MediPOS keeps a full set of books in the background. Every sale, purchase, payment and expense is posted to the right accounts as it happens, so nobody has to write a separate register. This guide explains the cash book and day book for a pharmacy: where your money is right now (the counter, the safe, the bank, EasyPaisa or JazzCash), every rupee in and out of each account, and everything posted on a given day. It is written for the owner and the accountant.
Everything here is under Money → Accounts & books. If it is not in your menu, your plan does not include Accounts & books. The owner can see what each plan includes under Plan & billing.
The money accounts
Every pharmacy starts with these accounts. You do not have to set them up:
| Account | What goes in it |
|---|---|
| Cash in hand | The counter drawer: cash sales, cash refunds, cash paid to suppliers and for expenses |
| Cash in safe | Cash taken off the counter and kept aside |
| Bank account | Bank transfers received and paid |
| EasyPaisa / JazzCash | Wallet payments from customers, or paid by you |
| Card payments (to be settled) | Card sales, until the bank credits them to you |
Each payment method at the POS and on payment screens is tied to one of these. When a customer pays Rs 1,250 by JazzCash, the JazzCash account goes up by Rs 1,250 automatically.
How to read the cash book
- Open Money → Accounts & books. The Cash book tab opens first.
- The cards at the top show each money account's balance on the To date. A balance below zero is shown in red.
- Click a card to see that account's ledger below. Cash in hand is shown first.
- Change From and To to see a longer period. The cash book opens on today.
The ledger has Date, Details, In, Out and Balance. It starts with an Opening balance row and ends with a Closing balance row. Each line shows what posted it (Sale, Payment, Expense, Money transfer and so on), the time and the staff member. Click the details to open the invoice, bill or expense itself.
On a day-end after load-shedding, when the till PC was off for two hours, this is where you check that every cash sale made it in. If Cash in hand shows Rs 38,450 at closing and the drawer count says Rs 38,000, look down the day's lines before blaming the cashier.
How to use the day book
The Day book tab lists every entry posted on one Date, in the order it happened. For each entry you see the Time, the Entry (with a link to the document), and every Account it touched with its Debit and Credit.
A single cash sale of Augmentin, for example, shows Cash in hand and Sales, plus the cost moving from Stock to Cost of goods sold. A voided document appears again, marked reversal, on the day it was voided. Accountants use the day book to check a day line by line. Owners use it to see at a glance what happened on a day they were away.
The chart of accounts
The Chart of accounts tab lists every account with today's balance. They are grouped as Assets — what the pharmacy has, Liabilities — what it owes, Owner's equity, Income and Expenses. Click any account to see its ledger for a period.
To add an account, use Add an account and choose the Kind: Bank account, Mobile wallet, Cash box, Other asset, Loan or liability, Other income or Expense. Give it a Name, such as Meezan Bank, and the bank and account number if you like. A new bank or wallet account also becomes a payment method, so it can be chosen at the POS and when paying suppliers. Accounts you added can be switched off on their page with Switch off. The standard accounts cannot be switched off.
Why an account can go below zero
MediPOS does not stop an account going below zero, because the money did move in real life. If Bank account shows minus Rs 1,20,000, you have almost certainly paid distributors by bank transfer without ever entering how much was in the bank on your first day. The cash book shows a yellow note when this happens, with a Record opening balances link. Record the day-one balance as an opening balance, and the figures come right from that date onwards.
Rules and tips
- The books need Cash book, day book & accounts. The built-in Owner, Admin and Accountant roles have it; Manager and Cashier do not.
- The books show the branch you are working in. People with All-branch reports see two buttons beside the tabs: the branch name and All branches. The Offline edition has one branch, so they show the same.
- Nothing in the books can be edited or deleted. Mistakes are corrected by voiding the document (sale, bill, expense or transfer), which posts a reversal on the day you void it.
- Cash that moves while your shift is open also counts in your drawer's expected cash.
Common questions
Why does Cash in hand not match my drawer count?
Cash in hand is every cash movement of the branch, over all shifts and days. Your shift only covers your own shift. Compare the shift summary with the drawer, and the cash book with all the cash you hold.
Where do I see what we received on EasyPaisa today?
Open the Cash book, click the EasyPaisa card, and leave From and To on today.
What is Card payments (to be settled)?
Card sales wait there until the bank pays them into your account. When the money arrives, move it to Bank account with a money transfer.
Can I add a second bank account?
Yes. In Chart of accounts, use Add an account with Bank account as the kind. It gets its own card in the cash book.
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Last updated 25 September 2026. Still stuck? Contact us.