Pharmacy software

Off-the-shelf pharmacy programs cover the checkout of an independent pharmacy: medicines are received from the distributor, sold at the checkout and reported to the NRA and the NHIF. Saitami handles what comes next: a chain with shared inventory, an online store, orders between locations and owner reports.

Custom pharmacy software makes sense when a ready-made program holds you back: a chain of several pharmacies with shared stock and separate checkouts, products prepared in-house, an online store that needs to draw from the same inventory, or a manager who wants to see all locations from their phone. That is also what the enquiry we received this year from a pharmacy chain looked like: stockrooms, checkouts, human resources and management reports in one system.

We build the system around your pharmacy’s process, not a template. We start with the module that is slowing you down the most-usually inventory and the checkout-and add the next ones in the same program when you need them.

Goods are received with a scanner. Each package is entered with its batch, expiry date and purchase price, and the delivery is recorded as a document that updates the inventory automatically. A purchase invoice from the distributor can create a new item directly from its line, just as it works in the system we built for an office equipment distributor with a central warehouse and a bookshop.

When a sale is made, the system issues the package with the nearest expiry date first. No one has to remember the dates: the software manages the issuing order. The manager can see at any time what expires during the following month and what is below the minimum stock level, by location and by batch.

A stocktake is the physical counting of the pharmacy. In the distributor’s system, it works with 2 500 items at once, is saved as a draft while counting is in progress, and distinguishes a counted zero from an item that has not been counted, so nothing is accidentally zeroed out. We bring the same logic to the pharmacy.

The reports are for the manager: sales by day, cashier and group, stock by location, expiring batches and stocktake discrepancies. Each employee sees only their own part: the cashier makes sales, the manager sees the turnover, and every action remains in the log.

The most common question from shops and pharmacies is whether the system will work with the equipment already sitting on the counter. A barcode scanner works with any web system. For the cash register, we check the model: for a grocery shop, we specified integration with a Tremol M20 in “fiscal printer” mode in the quotation, so the receipt is printed by the device itself at the system’s command, while its registration with the NRA remains unchanged. We have not yet connected a fiscal device in a live system, so we list it as a separate line in the quotation rather than making it a promise.

We have connected card payments through MyPOS. For a POS terminal from another bank, we check the model, and the client sends it one to two weeks in advance for configuration.

The system runs in a browser, on a server that we maintain or one in your account. Nothing is installed on the computers in the pharmacy: a new computer or a new pharmacy means one more login with a password. There is no per-workstation fee: for a grocery shop with around 30 devices, this was the first question, and the answer is that you pay for the server, not for the number of people.

Each pharmacy has its own inventory and checkout, while the manager can view them all from their phone: turnover by location, low stock levels, and transfers between pharmacies using a single document, valued at the price of the location receiving the goods.

When there is an online shop, it draws from the same inventory: an order from the website enters the system as an order, and items are published from the system to the website, as with the office equipment distributor. Several pharmacies have asked us about exactly this in recent months: a catalogue and online ordering for herbal products, food supplements and cosmetics.

We have not built reporting to the NHIF or electronic prescriptions so far. If your pharmacy works with National Health Insurance Fund prescriptions, prescriptions remain in the pharmacy software, while we check the requirements, assess the integration separately and include it in the quote. We do not promise a module we have not built.

First, you describe the process: how many pharmacies, what equipment, where deliveries come from and who can see what. We come back with questions and a price range, create a demo based on your process before you decide, and only then send a written quotation with an exact price and timeline.

Your current program’s data will not be lost. We transfer items, barcodes, suppliers and stock from an Excel export or from the old program’s database; batches are imported with their remaining quantities and expiry dates. We schedule the transfer for a quieter day at the pharmacy, and we are available by phone during the first few days.

We launch the first working version with inventory and checkout for one pharmacy in 5 to 8 weeks; we have quoted 35 days for inventory and checkout for a grocery shop with scales and a cash register. A system for a chain with a shared warehouse, online shop and reports by location grows afterwards, module by module. Payment is in instalments: half at the start and half on delivery. Afterwards, we maintain the program for 100-350 € per month if you wish, or hand over the code and server so you can work without a monthly fee.