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MediPOS journey

Run a pharmacy day from open to close

This guide walks you through MediPOS the way a real pharmacy uses it — not as a feature catalog, but as one continuous journey from morning overview to evening day book.

Animated Saturday timeline from morning to close
Real-world scenario: Busy Saturday at Greenleaf Pharmacy. The team needs stock visibility, fast checkout, clean bill corrections, and a trustworthy close-out — without paper chaos.
Greenleaf Pharmacy Saturday roles
Four roles, one Saturday: Admin, POS operator, Sales manager, and Analyst.

Meet the team

P
Priya · AdminDashboard, stock fixes, branding & users
O
Omar · POS operatorRings sales; F9 customers; print / SMS
L
Leila · Sales managerVoids with reason; today/yesterday totals
R
Raj · AnalystDay ledger, charts, PDF at close

What MediPOS is (and isn’t)

MediPOS is pharmacy retail POS: catalog & stock, checkout, customers, bills, daily reporting, and tenant admin. It is not a prescriptions, insurance claims, or purchasing system.

DashboardItemsCustomers POSSalesReportingSettings
Product hubs around POS
Think of POS as the counter hub; every other area feeds or follows the sale.

Stage 1 · Entry

Sign in, land, and learn the map

Metaphor: MediPOS is the pharmacy’s front desk and back office in one building. Sign-in is the door; the sidebar is the hallway to every room you’re allowed to enter.

Sign-in door opens into role-gated navigation hallway

Why this stage exists

Access is role-based. After login you land on the first page your role can open — not always Dashboard. That keeps cashiers on POS and analysts on reporting without noise.

Sign in→ Role check→ First allowed page
Priya’s moment: She signs in with email and password. Session cookies keep her signed in. She lands on Dashboard because Admin can see everything.

How to use it

Go to the app login. Enter email and password. There is no self-service signup in the product — admins create users under Settings → Users. Marketing sign-up starts your account provisioning separately.
You are redirected to the first allowed nav page. If you have no permitted pages, you see No access and can sign out.
Desktop: sidebar with Dashboard, POS, Items, Customers, Sales, Reporting, Settings. Mobile: bottom tabs (Dashboard, POS, Customers, Sales) plus More for Items, Reporting, Settings. Shortcuts: Alt+D/P/I/C/S.

What comes next

Priya checks the Dashboard before the shop gets busy — the morning briefing room.

Stage 2 · Overview

Dashboard — the morning briefing

Why it exists: one glance at today’s health — sales, customers, and stock risk — before you touch the counter.

Animated dashboard KPIs with low-stock alert and trend chart

What this section is for

  • $Today’s and this month’s sales with change vs prior period and bill counts
  • ◎Total registered customers
  • !Low-stock item count and list
  • ↗14-day sales trend, top sellers this month, recent sales
Priya’s moment: Yesterday is up 12%, but four items are low. She drills into the low-stock list and jumps to Items.
Compare % change and bill counts so you know if the day is ahead or behind.
Open the low-stock list. Follow through to Items when you need to adjust after a delivery.
Use the 14-day chart and recent sales links when something looks off — open a bill from Sales detail.

What comes next

Fix stock in Items so POS never oversells tracked products.

Stage 3 · Catalog

Items — the medicine cabinet ledger

Metaphor: every Drug, Syrup, Service, and Other product has a labeled shelf slot. Adjustments are written in the ledger with a reason — never silent.

Before and after stock visibility

What you can do

  • ⌕Browse and search by name, generic name, or barcode
  • ▤Filter by type and low stock; paginate the list
  • +Add / edit / delete items (name, generic, type, price, stock, unit, barcode)
  • ±Adjust stock with +/- delta, required reason, optional note
  • ●States: in stock, low, out, not tracked (services), untracked products
Find item→ Adjust + reason→ Ready for POS
Priya’s moment: After the morning delivery she opens Items, finds paracetamol, and adjusts stock with reason “Morning delivery — invoice #441.”
Search by name, generic, or barcode. Filter low-stock if you came from the Dashboard alert.
Enter the delta, required reason, and optional note. Stock enforcement on POS uses these levels for tracked items.
Create Drug / Syrup / Service / Other with price and optional stock tracking. Services are typically not stock-tracked.

What comes next

Ensure regulars exist in Customers so Omar can attach them at checkout.

Stage 4 · People

Customers — the neighborhood book

Why it exists: attach a person to a sale so you get purchase history, lifetime stats, and digital invoice SMS when a phone is on file.

Customer directory and profile with SMS-ready phone

What this section is for

  • ☰Directory with visits, total spent, last visit
  • ⌕Search by name or phone; add / edit / delete
  • ◎Profile with lifetime stats and filtered purchase history
  • →Jump from a past purchase into Sales bill detail
Omar’s moment: A regular arrives. He’ll attach them at POS with F9 — but Priya already cleaned duplicate phone numbers in Customers this morning.
Use name or phone. Add with name + phone when they’re new. Phone enables digital invoice SMS later.
Review lifetime visits and spend. Filter purchase history by date range when investigating a dispute.

What comes next

The counter opens — POS is where value is captured.

Stage 5 · Counter

POS — the checkout loop

Metaphor: a continuous loop — search → cart → customer → pay → receipt → next sale. Speed matters; shortcuts exist for a reason.

Animated POS checkout loop

What this section is for

  • ⌕Search/browse items (name, generic, barcode); quick-create if permitted
  • #Build cart; type digits before selecting an item for quantity
  • F9Attach / quick-create / quick-edit customer
  • %Discount and tax %; optional line price override (permissioned)
  • $Cash (tendered + change) or Card; complete sale
  • ✉Print thermal receipt and/or send digital invoice SMS
Search→ Cart→ Pay→ Receipt→ Next
Omar’s rush-hour moment: He presses F9, finds the customer by phone, applies a senior discount, takes cash, prints the thermal receipt, and sends SMS when a phone is on file. F10 checkout keeps the queue moving.
Search items. Optionally type a quantity before selecting. Stock enforcement blocks overselling tracked items.
Search existing, or quick-create. Phone numbers unlock digital invoice SMS after sale.
Set cart discount and tax %. Choose Cash or Card. For cash, enter amount tendered — change calculates automatically. Complete the sale (F10).
Print via browser or QZ Tray, and/or send digital SMS per Settings default (Digital / Paper / Both).

What comes next

When a bill needs correction, Sales is the exception path — not another silent rewrite.

Stage 6 · Bills

Sales — the receipt drawer

Why it exists: find any bill, understand what was sold, void mistakes with a reason, and reprint. Customers can also open a public digital receipt link.

Animated exception path: find, void with reason, re-ring at POS
Void with reason versus stuck wrong bill
Exception path: wrong quantity → void with reason → ring the corrected sale at POS.

What this section is for

  • ☰List bills: number, date, customer, items, payment, total, void status
  • ⌕Filter by search, customer, payment method, date range
  • ✕Bulk void with required reason (if permitted)
  • ◎Bill detail: lines, discount, tax, tendered, change; print; single void
  • ↗Public customer-view receipt (no login; requires tenant query param)
Leila’s moment: A customer disputes a charge. She filters Sales by name, voids the wrong bill with “Wrong quantity entered,” then Omar rings the corrected sale at POS.
Use filters or search. Open detail for line-level proof.
Single or bulk void requires a reason. Reporting later reflects voided counts and revenue.
Print thermal from detail. Public customer-view is the shareable digital receipt experience.

What comes next

At close, Reporting turns the day’s bills into the official day book.

Stage 7 · Day book

Reporting — close the day book

Metaphor: a control loop — pick the day, choose the bill range, read the summary, export proof. Happy path is a full-day PDF; exception is a partial range for a shift handover.

Animated reporting control loop around the day book

What this section is for

  • 1Daily ledger for a calendar day; day-step strip
  • 2Inclusive bill-range slider for partial-day reporting
  • 3Summary: revenue, bill count, items sold, average ticket, voids
  • 4Hourly chart, best sellers, cash vs card mix (Admin/Analyst)
  • 5Export PDF day ledger; print thermal day report
  • 6Sales manager: today and yesterday only, no charts
Date→ Bill range→ Charts→ PDF / Print
Raj’s close: He selects first-to-last bill for Saturday, exports the PDF day ledger, checks peak hour and payment mix, and sends the PDF to Priya. Leila only needed today’s totals at handover — her role limits the window.
Use the date picker and range slider. URL keeps date / rangeLo / rangeHi for sharing.
Confirm revenue, voids, and payment mix before you export.
Save the day ledger for the selected range. Drill to a bill if a line looks wrong.

What comes next

Settings keeps the shop branded, locked overnight, and staffed with the right roles.

Stage 8 · Admin

Settings — the back office

Why it exists: make MediPOS look like your pharmacy, print the way your counter works, lock the terminal overnight, and give each person only the rooms they need.

Animated settings with branding tabs and PIN lock

Tabs you’ll use

  • AAppearance — Light / Dark / System; UI corner roundness
  • BBranding — Logo upload; primary/secondary colors; currency symbol
  • CContact & hours — Maps link, email, open/close times
  • PPharmacy profile — Legal name, address, phone, receipt footer
  • IInvoice — Digital / Paper / Both; thermal 58/80mm; QZ Tray
  • SSecurity — 6-digit workspace lock PIN; pages allowed while locked
  • UUsers — Create users, assign roles
Priya’s evening: Festival logo under Branding, updated receipt footer, new cashier as POS operator, and a PIN so overnight the terminal only allows POS.
Shared login versus roles and PIN lock
Roles + PIN lock replace the shared-login trap.
Upload logo, set colors, and fill legal name / address / receipt footer so prints look correct.
Choose Digital / Paper / Both and thermal paper size / QZ Tray printer if used.
Assign roles carefully. Set a 6-digit PIN and which pages remain available when locked (often POS only).

What comes next

Run the end-to-end checklist once — then every Saturday feels familiar.

Wrap-up

Full Saturday checklist

Use this as Greenleaf’s open-to-close runbook. Check items off — they save with your guide progress.

Full MediPOS journey strip

Wrap-up

Frequently asked questions

Short answers grounded in how MediPOS actually works.

FAQ topics: roles, PIN lock, invoices, product scope
Can staff sign up themselves?

Not inside the app. Admins create users under Settings → Users. Use the marketing Sign up link to start provisioning with codeclutch.

Does MediPOS handle prescriptions?

No. It focuses on retail POS: catalog, stock, checkout, customers, bills, reporting, and admin.

Why don’t I see all sidebar pages?

Navigation and actions are role-gated. Ask an Admin to adjust your roles if you need more access.

What is workspace lock?

A 6-digit PIN that restricts the terminal to pages you allow (often POS only) — useful overnight or during breaks.

Cash vs card — where do I see the mix?

Reporting shows payment mix charts for Admin/Analyst roles on the selected day/range.

How do digital invoices reach customers?

Attach a customer with a phone at POS (or beforehand). After sale, send digital invoice SMS when permitted; Settings chooses Digital / Paper / Both as the default.

Sales manager can’t open last week’s report?

That role is limited to today and yesterday, without charts. Use Analyst or Admin for full history and analytics.

Ready to use MediPOS? Log in, Sign up, or return to the marketing site.