization

• User Management: add staff and assign a pharmacy role. Use Pharmacists Can Take Payments and Handle Financials to allow or stop pharmacist invoicing.
• Organization Code: give this to new staff so they can join.
• Edit Profile: update your name and password.
• Manage Subscription: keep the account active.

13. When Books Are On

Some independent pharmacies have Books turned on. Extra dashboard buttons then appear. Tap the i on a money button, or open the Pharmacy Books Guide.

Use Back to Previous Screen on money pages to return to the last finance page. Use Back to Main Dashboard to go home.

Pharmacy Books

1. Ask the shop accountant: is this pharmacy above or below the VAT registration threshold?
2. Set VAT Threshold. Below charges no VAT. Above charges the standard rate on sundries only. Medicines stay at 0 percent. Nigeria seed is 7.5 percent. Liberia uses the rate the accountant confirmed.
3. If you already imported stock, click Accept Imported Opening Stock. Confirm, then wait for the result dialog.
4. Search accounts by name or code. Add or edit an account when the shop needs it.

Physical Stock Count

Opening truth is what is on the shelf, not the imported number. The sheet shows Item, Stock Kind, Strength, and Form.

1. Walk the shelf, or use Accept Imported Opening Stock if you already trust the file.
2. Enter counted quantity and unit cost (what you paid, not the selling price).
3. Save. The books then hold inventory at cost.

Purchase Orders and Goods Receipts

1. Create the supplier on Vendors and Contractors if they are new.
2. Save a purchase order with item, quantity, and unit cost. A purchase order does not change on-hand.
3. When the delivery arrives, record the goods receipt with batch and expiry. That creates lots.

Retail POS

1. Search a medicine or sundry. Prescription-only items stay on Prescribe and Dispense.
2. Quantity and price fill from inventory. The page shows Stock Kind, goods, VAT, and total before you sell.
3. Choose Bank Transfer, Cash (Till), or Mobile Money, then Complete Sale.
4. Read the Sale Complete dialog. VAT is 0 when the shop is below the threshold, or when the item is a medicine.

Till Session

1. Enter the opening float and open the till before cash sales.
2. Take cash through Retail POS or Collect Payment.
3. Count the drawer and close. Difference posts to 6910, never a generic expense.

Vendors and Contractors

1. Choose Legal Form: Individual, Sole Proprietor, or Organization.
2. Fill the matching name fields, kind (Supplier, Contractor, Landlord, Utility, or Other), optional tax ID, and address.
3. If a payee is missing on Expenses, type the name and choose Create Payee.

Expenses, Bills, and Receivables

1. On Expenses, pick the payee and the expense account (for example 6100 Rent).
2. Choose Record as Paid Now if cash already left, or Save as Bill to Pay Later.
3. Pay open bills on Bills and Payables. Partial payment is allowed.
4. Use Receivables Aging for unpaid patient invoices. Write-off is only for balances you will not collect.

Payroll, Assets, Reports, and Catalog

1. On Payroll, edit the shop rates if they have changed, add each employee, post the run, then pay net salaries and print payslips.
2. Staff Cost Journal is a lump-sum shortcut. Use Payroll when you need PAYE, pension, NHF, and payslips.
3. Fixed Assets holds fridges, computers, and furniture. Depreciation does not change shelf stock.
4. Pharmacy Reports open as tables: Trial Balance, Profit and Loss, Balance Sheet, Cash Flow, VAT Summary, and others. Empty means nothing is posted yet.
5. Pricing Catalog holds server selling prices and Stock Kind. Inventory still holds quantity, batch, and cost.

If those buttons are missing, Books is off for this organization. Use Pharmacy Dashboard as in the earlier sections.

14. Daily Cash and Stock

15. What Is Not Included

This pathway is a pharmacy shop, not a hospital or clinic. You will not see:

• Clinical notes, admissions, or discharge
• Clinic appointment booking or doctor daily schedule
• Insurance claims, pre-auth, or HMO enrollee tools
• In-house laboratory or imaging workbenches

If you need those, register as a clinic or hospital instead of an independent pharmacy.

16. When Something Goes Wrong

Support: support@eworkchop.com