User Guide | Wisdsol PMS

System Overview

Wisdsol PMS (Pharmacy Management System) is a comprehensive web-based platform developed by Wisdsol Tech to manage every aspect of a modern pharmacy business. The system supports multi-branch, multi-warehouse operations with role-based access control.

Core Capabilities

Inventory Management
Products, suppliers, stock receipts, transfers, adjustments, expiry tracking

Sales & POS
Retail POS, gross/wholesale sales, receipts, payment tracking

Deliveries
Create, assign, track deliveries with full status history

Accounting
Chart of accounts, journals, expenses, financial statements

HR & Payroll
Staff management, departments, leaves, payroll processing

Reports
Sales, inventory, financial, payroll and delivery reports

Logging In

1

Navigate to the Login Page
Go to /accounts/login/ or click Login on the landing page.

2

Enter Credentials
Type your username and password in the fields provided.

3

Access Dashboard
On successful login, you are redirected to the Dashboard. Your role determines which menu items are visible.

Tip: If you forget your password, contact your system administrator to have it reset from the User Management section.

Demo Credentials

The following seed accounts are available for testing the system:

Role	Username	Password	Access Level
Admin	`admin`	`admin123`	Full system access
Branch Manager	`manager`	`manager123`	Branch operations
Pharmacist	`pharmacist`	`pharma123`	POS, inventory view
Accountant	`accountant`	`acct123`	Accounting, reports
HR Officer	`hrstaff`	`hr123456`	HR & payroll
Cashier	`cashier`	`cash1234`	POS only

Important: Change all default passwords before going live. These are for demo purposes only.

User Roles & Permissions

Wisdsol PMS uses 10 distinct roles. Each role has access to specific modules:

Role	Primary Access	Typical User
Administrator	Everything — full system control	System owner / IT admin
Branch Manager	Branch operations, staff oversight, sales, reports	Branch head
Warehouse Manager	Stock receipts, transfers, inventory	Warehouse staff
Pharmacy Manager	Pharmacy stock, POS, customers	In-store manager
Pharmacist	POS, product lookup, basic inventory	Dispensing pharmacist
Sales Rep	Gross sales, customer management	Field sales team
Accountant	Accounting module, financial reports, expenses	Finance team
HR Officer	HR module — staff, payroll, leave	HR department
Delivery Officer	Delivery management, dispatch	Delivery team
Cashier	Point of Sale only	Front counter staff

Dashboard

The dashboard is your central hub. It provides a real-time snapshot of business performance.

Dashboard Widgets

Today's Revenue — Total value of completed sales for today
Monthly Revenue — Cumulative sales from the 1st of the current month
Low Stock Alerts — Products at or below their reorder level
Expiring Stock — Products expiring within 30 days
Pending Deliveries — Deliveries awaiting dispatch or delivery
Recent Activity — Latest system events and user actions

Dashboard data refreshes on every page load. Bookmark the dashboard as your daily start page.

Inventory Management

Products

Navigate to Inventory → Products to manage your product catalogue.

Adding a New Product

1

Click Add Product and fill in: Name, Generic Name, Brand, SKU (unique), Category, Unit of measure, and Pack size.

2

Set Requires Prescription and Is Controlled Substance flags if applicable.

3

Set the Reorder Level — the system will alert you when stock falls below this number.

Stock Receipt

Use Inventory → Stock Receipt to record incoming stock from suppliers.

Select the product and warehouse
Enter quantity, unit cost, selling price, batch number and expiry date
Save to update stock levels automatically

Stock Adjustments

Use adjustments to correct discrepancies (damage, counting errors). All adjustments are logged with reason and user.

Stock Movements

View a full audit trail of every stock movement: receipts, sales, transfers, adjustments, and write-offs under Inventory → Movements.

Always perform a physical stock count before entering large adjustments. Adjustments affect financial valuation.

Sales & Point of Sale

Retail POS (Point of Sale)

Go to Sales → Point of Sale for the retail counter interface.

1

Search for a product by name or SKU and add it to the cart with quantity.

2

Select the customer (optional for walk-in) and choose the payment method.

3

Confirm the sale. Stock is automatically reduced and a receipt is generated.

Gross / Wholesale Sales

For bulk orders, go to Sales → Gross Sales. These support partial payments and an outstanding balance workflow.

Payment Recording

For gross sales with outstanding balances, use the Record Payment button on the sale detail page to log each payment installment.

Receipts can be printed directly from the sale detail page using your browser's print function (Ctrl+P).

Customers

Navigate to Customers to manage your customer database.

Add Customer — Record name, contact, address and customer type (retail/wholesale)
Customer Detail — View full purchase history, outstanding balances and contact info
Customer Ledger — Available under Accounting for detailed financial view per customer

Delivery Management

Creating a Delivery

1

Go to Deliveries → New Delivery. Link it to a sale or gross sale order.

2

Assign a delivery officer and enter the delivery address and scheduled date.

3

Update the status as it progresses: Pending → Dispatched → Delivered (or Failed).

The Delivery Detail page shows a full status timeline with timestamps for each update.

Accounting

Chart of Accounts

Set up your accounts under Accounting → Chart of Accounts. Account types include Asset, Liability, Equity, Revenue, and Expense.

Journal Entries

Record double-entry transactions under Accounting → Journal Entries. Each entry requires at least one debit and one credit that must balance.

Expenses

Log daily operating expenses under Accounting → Expenses. Categorise by account for accurate reporting.

Financial Statements

Trial Balance — Lists all account balances to verify books are balanced
Income Statement — Revenue vs expenses for a chosen period
Balance Sheet — Assets, liabilities and equity at a point in time
Customer Ledger — Per-customer transaction history and outstanding amounts

Journal entries cannot be deleted once posted. Create a reversing entry to correct errors.

HR & Payroll

Staff Management

Add staff under HR → Staff. Each staff member is linked to a department and branch. You can upload an ID photo and set their employment date.

Leave Management

Staff leave requests are tracked under HR → Leave Requests. Managers can approve or reject requests. Leave dates are recorded for payroll deduction purposes.

Payroll Processing

1

Go to HR → Payroll → Process Payroll and select the month and staff member.

2

Enter basic salary, allowances, and deductions (SSNIT, tax, loans, etc.).

3

Confirm and mark as paid. The payslip can be printed from the detail page.

Reports & Analytics

Access all reports via Reports in the sidebar.

Report	Description	Export
Sales Report	Daily/monthly sales breakdown by product, branch or salesperson	PDF, Excel
Inventory Report	Current stock levels, low stock, and expiring items	Excel
Financial Summary	Revenue, expenses, and profit for the selected period	PDF
Payroll Report	Monthly payroll costs per branch or department	Excel
Delivery Report	Delivery completion rates and status breakdown	PDF

Branches & Warehouses

Branches

Branches represent your business locations (e.g., Main Branch, Kumasi Branch). Each branch can have multiple warehouses and pharmacies. Staff are assigned to branches.

Warehouses

Warehouses hold your physical stock. You can transfer stock between warehouses and dispatch stock to pharmacies directly from the warehouse interface.

Create your Branch first, then create Warehouses and Pharmacies under that Branch.

Landing Page Management

Go to Content → Landing Page to control your public website's homepage.

Site Settings

Site Name & Tagline — Displayed in the browser tab and navbar
Hero Title & Subtitle — Main headline and subtext on the homepage hero section
Contact Info — Email, phone, address shown on the contact section
Social Media Links — Facebook, Twitter, LinkedIn, Instagram
Maintenance Mode — Toggle to show a maintenance message on the public site
Section Visibility — Show/hide testimonials, stats, and blog on landing page

Hero Slides

Manage rotating hero banners. Each slide has a title, subtitle, call-to-action button, and optional background image. Set the display order with the Order number field.

Features

Manage the "Features" cards on the landing page. Use FontAwesome icon names (e.g., fa-pills, fa-users, fa-chart-line). Visit fontawesome.com/icons for a full list.

Testimonials

Add client testimonials with star ratings (1–5), author name, title/company, and optional photo.

FAQs

Add frequently asked questions that appear in an accordion on the landing page.

Only Administrators can edit Site Settings. Other managers can view but not modify.

Blog Management

Go to Content → Blog Posts to create and manage your public blog.

Creating a Blog Post

1

Click New Post and enter the title, excerpt (short summary), and full content. HTML tags are supported for rich formatting.

2

Upload a featured image (recommended: 1200×630px), assign tags, and set the status.

3

Set status to Published to make it publicly visible. Draft keeps it private while you work on it.

Post Statuses

Draft — Not visible to the public, only staff can see it in management
Published — Live on the public blog at /blog/
Archived — Hidden from public without deleting content

Blog Tags

Tags are managed via Django Admin (/admin/blog/blogtag/). Create tags and assign them to posts to help readers filter by topic.

Comment Moderation

All blog comments go into a pending queue and are not visible to the public until approved. Go to Content → Blog Comments.

Moderation Workflow

1

New comments appear under the Pending tab with a badge count.

2

Review the comment content and author details. Click ✓ Approve to make it public.

3

Click 🚫 to mark as spam, or 🗑 to permanently delete.

Bulk Approval

Select multiple comments using the checkboxes and click Approve Selected to approve them all at once — useful after a quiet period.

A number badge appears on the Blog Comments sidebar link whenever there are pending comments, so you always know when action is needed.

Product Review Moderation

Customers can submit star-rated reviews for products. Reviews follow the same approval workflow as blog comments. Go to Content → Product Reviews.

Moderation Actions

Approve — Makes the review live on the product page
Spam — Flags as spam and hides from view (not deleted)
Delete — Permanently removes the review

Reviews are submitted through the product's public review page at /reviews/product/[id]/. You can link to this page from the product detail page.

Tips & Tricks

Keyboard Shortcuts

Ctrl+P — Print current receipt
Ctrl+F — Browser search within a list
Alt+← — Go back to previous page

Daily Checklist

☑ Check Dashboard for alerts
☑ Review pending comments/reviews
☑ Check expiring stock alerts
☑ Reconcile day's sales

Low Stock Management

Set product reorder levels accurately. The system flags items at or below the reorder level on the dashboard and in the inventory report.

Expiry Management

Always enter expiry dates when receiving stock. Run the Inventory Report monthly and filter by expiry to proactively manage near-expiry items.

Support

For technical support, feature requests, or questions about Wisdsol PMS, contact the Wisdsol Tech team:

Website
wisdsol.com

Email
info@wisdsol.com

Documentation
wisdsol.com/docs

Activity Log: All user actions are recorded in the Activity Log (Admin → Activity Log). This is useful for auditing and troubleshooting.

Wisdsol PMS — Comprehensive User Guide