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Tansy Row Pharmacy

Counter sales, stock by batch and expiry, pharmacist checks, prescription collections and home deliveries for an independent pharmacy.

Download 393 KB18 tables, 15 queries, 11 reports, 4 print templates and 21,941 invented records, dated back from 2026-10-22.

The everyday tasks of Tansy Row Pharmacy, a step at a time. Each step names the table, form, query, report or print template to open. Inside the database, the Start Here report holds the same steps. Every table has a form of the same name under Forms.

1. Serve a customer and print the receipt

  1. Open the Sales form and press New. Type the next receipt Number, the date and time in When, choose who served in Served By, and set Payment to Card or Cash.
  2. In Sale Lines, add a line for each product: choose the Product, type the Quantity, and copy its Retail Price into Unit Price, its group's Tax Rate, and its Cost Price into Unit Cost. Tick Pharmacist Check for a pharmacy-only line.
  3. Type the Total (the sum of the lines), the VAT within it, what was handed over in Paid, and the Change.
  4. Take the packs off the batch that runs out first: open the Batches form, find the product's batch with the earliest Expiry Date, and lower its Quantity Left. Lower the product's Units in Stock to match.
  5. Open the print template Till receipt from Print templates, choose the sale, and press Print.

2. Record a pharmacist check

  1. When a customer asks for a line with Pharmacist Check ticked in Products, the pharmacist speaks to them before anything is sold.
  2. Open the Pharmacist Checks form and press New. Type When, choose the Product and the Pharmacist, type the Quantity asked for, and set For Whom.
  3. Set Outcome to Sold and choose the Sale it went on, or to Not sold, with a short Note such as Chose a different product.
  4. Print the Pharmacist check log report each month for the pharmacist to look over, and the Restricted sales by week report to see the pattern.

3. Order stock and book it in

  1. Print the Stock to reorder report on the supplier's order day.
  2. Open the Supplier Orders form and press New. Give it the next PO number, choose the Supplier and who ordered it, type Ordered On and Expected, and leave Status as Submitted. Add each product and quantity in Supplier Order Lines.
  3. Print the Purchase order template for it from Print templates, or send it to the supplier as a PDF.
  4. When the goods arrive, open the Batches form and add a batch for each product with the Batch No and Expiry Date printed on the packs and the Quantity Received; set Quantity Left to the same. Raise the product's Units in Stock. Then set the order's Received On and Status to Received.

4. Do the weekly date check and the monthly return

  1. Each Monday, print the Expiry check report and take off the shelf anything running out within the week.
  2. For each batch taken off, open the Waste form and press New: choose the Batch, type the date, the Quantity and the Unit Cost, and the Reason. Set the batch's Quantity Left to nought and lower Units in Stock.
  3. On the first Monday of the month, open the Supplier Returns form and add a return for each wholesaler that takes returns, with the next RTN number. Choose that return in Return on each of its Waste records.
  4. Type the total value in Credit Claimed, print the Expiry return note template, and put it in the box. When the credit note arrives, type its reference, Credited On, and set Status to Credited. The Returns awaiting credit query shows what is still owed.

5. Look after prescription collections

  1. When a prescription bag is made up, open the Prescriptions form and press New: the next RX reference, the customer's initials, Received On, the number of Items, Ready On and the Shelf. Status is Ready.
  2. When it is collected, type Collected On and set Status to Collected.
  3. Each morning open the Prescriptions waiting over 7 days query, or print the Prescriptions to chase report, and contact those customers.
  4. A bag not collected after 28 days goes back to the dispensary: set Status to Not collected.

6. Plan and run the delivery rounds

  1. Open the Delivery Customers form to see who is due: each customer's Round Day, Area and how often (Every Weeks).
  2. Open the Delivery Rounds form and press New for each driver's round: the next RND number, the Delivery Date, the Driver and the Area. Add each stop in Deliveries with the Stop number, the Customer, the Prescription Ref and the Bags. Mark those prescriptions For Delivery.
  3. Print the Delivery round sheet template for each round, or the Delivery list report for both days at once.
  4. When the driver is back, set each stop's Status to Delivered with Delivered At and Received By, or to Not in, card left and add it to the next day's round. Set the round's Status to Done, and the delivered prescriptions to Delivered.

7. Cash up and look at the month

  1. At the end of each day, print the Daily takings report and check the cash and card against the till.
  2. At the month's end, print Takings by category and Margin by category, and open Margin by product when reviewing prices.
  3. Print Waste by month to see what is being lost to dates and damage, and the Stock value query for the stock take.

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