Pharmacy settings, receipts and POS options

The Settings screen holds your pharmacy's details and the rules the POS follows at the counter. What you enter here decides what prints on every thermal receipt and how, how your invoices are numbered, how bill totals are rounded, whether near-expiry medicine can be sold, and whether cashiers must count the drawer before billing. Set it up once on the first day, then change it only when your shop's routine changes.

How to update your pharmacy profile

1. Open Administration → Settings.
2. Under Business, fill in Pharmacy name, Registered business name (only if it differs from the shop name), Phone, Email, Address and City.
3. Under Licences & tax, enter your Drug sale licence no. and, if you have one, your NTN.
4. Click Save profile.

The Region box shows the currency and time zone MediPOS uses for your pharmacy, PKR and Pakistan time. They are shown for reference and are not changed here.

This is what the top of a receipt is built from:

The NTN prints too if you tick Your NTN under What the receipt shows (below). The registered business name is kept on record only.

How to set the POS and receipt options

The next part of the screen has three cards, saved together with Save POS & receipt settings: Counter, Receipt printer (called Printing in the Windows app) and What the receipt shows. A Preview next to them shows a sample bill exactly as your printer will lay it out, and changes as you change the options.

Counter

Receipt printer / Printing

What the receipt shows

Rounding the bill total

Rounding goes to the nearest step, up or down, and exactly half rounds up. With Nearest Rs. 5, a bill of Rs 347.50 becomes Rs 350 and the receipt shows a Rounding line of 2.50. A bill of Rs 342 becomes Rs 340, with rounding of -2.00. Discounts and tax are worked out first, and rounding is applied last to the total. The rounding amount goes to its own Rounding account, so your cash book still matches the drawer. Many shops choose Rs. 5 or Rs. 10 when change in coins runs short.

Blocking near-expiry batches

With 0, only batches whose expiry date has passed are blocked. Set a number of days to stop selling stock that is about to expire. For example, with 30 days, on 25 September a batch of Amoxil syrup expiring on 15 October will not be sold. FEFO skips it and sells from the next batch. If no other batch is left, the POS says Not enough stock of … with the quantity it can sell. The blocked batch stays in stock and shows on the Expiry screen, where you can return it to the supplier or write it off.

Requiring a shift before billing

When this is on, a cashier who has not opened a shift sees Open your shift (count the opening cash) before billing. It makes every rupee in the drawer belong to someone's shift, which helps at the day-end cash count. It only has an effect if your plan includes Cash-drawer shifts; without that module the POS never asks for a shift. See Shifts and the cash drawer.

Batch and expiry on the receipt

When on, each item on the receipt has a line such as Batch BR2217 exp 11/27 under it. It helps when a customer comes back with a complaint, or when a company recalls a batch and you need to know who bought it.

Paper width and characters per line

Pick the width of the paper roll in your printer. 58 mm is the narrow roll on small printers, 80 mm is the common counter size, and 76 mm is the roll of dot-matrix (impact) receipt printers such as the Epson TM-U220. The receipt is laid out for the width you choose: 32 characters a line on 58 mm, 40 on 76 mm and 48 on 80 mm. Some 80 mm printers print only 42; if a test page's ruler wraps onto a second line, choose 42 in Characters per line. Which printer the receipts go to is chosen on each PC (next section).

Copies, automatic printing, cutter and drawer

• Copies of each receipt: choose 2 if you keep a copy of every bill for the shop's file. A reprint is always one copy.
• Print the receipt as soon as the sale is saved: the receipt prints the moment the cashier presses F12, without the Print receipt? step. The completed-sale box still shows the change to give back, with Next sale (Enter) and Print again.
• Cut the paper after each receipt: turn it off for printers without a cutter, so the paper is not fed for nothing.
• Blank lines before the cut: some printers have the cutter a little above the last printed line. If the cut goes through your footer, set 2 or 3.
• Open the cash drawer on cash sales: turn it off if you have no drawer, or if the drawer should open only with a key.

What the receipt shows

Use the line under your shop's details for something every customer should see, such as your hours or Home delivery: 0300-1234567, and the footer for a short thank-you or return policy. Turn off the cashier's or customer's name if you prefer not to print them. The You saved Rs. … line appears only on bills with a discount, and shows the total of all discounts on the bill. The barcode is the invoice number: scan it on the New return page to find the bill. Every receipt ends with a small line naming the software, MediPOS by Innobrains | medipos.pk. Printer setup is covered in Setting up thermal receipt printers.

How to set your invoice numbers

The Invoice numbers card sets how your documents are numbered. Change what you need and click Save number format. Under each prefix, Next: shows the next number exactly as it will print, and changes as you type.

So a pharmacy's 124th bill is INV-000124 to begin with. With the prefix MS, the year on and 4 digits it becomes MS-2026-0124.

• The count never restarts. Changing the format, or a new year, carries on from the last number, so no number is ever printed twice.
• Each document keeps its own prefix. A sale prefix cannot be the same as the return or purchase prefix, or the prefix of another document such as PR (returns to supplier) or EXP (expenses).
• The branch code comes back on its own. As soon as your pharmacy has a second branch, every number carries its branch code (INV-MAIN-000125, INV-GLB-000001), whether the box is ticked or not, so two branches never print the same number.
• A change applies from the next document. Documents already made keep their numbers.

Receipt printer on this PC

In the MediPOS Windows app, Settings has a card called Receipt printer on this PC. Unlike the rest of this screen, it belongs to the PC you are using, not to the whole pharmacy, so each counter can have its own printer.

1. In Printer, choose your thermal printer from the printers Windows knows on this PC. For a printer on the shop network, choose Network printer (IP address)… and type its Printer IP address, for example 192.168.1.50.
2. Tick Open the cash drawer with the test page if you want to check the drawer too.
3. Click Print test page (it saves your choice first) or Save printer.

Receipts then print straight to that printer, without a dialog, and open the cash drawer for cash bills. The card is in the Windows app only. The full steps and fixes are in Setting up thermal receipt printers.

Sign-out after inactivity

Sign-out after inactivity sets how long a PC may stay signed in without use: 2 hours on office PCs and 8 hours on registered counters to begin with, from 15 minutes up to 24 hours. Click Save after changing it. See Two-step sign-in and sign-out after inactivity.

Counter PCs

Counter PCs lists the PCs where staff sign in by tapping their name and typing their PIN. Register a counter on the counter PC itself: Register this browser as a counter here, or Settings → Counter PCs in the Windows app. See Counter PIN sign-in and supervisor approval.

FBR POS integration (optional)

Settings can also have a card called FBR POS integration, for pharmacies that must report their sales to FBR. It is completely optional and off by default. Only Tier-1 retailers must integrate; most neighbourhood medical stores are not Tier-1 and should leave it off.

It needs two things: your plan must include the FBR POS integration module (MediPOS decides this per plan), and you tick Report invoices to FBR in Settings → FBR POS integration, fill in the details from FBR and click Save FBR settings. While it is off, nothing about FBR appears anywhere: no fee, no FBR lines on receipts and no PCT code fields on products.

When it is on, receipts show your NTN, STRN and FBR POS ID, a POS Service Fee line of Re 1, the FBR Invoice No. with its QR code, and the Tax Asaan line. A bill made while FBR cannot be reached prints OFFLINE INVOICE, and MediPOS sends it automatically, trying every 5 minutes. The whole setup is in FBR POS integration for pharmacies (optional).

Rules and tips

• You need the Manage settings permission. The Owner and the built-in Admin role have it. The same permission opens Plan & billing.
• These settings apply to the whole pharmacy: every branch and every counter. Only the address and phone on the receipt come from the branch, and Receipt printer on this PC is set on each PC.
• A change applies from the next bill. A reprint of an old receipt uses the settings as they are now, so its footer and width follow today's choice.
• Every save goes into the audit log: Pharmacy profile updated shows each old and new value, POS settings changed shows the new options, and Invoice number format changed the new format.
• The Complete your pharmacy profile step on the Dashboard ticks once Address and Drug sale licence no. are both saved.
• On the Cloud edition, set each branch's own address and phone under Administration → Branches so its receipts show the right shop.

Common questions

Why is my NTN not printed on the receipt?

Tick Your NTN under What the receipt shows, and make sure the NTN is saved under Licences & tax. If you switch on FBR POS integration, the receipt always shows your NTN, STRN and FBR POS ID.

What is the difference between Paper width and Receipt printer on this PC?

Paper width (with the other printing options) applies to every counter. Receipt printer on this PC is the actual printer that PC's receipts go to, chosen separately on each counter in the Windows app.

Can I remove "MediPOS by Innobrains" from the receipt?

No. It is one short line at the very bottom, under your own footer, like the software name on most shop receipts.

I changed the invoice prefix. Will my old invoices change?

No. Old documents keep the numbers they were printed with, and the count carries on, so the new format starts from the next number, not from 1.

Can each branch have its own receipt footer or rounding?

No. POS and receipt options are set once for the whole pharmacy. Each branch's address and phone do print on that branch's receipts.

Does blocking near-expiry batches remove them from stock?

No. The stock stays where it is and keeps its value. It simply cannot be sold at the POS, so you can deal with it from the Expiry screen.

Will rounding change my profit figures?

Only by the rounding amounts, which are kept in their own Rounding account. That way you can see how much rounding gave away or gained over a month.

Who can change these settings?

Anyone whose role includes Manage settings. Give it only to people you trust, because it also opens the plan and billing screens.

Related guides

• Billing at the counter (POS)
• Setting up thermal receipt printers
• Shifts and the cash drawer
• Batches and FEFO (first expiry, first out)