Documentation For MST I.T Stock App
If you have any questions that are beyond the scope of this help file, please email us at - info@oneflet.com
Author: Oneflet Solution Ltd
Table of Contents: |
Most current web servers with PHP & MySQL installed will be capable of running MST I.T Stock.
Minimum Requirements
To Automaticall install the system, follow this steps-
1. Upload the downloaded zip file to your server in the public_html directory.IMPORTANT: After the installation is complete, DELETE file install.php in your root directory.
To install manually, follow this steps-
1. Upload the downloaded zip file to your server in the public_html directory.
2. Extract the zip file.
3. Create a new database from your server mysql.
4. Open the file connect.php located in the uploads folder.
5. Fill up these informations with your database hostname, database name, database username and database password respectively which you have created in step 3. After copy the connect.php file and paste it into the root directory replacing the one already there.
IMPORTANT: After loging in using the default user name and password, create your own user id and password for administrator and delete all the default users.
Forgetting password: Since the administrator has no access to the passwords of different users, when a user forgets their password, the admin will delete the current user account and create a new one for the user. A new user name and password will be sent to user on e-mail.
After loging in, go to the settings page and change the your default pharmacy settings
Add New Users: To Add New User Navigate to System Users -> And fill out the form
Note:
Take note to select the appropriate user level when creating the different user account i.e
Select 1 for Administrator
Select 2 for Dispenser
Select 3 for Cashier.
After creating an account for the different users, an atomated E-mail with the user name and password will be sent to the account owner. If they can't see it in the inbox,have them check the SPAM folder.
Add New Customer: To Add New Customer Navigate to Customers -> And fill out the form
This section is intended to capture any customer information that you might want to remember in the future.
To Create your suppliers, Navigate to Suppliers (Arrow 1) -> and fillout the form. To edit or delete suppliers, click the repective buttons and adjust accordingly.
If you make payment additional payment to the supplier, click update and add the new payment accordingly.
(Arrow 3)
At this section you, whenever you receive a consignment just get the total on the delivery note and record the total amount and if you have paid any amount to the supplier also record that.
(Arrow 2)
This section is useful to track how cumulative payments payed to suppliers.
Accounts are how you keep track of your bank accounts so for any money that is taken out of the pharmacy either being banked or taken by the ower, these is where it is recorded. Create a bank account to track where the money is being deposited.
Medicine List: The system comes with a medicine master list of over 1500 brands with the intention of not having to type medicine names every time a consignment arrives. However the list may not applicable to many countries that is why there is an option to add, delete or edit medicines on to the master list.
MST I.T Stock has a multiple medicine upload system with the ability to add as many rows as necesary with the medicine auto fill feature. Just type the first few characters of the brand name and a list will drop down. Select the desired out medicine trade name and the generic name will be auto filled.
Step 1: Press 1 to toggle the side bar on and off to get more working space
Step 2: Type the first few characters of the medicine brand and a drop down will show up, then make your selection.Fill the rest to the fields accordingly. You can copy and paste the supplier in all the rows. Medicines are entered in their smallest units ie tablets, bottles and NOT packets or boxes. For example if you receive 10 packets of Amoxicilling caps 250mg and each packet is 100 capsules, therefor the quantity received is 10 X 100 = 1000. With this in mind, also the prices have to be calculated and input into the system per tablet.
The only expeption is for items which are sold as a pack or a dose those can be in put as number of packets. For example you receive 50 packets of Azithromycin 500mg each with 3 tablets,since each pack is sold as a single dose then quantity received = 50.
Step 3: (IMPORTANT) Take note of the expiry date format, it strictly needs to be YEAR-MONTH-DAY i.e 2019-08-30. Normally set day to the last of the month. ie 30 for other months and 28 for February.
Step 4: After entering all the details, and cross checking to verify the information, go ahead and save.
Reveiw the medicine purchase history where you get to view the input stock, search by typing the variables you want to capture. You can also edit and delete in put stock.
1. Stock Levels
Here you will monitor the stock levels of the remaining balances of each item. The window gives you the remaining cumulative total for each item
All the items highlighted in orange are the ones below the re-order level set in 3. General Settings above.
2. Out of stock:
Click here to view all the items that have run out of stock.
1. Soon Expiring:
MST I.T Stock will give you records of items soon expiring 3 months in advance, this will be useful to help you sell medicine before they expire. You will be able to print out this report.
2. Expired Medicine:
MST I.T Stock will give you records of items that have expired, this will be useful to help you remove the medicine from the shelf. You will be able to print out this report.
Step 1: Click POS from the menu.
Step 2: Click select a product and type the the first few characters of either the trade or generic name to select the desired product.
Step 3: Input the quantity you want to sell. NOTE Quantity remaining because inputing a value greater than that will result in the inventory having negatives.
Step 4: This is intended to put a DISCOUNT to the selling price, the discount value is per smallest selling unit i.e per tablet. For example the selling price of paracetamol 500mg is 50, if you need to sell the medicine at 45, input 5 as the discount value.
Step 5: Click "add" to save your selection and the preview of the item selected with show up below, if the same customer wants more items to back to step 2 above until when their medicine needs are fulfilled.
Step 6: If you need to backdate a sale, adjust the date accordingly every time before you select an item for sale.
Step 7: In case of a mistake in the sales, you can cancel out any transaction here and create a new and correct one.
Step 8: MST I.T Stock is cofigured to work with Thermal receipt printers, therefore just go ahead to the print preview and print out a recipt. Consider disabling printer dialog pop up in your browser for quick printing.
Proforma Invoicing
Here you are able to create a proforma Invoice for your customers.
Go to Invoices -> Create New Invoice.
Step 1: The first thing to do is type in the client name as indicated in the image above
Step 2: Follow the steps laid down in 13. Point of Sale (POS) above.
Got to view invoices to veiw, print or deleted created invoices. For downloading as PDF, use external applications like Pdf Creator
To Add Edit Expenses Navigate to- Expenditures.
Please Note that, the description is intended to give more explanation on the expense that has been incurred.
In MST I.T Stock All Reports will be generated automatically based on your transactions with the ability to be exported into Microsoft Excel.
Available Reports:
Sales Reports: Reports for Income with all transaction filtered by the selected date range.
Expense Reports: Reports for Expenses with all transaction filtered by the selected date range.
Income Vs Expense: Automatically generated snapshot of your income & expense, so that you can compare.
Trading Profit and Loss Accounts:Profit and loss account is one of the yearly financial statements prepared that shows the financial performance of company during an accounting period. Profit and loss account is prepared to ascertain the net profit or net loss made by the company during the accounting period. Profit and loss account is also called as income statement.
Thank you for purchasing MST I.T Stock Pharmacy management Application. I hope you will enjoy using this application. For customisations, contact us at info@oneflet.com