Pharmacy / Drug Sales Module

Overview

This module helps you record and manage drug sales in your pharmacy system. You can sell medications to registered patients or walk-in customers, track payments, and maintain sales records.

Navigating to the Drug Sales Page

1. Look for the Sales Management section in your left sidebar menu
2. Click on Pharmacy / Drug Sales
3. You'll see a list of all recorded sales

Recording a New Sale

Step 1: Fill in Drug & Customer Information

• Drug Selection: Start by choosing the drug being sold

  • Type the drug name to search
  • Select from the dropdown list
  • The system will automatically show you the current stock and price

• Customer Selection:

  • Option A (Patient): Choose from your registered patients
    • Type patient name to search
    • Select the correct patient
    • Patient contact information will be linked automatically
  • Option B (Walk-in Customer): For non-registered customers
    • Leave patient field empty
    • Fill in "Customer Name" field
    • Add "Customer Contact" (phone number)

Step 2: Set Pricing Details

• Quantity: Enter how many units you're selling

  • System shows available stock
  • You cannot sell more than available stock
  • Example: If drug is sold in tablets, enter number of tablets

• Unit Price: Automatically filled from inventory

  • Price per unit (tablet, strip, bottle, etc.)
  • Shows in UGX (Ugandan Shillings)

• Total Price: Automatically calculated

  • Quantity × Unit Price = Total Price
  • This field cannot be edited directly

Step 3: Payment Information

• Payment Method: Choose how customer paid

  • Cash
  • Mobile Money
  • Card Payment
  • Bank Transfer

• Payment Status:

  • Paid: Customer has completed payment
  • Pending: Customer owes money (will pay later)

• Receipt Number (Optional):

  • Add receipt number if available

Step 4: Additional Information

• Notes: Add any special instructions or notes
• Sale Date: System records current date/time automatically
• User: Your name is automatically recorded as the seller

Important Notes

✅ Stock Validation: System prevents selling more drugs than available in stock

✅ Patient vs Walk-in: You can only enter either a patient OR walk-in customer details, not both

✅ Price Lock: Unit price comes from drug inventory and cannot be changed here

Viewing Sales List

Columns Displayed:

• Sale Date: When the sale occurred
• Drug: Medication sold
• Patient/Customer: Who bought the drug
• Quantity: How much was sold (with units)
• Prices: Unit price and total amount
• Payment Method: How customer paid (color-coded)
• Payment Status: Paid or Pending (color-coded)

Sorting and Filtering:

• Sorting: Sort any column by clicking the column header
• Searching: Find specific sales using the search box
• Date Filtering: Use the advanced date filter to narrow down results

Using the Date Filter

The system includes a powerful date filter that lets you find sales based on when they were created.

How to Use the Date Filter:

1. Click the Filter button above the sales list
2. Look for the "Created Between" filter
3. Choose from two filtering methods:

Option 1: Quick Preset Filters

Select from pre-defined time ranges:

• Today: Show only sales created today
• Last 7 Days: Show sales from the past week
• Last 30 Days: Show sales from the past month
• This Month: Show sales from current month
• This Year: Show sales from current year

Option 2: Custom Date Range

For more specific filtering:

• From: Set a start date and time
• Until: Set an end date and time

Filter Examples:

🔍 Example 1: To see all sales from last week, select "Last 7 Days" 🔍 Example 2: To see sales between Jan 1-15, set "From: Jan 1" and "Until: Jan 15"

How to Know Which Filter is Active:

• The system shows a colored badge telling you which filter is applied
• Examples:
  • 🟢 "Created Today"
  • 🟡 "Created in Last 7 Days"
  • 🔵 "Created between Jan 1, 2024 and Jan 15, 2024"

Clearing Filters:

• Click the X next to any active filter badge
• Or click Clear Filters button

Actions You Can Take

For Each Sale Record:

👁️ View: See complete sale details

✏️ Edit: Modify sale information (disabled if payment is "Paid")

Bulk Actions:

Select multiple sales using checkboxes to: 🗑️ Delete: Remove selected sales 🔄 Restore: Restore deleted sales 🗑️ Force Delete: Permanently remove

Tips for Accurate Record Keeping

1. Always select the correct drug - This affects stock counts
2. Verify stock availability before confirming sale
3. Update payment status - Mark as "Paid" only when payment is complete
4. Use notes field for special instructions or customer requests
5. Double-check patient selection to maintain accurate patient histories
6. Use date filters to quickly find recent sales or generate reports

Common Scenarios

Scenario 1: Selling to Registered Patient

1. Select patient from dropdown
2. Choose drug
3. Enter quantity
4. Mark payment as "Paid" if received
5. Save

Scenario 2: Walk-in Customer

1. Leave patient field empty
2. Fill in customer name and contact
3. Choose drug
4. Enter quantity
5. Save

Scenario 3: Partial Payment

1. Record sale as usual
2. Set payment status to "Pending"
3. Add note about outstanding amount
4. Update later when full payment received

Scenario 4: Finding Old Sales for Report

1. Use date filter to select date range
2. Export or review filtered results
3. Use for monthly reports or audit purposes

Need Help?

• Red warning messages indicate errors (like insufficient stock)
• Green success messages confirm actions
• Yellow/orange badges show pending status
• Always save your work before leaving the page
• Date filter badges show which time period is being viewed
• Use preset filters for common date ranges to save time