Pharmacy

Counter dispensing with patient and prescription details, medicines with TMDA numbers, first-expiry-first-out batches, expiry write-offs and the prescription register.

Getting started

Pharmacy is an add-on module. Your account owner adds it from Settings, then Modules. Medicines are stock products, so prices, barcodes and stock are the same ones the rest of Mifumo uses.

1. Open Pharmacy, then Pharmacy settings. Choose the warehouse to Dispense from, the Usual payment account, how many days ahead to warn about expiry, and whether to Require a prescription. Only an admin sees this page.
2. Give the till, M-Pesa, Mixx by Yas and Airtel Money each their own cash account in the chart of accounts, so each one reconciles on its own.
3. Open Medicines and add each medicine, or set up products you already stock as medicines.
4. Bring stock in through supplier bills as usual.
5. Open Batches and expiry and set the lot number and expiry date of each batch.
6. Open Dispensing and press Dispense to make your first counter sale.

To dispense, add medicines and write off stock your role needs to be able to enter documents. To void a sale or a write-off your role needs to approve.

How to

Add a medicine

1. Open Pharmacy, then Medicines, and press Add medicine.
2. To use a product you already stock, choose it in Start from a product you already stock. Otherwise leave No, a new product.
3. Type the Name on the pack. This is what prints on the receipt.
4. Fill in Generic name, Strength, Dosage form and Pack size.
5. Choose the Category: Over the counter, Prescription only or Controlled.
6. Add the TMDA registration no. and choose the Storage: room temperature, cool and dry, or refrigerate 2 to 8 °C.
7. Set Sold by (tablet, strip, bottle or pack), Selling price, Usual cost, Barcode and Reorder when stock falls to.
8. Choose the VAT. Most medicines in Tanzania are VAT exempt.
9. Add the Usual directions, for example "1 tablet 3 times a day for 5 days". They fill in on each sale.
10. Press Save, or Save and add another.

Find a medicine

1. Open Pharmacy, then Medicines.
2. Type a name in Search and press Search, or press a category button to see only that category.

The list shows the generic name and strength, form, category, TMDA number, price and stock on hand. Products not set up as medicines can still be sold at the counter.

Dispense at the counter

1. Open Pharmacy, then Dispensing, and press Dispense.
2. Scan a pack or type a medicine's name, then choose it from the list. Each medicine shows the stock left and the batch and expiry that will go out.
3. Set the Qty and check the price and the directions on each line.
4. Under Patient and prescription, fill in the Patient name, Phone and Age. For a prescription, add the Prescription no., Prescriber, Prescriber reg. no., Hospital or clinic and Prescription date.
5. Under Payment, choose the account the money goes into, such as the till or M-Pesa, and add a Payment reference if there is one. Choose On account to sell on credit to a customer.
6. Check the Date and press Dispense.

The batch that expires first goes out, and expired stock is never sold. Each sale is a sales invoice paid at the counter, so the money lands in the chosen account straight away. Unless you choose a customer, the sale goes to walk-in customers.

Print labels for a sale

1. Open the sale from Dispensing. It opens by itself after you dispense.
2. Press Print labels, then Print.

Each label carries your company name, the date, the medicine, quantity, directions, the patient's name, and the batch and expiry. Press Next sale to start the next customer.

See today's takings

1. Open Pharmacy, then Dispensing.
2. Set From and To, or search by patient or number, and press Show.

The top shows the takings for the period, split by the account each sale was paid into, with sales on account shown on their own.

Void a sale

1. Open the sale from Dispensing.
2. Open Void this sale and type the Reason.
3. Press Void sale.

The stock goes back on the shelf and the payment is reversed. Your role needs to approve.

Set a batch's lot number and expiry

1. Open Pharmacy, then Batches and expiry.
2. Find the batch and press Set details.
3. Type the Lot no. and Expiry and press Save.

Batches come from supplier bills. A batch with no expiry date is listed under No expiry date until you set it.

Write off expired or damaged stock

1. Open Pharmacy, then Batches and expiry, and choose Expired or Needs attention.
2. Press Write off on the batch.
3. Check the Date, Qty and Reason, and press Write off.

The cost goes to stock write-offs, so the books match the shelf. Recent write-offs are listed at the bottom. Press Void on one to undo it; your role needs to approve.

Check what is expiring

1. Open Pharmacy, then Batches and expiry.
2. Use the buttons to see Needs attention, Expired, Expiring soon, No expiry date, Fine or All batches, and choose a warehouse if you have more than one.

The top shows the value of stock Expired, still on the books, Expiring within your warning period, Fine and with No expiry date recorded.

Print the prescription register

1. Open Pharmacy, then Prescription register.
2. Set From and To, and under Show choose Prescription only and controlled, Prescription only or Controlled only.
3. Press Show, then Download CSV for a file to keep or hand to an inspector.

The register lists each prescription-only and controlled medicine dispensed, with the patient, prescriber, prescription and directions.

Settings

Open Pharmacy, then Pharmacy settings. Only an admin can change these.

• Dispense from: the warehouse the counter sells from. Leave it on the default warehouse if you have only one.
• Usual payment account: the account picked first at the counter. If empty, the first cash or bank account is used.
• Warn about expiry this many days ahead: how soon a batch counts as expiring soon.
• Require a prescription: when ticked, prescription-only medicines need the patient and prescriber, and controlled medicines also need the prescription number and the prescriber's registration number.

Questions

Why won't a medicine sell when it shows stock?

The stock left may all be expired. The counter never sells an expired batch. Write it off under Batches and expiry.

Why does the sale ask for the patient and prescriber?

The sale has a prescription-only or controlled medicine. When Require a prescription is on, you can't dispense it without them.

Where do counter sales show in my books?

Each sale is a sales invoice to walk-in customers, or to the customer you chose, paid into the account picked at the counter. It shows in Sales and in that cash or bank account.

Help guides

• Getting started: Sign up, set up your company with its TIN and VRN, choose your modules, invite your team and get Mifumo on your phone.
• Team, roles and permissions: Add users, give each one a role per company, build your own roles with the permission grid, work together with mentions, and import or export spreadsheets.
• Approvals: Maker-checker on the documents you choose. People who can't approve submit, an approver posts or sends back with a reason, and nothing reaches the books before approval.
• Sign-in and security: Passwords, passkeys, two-step sign-in with an authenticator app, a text message or email, recovery codes, requiring two-step sign-in for everyone, and staying signed in.
• Group of companies: Run several companies under one login, give people a group role in every company, record intercompany entries once, and read consolidated reports with intercompany balances taken out.
• Accounting: Your books in one place. Invoices, receipts, bills, expenses, banking, journals, VAT returns and financial statements, all posting to one double-entry ledger in TSh.
• Inventory: Stock products, warehouses, adjustments, transfers and stock counts with a barcode scanner, landed cost on imports, purchase and sales orders, the point of sale till, and stock reports.
• HR and payroll: Employees, monthly payroll with PAYE, NSSF, SDL, WCF and HESLB worked out for you, payslips, salary advances, per diem, leave, staff attendance by phone with GPS or QR, a shift roster, and final dues for leavers.
• CRM: Leads, a drag-and-drop pipeline of deals, follow-ups, quotes from deals, a full customer timeline, SMS and email campaigns, and your own mailbox synced in.
• Asset management: Keep a fixed asset register, charge depreciation, track who has each asset, and record disposals with the right journal entries.
• Project management: Projects with their team, tasks, board and timeline, time logged on timesheets, milestone and time invoices, and the margin of every project.
• FTTx projects: Track fibre roll-out purchase orders from your clients, the work you pass to subcontractors, and the money in and out on each PO.
• Transport jobs: Record each cargo trip with its trucks, drivers and deliveries, attach the proof of delivery, see the margin on every delivery, and turn the job into an invoice.
• Construction: Run each building contract with its bill of quantities, interim payment certificates, advances, retention, completion certificates and site costs.
• Manufacturing: Write recipes for what you make, plan production runs, issue materials from stock and put finished goods into stock at what they really cost.
• Pharmacy: Counter dispensing with patient and prescription details, medicines with TMDA numbers, first-expiry-first-out batches, expiry write-offs and the prescription register.
• Motor vehicles: Sell imported vehicles from proforma to invoice, complete and approve the internal Sale Sheet, take instalment payments, and pay sales commissions.
• Property management: Properties and units, tenants, leases and rent billed as invoices, arrears, repairs and statements for owners you manage for.
• Law firm: Matters and case management (stages, parties, tasks, documents), time and costs, billing a matter in one step, the client (trust) account kept matter by matter, a court diary with reminders, the conflict check log and the advocate compliance register.
• Livestock: A register of every animal or batch of birds, with health records, withdrawal periods, breeding and births, milk and eggs, and sales invoiced to the buyer.
• Helpdesk: Customer problems and requests as numbered tickets, each with someone in charge, deadlines to answer and to solve, replies by email and internal notes.
• Mining: Run each mine as a project, record the money it receives, see spending against those funds, and get a profit and loss for every mine and for the company.
• Field Service: Jobs your technicians do at the customer's site, each with a time slot, a checklist, the parts used from stock, the hours worked, the customer's signature on the phone, and an invoice from the job.
• Hospital: Patients, appointments and the queue from triage to the doctor, the lab, the pharmacy and the cashier. Wards with admissions, bed days and deposits, the theatre list and imaging. Bills split between the patient and their insurer, with claims and reports. The Pharmacy module is included.
• Sign: Send a contract, lease or offer letter to be signed by link, on a phone or computer, and keep the signed copy with a record of who signed, when and from where.
• Event ticketing: Set up an event with its ticket types, publish it after paying a one-off fee, and sell tickets from your own sale page. Buyers pay you by Lipa Namba or online, and get QR tickets by SMS and email. Ticket money goes straight to you, never to Mifumo.