Rating: 4.9. Number of organizations: 69

Countries: All
Operating system: Windows, Android, macOS
Group of programs: Business automation

Software USU

Money accounting at the pharmacy

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Money accounting in a pharmacy is automated in the USU Software system application, which means that pharmacy employees, including the accounting department, do not take part in money accounting, since income and expenses are distributed automatically according to pre-specified items and accounts when setting up the program. True, it is impossible to completely deny the participation of personnel, since it is related to money accounting, albeit indirectly, since the execution of work operations is still its competence. Employees record the execution of work in their electronic forms, based on this data, costs are automatically distributed among all items and centers of origin, changing the previous credentials. In the same way, buyers' purchases pay registered by staff in the same electronic forms, based on these records, payments are distributed among specified invoices.

Something like this is organized money accounting in a pharmacy - one action automatically triggers the next, and the responsibility of employees includes the timely registration of each work operation. All information is collected by the software, independently sorted by purpose, and forms aggregate indicators, in such case - by income and expenses received or committed by the pharmacy during the reporting period. This information is not available to all pharmacy staff, only accounting, and management - persons whose competence includes money accounting in a pharmacy. To restrict access to financial information, separation of user rights is introduced - they are assigned individual logins and passwords that protect them, which provide access to the information that is needed to perform their duties and no more.

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In the software configuration money accounting in a pharmacy, all data are interconnected, thus, the performance of any, even non-financial transaction, affects the money accounting in the pharmacy. Since it is included in the volume of work performed by the employee and thus must be paid, which entails money costs or it entails material costs, which are also covered by money funds. To visualize how automated money accounting works in a pharmacy, we described the structure of the software, whose menu consists of three blocks that are different in terms of tasks and purposes, but the same in structure and heading - these are ‘Modules’, ‘Reference books’, ‘Reports’ if arrange them alphabetically, but the first of them is the ‘References’ section, where the automated system is configured.

It is considered universal - it is suitable for a pharmacy of any scale of activity and specialization, but after setting it becomes a personal automation program that only this pharmacy can successfully use. It is from this block that money accounting in the pharmacy begins - from the ‘Money’ tab, which, note, is in each of the three blocks, but each of them contains different data. For example, in the ‘Reference books,’ this is a list of sources of financing and items of expenditure. If it is simpler, then here they indicate where the money receipts can come from, the basis them, the list of accounts distributing payments, according to the basis, and where these money receipts can be spent, i.e. a list of all expenses that the pharmacy incurs in the course of work.

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Further, money accounting in the pharmacy continues in the ‘Modules’ block in the ‘Money’ folder of the same name, where information is collected on all money transactions performed by the pharmacy, including payments from buyers and delivery costs, utilities, and wages. Here, a register of pharmacy accounting entries is formed with full detail to each of them, including the dates and amounts responsible for the conduct of persons, counterparties, the grounds performing a financial transaction. The ‘Modules’ block is a section for accounting current activities. Hence, it accumulates the data that is received here and now, and which may change at the next moment, but all operations accounting is kept, including money. Each type of change has its own tab – ‘Clients’, ‘Product’, ‘Sales’, others, and its own database - a database of contractors, a database of primary accounting documents, a sales database.

The third block, ‘Reports’, analyzes the current activities from the ‘Modules’ block, carried out according to the regulations established in the ‘Reference books’ block, it also has a ‘Money’ tab, but here it contains reports with an analysis of money flows the reporting period, which allows optimizing financial accounting and exclude unproductive costs from pharmacy turnover. To assess the feasibility of different expense items – to each, indicators be presented with visualization of participation in the total cost and dynamics of changes over time. Thanks to such accounting, it is possible to find the deviation of the actual indicators from the planned money accounting at the beginning of the period or earlier, identify the reason for the discrepancy between them, find out whose financial receipts are the most stable, and whose are the largest, clarify the average buyer's check at a different pharmacy in your network and determine the most effective of the items in terms of sales or profit.

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Money accounting at the pharmacy