The profit and loss statement answers the owner's real question: after paying for the medicines, the rent, the staff and the electricity, did the pharmacy make money this month? MediPOS builds it from the books automatically. The cost of each strip and bottle sold comes from the batch it was taken from. This guide explains how the pharmacy profit and loss is worked out, how to read it for any period, and who can see it.
The statement is part of Accounts & books. If you cannot find it, your plan may not include that module. The owner can see what each plan includes under Plan & billing.
How to open the profit and loss
- If you have access to the books, go to Money → Accounts & books and click the Profit & loss tab.
- Otherwise, go to Money → Reports and click Profit & loss under Elsewhere in MediPOS.
It opens on the current month, from the 1st to today. Change From and To for any other period: last month, a quarter, or from 1 July for the financial year so far. Print gives a clean page for your accountant or partner.
How the figures are worked out
A month for a busy medical store might look like this:
| Line | Amount |
|---|---|
| Sales | Rs 12,50,000 |
| Less: returns | (Rs 18,000) |
| Less: discounts given | (Rs 22,000) |
| Net sales | Rs 12,10,000 |
| Cost of medicines sold | (Rs 9,68,000) |
| Gross profit | Rs 2,42,000 |
| Rent, Salaries, Electricity | (Rs 1,76,500) |
| Stock loss, damage & expiry | (Rs 7,800) |
| Cash short / over | (Rs 450) |
| Total expenses | (Rs 1,84,750) |
| Net profit | Rs 57,250 |
The three cards at the top repeat Net sales, Gross profit with its margin (20% here), and Net profit. If costs are higher than sales, the last line reads Net loss in red.
Sales
Sales is the value of the bills before discounts. Returns and discounts given at the counter are taken off separately, so you can see how much each one costs you. Sales tax you charged on a bill is not part of sales. It is money you owe to the government, and it sits in Sales tax payable on the balance sheet.
Cost of medicines sold
Buying stock is not an expense. When a distributor bill is posted, the money goes into stock. It only becomes a cost when the medicine is sold. At that moment MediPOS takes the cost of the actual batch sold, which is its landed cost after bonus, discounts, tax and freight. So if you bought Panadol on a 10+1 scheme, each tablet carries the lower scheme cost. When a customer returns a medicine to stock, its cost comes back off. That is why the gross profit here is real margin, not a guess based on trade price.
Expenses and stock losses
Everything under Expenses comes from the books:
- running costs from Expenses, one line per category (Rent, Salaries, Electricity, Tea & food…);
- Stock loss, damage & expiry: write-offs from the Expiry page and stock adjustments, stock lost in transit between branches, and the shortfall when a distributor takes a return back for less than your cost;
- Stock count differences from posting a stock count;
- Cash short / over from closing shifts, and Rounding from rounded bills.
Other income only appears when there is some. An example is a supplier crediting more than your cost for a returned batch. Click any expense or income line to see the entries behind it.
Rules and tips
- Seeing the profit and loss needs the View profit permission. The built-in Owner, Admin, Manager and Accountant roles have it; Cashier and Pharmacist do not.
- The statement shows the branch you are working in. People with All-branch reports can click All branches for the whole business. On the Offline edition there is only one branch.
- Figures follow the date things were posted. A bill voided today reverses on today's date, so it lowers today's figures, not the month it was sold in. A printed P&L for last month stays true.
- The owner taking money out is not an expense. Drawings reduce the owner's share on the balance sheet, not the profit.
- Profit depends on correct costs. Opening stock entered at zero cost makes early months look too good. Check your opening stock values.
Common questions
Why is my profit lower than sales minus purchases?
Purchases that are still on the shelf are not a cost yet. They are stock. In a month when you stocked up before Ramzan, purchases will be far above cost of medicines sold. The profit and loss only counts what was sold.
Does the P&L include udhaar sales?
Yes. A sale counts on the day it is billed, whether the customer paid cash, used JazzCash or bought on credit. Collecting the udhaar later does not add to profit again.
Why does the Daily sales report show a different profit?
Report profit is gross profit on sales only. The profit and loss then takes off expenses and stock losses to reach net profit.
Can the cashier see our profit?
Not with the built-in Cashier role. Only roles with View profit can open this page or see profit columns in reports.
Related guides
Last updated 25 September 2026. Still stuck? Contact us.