Pharmacy sales and stock reports

Pharmacy Sales and Stock Reports

Pharmacy sales and stock reports help you monitor inventory levels, track sales performance, and understand your pharmacy's operations. These reports show which medicines are selling, how much stock you have, and whether items are near expiry or running low.

Before you start

• You need end-user or admin access to reports (your administrator can grant this).
• Your pharmacy must have active sales records or stock transactions to show in reports.
• Basic understanding of inventory terms: cost (what you paid for an item), price (what you sold it for), quantity on hand (stock available now).

Steps

1. Access the reports area

Go to Reports in the main menu.

Open in Usystems

You will see a list of available reports organized by type.

2. Find pharmacy-related reports

Look for reports with names like:

• Sales by Medicine — shows which medicines sold and how much
• Sales by Category — shows sales grouped by medicine type (antibiotics, pain relievers, etc.)
• Stock Report — shows current inventory levels for all items
• Expiry Status — shows items approaching or past expiry dates
• Low Stock Alert — shows items below your minimum stock level
• Stock Movement — shows received, sold, and adjusted quantities over time

Select the report you want to view by clicking on it.

3. Set the date range (if available)

Many reports let you filter by date. Choose:

• Start date — when the report period begins
• End date — when the report period ends

Common choices:

• Last 30 days (recent activity)
• Current month (monthly review)
• Entire year (annual analysis)

4. Apply filters (optional)

Depending on the report:

• Medicine/Product — choose specific items, or leave blank for all
• Category — filter by medicine type
• Warehouse/Location — if you have multiple storage areas
• Batch/Lot — view results for a specific batch

Click Apply or Run Report when ready.

5. View the results

The report displays in a table. Common columns include:

• Medicine Name — item name
• Quantity Sold / On Hand — number of units
• Sales Amount / Cost — money value
• Percentage of Total — how much this item represents of the total
• Status — e.g., "In Stock," "Low Stock," "Expired"

6. Export or print (if needed)

Most reports have an Export or Print button:

• Export to Excel — save data to a spreadsheet for further analysis
• Print — generate a printable version for your records

Accounting impact

Pharmacy sales and stock reports are based on completed transactions already recorded in your accounting system:

• Sales reports summarize invoices and sales receipts (revenue already recorded)
• Stock reports reflect the current inventory balance (asset value in your balance sheet)
• Cost of goods sold (COGS) is calculated when medicines are sold, reducing your inventory value

Reports do not create new transactions — they show what has already happened.

Tips and common mistakes

• Update your stock regularly: if you receive new items but don't record them in Usystems, the stock report will be incorrect. Always record receipts when medicines arrive.
• Check expiry dates: use the Expiry Status report monthly to identify items nearing their end date so you can remove or use them before they expire.
• Compare sales to stock: if a report shows high sales but low inventory, it may mean your stock is turning over quickly and you need to reorder soon.
• Use date filters: avoid running year-to-date reports on very large inventories — narrow the date range to focus on recent activity and get faster results.
• Clarify your questions before running a report: if you want to know "what sold best last month?" use the Sales by Medicine report for the past 30 days, not a full-year report.

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