How can we help?

PharmaCare PMS is pharmacy management software built in Ghana. It brings point of sale, inventory with batches and expiry dates, drug information, staff roles and reporting into one system that runs on your pharmacy’s own computers.

Around it sit three web tools: the pharmacy portal (sales, analytics, stock, a web till and stock counts), the offline register for phones, and the license check.

Yes. We install the system, import your drug list, set up users, receipts, printing and backups, and train your team before you go live.

It depends on the size of your drug list and how many computers you run. We agree a go-live date with you during the walkthrough, once we have seen your setup.

Usually the computers you already have. During the walkthrough we check your machines, local network and receipt printer, and tell you if anything needs to change before installation.

Yes. One computer acts as the server and holds the pharmacy database; the other counters connect to it over your local network, so every station sells from the same stock. Smaller pharmacies can run a single standalone computer.

Yes. The core system runs on your own computers with a local database, so staff keep selling, dispensing and printing receipts. Online services pick up again when the connection returns.

Day-to-day selling does not. These do:

• The desktop app’s periodic license check (roughly every 30 days).
• Activating a license on a new computer, which our team approves.
• Syncing users and stock to the cloud for the offline register and stock-count portal.
• Uploading offline-register sales and submitting stock counts.

Use the offline register on a charged phone or laptop. It sells from the latest stock saved on that device, records every payment, and uploads the sales once there is a connection again. Your administrator then reviews them in the desktop app.

A web app for staff phones and laptops, at /pwa. When the main computer is off or unreachable, staff can keep ringing up sales from the stock saved on their device. Sales wait on the phone and upload automatically, then appear under Pending Offline Sales in the desktop app for approval before they touch your stock records.

• Pharmacies on a Monthly or Annual license. Trial licenses cannot sign in.
• Offline Mode must be switched on in the desktop app (Admin → Network & Sync).
• Staff sign in with their usual PharmaCare username and password, so their account must be synced from the desktop first.

Signing in downloads your pharmacy’s stock to the device. After that the register works without a connection, but a sign-in lasts about 11 hours. Sign in at the start of each shift while you still have data or Wi-Fi.

The saved stock is flagged as out of date once it is more than 7 days old. Sign in online again to refresh it.

1. Android (Chrome): open the register, tap the ⋮ menu, then Install app or Add to Home screen.
2. iPhone (Safari): open the register, tap Share, then Add to Home Screen. This only works in Safari, not inside WhatsApp or other in-app browsers.

Once installed, it opens full-screen like any other app.

• Queued: saved on this phone and waiting to upload. The register retries on its own every 30 seconds and as soon as the connection returns.
• Synced: received by PharmaCare and waiting for your administrator’s approval in the desktop app.
• Rejected: our server refused the sale (for example, the account was deactivated). The receipt stays on the phone; tell your administrator.

After each sale the register creates a PDF receipt and opens your phone’s share sheet, so you can send it by WhatsApp or print it. Every receipt stays on the device and can be shared again from Receipts.

Yes. Tap Hold to park the current sale, then Resume it later. Prices and stock are refreshed when you resume, and anything that has since run out is removed.

Yes. When a medicine has a pack size, you can switch the line between the base unit (for example Tab), the pack (for example Box ×30) and a Pack of ten boxes. The price follows the base price times the number of units.

They stay on the phone and upload after the next sign-in on that device. Do not clear the browser’s data while sales are still queued.

The pharmacy’s PharmaCare system on any phone or laptop, at /portal. Staff sign in with the pharmacy name and their desktop username and password, and see:

• Overview: today’s takings against the same day last week, work waiting for approval, and stock that needs reordering or is close to expiry.
• Analytics: revenue over time against the period before, profit and margin, top products, payment methods, busiest hours and sales by staff.
• Sell: a web till that prices every unit exactly like the desktop.
• Sales, stock, stock counts, the team’s figures and the license.

1. On the main computer (the server PC if you have several), open Admin → Network & Sync.
2. Switch on “Online pharmacy portal”. The first upload sends the last 13 months of sales and takes a few minutes.
3. Staff can then sign in at /portal. After that, each sale reaches the portal within about a minute while the computer is on and online.

The portal comes with Annual and Monthly licences.

Exactly what their role and permissions allow in the desktop app. Counter staff sell, see stock and their own sales; pharmacists also see every sale waiting for approval; owners and auditors see analytics, profit and the team. Cost prices and profit only show to people allowed to see costs. Change a role on the desktop and the portal follows within minutes.

Sales (amounts, products, quantities, cashier, payment method and time), stock levels, expiry dates, prices and staff logins (passwords stay scrambled). Customer names, phone numbers, notes and prescription references never leave the computer.

It goes to the main computer for approval, the same way offline register sales do, and shows as waiting under Sales until then. On approval the desktop deducts the stock earliest expiry first and the sale joins the books. The receipt number printed in the portal is the one the sale keeps.

The stock count in the pharmacy portal (/portal/count), where staff record what is physically on the shelf. Counts go to your pharmacist, who reviews and approves them in the desktop app before any stock figure changes.

The same pharmacy name, username and password you use in the desktop app. The pharmacy name must match your license exactly.

No. Submit what you have counted and come back for the rest. Zero is a valid count for an empty shelf; leave an item blank if you have not counted it.

Your counts are saved on the device as you type and to the cloud a moment later. Sign back in and the latest draft is restored, even on a different device.

Your pharmacist sees the counts in the desktop app, compares them with the system figures and approves any changes. Nothing is adjusted until then.

Yes. The license status page shows your license type, expiry date, days remaining and the last time your system checked in. Use the pharmacy name and registration number from your license.

Trial, Monthly and Annual. The offline register needs a Monthly or Annual license.

Contact us on WhatsApp or by email before the expiry date and we will arrange the renewal. Renewing early avoids any interruption.

Yes. Activating a license on a different computer needs approval from the PharmaCare team, so contact us before you switch machines.

Your main records live in the local database on your pharmacy’s computers. Some data is synced to the PharmaCare cloud to power the web tools: staff accounts (passwords stored as secure hashes), your drug list and stock levels, submitted counts and offline sales, and license check-ins.

Administrators assign roles and permissions, so pharmacists, dispensers, cashiers and other staff only see the screens and actions their job needs. Actions are recorded in an activity trail.

Yes. Backups are configured as part of installation, so your records can be restored if a computer fails.

Deactivate that user in the desktop app and sync users. Sign-ins stop working, sales from that account are refused, and any open session ends within 12 hours.

Pricing depends on your branches, computers, staff and support needs, so we quote after a short walkthrough rather than forcing you into a fixed tier. Trial, monthly and annual licenses are available.

Yes. Trial licenses are available. Ask for one when you book your walkthrough.

The pharmacy name must match your license exactly, including spelling and spacing. Ask your administrator for the name as it appears on the license.

New or renamed accounts only reach the web tools after a sync. Ask your administrator to sync users from the desktop app, then try again.

Use the same password as the desktop app. If it was changed recently, or the message says no password has been synced yet, your administrator needs to sync users from the desktop app.

Your administrator has switched the account off. They can re-enable it in the desktop app and sync users.

The offline register needs a Monthly or Annual license, with Offline Mode switched on in the desktop app under Admin → Network & Sync. Contact us to change your license.

Sign-in is paused for a short while after repeated failures to protect your account. Wait about 15 minutes, check your details, and try again.