Pharmacy Navigation Guide - hmislk/hmis GitHub Wiki

Pharmacy Navigation Guide

Overview

This guide helps pharmacy staff navigate the HMIS Pharmacy module to perform daily tasks efficiently. All features are accessed through the main Pharmacy menu.

Wholesale Operations

Retail Sales

How to Access: Pharmacy โ†’ Wholesale โ†’ Retail Sale
When to Use: Processing wholesale retail sales to customers or other pharmacies

Goods Receipt Note (GRN)

How to Access: Pharmacy โ†’ Wholesale โ†’ GRN
When to Use: Recording receipt of goods from suppliers for wholesale operations

Purchase Entry

How to Access: Pharmacy โ†’ Wholesale โ†’ Purchase
When to Use: Creating purchase orders and managing wholesale purchases

Reports

How to Access:

  • Credit Report: Pharmacy โ†’ Wholesale โ†’ Credit Report
  • Bill Search: Pharmacy โ†’ Wholesale โ†’ Bill Search

When to Use: Generating wholesale reports and searching for specific bills

Purchase Management

Purchase Entry

How to Access: Pharmacy โ†’ Purchases โ†’ Purchase Entry
When to Use: Recording new purchases of pharmaceutical items

Opening Stock

How to Access: Pharmacy โ†’ Purchases โ†’ Purchase Opening Stock
When to Use: Setting up initial stock levels when starting the system

Purchase Orders

How to Access: Pharmacy โ†’ Purchases โ†’ Purchase Orders for GRN
When to Use: Reviewing approved purchase orders ready for goods receipt

Stock Management

Department Stock

How to Access:

  • Current Stock: Pharmacy โ†’ Stock Management โ†’ Department Stock
  • Stock by Batch: Pharmacy โ†’ Stock Management โ†’ Department Stock By Batch
  • Stock History: Pharmacy โ†’ Stock Management โ†’ Stock History

When to Use:

  • Checking current stock levels
  • Viewing stock organized by batches with expiry dates
  • Reviewing historical stock movements

Stock Transfers

How to Access:

  • Request Transfer: Pharmacy โ†’ Stock โ†’ Transfer Request
  • Issue Stock: Pharmacy โ†’ Stock โ†’ Issue Stock
  • Receive Stock: Pharmacy โ†’ Stock โ†’ Receive Stock

When to Use:

  • Requesting stock from other departments
  • Sending stock to requesting departments
  • Receiving stock transfers from other departments

Note: Issue Stock page uses color-coded autocomplete when enabled in system settings.

Bin Card

How to Access: Pharmacy โ†’ Stock โ†’ Bin Card
When to Use: Viewing detailed transaction history for specific items

Returns and Cancellations

Disposal Returns

How to Access: Pharmacy โ†’ Returns and Cancellations โ†’ Disposal Returns
When to Use: Returning items that were previously issued for disposal to departments or patients

The Disposal Returns section provides four workflow stages:

Action Purpose
Create Disposal Return Start a new return from a disposal issue bill. Search for issued bills, select items to return, enter quantities, and save or finalize.
Finalize Returns Review and finalize saved draft returns. Once finalized, a return is submitted for approval.
Approve Returns Approve finalized returns (requires approval privileges). This updates stock and completes the transaction.
Completed Returns View and reprint completed/approved disposal returns for audit and records.

Note: The return form includes a Delete Selected button to remove items from the return before saving. Check item checkboxes and click Delete Selected to remove items you do not want to include in the return.

GRN Returns

How to Access: Pharmacy โ†’ Returns and Cancellations โ†’ GRN Returns
When to Use: Returning items received via Goods Receipt Notes back to suppliers

Purchase Returns

How to Access: Pharmacy โ†’ Returns and Cancellations โ†’ Purchase Returns
When to Use: Processing returns of purchased items to suppliers

Issue Returns

How to Access: Pharmacy โ†’ Returns and Cancellations โ†’ Issue Returns
When to Use: Processing returns of items issued to other departments or units

Accept Returns from Ward

How to Access: Inward โ†’ Pharmacy โ†’ Accept Returns from Ward When to Use: Confirming receipt of unused ward medicines sent back via a porter, so the stock is moved from the porter back into pharmacy stock

See Ward Medicine Request, Issue, and Return Workflow for the full request-to-return cycle, including how wards send returns via a porter and how pharmacy substitutes items when issuing.

Retail Sales

Fast Sale Options

How to Access:

  • Pharmacy โ†’ Retail โ†’ Fast Sale 1
  • Pharmacy โ†’ Retail โ†’ Fast Sale 2
  • Pharmacy โ†’ Retail โ†’ Fast Sale 3
  • Pharmacy โ†’ Retail โ†’ Fast Sale 4

When to Use: Quick retail sales - choose the interface that works best for your workflow

Cashier Sales

How to Access:

  • Pharmacy โ†’ Cashier โ†’ Sale for Cashier
  • Pharmacy โ†’ Cashier โ†’ Sale for Cashier - By Item

When to Use: Processing sales when cashier shift system is active Important: Requires an active cashier shift when the system is configured to require shift start

Reports and Analytics

Purchase Reports

How to Access:

  • Pharmacy โ†’ Reports โ†’ Purchase Detail
  • Pharmacy โ†’ Analytics โ†’ Procurement Reports โ†’ Item-wise Procurement

When to Use: Analyzing purchase patterns and costs

Sales Reports

How to Access:

  • Pharmacy โ†’ Reports โ†’ Sale Summary by Date
  • Pharmacy โ†’ Reports โ†’ Pharmacy Bill Report

When to Use: Daily, weekly, or monthly sales analysis

Stock Reports

How to Access:

  • Pharmacy โ†’ Reports โ†’ Stock With Supplier
  • Pharmacy โ†’ Reports โ†’ BHT Issue Items With Margin

When to Use: Understanding stock levels and profit margins

Settings and Administration

Reorder Management

How to Access:

  • Pharmacy โ†’ Settings โ†’ Reorder Management
  • Pharmacy โ†’ Settings โ†’ Set Reorder Levels

When to Use: Setting up automatic reorder alerts for low stock items

Category Management

How to Access: Pharmacy โ†’ Settings โ†’ Importer Categories
When to Use: Organizing suppliers and importers by categories

System Administration

How to Access: Pharmacy โ†’ Settings โ†’ Administration
When to Use: Advanced pharmacy module configuration (administrator access required)

Important Notes

Cashier Shift Requirements

Some features require an active cashier shift when the system is configured for shift-based operations. If you cannot access cashier features, ensure your shift has been started.

Color-Coded Stock Displays

The Issue Stock feature can display items with color coding when enabled in system settings. This helps quickly identify stock status:

  • Different colors may indicate stock levels, expiry status, or other important information

Access Requirements

All features require appropriate user permissions. If you cannot access a specific feature, contact your system administrator to verify your user privileges.

Getting Help

If you encounter issues:

  1. Check that you have the required permissions for the feature
  2. Verify that any required system settings are properly configured
  3. For cashier functions, ensure your shift is active if required
  4. Contact your system administrator for access or configuration issues

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