1. Open the site and enter the email and password your administrator gave you.
2. Click Sign in. You land on Dashboard. The top bar shows your branch and name.
3. Use Sign out when you leave the counter.

If sign-in fails

• Check email spelling and password. Several failed tries can lock the account briefly.
• A red banner about the database is a server setup issue, not a till issue.

Screen habits

• Most New / Add / Edit actions open a popup. Save, or click X to cancel.
• Convert, recall, and mark-delivered ask you to confirm.
• Lists show 10 rows per page.
• On a phone, tap the menu button (top left) for the sidebar.

Sign in

Your menu depends on your role.

Demo password (only where demo data was seeded): Password123! — change it before live use.

A morning snapshot for your branch: today’s sales, this month, low stock, batches expiring in 90 days, recent sales, and expiry/recall alerts. FEFO will prefer near-expiry batches first.

Open Dashboard

Cashiers, pharmacists, and admin. Open Retail POS.

Ring up a sale

1. Search by name, SKU, barcode, or generic name, or tap a product in the catalogue.
2. Adjust quantity on the cart. Choose a customer or leave Walk-in.
3. Payment: cash, mobile money, card, or credit. Optional discount is in GHS, not a percentage.
4. Checkout, then Print the receipt. New sale starts the next ticket.

Rules the till already enforces

• The system picks the batch that expires soonest (FEFO). You do not choose the batch.
• Expired and recalled stock cannot be sold.
• Not enough sellable stock stops checkout — do not try to override it.
• Credit needs a saved customer with unused credit. Walk-in credit will fail.
• The charged price is the retail price from the system.

Open POS

Open Customers (pharmacists see Patients).

Add or edit

Name is required. Set type (retail or wholesale), phone, email, NHIS number, credit limit, wholesale pricing tier, and SMS opt-in.

Collect on account

Open Credit. Click Collect, enter amount and method (cash, MoMo, bank), then apply. The balance falls and the cashbook updates. Wholesale convert will refuse a quote that would exceed the limit.

Customers Credit

Flow: quotation → convert → order and invoice. Credit is checked on convert.

1. New quotation: pick the wholesale customer, Add line for product and qty, then save.
2. Convert on the quote row and confirm. The system checks sellable stock and credit limit. If either fails, the quote stays open — no half order.
3. On success you get an order number and invoice. Stock is taken with FEFO.

Deliveries

Schedule customer, driver, address, and time. When the drop is done, click Delivered. This tracks the trip; it does not reverse stock.

Wholesale Deliveries

Stock does not go up when you save a product or a purchase order. It goes up only after a verified goods receipt.

Products

New product needs SKU, name, and retail price. You can set wholesale price, barcode, generic name, and flags for prescription-only or controlled items.

Stock levels

On-hand quantity, reorder level, and status: OK, Low, or Out. Transfer stock moves FEFO quantity to another branch. You cannot transfer more than you have.

Batches

Recall a batch only when it must not be sold. Recalled quantity stays on the record but POS will refuse it.

Products Stock Batches

1. Add the supplier (contact, currency, payment terms).
2. New purchase order: supplier, currency, exchange rate to GHS, then lines (product, qty, unit cost). Status is open — stock has not changed.
3. Open the PO and Verify goods receipt. For each line enter quantity arriving, batch number, and expiry date.

Only then does on-hand stock rise. You can receive in parts until the ordered quantity is complete.

Suppliers Purchase orders

Capture

Create the patient under Customers if needed. New prescription: patient, prescriber, then lines (product, dosage, qty). You get a prescription number; it is not dispensed yet.

Dispense

Open the prescription → Dispense via POS / FEFO. Payment: cash, NHIS, or credit. This creates a sale and takes stock. Same stock rules as the till.

NHIS claims

Submit claim against a prescription and amount. This is an in-house register — it does not file electronically to NHIS.

Prescriptions NHIS

Create return, select the original sale and a reason. Stock is restored to the batches that were sold. Use this for genuine returns, not to patch a wrong till total without a sale.

Returns

Admin and finance. Pending requests show type and record. Click Approve and confirm. An empty list means nothing is waiting.

Approvals

Admin only. Add staff with name, email, password, role, and branch. Optional pharmacist licence number and expiry. A Renew badge appears when a licence is due within 60 days. A user only works in the branch you assign.

Staff

Accounting shows cash in/out, receivables, a simple P&L, and recent ledger lines. Normal sales, GRN, wholesale convert, and collections post themselves — you do not type those journals.

Reports: pick from and to dates. Daily sales and top products follow your branch. Cashiers see this as My sales.

Accounting Reports

Admin. Messages are queued, then sent through Arkesel. Queue a Ghana number (0244… or 233…) or use templates, then Send queued messages.

With no API key, sends are simulated. Receipt SMS goes to customers with SMS opt-in.

SMS

An administrator creates the login and links it to a customer or supplier. The customer portal shows that account’s invoices. The supplier portal shows that supplier’s purchase orders. They cannot see other accounts.

Customer portal Supplier portal

Open

Sign in. Check Dashboard (low stock, expiry, today’s sales). Cashiers open POS. Pharmacists check prescriptions waiting. Warehouse reviews POs and expiring batches.

During the day

Sell on POS. Wholesale: quote, convert only when stock and credit allow, schedule deliveries. Receive goods the same day they arrive. Collect account payments as cash comes in.

Close

Finance: collections vs cashbook. Warehouse: recall any unsafe batch immediately. Everyone: Sign out.

• GRA e-invoice (IRN) is a placeholder — keep GRA filing in your usual process.
• NHIS is a local claim list, not a live NHIA submission.
• Demand forecasting, anomaly detection, and route optimisation are not in this build.

Need a new login? Ask an administrator to add you under Staff with the correct role and branch. Do not share till passwords.